11002503 SOW.docx

UNCLASSIFIED

Department of Justice

FEDERAL BUREAU OF INVESTIGATION

Financial Management and Logistics Unit X-Ray Maintenance Support Services Statement of Work

March, 2021

Federal Bureau of Investigation 935 Pennsylvania Avenue, N.W.

Washington, D.C. 20535

1.0 Background

Strategy, Policy, and Logistics Unit (SPLU) is assigned to helping the Federal Bureau of Investigation (FBI) Security Division (SecD) achieve its mission by providing risk management and administrative support services relating to human resources, property, and space management. The Inventory Management purchases, maintains, and tracks Sec D property as required by FBI policy.

2.0 Scope

The scope of this effort supports the acquisition of fixed-price annual maintenance services (fixed-price fee to include all labor, travel, replacement parts) for 26 FBI X-Ray machines currently in use throughout the US including the following:

1) Prompt On-Site Coverage (response time of not more than 36 hours)

2) 24x7 help-desk support, and annual preventive maintenance check with radiation survey.

3.0 Tasks

Contractor shall provide a secure trouble ticket system to efficiently and effectively manage performance of maintenance requirements. Trouble ticket system shall distinguish between preventive and corrective maintenance actions. Trouble ticket system shall identify the problem/requirement, assignment and action taken, resolution, closure, and time at each stage of the process. Contractor shall provide metrics and summary reports that are mutually agreeable to contractor and FBI.

The contractor shall provide on-site services which shall include but not be limited to the following:

· The contract shall be all-inclusive, covering all equipment, parts, labor, and materials (to include X-ray tube/generator) required maintaining and repairing 26 FBI X-Ray machines across the US.

· The contract shall include all fees associated with labor, travel time, and travel expenses.

· The contract shall include on-site service coverage from Monday – Friday, 8:00am – 5:00pm and include a 24-hour support call center.

· The contractor shall ensure timely restoration of all systems for operational functionality.

· The contractor shall coordinate maintenance efforts per schedule mutually agreeable to contractor and FBI.

· The contractor shall provide primary and alternate points of contact (POC) to interface with Government for all required maintenance actions, questions, and recommendations.

· Supporting briefings, meetings, and communicating recommendations and delivery order status verbally and in writing.

3.1 Preventive Maintenance

Preventative maintenance is scheduled maintenance performed to prevent corrective maintenance and maintain operational X-Ray machine functionality. All preventative maintenance shall be performed to a mutually agreed and published schedule.

A report shall be provided to the FBI per paragraph 4.0 for each inspection and preventative maintenance event performed, which describes the preventative maintenance actions performed or /and inspection results and provides any identified recommendations. Preventative maintenance will include but not be limited to the following:

· Annual Preventative Maintenance Check (see attachment 1)

· Calibration of all X-ray machines

3.2 Corrective Maintenance

Corrective maintenance is defined as non-scheduled maintenance. Corrective maintenance usually occurs when the X-Ray machine or some part of the X-Ray machine fails unexpectedly, leaving FBI facility, people, and contents vulnerable to security threats that they would be less likely to face with a fully operational X-Ray machine. FBI and or contractor personnel would also be required to exert a significant amount of extra time and effort to conduct physical search of people and packages. Contractor shall provide all necessary parts, equipment, and labor, to quickly return the X-Ray machine to an operationally functional state. Contractor shall respond as follows:

· Respond to corrective maintenance calls within 36 hours.

4.0 Place Of Performance

Work to be completed at FBI facilities and vendor facilities as required.

5.0 Deliverables

The contractor shall submit one (1) electronic copy of all deliverables to the FBI PM and the government task lead(s). If a deliverable is acceptable, but requires changes, the FBI PM shall sign-off on the deliverable receipt as tentatively approved and clearly specify the changes required for full approval. If a deliverable is disapproved, the FBI PM shall provide a description of why it was rejected. If requested by either the contractor or government, a meeting may be scheduled to discuss the deliverable in detail. All errors and omissions must be detailed in the first rejection. One (1) re-submittal will be allowed to modify the deliverable and address items that were specifically rejected. If additional re-submittals are required, change procedures will be invoked.

The contractor shall provide deliverables in an electronic format compatible with the FBI’s current office automation baseline of applications, including but not limited to (i.e., Word, Excel, PowerPoint, Access, WordPerfect, Visio, Project, Adobe Acrobat etc). The contractor is responsible, upon award, for obtaining the version of Microsoft the FBI is currently using to ensure compatibility. All deliverables will be considered Government Property and shall be treated (but not marked) as SECRET until the FBI reviews and applies the appropriate security classification.

5.1 Deliverables Summary

· Preventive Maintenance Schedule due within 30 calendar days of award

Preventative Maintenance - Annual

· Inspection and Examination Report signed and dated by local Chief Security Officer and/or Security Staff. Reports include:

· Perform radiation testing and provide Radiation Test Reports.

· Maintenance Recommendations.

· Identify any parts, labor, and materials used

· Regeneration of X-ray machines

Corrective Maintenance

· Inspection/Maintenance Report signed by local Chief Security Officer or Security Representative. Report includes,

· Date and time of trouble call made

· Date and time of corrective service completed

· Identification of problem

· Identify any parts, labor, and materials used

· Regeneration of X-ray machines

6.0 Administrative consideration

X-Ray Machines in need of repair should be fixed within 36 hours of initial request for on-site service. If the X-Ray machine is not fixed within 36 hours, the vendor will be responsible for reduction in payment by 10% of the suggested fixed-price rate.

7.0 Hours of Operation

The contractor hours of operation for on-site services are Monday thru Friday 8AM-5PM local time not including holidays. Vendor employees are not considered “mission essential” and will not be authorized to work in FBI facilities when those facilities are closed for inclement weather or other special events (i.e., national threats, government closures, etc.) without pre-authorization.

8.0 Period of Performance

The order period of performance is for twelve (12) months from date of award.

9.0 Access to FBI Locations

Performance under this contract may require access to FBI locations to provide some service, product, or perform some other official function of interest to the FBI. Requirements, as identified below, to include approval by the FBI’s Security Division, must be satisfied prior to access.

Contractors who will require escorted access, to include short-term, intermittent, or infrequent access, to an FBI facility must complete an "Access of Non-FBI Personnel to FBI Facilities, Background Data Information Form," (FD 816), a "Privacy Act of 1974 Acknowledgment Form" (FD 484) and two Fingerprint Cards (FD 258). Completed forms should be provided to the assigned Contracting Officer's Representative (COR) at least 10 days prior to required access.

Individuals requiring unescorted access to an FBI facility must complete the Standard Form 86 (SF-86), Questionnaire for National Security Positions, using the Office of Personnel Management’s Electronic Questionnaires for Investigations Processing (e-QIP) and provide two Fingerprint Cards (FD 258). E-QIP is a secure website that can be accessed from any computer system which has an Internet connection. Only the signed release forms and FD 258 will need to be mailed to the identified Chief Security Officer, the SF-86 itself will be transmitted to the FBI electronically.

To complete the SF-86 using e-QIP, the individual requiring unescorted access to the FBI facility must contact (insert Chief Security Officer, Division, and telephone number) in order to be initiated into e-QIP. Once this action has been accomplished, the individual should be able to access e-QIP at the following link in order to initiate and complete the electronic process: http://www.opm.gov/e-qip/browser-check.asp. Thoroughly read and follow the instructions for completing the SF-86. NOTE: To fully address suitability/security issues, the FBI requires individuals to provide responses to questions on the SF-86 for the last ten years. Failure to complete the application as instructed may lead to significant delays in processing the required investigation and approval for unescorted access.

Upon logging onto e-QIP, there will be a prompt to answer three “Golden” security questions to establish the user account. After completing the electronic SF-86, please print and sign the (1) Certification Form (CER) - Certify Completeness and Accuracy of your Investigation Request; (2) Medical Release Form (MEL) - Authorization for Release of Medical Information; and (3) Release Form (REL) - Authorization for Release of Information. In addition to these SF 86 release forms, the completion of a Non-Personnel Consent to Release Information (FD-979a), the United States Department of Justice Disclosure and Authorization Pertaining to Consumer Reports (DOJ 555) are required. Annotation of the assigned e-QIP Investigation Request Number on the upper right corner of each document transmitted to the identified Chief Security Officer is required for coordination with the electronic transmission and to facilitate the investigative process. The e-QIP Investigation Request Number, automatically generated by e-QIP, is located on both the header and footer of the signature forms. These release forms (five total) and FD 258 should be mailed via Federal Express or UPS Express mail directly to the following address: (insert name and address of Chief Security Officer). The use of regular U.S. mail channels may cause significant delays in processing the unescorted access request.

Upon completion of processing the facility access request, the individual will be required to execute a non-disclosure agreement suitable for their approved access.

11.0 Autoclear X-ray Equipment

Autoclear is uniquely qualified to perform all services in support of Autoclear X-ray equipment. Autoclear X-ray equipment is comprised of assemblies, subassemblies, and parts specifically designed, developed, and used in Autoclear products. Autoclear is the sole source for Autoclear repair parts in the United States.

UNCLASSIFIED

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