Inactive Total Small Business Set-Aside (FAR 19.5)

Sources Sought Notice for US Department of State-Radio Programs Branch State Repeaters PURPOSE: This Sources Sought Notice (SSN) is issued is to conduct market research to determine the capabilities o... Sources Sought Notice for US Department of State-Radio Programs Branch State Repeaters PURPOSE: This Sources Sought Notice (SSN) is issued is to conduct market research to determine the capabilities of Small Business contractors to support the Department of State’s State Repeater Program. The Government does not intend to award a contract on the basis of this SSN or reimburse any costs associated with the preparation of responses. Responding contractors are requested to confirm their socio-economic designations. This SSN is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this SSN marked “Proprietary” will be handled accordingly. Responses to the SSN will not be returned. In accordance with FAR 15.201(e), responses to this SSN are not offers and cannot be accepted by the Government to form a binding contract. Responses to this SSN will assist DOS in determining the potential level of interest, competition adequacy, and technical capabilities of U.S. owned qualified companies to provide the required products and services. The Government does not guarantee any action beyond this SSN. BACKGROUND: The United States Department of State (DOS) operates and maintains existing Land Mobile Radio (LMR) systems at 21 major cities throughout the United States. Special Agents from the Bureau of Diplomatic Security at these field offices require two-way radio communications during their protection of the Secretary of State, protection of visiting foreign dignitaries, law enforcement activities, and investigatory work. Additionally, the DOS operates and maintains existing LMR systems at 280 U.S. Embassies or Consulates called Emergency & Evacuation (E&E) and Emergency Action Committee (EAC) radio networks. These networks are comprised of separate repeaters located either on the compound or somewhere in the city, at a geographically advantageous high point (building top, mountain top, or tower) for greater long range radio frequency (RF) coverage. The E&E radio networks must function at all times, especially when all other means of communications fail. During an act of war (intentional infrastructure damage), or natural disaster (unintentional infrastructure damage), the country’s telephone, cellphone, and electrical grid are usually rendered inoperable due to destruction or an overloading (over use) of the communication circuits. It is at this moment when a standalone E&E radio network that does not rely upon the host country’s infrastructure protects life and property. The system allows Chief of Mission personnel to contact the Embassy or Consulate for help and facilitates the emergency coordination from the embassy management to direct-hire staff. For the Department of State’s E&E radio networks, repeaters are most commonly available in ranges VHF (136-174 MHz) and UHF (400-520 MHz). The ranges are country specific and assigned to the Embassy by the Host Nation. Lastly, the Global Radio Replacement Program (GRRP) is a 10-year program chartered to upgrade or replace obsolete radio systems at 280 embassies, consulates, and missions with the latest technologies. The Department’s current model of radio repeater has been in service for 15 years. Not only is the equipment aging, but the technology has aged as well. These reasons, combined with the fact that the manufacturer no longer produces the unit, necessitates a need to identify updated radio repeater technology for procurement. REQUIREMENTS: The Contractor shall provide the equipment that consists of radio repeaters and ancillary components to support the five different designed models used by RPB in providing E&E radio coverage of a city. The Contractor may provide separate devices or the same device to meet the requirements of the various design models later described as configuration kits. Contractors are encouraged to suggest changes, updates, alterations that would improve and modernize the requirement. The Department will also consider innovative solutions to address its repeater requirements where appropriate The Contractor shall provide a single line item with all the required components (e.g. transceiver, receivers, comparators, duplexers, cabinets, GPS devices, GPS antennas, grounding kits and cables, etc.) for each configuration kit in the two frequency bands of repeater systems: VHF and UHF frequencies. If the contractor’s proposed solution contains frequency splits within either VHF and/or UHF, CLINs that match those frequency splits are to be provided. Therefore, the Contractor shall provide separate configuration kit CLINs to accommodate the following two frequency bands: 136 – 174 MHz (VHF) 380 – 512 MHz (UHF) Configuration Kit 1 – Stand-Alone This configuration consists of a single repeater that can receive a Radio Frequency (RF) signal on one frequency and retransmit it on another frequency. Configuration Kit 2 – Back-to-Back This system consists of two stand-alone and non-co-located repeaters connected so that any RF signal received on one repeater will be transmitted out both repeaters (e.g., Internet Protocol [IP] circuit, 4-wire, RF linking device, etc.). Configuration Kit 3 – Voting System This configuration consists of at least four receivers that receive an RF signal on the same frequency, compare the signal strengths between the receivers and then transmit the strongest signal from a single transmitter. Configuration Kit 4 – Voting Simulcast System This configuration consists of at least four receivers that receive an RF signal on the same frequency, compare the signal strengths between the receivers and then transmit the strongest signal on two or more transmitters simultaneously using the same transmit frequency. Signal timing will be required to address transmit signals in overlapping areas of coverage. The Government may combine Kit 4 with a Kit 1 that has been previously installed and then determined not to meet the coverage needs or it may be a new installation. Configuration Kit 5 – Voting Multicast Systems This configuration consists of at least four receivers that receive an RF signal on the same frequency, compare the signal strengths between the receivers and then transmit the strongest signal on two or more transmitters simultaneously using different transmit frequencies. The Government may combine Kit 5 with a Kit 1 that has been previously installed and then determined not to meet the coverage needs or it may be a new installation. SPECIFICATIONS Repeater Operating Specifications Autosense and auto-switch between AC and DC as well as DC to AC Autosense 90-264 VAC DC power back-up capability should power all modules, internal or external, supported by the Repeaters for each configuration kit Batteries are Government Furnished Equipment Autosense 47-63 Hz Temperature range of -22°F to 140°F (-30°C to 60°C) Autosense when batteries need charge and, if so, automatically begin charging Autosense when batteries are fully charged and, if so, turns off charging Programmable power output from 20 Watts to 100 Watts. Built in self-test capabilities with local and remote alarm logs. MIL-STD-810G, TIA/EIA, FCC, or other industry standard test certification Programmable separate TX and RX Network Access Codes. Configurable for 12.5 kHz and 25.0 kHz channel spacing Modulation of 5kHz for 25 kHz and 2.5 kHz for 12.5 kHz channel spacing Analog (FM) and Digital P25 (C4FM) Phase I modulation. Analog receive sensitivity of -116.0 dBm or better at 12dB SINAD. Digital receive sensitivity of -117.0 dBm or better at 5% BER. Frequency stability to 1.0 ppm/yr or better. Intermodulation Rejection of 80 dB Dedicated 50 Ohm antenna receive signal input port. Dedicated 50 Ohm antenna transmit signal output port. Project 25 Common Air Interface Compliant Ability to rebroadcast subscriber radio's Project 25, MDC or Fleetsync Individual Identification (ID) number data in analog or digital formats to other subscriber radios Ability to rebroadcast encrypted, Project 25 voice data per industry standard Physical Specifications: Rack mountable into a standard 19” wide or cabinet. Rack mounting screws Maximum Dimensions 24”D x 9”H Maximum weight of 55 lbs. Interface Specifications: Able to be connected via an Internet Protocol without external IP converters Able to be connected via a 4 wire circuit when using analog. Additional Repeater Specifications: Programming software must run on Windows 7 operating systems or newer. Programming cable must be non-proprietary (e.g. USB, UTP, etc.) Tuning and alignment should be accomplished by using an Aeroflex 3920. Programming cable must connect directly from the computer to the radio repeater with no external converting device. Field programming capability (to allow the Government technicians to program full feature options and radio frequency parameters) Receiver Operating Specifications Autosense and auto-switch between AC and DC as well as DC to AC Autosense 90-264 VAC Autosense 47-63 Hz Temperature range of -22°F to 140°F (-30°C to 60°C) Autosense when batteries need charge and, if so, automatically begin charging Autosense when batteries are fully charged and, if so, turns off charging Built in self-test capabilities with local and remote alarm logs. MIL-STD-810G, , TIA/EIA, FCC, or other industry standard test certification Programmable separate RX Network Access Codes. Configurable for 12.5 kHz and 25.0 kHz channel spacing Modulation of 5kHz for 25 kHz and 2.5 kHz for 12.5 kHz channel spacing Analog (FM) and Digital P25 (C4FM) Phase I modulation. Analog receive sensitivity of -116.0 dBm or better at 12dB SINAD. Digital receive sensitivity of -117.0 dBm or better at 5% BER. Frequency stability to 1.0 ppm/yr or better. Intermodulation Rejection of 80 dB Dedicated 50 Ohm antenna receive signal input port. Project 25 Common Air Interface Compliant Physical Specifications: Rack mountable into a standard 19” wide or cabinet. Rack mounting screws Maximum Dimensions 24”D x 9”H Maximum weight of 55 lbs. Interface Specifications: Able to be connected via an Internet Protocol without external IP converters Able to be connected via a 4 wire circuit when using analog. Additional Repeater Specifications: Programming software must run on Windows 7 operating systems or newer. Programming cable must be non-proprietary (e.g. USB, UTP, etc.) Tuning and alignment should be accomplished by using an Aeroflex 3920. Programming cable must connect directly from the computer to the radio repeater with no external converting device. Field programming capability (to allow the Government technicians to program full feature options and radio frequency parameters) Global Positioning System (GPS) A GPS device is used in LMR communications to address the signal timing of a simulcast radio network since radio frequency signals typically overlap in some areas of coverage. This overlap can cause severe interference if the GPS device is not employed to address the signal timing. The following cites the requirements for the GPS device: Autosense and auto-switch between AC 90-264 VAC Autosense 47-63 Hz Capable of accepting DC power input Temperature range of -22°F to 140°F (-30°C to 60°C) Rack mountable into a standard 19” wide or cabinet. Maximum Dimensions 20.5”W x 24”D x 7”H Maximum weight of 51 lbs. MIL-STD-810G, TIA/EIA, FCC, or other industry standard test certification Comparator Comparators are used to connect multiple receivers for the purpose of comparing the signals to determine which receiver is receiving the strongest RF signal. The following cites the requirements for the comparator device: Autosense and auto-switch between AC and DC as well as DC to AC Autosense 90-264 VAC Autosense 47-63 Hz Temperature range of -22°F to 140°F (-30°C to 60°C) Rack mountable into a standard 19” wide or cabinet. Maximum Dimensions 24”D x 9”H Maximum weight of 51 lbs. MIL-STD-810G, TIA/EIA, FCC, or other industry standard test certification Able to compare the voice data from a minimum of four receivers Duplexers A duplexer is a device that allows a repeater to transmit and receive communications over a single path to an RF antenna. The Contractor shall offer the duplexers to accommodate repeater installations in the frequency ranges of 136 – 174 MHz and 380 – 512. The technical specifications must meet the following: Temperature range of -22°F to 140°F (-30°C to 60°C) Rack mountable into a standard 19” wide cabinet. RF cable connectors - N-type Female Insertion loss TX to antenna - no greater than 0.8 dB Isolation must be greater than 75 dB (between the receive and transmit ports) Frequency spread between transmit and receive – 3 MHz for VHF, 5 MHz for UHF Pass-Reject type (Notch-filter type may added as an additional CLIN but should not replace Pass-Reject type) Average power out – 100 watts Maximum input VSWR – 1.5:1 Max Height in Rack – no greater than 7 inches RF Linking System To connect two separate repeater sites, an RF linking system is used when landline circuits cannot be obtained, unreliable, or are too costly. Therefore, an RF linking system is needed to connect the repeaters at two or more remote sites. This system can also be used to link receiver sites back to the comparator for voting systems. The technical specifications must meet the following: RF System – 400 MHz Range up to 60 miles (100 kilometers) RF frequency available in the standard bands of, 400-470, or 450-490MHz. Programmable/Adjustable transmit power – 5 to 40 watts Configurable Channel spacing of 25kHz or 12.5kHz Sub-audible tones (CTCSS) and (DCS) equipped Compandors to eliminate radio hiss Interfaces: Lease line replacement (2 or 4 wire) Temperature range of -22°F to 140°F (-30°C to 60°C) Rack mountable into a standard 19” wide cabinet PC Based or on-board Programming Maximum weight – 55 lbs. Capable of either digital/P25 or analog Ethernet Point-to-Point Bridge System – 5.7 to 5.8 GHz Range: UP to 8 miles (14 kilometers) at 54 Mbps Up to 16 miles (26 kilometers) at 9 Mbps RF frequency – 5.7 to 5.8 GHz band Support for data rates up to 54 Mbps Point-to-point configuration Optional Antennas: 20 dBi linear polarization Separate injector for indoor installations providing DC power to external components. Externally accessible receive signal strength meter (for initial alignment) External LEDs on external component for diagnostic troubleshooting Mounting kits for wall-mount and pole-mount (1.4” to 2.5”) configurations RF cable between injector and transmitter Ethernet connection for Injector Interface – RJ45, 10/100 Base-T Ethernet Receive Sensitivity of -70 dB or better Temperature range of -22°F to 130°F (-30°C to 54°C) Adjustable Power Settings Maximum weight of 15 lbs. Repeater Cabinet Specifications: The Contractor shall offer industry standard telecommunications racks and cabinets able to house the radio repeater and duplexer. The rack or cabinet should be available in various sizes to accommodate all components needed to create the configuration kits 1 thru 5 as cited above. The technical specifications must meet the following: Standard 19” wide cabinet. Lockable Appropriate height to support: Repeater UHF duplexer Global Positioning System (GPS) Timing Device (Simulcast Only) Uninterruptable Power Supply (with external batteries) Uninterruptable Power Supply The Contractor shall offer various models of uninterruptable power supply to provide stable AC power for the configuration kits. The technical specifications must meet the following: Temperature range of -20°F to 131°F (-28°C to 55°C) for non-climate controlled installations Temperature range of 32°F to 104°F (0°C to 40°C) for climate controlled installations Rack mountable into a standard 19” wide cabinet Various international power cords for use in most countries Autosense 47-63 Hz Support for external battery pack (to extend the time of battery operations) Support 120 VAC and 220 VAC support (two models are acceptable) Provide 120 minutes of battery operations (Various models to support all 5 Config. Kits) RF Cable The contractor shall offer the following RF cable and connectors: LMR 400 Connectors for LMR 400: UHF, Male UHF, Female N-Type, Male N-Type, Female N-Type, 90 degree Male BNC Connector, Male Programming Software and Firmware Updates The Contractor shall provide software used to program or configure the repeater that is compatible with Microsoft Windows 7 or higher. The contractor shall provide the software at no additional cost to the government. The Contractor shall provide the software, or link to a website where the software can be downloaded, to the Contracting Officer’s Representative (COR) within 90 days after release of the programming/configuration software to the public. The Contractor shall provide firmware upgrade or updates to fix known hardware or software problems and/or issues to the electronic devices in this contract at no additional cost to the government. The Contractor shall provide the actual firmware upgrade/update, or link to a website where the software can be downloaded, to the Contracting Officer’s Representative (COR) within 90 days after release of the programming/configuration software to the public. The Contractor shall provide, at no cost to the government, a technical solution (i.e. firmware update or documented procedures) to resolve system errors or software bugs that appear due to a new version of firmware or hardware change made in manufacturing. If an online account is required to download the software, the Contractor shall provide up to five separate user (5) accounts so DOS personnel can access the appropriate website to download the programming software or firmware updates/upgrades. ANCILLARY SERVICES Engineering Support The Contractor shall offer Tier I, II and III engineering support via phone call and e-mail during the full contract period. This support may be used by the DOS to resolve technical problems that occur from incorrect configuration settings, establishing new configurations, configuring interface settings with non-contract components, and troubleshooting problems on operational systems. Tier I will include Help Desk support where basic level technical support functions will be offered to analyze symptoms and determine underlying problems. Tier II will include more in-depth technical support provided by more experienced and knowledgeable technicians. Advanced technical trouble shooting and analysis methods will be performed. Tier III will include support for the most difficult or advanced problems provided by expert level technicians. Expert technical trouble shooting and analysis methods will be performed. If it is determined that the request for Engineering Support was initiated to resolve technical or operational issues known to be caused by a software bug or a firmware problem, the Contractor will provide the Engineering Support at no cost to the government. The Contractor shall limit the access to initiating a request for Tier III Engineering Support to the COR and government employees formally designated by the COR. Repair and Return The Contractor shall provide Repair & Return (R&R) services for all equipment under warranty at no additional cost to the government. After the warranty period, the Contractor shall provide maintenance service for equipment that fails. The Contractor shall provide minor and major repair pricing with a description of what constitutes each type of repair. The Contractor shall support R&R parts and service for a period of up to five years past the date of manufacture of a radio device or component. Maintenance Manuals The Contractor shall provide detailed maintenance manuals with each repeater. The maintenance manual(s) should cite the procedures to configure the system’s operating settings including tuning and alignment, maintaining the system in working order, i.e. preventative maintenance, and procedures for affecting repairs down to the smallest vendor-supported field replaceable unit (FRU) or component. SSN RESPONSE INSTRUCTIONS: SSN responses should conform to the format below and provide the following information: Section 1 - Cover Letter. The cover letter shall include the following: Company information – Include company name, point of contact and contact information (name, address, phone number, and email address), short description of the company (history, experience in similar size and scope of these requirements (no more than three examples), and Government clearances it holds, etc.). Confirmation of company business size under on North American Industry Classification Code 334220. Certifications – Include any certifications the company and/or its key personnel hold. Provide additional information of potential teaming partners and/or sub-contractors. List all Government wide Acquisition Contracts and Federal Supply Schedules the contractor holds. Section 2 –Response to Requirements. The purpose of this section is to provide information that will assist DOS with making a decision about how best to contract for the required products and services. Your response should include the following: A description of the configurations and products that meet the Requirements and Specifications sections above. A brief description of how the contractor will provide the ancillary services listed above Potential configuration (Package) prices and Unit prices for the products listed in a. above Potential quantity discounts SUBMISSION INSTRUCTIONS: Responses to this SSN must total no more than 2 pages for the cover letter (Section 1) and no more than 10 pages for Section 2, with text no smaller than 12 point; however, text included in graphics, tables, and figures can be no smaller than 10 point. Limit any foldout pages to two per section. Any cover pages and tables of contents, are not included in the total page count. The submissions must be in sufficient detail and clarity to provide DOS with the information it needs. Contractors may submit prices in a separate Microsoft Excel spreadsheet Please provide an electronic version of your written response in Microsoft Word 2016 and Microsoft Excel 2016 compatible files ONLY to: Andrew Rothstein, RothsteinAT@state.gov, no later than, February 11, 2021, at 3:00 p.m. Eastern Time. The Government will not accept questions after February 5, 2021 at 12:00 Noon. Eastern Time. Please submit questions to RothsteinAT@state.gov The Government will send the responses to the questions to all contractors with sufficient time to complete their SSN responses. Please be advised that all submissions become Government property and will not be returned.