Attach 1 - Irradiator Alarm System Maintenance PWS 2025.pdf

United States Department of Agriculture (USDA) Office of Homeland Security (OHS)

Performance Work statement (PWS) for Irradiator Intrusion Detection System - Testing and Maintenance

USDA Solicitation No. 12314425Q0110

OFFERORS SUBMISSION INSTRUCTIONS

BUSINESS ETHICAL CONDUCT AND PROCUREMENT INTEGRITY - Offerors are prohibited from contacting any USDA staff regarding this requirement. To protect the procurement integrity of this requirement and to avoid the appearance of an unfair advantage to any Offeror, interested Offerors shall not contact the program office or any other USDA staff directly, but shall direct all inquiries to the Contracting Officer. Proposals received from Offerors that do not comply, will result in not being considered for award.

PROPOSAL QUESTIONS – NO TELEPHONE CALLS, PLEASE. USDA is not planning to meet in person to answer any questions. We are encouraging for all interested parties to submit any questions, in writing, no later than Monday, 7 April 2025 at 11:00 am (MST), via email, to Karmella.VanStockum@USDA.gov. USDA will reply to the posted questions as part of an amendment.

PROPOSAL DUE DATE AND TIME – The detailed response to this RFQ shall be submitted via e-mail to Karmella.VanStockum@USDA.gov, no later than Monday 14 April 2025 at 1:00 pm (MST). Submit all requested documents in a pdf format. Proposals received from Offerors that do not comply may result in not being considered for award.

This request for quote does not commit the Government to pay any costs incurred in the submission of any quotes or in making necessary studies for the preparation thereof. Nor does it commit the Government to procure or contract for said services. The Contracting Officer is the only individual who can commit the Government to the expenditure of public funds in connection with this proposed procurement.

Attachment 1; Peformance Work Statement

Performance Work Statement (PWS) USDA Irradiator Intrusion Detection System - Testing and Maintenance

1.0 Background

The United States Department of Agriculture (USDA), Office of Homeland Security (OHS), Radiation Safety Division (RSD) oversees irradiators containing radioactive sources that must be protected against malicious activity and threats. The facilities housing these irradiators are considered Critical Infrastructure for Homeland Security purposes. RSD manages a radiation safety and security program to ensure the safe use and security of the irradiators. The USDA Agricultural Research Service (ARS) and USDA Animal and Plant Health Inspection Service (APHIS) use irradiators for research and insect sterilization programs currently at four (4) USDA locations:

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

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

(3) Phoenix Rearing Facility / APHIS / Phoenix, AZ

(4) Eastern Regional Research Center / ARS / Wyndmoor, PA

The US Nuclear Regulatory Commission (NRC) requires that USDA be able to immediately detect, assess, and respond to any actual or potential threat to the irradiators. Irradiator intrusion detection systems (IDSs) have been installed at all irradiator locations to comply with NRC security requirements.

Disruption of the IDSs at any of these facilities reduces the security and safety of USDA employees and the public. Disruption to the IDS systems at these facilities may also violate NRC regulations. IDS failure requires 24/7 posting of security guards or other trusted personnel to detect, assess, and respond to unauthorized access to the rooms housing the irradiators.

2.0 Task Introduction

NRC regulations require that USDA monitor, detect, and assess unauthorized access to the irradiators.

USDA partnered with the U.S. Department of Energy’s (DOE) Office of Radiological Security (formerly the Office of Global Threat Reduction Initiative) to enhance security of USDA irradiators. This partnership included the installation of access control and IDSs.

The USDA IDSs use Lenel equipment for access control, intrusion detection, and video surveillance; a Radiation Monitoring System (RMS) developed by D-Tech for irradiator tamper, radiation level detection, and video surveillance communicated to an off-site alarm monitoring facility; and DMP equipment for communicating alarm data to an off-site alarm monitoring facility.

3.0 Task Objective

The objective of this contract is to ensure continuous operation of irradiator IDSs through semi-annual testing and preventive maintenance, remote technical support, on-site emergency support, and extended equipment warranty for the locations identified in Section 6.0 (Place of Performance).

4.0 Type of Contract

Firm Fixed Price (FFP)

5.0 Support Need Statement

Task 1 – IDS Testing and Preventive Maintenance The Contractor shall provide IDS testing and preventive maintenance on the Lenel access control (LincPass/PIV card reader with PIN and biometric), intrusion detection (motion, door and glass break sensors), and video equipment and the irradiator tamper, equipment tamper, radiation level, and video equipment (as currently configured and any future configuration or equipment installed by the contractor, unless it substantially changes the IDS). The contractor shall be a Lenel Value Added Reseller (VAR) and be approved for and maintain access to the USDA Enterprise Access Control System (ePACS).

The testing and preventive maintenance will include:

• Two (2) IDS testing and preventive maintenance site visits to include at a minimum:

o inspecting electronic components and connections o battery check and replacement (if needed) o voltage checks and comparisons o cleaning of system components o performance testing of equipment o testing of all system alarms (including confirming receipt by off-site monitoring company) o verifying primary and alternate system communications are functioning (e.g., network and cell phone modem) o system adjustments for peak performance (as required) o Sentry Remote Monitoring System (Sentry RMS) semi-annual functional testing per

Attachment A

• Temporary substitution components/parts as required (including loaner equipment/parts)

• Review of alarm system procedures and procedure revisions (as needed - determined by contractor, Facility POC, or Project Manager)

• Training operators on alarm system procedures (as needed - determined by contractor, Facility

POC, or Project Manager)

• Resolution of technical issues to ensure alarm data is properly transmitted from Lenel and Sentry-

RMS equipment to the alarm integration and transmission equipment for off-site monitoring (the off-site monitoring system is currently provided by Johnson Controls).

The Contractor shall coordinate the date of the alarm testing and preventive maintenance site visits with the Primary Facility POC (reference Points of Contact in Section 8.0).

IDS Testing and Preventive Maintenance Report The report format shall include the following elements at a minimum:

• Location name and date of site preventive maintenance visits or maintenance visits

• Maintenance activities performed

• Results of performance testing of the installed equipment

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

• Abuse or misuse of equipment installed to include any missing equipment

• Confirmation receipt by off-site monitoring company

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

Task 2 – Remote Technical Support

The Contractor shall provide remote technical support (via telephone and/or email) for troubleshooting equipment and system problems within 4 hours of contact by location POC or Project Manager.

Task 3 – Extended Equipment Warranty

The Contractor shall provide extended warranty on installed IDS equipment, access control equipment, video equipment.

Task 4 – Emergency On-site and/or unplanned Technical Support (Optional)

The Contractor shall provide onsite response within the next business day (or as soon as practicable) to resolve significant technical problems; including but not limited to:

• Failure of access to irradiator room

• Failure of detection of unauthorized access to irradiator room

• Failure of transmission of alarms and video to the off-site monitoring company or on-site monitoring center

Emergency Site Visit Report The report format shall include the following elements at a minimum:

• Location name and date of emergency site visits

• Description of equipment and system problems requiring the site visit

• Maintenance activities performed

• Identification of abuse, misuse, or missing equipment

• Results of alarm testing of the equipment

• Condition of system at end of visit

6.0 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):

Location name Agency Address 1 City State Hawaii Fruit Fly Facility APHIS 41-650 Ahiki Street Waimanalo HI Mexican Fruit Fly Rearing Facility APHIS 22675 N. Moorefield Rd Edinburg TX Eastern Regional Research Center ARS 600 East Mermaid Lane Wyndmoor PA Phoenix Rearing Facility APHIS 3645 East Chipman Road Phoenix AZ

7.0 Period of Performance

The period of performance (POP) for this contract will be one (1) 12-month base period and four (4) 12-month option periods. After the base period, the Eastern Regional Research Center will be removed from the list of locations, leaving only (3) sites.

The alarm system testing and preventative maintenance site visits in Task 1 shall occur no sooner than three (3) months after contract award. Task 4 is an optional task and will only be implemented/utilized on an “as required” basis and will be included in the base period and each option period.

Base Period (Estimated Effective Date) June 1, 2025 – May 31, 2026 Option Period 1: June 1, 2026 – May 31, 2027 Option Period 2: June 1, 2027 – May 31, 2028 Option Period 3: June 1, 2028 – May 31, 2029 Option Period 4: June 1, 2029 – May 31, 2030

8.0 Points of Contact (POC)

• Technical Point of Contact (TPOC):

Jeremy Ford, Health Physicist, Radiation Safety Division, OHS 5601 Sunnyside Avenue, Beltsville, MD 20705 (jeremy.ford@usda.gov) 202-308-0502

• Project Manager:

John Jensen, Chief, Radiation Safety Division, OHS 5601 Sunnyside Avenue, Beltsville, MD 20705 (john.jensen@usda.gov) 202-657-9043

• Contracting Officer Representative (COR):

Marc Sunby, IT Specialist, OHS 1400 Independence Ave SW, Washington, DC 20250 (marc.sunby@usda.gov) 202-690-7838

• Facility POCs will be provided upon contact award mailto:marc.sunby@usda.gov

9.0 Deliverables

The required deliverables are:

• IDS Testing and Maintenance Project Plan – the Contractor shall provide a plan for implementing the PWS Tasks (due within 14 days of contract award)

• IDS Testing and Preventive Maintenance Site Visit Report (sample report) – the Contractor shall provide a format for the semi-annual site visit report (due within 14 days of contract award)

• IDS Testing and Preventive Maintenance Site Visit Report - describing IDS alarm testing results and system performance checks, identifying system or equipment problems, and describing actions taken to ensure proper operation of alarm system the equipment (due with 14 days of each site visit)

10.0 Personnel Security Requirement

The contractor must comply with NRC regulations that require that their employees who conduct site visits and/or have access to irradiator alarm system information be trustworthy and reliable. Contractor employees must meet the NRC requirements in 10 CFR Part 37 for personnel security background investigations or an equivalent federal security clearance for unescorted access. Contractor must receive approval for and maintain USDA facility access through LincPass. Specific security requirements can be viewed in the Personnel Security addendum.

11.0 Information 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 and the Personnel Security addendum.

12.0 Performance Requirement Summary Table

Required Service Objective Acceptable Quality Level

Method of Surveillance

Alarm System Testing and Maintenance Project Plan

Describe Contractor’s plan to ensure all services are provided in a timely manner and will achieve desired outcomes

Plan identifies and addresses all requested tasks with no task missed

Project Manager will review and approve plan

Alarm System Test and Maintenance sample report

Report should include all routine and non-routine testing and system maintenance activities

The report will include all items identified in attached spreadsheet with no items missed

Project Manager will review and approve sample report

Streamlined process for handling and documenting trouble calls

Contractor will log all calls and provide a summary email for each call

No more than one missed call per month

Project Manager will review and approve Contractor’s written process

Program System Alarm Email Messages (Lenel and Sentry

RMS)

Email messages for all Lenel and Sentry RMS system alarms, component failures, and system health problems are programmed into Lenel and Sentry RMS

No alarms, component failures, and system health problems are missed

Contractor will test all messages and Project Manager will confirm receipt of email messages

Subtask 1 - System Testing, Preventative Maintenance, and Maintenance - (two

(2) alarm testing and preventive maintenance site visits)

Perform alarm testing and preventive maintenance and identify alarm component failures and/or other component degradation during site visits

Failed or degraded components are replaced during site visit (or replacement plan acceptable to Location POC and Project manager is developed and approved)

System problems and proposed solutions are identified and discussed with Location POC and Project Manager

Onsite response within the next business day to resolve alarm system failure or major component failures

Contractor shall visit sites where system failures or significant problems have occurred the next business day after notification (except 2 business days for Hawaii)

Failed or degraded components are replaced during site visit (or replacement plan acceptable to Location POC and Project manager is developed and approved)

System problems and proposed solutions are identified and discussed with Location POC and Project Manager

Subtask 1 - System Testing, Preventative Maintenance, and Maintenance (remote technical support)

Respond to telephone or email contacts within 2 hours, conduct remote troubleshooting, determine system problem(s), and propose solution

No more than 2 responses may be later than the specified time per month and no response may be later than 8 hours

Location POC and Project Manager will monitor contractor response times

Subtask 2 - Summary Report of Testing and Maintenance Activities

Conduct system tests and document alarm component test results on Summary Report, document component degradation

All Summary Report items are entered with no more than 1 error per report

Location POC and Project Manager will review Summary Reports

13.0 Basis for Award

The Government intends to award one (1) firm fixed price contract from this solicitation.

The Government shall evaluate and award a contract in accordance with FAR Parts 12 and 13, on a Best Value basis representing the best interest of the Government. The Best Value basis uses the Trade-off Methodology in accordance with the specified evaluation criteria. To this end, the Government evaluates proposals using the tradeoff process and reserves the right to award to other than the lowest priced Offeror.

Performance Price Trade-Off (PPT): This acquisition utilizes a modified PPT technique to make best value award decision. All quotes must be technically acceptable. Once verified as technically acceptable, Price and Past Performance will be treated as approximately equal areas and may be traded off, one against the other.

The Government reserves the right to award the contract based on initial offers received, without discussions or negotiations. Therefore, it is important that each offer fully address the requirements stated in this RFP, including any exceptions thereto or deviations there from. However, the Government also reserves the right to conduct discussions, if later determined to be necessary, with Offeror’s making the competitive range.

The Government reserves the right to make award based on fewer than all work elements proposed for any given Offeror. The Government reserves the right to make no award pursuant to this solicitation. To be accepted and eligible for evaluation, proposals must be prepared in accordance with, and must comply with, the instructions given in this solicitation document.

Only vendors that have a valid DUNS and Bradstreet Number (DUNS Number) are registered in the System for Awards Management (SAM) (https://www.sam.gov/SAM/) shall be eligible to be awarded a contract from the federal government. Unless exempted by an addendum to this solicitation, by submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM database prior to award, during performance.

If the Offeror does not become registered in the SAM database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror.

FACTOR 1: TECHNICALLY ACCEPTABLE: The offeror’s technical approach has no deficiencies and complies with minimum technical requirements. The offeror must be active in SAM.GOV Each offeror will receive a Pass (P) or Fail (F) rating for technical acceptability.

FACTOR 2: PRIOR EXPERIENCE:

The offeror shall submit relevant experience for a maximum of five (5) in the past five

(5) years and provide references and contact information from these sources. Provide at least one experience as prime contractor. Include a description of the project, project title, contract number, client identification (including agency or company name, contracting and technical reviewing official, address, and telephone number). Show how the offeror has performed similar work. The offeror's proposal must connect the relevance of past experience on similar projects to this project and demonstrate a comprehensive understanding of the Government's requirements. Experience of key personal can substitute for offeror's experience.

FACTOR 3: PRICE

All pricing proposed in response to this RFP shall be Firm Fixed Price (FFP) in accordance with the supplied pricing schedule.

All Firm Fixed Prices shall be for the government site. Descriptions of offered labor categories, including Roles and Responsibilities, shall be included in the Price Proposal.

The prospective offeror is to propose the anticipated hours it expects to perform within each labor category for the entire person-year (assuming a 40-hour work week minus government holidays, any sick and annual leave hours anticipated for the base-year and each of the option years) for each CLIN. Use your normal business practice.

There is no page limit for pricing.

DO NOT include technical documentation in the pricing volume. It will NOT be forwarded to the Technical Evaluation team.

https://www.sam.gov/SAM/

STATEMENT REGARDING ASSUMPTIONS AND EXCEPTIONS

The offeror shall state any assumptions and exceptions to the requirements, terms and conditions contained in this RFP. Please note that any exceptions to the Government's requirements may adversely affect the evaluation of the offeror's proposal.