CmdPostConsoleRFIFY20 – Sources Sought – Command Post Console

Aug 1, 2020 | Sources Sought

OVERVIEW

Engineer, Furnish, Install, and Test (EFl&T) a Command Post Console System for the 171st Air Refueling Wing, Command Post. The contractor shall ensure an operational turn-key product that can integrate current and future communications systems utilized by Command Posts.

The Contractor shall design and install a fully compliant Command Post Console System to include all required/requested components and elements per the Statement of Work and relevant regulations.

1. SCOPE

This Statement of Work (SOW) defines the 171 ARW Command Post requirements to purchase and have installed a Command Post Console System to support enhanced communications from the 171 ARW Command Post, regardless of base communication model. This system will be fully integrated and will be installed on the premise of the 171 ARW, PA ANG. The work required consists of a site visit, design, planning, installation, system set-up, testing, cut-over, controller (customer) training, maintenance training, and complete documentation of all hardware and software components for the proposed system.  As a minimum, the console communications interface device shall be touch screen technology and the phone lines shall be multi-line capable with DSN capability and access to immediate and priority precedence. In addition, it will consist of labor, parts and a maintenance warranty for one (1) full year beginning at system acceptance/cut-over. Vendor will provide a 5 year schedule of costs for annual hardware/software updates, materials, and workmanship required to ensure the system remains up to date following the warranty expiration.

1.1. SITE VISIT

The contractor shall physically site visit the 171st Air Refueling Wing areas indicated. The purpose of the Site Visit will be to gather information on what the base currently has and refine system requirements. The Contractor will survey the areas proposed for installation to ensure locations will accommodate proposed solution with regards to space, power, environmentals, distances, system constraints, communications infrastructure, etc., and make recommendations as necessary to prepare the environment.

1.2. JITC CERTIFICATION:

Solutions and all components shall be on the JITC Certified Approved List. All equipment, software installation and/or complete system must possess a current JITC certification. Proof of certification must be included in the proposal.

1.3 SCHEDULE

The desired installation will be scheduled pending vendor award, and not to interfere with upcoming wing mission and exercise activities. The expected completion date will be no later than 60 days after the installation start date.

2. REQUIRED OPERATIONAL CAPABILITY

2.1 Communications Requirements:

System functionality shall be available to Console operators through a centralized, configurable and intuitive touch screen, graphical user interface (GUI). The system shall be modular in nature with each module providing specific functionality to the end user through integration with a component. The functionality of each module shall be able to be available individually or in a combination with other modules.

System shall be:

A user friendly, intuitive, touch screen, GUI console that manages interaction with the various components (inputs/outputs).

Inputs/outputs:

  • HF/VHF/UHF Radios
  • Analog & Digital Telephone Lines / Physical phone as well as IP soft phone
  • Audio Files and Recordings
  • Covert Electronic distress/alarm system
  • Audio/Tone/ and playback
  • Entry/ Access Control
  • Paging system activation
  • Base Siren Activation
  • Access to Giant Voice
  • Integration with existing voice recording systems (2 existing systems)
  • Integration with existing Aircrew Alerting System (Forum Communications)
  • Integration with existing Secondary Crash/Fire System (Forum Communications)
  • System redundancy (high availability, disaster recovery)
  • Auditing and retention of all activities for accountability and after action review
  • Must integrate with existing base components – or provide alternate solution
  • IP Cameras – Controlled by BDOC Consoles; viewable from multiple consoles depending on assigned roles
  • Potential for LMR Trunk expansion
  • Radio patching – between frequency bands, phone to radio, radio to radio
  • Independent audio monitoring for the CAT
  • Full system Redundancy
  • Centralized Administration
  • Ability to import CSV files
  • Portable operation through laptop or tablet

The Command Post Console consists of the basic telephone switching system, multiple integrated consoles and all other ancillary equipment necessary to provide complete service for the 171 ARW Command Post. With the exception of connectivity, all features must work independently from the Dial Central Office (DCO).

NOTE: The proposed solution must integrate with the existing Avaya S8800 CM7.x PBX.

3. 171 ARW COMMAND POST CONSOLE REQUIREMENTS

3.1 Console Configuration: The 171 ARW PA ANG/CP is the nucleus of operations, open 24/7, 365 days a year, and contains the facilities and communication equipment to conduct emergency actions, operational reporting, mission management and routine command and control functions. With today’s current operations, the systems available are outdated and unsupported.

3.1.1 The PA-ANG 171 ARW Command Post Complex is located at Bldg 107, Room 161.

•             The Command Post Complex – Console area – must have two (2) desktop consoles.

•             The Command Post Complex – Training Room – must have (1) desktop console.

•             The Alt Command Post must have one (1) desktop or portable console.

•             The BDOC must have one (1) desktop console – Bldg 103

•             The Alt BDOC must have one (1) desktop or portable console.

•             The MOC must have one (2) desktop consoles – Bldg 302

•             The Alt MOC must have one (1) desktop or portable console.

•             System shall allow for expansion to Base Operations Desk at a later date, without major contractor intervention.

•             The Communications Flt must have one (1) desktop Maintenance/Admin console.

•             The Communications Flt must have one (1) desktop Training console.

•             All consoles must provide immediate access to all communications systems (land-line as well as HF/VHF/UHF and additional radio networks as needed).

•             Each console must be able to remotely control radio assets

•             All consoles must provide patching or conferencing capability, e.g., radio to land line or cellular.

•             Console must provide Operator(s) with customizable one touch access to the various integrated systems and capabilities, e.g., telephone, radio, sirens, door controls, speed dial lists, etc.

•             Consoles must be able to be installed at distances of up to 4,500 feet from the “controller”.

3.1.2   The console system configuration should have the following basic capabilities as well as the other requirements in this SOW:

•             Touch screen panel to facilitate operations

•             Unclassified Telephone system with one touch and hands free operation

•             Push to talk handsets (2 per console)

•             Hands free headsets (equipped with foot pedal PTT) (1 per console)

•             Two Desktop speakers integrated into each console workstation with visual indicators for monitoring select radio and other channels and circuits. These speakers will be able to select between UHF, VHF, HF or other radios. They will also be able to select a phone line to monitor a phone call.

•             Caller ID capability

•             Conferencing {Cross-banding/Phone Patching) utilizing contractor provided conference equipment

•             Secondary alert (crash) net capability. Integrate with existing secondary crash network (Forum Communications).

•             Ability to connect to building and other PA systems for alerting and notifications

•             Ability to connect in the future to a Giant Voice (Federal) and live broadcast using consoles/headsets or handsets.

•             Minimum 20 Programmable macro keys to customize user needs per console location, e.g., Advantor door lock/Whelen Siren /Duress push buttons

•             Voice over IP capable (VoIP)

•             Radio over IP capable (RoIP)

•             Ability to transfer to/from admin phones to consoles

•             Expedite implementation of teleconferencing

•             Capability to add more programmable (speed dial) lines

•             Call queuing to allow higher designated calls (via phone number identification) to be routed ahead of others

•             Electronic phone directory (ETD), capable of at least 15,000 listings.

•             Speech monitoring/recording capabilities

•             Ability to connect up to 20 conferees together.

•             Instantaneous, 1 touch dialing for conference set up

•             Back office integration/support administrative phones

•             Consoles fully combinable and interchangeable between LCD and PC monitors

•             Prompt incoming calls that they are in a holding cue (if their call has not been answered in a predetermined number of rings) waiting for the next available controller.

•             Connect multiple systems for Virtual Private Networks

•             Integrate with existing voice mail (AUDIX) and unified messaging capable system

•             Include Automated Terminal Information System (ATIS-airfield weather) one touch monitoring. HF/VHF/UHF radio equipment will be provided by government.

3.2 Console Housing: The proposed system will be installed in GFE, furniture. Contractor requested to propose recommendation for appropriate furniture if GFE furniture is not suitable. Will be determined at Site Visit.

3.3 Circuit Monitoring: The console shall be capable of monitoring any given circuit(s) through a telephone handset, a headset with microphone, or speaker(s). The console shall allow the console operator to choose any method of circuit monitoring simply by depressing the circuit control/button.

3.4 Command Post Console Telephone Switch: IAW DODI 8100.3. 4.1: “Telecommunications switches operated by DoD Components, and connected to the Defense Switched Network (DSN), shall be joint interoperability certified by the Defense Information Systems Agency (DISA), Joint Interoperability Test Command (JITC) and granted information assurance certification and accreditation by the Defense Information System Network (DISN) Designated Approval Authorities (DAAs). Switch must provide full interoperability, Military Unique Features (MUF) functionality, security, conferencing, and call processing.”  Switch must also offer normal telephone service.

The proposed solution should utilize the existing JTIC approved base switch (Avaya S8800 CM7.X), not introduce an additional voice switch. The current switch should not be limited by its interface with the console solution – i.e., all capabilities of the current switch should still be usable while interfaced with the console.

3.5 Radio Interface: The system shall interface and integrate with existing government supplied radio network equipment. The system shall be equipped to support up to ten (10) discreet radio networks which will be a combination of HF/VHF/ UHF type radio networks. The system must provide the capability of accessing any attached radio network.

Contractor will assist with radio room support and will provide a rack for mounting GFE radios. Contractor will ensure the system is properly grounded and shielded to ensure radios that are functioning at their base stations will function equally well from the proposed console positions.

Current installation radios include Harris PRC-150, PRC-117F, PRC-117G, Rockwell Collins 721S, Motorola CDM 1250 and XTL 2500. These are subject to change so the system must maintain the ability to interface with any provided radio.

3.6 Assured Voice Communications: “Assured service or connectivity is the ability of the DSN and (Defense Red Switch Network (DRSN) to optimize call completion rates for all C2 users, despite degradation due to network disruptions, natural disasters, or surges during crisis or war.” Telecommunications switches and services connected to the DSN shall comply with MUF requirements (MLPP, routing, survivability, and security). “To meet MUF requirements, the DSN and DRSN shall employ an MLPP capability, which permits higher precedence users to preempt lower precedence calls.”

3.7 Defense Switched Network (DSN): “The DSN is the first choice for non­secure inter-installation telephone service network and it shall be the primary communications means for Command and Control (C2) and non-C2 users. DSN provides end-to-end command and control capability and dedicated telephone service.” These circuits are long distance DOD common user switched services. IAW AFI 10-207: “A minimum of two administrative lines must provide direct DSN access with immediate priority precedence.”

3.8 Military Unique Features (MUF): “Those network and telecommunications switch features that are required to support C2 users and are above and beyond those supported by commercial carriers in telephone services to the general public.” MUFs include: survivable service, responsive service, interoperable service, surge capacity and assured connectivity. System must integrate with MUF that currently exists through the Avaya S8800 CM 7.X switch.

3.9 Multilevel Precedence and Preemption (MLPP): “In military communications, a priority scheme is used for assigning a precedence level to specific calls or messages so the system handles them in a predetermined order and timeframe.” In this scheme calls and messages can be preempted only by a higher priority call or message. System must integrate with MLPP that currently exists through the Avaya S8800 CM 7.X switch.

3.10 Expansion Capacity: The system shall have an expansion capacity of 30% above and beyond the initial installed capacity. The telecommunications system shall be expandable beyond the equipped capacity up to the wired access capacity without interruption of service. Common control equipment, software features, and power system components provided at the initial installation shall support the wired access capacity, to include processing capacity, system memory, lines and trunks, touch screens, speakers, recorder interfaces, and power system components. Wired access is defined as the ability to add additional switched lines, trunks, console positions, speakers and add radio interfaces to the initially equipped telecommunications system.

4. TELECOMMUNICATIONS FEATURES

4.1 Incoming Call Indicators: Each circuit integrated on the telecommunications system shall have a control/button associated with it on the console. Each control/button shall have a visual indicator to reflect when a circuit is idle, receiving calls, in use, and/or on hold. Each indication shall be unique, i.e. blinking when receiving incoming calls, highlighted/lit steadily when in use, or have different color illumination for each type of call. There shall also be unique audible indicators for incoming calls, and calls placed on hold. The audible indicators shall be equipped with volume control.

4.2 Direct Dialing: The telecommunications system shall perform direct dialing on and off base without the assistance of an operator. Feature activation shall be limited to one button excluding call-transfer and conferencing, which shall be limited to one additional button.

4.2.1 The 171 ARW Command Post will have direct lines to Base Defense Operations Center (BDOC), AIRCOMM, Maintenance Control (MOC), Base Operations Desk, and State Joint Operations Center (JOC). Controllers must be able to communicate with any and all agencies involved in 171 ARW operations.

4.3 Call Transfer: This feature allows calls to be transferred from the answering console to any other console, line or trunk in the system. Transfer may be accomplished while the target telephone is ringing or after it is answered.

4.4 Hold: This feature shall put a call on hold from any console user by pressing a “hold” button or by selecting another line button.

4.5 Hotline calling: The system shall provide direct connection between two or more telephones within the system without the user dialing any number(s). The system shall be programmable to ring another telephone(s) in the system when the calling console depresses a dedicated hot line button or a single line telephone goes off-hook. When the far end initiates this same hot line, the call shall appear as an incoming call on the same dedicated hot line button as described above.

4.6 Speed Dial: This feature allows the user to place calls to designated numbers, by pressing a single feature button representing the number to dial. This feature should have the capacity to maintain a minimum of 500 programmable, 2 digit access code +1 + ten-digit phone numbers.

4.7 Last Number Redial: The system shall automatically store the last number dialed. A console operator shall be able to redial that number by a single button selection.

4.8 Caller ID/Call Logging Capability: This feature allows an incoming callers phone number to be identified and displayed on the console. All phone numbers will be logged with a time stamp, phone number of incoming call and which line the call came in on, disposition of call, and which console position picked it up.

4.9 Speakers: Each console shall be equipped with speakers {two integrated speakers as indicated in para 3.1.2) for telephone and radio network monitoring. Each speaker shall be equipped with independent volume controls and an activity indicator light for incoming radio traffic.

4.10 Distinctive Ring Assignment: This feature allows a distinctive ring to be identified with a specific phone number or set of phone numbers.

4.11 Handsets: IAW AFMAN 10-207: “All telephone handsets within the Emergency Actions/Console area, to include any collocated agencies (e.g., Air Terminal Operations Center, Maintenance Operations Center, Emergency Operations Center) must have a push-to-talk feature installed (T-3).” The handsets will provide the console with positive disconnect, push-to-talk feature. The push-to-talk feature shall be equipped on the handset as a button. The handsets and headsets will have the capability of turning off the push to talk feature. The console will have the capability to plug in two handsets simultaneously into each console position. Additionally, the system must not provide hands free or speaker phone capability for OPSEC reasons. Where this capability is built in, it needs to have the ability to be manually disabled.

4.12 Conferencing: The console shall allow progressive and preset conferences. The conference bridge shall be capable of accepting twenty (20) or more different conferees (circuits) in any combination with no degradation of audible quality. Each console shall be capable of initiating and terminating a conference on any of the conference bridges. Each console shall be capable of adding and removing conferees from the conference, and be able to enter and leave the conference as a participant at any time. Console telephone conferencing with landlines, cell phones, HF/VHF/UHF radio interfaces are required.

5. AUXILIARY SYSTEMS

5.1 Device Control: Each of the auxiliary systems and devices interfaced with the telecommunications system shall be made available as one touch/step control on the console for activation and deactivation.

5.2 STE/STU-Ill Interface and VOSIP: The console system shall have the ability to support government furnished STE/STU-Ill sets and/or VOSIP should it be decided to use the system for STE/STU-Ill connectivity and/or VOSIP.

5.3 Rapid Alert Notification Capability: Integrate with current Ad-hoc alerts and Installation Notification and Warning system.

IAW AFMAN 10-207: In lieu of time consuming manual telephone notifications, an automated telephone or computer-based rapid alert notification system will be utilized. This rapid notification system will be used to streamline time critical/time sensitive notifications to the chain of command as well as disseminate information to the base populace in a timely manner. With this system in place numerous notifications can be made in seconds versus minutes.

5.4 The system will include an Uninterruptible Power Supply {UPS).

The system must be protected by an UPS with sufficient power to sustain mission critical applications for a minimum of 4 hours. Power faults shall be indicated by a visual and audible alarm within the Command Post each Console must include backup power, so that no terminal shuts down in event of complete power loss.

NOTE: The Command Post Complex, and Security Forces (BDOC) are wired to auto-start generators.

5.5 Ancillary Phones: On console and off console phones may be integrated and interoperable; however these phones must remain as separate entities. These phones will be utilized as standard handset capable lines and a back-up capability. The designated representative (customer) may request minor changes to be made to the existing routing of interfaces to and from the console.

6. MAINTENANCE AND SUPPORT

6.1 Warranty Support: The contractor will provide a full/unlimited one-year warranty for all contractor provided hardware/software, materials, and workmanship. The warranty period will not begin until final government acceptance. Vendor will provide a 5 year schedule of costs for annual hardware/software updates, materials, and workmanship required to ensure the system remains up to date following the warranty expiration.  The warranty will include emergency technical assistance as required including 24/7 remote dial-in and on-site responses as appropriate for system failures as outlined below. The contractor will track and resolve problems as follows:

6.2 Catastrophic Failures: Loss of ability to initiate or answer calls on 25 percent or more of the circuits, or any major subcomponent loss, specifically -radio interface, PRI communications facility loss, or loss of one (1) or more consoles.

6.2.1 If a catastrophic failure occurs the contractor will perform a service call. The contractor’s personnel will arrive on site within 2 hours of notification and immediately commence problem diagnosis and repair actions. The contractor will work continuously until full system capabilities are restored.

6.3 Major Failures: Loss of supervision, conference ability, or ability to initiate or answer calls on 10 percent or more of circuits.

6.3.1 If a major failure occurs the contractor will perform a service call. The contractor’s personnel will arrive within 3 hours of notification during normal duty/business hours. In the event of a notification during non-duty hours the contractor’s personnel will begin repair at the beginning of the next duty day during normal duty/business hours. Service will be restored within 48 hours of initial notification.

6.4 Minor Failures: Any abnormal hardware or software fault that degrades service to less than the desired performance, but which does not constitute a major or catastrophic failure.

6.4.1 If a minor failure occurs the contractor will perform a service call as soon as possible. The contractor will restore all minor failures no later than three duty/business days after notification.

7. TRAINING

7.1 Training Requirements:

The contractor shall provide training to ensure administrators and end-user personnel demonstrate a clear knowledge of the new system configuration and operating capability prior to site acceptance and final invoice. At least 50% of the training will be hands-on and split between pre-cutover and live environment. The contractor will coordinate with the site POCs for mutually agreed upon training times. The contractor may be required to train users and administrators across multiple shifts and schedules. Training on the operation and administration of the proposed system will be provided for four (4) administrators and up to fifteen (15) operators designated by the Command Post Officer. All training presentations and documentation (system administrator, user, and training guides) will be provided and performed on-site in English at the time of system installation. All documentation, to include training material, shall be turned over to the customer for recurring training needs. Contractor will provide administrator training for five (5) admins, and maintainer training for eight (8) Communications Flight Technicians.

8. TESTING

8.1 Testing Requirements: The contractors will perform all testing as specified in the contractor provided test plan to assure that the system meets the minimum feature requirements specified herein. The test plan will be approved by the government POCs (See Item 9.1).   The contractor has the responsibility to ensure the installation is tested prior to cutover. The government will witness all testing. The contractor will document these test results. Copies of the test results will be provided to the government. The government requires at least two weeks’ notice before the contractor performs any testing. The installation will not be cutover without specific government approval. The system procured under this SOW will be tested in its entirety.

9. ACCEPTANCE

9.1 System Acceptance: The government reserves the right to refuse final acceptance until all discrepancies have been resolved to the satisfaction of the government. The discrepancies list will include all problem(s) detected/identified conducted by the contractor government or both. Problems identified during the acceptance period will be documented and provided to the government.  CMSgt Rich Costolo, SCO and MSgt Jessica Gonzalez, CP – jointly – will be the only permitted final acceptors of the system.

9.2 Deliverables. The contractor shall submit standard deliverables required to document and cutover this system. These will include, as a minimum, Telecommunications System Installation Plans (TSIP), Test and Acceptance Plan, Cutover Plan, and As-Built Records.

9.3 Down Time: Installation, testing, training and cutover will be accomplished with minimal disruption of operations. As part of the response to this solicitation, the bidder shall provide a detailed proposed scope of work in the form of a Program Support Agreement (PSA) that shall include (and not be limited to):

•             High level project outline with critical timelines

•             Detailed scope of supply

•             Description of how work is to be accomplished while minimizing mission disruption

•             Preliminary equipment room drawing, diagrams

•             Detailed description of Allied Support (government requirements and responsibilities)

Prior to any disruption or termination of communication capability, the contractor will seek and receive clearance from the customer or designated representative. The contractor will seek permission and guidance from the list below (10.1) for this project and prior to any deviations.

10. SECURITY REQUIREMENTS

The Contractor shall comply with the Computer Security Act of 1987 and all DOD and AF requirements for access to information. All Contractor personnel assigned to the Contract shall have at least minimum security clearance for the system being worked on. The Contractor is responsible for providing properly cleared personnel, providing security briefings, and ensuring compliance by its employees with the Government or Contractor security regulations. This includes the safekeeping, wearing, and visibility of a Contractor provided picture name badge, and any special agency badges clearly identifying the person as a Contractor. The Contractor shall ensure the return of all badges, and any other Government property, upon task completion, or when personnel depart a task. The Contractor shall coordinate with the site POC on all security issues and to gain access to the base and all areas necessary to execute this upgrade. The Contractor shall provide the necessary security clearance information to the site POC no later than two weeks prior to installation commencement for Contractor personnel being granted access to any work locations. All contracted personnel shall comply with established security procedures for entering an installation and its facilities, including special security procedures for entry to restricted or controlled areas. The Government reserves the right to refuse entry to any individual at any work location.

// End of Description

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