Attachment 1 - DRAFT PWS ILS Lorton 6.17.26.docx

Performance Work Statement Non-Intrusive Inspection (NII) Program Integrated Logistics Support Version 06/17/2026

DRAFT

BACKGROUND

The Department of Homeland Security (DHS), U.S. Customs and Border Protection (CBP) is the first line of defense at U.S. Ports of Entry (PoE) and along the U.S. Border to include land border crossings, international airports, seaports, rail crossings, mail handling express cargo consignments facilities, and Border Patrol Checkpoints for the detection, identification, and interdiction of illegal traffic trade, and other contraband items entering the United States. The overall strategy focuses on interrupting smuggling and apprehending willful violators of United States laws with the aid of complex technical tools. Toward that end, CBP maintains a substantial inventory of interdiction, inspection, detection, and surveillance technology to assist CBP Officers and U.S. Border Patrol (USBP) Agents in the performance of their duties.

The Office of Information and Technology (OIT), Enterprise Infrastructure & Operations Directorate (EIOD) is responsible for architecture, design implementation, and management of the CBP Enterprise Network, enforcement, and communications technologies, the operation and relocation of the legacy data center to the cloud, strategic planning, technology evaluation and integration for the enterprise, monitoring and management of CBP infrastructure and systems through 24x7x365 operational support.

The Integrated Logistics Division (ILD) within EIOD is responsible for the oversight and maintenance of CBP’s Non-Intrusive Inspection (NII), Radiation Detection Equipment (RDE), Radiation Portal Monitor (RPM), and Border Security equipment. Our Mission is to sustain the inventory of interdiction, inspection, detection, and surveillance, technology at the highest operational readiness levels possible. In addition, ILD provides support services to the Office of Field Operations (OFO), USBP, and other DHS components related to the development of procedures, maintenance management & planning, product support management and the logistical services to support the operation of those technologies along with a Help Desk/Maintenance Dispatch Center, supply support services, asset management, inventory control, packaging, handling, storage and transportation (PHS&T), in-service engineering, reliability analysis, and product line improvement.

The CBP facility located in Lorton, Virginia is the principal location of the NII/RDE Repair Depot, Warehouse, and offices for the ILD Lorton on-site based Government staff. The Lorton-based contractor staff supports the hand-held NII, RDE, Material ID & Surface Analyzer instruments, and other DHS and CBP hand-held technologies. The Repair Depot includes the warehouse space, shipping & receiving area, repair part storerooms, and technical repair labs.

SCOPE

This Performance Work Statement (PWS) identifies the requirements necessary to enable CBP to administer the life cycle support provided by ILD. The Contractor shall provide the labor and procurement services to the to conduct repair activities and supply all the repair parts, consumables, accessories to repair and sustain the technology that ILD supports. The contractor shall provide the life cycle support functions of corrective maintenance and preventive maintenance to sustain the operational availability of systems deployed to the U.S. Ports of Entry, International Mail, Pre-Clearance, and Checkpoints within Continental United States (CONUS) and Outside Continental United States (OCONUS).

The Contractor shall be responsible for all elements of sustainment and logistics support, including radiation surveys; corrective maintenance; applicable preventive maintenance; communications; maintenance planning; supply support; tools, test equipment and calibration; parts and parts obsolescence; and subcontract agreements.

Life cycle support functions encompass efforts to perform preventive, predictive, and corrective maintenance planning and execution; to perform inspection and tracking of assets; to perform warehouse management, to relocate equipment; to provide enhancements, technical refresh, or refurbishment of equipment; and to retire or dispose of the equipment.

As part of this contract, the Contractor shall provide periodic Maintenance and Supply Services to satisfy requirements which, by their unanticipated occurrence, become emergent requirements which require effort to resolve, i.e., repair of accidents/incidents, damage incurred from natural disasters, relocations, minor facility modification/construction to support relocations, remedy of corrosion damage, emergency services, special event services, specific original equipment manufacturer (OEM) factory repairs and calibrations, and parts and consumable purchases.

When requested by the Government, the Contractor shall support Technical Interchange Meetings (TIMs) at Government designated locations. TIMs may be held by teleconference at the discretion of the Government. During the TIMs, the Contractor and the Government will discuss specific ILS related technical activities that require attention to ensure continuing Government visibility into the technical progress of the contract.

APPLICABLE DOCUMENTS

The Contractor shall ensure all Contractor personnel follow and adhere to all policies and procedures established by the DHS, CBP, and the ILD, as well as all documents referenced below:

· The Federal Acquisitions Regulations (FAR): https://www.acquisition.gov/FAR/

· Section 508 of the Rehabilitation Act: http://www.section508.gov/

· Homeland Security Acquisition Regulation (HSAR): HSAR | Acquisition.GOV

· Code of Federal Regulations (CFR): eCFR: Home

· CIS HB 1400-05C, “CBP Information Security Policies and Procedures Handbook”

· DHS 4300A Policy Directive (Version 13.3, February 13, 2023)

· Federal Travel Regulation: Federal travel regulation and related files | GSA

PERFORMANCE REQUIREMENTS

PROGRAM SUPPORT

Program Manager

The Contractor shall provide a Program Manager that is knowledgeable in all aspects of operations to include contract compliance, operational management, process improvement, and contract deliverables. See PWS Section 12.4 for the Program Manager key personnel minimum requirements.

Financial Tracking and Payment System

The Contractor shall maintain a financial tracking and payment system. The system shall:

· Track and provide all costs of maintenance and repairs for all equipment.

· Track necessary funding documents by organization for procurement of services, supplies, and/or equipment.

· Maintain necessary spreadsheets/databases to monitor payments and credits.

· Provide execution of expenditures by cost categories and equipment categories

· Provide monthly financial reports comparing Estimate at Completion (EAC) to cost expenditures to date.

Monthly Status Report

The Contractor shall provide formal Monthly Financial Reports to report financial statistics on operations to the Contracting Officer’s Representative (COR) by the 25th calendar day of each month for each funding type and supported CBP Program on the contract. The Contractor shall provide a formal monthly report outlining the status of funds. A formal briefing will be conducted in conjunction with the Contract Government and Contractor Management Team as required. The Contractor shall also identify any potential risks in the contract that could impact the contract or the agency. The format shall address spending by Other Direct Costs (ODCs) showing budget to actual and provide a present estimate for the Estimate to Complete (ETC) of the current performance period. The formal report shall be in Microsoft Excel format and shall include Estimate at Completion (EAC), forecasts, and estimate of projected overages and/or shortages by Task, Sub-Task, and funding type. A standard format will be reviewed and approved by the Government. The Contractor shall provide a revised ETC monthly which includes commitments not yet invoiced that will incorporate overall projections for the contract period. The purpose of this monthly report will be to determine if the COR and the Contractor are meeting their budget and operational targets.

Procurement Administrator

The Contractor shall provide a Procurement Administrator that oversees the procurement and subcontracting functions to support the operations at Lorton. The Procurement Administrator will operate Monday through Friday, not including Federal Holidays. The Procurement Administrator will maintain communication directly with the Government leads, Contracting Officers Representative, and managers, ensuring continuity of operations is achieved and maintained.

Mission Support

The Contractor shall staff, manage, and provide a Mission Support activity that serves as central group to support the overhead and administrative functions of operations at Lorton. The Mission Support will operate Monday through Friday, not including Federal Holidays. The Contractor shall provide the Mission Support personnel to assist with and support the following functions:

· Support and assist with making reservations for conference rooms for meetings within CBP’s reservations applications.

· Prepare meeting materials and invitations. Perform as scribes for Government meetings capturing decisions as well as capturing action items. Prepare and distribute minutes.

· Upload, track, and maintain documents / files within CBP’s applications as required.

· Support requests for supplies, developing orders for, and inventory management of office supplies.

· Support and assist with creation of documents using Microsoft Office products as required using CBP formats and templates.

· Support and assist with Semi-Annual and Annual equipment inventories physically located at the Lorton, Virginia facilities.

· Download and file RPM configuration documentation from the Pacific Northwest National Laboratory (PNNL) Online Scoreboard to CBP’s applications and files.

· Support and assist with Service Request Intake Process. Monitor CBP’s ServiceNow application and OFO SharePoint site for service requests assigned to ILD. Notification of newly assigned Service Requests for project lead/liaison assignment. Close out cancelled Service Requests on the CBP Service Now site.

· Support and assist with Customer Satisfaction Surveys (CSATs). Monitor the ILD Corrective Maintenance mailbox for failed Corrective Maintenance (CM) Surveys from Work Order notifications on large scale NII, small scale NII, and RPMs from CBP’s Integrated Logistics Support System (ILSS). Generate and publish the failed CM Survey Weekly Metrics and CM Survey Quarterly Metrics

· Update and maintain the ILD Equipment Catalog.

NII / RDE MAINTENANCE, REPAIR, & LOGISTICS

NII Maintenance Operations Manager

The contractor shall provide an Operations Manager to oversee all aspects of the NII / RDE Maintenance functions of this statement of work. The Contractor shall manage the corrective and preventive maintenance on Large Scale NII, Small Scale NII, RPM systems, and sub-systems listed in this contract to include the other functions identified in NII / RDE Maintenance supporting fielded systems supported by other CBP vendors. The Operations Manager shall maintain communication directly with the Government maintenance managers and direct assistance to the Director of ILD as needed to ensure continuity of operations is achieved.

NII Help Desk - Maintenance Dispatch Center (MDC)

The MDC is the call center that serves as an induction center for all NII and RPM system trouble calls from field activities which provide call intake, some troubleshooting, and dispatching of external vendors to repair fielded systems as well as work order tracking and reporting. The MDC will operate 24/7/365 to include federal holidays. The MDC team will maintain communication directly with the MDC Government lead and other Government maintenance staff ensuring continuity of operations is achieved. The MDC serves as an escalation center to manage and resolve system outages and coordination functions with other CBP offices, vendors, and staff to resolve outages.

The Contractor shall staff, operate, and manage the MDC. The Contractor shall provide knowledgeable and professional MDC staff to perform and assist CBP in addressing customer requests for service to render failed or faulty fielded systems/equipment. The support staff shall communicate and interact directly with CBP employees in supporting the lifecycle of NII and radiation detection technology equipment owned and operated by CBP and DHS.

The MDC shall create and provide current status and updates to Work Order (WOs) within the Government’s ILSS for all systems / equipment that have open maintenance actions and, when required, communicate directly to the CBP staff, Original Equipment Manufacturers (OEMs), and other CBP Service contracts. The MDC will call the site to validate system operational status after completion of WOs restoring systems in field. . The MDC shall periodically retrieve and update incident tickets within CBP’s ServiceNow application.

The Contractor shall develop when needed, review, maintain and update in coordination with the Maintenance Dispatch Center (MDC) Government lead the ILD MDC Escalation document, MDC workflow(s), Desktop Troubleshooting Guides, MDC Coordinator Training Material, and other MDC process(s). The Contractor shall follow these Government approved processes and documents.

The Contractor shall create and update WOs in CBP approved databases. In the event the ILSS is down, the Contractor shall follow the Government Escalation Document and create service tickets in the approved application. Once the ILSS comes back online, all tickets created in other CBP applications other than the ILSS during the downtime will be closed, once the WOs are created within the ILSS.

The Contractor shall use the Government's existing tracking and monitoring tools to update statuses of accident and/or incidents for WOs that are generated from the MDC. All appropriate fields, as defined in the Government-approved Maintenance Dispatch Center work instructions, shall be populated in the established and approved Accident/Incident reporting tool government databases which includes the accident/incident database and the Radiation Safety Officer reporting.

When activated by the Government, the Contractor shall provide an Inclement Weather Report that includes operational statuses of all NII / RPM systems in affected areas as required. The Contractor shall continue the daily reporting until either the weather event has ended, or the Government rescinds said request.

The MDC will utilize the NII/RPM Operations Center (NROC) Dashboard solution that is currently in use to provide health monitoring of the RPMs and NII Systems operating in the field. The MDC will monitor real-time alerts and workstations that have dropped offline. The MDC will coordinate directly with the PNNL Field Service Team that are also utilizing the NROC Dashboard to generate and dispatch work orders to CBP’s vendors/O.E.M. to address system outages/deficiencies.

Fielded NII & RPM System Maintenance & Repair

· NII & RPM Corrective Maintenance

The Contractor shall perform corrective maintenance services required to return equipment to fully operational, working condition on fielded Large Scale NII, Small Scale NII, RPM Systems, and sub-systems as identified. These services shall be provided as FFP based on mission need as directed by the Government in the Equipment List. See Section 5 for Performance Standards related to Ao, Initial Contact, and Customer Wait Time (CWT).

The Contractor shall provide labor, services, parts, equipment, supplies, packaging, transport, shipment, and materials necessary to diagnose and correct malfunctions or failures and functionality tests of equipment, when requested. The Contractor shall restore the equipment to an operational status.

The Contractor shall leave one (1) signed copy of the Work Completion Form (WCF) with the site supervisor and forward one (1) copy posted to the maintenance system of record upon completion of each required site visit.

· NII & RPM Preventive Maintenance

The Contractor shall perform Preventive Maintenance on Large Scale NII, Small Scale NII, RPM Systems and sub-systems as identified in the Equipment Table to include any identified Operator Booths in accordance with recommended preventive maintenance schedules and services for each equipment make, model, and type as specified by the Original Equipment Manufacturer (OEM) of the technology.

The Contractor shall provide all services, travel, supplies, packaging, transportation, and shipment of items necessary to check the operation and complete the preventive maintenance schedule tasks for each piece of equipment

Preventive Maintenance (PM) 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, condition monitoring, critical item replacement, and 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 port operational activities to prevent disruption to daily operations. The Preventive Maintenance Schedule which entails the number of PMs to perform during that period may also have to be adjusted based on Operational tempo. These decisions will be communicated to the Contractor based on the direction of the Government, to include ILD staff and the COR. Preventive Maintenance activities shall be considered fluid and maybe adjusted throughout the life of the contract based on evidence from corrective actions. In such case the proposed action shall be proposed and agreed upon bilaterally.

The Contractor shall schedule and perform preventive maintenance for NII and RDE Technology listed in this contract in accordance with recommended preventive maintenance for each equipment make, model, and type. The Contractor shall perform scheduled and planned equipment services to maintain equipment functionality and identify necessary repair actions. The Contractor shall complete scheduled maintenance within 30 calendar days of WO issuance and/or up to 30 calendar days in advance of the scheduled maintenance to combine the preventive maintenance visit with a corrective maintenance visit to reduce overall customer downtime. The Contractor shall ensure that all materials that are necessary to accomplish preventive maintenance are accessible and readily available to the technician. This includes any parts such as specialty components necessary to complete the action. The usage of consumable items or materials needed to rectify issues found to be inconsistent in the PM findings shall be covered by the Firm Fixed Price of the PM. The details of the steps taken to rectify the inconsistencies shall be fully documented in the notes in the PM form. The NII Monthly Preventive Maintenance Schedule. The Contractor shall provide a schedule of planned preventive maintenance actions that have been coordinated with Port Officials, organized by equipment model, equipment serial number, location, estimated duration of the visit, and planned date of the preventive maintenance visit to the designated ILD Maintenance Manager and COR fifteen (15) business days prior to the beginning of the month.

The Contractor shall document all maintenance actions performed in the approved CBP ILSS within 24 hours of site visit completion. Documentation shall include a list of replaced parts by part/serial number and completion date/time, as well as the name and phone number of the CBP Official that signed for completion.

The Contractor shall document all maintenance actions performed and upon completion of the PM transmit the Work Completion Form to the MDC of to include any replaced parts, and the name and phone number of the CBP Official that signed for completion and completion date and time.

The Contractor shall initiate and track Corrective Maintenance (CM) actions required to resolve problems discovered during the performance of PM.

The Contractor shall perform Radiation Surveys annually for the systems with radiation emitting sub-systems and/or radioactive transmission sources. Radiation Certificates shall be provided to the MDC for distribution within Operations & Maintenance Team and to the affected CBP Port / Station / Office immediately following completion of Radiation Surveys. The inclusive tests and PM checklist shall be submitted to the MDC within 48 hours.

The Contractor shall perform routine inspection and make recommendation for corrosion prevention for the systems and, when necessary, employ corrosion control techniques and measures to mitigate and correct corrosion of the equipment. The contractor shall apply best practices to detect and remove corrosion, or replace parent material, properly treat, and prepare surfaces for painting, and apply a color-matched finish.

NII / RDE Logistical Analysis and Data Reporting

The Contractor shall provide Logistics Support and work directly with ILD staff, Lead Business Authorities (LBAs), and customers in the field to enable CBP to sustain the NII / RDE product lines. The team will work with the Government to achieve efficient and cost-effective lifecycle support strategies; from identifying design issues, deployment documentation, SOP effects on performance, to the retirement of the product line. This will include areas of maintenance, cost wise readiness, and technical data. The Logistics Team shall attend status meetings with the customer, management, and other logistics groups as needed. In addition, the team shall participate in meetings with the Government to provide subject matter expertise and direct assistance to the Director of ILD, and other Government leadership as needed.

The team shall support ILD’s Maintenance Management in the review and commenting on any business cases, functional requirements, and system procurement documents. The team will respond to ad-hoc questions on the operation of the systems, participate in quality inspections, and develop presentations of findings and recommendations. The Logistics Team will support by analyzing information including customer research, industry analysis, trends, as well as documenting requirements, reporting / briefing conditions and trends, and assisting in resolution activities in the technology lifecycle.

The team shall intake and review Property Description Worksheets (PDWs) generated from Site Acceptance Tests (SAT) to validate the information to be inputted into the ILSS. The team will start the Preventive Maintenance (PM) cycle within the ILSS and file the PDW within the appropriate Microsoft Teams channel. The team will communicate directly with the NII Program Acceptance Test Teams on identification of inconsistent or missing information.

The Logistics Team shall work directly with the MDC and CBP vendors on maintenance related matters. They shall assist in responding to data calls that require information retrieved from ILD’s Operational Readiness tools, collaborate directly with the Government maintenance team members on requests for information, research, findings, and recommendations on the life cycle support to include providing ad-hoc work order research using CBP’s ILSS records and other life cycle information relating to life cycle support.

The Logistics Team shall manage the preventive maintenance schedules and work orders within CBP’s ILSS on the NII and RPM systems. The team shall validate and verify completion of preventive maintenance activities, to include retrieving and storing checklists, surveys, and wipe tests, and escalating any missed or late events. The team shall respond and provide when asked to transmit completed surveys and wipe tests report to satisfy any on-site safety inspections. The team shall support any requests from the field regarding maintenance activities conducted on their systems.

The Logistics Team will create and manage the failure coding on NII and RDE technologies within CBP’s ILSS. Update as necessary any failure codes that are needed for new systems introduced into the fleet to sustain more accurate failure trees/codes within the ILSS. The team will periodically produce reports when needed on specific systems over the period of the contract illustrating the reliability, availability, and maintainability of the systems.

The Logistics Team shall support the lifecycle on the RPM systems to include RPM serialization identification with RPM program offices, management of the RPM status table, and any reporting and logistic support specific to RPM deployments.

The Logistics Team will develop and/or sustain the dashboards and other data visualizations utilized by ILD.

The Contractor shall produce and post a NII Outage Report each weekday and notify all recipients when the report has been updated. The report shall be accessed in SharePoint using a link provided in the notification. On the government specified day, prior to the Government morning meeting, the Contractor shall provide the weekly report that identifies the current Ao for RPMs and Large Scale NII equipment along with the number of outages for each and a breakdown of fixed and mobile systems. The report shall also identify the number of work orders that are over ten (10) days old.

The Contractor shall maintain the OFO NII Executive Dashboard that provides the on-demand status of funds and requests by vendor.

The Contractor shall develop and maintain a dashboard the identifies the NII equipment deployed based on the monthly Raw Data and Equipment Map Report. The dashboard shall contain filters based on the fields contained in the data.

The Contractor shall develop and maintain a dashboard that provides current handheld NII and RDE repair status. The dashboard shall contain filters based on the fields contained in the data.

The Contractor shall develop and disseminate to the ILD Director by 7am each Friday a summary of NII and a summary of RPM repairs occurring that week by Model/Capability

The Contractor shall maintain the status of the RPM lane transitions and decommissions. This includes research and coordination to update/enter the Asset Records within the ILSS to reflect deployments, decommissioning, and system reconfigurations.

The Contractor shall provide updated monthly RPM transition and decommission documents.

The Contractor shall provide the report “RPM Status Tables (Posted Copy [date])” monthly on the first business day of the month.

The Contractor shall provide, maintain, and archive monthly NII/RPM Readiness Reports in CBP applicable format for the following:

· Trending Report. The NII Trending Report will include Cost Wise Readiness (CWR) metrics, any applicable usage data, and availability metrics for each serialized system / equipment as identified by the Government.

· AO

· Mean Time Between Failure (MTBF)

· Mean Down Time (MDT)

· Material Availability (Am) which includes all downtime to include planned downtime.

· Capture any applicable scan count data on systems/equipment/instruments.

The Contractor shall provide and maintain the following recurring reports within the Government’s designated applications.:

· Weekly Work Order Data

· Weekly ILD Brief for the Enterprise Infrastructure Operations Directorate (EIOD) ILD Director (NII and RPM Weekly Repairs & Friday Data Report)

· Monthly Raw Data and Equipment Map Report

· Monthly NII Transition Report

· Lorton Warehouse KPI Report

· Monthly Handheld Report

The Contractor shall provide Configuration Management support services. The support shall include providing and receiving Engineering Change Proposals (ECPs) to and from vendors and OEMs. The Contractor shall review ECPs for completeness and suitability, distribute the ECP to the appropriate Change Control Board (CCB), track the approval or rejections, and file ECPs in the appropriate library system. The Contractor shall track the status of changes and ensure the configuration of systems are updated in CBP systems.

Interact directly with the ILD Staff, Program Office(s) and CORs to assist with the review of engineering change requests, configuration changes, and other life cycle configuration support activities. The Contractor will frequently participate in meetings, IPTs, and workshops.

The Contractor shall update and maintain the Government Configuration Management Plan (CMP) and associated documents/forms.

NII / RDE Maintenance Planning

The Contractor shall provide Maintenance Planning Logistics support that will work directly with ILD staff and CBP Program technical teams to assist in the life-cycle planning, maintenance strategies, and operational support for CBP’s systems/equipment throughout their lifecycle, ensuring operational readiness, reliability, and cost-effectiveness. The Maintenance Planning Team shall support CBP early in the system/equipment acquisition process with development of the maintenance concept. The team shall participate with ILD staff and CBP Program(s) to evolve and establish requirements and tasks to be accomplished for achieving and maintaining operational capability for the life of the system/equipment. Maintenance planning also involves supporting the development of Integrated Logistics Support Plans (ILSP), system life-cycle costs, and reviewing and commenting on system procurement PWSs as a function of the system acquisition process. The Maintenance Planning Team shall define the actions and support necessary to ensure that the systems attain the specified system readiness objectives. Maintenance planning shall support and plan warranty considerations and preventive maintenance aspects. When needed review and provide input on system standard operating procedures, analysis of system and equipment for recapitalization activities, and understand how to interpret data to understand trends regarding system performance.

Maintenance Specialist Representative

The Contractor shall provide a Maintenance Specialist activity that serves as a maintenance subject matter expert interface function for all CBP’s deployed equipment and systems, escalations on WOs to CBP’s NII/RDE Vendors, ad-hoc inquiries from the field, and reporting. The support team shall maintain communication directly with the MDC Government lead, other Government maintenance managers, and direct assistance to the Director of ILD as needed ensuring continuity of operations is achieved. The Maintenance Specialist activity will operate during business hours Monday through Friday, excluding Federal Holidays.

The Contractor shall collaborate with the Government maintenance team members on requests for information and research, to include providing ad-hoc WO research on records and other life cycle information on NII and RPM technologies. When required, the Contractor shall participate in meetings with the Government team members to provide subject matter expertise.

The Contractor shall respond to data calls that require information retrieved from ILD’s Operational Readiness tools in a format specified by the Government. The Contractor shall act as a Subject Matter Expert (SME) in gathering and disseminating information regarding repair information and responding to requests on status, updates, and other data within the ILSS. When necessary, add information into, update, or edit WOs and records within the ILSS.

The Contractor shall reach out to individual CBP NII/RDE vendors to obtain status updates on all open Priority 1 WOs that have exceeded ten (10) days to obtain current status and why the outages have not been addressed utilizing a consolidated list per vendor of outages.

The Contractor shall assist, monitor, track, and follow up on quotes between the Lead Business Authority and the COR(s) on the status of pending approvals for NII / RPM accidents, incidents, and on-demand maintenance work orders.

The Contractor shall develop and disseminate to the ILD Director by 1pm Wednesday detailed updates to the Outage Report in excel spreadsheet format broken up by following tabs to include current outages, restored outages, accidents, and incidents. These details include the age of the work order by days, reason for delays, and long description notes of NII and RPM repairs occurring that week by system capability type.

The Contractor shall build a report containing all open work orders forty-five (45) days or older. This includes corrective maintenance, preventative maintenance, and Maintenance and Supply for all priorities for each individual vendor and transmit a monthly excel spreadsheet requesting statuses to include work completion forms.

The Maintenance Specialist team will conduct a monthly maintenance system performance reconciliation of identified deployed NII and RPM systems that did not achieve their Operational Availability (AO). The team will report those systems to the COR(s) of those maintenance contracts with a courtesy copy to Government maintenance leads. The team shall produce a final monthly reconciliation of systems that did not achieve their targeted Operational Availability (AO) metric.

Lorton Depot – NII/RDE Repair Lab

The Contractor shall operate and manage ILD’s Lorton Repair Lab that serves as the centralized maintenance and repair depot for handheld NII and RDE. The Repair Lab shall operate Monday through Friday, excluding Federal Holidays. The Repair Lab team shall maintain communication directly with the Repair Lab Government lead and other Government maintenance managers ensuring continuity of operations is achieved.

The Contractor shall develop when needed, review, maintain, and update in coordination with the Repair Lab Government lead all workflow documents, desktop repair sheets, and other repair lab processes. The Contractor shall follow these Government approved processes and documents.

The Contractor shall monitor, recommend, purchase, and provide to the Government; test equipment, calibration instruments, tools, accessories, manuals, O.E.M. maintenance software, and supplies needed to be replaced / added for the continuous operation of the Repair Lab.

The Contractor shall provide the maintenance and repair functions for NII and RDE handheld equipment, under warranty and post warranty to:

· Test and repair NII handheld and peripheral equipment including NII density meters, fiberscopes, videoscopes, personal radiation detectors (PRDs), hand-held x-ray equipment, radio isotope identification device, and chemical identification instruments.

· Analyze and interpret electronics and engineering data, documents, drawings, schematics and troubleshoot and diagnose faults.

· Perform Quality Assurance (QA) tests on equipment that was repaired in-house or by an outside vendor/manufacturer.

· Enter data in applicable Government database to record maintenance actions and history.

· Provide technical reach back support to the field via telephonic means.

· For equipment that cannot be repaired within the Repair Depot, prepare equipment for shipping by the warehouse.

· Complete the problem, cause, and remedy (failure coding) within the work order on the repaired equipment.

The Lorton Repair Lab shall manage, in coordination with the Government Repair Lab Manager, the issuance of Return Material Authorizations (RMAs) of equipment being shipped to vendors and OEM(s) to be repaired under warranty and post warranty. The Lab shall record, monitor, and report on the status of the equipment that was sent to an outside factory for repair. The Lab shall escalate any factory repairs lingering or being delayed to the Government Repair Lab Manager. The Repair Lab shall assist in the decontamination and decontamination forms when required in the RMA process.

Lorton Depot – Survey Meter Calibration

The Contractor shall administer and manage the scheduling of the Government owned radiation survey meters per specified schedule, as required by manufacturer, to sustain the fleet of NII Systems containing radioactive material that requires surveys. The Contractor shall:

· Manage the scheduling, shipping, direct exchange, and return of the survey meters.

· Maintain and administer the CBP ILSS database and work orders related to the calibration of the survey meters.

· Manage the Government owned Survey Meter inventory.

· Prepare the shipment of, and manage the return for, the Survey Meters. Communicate as necessary directly with the CBP Officers, Agents, and Personnel in the Field to conduct these functions to schedule, ship, and retrieve the survey meters.

· Escalate any system or equipment issues directly to Government Maintenance staff.

Lorton Depot – Packaging, Handling, Storage, & Transportation (PHS&T)

The Contractor shall staff, operate, and maintain a PHS&T team that supports the centralized maintenance and repair depot, warehousing, and distribution of Handheld NII and RDE. The PHS&T shall operate Monday through Friday, excluding Federal Holidays. The PHS&T team shall maintain communication directly with the PHS&T Government lead and other Government management staff ensuring continuity of operations is achieved.

The PHS&T team shall review, maintain, and update, in coordination with the PHS&T Government lead, all workflow documents, desktop guides, HAZMAT instructions and certifications, forklift certifications, and other PHS&T processes.

The Contractor shall operate the shipping, receiving, storage, and inventory support for equipment arriving to, being stored at, and shipping from the Lorton Depot and warehouse.

· Ensure the Government warehouse that ILD operates within meets all standards for safety, working condition, maintenance, efficiency, and cleanliness, i.e., Forklift Certification, Hazardous Materials, and Shipping and Handling Equipment.

· Support the excessing of equipment, used repair parts, spent batteries, and radioactive material.

· Utilize the Government provided FedEx and United Parcel Service (UPS) accounts to perform shipping, receiving, storage, management, and inventory support.

· Maintain inventory and parts management for Handheld repair parts maintained at the Lorton warehouse and NII assets globally to include identifying parts requiring re-stock for the Lorton Repair Depot.

· Stock consumable parts for future needs for Radiation Portal Monitors (RPM) such as signage and safety cones

· Support special projects to include but not limited to, assembling sign stands and radiation signs

· Prepare all parts shipments from a packaging and marking perspective. Receive parts, inventory, and place into stock.

· Prepare hazardous shipments as needed (to include packaging, markings, and shipping documents) ship to appropriate addresses.

· Issue parts to the Lorton Repair Depot, parts requested through the MDC and service now requests

· Operate and maintain the material handling equipment owned and/or utilized to perform the PHS&T activities at the Lorton Depot.

· Receive new and refresher training, to operate any equipment, machinery, and any Dangerous Goods (DG) shipping standards required by the Government. This includes one (1) certified forklift trainer.

· Maintain PHS&T staff that have Inventory Taker status roles within SAP for assisting or completing yearly government asset inventories.

Lorton Depot – Asset Management

The Contractor will staff, operate, manage, and maintain an Asset Management activity that serves as the centralized data entry and records management for NII and RDE into CBP’s ILSS and CBP’s property management application, currently SAP. The Asset Management team will operate Monday through Friday, excluding Federal Holidays. The Asset Management team shall maintain communication directly with the Asset Management Government lead and other Government Property Personnel ensuring continuity of operations is achieved.

The Asset Management team shall review, maintain, improve, and update in coordination with the Government lead all workflow documents, processes, worksheets, and any required property forms. The Contractor shall:

· Review receipt of all new NII and RDE equipment purchased by CBP and delivered to the Lorton facility to ensure that the quality and quantity of materials received is correct per accompanying Packing Lists.

· Enter, update, complete or correct asset records within CBP’s Property Management application.

· Perform inspections and barcode new equipment

· Generate property transfers within the CBP application of record.

· Ensure the security and accountability of materials and goods with inventory control and proper handling and storage.

· Communicate directly with the Program Property Office to coordinate the creation of bulk entry of asset records and resolve asset management issues that may arise.

· Manage excess/obsolete equipment review and disposition process at the Lorton facility.

· Perform disposal actions on excess equipment in accordance with CBP Personal Property guidelines.

· Maintain LPO status and attend required classes and training to maintain active LPO roles.

· Train and certify to operate the material handling equipment (i.e. forklift) to assist, if needed, the ILD Inventory Takers during the CBP Inventories at the Lorton Depot.

ILSS Data Sustainment

The Contractor shall manage the data integrity and information of ILD’s portions within the ILSS database, to include validating, researching, and updating fields such as warranty expiration, vendor, CM contract modification, location, activity, operational status, location, and others. The Contractor shall conduct this verification and validation frequently to ensure the accuracy of the database. The contractor staff shall coordinate directly with Government Staff to ensure swift and accurate information is updated to respond to and address system outages within CBP’s mission space.

Lorton Depot - Parts Management

The Contractor shall manage the stock and, when needed, purchase the repair parts, accessories, assemblies, and consumables within the Lorton, Virginia Depot for NII equipment to maintain appropriate min/max stocking levels at the Lorton Depot / Warehouse. All purchases of parts and services are as needed and required to be approved by the Government prior to execution on each purchase.

Radiation Safety Program

The Contractor shall support ILD’s Radiation Safety Program by performing the following activities:

· Manage radiation sources assigned to Lorton, VA.

· Conduct monthly inventory and quarterly reports to CBP Radiation Safety Officer(s) of radiation sources being stored at the Lorton, VA facility.

· Conduct quarterly wipe test of required sources being stored at the Lorton, VA facility.

· Prepare and present ILD topics for the quarterly Radiation Safety Committee meeting.

· Prepare and document radiation sources being staged at the Lorton, VA facility for relocation to disposal sites.

MAINTENANCE AND SUPPLY SERVICES

The Government reserves the right to set and escalate priorities for these services to allow for expediting as urgent needs arise. These services include repair of accidents/incidents, damage occurring from natural disasters, product reconditioning, technical refresh services, maintaining spares stock/repair kits, integrated logistics services, severe corrosion restoration, refurbishment services, engineering services, installation, relocation services, disposal, site services/surveys, retrofit, emergency services, special event services, specific OEM factory repairs and calibrations, and parts and consumable purchases. Families of equipment will be listed in the equipment list, Attachment A and equipment under firm fixed price will be so designated.

Travel will be accomplished in accordance with the Federal Travel Regulations (FTR). Deliverables and schedule requirements will be defined as each need occurs.

This requirement includes repair of new equipment accepted by CBP. Additionally, repair and maintenance of ancillary equipment including those added post acceptance to enhance operations may require maintenance and suppl services. This may include auxiliary lighting, electronic traffic control devices, cameras, digital media equipment, roller tables, conveyer belts, safety interlocks, operator booths.

Maintenance and Supply Services Approval Thresholds

Supplies, repair parts, and additional services not included will be classified as On Demand. The Contractor shall obtain authorization as detailed below. The contractor shall identify On Demand Items separately on invoices and include all paid receipts. The following table summarizes the authorization thresholds.

Use of Maintenance and Supply Services

When requirements arise under the scope of Maintenance and Supply services, those services will be awarded and funded under the respective CLIN. The Maintenance and Supply services CLINs will be incorporated in the contract to include the labor categories available, maximum labor rate for each category, the maximum number of hours available under each labor category, maximum materials and subcontracts costs as well as maximum other direct costs. These individual line items will be used to determine the fixed amount of any and all Maintenance and Supply services approved by the Government under this contract. When ordered by the Government, the vendor 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. The Contractor will provide a spreadsheet with all SLINs using the rates identified in the contract. For each Maintenance and Supply 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 vendor, shall review and approve the final fixed amount for each Maintenance and Supply service prior to the vendor commencing work. Once a final fixed amount has been determined, the Maintenance and Supply service will be awarded against the Maintenance and Supply CLIN. Under no circumstances shall Maintenance and Supply services be performed when the modification has not been processed and funding has not been provided under the Maintenance and Supply CLIN.

In instances where Maintenance and Supply 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 on expenditures that may not be exceeded without the Government’s expressed approval via email or fax.

Replenishment of CBP Pre-Approved Stock

Requirements up to $4,000 per instance, to replenish CBP approved stocking levels, will require additional CBP approval by the CBP Technical Monitor/Program Manager. The cumulative amount of all approved work orders for the term of the contract shall not exceed the funding available on the Maintenance and Supply line item(s) of this contract.

· The Contractor shall proactively seek less expensive second source parts and supplies that provide the same fit, form, and function as required to meet the need.

· The Contractor may not exceed the initial NTE amount…