October 28 Posting for FSII - Draft RFP.pdf

U.S. Department of Homeland Security Washington, DC 20528

October 28, 2011

Prospective Offerors:

The Department of Homeland Security (DHS) Office of Procurement Operations (OPO), Enterprise Acquisitions Division is pleased to present this draft solicitation for the FirstSource II program.

This draft solicitation is intended to provide industry with further information on the intended DHS acquisition strategy and to elicit comments to help improve the final document. In several instances throughout this document, the Government has provided a narrative (as opposed to draft solicitation language) in an attempt to convey its current intent to prospective FirstSource II Offerors. These areas are designated by bold text and preceded by the word “Note:.”

Since its inception in 2005, the FirstSource program has been a cornerstone of the DHS Small Business and Strategic Sourcing programs. With FirstSource II, DHS will replace the current FirstSource contracts and incorporate lessons learned from the previous five years. As reflected in the attached draft solicitation and the previously issued Acquisition Strategy Paper, the FirstSource II acquisition strategy is summarized as follows:

Objective and Target Companies: The primary objective of the FirstSource II acquisition is to establish contracts with experienced Information Technology Value-Added Resellers to provide a variety of commercially-available IT commodity products to support DHS programs in accomplishing their missions. A primary goal of this acquisition is to generate cost avoidance and savings by leveraging the buying power of DHS and its components, ultimately resulting in lower prices to the Government.

Small Business Strategy: The small business strategy for FirstSource II provides for prime contracts in categories where set-aside authority exists. The set-aside categories are as follows: (1) 8(a); (2) Historically Underutilized Business Zone (HUBZone); (3) Service-Disabled, Veteran-Owned Small Business (SDVOSB); (4) Economically Disadvantaged, Women-Owned Small Business (EDWOSB); and (5) all small businesses (including SB, non-8(a) SDB, non-EDWOSB WOSB, and VOSB). DHS will emphasize value-added reseller services in the source selection. For illustration purposes, the following provides a simplified visual depiction of the small business strategy:

Work Description Information Technology Value-Added Reseller NAICS Code 541519 with Footnote #18 SB Size Standard 150 employees Small Business Category/Target Pool

8(a) HUBZone SDVOSB EDWOSB Small Business (including SB, non-8(a) SDB, non-EDWOSB

WOSB, VOSB)

Small Business FAR Reference FAR 19.8 FAR 19.13 FAR 19.14 FAR 19.15 FAR 19.5

Anticipated Number of Contract Awardees TBD TBD TBD TBD TBD

FirstSource II Draft Solicitation

FirstSource II will use North American Industry Classification System (NAICS) code 541519, Footnote #18 (Information Technology Value-Added Reseller), with a size standard of 150 employees.

Indefinite Delivery/Indefinite Quantity Contract: DHS intends to award multiple Indefinite Delivery / Indefinite Quantity (IDIQ) contracts from this solicitation for commercial items under Federal Acquisition Regulation (FAR) Part 12 Acquisition of Commercial Items using the source selection procedures of FAR 15 Contracting by Negotiation. The contracts will be “mandatory-for-consideration” within DHS.

Ordering will be based upon the fair opportunity procedures of FAR 16.505(b) for orders under multiple award contracts. Fair opportunity will be conducted by Delivery Order Contracting Officers selecting one (1) of the five (5) socioeconomic categories and competing the order among those firms within the selected category. For example, if the 8(a) category is selected, only the 8(a) firms will compete for the order. The Delivery Order Contacting Officer will select the socioeconomic category under which to compete the requirement by reviewing the Small Business Administration (SBA) guidance and advice from the DHS component small business specialist.

DHS anticipates a significant level of competition for FirstSource II. We strongly encourage interested companies to thoroughly read the evaluation criteria in the draft solicitation and final solicitation prior to preparing a proposal to determine if your experience and qualifications as a value-added reseller are strong enough, relative to the competitors in your small business category, to have a reasonable chance for award.

Registration for the DHS FirstSource II Industry Day on November 2, 2011 is closed. However, interested offerors are advised that attendance at the event is not required to participate in this acquisition and all FirstSource II related conference materials, including the attendee list, will be posted on www.fbo.gov within five (5) business days of the event.

DHS does not intend to maintain an interested vendor list so expressions of interest are not required. All inquiries should be addressed to FirstSourceII@dhs.gov.

Respondent Instructions: DHS welcomes your comments about the draft solicitation but does not intend to issue direct responses to individual comments at this time. DHS will consider all comments for inclusion in the final solicitation and will endeavor to ensure improved clarity for elements that prompt questions. Written comments should be provided using the Excel file entitled “October 28 Posting for FSII – Draft RFQ Question and Comment Form”, which is posted on www.fbo.gov. Comments should include entries in each cell (page number, paragraph, etc.) and must be received at FirstSourceII@dhs.gov on or before November 16, 2011. Frequently Asked Questions were included in the previously released Acquisition Strategy Paper.

The final FirstSource II RFP is scheduled for release on or before December 30, 2011.

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FirstSource II

Value-Added Reseller Services for Information Technology Commodities and

Solutions

Request for Proposals No. HSHQDC-12-R-00005

October 28, 2011 Department of Homeland Security Office of Procurement Operations

Table of Contents

CHAPTER A – STANDARD FORM 1449

CHAPTER B – CONTINUATION OF SF 1449

SECTION A – EXECUTIVE SUMMARY

A.1 Type of Contract A.2 Contract Term A.3 Contract Scope

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 General Description B.2 Contract Minimums/Maximums B.3 Pricing B.4 Leasing

SECTION C – PROGRAM OBJECTIVES

C.1 Introduction C.2 Background C.3 Scope C.4 Program Objectives C.5 Requirements and Considerations C.6 Management Requirements and Considerations C.7 Customer Support and Technical Assistance Considerations C.8 Testing Considerations C.9 Applicable Standards as Requirements C.10 Promoting the Contract

SECTION D – PACKING, PACKAGING, AND MARKING

D.1 Packaging, Packing, and Marking D.2 Environmental Considerations

SECTION E - INSPECTION AND ACCEPTANCE

E.1 CLAUSES INCORPORATED BY REFERENCE (FAR 52.252-2) (FEB 1998)

E.2 Partial Delivery and Acceptance E.3 Hardware and Software Acceptance Testing

SECTION F – DELIVERY

F.1 Clauses Incorporated by Reference (FAR 52.252-2) (FEB 1998) F.2 Delivery Requirements F.3 Delivery Schedules F. 4 Period of Performance F.5 Performance Period – Delivery Order(s) F.6 Place of Performance

SECTION G - CONTRACT ADMINISTRATION DATA

G.1 Authorized Users G.2 Contracting and Administration Authority G.3 Fair Opportunity G.4 Ordering Procedures G.5 Delivery Orders G.6 Ordering Via Use of Government-Wide Purchase Cards G.7 Delivery Order Protests G.8 Invoicing and Payment

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 Equipment Modifications/Substitution under Issued Delivery Orders H.2 Energy Star (E-Star) Compliance Certification H.3 Section 508 Compliance H.4 Printing Restrictions H.5 Advertisements, Publicizing Awards and News Releases

H.6 Key Personnel – Contractor Program Manager H.7 Identification of Contractor Personnel H.8 Incorporation of Contractor’s Proposal H.9 Post-Award Evaluation of Contractor Performance H.10 Purchasing System H.11 FirstSource II Alliance Meetings H.12 Introduction / Substitution of New Technology H.13 Delivery Order Contract Ombudsman H.14 Post-Award Conference H.15 Access to Unclassified Facilities, Information Technology Resources, and Sensitive Information H.16 Information Technology Accessibility for Persons with Disabilities

Chapter C – CONTRACT TERMS AND CONDITIONS

Part 1 – Clauses Incorporated By Reference Part 2 – Contract Terms & Conditions Required to Implement Statutes or Executive Orders – Commercial Items Part 3 – HSAR Clauses in Full Text

Chapter D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS

Chapter E – SOLICITATION PROVISIONS

Part 1 - Instructions to Offerors – Commercial Items (52.212-1) (Jun 2008) Part 2 – Addendum to Instructions to Offerors – Commercial Items Work Description Part 3 - Evaluation – Commercial Items Part 4 - Offeror Representations and Certifications—Commercial Items (52.212-3)(May 2011)

CHAPTER A – STANDARD FORM 1449

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS 1. REQUISITION NUMBER PAGE 1 OF

Offeror to complete blocks 12, 17, 23, 24, & 30 Including Attachments

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

HSHQDC-12-R-00005 TBD

7. FOR SOLICITATION

A. NAME B. TELEPHONE (No Collect Calls)

E-MAIL:

8. OFFER DUE DATE/

LOCAL TIME (EST)

INFORMATION CALL Enterprise Acquisitions Division FirstSourceII@dhs.gov TBD

9. ISSUED BY CODE DHS 10. THIS ACQUISITION IS 11. DELIVERY FOR FOB

DESTINATION UNLESS

12. DISCOUNT TERMS

UNRESTRICTED BLOCK IS MARKED

x SEE SCHEDULE

Contracting Officer, H. Harrison Smith SET-ASIDE: 100% FOR 13a. THIS CONTRACT IS A RATED ORDER

MGMT/OPO/EAD/ Mailstop 0115 Department of Homeland Security

SMALL BUSINESS UNDER DPAS (15 CFR 700)

245 Murray Lane, SW, SMALL DISADV. BUSINSESS 13b. RATING

Washington, DC 20528-0115 8(A) NAICS: 541519, Footnote 18 14. METHOD OF SOLICITATION

SIZE STANDARD: 150 Employees RFQ IFB RFP

15. DELIVER TO: CODE 16. ADMINSTERED BY CODE DHS

Contracting Officer, H. Harrison Smith TO BE SPECIFIED ON INDIVIDUAL ORDERS MGMT/OPO/EAD/ Mailstop 0115

Department of Homeland Security 245 Murray Lane, SW, Washington, DC 20528-0115

17a. CONTRACTOR/OFFEROR CODE FACILITY 18a. PAYMENT WILL BE MADE BY CODE

TO BE SPECIFIED ON INDIVIDUAL ORDERS

TELEPHONE: 18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK BELOW IS CHECKED:

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN OFFER SEE ADDENDUM

19.

ITEM NO,

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

SEE ATTACHED CONTINUATION SHEETS

(Attach Continuation Sheet as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

27a. SOLICITATIONS INCORPORATE BY REFERENCE@ CHAPTER E FAR 52.212-1, 52.212-2 & 52.212-3, WHICH ARE ATTACHED. ADDENDA ARE ARE NOT ATTACHED.

27b. CONTRACTS/PURCHASE ORDERS INCORPORATE FAR 52.212-4 & 52.212-5 SEE CHAPTER C ADDENDA ARE ARE NOT ATTACHED.

28.

CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN 3 COPIES TO ISSUING OFFICE.

CONTRACTOR AGREES TO FURNISH AND DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED

ABOVE AND ON ANY ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

HEREIN.

29.

AWARD OF CONTRACT: REFERENCE OFFER DATED . YOUR

OFFER ON SOLICITATION (BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES

WHICH ARE SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

30b. NAME AND TITLE OF SIGNER (TYPE OR PRINT) 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER 31c. DATE SIGNED

H. Harrison Smith AUTHORIZED FOR LOCAL REPRODUCTION STANDARD FORM 1449 (Rev 4/2002) PREVIOUS EDITION NOT USABLE Prescribed by GSA – FAR 53.212

FirstSource II - Draft Request For Proposals Chapter B – Continuation of SF 1449 RFP No. HSHQDC-12-R-00005 Section A - Executive Summary

CHAPTER B – CONTINUATION OF SF 1449

SECTION A – EXECUTIVE SUMMARY

(CONTINUATION OF SF 1449, BLOCK 10)

A.1 Type of Contract The Department of Homeland Security (DHS) intends to award multiple Indefinite Delivery/Indefinite Quantity (IDIQ) contracts from this solicitation for commercial items under Federal Acquisition Regulation (FAR) Part 12, Acquisition of Commercial Items. The contracts resulting from this solicitation will be available for use by all DHS components and are mandatory-for-consideration.

This is a 100% Small Business Set-Aside using NAICS Code 541519, Footnote 18; the business size standard is 150 employees. Multiple IDIQ contracts will be issued under each of the following five (5) categories:

• 8(a);

• Historically-Underutilized Business Zone (HUBZone);

• Service-Disabled, Veteran-Owned Small Business (SDVOSB);

• Economically-Disadvantaged, Woman-Owned Small Business (EDWOSB); and,

• All Small Businesses (including SB, non-8(a) Small Disadvantaged Business, non-

EDWOSB WOSB, VOSB).

A.2 Contract Term The ordering period of the contracts will be a five (5) year base with two (2) one-year options for a total term, if all options are exercised, of seven (7) years. For the option periods, the contract shall be renewable as provided in FAR Clause 52.217-9, Option to Extend the Term of the Contract, incorporated by reference in Chapter C, Part 1. The period of performance of any delivery order issued under the contracts shall not exceed twelve (12) months after the expiration of the last option period of the IDIQ contracts in accordance with FAR Clause 52.216-22, Indefinite Quantity, incorporated by reference in Chapter C, Part 1.

A.3 Contract Scope The purpose of the FirstSource II contracts is to provide DHS with the ability to purchase a full array of value-added reseller (VAR) services for Information Technology (IT) commodities and solutions. VAR services include, but are not limited to those listed below:

• Configuration consulting and design;

• Systems integration;

• Installation of multi-vendor equipment;

• Customization of hardware or software;

• Training;

• Product technical support;

RFP No. HSHQDC-12-R-00005 Section A - Executive Summary

• Product maintenance; and,

• End-user support.

Any commercially available information technology product may be made available through this contract. Equipment is categorized as follows with additional detail provided in Section C.

• Small Form Factor Devices;

• Static Devices;

• Domain Devices;

• VDI Devices (desktop virtualization); and,

• Peripheral Device.

Use of the term “Delivery Order” in this document is not intended to express a limitation on the ordering of services provided under this contract, whether or not ordered in unison with supplies.

(End of Chapter B, Section A)

RFP No. HSHQDC-12-R-00005 Section B – Supplies or Services and Prices/Costs

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

(CONTINUATION OF SF 1449, BLOCK 20)

B.1 General Description The Contractor shall supply the technical and management solutions as described in Section C, Program Objectives.

B.2 Contract Minimums/Maximums

(a) The minimum guaranteed award amount for this IDIQ contract is $250.00 per Contractor for the base period of this contract. Orders beyond the minimum will be determined by user needs and fair opportunity procedures. The exercise of an option does not re-establish the contract minimum for the IDIQ contracts.

(b) The specific products and quantities will be identified on each delivery order issued under the base contract.

(c) The total value of all Delivery Orders awarded under all contracts issued under this solicitation, including orders issued in option periods and minimum contract amounts, shall not exceed $3,000,000,000.

B.3 Pricing

Note: The Government is currently considering various approaches to pricing the requirements of FirstSource II, in order to generate a total evaluated price for the purposes of evaluation and source selection, and in order to provide a framework for the base contract. One of the approaches being considered is the utilization of a Sample Delivery Order in order to generate a total evaluated price for the purposes of evaluation and source selection. This Sample Delivery Order would be a reflection of a current or anticipated Government need and would include items in all five (5) categories of equipment. Pricing information shall be required for all five (5) years of the base period, as well as the two (2) option periods.

B.4 Leasing The Contractor shall offer and provide equipment lease financing when individual Delivery Orders issued under this base contract require it. Delivery and return of the equipment shall be addressed in the lease terms set forth in individual Delivery Orders.

The Government may contemplate leases of the following types: Lease to Ownership (LTO);

Lease with an Option to Purchase (LTOP); and Straight Lease IT equipment. All leases may include integrated installation and warranty. Leasing terms and conditions and associated lease documentation will be established at the DO level.

RFP No. HSHQDC-12-R-00005 Section B – Supplies or Services and Prices/Costs

The DO CO may terminate hardware leased under delivery orders issued under this contract, at any time during a fiscal year in accordance with the termination provisions contained in FAR 52.212-4 (l) Termination for the Government’s convenience, or (m) Termination for cause.

Additionally, under no circumstances will any fees be charged for non-renewal of an option.

Annual Funding: When annually appropriated funds are cited on an order for leasing, the following applies:

(1) The base period of an order for any lease executed by the Government shall be for the duration of the fiscal year. All Government renewal options under the lease shall be specified in the Delivery Order. All orders for leasing shall remain in effect through September 30 of the fiscal year or the planned expiration date of the lease, whichever is earlier, unless the Government exercises its rights hereunder to acquire title to the hardware prior to the planned expiration date or unless the Government exercises its right to terminate under FAR 52.212-4 (l) Termination for the Government’s Convenience, or

(m) Termination for Cause. Orders under the lease shall not be deemed to obligate succeeding fiscal year’s funds or to otherwise commit the Government to a renewal.

(2) All orders for leasing shall automatically terminate on September 30, unless the Delivery Order Contracting Officer notifies the Contractor in writing thirty (30) calendar days prior to the expiration of such orders of the Government’s intent to renew. Such notice to renew shall not bind the Government. The Government has the option to renew each year at the original rate in effect at the time the order is placed. This rate applies for the duration of the order. If the Government exercises its option to renew, the renewal order shall be issued within fifteen (15) days after funds become available for obligation by the ordering office, or as specified in the initial order.

Crossing Fiscal Years within Contract Period: Generally, orders for leasing shall automatically terminate on September 30 except where a Component Ordering Office has specific authority to cross fiscal years with its appropriations. With that exception in mind, the Component Ordering Office may place an order to lease the hardware for a base period up to the expiration of its period of appropriation availability, or twelve (12) months, whichever occurs later, notwithstanding the intervening fiscal years. Option periods would commence from the expiration date of the base period and each option period, if exercised.

(End of Chapter B, Section B)

RFP No. HSHQDC-12-R-00005 Section C – Program Objectives

SECTION C – PROGRAM OBJECTIVES

C.1 Introduction Information Technology (IT) commodities represent a significant portion of the Department of Homeland Security (DHS) IT budget. The purpose of this acquisition is to establish FirstSource II, the DHS’s enterprise-wide vehicle for a wide variety of IT commodities and value-added reseller services. The resulting contracts will replace FirstSource, which will expire in 2012.

The requirements for FirstSource II are presented in the form of a Statement of Objectives.

Offerors will use this information to propose the “how” to accomplish DHS’ objectives, i.e., the technical and management solutions that leverage existing industry best practices and Commercial-Off-The-Shelf (COTS) IT commodities at the lowest available prices. The basic objectives and their background are set forth in subsections C.2 through C.4 below.

Requirements and other constraints are set forth in the remaining subsections.

C.2 Background In Fiscal Year 2007, DHS competitively awarded a suite of Indefinite-Delivery/Indefinite- Quantity contracts under a Department-wide program called FirstSource. The FirstSource contracts facilitated streamlined purchase, delivery, and installation of IT commodity products and solutions. The contracts supported the DHS goal of establishing a functionally integrated Department, demanding integrated methods of operation among and between the various Components with the support systems that enhance mission effectiveness and create economies of scale through consolidation of requirements. This has facilitated establishing a functionally integrated, centrally coordinating IT infrastructure, and ensuring compatibility within “One Network” and “One Infrastructure.” Prior to FirstSource, DHS acquired the IT commodity products needed to fulfill the specific missions of individual components through the issuance of separate contracts utilizing differing terms and conditions under a variety of contractual arrangements. With FirstSource II, DHS intends to further its efforts to standardize commodities and procurement processes and reduce acquisition lead-times.

C.3 Scope In support of its mission and strategic goals, DHS requires commercial IT commodity solutions and value-added reseller services for a wide variety of applications throughout the Department and its 22 Operating Components. DHS needs to access, as they occur, technological advances and new business practices that may increase productivity, efficiency, and/or reduce costs while leveraging DHS’ Department-wide buying power to obtain the lowest available prices. The scope of this contract is to provide DHS with value-added reseller services and access to a wide and renewable variety of IT commodity products (hardware and software) from multiple Original Equipment Manufacturers (OEMs), and made available through delivery order competitions.

Any commercially available IT product may be made available through this contract. Equipment is categorized as follows:

1. Small Form Factor Device: Portable mobile computing device with a display screen that provides an interface for viewing and processing data that can be transported for normal human-computer interaction. (For example, laptops, netbooks, tablets, smart phones, bar code readers, RFID readers)

2. Static Device: A computing device, equipment storage system or visual display device that would remain in a permanent location and would be not transported for normal business functions. (For example, desktop workstation, monitor, security card reader, server and network racks)

3. Domain Device: Capability that provides information technical service management for the optimization, administration and security of data, voice, and video transmission and all interrelated interfaces to support network and application protocols and processing, storing, replication, recovering, monitoring and auditing of all information system processes. (For example, router, switches, servers and blade servers, SAN, security appliances, firewalls, software, tape backup device, Uninterruptable Power Supply)

4. VDI Device (desktop virtualization): Capability shall support distributed applications for wired and wireless heterogeneous and homogenous network environments for mobile small factor devices and static devices for the transmission, processing, creating, storing, retrieving and manipulating of images. (For example, virtual machines and applications that operate within a centralized, decentralized or hosted infrastructure interface device, such as virtual desktop infrastructure device or thin client application)

5. Peripheral Device: Auxiliary hardware and software for system management, productivity and collaboration, monitoring and sustainment for small factor devices, static devices, domain devices and VDI devices. (For example, printers, USB sticks, scanners, DVD recorders, RFID tags, cameras)

C.4 Program Objectives The overall objectives that the Department intends to achieve over the course of the program are to:

1. Obtain the lowest prices for all products and related services on catalogs offered by the

Contractor as determined through application of fair opportunity and competition in the ordering process.

2. Maintain continuous access to a broad range of IT and new technology as it is introduced to the commercial marketplace.

3. Provide and implement a set of performance measurements and metrics for the Contractor’s achievement of the FirstSource Program Objectives, to provide current and accurate data for measuring the Contractor’s performance over the entire term of the contact; and to provide current and accurate data for the following areas:

• Customer Satisfaction Measurement,

• Spend Management, and

• Problem Resolution Measurement.

4. Meet dynamic DHS customer requirements for IT commodities, special delivery needs, and related services throughout the term of the contract.

5. Implement standardized IT configurations and solutions consistent with the evolving DHS

Enterprise Architecture standards.

6. Provide a flexible and dynamic contract vehicle to access and leverage world-class small business partners.

C.5 Requirements and Considerations This section describes DHS’s technical and management requirements and considerations that must be accommodated by Offerors in the development of potential solutions. These items relate directly to the FirstSource Program Objectives listed in Section C.4.

C.5.1 Technical Requirements and Considerations

Chapter D, Attachment 3, lists the DHS Standard Configurations and describes the primary components of those configurations. The Contractor shall meet or exceed all requirements listed in these configurations. The following sections describe additional technical requirements and considerations that offerors shall address in their technical solutions.

C.5.2 Power Requirements

The Contractor shall provide hardware that is operable at all DHS locations including OCONUS locations using the standard power outlets available at the location.

C.5.3 Section 508 Electronic and IT Accessibility Standards Requirements

The Section 508 Electronic and Information Technology (EIT) Accessibility Standards, established by the Architectural Barriers Compliance Board (Access Board), are incorporated into, and made part of all DHS contracts, solicitations and purchase orders developed to procure, develop, or maintain EIT. The Contractor shall comply with the technical standards at 36 CFR 1194 and all Section 508 standards in performing this contract. Information about the Section 508 Electronic and Information Technology Accessibility Standards may be obtained via the Web at the following URL: www.Section508.gov. See H.16. Information Technology Accessibility for Persons with Disabilities.

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C.5.4 System Requirements

The Contractor shall provide hardware and software components that are factory-installed and ready for immediate use (e.g., device drivers loaded; all cables and adapters included) unless otherwise specified in individual Delivery Orders. The Contractor shall provide documentation either included or available on-line, or both, for all products offered. DHS intends to integrate products provided from these contracts into various DHS network environments. For this reason the Contractor shall provide products under this contract that contain industry standard ports and interfaces for, among other things, network connectivity, printing, communications, and device control.

During the term of this contract, the Contractor shall deliver, furnish for Government use, or furnish for Contractor use at a Government-owned facility, only personal computer products that at the time of submission of proposals were the Electronic Products Environmental Assessment Tool (EPEAT) Bronze registered or higher where such EPEAT products are available at www.epeat.net.

Personal computer products include a notebook computer, a desktop computer, or a computer monitor, and any peripheral equipment that is integral to the operation of such items. For example, the desktop computer together with the keyboard, the mouse, and the power cord would be a personal computer product. Printers, copiers and fax machines are not included in peripheral equipment, as used in the FAR definition.

When a requester specifies personal computer products that are not EPEAT registered and suitable EPEAT products are available, the Contractor shall:

a. Notify the requester of the requirement to purchase the EPEAT product; and

b. Provide a suitable alternative(s) that meet the EPEAT registered requirements.

C.5.5 DHS Enterprise Licensing Requirements

DHS has a department-wide Enterprise License Agreement (ELA) for the acquisition of Microsoft Software enterprise products (excluding Windows Client Operating System). All of these Microsoft enterprise products are acquired by DHS through this vehicle. Therefore Contractors shall not duplicate, mark-up, or otherwise increase the price of any Client PC or Server to provide this enterprise software for which DHS already has an agreement in place.

C.5.5.1 Microsoft Software Pricing

For consistency in FirstSource II pricing, all Client PCs and Servers will be priced as replacement systems. The ELA allows for the transfer of the existing licenses to the replacement systems. Client PCs should be priced to include only the basic operating system with no additional OEM software; Servers should be priced to include no operating systems. Successful FirstSource II Contractors will be provided complete details regarding DHS’s ELA after award.

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C.5.6 Enterprise Software Licensing DHS does not intend to acquire any enterprise software licenses through this contract that are available under a DHS-wide Strategic Sourcing ELA.

DHS does not intend to issue any Delivery Orders under this contract for software licenses for which it has an existing ELA. If, at a future date, an ELA is established for software licenses which have previously been ordered under FirstSource II, all software licenses will be transferred to the DHS ELA. As a condition of any Delivery Order issued under FirstSource II, the vendor agrees that it will facilitate the transfer of any software licenses purchased under FirstSource II to any future DHS ELA, at no additional cost to the Government. Current ELAs include Adobe, Microsoft, Oracle, Environmental Systems Research Institute (ESRI), McAfee, IBM, F5, Quantum, VMWare and Symantec.

C.5.7 New Equipment and Software Release Requirements The Contractor shall provide only new OEM equipment under this contract. Third party components/parts integrated into a system that are configured by the Contractor must be authorized and approved, in writing, by the Government. The use of third party components/parts must meet all specifications of the Government’s requirement, must comply with existing DHS Enterprise Architecture standards, and must include equivalent standard customary warranty service. The Contractor must disclose which components/parts are the third party components/parts in the proposal, and the decision to accept or reject the proposal rests with the Government. For software products, the Contractor shall provide only the latest commercially available version under this contract unless otherwise expressly approved, in writing, by the Government. The Contractor will assist the Government in obtaining the software technical support (updates, patches, bug-fixes, etc.) for all products purchased under this contract.

C.5.8 Americans with Disabilities Act Considerations Some users with disabilities may require specialized hardware and software to effectively operate the provided products. Specialized hardware and software requirements will be defined on a case-by-case basis. These products will be specified and priced at the time the specific Delivery Order is issued under the base contract.

C.6 Management Requirements and Considerations The following sections describe the management requirements and considerations that offerors shall address in their management solutions.

C.6.1 Production and Business Capability Requirements The Contractors and their respective project teams, including major subcontractors, OEMs, and suppliers, shall be capable of meeting the following production and business requirements:

1. Production and delivery of at least the following volume per month: 5,000 desktop systems, 500 advanced servers; and 500 portable systems with the associated software, services, and peripherals.

2. Management Staffing and Infrastructure, Financial Capacity and Infrastructure, Data Systems, Fulfillment Capacity and Infrastructure, and Administrative and Billing Capacity suitable, at a minimum, for the production and delivery volumes set forth in paragraph 1.

C.6.2 DHS Imaging Requirements The Contractor shall provide DHS image installation services on designated equipment as specified in individual Delivery Orders. The Contractor’s DHS image installation process shall include adequate burn-in time to assure image integrity. The Contractor shall maintain an electronic library of all DHS provided images, accessible to DHS upon request. The Contractor shall consider the DHS image data as proprietary information and shall protect this information in accordance with applicable Government regulations.

C.6.3 OEM Management Requirements The prime Contractors shall be responsible for the management of their OEMs, suppliers and subcontractors during the term of the contract. Attributes of such responsibility are expected to involve the assessment, selection, coordination, and management of the OEMs, suppliers, and subcontractors who provide the products offered to DHS.

C.6.4 Technology Refreshment Requirements The Contractors shall be responsible for introducing new equipment (both hardware and software) to the DHS community as soon as it is commercially available from the OEM(s).

C.6.5 Performance Standards The Contractor’s performance will be monitored, measured, and reported in the Past Performance Information Retrieval System (PPIRS). Performance measures will include the Contractor’s ability:

• To meet agreed upon dates for scheduled delivery of items, warranty, and/or services;

• To prepare, develop, and use comprehensive reports/presentations;

• To provide qualified employees to adequately staff the program;

• To efficiently log and track requests for warranty service and notify the customer as to expected completion time; and

• To respond to the customer’s requests for quotes and configuration assistance within five

(5) Government working days.

C.6.6 Warranty The Contractors shall provide the standard commercial warranties for all products under this contract. Product warranties shall include a product return policy. Any OEM warranties associated with products delivered under this contract shall be available directly to DHS.

Extended warranties may be required by DHS as specified in individual Delivery Orders. See warranty requirements in Chapter D, Attachment 3, DHS Standard Configurations.

C.6.7 On-Line Catalog, Order Input and Processing Requirements The Government intends to issue Delivery Orders and potentially expand its use of various forms of Electronic Commerce tools to include, but not limited to, FedConnect, FedBid, and the DHS Marketplace to compete and/or award Delivery Orders against the FirstSource II contracts. The Contractor shall possess the capability to conduct business through these tools.

C.6.8 Reporting Requirements DHS requires reporting and data as detailed below. DHS holds non-exclusive, fully paid rights to hold, use, distribute, transfer such data, and to modify such data for its use. DHS’ rights are perpetual in duration and worldwide in scope. The Contractor shall provide DHS with electronic copies of all such data upon its request if the data is not otherwise available in the aggregate to DHS as a matter of course.

C.6.8.1 Spend Management The Contractor shall provide current and accurate data regarding the description of purchases, the amounts awarded and the components making the awards. The report shall be submitted on a monthly basis using the template provided in Chapter D, Attachment 1 and transmitted electronically as a comma separated value (csv) formatted spreadsheet.

The report is due by the 15th calendar day of each month with activity of the previous month.

(For example: The report due February 15th should cover the awards for the period January lst through January 31st. If the 15th calendar day falls on a weekend or holiday, the report is due the following business day.) If there is no activity during the reporting period, a "no activity" report shall be submitted. A copy of the delivery orders and delivery order modifications awarded during the report period shall be submitted. The report and attached delivery order /modification copies shall be submitted via e-mail to the Contracting Officer Representative (COR) and the Contracting Officer (CO) via the FirstSource II mailbox as shown in Section G.2. The subject line of the email shall be annotated with - Monthly Spend Management Report (Month) (Contract No.).

C.6.8.2 Problem Resolution The Contractor shall provide problem resolution report regarding the status and/or resolution of delivery and/or performance issue, product deficiency, warranty repair service, etc. on a monthly basis with the following information. The report is due by the 15th calendar day of each month with activity of the previous month.

• Date of problem/issue occurred

• Requestor’s name, organization name, and telephone number

• Description of problem/issue

• Course of action taken

• Date of resolution completed

C.6.8.3 Warranty Report The Contractor shall provide current and accurate warranty information by specific product or delivery order upon the request of the Government. Order number and serial number shall be included in the request.

C.6.8.4 Performance Standards Report The Contractor shall submit a performance standards report which elaborates on the Contractor’s performance of the contract as gauged by its achievement of the performance standards described in C.5.5. The performance measurement shall be conducted annually, thirty days prior to the contract award anniversary date. A reasonable narrative report including supporting documents and/or data to substantiate the goal accomplishments and the outcomes shall be submitted to the COR and the CO for review and acceptance prior to the anniversary date.

C.6.8.5 ITVAR Value Added Services Content The Contractor shall submit a current and accurate Information Technology Value Added Reseller (ITVAR) report to the COR and the CO on a fiscal year basis due by October 31st of each year. Value added services consist of, but are not limited to, configuration consulting and design, systems integration, installation of computer equipment, customization of hardware or software, training, product technical support, hardware and software maintenance service and end user support. This annual report shall include a total award amount, a total price of hardware and software, and total cost of value added services. At the end of the contract period, the Contractor shall submit a comprehensive final report to cover the entire contract period within 30 days after the expiration of the contract period.

C.6.8.6 EPEAT Report The Contractor shall provide the EPEAT report on a quarterly basis. Each quarterly report shall quantify the number of EPEAT registered and non-EPEAT registered products purchased or leased under this contract for the specified quarter. The information must be reported in the template form provided at Attachment 2 of the contract and submitted to the COR and the CO and cc to the DHS Environmental Program Manager at peter.wixted@dhs.gov, no later than the 15th of the following month. If non-EPEAT registered products are sold and reported, a brief explanation of procurement background or justification shall be included in the report.

mailto:peter.wixted@dhs.gov�

Each quarterly reporting period is defined as follows:

Quarter Reporting Period Due Date 1st Quarter October 1 – December 31 January 15 2nd Quarter January 1 – March 31 April 15 3rd Quarter April 1 – June 30 July 15 4th Quarter July 1 – September 30 October 15

C.7 Customer Support and Technical Assistance Considerations DHS has substantial IT support services available through other sources, e.g., the organization’s help desk capabilities and other contracts such as EAGLE. Offerors shall consider the availability of these services in development of their solutions. DHS may require technical assistance that supplements the existing DHS help desk capabilities. Individual requirements for technical assistance, which may include installation and integration of ordered equipment, will be specified in individual Delivery Orders issued under the base contract.

C.8 Testing Considerations DHS may require the Contractors to provided equipment for testing and evaluation purposes.

The terms and conditions for providing equipment for testing purposes will be addressed in individual Delivery Orders.

C.9 Applicable Standards as Requirements The Contractor’s offered equipment and software shall conform to any applicable standards identified in Chapter D, Attachment 4, and shall continue to comply with the applicable standards as they are revised from time-to-time during the period of contract performance.

C.10 Promoting the Contract The Contractor shall promote this contract to eligible DHS users during the life of the contract.

The Contractor’s goals shall be to:

• Make customers aware of this procurement vehicle;

• Make customers aware of available products and services;

• Make customers aware of subcontractor(s) products and services, including small business participation; and

• Assist customers in creating timely and accurate delivery orders.

(End of Chapter B, Section C)

RFP No. HSHQDC-12-R-00005 Section D – Packing, Packaging, and Marking

SECTION D – PACKING, PACKAGING, AND MARKING

(CONTINUATION OF SF 1449, BLOCK 15)

D.1 Packaging, Packing, and Marking Products shall be packaged, packed, and marked in accordance with the Contractor’s standard commercial practices. The Contractor is fully liable for all damage, deterioration, or losses incurred during shipment and handling, unless the damage, deterioration, or losses are due to the fault of the Government. The Contractor shall provide a packing slip which shall accompany each carton with information identifying the contract number, the order number, a description of the hardware/software enclosed (manufacturer name, model number, serial number), and the customer point of contact.

D.2 Environmental Considerations The Contractor shall use (where possible) packing materials which have the least impact on the environment when manufactured or discarded, including, brown cardboard in lieu of cardboard which has been bleached white and/or dyed, and materials which both decompose and are recyclable in lieu of recycle-only products such as plastic or Styrofoam.

(End of Chapter B, Section D)

RFP No. HSHQDC-12-R-00005 Section E – Inspection and Acceptance

SECTION E - INSPECTION AND ACCEPTANCE

(CONTINUATION OF SF 1449, BLOCK 15)

E.1 CLAUSES INCORPORATED BY REFERENCE (FAR 52.252-2) (FEB

1998) This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at www.acquisition.gov/far.

FAR Clause No. Title and Date 52.246-2 Inspection of Supplies – Fixed Price (AUG 1996) 52.246-4 Inspection of Services – Fixed Price (AUG 1996) 52.246-6 Inspection of Services – Time and Material or Labor-Hour (MAY 2001) 52.246-16 Responsibility for Supplies (APR 1984)

Inspection and acceptance of all products/services performed under each delivery order will comply with applicable FAR clauses, depending upon the contract type of the order.

E.2 Partial Delivery and Acceptance Partial deliveries will be allowed solely at the discretion of the Government. In the event the Government determines that partial deliveries are allowable, the Delivery Order must specifically state that they are allowable. If the Contractor is granted partial shipment authorization, the original packing slip shall clearly identify those items not shipped. The balance of the order shall also be made via packing slip(s) and shall clearly indicate that this shipment(s) constitutes the balance of the original order.

E.3 Hardware and Software Acceptance Testing DHS may place large Delivery Orders with phased deployment requirements. When individual Delivery Orders require acceptance testing, specific instructions will be included in the DORFQ.

These instructions will include acceptance test procedures, performance standards, place and period for testing, etc.

(End of Chapter B, Section E)

RFP No. HSHQDC-12-R-00005 Section F – Delivery

SECTION F – DELIVERY

(CONTINUATION OF SF 1449, BLOCK 11)

F.1 Clauses Incorporated by Reference (FAR 52.252-2) (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at www.acquisition.gov/far.

FAR Clause No. Title and Date 52.242-15 Stop-Work Order (AUG 1989) 52.242-17 Government Delay of Work (APR 1984) 52.247-34

F.O.B. Destination (NOV 1991) 52.247-35 F.O.B Destination within Consignee’s Premises (APR 1984)

F.2 Delivery Requirements All systems, equipment, software, and user-installable components ordered under this contract shall be shipped F.O.B. Destination within Consignees Premises, unless otherwise specified on individual Delivery Orders.

F.3 Delivery Schedules The Contractor shall deliver all items within fifteen (15) calendar days after acceptance of a Delivery Order, or as proposed by the Contractor if for a lesser amount of time. The Contractor may request that it be permitted to make delivery within a longer period of time for extremely large orders, orders requiring special integration, and orders with diverse delivery locations. The decision to permit or negotiate a longer period of time for delivery rests exclusively with the Government.

F. 4 Period of Performance The period of performance for this contract including all options shall be eighty-four (84) months beginning on the effective date of contract. This includes a five year base period and two one year option periods.

The period of performance for the base and options, if exercised, shall be as follows:

Base Period: Dates to be completed at contract award

Option 1:

Option 2:

RFP No. HSHQDC-12-R-00005 Section F – Delivery

F.5 Performance Period – Delivery Order(s) Delivery Orders may be placed during the Base and Option Periods (provided each applicable option period is exercised). Under no circumstances may an order be placed under the basic contract if the basic contract has expired or has been terminated or cancelled by the Government.

The period of performance shall be specified in the Delivery Order and may include option periods which extend the delivery order up to twelve (12) months beyond the expiration of the basic contract. This period of performance includes shipments, value added services, etc.

Order options, if included at initial issuance of the order, may be exercised after the expiration date of the basic contract.

F.6 Place of Performance Services required under this contract will be performed primarily in the Washington, DC metropolitan area; however, performance may take place anywhere that DHS has a presence.

The specific place of performance will be stated in the individual Delivery Orders.

(End of Chapter B, Section F)

RFP No. HSHQDC-12-R-00005 Section G – Contract Administration Data

SECTION G – CONTRACT ADMINISTRATION DATA

(CONTINUATION OF SF 1449, BLOCK 18)

G.1 Authorized Users All warranted Contracting Officers of the DHS and its Components are authorized ordering officers.

Other Government Agencies (OGA) may use this contract when obligating DHS funds on behalf of DHS or any of its components. The DHS Head of Contracting Activity (HCA) having authority for the requirement must authorize the OGA, in writing, to obligate the funds on behalf of that DHS Component.

DHS reserves the right to place orders under this contract for the benefit of other Federal agencies as a servicing agency under an Interagency Agreement or for other agencies and institutions as permitted by law.

G.2 Contracting and Administration Authority The following subsections describe the roles and responsibility of individuals who will be the primary points of contact for the Government on matters regarding contract administration as well as other administrative information. The Government reserves the right to unilaterally change any of these individual assignments at anytime. Contract-level inquiries should be made to FirstSourceII@dhs.gov.

G.2.1 FirstSource II Contracting Officer (IDIQ-level)

(a) The FirstSource II CO is the only person authorized to approve changes to, or modify any of the requirements under, the IDIQ contract. In the event the Contractor effects any such change at the direction of any person other than the FirstSource II CO, the change will be…