Irradiator_Alarm_System_Maintenance_PWS_2018_(2).docx

Performance Work Statement (PWS) USDA Irradiator Alarm System Testing and Maintenance March 2018

Performance Work Statement (PWS) USDA Irradiator Alarm System Testing and Maintenance

Background The United States Department of Agriculture (USDA) irradiators contain highly radioactive sources and are secured and protected against potential terrorist threats. The facilities housing these irradiators are considered Critical Infrastructure for homeland security purposes in USDA. Nuclear Regulatory Commission (NRC) regulations require that USDA implement specific increased security controls to deter and detect any malicious activity or threat involving these sources. The USDA Agricultural Research Service and USDA Animal and Plant Health Inspection Service are the 2 USDA agencies that use the irradiators for research and sterile insect production. Irradiator alarm systems have been installed at five (5) USDA irradiator locations nationwide, as follows:

(1) APHIS Hawaii Fruit Fly Facility, Waimanalo, HI,

(2) APHIS Mexican Fruit Fly Rearing Facility, Edinburg, TX,

(3) ARS Eastern Regional Research Center, Wyndmoor, PA,

(4) APHIS Pink Bollworm Rearing Facility, Phoenix, AZ,

(5) APHIS Otis Laboratory, Buzzards Bay, MA.

Failure of the alarm system at any of these facilities reduces the security of USDA employees and the public and could violate NRC regulations pertaining to security of Category I radiation sources. Additionally, alarm system failure requires 24/7 posting of security guards or other trusted personnel to deter and detect unauthorized access to the rooms housing the irradiators. The USDA Office of Homeland Security, Radiation Safety Division manages a radiation safety and security program to ensure the safe use and security of the irradiators.

Introduction USDA is required by NRC regulations to monitor, detect, and assess unauthorized access to its irradiators (identified as NRC Category 1 and 2 radiation sources). USDA partnered with DOE’s Office of Radiological Security (formerly the Office of Global Threat Reduction Initiative) to enhance security of USDA irradiators which included installation of access control and intrusion alarm systems.

Objective The objective of this contract is to implement a comprehensive alarm system testing, maintenance, preventive maintenance, troubleshooting and technical support, and extended warranty support for all USDA irradiator locations. The alarm and monitoring system components consist of electronic card access with biometric validation (iris scan), electronic intrusion detection, and closed-circuit television (CCTV) integrated systems.

Type of Contract Firm Fixed Price

Requirements

Alarm Testing, Alarm System Preventive Maintenance, and Alarm System Maintenance

The Contractor shall provide alarm system testing, preventative maintenance, and maintenance covering the irradiator access control and intrusion alarm system equipment as currently configured (including Lenel, D-tect systems, and Tyco equipment communicating via the internet through Ethernet lines, cell phone modems, and analog telephone lines) and any future configuration or equipment installed by the contractor (unless it substantially changes the alarm system) including but not limited to the following:

· Conduct two (2) annual site visits to each location previously listed test the alarms and perform preventive maintenance, including but not limited to:

· inspection of electronic components and connections

· battery check and replacement (if needed)

· voltage checks

· cleaning of system components

· performance testing of all alarms

· performance testing of all system capabilities components and

· system adjustments for peak performance

· Sentry Remote Monitoring System (Sentry RMS) semi-annual functional testing (per Attachment A)

· Provide copies of records of maintenance and equipment repair/replacement for each site.

· Provide summary reports of system testing, maintenance, warranty, and preventative maintenance activities to the responsible Facility POC(s) The summary report format may be determined by the Contractor, but the report shall include the following elements at a minimum:

· Location name and date of site preventative maintenance visits or emergency maintenance visits

· Summary of maintenance activities performed

· Results of performance testing to ensure the effective operation of the installed equipment (see attached example)

· Summary of false and nuisance alarms, trends, and a determination of root cause

· Abuse or misuse of equipment installed to include any missing equipment items

· The Contractor shall provide sample report formats for review and acceptance prior to Contract award.

· The Contractor shall coordinate the date of the preventative maintenance site visits with the Primary Facility POC.

Extended Equipment Warranty

· Extended warranty on installed alarm system equipment and ancillary components

· Provide and install replacement equipment for any failed component

Remote Technical Support

· Remote technical support (via telephone and/or email) for troubleshooting and resolving alarm system problems within 2 hours of contact by location POC or Project Manager.

Emergency On-Site Support

· Onsite response within the next business day to resolve alarm system failure or major component failures as identified by the Project Manager, including but not limited to:

· Electronic room access

· Detection of unauthorized access

· Transmission of alarm data and video to the off-site monitoring center

· In addition to the ten (10) required maintenance-based facility visits per year, the Contractor shall price five (5) emergency site visits in the event of a systems failure or need for immediate system attention. Should this type of event never occur, the contactor shall maintain the dedicated funds as incentive for properly maintained requirement. However, should on-site emergency visits occur in access of the allowed five (5), the contactor shall bear financial responsibility for these visits. The determination of “an emergency” will be made by the technical point of contact and the on-site facility point of contact.

System Alarm Email Messages (Optional)

The Contractor shall create email messages for all Lenel and Sentry RMS system alarms, component failures, and system health problems. The email message shall include the facility name and a brief description of the alarm or alert. The government will provide the list of email addresses to which each email message shall be sent (after Contract award).

Installation of Fingerprint Readers (Optional)

The Contractor shall replace the iris scanner (biometric access authentication) with fingerprint readers. The fingerprint readers shall be Lenel compatible and must be accessible through the Lenel operating system.

Off-site Monitoring

· The Contractor shall ensure that the Sentry RMS can be monitored at the USDA Operations Centers in Washington, DC, and Kansas City, MS.

· The Contractor shall ensure that the Sentry RMS can be monitored at the RSD office in Beltsville, MD.

Place of Performance On-site work will be conducted at the following USDA locations between 0800 and 1700 hours (unless otherwise agreed to by Facility POC):

Period of Performance The period of performance for remote technical support, trouble shooting, and emergency site visits to resolve alarm system problems is 12 months (beginning at the time of contract award). The alarm system testing and preventive maintenance site visits shall occur no sooner than three (3) months after contract award.

Points of Contact (POC)

· Technical Point of Contact (TPOC) / Project Manager:

· Facility POCs will be provided upon contact award

Deliverables The required deliverables associated with this work are:

· USDA Irradiator Alarm System Testing and Maintenance Project Plan: describing the contractors plan to implement the PWS – due within 14 days of contract award

· Irradiator Alarm System Test and Maintenance sample report – due within 14 days of contract award

· Irradiator Alarm System Test and Maintenance report: describing alarm system performance testing results and identifying system problems and actions taken to ensure proper operation of alarm system the equipment – due with 14 days of each alarm testing and preventive maintenance site visit

· The Contractor shall describe their streamlined process for handling and documenting trouble calls

· The Contractor shall provide a draft System Alarm Email Message for each alarm and system component system component health status alert for review and approval by the Project Manager (within 60 days of contract award)

· The Contractor shall program System Alarm Email Messages (Lenel and Sentry RMS) for each alarm and system component health status alert within 90 days of contract award

· The Contractor shall provide a schedule for two (2) alarm testing and preventive maintenance site visits to each location indicating the proposed date for each visit.

Security Requirement The information related to the access control and intrusion alarm systems is identified by the Nuclear Regulatory Commission as Official Use Only – Security Related Information. Individuals who perform this work must meet NRC requirements in 10 CFR Part 37.25 for Unescorted Access to the irradiators.

Performance Requirement Summary Table

Evaluation Criteria

Proposal will be evaluated on past performance and price.