03F SOW_6973GH-24-RFI-00010_CAMERAS AND PAN-TILT EQUIP AND REPAIRS.pdf

FAA Logistics Center

Customs and Border Protection / AJW-L511

Equipment Purchase, Repair, and Upgrade Follow-On Contract

05/20/2024

1.0 Background

An Interagency Agreement between the Department of Homeland Security (DHS) and the Federal Aviation Administration Logistics Center (FAALC) authorizes and funds the FAALC to provide the DHS Customs and Border Protection Agency (CBP) with engineering, technical, and logistics services to support CBP in the areas of ILS management consulting, secondary inventory control point, provisioning, and repair of Radar, automation, communication, navigation, landing, surveillance, and weather equipment, as required for U.S. Border Security Systems and necessary to accomplish the U.S. Customs and Border Protection Agency’s mission. Consequently, FAA will develop, award, and administer a contractual agreement on behalf of CBP to establish a maintenance and sustainability capability that supports this effort.

2.0 Purpose

The purpose of this revised Statement of Work (SOW) is to document the requirements to provide upgrade and/or repair and engineering services in support of the Infrared Camera (IR) Day Camera (EO) and other equipment listed within this document. This SOW also covers the purchase of cameras and pan/tilt assemblies procured by the awarded Vendor. These cameras and pan/tilt assemblies are utilized on the Southern Border of the United States by the Custom Border and Protection Program (CBP). This document has been updated with new equipment being introduced as potential form, fit, and function replacements for obsolete equipment.

3.0 Scope of Work

3.1 Repair/Upgrade Services

Under the direction of the Contracting Officer (CO), by means of a task order, the contractor must provide repair/upgrade, purchase for equipment listed in “Attachment 1a” of this document.

This requirement will be for estimated quantities during the base year plus four option years combined.

3.1.1 Specifications

Repairs of the assets must be accomplished to ensure assets meet current manufacturer’s new equipment test specification. The contractor must evaluate and repair or upgrade in accordance with lead times in Section 4.0 below. Any deviations from this lead time requirement must have prior approval by the CO.

3.2 Engineering Studies and Analysis

The Contracting Officer Representative (COR) will identify issues as they relate to the items cited in Section 3.1 of this SOW that warrant the contractor’s assistance. The contractor will assess and provide recommended solutions to resolve identified issues. Types of work may include but are not limited to attending meetings as requested by FAA, perform extended testing, analyze documented detailed Failure Mode Analysis (FMA) of units for problems involving hardware or software as applicable to the specific component. Contractor may be required to travel to a field site to perform the study/evaluation and be on-site within 5 calendar days of notification.

3.3 Shipment

The FAA will be responsible for coordinating shipment of the asset to the contractor’s facility for repair. The Contractor is responsible for shipping the repaired or purchased assets. Upon occasion, the Government may request priority processing and priority shipping faster than the standard shipping (for shipments from the contractor’s facility to the Government).

3.4 Travel

All travel expenses must be in accordance with the Federal Travel Regulations (FTR) which can be found at gsa.gov.

3.5 POC

The Contractor must provide a single point of contact for all matters related to this contract. If the POC changes, the Contractor must communicate the new POC or a temporary POC to the CO, CS, and COR.

3.5.1 CO (Contracting Officer)

Name: Jason Perry, AAQ-710

Email: jason.m.perry@faa.gov

3.5.2 CO/S (Contracting Officer/Specialist)

Name: Tamara Maxwell, AAQ-710

Email: tamara.m.maxwell@faa.gov

3.5.3 COR (Contracting Officer Representative)

Name: Keith Bradley, AJW-L511 Email: keith.e.bradley@faa.gov

4.0 Contract Line Items (CLINS)

4.1 Test/Evaluation

The contractor will upon receipt of the asset at the repair facility perform an initial test and evaluation to determine the level of repair and report their findings to the FAA within 15 calendar days. The evaluation fee for repairable items is included in the contract price for repair.

A stand-alone inspection/evaluation fee (Inspection CLIN) will be invoiced only for items that are determined to be Beyond Economical Repair (BER) or inspected with No Fault Found (NFF).

4.2 Repair-Turn-Around Time (TAT)

Upon completion of the inspection/evaluation, the contractor must submit their findings with the level of repair required and delivery schedule to the Contracting Officer, COR, and FAA Engineer. Unless otherwise notified by the Contracting Officer or COR that there is an exception taken to the evaluation findings and the repair level proposed, the contractor will proceed with the needed repair consistent with the level of repair and findings identified in the evaluation report.

In order to help mitigate long lead times associated with the replenishment of some items stocked for repair, the Government funding the lay-in and purchase of additional repair inventory as shown in Appendix A. The contractor shall manage and replenish this long lead inventory as needed to avoid impacting turnaround times (TAT) due to a lack of long lead stock items. In mailto:jason.m.perry@faa.gov mailto:tamara.m.maxwell@faa.gov mailto:keith.e.bradley@faa.gov return, the contractor shall, at the end of the contract or other time deemed appropriate, begin to reduce the inventory of long lead stock to zero and reflect a credit back to the government on invoices submitted for payment for an amount of no less than the purchase price Shown in the exhibit. The contractor will be paid for that category (from list below) of repair authorized and accomplished. The contractor will evaluate each asset to determine the appropriate level of repair as listed.

4.2.1 Levels of Repair

4.2.2 Level 1:

Minor component swap/repair, e.g., easily accessible, simple single board/component swap, wiring harnesses, and general maintenance. Evaluation and minor repairs must be completed within 15 calendar days of inspection/evaluation assuming inventory of parts needed for repair are available.

4.2.3 Level 2:

Medium level component swap/repairs, e.g., more complex with increased difficulty to access single board/component swap, wiring. Medium level repairs must be completed within 30 calendar days of inspection/evaluation assuming inventory of parts needed for repair are available.

4.2.4 Level 3:

Major component swap/repair, e.g., multiple board/component swaps, wiring due to extensive damage, cooler replacements, lens repair or replacements due to extensive damage, and optical path repairs. Evaluation and major level repairs must be completed within 45 calendar days of inspection/evaluation assuming inventory of parts needed for repair are available unless repair occurs outside of Vendor’s facility (ex. Pan/Tilt manufacturer, EO camera manufacturer).

4.2.5 Level 4:

Total detector replacement within 45 calendar days of inspection/evaluation assuming inventory of parts needed for repair are available.

Expedited Repair: Expedited repair and shipping may be requested by the government.

4.3 Upgrade

Upon completion of the evaluation and approval of Contracting Officer, the assets must be repaired and/or upgraded to implement applicable changes. The repaired serviceable component will be returned to the FAA within the time specified for a minor, medium or major repair as defined in paragraph 4.2. Upgraded serviceable components must be returned to FAA as identified in section 4.2, unless otherwise directed by the government.

Before incorporating changes, prior notification must be provided to the government before changes are made in the manufacturers’ specifications, including, but not limited to, software/firmware upgrades.

4.4 Beyond Economical Repair (BER)

If the cost to repair the item exceeds 75% of the Acquisition/Replacement Price, the contractor will notify the FAA Contracting Officer and will send the Evaluation Report to the Contracting Officer Representative (COR) within 15 days of the receipt of the asset. The contractor will return the asset to the FAA within 10 days of acknowledgement of BER finding.

4.5 No Fault Found (NFF)

If the asset is free of defect the contractor will notify the FAA Contracting Officer within 15 days of receipt of the asset. The contractor will return the part to the FAA within 10 days of NFF finding.

5.0 Deliverables

5.1 The contractor must host a monthly status teleconference to provide updates on the status of repairs (FAA POCs may include CO, COR, Program Manager (PM), Project Manager PJM, Logistics Manager Specialist (LMS).

5.2 The contractor must provide a weekly Failure Reporting Analysis and Corrective Action Summary (FRACAS) report that details repair actions by component and includes the applicable failure repair analysis. The weekly FRACAS report must be sent to the CO and the COR no later than the 5th business day of the new month. The report must contain historical as well as current repair data. The FRACAS report will be delivered electronically in a spreadsheet format (.xls or.xlsx). The content of the FRACAS report will be agreed to by both parties via email. See Appendix A for the required fields of the FRACAS report.

5.2.1 The contractor must provide Failure Analysis Reports (FAR) after completion of repair actions to the COR via email and within 5 days after the Failure Analysis has been completed. This information will also be included in the weekly FRACAS report.

5.2.2 The contractor shall include in the weekly FRACAS report a list of items tracking their warranty expiration dates.

5.3 The contractor must provide in the case of an engineering study or analysis, a separate in-depth report will be delivered within 5 days after the study is completed. In the case of a lengthy study, a progress report will be delivered every two weeks unless otherwise agreed to by the CO or COR. The format of the report must be agreed upon by all parties.

5.4 The contractor must provide Evaluation Reports that detail all findings prior to any repair action to the CO and COR via email. This will include but is not limited to: problem found, major components to be replaced or updated, classification of repair, cost of repair and applicable quantities.

6.0 Schedule of Repairs

The schedule of time allotted for evaluation and repairs is listed in Section 4.2 above. The evaluation/repair time starts when the unit is received at the vendor or receipt of task order, whichever is later. Time to evaluate and repair each item will be captured as part of the FRACAS report.

7.0 Replacements when Identical Parts Become Obsolete

An identical replacement item has the same form, fit, function, and exact part number as the original item. The contractor must notify the COR within a reasonable amount of time, generally within five (5) days after discovering that an item(s):

7.1 Is no longer manufactured and cannot be procured from known sources; or

7.2 That a source may soon be out of business; or

7.3 Is no longer repairable because the piece parts used for repair are no longer available; or

7.4 Will be replaced by a non-identical item.

7.5 When a different business will be manufacturing the part.

The contractor must identify options for non-identical replacement items when identical items become unavailable, or repair is no longer feasible. The contractor must ensure that proposed replacements are form, fit, and function compatible with respect to operation and to the original parts identified in the approved system baseline. The contractor must propose non- identical items that meet the requirements of the original system performance. The contractor must provide full technical data, drawings, and test results in support of assertions of form, fit, function replacement suitability to the COR to demonstrate that the replacement parts do not degrade performance, introduce incompatibilities to the normal operation of system elements, impact the functions performed, or degrade performance of the operating system, application software or interfaces. The contractor must not replace items with non- identical items without prior approval by the CO. Before any of the effort contained in this paragraph commences, the contractor will send an estimate of these costs to the government to be processed as a modification under this contract for the purchase of the parts and repairs. If the non-identical component is a significant part of the system or payload, and affects form, fit, or function, the contractor must work with the CO and COR to outline potential impacts of performance and/or cost trade-offs, so that a mutual agreement as to the correct course of action can be made.

8.0 Inspection, Compliance and Acceptance

The COR has the option to periodically visit the contractor facility to ensure compliance with the terms of the contract at a mutually agreeable time.

9.0 Packaging and Marking

The contractor must follow shipping and packaging guidelines explained in AJW-LWI-CF0077 Provision 61 when returning all assets.

Items being returned as Beyond Economical Repair (BER) must be plainly identified as BER on the outside of the shipping package, and on the shipping documents.

10.0 Over & Above O&A

The contractor will provide, through mutual agreement from CO, Over and Above Services as required to support the listed equipment throughout the period of performance. The Government will provide funding as required.

11.0 Repair Warranty

The contractor warrants that products conform to contract requirements. The contractor also warrants that products are free of defects in design, materials, and workmanship.

The contractor must replace or repair any parts that were previously replaced or repaired which fail in operation within 90 days notwithstanding refurbished or new detectors which are 24 months or 7,500 hours, whichever comes first. The Contracting Officer (CO) will give written notice of any defect or nonconformance to the contractor within a reasonable period after the discovery. Replacement/repair of contract items will be made within 15 business days turnaround times established in 4.1 above and on a FOB destination basis.

Supplemental Information:

FRACAS Report Format and Content-

• NSN – Item part number assigned by the Government.

• Part Number – Item part number assigned by the vendor.

• Description – Item description assigned by the vendor.

• Serial Number – Item serial number assigned by the vendor.

• RMA Number – Return authorization number provided by the vendor.

• Date Received – Date unit received for repair by vendor.

• Warranty (Y/N) – is unit under warranty? Description and resolution.

• Repair status – Location of unit in the repair process.

• FAA observed failure – Failure reported by the field.

• Vendor observed failure – Test result at vendor.

• Repair Action – what was done to unit by vendor (also indicate if unit was No Fault Found (NFF) or beyond economical Repair (BER).

• Major assembly designation – What major sub assembly/card was replaced/repaired by vendor.

• Reference Designator – IF applicable list reference designator of unit/component(s) replaced

• Date Unit returned – date unit shipped by vendor.

• Repair cycle time – Time difference from date when unit was received to date unit was shipped.

• Comments – any comments concerning the repair/condition of the unit.

Equipment List for Purchases & Repairs

Line

Item

Description Type Repair/ Levels

1 EO Payload, Hitachi KP‐2005‐S5 Camera and 500mm Lens PN 34900‐01 FFP 1-3

2 EO Payload, Hitachi KP‐2005‐S5 Camera and 2000mm Lens PN 34800‐01 FFP 1-3

3 HD EO Payload, Hitachi HDKP‐2005‐S5 Camera and 2000mm Lens PN 34800‐02 FFP 1-3

4 PTU Cable PN 23034‐501‐12 FFP n/a

5 RVSS‐L Camera Model Z‐500 PN 23512 FFP 1-4

6 RVSS‐U 23486‐303V8 Gator 150 Pan/Tilt Assembly FFP n/a

7 RVSS‐U Model 23438‐302V8: Z‐500 ‐ IR Lens: 100 to 500 mm. Effective Focal Length, Continuous 5x zoom

FFP 1-4

8 RVSS‐U Model 23479‐302V8, Z‐750 ‐ IR Lens: 150 to 750, mm Effective Focal Length FFP 1-4

9 VZ600SD‐4.0‐MW CZ 50‐600 SD System, IR, Visible, PTU, Laser Pointer, Spotlight Suite FFP 1-3

10 VZ600HD‐4.0‐MW CZ 50‐600 HD System, IR, Visible, PTU, Laser Pointer, Spotlight Suite FFP 1-3

11 Z600SD‐4.0‐MW Continuous Zoom 50‐600mm SD IR Payload f/4.0, 3‐5um FFP 1-3

12 Z600HD‐4.0‐MW Continuous Zoom 50‐600mm HD IR Payload f/4.0, 3‐5um FFP 1-3

13 Z900SD‐4.0‐MW Continuous Zoom 75‐900mm SD IR Payload f/4.0, 3‐5um FFP 1-3

14 Z900HD‐4.0‐MW Continuous Zoom 75‐900mm HD IR Payload f/4.0, 3‐5um FFP 1-3

15 VZ900HD‐4.0‐MW CZ 75‐900 HD System, IR, Visible, PTU, Laser Pointer Spotlight Suite FFP 1-3

16 VZ900SD‐4.0‐MW CZ 75‐900 SD System, IR, Visible, PTU, Laser Pointer, Spotlight Suite FFP 1-3

17 Z1200SD‐4.0‐MW Continuous Zoom 100‐1200mm SD IR Payload f/4.0, 3‐5um FFP 1-3

18 Z1200HD‐4.0‐MW Continuous Zoom 100‐1200mm HD IR Payload f/4.0, 3‐5um FFP 1-3

19 VZ1200HD‐4.0‐MW CZ 100‐1200 HD System, IR, Visible, PTU, Laser Pointer, Spotlight Suite

FFP 1-3

20 VZ1200SD‐4.0‐MW CZ 100‐1200 SD System, IR, Visible, PTU, Laser Pointer, Spotlight Suite

FFP 1-3

21 Video Encoder Assembly AXIS Q7424‐R PN 23437‐305V8 FFP n/a

22 RVSS‐U Sensor Camera Model 23479‐303V8, Spotlight Peak Beam Maxa Beam MBPKG‐E‐24 Spotlight Assembly

FFP n/a

23 RVSS‐U Model 23438‐302V8: Z‐500 ‐ IR Lens with upgraded circuit card assembly. FFP n/a

24 Cooler Assemblies/IDCAs FFP 1-2

*Remote Video Surveillance System ‐ Legacy – (RVSS‐L)

*Remote Video Surveillance System ‐Upgrade – (RVSS‐U) *FFP ‐ Firm Fixed Price