Sources Sought Notice- Bus Surveillance System.docx

REQUEST FOR INFORMATION

Department of State Transportation and Fleet Management Division Mobile Surveillance System Services

Notice type: Request for Information NAICS Code: 334220 Title: Mobile Surveillance System

Description:

The Department of State is conducting market research to determine the availability and abilities of firms that can provide surveillance system for a fleet of 10 buses belonging to Department of State.

Section A: Introduction

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY. This RFI is issued solely for information and planning purposes – it does not constitute a Request for Proposal (RFP) or a promise to issue an RFP in the future. This request for information does not commit the Government to contract for any supply or service whatsoever. Further, the Government is not at this time seeking proposals and will not accept unsolicited proposals. The Government will not entertain telephone calls or questions for this RFI. Respondees are advised that the U.S. Government will not pay for any information or administrative costs incurred in response to this RFI; all costs associated with responding to this RFI will be solely at the interested party’s expense. Not responding to this RFI does not preclude participation in any future RFP, if any is issued. As outlined in FAR 15.201(c)(7). The purpose of this RFI is to accomplish market research pursuant to Federal Acquisition Regulation (FAR) Part 10, and to identify vendors capable of performing the functions described herein.

Section B: Background Purpose

1. Background TFM manages a 10-bus fleet supporting shuttle services and coach operations primarily in Maryland, Virginia, and the District of Columbia. The current fleet includes Glaval Concorde II, ARBOC Spirit of Liberty, MCI D4520, and Blue Bird BB ALAM RE buses. The fleet operates 12-13 hours daily with some weekend service in temperatures ranging from -5°F to 110°F. Over the next three years, most buses will be replaced with ARBOC Spirit of Liberty or similar vehicles, with one MCI D4520 coach remaining. Buses are equipped with Geotab telematics but have no reliable depot Wi-Fi. Most buses return to a depot daily; at least one requires overnight field parking.

2. Objectives TFM requires a transit-grade video surveillance system to:

· Enhance passenger and driver safety by documenting onboard conditions and deterring misconduct

· Improve accident and incident investigation by capturing video and audio of collisions, near misses, boarding/alighting incidents, and other safety events

· Enable authorized management staff to view live videos and retrieve recorded footage quickly and remotely

3. Performance Requirements

3.1 Coverage

The contractor shall provide a system that achieves comprehensive video coverage on each bus including:

· Driver area

· Interior passenger cabin (front and rear portions)

· All doors and stairwell/stepwell areas (boarding and alighting)

· Front exterior road view

· Rear exterior view The contractor shall propose the camera count and placement necessary to achieve this coverage. TFM expects maximum 5 cameras per bus.

3.2 Video and Audio Performance

The system shall:

· Provide minimum 1080p resolution on all cameras

· Record at approximately 15 frames per second (fps) or better

· Record continuously whenever bus ignition is ON (event-only recording is not acceptable)

· Provide onboard storage sized for 14-30 days retention based on 12-13 hours daily operation with maximum 5 cameras per bus

· Record interior audio (TFM will post required signage)

· Operate reliably in -5°F to 110°F exterior temperature range

· Withstand continuous vehicle vibration and shock typical of bus operations

3.3 Connectivity and Remote Access

The system shall:

· Use 4G or 5G cellular connectivity (depot Wi-Fi is not available)

· Provide web-based management platform accessible via standard browsers

· Enable authorized TFM staff to view live videos from any bus remotely

· Enable authorized TFM staff to search recorded footage by bus, date, time, and camera

· Enable authorized TFM staff to download video clips remotely

· Not require physical access to buses or removal of storage media for routine video retrieval The contractor shall provide cloud-hosted or vendor-hosted platform; TFM will not host infrastructure.

3.4 System Management

The system shall:

· Support simple user access model (administrator and standard user roles)

· Provide accurate timestamps on all recordings

· Provide basic logging of user access and video exports

· Support access limited to TFM management staff (contractor shall propose access control approach)

3.5 Integration

The system may integrate with existing Geotab telematics if the contractor determines this provides operational value. Integration is not mandatory. TFM does not require integration with Automatic Vehicle Location/Computer-Aided Dispatch (AVL/CAD), panic buttons, fareboxes, or vehicle sensor-based event tagging.

3.6 Data Ownership and Security

All video and audio data recorded by the system is the property of the U.S. Government. The contractor shall ensure that data storage and transmission comply with applicable federal data security requirements. Upon contract completion or termination, the contractor shall securely delete all government data from contractor-controlled systems and provide written certification of deletion.

4. Installation and Implementation The contractor shall:

· Install systems on all 10 buses in TFM's current fleet

· Provide installation plan that minimizes disruption to bus operations

· Propose camera layouts and mounting approaches for all current fleet models: Glaval Concorde II, ARBOC Spirit of Liberty, MCI D4520, and Blue Bird BB ALAM RE

· Demonstrate flexibility to accommodate future fleet changes including additional ARBOC Spirit of Liberty or similar replacement buses

· Configure all systems and test functionality before acceptance

· Train TFM management staff on system operation

· Provide user documentation and technical manuals Contractor personnel performing installation and maintenance must pass background screening and comply with facility access requirements including security screening procedures for entry to government facilities as guests. No security clearances are required.

5. Ongoing Support and Maintenance The contractor shall:

· Provide hardware warranty covering all installed equipment (contractor shall propose warranty period and terms)

· Provide software updates and patches

· Provide technical support with defined response times (contractor shall propose Service Level Agreement (SLA))

· Perform preventive maintenance as needed

· Repair or replace failed equipment within timeframes specified in proposed SLA

· Maintain system availability at level specified in proposed SLA

6. Fleet Transition Support TFM disposes of approximately 2 buses per year via General Services Administration (GSA) and replaces them with new buses. Retiring buses must be turned in to GSA within 8 business days of notification. The contractor shall:

· Remove surveillance systems from retiring buses within the 8 business day GSA turn-in timeframe

· Inspect and test removed equipment

· Reinstall systems on replacement buses

· Reconfigure and test systems on replacement buses

· Provide this service during each Option Year (approximately 2 buses per year) Equipment remains government property and stays installed on buses. If the contract is not renewed or terminated, installed equipment remains on the buses and removal becomes the responsibility of TFM. The contractor has no obligation to remove equipment upon contract conclusion or termination.

7. Contract Structure TFM intends to award a Base Year contract with four Option Years. The Base Year shall include initial hardware, installation, configuration, training, and first-year recurring services (platform, data, support) for all 10 buses. Each Option Year shall include recurring services for all 10 buses plus removal and reinstallation for approximately 2 buses.

8. Deliverables The contractor shall provide:

Base Year:

· Technical approach document describing proposed system architecture, camera layout, and coverage strategy

· Installation plan and schedule

· Installed and operational surveillance systems on all 10 buses

· System configuration documentation

· User training (in-person or virtual)

· User manuals and technical documentation

· Service Level Agreement Each Option Year:

· Continuous platform access and 4G connectivity for all 10 buses

· Technical support and maintenance per SLA

· Software updates and patches

· Removal and reinstallation services for approximately 2 buses

· Updated documentation as needed Contract Completion:

· Written certification of secure deletion of all government data from contractor-controlled systems

Section C: Responses/Instructions

If your company (including subcontractors) can meet the requirements identified above, please provide a detailed Capabilities Statement that addresses the following information on the company profile and addresses the questions identified below:

Company Profile Questions

Company Name:

Company Point-of-Contact:

Email:

Phone:

DUNS Number:

CAGE Code, if applicable:

Socioeconomic Status under NAICs Code, (Example: HUBZone, Veteran-Owned, Woman-Owned, 8(a), Service Disabled Veteran-Owned)

Current Schedules/GWACs

Registered in the System for Award Management (Yes/No)

On the Excluded Party List (Yes/No)

CAPABILITIES QUESTIONS:

1. What is your company’s capabilities in providing bus fleet surveillance systems?

2. Please provide list of proposed equipment and their specifications

3. Briefly explain how your Program Manager coordinates communication with contractor personnel and on-site government CORs and GTMs.

4. Provide past performance on projects with similar size and scope.

How to Respond Please submit your response no later than 05/27/2026 by 3:00 P.M. Eastern, with electronic files sent to the following points of contact:

Lisa Chang, Contracting Specialist at ChangLS@state.gov.

Please title the subject of your email Mobile Surveillance System Requirement At this time, questions will not be accepted.

SBU - CONTRACTING AND ACQUISITIONS