Long-Range Emergency Communications System
****Update - Round 2 of the Questions and Answers are now attached for review. The due date has been extended for one week. The new response date is April 7, 2023.
****Update - Questions and Answers are now attached for review.
Request for Information (RFI) for US Department of State Radio Programs Branch
Long-Range Emergency Communications System
PURPOSE : This Request for Information (RFI) is issued as market research to determine the capabilities of contractors to support the Department of State s (DOS) Radio Programs Branch (RPB) Long-Range Emergency Communications System (LRECS). The Government does not intend to award a contract on the basis of this RFI or reimburse any costs associated with the preparation of responses. This RFI is issued solely for information and planning purposes and does not constitute a solicitation. All information received in response to this RFI marked Proprietary will be handled accordingly. Responses to the RFI will not be returned. In accordance with FAR 15.201(e), responses to this RFI are not offers and cannot be accepted by the Government to form a binding contract. Responses to this RFI will assist DOS in determining the potential level of interest, competition adequacy, and technical capabilities U.S. owned qualified companies to provide the required products and services. DOS may also use this information to assist in developing any subsequent subcontract plans and small business goal percentages. The Government does not guarantee any action beyond this RFI.
The United States Department of State (DOS) operates and maintains existing High Frequency (HF) radio systems at 280 U.S. Embassies or Consulates as a last-resort LRECS.
The HF systems are meant to function when all other means of communication 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 (overuse) of the communication circuits. It is at this moment when the standalone HF system that does not rely upon the host country s infrastructure protects life and property. The system allows Chief of Mission personnel to contact an Embassy or Consulate for help and facilitates the emergency coordination from the embassy management to direct-hire staff.
REQUIREMENTS : The DOS is searching for information on a Long-Range Emergency Communications System that may meet the purpose of the program as described above. The existing HF system is described in Attachment A.
RFI RESPONSE INSTRUCTIONS :
RFI 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, 517410 or similar.
- 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 that includes the equipment described in your RFI response.
- 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. Your response should clearly explain how and with what equipment, your company can provide a Commercial Off the Shelf (COTS) or Government Off the Shelf (GOTS) Long-Range Emergency Communication System (LRECS), that at a minimum provides basic beyond line-of-sight bi-directional data, messaging, or voice capabilities inside a primary safe haven, at 280 embassies and consulates around the world. Your response should include a discussion of the following:
- A description of the products and any configurations of products that meet the requirements in this section.
- The LRECS cannot rely on any host nation communication infrastructure, and it cannot use a location s Primary, Alternate, and Contingency transmission routes. Transmission routes are typically Diplomatic Telecommunications Service Program Office (DTS-PO) leased land lines and leased satellite data.
- Standard infrastructure, such as antenna(s) and cabling, that might be required must be included in the LRECS package. Unique infrastructure that could be required in some locations due to local conditions should be identified.
- Infrastructure can be pre-installed and left up, to be used when an emergency arises or when regular testing is conducted. All cable runs must be as close to a home run as possible. The deciding factor to use a home run or not, is the location of the primary safe haven relative to the cable run limitations required to use an external antenna. The goal is the fewest failure points as possible.
- A Tier 1 Information Technology Specialist must be able setup and maintain the LRECS during an emergency without outside support. This includes setting up and maintaining infrastructure that may be pre-installed and left up before an emergency arises.
- A Layman User must be able to operate the LRECS without assistance during an emergency.
- Section 508 Compliance: Please provide a brief description of if/how your products comply with Section 508 of the Rehabilitation Act of 1973, as amended.
Section 3 Rough order of Magnitude Costs. The purpose of this section is to provide information that will assist DOS in estimating the cost of the system and budgeting appropriately. Please provide items and cost estimates for the following:
- Provide detailed List of Materials (LOM)
- Provide detailed cost of hardware
- Subscription Fees
- Provide detailed list of subscription options and fees associated with each
SUBMISSION INSTRUCTIONS: Responses to this RFI must total no more than 3 pages for the cover letter (Section 1) and no more than 30 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.
Please provide an electronic version of your written response in Microsoft Word 2007 compatible files to:
William Thuman, firstname.lastname@example.org , no later than, March 31, 2023, 5:00 p.m. Eastern Time.
The Government will not accept questions after March 8, 2023, 5:00 p.m. Eastern Time .
Please submit questions to William Thuman, email@example.com
The Government will send the responses to all contractors with sufficient time to complete RFI responses on time.
Please be advised that all submissions become Government property and will not be returned.