Questions and Answers.pdf

Questions and Answers – RFP 70B03C20R00000011

Document Location Question Response Statement of Work, page 10 Regarding section 2.1(b), is it correct to assume that not every vehicle that the system will see is equipped with an RFID tag?

This is a correct assumption All railcars should have Automatic Equipment Identification (AEI) tags, it is anticipated that not all tags will be operational

Statement of Work, page 10 Is the purpose of the high resolution cameras in conjunction with RFID technology to identify those railcars that are not equipped with RFID tags?

How would identification of the railcars be done? Would this be through the use of OCR? Or would an operator identify the car via visual inspection of the video provided from the cameras?

That is the function of the OCR camera(s).

High resolution cameras are to support container number reading via OCR. Use of them to identify railcars without AEI tag reads is encouraged

The railcar identification subsystem will include, at a minimum, Automatic Equipment Identification (AEI), Radio Frequency Identification (RFID) and, ideally, Optical Character Recognition (OCR) for railcar and cargo container identification. The OCR will identify all of the containers on a single railcar, while the RFID will identify the railcar.

(SOW section 16)

Statement of Work, page 10 Conveyance Camera Subsystem

The purpose of the system is described as “cameras to monitor the sides of the railcars (top, left, right, bottom) to capture a still image of each conveyance in the inspection record.” Are there additional requirements for the conveyance cameras?

If so, should they be capable of inspection the top, left, right and bottom of the railcar and alerting if an object is detected? What sort of measurements should be taken? Are any additional capabilities desired (e.g., video analytics, AI, etc.)?

What is meant by “monitor”?

No additional capabilities are required for conveyance cameras.

See answer, above. The vendor may propose any additional capabilities as they see fit.

Visual surveillance.

Statement of Work, page 54 and

DID A007

The SOW states that if needed, the Contractor shall provide 15 laptops for on-site training. “If needed” suggest this is an optional requirement, but there is no line item in the pricing table (RFP Section 1.7) corresponding to this requirements. Please specify if it is acceptable for Contractors to add a pricing line item for this equipment, and if it should be optional.

Yes, please price the laptops as an optional line item on the proposal price schedule.

Statement of Work, pg. 59 Post-award timeline

Would CBP consider adding six to eight weeks to this timeline, especially regarding construction?

The timeline listed is the desired, nominal timeline for a “normal” site. However, if a vendor wishes to propose a different timeline they should indicate that with an explanation of the longer period.

With regard to construction in particular, if site surveys indicate unusual conditions or operational needs necessitate a longer time period, CBP will certainly work with vendors.

The specific times for any given system will be developed at order award.

Statement of Work, pg. 68 Acceptance Testing

CBP SAT will not occur until a contractor has trained CBP team members no later than 7 days before the scheduled SAT. Would CBP be willing to increase the overall timeline by include the 7 days after the contractor pre-

SAT?

Yes, this would be acceptable.

Appendix A Key Performance Parameter 1 Height Requirements

KPP #1 does not specify the height to measure penetration, but KPP #2 does. Are the requirements the same for KPP #1?

The height requirement for penetration is one quarter, one half, and three quarters of scan height, the same as KPP #2.

Key Performance Parameter 1 Penetration Requirements

What is the objective for penetrating depth? For this element, threshold is the objective.

Key Performance Parameter 2 Dual-Track Requirement

KPP #2 states in part that scanning over double-tracks is a potential requirement, but the requirement otherwise is for single-track sites. Is this a single-track requirement or double-track, or both?

There are certain potential sites where the ability to perform double-track scanning would be useful or necessary. However, for evaluation purposes, only a systems performance in a single-track environment will be considered.

1.1.1.8(a) Flooding

The system shall survive “Temporary flooding up to 10 inches/hour.” Is this 10” of rain per hour for the duration of one hour, and define ‘temporary”?

The requirement is to survive ten inches of rain received in a one-hour period.

1.1.1.8(b) Operating Temperature

The SOW states: “The system shall survive … ambient temperature range from -40ºC to +60ºC (-40ºF to 140ºF).” What is the operating temperature range?

For purposes of this requirement, operating temperature range and survivability temperature range are the same

1.1.1.8(e) Operating Wind Speed

The SOW states: “Wind Speed: Surface average wind speeds up to 56 km/hr (35 mph) with gusts up to 72 km/hr (45 mph)” Please clarify the intent of this threshold.

The systems should not experience any degradation in image quality at or below these wind speed levels.

1.1.1.15 Operational Life

The SOW appears to indicate that the operating life of the system shall be either 10 years or 15 years. Which is correct?

15 years

1.1.2.3 Occupancy Assumptions

CBP requires high train occupancy assumptions. This may result in lower performance at sites with less traffic. Would CBP consider providing site-specific data on traffic to potentially improve performance?

Not at this time. Please use the high occupancy assumptions.

1.1.2.3 Occupancy Assumptions

For purposes of this requirement, CBP is assuming two trains, each with 200 cars each hour. Given the length of these trains and the speed of scanning, the system would be scanning the entire time. Is this CBP’s intent?

What is longest train length you have?

On occasion trains can exceed 200 cars and two miles with only a few minutes between trains, so it should assumed that the beam will be on all the time in any given hour.

1.1.2.4 Radiation Control Area

The SOW indicates that the Radiation Control Area will be determined on a site-specific basis

Yes, however, the HE Rail System itself shall be installed in an area not to exceed 65 feet wide, perpendicular to the track; and 120 feet long, parallel to the track. This shall include any shielding walls inherent to the design to meet 1.1.2.3 (I) (Appendix A)

1.1.2.5 Dual Stack Cargo Containers

Could there be trains with wagons in addition to (or instead of) containers that would pass through the same site? If to, should they be skipped?

Would there be trains with mixed containers and wagons? If wagons should be scanned, is OCR also required or would the RFID be sufficient?

Vendors should assume a mix of conveyances. The railcar identification subsystem will include, at a minimum, Automatic Equipment Identification (AEI), Radio Frequency Identification (RFID) and, ideally, Optical Character Recognition (OCR) for railcar and cargo container identification.

The OCR will identify all of the containers on a single railcar, while the RFID will identify the railcar.

1.1.2.6 The requirement states that system shall

comply with 21 CFR Part 179 Subpart B. This section does not seem relevant. Is it really applicable?

No, this section does not apply and is deleted from the requirement.

1.1.2.11 Radiation Safety

Does the operator building need to be within the footprint of the system?

This section states that the system should minimize the dose for “accidental and occupational” exposures to Operators and Analyst and should not exceed 10 uR per train. How can a vendor calculate accidental exposure since that would, by definition, be unexpected and context-specific?

No, the operator building can be located outside of the system footprint.

The calculation should be the amount of radiation received at the local operator’s booth per train.

1.1.5.3 Display and Control Requirements

The requirement 1.1.5.3 states “The system shall display the inspection record within 2 seconds”. Is there any flexibility on this?

After review, this requirement is changed to five seconds or less. Faster is considered better.

1.1.5.9 Video Recording Requirement

The SOW specifies 45 days of video storage, but Appendix D mentions 90 days. Which is correct? How many trains on average are expected to exceed 200 cars?

45 days is the correct number of days.

Data on the average number of trains exceeding two hundred is not available at this time.

1.2.1.1 and 1.2.1.10 Please clarify the differences between these two requirements.

1.2.1.1 indicates that the GUI for HE Rail show simultaneously show RDE data.

1.2.1.10 specifies that the RDE shall operate without cross interference from the HE Rail system.

1.2.1.2 and 1.2.1.3 The requirements in section 1.2.1.2 seem to be entirely covered in 1.2.1.3. Please clarify what aspects of 1.2.1.2 are not covered.

The purpose of both requirements is to indicate that the RDE data (when integrated) must be displayed with the radiographic image.

1.2.1.7 Radiation Detection Equipment Alarm

In addition to alarm shown in the images and reports, does CBP require a physical light and alarm sound? If so, when the operation is remote, do you require the physical alarm for the multiple systems to be located in the remote site?

The alarm shown in images and reports is sufficient, there is no need for a separate physical alarm.

1.3.1.1 Advanced Analytics

Would CBP consider the possibility of providing images to vendors to fine tune their Advanced Analytics tools at some point?

There are no current plans to do this.

1.3.1.3 The section cites “the functions of 1.1.1.28”, however that section does not appear. Can CBP restate the reference?

The correct item number is 1.1.1.27

1.3.1.5 X-ray termination

If X-ray generation is terminated, should the system continue collection of other sensor data (e.g. OCR, RDE, etc.)?

The Subsystems should still collect data if x-ray generation is terminated.

1.3.1.6 Cumulative and Standby hours

Could you please clarify whether the number of cumulative hours include standby hours or only hours when the system is scanning?

Only operation hours should be included.

Appendix B Appendix B Appendix B states that it is informational and for awareness, but also states that vendors must respond to all requirements. Are responses required?

No response is required—it is for vendor awareness only.

Appendix B Understanding that the Radiation Detection Equipment (RDE) will be placed within the footprint of the system, could CBP elaborate on the requirements that the RDE subsystem will be installed as close as possible to the NII subsystem while maintaining the RDE’s inherent detection capabilities and performance and detection levels?

The intent is that the RDE will be installed within the required footprint while maintaining all capabilities without interference from the X-ray subsystem.

Appendix D Appendix D F.4.2 This requirement calls for all cameras set to continuous recording. Does this include times when no trains are running? Also, should surveillance camera data be stored?

Train conveyance cameras need only record while a train is running.

Appendix D, p. 23 The link for the TRM list is broken. Can we get a copy of the list?

For purposes of this solicitation, focus on the camera requirements aspect of CAVSS referenced in the SOW 2.1(h).

If vendors propose non-listed equipment of software, there are provisions to have it added to the TRM.

General Requirements Questions Pre-proposal Meetings Is CBP available to participate in a meeting with the vendors to discuss the overall program to facilitate a clear understanding of the requirements?

Regrettably, this is impractical at this time.

Double-Stack Containers Scanning The current requirement is for double-stack scanning for all units. Would CBP have interest or need for single-stack only scanners?

The current intent is for double-stack scanning capability for all deployed units.

Passenger Assumptions Will there be any passenger cars mixed with the cargo?

There will be no mixing of passenger and cargo railcars.

Passenger Assumptions Will there be any passengers after the first railcar?

No passengers are expected beyond the first car, although the possibility of stowaways cannot be precluded.

Train arrival notice How much notice is given before a train arrives? None is necessarily given.

Installation Requirements (Dual Track specifications)

Does the 65-foot width footprint apply for dual track installations? In the case of dual-track, double-stack configurations, the footprint of the NII equipment may exceed the 65-foot limit.

Yes, the 65’ requirement also applies to the dual track installations.

Installation Requirements (Shield Wall pricing)

Is it correct to assume the cost of the shielding walls should be included in the base configuration, or will the walls be included as part of the civil works?

Because the specifics of any given shield wall will be contingent on site-specific variables, the shield wall cost will be part of installation civil works and should not be priced as part of the base configuration.

Installation Requirements (Exclusion Zone)

Are there sites where the 65-foot x 120-foot exclusion zone requirements are not required (e.g. large, open and unoccupied areas)? Civil works costs could be substantially reduced by fencing in a larger area, where appropriate.

This may be the case and can be addressed at the order level when a particular site is being evaluated. However, there are other considerations that might impact this such as a larger exclusion zone impeding on private lands that lie outside the rail easement.

Installation Requirements (Peripheral/Sensor Placement)

Is CBP willing to accommodate the installation of peripheral sensing components outside of the system footprint? This would facilitate data capture ahead of scanning for both safety and data transfer efficiency purposes.

All sensors must be placed within the system footprint.

Technical Response Format The requirements documents use a variety of metric and standard (imperial) units of measure. Does CBP have a preferred unit of measure for technical responses?

CBP has no preferred unit of measure for responses.

Question regarding the Request for Proposals

RFP Location Question Response Contract Pricing, page 3 This section states that the contractor shall deliver and install units to locations specified at the order level. This price must include shipping charges, set-up costs and factory test representation. Please clarify the definition of “Set-up” and “Factory test representation” costs to be included in the HE Rail Systems unit price? Specifically, is this an “installation” cost? Note that “Set-up” costs may relate to crating and loading for shipment and that “Factory test representation” may relate to CBP personnel attendance at factory acceptance testing (FAT) prior to shipment – please confirm or advise.

The intent is to include in the unit price all shipping charges for a domestic delivery and any other costs associated with getting a unit to its final destination that can be known in advance of the site being identified.

Any cost of CBP personnel travel or attendance at testing will be covered by CBP.

Indefinite Quantity Limits, page 5 If four units are ordered, what is the delivery timing of the last three units?

There is no fixed delivery schedule for the last three until the order is issued. It will be in the form of “X days after the acceptance of the first article.”

If a vendor has a compelling need for a particular schedule, it should so state. The delivery of the second unit is expected to follow reasonably soon after first article approval. The particular clause governing the first article testing was selected to allow the vendor to acquire long-lead items for all units at low risk in advance of first article approval (see clause 52.209-4 (h)) to help maintain the delivery schedule.

Indefinite Quantity Limits, page 5 Please confirm that vendors should assume a four units (with the applicable quantity discount) as the minimum order amount.

Correct, all IDIQ recipients will also receive a minimum buy order for four HE Rail systems.

Schedule, page 8 Schedule of Supplies/Services, please confirm that the Site Preparation, Engineering Services and Support” (Item #60 in the Training and Other Services price table) is to be an IDIQ specified FFP item for the site preparation price for any site that may be specified by CBP?

That is correct.

Schedule, page 8 Is it possible to change Item #200 “Construction Project Manager” hourly rate be specified as Unit “AU” (Activity Unit), similar to “Installation Services – Item #210” in the table labeled “System Installation”, since all installation related effort and materials are TBD at IDIQ award time and these items are to be bid at the order level once the site/location is known?

Please use the hourly rate method as currently in the schedule.

Schedule, page 8 Item 10 indicates the High Energy Rail Inspection System. Is the High Energy Rail Inspection System Unit Price to include a CONUS FOB Destination delivery cost?

Yes, the units should be priced FOB Destination.

Schedule, page 8 CLIN 300 is the Replay Software for the Radiation Detection Equipment. Since integration of RDE is scheduled for the future, can the submission of this pricing be delayed until the RDE is selected?

CLINs that are contingent on RDE selection need not be priced at this time.

Award timing Please elaborate on timing of IDIQ award and the minimum buy order (first order).

CBP intends to award each of the multiple award IDIQ contracts before the end of fiscal year. The minimum buy orders (of four units) will be issued simultaneously with the IDIQ award. The first RFQ and competitively awarded order under the IDIQs will probably occur in FY21, but will be subject to the needs of the agency.

Installation Payments, page 21 Can a vendor request installment payments on all systems, even the First Article unit?

A vendor may request installments payments on all units consistent with FAR 32.232-30 and the contracting officer may approve them providing the requisites conditions are met (e.g., adequate security is received).

While there is no explicit bar to installment payments for units on the same order as the first article unit, or the first article unit itself, installation payment requests would receive higher scrutiny because of the higher risk.

First Article Testing, page 23 Can the timeline for the First Article Testing be extended by six to eight weeks?

Because the first article test is necessary before any other units can be accepted, CBP is not willing to extend these initial dates.

Pricing, page 53 The pricing schedule must be provided in a Microsoft Excel format, but no Excel file was included in the RFP? Is one forthcoming or should vendors create their own?

The intent is for vendors to develop their own spreadsheet follows the same format as the schedule.

Evaluation Factors for Award, page 53 This section states in “Factor 3 – Management Approach” Item b), that Installation is an evaluation criterion for this RFP. Additionally, in the same section under “Price Factor”, it is stated that “For evaluation purposes only, the estimated purchases will consist of five (5) orders, with one order for each consecutive twelve (12) month period of the 5-year ordering period.

These orders will include some combination of systems, installation, training, and maintenance costs.” However, the RFP stated earlier that the fixed price of the HE Rail inspection systems does not include installation and it cannot be known without a site being identified.

Item b of Factor 3 is referring to the evaluation of documentation about installation (among other things) from the cited appendices and DIDs.

However, the reference to installation pricing is deleted from the price factor, since installation pricing is unknowable in advance of site identification.

Submission Requirements, page 55 Technical Volume

Does the 45-page limit for subpart 2 of the technical volume include the technical specification worksheet in the FRD document? If so, must vendors use the format of the worksheet in their responses?

No, the responses to the technical specification worksheet are considered an attachment and not included in the page count. Please use the format of the table in your response.

Submission Requirements, page 55 Management Volume

Are the references to the Appendices B, C, D, and E, correct in the RFP document?

Yes, these are the correct references.