Appendix J-9 Systems and Technical Specifications Template.docx

S-AQMMA-11-R-0186 Appendix J-9 Supply Chain Management Supply Chain Management

A. Overview

1. PRODUCT NAME are used at U.S. Diplomatic facilities under the Chief of Mission abroad and Department of State (DOS) Domestic Facilities as determined by Diplomatic Security (DS). The deployment and support of these systems will be managed under the Office of Security Technology (DS/C/ST).

2. The purpose of the system is xxx.

3. These systems are installed at all U.S. Diplomatic facilities under the Chief of Mission abroad and Department of State (DOS) Domestic Facilities as determined by Diplomatic Security (DS).

B. Qualification

1. PRODUCT NAME must be qualified by the list certifying authority i.e. UL and include specification, version, and date if applicable. Exceptions to this requirement are at the sole discretion of DS.

2. Additional qualifications or certifications beyond the requirement stated directly above are optional for the system provider to pursue. Such additional/other qualifications or certifications may serve to reinforce a system’s evaluation for functional or operational readiness.

C. Technical Requirements

1. Power

a. Internal Power Supply – The unit must operate and be fully functional from alternating current (AC) with a nominal voltage range of 100 to 130 volts or 200 to 250 volts, with a frequency range of 45 to 65 Hertz. Dual voltage or universal operation is required.

OR

(DC) with a nominal voltage range of 9 to 30 volts, with a frequency range of 45 to 65 Hertz.

b. State any additional power requirements.

2. Operational

a. List Operational Requirements.

b. List Operational Requirements.

c. List Operational Requirements

3. Desired Features

a. List Desired features.

b. List Desired features.

c. List Desired features.

4. Dimensional

a. List any dimensional constraints i.e. Operator panel must be 19”-wide rack panel as per EIA/TIA RS-310D.

b. List environmental operating constraints i.e. Minimum Operating temperature range(s) for internal equipment must be (32 F to 120 F) and for external equipment (-40 F to 160 F).

5. Automated Information System (AIS) Interconnection (if applicable)

a. The system must employ an industry standard set of connections to be Internet Protocol (IP) addressable for the purpose of system query, image collection, remote diagnostics, and troubleshooting. Remote access and control must be via a secure web browser/secure socket layer (SSL) connection.

b. The manufacturer must provide the necessary software for both the system and for a central monitoring station. Software, data and imagery must be compatible with Microsoft Windows operating systems, XP or higher.

c. Networking capabilities must include Simple Network Management Protocol (SNMP) communications (sending SNMP alert messages as well as responding to SNMP polling of specific criteria to be determined depending on the device.)

d. Report entries defined in the specification must either be transmitted using the SYSLOG protocol (UDP port 514) to send, one-way, any internally logged message out on the network to a receiver in addition to the already mentioned SNMP and SNMP traps.

e. Internal clock synchronization must accept NTP (Network Time Protocol) from a network time server.

f. The system must not be dependent upon or require any network connection for normal operation or maintenance.

6. Software and Hardware Upgrades

a. Software and hardware upgrades are required to be made available by the manufacturer within three months of release.

b. Minimal upgrades shall have limited or no impact to operations and maintenance. A minimal upgrade for operators is defined as a brief familiarization with the change (while on duty) and accommodating the change within four hours, as on the job training.

c. Upgrades that require more than four hours for operator accommodation shall require operator training as specified in Sections D.5 of this specification.

D. Manufacturer’s Support Requirements

1. Delivery and Installation

a. The manufacturer must ship to domestic and overseas locations.

b. The USG may assist with shipments to conflict areas.

2. Warranty

a. Warranties shall begin on the day the PRODUCT TYPE system is shipped and apply for a minimum period of one year.

b. Warranties must include on-site repairs, all parts, labor, and any necessary consumables.

c. Warranty Maintenance – The warranty for the unit shall remain in force upon software changes, hardware changes, and equipment relocation.

3. Lifecycle

a. A minimum operating lifecycle of xxx years is required for PRODUCT TYPE or PRODUCT NAME equipment.

b. Manufacturer’s support, to include parts availability, is required during this lifecycle.

4. Customer Service Call Center

a. Customer service support for USG technical personnel must be available every day during the unit’s lifecycle, at no additional cost. This support must include both telephone and email service, for technical advice and assistance.

b. The response time for inquires must be no more than xxx hour(s).

5. Training (if applicable)

a. The manufacturers’ representative must provide initial training to TDB personnel. Initial Operator training must include:

· An overview of the system

· Essential controls and displays

· Safety precautions

b. All initial Operator training must be coordinated with TDB staff and conducted either at the manufacturer’s facility or SA-24.

c. The manufacturer’s representative must provide Maintenance training at the manufacturer’s facility, including MANUFACTURER’S CERTIFICATION TRAINING to the level of “Factory Authorized Technician” status, for the following USG personnel:

· Two (2) instructional personnel from the Technical Training Branch (DS/SECD/TTB)

· One (1) instructional designer from the Instructional Systems Management Branch (DS/TPS/ISM)

· One (1) Security Technology (DS/C/ST) subject matter expert (SME)

d. The manufacturer must provide no less than two (2) additional spaces per each Maintenance training class, or training at their manufacturing facility, for other USG-designated personnel. This training must encompass all aspects of operations, maintenance, safety and repair.

e. Maintenance training must enable the personnel listed in Sections E.6.e and E.6.f to perform routine maintenance and inspection requirements, in compliance with the manufacturers’ requirements.

h. The manufacturer must make available annual refresher or re-certification Maintenance training for personnel identified in Sections E.6.e and E.6.f.

6. Maintenance

a. List any maintenance criteria.

E. Evaluation Criteria

PRODUCT TYPE equipment submitted for evaluation in response to this specification will be evaluated based on the criteria listed below. These criteria may be changed or modified at any time by the Government to meet operational requirements.

1. AGENCY NAME qualification – As required in Section B.1.

2. Suitability for USG applications – As required in Section B.

3. Initial costs and operational expenses – As submitted by the Manufacturer or System Representative for initial costs and calculated by DS for annual use based on the system’s operational requirements.

4. Shipping costs – As required in Section D.1.

5. Meeting the manufacturer’s published specifications – As required in Section B.

6. Meeting this specification for power, physical and environmental requirements – As required in Sections C.1, C.3, and B.1 respectively.

7. Completeness and quality of documentation – As required in Section C.2.

8. AIS interconnection – As required in Section C.4.

9. Manufacturer’s warranty – As required in Section D.3.

10. Training support – As required in Section D.6.

11. Logistical and maintenance support – As required in Section D.4.

12. Mean time between failures (MTBF) – As provided by the Manufacturer or System Representative and confirmed by DS evaluation estimates.