Attachment 06 - Lifecycle Sustainment and Support Requirements without comments.docx

Large-Scale Fixed Systems

ATTACHMENT 06 – LIFE CYCLE SUSTAINMENT & SUPPORT

U.S. Department of Homeland Security U.S. Customs and Border Protection

Attachment 06 – Life Cycle Sustainment and Support Requirements

For:

U.S. CUSTOMS AND BORDER PROTECTION

NON-INTRUSIVE INSPECTION SYSTEMS

High-Energy Rail Systems

PREPARED BY:

OFFICE OF FIELD OPERATIONS

INNOVATION AND STRATEGY DIRECTORATE

NON-INTRUSIVE INSPECTION PROGRAM

AND

THE INTEGRATED LOGISTICS DIVISION

Table of Contents

Life Cycle Sustainment and Support Requirements

The Life Cycle Sustainment and Support Requirements establish the framework for ensuring continuous, reliable operation of High-Energy Rail (HE Rail) systems throughout their lifecycle. It will address preventive and corrective maintenance, parts availability, system upgrades, reporting, and government oversight to maintain operational readiness in support of CBP’s mission.

The Contractor shall provide all the required support services, repair parts, hardware, software, firmware, test equipment, transportation, and supplies to maintain the systems to meet the target performance metrics for the operational needs of CBP. It includes logistics time, diagnostic time, fault isolation, waiting or administrative downtime, and corrective maintenance downtime. This measure extends the definition of availability to elements controlled by the logisticians and mission planners such as quantity and proximity of spares, tools and manpower. Operational Availability (AO) is defined as the percentage of time during the reporting period that the system is available to support the operations for which it was designed. The average operational availability for service support excludes preventive maintenance, accidents, or incidents produced by other than normal manufacturer defects and failures.

The Contractor shall provide On Demand Services to satisfy requirements which, by their unanticipated occurrence, become emergent requirements which require effort to resolve, with examples including, but not limited to, the repair required from an accidents/incident, the repair of damage incurred from natural disasters, and in support of a national special event.

The following identifies the life cycle sustainment and support requirements for the system. The Contractor shall be responsible for the accuracy, timeliness, and completion of services associated with the following requirements for the equipment identified in the SOW.

Service Calls and Work Orders - All service calls and work orders apply to warranty, corrective maintenance, and preventive maintenance. The Integrated Logistics Division (ILD) - manages a Non-Intrusive Inspection (NII) Maintenance Dispatch Center (MDC) for maintenance, repair call activities, and incident management that operates 24/7/365. The NII MDC responds to service calls from the numerous CBP locations to intake and track the calls for service in the CBP databases. The NII MDC will issue / transmit requests for repair or maintenance services to contractors / vendors in the form of a Work Order (WO) that initiates the maintenance request 24 hours a day, seven (7) days a week, to include holidays. The Contractor shall respond under this SOW to intake and act on all WOs for system outages within the identified performance requirements or failures that leave the system in a conditional operational status.

Maintenance Sustainment Objectives

· Maximize System Availability: Shall maintain ≥ 96% operational availability on screening systems.

· Downtime: Shall manage total system downtime to meet the Operational Availability objective. Downtime is defined as the point from when the failure is reported until the system is restored to operation or conditionally operational.

· Maintain Compliance: Shall adhere to all safety, cybersecurity, and operational regulations.

1.1 Sustainment Activities

· The Contractor shall not perform any work on the systems without a subsequent work order.

· Preventive Maintenance (PM)

· Shall conduct PM per OEM specifications and contract requirements.

· Shall supply monthly, 15 days prior to the start of each month, a list of units to undergo PM.

· Based on the OEM specifications for PM, ILD will provide a workorder to correspond to the requirement. The Contractor shall perform the PM within 30 days of work order being issued.

· Shall document and submit PM work completion documents/ticket within 48 hours after the completion of the service.

· Shall identify and address, by requesting a PMREPAIR WO for emerging issues found during PM, before they cause downtime.

· Shall schedule PM with Site POCs to minimize impact on the mission.

· Corrective Maintenance (CM)

· The Contractor shall contact site and attempt to troubleshoot each problem telephonically in a 1-hour period of time from notification of work order. The Contractor shall report the date/time of the contact to the NII Maintenance Dispatch Center (MDC) immediately after contacting the site POC.

· If the problem cannot be resolved by telephone, the Contractor shall respond on-site within a 24-hour period of time to restore the system to a satisfactory operational status. If unable to meet the Customer Wait Time (CWT) as established in the metrics identified below in corresponding with the target AO, the Contractor shall provide the justification, and a time estimate for affecting repairs to the Maintenance Dispatch Center.

· The Contractor shall notify the Maintenance Dispatch Center and provide the date and time of system operational status changes, Estimated Time of Arrival (ETA) for parts, and Contractor Technician scheduled arrival at site. The contractor shall ensure that a minimum update must be made every 48 hours to the MDC even if the status is stagnant in order to maintain an adequate work history.

· Shall restore the system to an operational condition to meet the Operational Availability objective.

· Shall provide root cause analysis and corrective action plan for recurring issues.

· Parts Availability

· Shall provide monthly status on parts supply chain performance.

· Upgrades and Configuration Management

· Upgrades and configuration changes will be approved by the government configuration management committee.

· Shall track and implement all software, firmware, and hardware upgrades.

· Shall ensure backward compatibility and maintain configuration documentation.

· Shall submit upgrade schedules.

· Reporting Requirements

· Sustainment Report: Shall summarize PM, CM, system availability, parts usage, and outstanding issues.

· After-Action Reports: Shall be submitted for any Priority 1 work order exceeding 5 days, detailing cause, resolution, and prevention measures.

· Government Oversight

· Quarterly Performance Review: Shall evaluate sustainment performance against objectives.

· Annual Sustainment Assessment: Shall verify alignment with lifecycle objectives and readiness standards.

· Staffing

· Will maintain sufficient qualified personnel for sustainment operations and meeting operational requirements.

· Contract Deliverables Related to Sustainment

· Shall submit:

· Monthly PM Schedules,15 days prior to the beginning of each month.

· Initial from system acceptance and annual Radiation Survey Certificates.

· Quarterly updated Configuration Baselines.

· After-Action Reports.

· Continuous Improvement

· Shall analyze sustainment data to identify trends.

· Shall recommend process changes to reduce downtime and cost.

· Shall implement Government-approved efficiency improvements.

· Radiation Surveys and Report

The Contractor shall perform radiation surveys at the delivery site prior to site acceptance and annually thereafter during the systems lifetime, for the systems that contain radiation emitting devices (x-ray systems). The x-ray systems shall be in compliance with 21 CFR 1020.31, Radiographic Equipment, (a) Control and indication of technique factors (energy, time, and amperage) and (b) Reproducibility (ability of device to produce consistent radiation doses).

The Contractor shall provide a radiation survey report to the NII Maintenance Dispatch Center (MDC) within 48 hours of completion. A Radiation Survey Report shall be submitted with the proposal and each Site Acceptance Test.

Reliability, Availability, and Maintainability Each NII system shall have the highest reliability, availability, and maintainability achievable for this type of technology. The following are minimum requirements and warranty services required for these systems.

Classification of Reliability Critical Items A Critical Item is an identified weak link in a system, has an adverse impact on, or contributes to failures of, the system performing its mission, creating potential safety problems, or contributing to other areas of high risk to overall system reliability. The Contractor shall classify all LS-NII items as critical if one or more of the following conditions are satisfied:

· Item represents a significant new development or application.

· Item has critical failure modes.

· Item has history indicating need for improvement. A Preplanned Product Improvement Plan (PPIP) shall be developed and provided by the Contractor for any item with a history of needing improvement.

· Item has known operating life, limited shelf life, or environmental sensitivity (e.g., vibration, thermal, etc.) that warrants controlled surveillance.

· Item whose failure can result in the failure of the system, and which is not compensated by redundancy or alternate operational procedures.

Cost-Wise Readiness

The U.S. Customs and Border Protection (CBP) has instituted a Cost-Wise Readiness (CWR) policy that focuses on optimizing system and support services performance and establishing efficiency initiatives to minimize investment and sustainment costs while achieving capability and availability (readiness) outcomes. The top priority of CWR is “readiness” and achieving the minimum required CWR materiel availability.

The contractor shall design, engineer, manufacture, and provide warranty services to the systems and sub-systems to a standard that ensures the availability of the capability throughout its intended service life expectancy. The contactor shall deploy, support, and maintain mission required materiel (systems, subsystems, assets, and technologies) readiness to meet the tenets of CWR imposed to achieve mission success during the specified warranty period.

The contractor shall design, engineer, manufacture, deploy, and service the system and sub-systems to achieve established outcomes by applying CWR metrics to include a CWR Key Performance Measurement (KPM) for readiness (materiel availability) and CWR Key Performance Attributes (KPA) for materiel reliability and mean downtime. Accordingly, the Contractor shall deliver and sustain the system and/or key subsystems during the warranty period in a manner that meets the minimum CWR readiness requirements for materiel availability, reliability, and mean downtime. The Contractor is encouraged to conduct an analytical assessment that offers an alternative balanced solution for optimizing reliability and downtime to achieve readiness at the lowest Operations and Support Cost (best cost).

Cost-Wise Readiness Requirements

The following are minimum requirements for system and/or key subsystem(s) and software/Information Technology (IT) systems, services, and functions readiness drivers:

Systems/Key Subsystems (Hardware) Software/Information Technology (IT) systems, services, and functions

Key Performance Measurements (KPMs)

Materiel Availability (MA) Am

The system shall be designed and manufactured to sustain CWR Materiel Availability (MA) to achieve a readiness measure to perform assigned missions over a given time. For both hardware and software technology, CWR MA can be expressed as uptime (time *operational) divided by minimum mission required uptime plus downtime. MA is calculated on each individual serialized asset and includes both preventive maintenance and corrective maintenance downtime.

Note: CWR MA is different from Operational Availability (AO). AO only applies to downtime associated with corrective maintenance actions.

To calculate MA, use the following equation:

The CWR Materiel Availability KPM as defined for the inventory of systems, key subsystems, software/Information Technology (IT) systems, services, and functions shall be greater than or equal to:

A. Hardware = 94.00% MA B. Software = 99.95% MA

*Operational means in a materiel condition such that the system, key subsystems, software/Information Technology (IT) systems, services, and functions are capable of performing an identified mission for which they were designed and deployed.

Key Performance Attributes (KPAs)

Materiel Reliability (MR) = MTBF

The system shall be designed and engineered to sustain and optimize the CWR Materiel Reliability failure rate defined as the probability that a product, system, or service will perform its intended function adequately for a specified period or shall operate in a defined environment without failure to meet mission requirements. CWR MR is equivalent to Mean Time Between Failure (MTBF) and once operational can be measured by dividing actual operating hours by the number of failures experienced during a specific interval.

The CWR Materiel Reliability KPA as defined for the system, key subsystems, software/Information Technology (IT) systems, services, and functions shall be greater than or equal to:

A. Hardware = 3,000 hours MTBF B. Software = 8,760 hours MTBF

To calculate MTBF, use the following equation:

Mean Downtime (MDT)

The system shall be designed and deployed to sustain and optimize CWR Mean Downtime (MDT) required to achieve CWR materiel availability. MDT is the average total time required to restore an asset to its full operational capabilities. CWR MDT includes the time from reporting of materiel being down to the time materiel is returned to operations for use. CWR MDT can be measured by dividing the total downtime (includes planned and unplanned) for all downtime events by total number of downtime events (including planned events such as preventive maintenance) during the specified reporting period.

CWR MDT includes ALL time from reporting an asset down to returning the asset to operations for use. This includes time (as applicable) to:

· Repair the asset (including wait time, if any, for parts or labor to be available to make the repair)

· Restore / provide back the asset/system to operational status.

Downtime is calculated from the moment an end-item or software is non-mission capable until the time it is returned (or brought back up, in the case of a software outage) to the operators in a mission capable status. MDT equals the total downtime for all downtime events (d) divided by the total number of downtime events (e) for a given time period. MDT includes planned and unplanned downtime.

The CWR Materiel Mean Downtime KPA as defined for the system, key subsystems, software/Information Technology (IT) systems, services, and functions shall be less than or equal to:

A. Hardware = 110 hours MDT B. Software = 0:30 minutes MDT

To calculate MDT, use the following equation:

Control of Reliability Critical Items The Contractor shall be responsible for the Quality Control of critical items, which shall include as a minimum:

· Procedures for the procurement of, and availability of, spares of critical items.

· Criteria and procedures for the design and redesign of critical items.

· Procedures for controlling and monitoring of critical items after manufacture (e.g., date coding, traceability, assembly techniques, test requirements, acceptance test requirements, control of sub-contractors' and manufacturers' controls, in-process controls, special handling and storage requirements).

Availability

Operational Availability is defined as the percentage of time during the monthly reporting period by serialized system is available to support the operations for which it was designed. Systems undergoing preventive maintenance actions and repairs due to accidents are considered to be excluded under this definition.

The following is the standard AO target: 96% - Primary screening systems

An average AO by serialized system shall be calculated using the system outage time associated on Priority 1 repair work orders during a reporting period.

AO = (100 x) Total Hours by Unit – Downtime Hours by Unit Total Hours by Unit

Customer Wait Time (CWT) The Contactor shall travel to the affected site if the problem cannot be resolved over the phone. The Contractor shall respond on-site and restore down system to a satisfactory operational status within the required Customer Wait Time (CWT). If unable to meet the CWT, the Contractor shall provide both the justification and a time estimate for effecting repairs to the Maintenance Dispatch Center (MDC). The Contractor shall notify the Maintenance Dispatch Center and provide the date and time of system operational status changes, Estimated Time of Arrival (ETA) for parts, and technical support scheduled arrival at site. The Contractor shall coordinate site visits with the CBP locations, as required.

Customer Wait Time (CWT) is defined as the time from the initial trouble call is reported to the Contractor, until the time that the affected individual serialized system is fully or conditionally operational.

Service Calls and Work Orders

Work Completion Form - The WCF is a form unique to a specific maintenance event. The WCF is typically the standard Vendor’s Work Form, but shall include the WO number assigned by the Government; a description of the maintenance action performed; identify the failure cause/part or symptom; a list of replaced parts; any additional work performed not covered under the initial work order; and name and email address of the CBP representative that verified completion and completion date/time. The Contractor shall forward the completed WCF and maintenance documentation (if applicable) to the NII Maintenance Center via email at the completion of the maintenance action. If requested, the Contractor shall also provide one (1) copy of the completed WCF to the site CBP representative for their local records.

The Contractor shall e-mail a copy of the WCF to the NII Maintenance Dispatch Center (MDC) within 24 hours of completion of each required site visit.

Conditional but Operational Status - There may be circumstances that allow the system to be restored to a ‘conditional but operational’ status (Priority 2 work order) prior to reaching full ‘operational’ (Priority 3 work order) status. The conditional but operational’ status applies when a deficiency exists, but the system is available to support the operations for which it was designed, to include safety considerations. The Contractor may restore systems reported in a ‘non-operational’ (Priority 1 work order) status to a classification of a ‘conditional but operational’ (Priority 2 work order) status as determined by CBP, coordinated by the NII Maintenance Dispatch Center or by a Government maintenance manager.

The Contractor shall restore systems in a ‘conditional but operational’ (Priority 2) work order status into an ‘operational’ (Priority 3) work order status within five (5) business days.

Work Site Cleanliness – The Contractor shall properly dispose of all damaged parts; components; assemblies; subassemblies; consumables; fluids and lubricants, unless otherwise directed to retain for failure item analysis or other reasons. The Contractor shall remove all work-related used parts, waste, and debris from the CBP site upon job completion, unless directed otherwise.

Preventive Maintenance during the Warranty Period The Warranty shall include all Preventive Maintenance (PM) actions required and is defined as any scheduled and planned maintenance actions performed to maintain the target Operational Availability (Ao) and maintenance metrics as defined herein. Preventive maintenance includes periodic inspections, calibration, fluid level inspections / flushing /changing, filter replacement, condition monitoring, critical item replacement, and system servicing requirements.

Necessary repair actions discovered during the performance of a preventive maintenance action require separate corrective Work Orders (WO) from the Maintenance Dispatch Center. To the widest extent possible, all preventive maintenance shall be scheduled around the CBP location operational activities to prevent disruption to daily operations. These decisions will be coordinated with the Contractor based on the direction of the Government, to include the ILD staff, CBP Operations, and/or the COR. Preventive Maintenance activities will be considered fluid and may be adjusted throughout the life of the contract based on evidence from corrective actions.

NII Monthly Preventive Maintenance Schedule – The Contractor shall provide all required support services, repair parts, hardware, software, firmware, test equipment, transportation, and supplies in accordance with industry standards to ensure performance of all systems meet or exceed the target operational availability metrics of ≥ 96% for pre-primary screening systems.

The Contractor shall develop and publish a PM schedule to ensure the systems achieve the target performance metrics. Upon approval of the PM schedule by the COR, the Contractor shall provide a monthly site visit schedule, organized by equipment model, serial number, location, and estimated visit duration. The site visit schedule shall be reviewed to ensure alignment with the approved PM schedule.

Documentation and Reporting:

Upon completion of each PM activity, the Contractor shall submit a completed copy of the Preventive Maintenance Checklist to the Contracting Officer’s Representative (COR), the MDC, or designated Government official within three (3) business days. The submission shall include the date of service, equipment serial number, technician name, and any deficiencies identified, or corrective actions taken.

Photographic Verification:

The Contractor shall provide digital photographs of inspected components, replace parts, or completed maintenance work. Photographs shall be time-stamped and clearly associated with the applicable system and maintenance record.

Corrective Maintenance during the Warranty Period The warranty shall include all corrective maintenance actions required and is defined as any maintenance and sustainment activity, which is required to diagnose, correct equipment malfunctions, failures, and outages that have occurred or is in the process of occurring. This may consist of repair, restoration, or replacement of components, desktop/workstation support that includes password resets, application support, staff access support, and all other Desktop support that might be needed. Corrective maintenance is an unscheduled maintenance activity caused by a unit or component failure and includes tests, measurements, and adjustments.

The Contractor shall contact the site and attempt to troubleshoot each problem telephonically. If unable to meet the Customer Wait Time (CWT) as established in the metrics corresponding with the target AO, the Contractor shall provide the justification, and a time estimate for effecting repairs to the MDC. The Contractor shall coordinate site visits with the CBP locations, as required.

Corrective services may also include assessments on system connectivity / integration with other CBP systems. CBP has deployed integrated and common viewer systems, providing data to other CBP applications. The communication link and compatibility of systems shall be evaluated in a coordinated effort with other OEMs to meet CBPs operational requirements.

Remote Health Monitoring The system shall have the capability to produce failure codes for remote health monitoring to be transmitted electronically as part of the integration into the CBP enterprise network. The health status of the system, sub-system, and system components, shall be able to be viewed remotely in order to obtain system statistics, guide preventive maintenance actions, and diagnose system issues.

Corrosion Control The Contractor shall apply corrosion control techniques and measures to mitigate and correct corrosion of the NII equipment. The Contractor shall visually inspect the equipment for signs of corrosion and shall apply best practices to remove corrosion or replace parent material, properly treat and prepare surfaces for painting, and apply a color-matched finish.

On-Demand Services (Technology Refresh, Other Maintenance, and Support Services) The Government anticipates requiring other requested services, separate from those outlined above, as needs arise during the course of this contract. The Government reserves the right to set and escalate priorities for these services to allow for expediting as urgent needs arise. This work is priced as Firm Fixed Price (FFP) based on product incident/accident repairs, reconditioning, technical refresh services, severe corrosion restoration, refurbishment services, engineering services, installation, relocation services, disposal, site services/surveys, maintenance and operator refresher training, source change out, retrofit, emergency services, and special event services. On demand services may be requested for any CBP accepted equipment regardless of warranty status or prior inclusion in individual task order equipment lists.

Engineering Services Upon written request, the Contractor shall provide engineering services to the equipment identified in individual task orders. Engineering services include failure analysis outside of the quarterly deliverable, root cause analysis, system operation anomaly analysis, and evaluation of potential or perceived safety hazards to personnel. Services may also include assessments of how system components operate in conjunction with other CBP systems.

Upon written request, the Contractor shall provide preventive maintenance services for newly deployed equipment still under warranty, and preventive and corrective maintenance services thereafter. Once newly deployed equipment has been accepted by CBP, maintenance services may transition to a firm fixed price basis.

Ad Hoc Reports Upon written request, the Contractor shall provide data that would enable Government performance analysis, economic trade-off studies, budget impact analysis, etc.

Site Surveys Upon written request, the Contractor shall conduct site surveys based upon CBP priorities as designated by the COR to support the equipment identified in individual task orders. The Contractor shall coordinate with the COR to execute all survey activities prior to and during the site surveys.

Upon completion of the Site Survey the Contractor shall send an email to the appropriate associated ILD Department (Maintenance/ Engineering for maintenance actions and engineering actions etc.) with a CC to the COR with a brief assessment of findings.

Provisioning Support Upon written request, the Contractor shall provide provisioning technical data for the equipment listed in individual task orders. The Contractor shall provide provisioning technical data traceable to the Original Equipment Manufacturer (OEM) supportability analysis, tailored to satisfy the level of repair and sustainment period identified in the request. The provisioning technical data shall identify major repairable parts, smaller non-repairable components used to effect repairs, consumable lubricants, piece parts used in assembly, criticality of items, acquisition lead times, and vendor identification information.

This Support is separate from Obsolescence management as Provisioning Support would be a Supply Chain Management overview, and an Obsolescence report would be based on a specific assembly.

All obsolete items identified shall be communicated to the COR and ILD no less than 120 days before end-of-life to include the mitigation plan to replace the item.

Retrofit Support Upon written request, the Contractor shall perform retrofit functions to address approved Engineering Change Proposals (ECPs), enhancements, Service Life Extension Programs (SLEPs), and technical refresh activities for the equipment listed in individual task orders.

CBP relies more on integrated systems and common viewer systems, providing data to other CBP applications. The Contractor shall execute the connectivity of hardware and software components when required. This means that individual systems are connected to software (SW) and hardware (HW) components of other original equipment manufacturers (OEMs). The communication link and compatibility of systems needs to be coordinated with the appropriate OEMs to meet CBPs operational requirements.

Relocation Services Upon written request, the Contractor shall provide emergent need relocation services for the equipment listed in individual task orders. The Contractor shall disassemble, transport, and reassemble the components of the system at the new location. The Contractor shall perform post-assembly functional testing of the relocated system and familiarize operators with configuration and operational changes brought about by the relocation. The Contractor shall coordinate re-commissioning and/or recalibration activities to include an updated radiation survey, as required.

Relocation services shall be coordinated and executed closely in coordination with the ILD PM. Any deviations from the Service Request shall be directed through the ILD PM. Upon concurrence between the Contractor, ILD PM, and Program Office the COR will seek concurrence from the Contracting Officer.

Site Work Upon written request, the Contractor shall provide minor repair or electrical work externally to the equipment unit in the performance of a relocation or corrective maintenance action resulting from an accident or incident not to exceed $2,500.00. This work may also include minor alterations and work to the facilities or site. This work may include conduit and trenching activities but as it is supplemental to the purpose of the tasking shall not be considered Architectural and Engineering (A&E).

Disposal Upon written request, the Contractor shall provide disposal services for the equipment listed in individual task orders. The Contractor shall disassemble, transport, and properly dispose of designated systems and/or components after decommissioning.

Upon request the Contractor shall offer certain components from systems to the Government that may be of need.

Emergency Services Upon written request, the Contractor shall provide emergency services in response to various emergency situations and natural disasters. The Contractor shall provide the labor, services, parts, equipment, supplies, packaging, transport, shipment, and materials necessary to support emergency service requirements.

These requests for Emergency services shall be presented in urgent fashion. The Contractor shall be prepared to deliver quotes and services in an expedited fashion.

Special Events Upon written request, the Contractor shall provide services to special events (i.e., major sporting events and conventions). The Contractor shall provide the labor, services, parts, equipment, supplies, packaging, transport, shipment, and materials necessary to support special event service requirements.

Training Activities The Contractor shall provide training courses as prescribed by the COR from the direction of the ILD staff and NIID Program Management Office. These training sessions vary in size and duration depending on the related tasking and may consist of Classroom courses or in the Field Descriptions/ Demonstrations/ Operational Checks.

The classroom sessions shall consist of a Contractor led session with a no-minimum based attendance for the recommended duration. The Contractor shall come prepared with handouts and any training materials that may be necessary but shall utilize CBP A/V equipment when applicable. Use of Site tools shall be coordinated via an ILD staff member.

Field Descriptions/ Demonstrations/ Operational Checks shall be planned with the location in mind. The Contractor shall be aware of the elements to include heat, cold, rain, snow, and any other extremity as well as high traffic, and other environmental concerns.

FFP price quotes, including travel for the following services, may be requested as periodic needs arise.

Invoicing and Funding On-Demand Services When requirements arise under the scope of On-Demand services, those services will be awarded and funded under their respective CLIN. When ordered by the Government, the Contractor shall provide the necessary management, labor, materials and supplies to perform tasks in accordance with the fully burdened labor rates in the pricing schedule, as well as the minimum labor qualifications. The labor rates shall be fully burdened to include all direct and indirect costs and profit. For each On-Demand service proposal, the vendor will provide estimated hours for each labor category as well as estimated materials, subcontracts and other direct costs. For materials and other direct costs that are commercial items, pricing shall be supported by a commercial price list or quote. The Government, in partnership with the Contractor, shall review and approve the final fixed amount for each On-Demand service prior to the vendor commencing work. Once a final fixed amount has been determined, an Authority to Proceed will be issued by the Contracting Officer (CO). Under no circumstances shall On-Demand services be performed prior to the Contractor receiving and Authority to Proceed from the CO.

In instances where an On-Demand service is urgent in nature, the Government may provide a written authorization to proceed via email or fax, while the final price is being submitted and definitized. This authorization will include a limit for expenditures that may not be exceeded without the Government’s expressed approval via email or fax.

Hazardous Materials In accordance with OSHA regulations, the Contractor shall provide a list of all hazardous materials and the corresponding Material Safety Data Sheet (MSDS) for each identified Hazardous Material. The list shall include the material description, quantity of the material, storage and disposal instructions, exposure risks, symptoms and treatments. The list shall be prepared in accordance with Attachment 7, Deliverables and be maintained in the Technical Documentation Package throughout the life of the NII system. The list shall be derived from the Hazardous materials identified in the Code of Federal Regulations, 49 CFR 172, Subpart B (Hazardous Materials Table).

Configuration Management The Contractor shall establish and maintain a Configuration Baseline for the LS-NII system. All LS-NII units delivered within a production lot shall be identical and conform to the Configuration Baseline.

The Configuration Baseline is:

· An agreed-to description of the attributes of a product, at a point in time, which serves as a basis for defining change.

· An approved and released document, or set of documents, each of a specific revision; the purpose of which is to provide a defined basis for managing change.

· The currently approved and released configuration documentation.

· A released set of files comprising a software version and associated configuration documentation.

The Configuration Baseline shall be incorporated into the Technical Documentation and maintained by the Contractor during the term of the contract. The Contractor shall provide an as-built configuration baseline with the delivery of each system. In coordination with ILD the configuration baseline shall include parameters in line with equipment model, equipment serial number, location, current software version with any software upgrade history/retrofits for the control console and programmable logic controllers (PLCs); baseline and red line drawings, hardware design and changes; sub-systems, and warranty information. All configuration changes require prior approval of CBP's COR through the ILD engineering change proposal process. System changes beyond the final configuration shall require prior CBP approval. CBP’s COR approval will be required for changes to the software baseline and after the first delivery of any system.

Technical Documentation The Technical Documentation shall consist of all documentation used by the Contractor and all Subcontractor's in the production of the LS-NII system and any follow-on production or modification. This shall include the Configuration List and any background or supporting documentation used to make design or production decisions. The Technical Documentation Package shall be prepared in accordance with Attachment 7, Deliverables. The Contractor shall maintain this documentation past the planned life of the LS-NII system.

Rights in Data All data in 1) the Technical Documentation file for the purposes of maintaining the LS NII system and training LS-NII system operators and maintenance technicians and 2) the Configuration Baseline documentation for the purposes of maintaining the LS-NII system shall be delivered with unlimited rights to the United States Government upon delivery and acceptance by the government. The Government’s unlimited rights for use, modification, and repurposing of the training in whole or in part is set forth by the FAR 52.227-17 Rights in Data – Special Works clause included in the contract and FAR Part 27.

Management of Technical Documentation The Contractor shall maintain a Technical Documentation file at the Contractor's point of manufacture, which contains all relevant data for the design and production of the LS-NII Fixed Systems produced under this contract. Management of this data shall be in accordance with the CBP Configuration Management Plan.

Engineering Change Proposals (ECPs) The Contractor is encouraged to pursue continuous improvements to the delivered product, particularly in the areas of enhancements and reliability. Engineering Change Proposals (ECPs) shall be completed and coordinated with the ILD to address changes to the baseline configurations on deployed systems. ECPs shall also be completed to address part obsolesces, software updates, and firmware changes that affect form, fit, and function.

Interchangeability Components with identical functions shall be interchangeable to the greatest extent practical. Components with identical functions in existing CBP systems are desired to be interchangeable. Components with non-identical functions shall not be, or appear to be, interchangeable.

Accessibility All systems or components that are serviced as part of periodic maintenance shall be readily accessible for service and inspection. To the greatest extent practicable, the removal or the physical movement of components unrelated to the specific maintenance and/or repair tasks involved shall be minimized. The measured time that is required to gain access to a component shall be inversely proportional to the frequency of the maintenance and repair of that component.

Warranty The Contractor shall provide a minimum of a one-year comprehensive warranty that includes both corrective and preventive maintenance for the system and its sub-systems upon delivery. The contract also includes options to extend the warranty period for corrective maintenance and preventive maintenance, which the Government may exercise as needed. The warranty period shall begin on the date of the signing of the COR Letter of Acceptance of each system as required in Attachment 3 – Design, Construction, and Installation, Section 6.2. The Contractor shall provide warranty certificate(s) and documentation in Contractor format in accordance with Attachment 7, Deliverables. The Contractor shall provide documented warranty terms for the primary individual system to include, associated generators, accessories, air conditioners, compressors, computers, controls, lights, cameras, tracks, electrical boxes, housings, batteries, chargers, power conditioners, etc. Warranties shall include parts, labor, consumables, travel, shipping and transportation required to maintain operational availability and design performance and all requirements of this SOW and its attachments. Warranties shall include a replacement provision for units found to exhibit persistent systemic failures.

Warranty Period In accordance with FAR 46.703, this requirement establishes the criteria for contract quality standards to ensure that the supplies and/or services provided under this contract meet the specified performance standards. As identified within the Quality Assurance Surveillance Plan of this statement of work; in the event the system is out of service consecutive days due to contractor non-performance or delay in furnishing required parts/services, the warranty period will be tolled for an equivalent number of days. Tolling will begin on the first day of unavailability and end upon Government acceptance of the system as returned to full operational capability.

Definitions for purposes of this requirement:

1. “Warranty Period” means the time during which the supplies, equipment, or services furnished under this contract are warranted by the Contractor as specified elsewhere in this contract.

1. “Defective” means any failure of the supplies, equipment, or services to conform to contract requirements, specifications, or performance standards.

1. “Correction” includes repair, replacement, or other remedy undertaken by the Contractor to restore the supplies, equipment, or services to full compliance with contract requirements.

Warranty Period Tolling The Warranty Period shall be tolled (suspended) during any time in which the affected supplies, equipment, or services are:

1. Out of service as a result of defects covered under this contract;

1. Undergoing correction, repair, or replacement by the Contractor.

1. Subject to Government inspection, retesting, or acceptance procedures required to verify correction.

Resumption of Warranty Period Upon completion of correction and successful re-acceptance by the Government, the Warranty Period shall resume and shall be extended by a period equal to the total number of days tolled under paragraph (b).

Minimum Post-Repair Coverage Notwithstanding any other provision of this contract, no corrected or replaced item shall be warranted for less than ninety (90) calendar days from the date of Government acceptance of such correction or replacement, even if the original Warranty Period would otherwise have expired.

No Waiver of Rights The tolling of the Warranty Period shall not be construed to limit or waive any rights or remedies available to the Government under this contract, law, or regulation, including, but not limited to, remedies under FAR 52.246-17 through 52.246-21 (Warranty clauses) and applicable DFARS supplements.

Flowdown The Contractor shall include the substance of this clause, including this paragraph (f), in all subcontracts where warranties apply.

Warranty Period Configuration Changes The Contractor shall not change, upgrade or make modifications to CBP equipment or its configuration during the warranty period without prior approval from the COR. Equipment configuration changes approved by the COR and the ILD Engineering Change Proposal (ECP) process shall be reflected in Operator and Maintenance Manuals, Hazardous Materials Lists, Configuration Management documents and Technical Documentation Package.

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