Electronic Security System (ESS) Maintenance and Service- Fort Leavenworth, KS

Solicitation / RFP / RFQ

This solicitation is for a non-personal services Indefinite Delivery, Indefinite Quantity (IDIQ) contract to provide maintenance and repair services for the Electronic Security System (ESS) at Fort Leavenworth, Kansas. The ESS includes Physical Access Control Systems (PACS), Intrusion Detection Systems (IDS), and Closed-Circuit Television (CCTV) systems. The contract has a base period and four option years.

• Maintenance and Service: Provide comprehensive maintenance and service for the existing ESS.

• Integrated Tracking System (ITS): Develop and maintain an ITS for equipment inventory, warranties, and preventive maintenance.

• Preventive Maintenance (PM): Perform scheduled PM for IDS, ACS, and CCTV systems.

• Corrective Maintenance (CM): Provide 24/7/365 corrective maintenance for ESS components, with defined response times based on failure priority.

• Parts Management: Maintain a parts management program with pre-approved vendors and a tracking list for critical components.

• Reporting: Submit annual Service Contract Reports (SCR) and detailed PM reports.

• Security: Contractor personnel must possess a "Secret Clearance" at the time of proposal submission and maintain it for the life of the contract. Background checks and installation access procedures are detailed.

• Training: Required training includes Anti-Terrorism (AT) Level I, OPSEC Level I, iWATCH, Cyber Awareness, and Personally Identifiable Information (PII) training.

• Contract Type: IDIQ

• Period of Performance: Base period (June 15, 2026 - June 14, 2027) plus four option years.

• Estimated Value: NAICS code 561621, Size Standard: $25,000,000.00.

• Proposal Submission Deadline: April 23, 2026, 01:00 PM Local Time.

• Proposal Submission Address: Mission and Installation Contracting Command (MICC) MICC Fort Leavenworth, ATTN: CCMI-LV (Mr. Robert Parvin), 535 Kearny AVE, Bldg #338, Fort Leavenworth, Kansas 66027, robert.m.parvin.civ@army.mil.

• Proposal Format: Four volumes: RFP Documents, Technical Capability Proposal, Past Performance, and Price Proposal.

• Evaluation Criteria: Award will be made on a trade-off basis between Technical Capability, Past Performance, and Price. Technical Capability is slightly more important than Past Performance. Technical Capability and Past Performance combined are significantly more important than price.

• Set Aside: This acquisition is set aside for Small Business.

• NAICS Code: 561621

• A site visit is scheduled for Tuesday, March 17, 2026, at 1:30 PM CST. RSVP is required by March 16, 2026.

• All questions regarding the solicitation must be submitted in writing via email to Captain Jazmin Burns (jazmin.burns.mil@army.mil).

Form / Attachment / Pricing Sheet

This document, "Attachment 2 - Combined Deliverables and Project Schedule Requirements.xlsx", outlines the specific deliverables and project schedule requirements for potential bidders. It details various mandatory items that need to be submitted or completed throughout the contract lifecycle.

• Deliverables: Includes items such as Quality Control Plans (QCP), various training certificates (Anti-Terrorism, OPSEC, iWatch, PII, DoD Cyber Awareness Challenge, OEM), Acceptable Use Policy (AUP) Acknowledgements, Contractor Training Plans, and transition plans.
• Schedule: Specifies when deliverables are due, such as within 30 days of award, annually, prior to start, or within specific timeframes of hire or assignment.
• Format/Submission Method: Indicates how deliverables should be submitted, primarily as electronic documents or copies of certificates, with some requiring specific systems (e.g., eMASS) or formats (e.g., Meeting Agenda & Minutes).
• Recipient: Identifies the receiving party for each deliverable, typically the Contracting Officer (CO) or Contracting Officer's Representative (COR).
• Meetings & Reporting: Includes requirements for a Post Award Conference, Periodic Progress Meetings, Equipment Inventory, and Service Request Documentation.

This attachment is crucial for bidders to understand the ongoing administrative and compliance requirements beyond the core services. It directly impacts proposal preparation by highlighting the need to plan for and resource these deliverables and training. Bidders must ensure they can meet these requirements by the specified deadlines and in the correct format to ensure compliance and successful contract performance.

Form / Attachment / Pricing Sheet

This document, "Attachment 3- Sterilized Combined Equipment List.xlsx", is an Excel spreadsheet detailing various equipment and security system components. It appears to be an inventory or specification list relevant to the overall opportunity.

The spreadsheet is organized by sheets, including "Garrison", "BLDG (EMPTY)", "ANALYSIS TEAM 2 BUILDINGS", "SECURE LAB", "INVESTIGATIONS DIVISION", "MEDICAL", "FMSA", "UNIVERSITY CAMPUS", "TRAINING HQ", "MISSION TRAINING", "SWING SPACE", "SIM 1", "SIM 2", "SJA (2xBLDG)", "CTCD", "COMMAND EXCELLENCE 1", "COMMAND EXCELLENCE 2", "LESSONS LEARNED", and "HEADQUARTERS".

Each sheet lists various intrusion detection system components (e.g., door contacts, motion sensors, duress buttons, panel tampers), card readers, and cameras. Specific details include:

• Intrusion Detection Systems: Components like Power Series (PC1864) and DSC (PC4020) panels, AES 7788 wireless radio communicators, and TL series IP communicators are listed. Locations and quantities of sensors (motion, door/window contacts, glass break, duress) are detailed across numerous buildings and areas.
• Card Readers: Various reader types (e.g., iSTAR Ultra, iSTAR Pro, DES, NEC, DFMWR) are specified, along with their associated access control systems (C-CURE, Lenel) and locations.
• Cameras: Mentions of Wisenet XNV-8080R and MOBOTIX Q24/25/26 cameras, as well as Bosch and Avigilon systems, are present.

This attachment provides a detailed breakdown of the existing or required security and access control infrastructure. Bidders should review this list to understand the scope of equipment, potential integration requirements, and the scale of the security systems involved in the overall opportunity. It is crucial for estimating costs, planning implementation, and ensuring compatibility with proposed solutions.

Other / Unclassified

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This document does not contain substantive information related to a SAM.gov opportunity. It is a technical message related to PDF rendering and does not provide details on requirements, solicitations, or other relevant bidder information.

Form / Attachment / Pricing Sheet

This document, titled "Performance Requirements Summary (PRS) ESS.xlsx", outlines the performance standards and acceptable quality levels (AQLs) for various aspects of the Equipment Support Services (ESS) contract. It serves as a reference for contractors to understand the expected performance metrics and how their services will be evaluated.

• Equipment Inventory: Monthly submission of Equipment Deviation List by the last Wednesday of each month, with quarterly reviews. Requires specific details (building number, location, description, quantity, serial numbers) and 100% accuracy.
• Processing Warranty Equipment: Daily work log on SharePoint detailing disposition of warranty equipment, requiring 100% currency and accuracy.
• Preventive Maintenance (PM): PM completion within +/- 5% of the schedule, with monthly reports due within five business days. Requires an accurate software/license renewal log.
• Service Order Repairs: Response times based on priority (Priority 1: 2 hrs, Priority 2: 3 hrs, Priority 3: 5 hrs, Priority 4: Next business day), with 95% of calls meeting these times. Detailed service ticket submission upon completion.
• ESS Parts Management System: Procurement and receipt of parts for Priority 1 and 2 service calls within specified delivery times from an updated vendor list, with a 95% compliance rate.
• Unscheduled (After-Hours) Service and Repair: Submission of an After-Hours Response Plan within 15 days of award. On-site technician within 2 hours for critical failures or annual tests.
• Service Contract Reporting (SCR): Annual SCR submission via SAM.gov by October 31 each year.

This document is crucial for bidders as it defines the measurable performance standards and quality expectations for the ESS contract. Understanding these requirements is essential for developing accurate proposals, pricing, and operational plans to ensure successful contract performance and compliance.

Form / Attachment / Pricing Sheet

This document, "Attachment 4 - Service Log.xlsx", serves as a template for tracking service orders and associated costs, likely as an attachment to a Performance Work Statement (PWS). It is designed to record details of service calls, including type, location, problem description, technician assignment, resolution status, and costs.

• Service Ticket Details: Includes unique ticket numbers, type of service (Emergency, Routine, PMI), caller information, location (building, room), and a brief description of the problem.
• Contractor Action: Fields for technician assignment, Service Order (SO) number, submission and authorization dates, and resolution status (Phone Solved or Not).
• On-Site Service: Details on date and time at the site, technician's assessment, corrective action taken, and parts used (including model and serial numbers for broken and replacement parts).
• Cost Tracking: Columns for Replacement Part Cost, Total SO Cost, Awarded CM (Contract Line Item Number), and Remaining Funds Calculation.
• Status: Indicates the final status of the service order (e.g., Completed, Approved, Cancelled, Not Approved).
• Yearly Breakdown: The spreadsheet is organized into sheets for different years (e.g., 'Example' sheet for 2022, '1st Year' for 2026, '2nd Year' for 2027, etc.), allowing for tracking over time.

Bidders should use this template to understand the expected level of detail for service tracking and cost reporting. It provides insight into the types of service calls, potential repair needs, and the financial tracking mechanisms that will be in place under the contract. The example data illustrates how to log routine maintenance, emergency repairs, and preventative maintenance inspections (PMI).

Form / Attachment / Pricing Sheet

This document is a Service Order Form (SOF) used to detail specific service requests under an existing contract. It outlines the information required for initiating, costing, and authorizing a service order.

• Service Order Information: Includes details such as Contractor, Facility Name, Task Order Number, CLIN Number, Service Call Date, Service Order Date, Initiator, and the specific SOW with location.
• Safety Verification: Requires confirmation of an Accident Prevention Plan (APP) and the presence or absence of an Activity Hazard Analysis (AHA).
• Cost Summary: Breaks down costs by Labor (regular and overtime hours/rates/amounts for various classifications), Travel (flight, per diem, rental car), and Parts/Materials/Supplies.
• Subcontracts: Allows for detailing subcontractor costs, shipping, tax, and handling charges.
• Authorization: Sections for On-Site Representative (OSR) and Engineering Concurrence, and Contracting Officer Signature.
• Certification: A section for the Contractor and Government Quality Assurance Evaluator to certify satisfactory completion of services.

This form is crucial for understanding the cost breakdown and authorization process for specific service tasks. Bidders may need to use this template or a similar format to propose costs for labor, travel, and materials for service orders issued under a contract. It highlights the required documentation and approval steps for service execution.

Form / Attachment / Pricing Sheet

This document is a Unified Facilities Guide Specification (UFGS) for "Electronic Security Systems (ESS)" (Section 28 10 05, dated 05/24). It serves as a guide specification for procuring commercial off-the-shelf ESS equipment.

• Scope: Covers Intrusion Detection Systems (IDS), Access Control Systems (ACS), Video Surveillance Systems (VSS), Security Command Centers (SCC), Security Lighting, Medical Facility Systems, and Infant Protection Alarm Systems (IPAS).
• Requirements: Details system requirements, performance standards, installation procedures, testing, and training.
• References: Cites numerous industry standards (e.g., UFC, ANSI, ASTM, IEEE, NEMA, NFPA, UL, NIST, TIA, DOD, NARA) that must be adhered to.
• Submittals: Outlines required submittals, including shop drawings, product data, design data, and certificates.
• Quality Assurance: Specifies requirements for regulatory compliance, standard products, contractor qualifications, and environmental conditions.
• Parts: Divided into "General," "Products," and "Execution" sections.

This document defines the technical specifications and requirements for Electronic Security Systems. Bidders must review this specification to understand the detailed technical requirements for any ESS components they propose to supply or install as part of a larger solicitation. It dictates the standards, performance criteria, and integration capabilities expected for a comprehensive electronic security system.

Form / Attachment / Pricing Sheet

This document is a "Material Approval Submittal" form (TRADOC Reg 715-3) used by contractors to submit materials for approval by the Contracting Officer. It serves as a certification that the submitted material complies with the specifications of the subject contract.

• Contract Information: Fields for Contract Number, Submission Number, Previous Submission Number, and Project Number.
• Material Details: Columns for Item No., Specification Section/Para/Drawing No., and Description of Material (including type, model, catalog number, manufacturer, etc.).
• Government Approval Section: Checkboxes for "Approved," "Disapproved," and "Resubmit" for government use, along with fields for "AP-PROVED," "DISAP-PROVED," "SEE REVERSE," and "INITIAL."
• Contractor Certification: A statement for the contractor to sign, certifying compliance with contract specifications.
• Evaluation and Action Sections: Fields for "To" (Contracting Officer), Date, Type/Print Name and Grade, and Signature for various stages of review and approval.
• Recommendation Section: Options for "Recommend Approval" or "Disapproval," with space for comments and signatures.

Bidders will need to use this form to submit materials for approval as required by the contract. It outlines the specific information required for material submittals and the approval process. Understanding this form is crucial for ensuring timely and compliant material submissions throughout the contract performance period.

Form / Attachment / Pricing Sheet

This document is a Past Performance Questionnaire designed to collect feedback on a contractor's performance for a specific project. It is intended for use by offerors to submit to their clients for evaluation, and by clients (respondents) to provide objective feedback to the Contracting Specialist. This feedback is crucial for the government's source selection process.

• Part I: General Information: Collects details about the contractor being evaluated and the respondent providing the evaluation.
• Part II: Project Information: Gathers information about the specific project, including contract number, description of services, period of performance, contract type, and values.
• Part III: Performance Evaluation: Includes rating definitions (Excellent to Neutral) and specific questions across categories such as Quality of Work, Timely Performance, Management Effectiveness, and Compliance & Safety. Respondents rate the contractor's performance on these aspects.
• Part IV: Overall Assessment & Comments: Allows for an overall rating of the contractor's performance, customer satisfaction, and willingness to award future contracts. It also includes sections for narrative comments and certification.

Bidders must complete Part I-A and forward the entire questionnaire to their client for each project they wish to submit for past performance evaluation (maximum of 5 projects within the last 3 years). The client will complete Parts I-B, II, III, and IV. The completed questionnaire is then returned to the Contracting Specialist. This document directly impacts how a bidder's past performance will be assessed, which is often a significant evaluation factor in solicitations.

Form / Attachment / Pricing Sheet

This document is a Register of Wage Determinations under the Service Contract Act, issued by the U.S. Department of Labor. It provides the minimum wage rates and fringe benefits required for various occupations when performing contract work in specific geographic areas. Bidders must use this information to ensure their proposed labor costs comply with federal requirements.

• Lists specific occupations with corresponding wage rates and footnotes.
• Specifies the geographic area covered (Kansas and Missouri counties).
• Includes details on required fringe benefits (Health & Welfare).
• Outlines Executive Orders (EO 13706 and EO 13658) related to paid sick leave and minimum wage rates for federal contractors.
• Provides information on vacation and holiday entitlements.
• Explains the process for requesting additional classifications and wage rates (Conformance Process) if a required occupation is not listed.

This document is critical for bidders to accurately estimate labor costs and ensure compliance with federal regulations. It directly impacts the pricing of proposals by establishing minimum wage and benefit requirements for all service employees working on the contract. Bidders must review the listed occupations and their corresponding rates to determine how they apply to the services being offered.