Radio Equipment

1. The Office of Acquisition Management is conducting this acquisition for Kenwood Radios and supporting communication equipment on behalf of DS/IP/SP/MSG-SA.

2. Nature and/or description of the action being approved. The action being undertaken is the procurement of name brand radio equipment for DS/IP/SP/MSG-SA security mission. This will be a new order under GSA Federal Supply Schedule GS-35F-0485T with Kenwood USA Corp via manufacturer representative Federal Communications Consulting.

3. A description of the supplies or services required to meet the Department's needs. The U.S. Department of State intends to procure the following supplies:
Contract         Part No.              Product Description                          Quantity
GSA   TK-5810HBGK2 Range of MHz 50W 100 Zones/512 Channels (R.F. DECK ONLY) 2
Open Market   S-CLIN-4010B QW-406/MB8P Antenex 7" long / Antenex 17" cable and conn 2
GSA   10CHSH KCH-16M, KRK-11M,KCT-22m2,KCT-23M4, KMB-9, KES-5 2
GSA   KWD-AE20K AES FIPS140-2 & DES Plug-in Secure Cryptographic Module for TK-5210/5310[Intrinsically Safe Approved Accessory] 2
GSA   KCT-51 HiRose Audio Adapter, can Keyload with KVL-3000+ and HiRose cable 17
GSA   x-15038 Kevlar Reinforced Two wire surveillance kit with Knowles mic and 6-pin Hirose wired for Motorola Saber 17
GSA   KNB-43L 3300 mAh, Li-Polymer battery - requires KSC-32/326K charger 30
GSA   KSC-326K GANG CHARGER (KSC-32 x 6) 3

4. An identification of the statutory authority permitting other than full and open competition. FAR 8.405-6 (a)(1)(i)(B) Limited Sources - Justification and Approval - Only one source is capable of providing the supplies or services required at the level of quality required because the supplies or services are unique or highly specialized.

5. A demonstration that the proposed contractor's unique qualifications or the nature of the acquisition requires use of the authority cited.

The Kenwood radio supplies being procured under this order use special signaling system enhancements which are required as part of the E&E emergency net to alert personnel in the event of an emergency along with other customized signaling functions specific to the U.S. Department of State, which only the manufacturer can program with this requirement. This requirement cannot be met on the open market by any resellers due to this specialized signaling functionality required to operate with this radio platform already deployed in the field overseas. Marines at post may be required to initiate the alert functions as part of their duties. The signaling system enhancements are proprietary to Kenwood end items and are only produced by Kenwood. To introduce a different vendor radio to existing Kenwood based post may be detrimental to safety since the Marine Security Guard will not be able to initiate nor receive special alert functions in an emergency due to incompatible signaling methods used by different vendors. It also results in more complications due to the: additional training required for familiarity, the inability to use existing spare parts and ancillaries, the additional programming and other maintenance related issues brought on by different vendor software, programming requirements and hardware. The special alert function of "Fleetsync" which is proprietary to Kenwood Corporation. This allows compatible Kenwood radios to send special alerts to other Kenwood radios. Although different vendors make radios that are compatible for voice communications, the radios we seek need to be able to initiate special Fleetsync based alert functions so other users are able to hear those alarms and react. Any changes to the items in the subject acquisition would result in the need to make alterations to the total communication network plan, resulting in additional costs and acceptable interruptions of service and security operations; this equipment is required for continuous, uninterrupted security operations.

6. A description of efforts made to ensure that offers are solicited from as many potential sources as is practicable. FedBizOps notice will be publicized as required by FAR 5.301 and also in accordance with FAR 8.405-6(a)(2)(A).

7. A determination by the Contracting Officer that the anticipated cost to the Government will be fair and reasonable. In accordance with FAR 8.404(d) Use of Federal Supply Schedules - Pricing. Supplies offered on the schedule are listed at fixed prices...GSA has already determined the prices of supplies under schedule contracts to be fair and reasonable. Therefore, ordering activities are not required to make a separate determination of fair and reasonable pricing.

8. A description of the market survey conducted and the results or a statement of the reasons a market survey was not conducted. IRM is constantly evaluating its radio networks and realizes the risk involved in procuring manufacturer specific equipment. However, the equipment for this purchase is specific to embassies and consulates with existing or previously planned Kenwood subscriber radio networks and must be utilized to maintain the integrity, functionality, and safety of communications networks protecting DoS personnel and property, as described in paragraph five (5) of this justification.

9. Any other facts supporting the use of other than full and open competition. Communication equipment is highly specialized and what may seem like a "small" change to an item can create unanticipated compatibility issues elsewhere in the system. The specification, as presented, is known to be completely compatible. Any changes would result in additional risk to the government and could delay or prevent successful security operations.

10. A listing of sources, if any, that expressed, in writing, an interest in the acquisition. N/A.

11. A statement of the actions, if any, the agency may take to remove or overcome any barriers to competition before any subsequent acquisition for the supplies or services required. In March 2013, the Radio Program Branch will be evaluating different vendor equipment in response to a recent DoS solicitation number SAQMMA12R0137. This solicitation will afford vendors the opportunity to compete for the awarding of a new multi-million dollar contract to support the department's Emergency and Evacuation network radio refresh program.

Amendment A005

The purpose of this amendment is to:

1. Change Solicitation Provision L5-- Proposal Submittal Address:

First Class Mailing:
U.S. Department of State
Attention: Richard F. Walsh
Office of Acquisition Management
PO Box 9115, Rosslyn Station
Arlington, Virginia 22219

Courier of Hand Delivery:
U.S. Department of State
Office of Acquisition Management
1701 N. Fort Myer Drive,
2nd Floor, Room #200
Arlington, VA 22209
Call Richard F. Walsh 703-875-4227

Amendment A004

The purpose of this amendment is to:
1. Change Solicitation Provision L1- General Instructions and formatting:
Technical Proposal Volume I- Provide 1 original, 5 copies, and 1 CD in separate three ring binders.
Combine Volume II- Price & Section 5 (Reps and Certs) with Volume III-Subcontracting
Provide 1 original, 3 copies, and 1 CD in separate three ring binders.

2. Answer additional questions (number 133- 143). Please see page 24 thru 26 of the Revised Questions and Responses attachment.

All other terms and conditions remain unchanged.

Amendment/modification 003


The purpose of Amendment is to:

1. Add CLINS for Dash Mount Radios. Please see the revised Schedule of Supplies and the price list-Attachment 2 Revised 7/6/2012. The number of radios needed for testing has expanded to (36). Offeror shall deliver one test unit item listed in the CLINS 0001-009C, 0031-0033, and 0037-0064 to the Radio Program Branch (RPB) for testing.

2. Answer additional questions (number 131 and 132). Please see page 23 and 24 of the Revised Questions and Responses attachment.


All other terms and conditions remain unchanged.

M002 SAQMMA12R0137

The purpose of this amendment is to:
1. Provide answers to the questions submitted by vendors.
2. Update the Statement of Work- Attachment 1.
3. Revise the Schedule of Supplies and price list-Attachment 2.
4. Update the Warranty-Attachment 4.
5. Change Solicitation Provision-L.2 Technical Proposal Instructions.
The number of radios needed for testing has expanded. Offeror shall deliver one test unit of each item listed in the CLINS 0001-0009C ,0031-0033, and 0037-0064 to the Radio Program Branch (RPB) for testing. (Please see revised CLIN list). RPB will program the radios as part of the testing.
6. Change in Solicitation Provision- L.1 General Instructions and formatting.
The technical proposal shall consist of two parts and are as follows (1) Description/listing of proposed equipment; (2) Past performance information.
7. The deadline to submit proposals has been extended until July 16, 2012 @ 2:00 pm (14:00) local time.
All other terms and conditions remain unchanged.

M001 SAQMMA12R0137

The purpose of this modification is to extend the date of receipt of proposals to 07/09/2012 @ 14:00 local time.

Answers to all questions submitted will be released the week of June 18-22, 2012.

All other terms and conditions remain unchanged. 

The solicitation has been added. The offer due date is 6/25/2012 @ 14:00 Local time.

Prospective offerors should submit any questions by e-mail regarding this solicitation to Richard F. Walsh at the U.S. Department of State. His e-mail address is WalshRF@state.gov. Questions should be received by close of business seven calendar days after issuance of this solicitation to ensure a timely response. Questions received after that date will not be answered.

The proposal shall be mailed to the U.S. Department of State, office of Acquisition Management at the address shown below, not later than the date specified on page 1, block 8, of the Standard Form 1449. Each offeror shall complete the appropriate sections of the SF 1449 and return it with their proposal. All amendments issued under this RFP must be signed and returned with the proposal.

Mail to:
U.S. Department of State
ATTN: Richard F. Walsh
PO Box 9115
Arlington, VA 22219

Or Hand-Carried to:
1701 N. Fort Meyer Drive
Arlington, VA 22219.

The offeror shall deliver one test unit of each item listed in the CLINS 0001-0009 and 0037-0061 to the Radio Program Branch office for Testing. The Radios will also have to be loaded with the following frequencies: 162.125, 162.750, 162.350, 162.525, and 162.750.

Please deliver the equipment and any appropriate manuals to arrive no later than the solicitation deadline to the address listed below during the following hours of operation: 0730-1615.
Mr. Bertrand Quan Ellis
Solicitation # SAQMMA12R0137
U.S. Department of State
SA-7C
7955 Angus Court
Springfield, VA 22153
Main Office number 703-923-6000

Equipment can be picked up once the contract is awarded or will be mailed back to your company if FedEx labels are included. If the equipment is not picked up and no postage is supplied the equipment will be discarded.

The Radio Program Branch, of the Bureau of Information Management, Department of State (DoS) intends to issue a solicitation for a full and open competition to procure radio equipment.

The objective of this procurement is to replace existing subscriber equipment into the evolving Overseas Emergency and Evacuation Radio Networks.

The contractor (s) shall serve as the principal source (s) of supply for radio subscriber equipment and other peripheral equipment and support. This will consist of, but is not limited to: Handheld and mobile equipment; base station equipment; ancillary equipment; onsite training, warranty repair and replacement, firmware and software modifications for DoS Specific radio functions, software for programming, repair parts and notification of model upgrades, and descriptive literature.

Department of State intends to award Multiple Firm Fixed Price Indefinite Delivery-Indefinite Quantity Contracts. The period of performance is for a twelve month base period and four option years.

The solicitation will be released electronically via this Government Point of Entry (GPE) otherwise known as Federal Business Opportunities or www.fbo.gov. As such, no written, telephonic or other type of request for an advance copy of the solicitation will be entertained at this time. Potential offerors/vendors are encouraged to register on www.fbo.gov to receive any further information in reference to the subject action inclusive of any announcements, and/or amendments to the solicitation after its release.

To be eligible for the Award, offerors must be registered with the Central Contractor Registry at www.ccr.gov. Additionally, Representations and Certifications must be completed at http://urca.bpn.gov.

Any questions regarding this synopsis should be directed to Richard F. Walsh, Contract Specialist, via email at Walshrf@state.gov