SOW RFID 20 SFS.pdf

1. DESCRIPTION OF SERVICES. The contractor shall provide, install, provide training, and support a Radio Frequency Identification System at 20th Security Forces Squadron (20 SFS), Shaw Air Force Base, South Carolina. The system will be used as an Armory inventory tracking enhancement, maintenance tracking solution and location tracking platform for Armory operations. The Radio Frequency Identification System shall enable commanders to assign individual and command responsibility for equipment using current technologies such as CAC

(Common Access Card) and IUID (Item Unique Identification) tagging. This, in turn, enhances accountability, life cycle management, asset management, maintenance tracking, inventory and management control while reducing paper transactions and increasing training and personal time.

The contractor shall provide all personnel, materials, tools, equipment, transportation, vehicle, supervision, labor and other items and services necessary to install the Radio Frequency

Identification System, SmarTrack ST-RFID-SA or equal. A pre-performance conference will be held, either in person or via teleconference, to go over a detailed installation plan within two weeks of award.

2. EQUIPMENT AND EQUIPMENT. All performance shall comply with Air Force

Instruction 31-101, Integrated Defense, Chapter 8, DoDM 5100.76, and AFMAN 32-1084.

2.1. EQUIPMENT. The Radio Frequency Identification System must be a fully automated, advanced equipment and weapons tracking system. The system must use CAC’s, Personal

Identification Numbers (PIN’s), IUID tags and 2-Dimensional (2D) bar-coding to inventory, track, trace, account, maintain, issue, and receive equipment for all critical and non-critical armory property.

Equipment provided includes, but in not limited to 1D/2D/IUID/RFID (Radio Frequency

Identification) reader, 1 RFID Handheld Device USB Connected MC 3190Z RFID scanner, Dell

Venue 11 Tablet, docking station, AV Cart, CAC reader, touch screen, UPS Back Up, antennas, router TLSG1008 Scanner charging base with extra battery. SmarTrack ST-RFID-SA, or equal.

Contractor shall provide all equipment, software, hardware, tools, etc. necessary to deliver, install, and support this system.

RFID Tag Description: All shall be able to fit on all assets. Assets include, but are not limited to

Firearms, Firearm accessories, non-lethal weapons, and magazines without preventing the functional operations of that item. The tags shall be made of a durable and rugged material to limit wear, tear and damage of the chip. Tags shall be 5mm in Length, 5mm in width, and 3mm in height. (Unless certain equipment needs a different size of tag)

All tags must be compatible and operable with Radio Frequency Identification System provided.

The system shall utilize Microsoft SQL Server and office, Adobe and Active Client for CAC or similar. System shall be able to identify Do not Arm (DNA) personnel, prevent issue to

Lautenberg Act personnel, list all equipment assigned, unassigned and checked out, to ensure

100% accountability. It shall be able to track weapons qualification, non-lethal, and Use of Force training dates.

The system must produce approved forms and publications for each transaction through an electronic copy of each system transaction. At a minimum generate the following forms electronically and be able to be printed: AF Form 1297 in the most current version.

The system will also have the capability to add/remove tags, as items that will be inventoried are subject to change. (If new items that need to be inventoried replace old items that no longer need to be inventoried). Track additional inventory items such as less than lethal weapons, radios, cameras, and all other items in the Armory.

The system shall be able to notify armorers of any items not returned by designated times.

All hardware including server, laptops/tablets and printers shall be warranted for 5 years or manufacturer’s standard warranty for repair or replace, except RFID equipment and barcode printers. Barcode printers and RFID equipment shall be 3- year warranty or manufacturer’s standard warranty. All software shall be perpetual one-time purchase licenses with lifetime support. Installation and warranty shall be provided by contractor.

2.2. INSTALLATION. Installation of tracking equipment, software/hardware, tag equipment will be at the 20 Security Forces Squadron (SFS) Bldg.825 and Building 1868. The tags need to be made from ceramic if being used on a metal surface, plastic for a plastic surface, and rubber for a rubber surface. Contractor will install all tags on equipment.

The high-speed RFID reader system shall maintain monitoring via a combination of fixed and wireless handheld RFID readers with chargers. The system must be able to read a minimum 2500 tags in under 5 minutes.

All armory and alternate armory entry doors and windows must have a way to track equipment not scanned by hand, to prevent theft or accidental removal of assets from the facilities, these shall be equipped with the minimum of a visual/or audio alarm.

The government will supply access to facilities for installation and training, electrical power for

RFID readers in each room required to host an RFID reader, authorization to drill into walls/doors will have to be coordinated through Civil Engineering if it is needed for installation of this product, access to facilities for 8 hours per day to conduct installation and training activities.

3. TRAINING. Tagging equipment and maintaining the system training will be provided to up to 20 personnel while the system is being installed. Training will include, but is not limited to, tagging each piece of equipment, building the database, and training the user on how to accomplish each function. System support shall be available by phone, internet, and e-mail 24/7

365 days. A minimum of one electronic copy of user manual shall be provided during training.

Manual(s) become property of the government after installation.

3. GENERAL INFORMATION

3.1. Contract Personnel/Manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate or alternates, who shall act for the contractor when the manager is absent, shall be designated in writing to the contracting officer prior to the contract start date. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager and alternate or alternates must be able to read, write, speak, and understand the English language.

3.2. Contractor Employees. Contractor personnel shall comply with all installation and facility safety and security regulations, as well as the health, safety, and security provisions of the contract. Contractor personnel shall report security or safety problems to the Security Police or

Contracting Officer (CO) as appropriate.

3.3. Place of Performance. Contract performance will occur at the 20th Security Forces

Squadron, Building 825 and Building 1868, Shaw AFB, SC. Delivery and installation of equipment shall be the responsibility of the receiver with coordination of the contractor.

3.4. Hours of Operations. Normal operation is Monday through Friday, 0700 to 1600, except for Federal holidays. There may be mission situations that require the contractor to work other than normal hours. Some of these situations are military exercises, contingency operations, or weather emergencies. When the contractor’s access to a work area conflicts with an Air Force mission requirement, the contractor shall schedule the work to minimize the disruption. Such scheduling may require work to be accomplished at times other than normal duty hours.

3.5. Installation Security Requirements.

3.6. Contractor Base Pass and Identification, Special Clearances, and Vehicle Passes. The contractor shall work with the end user to obtain base identification and vehicle passes, if required, for all contractor personnel who make frequent visits to or perform work on the Air

Force installation(s) cited in the contract. Contractor personnel are required to wear or prominently display installation identification badges or contractor-furnished contractor identification badges while visiting or performing work on the installation. Ten business days prior to arrival, the Contractor will be responsible for obtaining written permission/signature from each person’s name submitted for a background check to be completed. If a background check cannot be completed, entry onto the installation cannot be granted. Contact the installation site POC for further guidance.

3.7. Contractor-owned Vehicle Searches. Contractor-owned vehicles are subject to 100% security search prior to installation access.

3.8. Traffic Regulations. Contractor personnel shall comply with all base traffic regulations and are subject to random vehicle speed control checks. Contractor personnel cited for speeding on the installation may suffer loss of base driving privileges, debarment from the base, or other administrative action. The use of cell phones, except hands-free phones, is prohibited while driving on Shaw AFB.

3.9. Weapons, Firearms, and Ammunition. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within contractor-owned vehicles or privately owned vehicles while on Shaw Air Force Base.

3.10. Reporting Requirements. Contractor personnel shall immediately report any information or circumstances of which they are aware may pose a threat to the security of Department of

Defense personnel, contractor personnel, resources, and classified or unclassified defense information to an appropriate Government authority.

3.11. Safety. Contractor personnel shall comply with all applicable laws and safety regulations. Compliance with Occupational Safety and Health Administration (OSHA) and other applicable laws and regulations for the protection of employees is exclusively the obligation of the contractor, and the Government will assume no liability or responsibility for the contractor’s compliance or non-compliance with such responsibilities.

3.12. Materials storage and clean up. Upon completion of work the contractor must ensure all debris from the work site has been removed and properly disposed of and the site be sanitized to the level it was given. Prior to the acceptance of the completed project, the contractor must arrange through the Combat Arms NCOIC for the appropriate inspections for the acceptance of work to make sure the system is up and running properly and the equipment is professionally and neatly installed.

3.13. Deliverables. A pre-performance conference will be held, either in person or via teleconference, to go over a detailed installation plan within two weeks of award. Installation shall be completed within 60 days of notice to proceed. Notice to proceed shall be given after review and approval of installation plan. Installation will be coordinated with Combat Arms

NCOIC with a lead time of 30 days. Installation shall be completed within 2 weeks on beginning work on-site. The contractor shall protect government property on hand to prevent damage during the period the property is under the control or in possession of the contractor.