Attachment 1- SOW -Extended Warranty for Pallet X-Ray Machine.pdf

STATEMENT OF WORK

• Statement of Work outlines the requirements and expectation for maintenance and support services to be provided for the Astrophysics XIS-1517DV 200kV X-Ray Inspection System located at the ATF National Services Center, Martinsburg, WV.

Background

• The Astrophysics XIS-1517D 200kV was originally purchased in 2017. The contract is for a maintenance and support services. This machine has exceeded the warranty period and due to the overall cost of the machine, requires service, maintenance and potentially repairs. The machine is currently operational and is not exhibiting any evidence of mechanical malfunction or failure. The XIS-1517D 200kV is a dual-view X-Ray Inspection System (XIS) designed for cargo screening. The system features a heavy-duty roller bed only 38.3 cm (15”) above the floor, convenient for loading and unloading freight. Its dual 200kV generators provide 52 mm of steel penetration and clear high-resolution images.

• Description of the requirement: This resultant award from this SOW will be a Firm- Fixed Price (FFP) contract.

• Purpose/relationship to other projects: Contract to ensure current Pallet X-Ray Machine has access to an extended warranty for annual and required service and repairs.

• Background materials: The Astrophysics XIS-1517D 200kV was originally purchased in 2017. The contract is for a maintenance and support services. This machine has exceeded the warranty period and due to the overall cost of the machine, requires service, maintenance and potentially repairs. The machine is currently operational and is not exhibiting any evidence of mechanical malfunction or failure. The XIS-1517D 200kV is a dual-view X-Ray Inspection System (XIS) designed for cargo screening. The system features a heavy-duty roller bed only 38.3 cm (15”) above the floor, convenient

• Loading and unloading freight. Its dual 200kV generators provide 52 mm of steel penetration and clear high-resolution images

Objectives

• Goals and objectives of the contract effort:

o The primary objective of this contract is to maintain the operational efficiency, safety, and reliability of the Astrophysics XIS-1517DV 200 kV throughout the contract period. The services rendered will ensure the equipment operates at optimal performance levels, adhering to the manufacturer’s specifications and industry standards. Services will include but not limited to preventive maintenance, emergency repair, software updates and technical support.

• Intended use of the results or end products:

Scope

• Scope of the contract: The service provider agrees to provide the following:

o Preventive Maintenance: Certified technician to provide an on-site visit one time per year to perform preventive maintenance activities to ensure the X- Ray system functions correctly and is safe to operate. To include but not limited to the following: maintenance and support services to be provided for the Astrophysics XIS-1517DV 200kV X-Ray Inspection System located at the ATF National Services Center, Martinsburg, WV.

Tasks

• Visual Inspection:

o Check for any visible damage, wear, or loose connections on the machine exterior.

o Inspect cables and cords for fraying or damage.

o Examine the collimator field for alignment and accuracy.

• Functionality Checks:

o Verify proper operation of all controls and buttons.

o Test movement of the X-ray tube and detector assembly.

o Assess image quality using a standard phantom.

• Cleaning Procedures: Properly clean the interior of the X-ray tunnel to remove dust, debris, and any potential contaminants that could affect image quality or system functionality.

o Clean the X-ray tube housing, collimator, and detector surface with appropriate cleaning solutions.

o Clean the control panel and external surfaces.

o Remove dust and debris from internal components (where accessible).

• Calibration Checks: Performing periodic calibrations to ensure the X-ray machine is producing accurate images and detecting objects at the required sensitivity level.

o Verify kVp accuracy.

o Check mA output.

o Validate image quality parameters (contrast, density). Utilize standardized test objects (like "step wedges") to verify the system's ability to accurately identify different densities and materials.

o Assess radiation field size and alignment. Monitor radiation levels to ensure they are within safe operating limits.

• Component Inspections: Checking critical components like the X-ray tube, high voltage cables, belts and rollers, and cooling system for signs of wear or damage.

o X-ray tube: Check for signs of wear, filament integrity, and cooling function.

o Detector: Inspect for damage, pixel integrity, and battery status (if applicable).

o Power supply: Monitor voltage and current stability.

o Mechanical components: Check for proper functioning of motors, gears, and belts.

o Inspecting and lubricating conveyor belts and rollers to maintain smooth movement of cargo through the scanner.

o Emergency Repair Services: Provide on call emergency repair services with guaranteed response time of 24 hours for any issues that affect the system’s operational capability.

o Software Updates: Implement required software updates and upgrades as released by Astrophysics, ensuring compatibility and improved functionality of the XIS-1517DV X-Ray System.

o Technical Support: Offer technical support and troubleshooting via phone, email, or in-person visits. Support availability from 7:30 AM-4:00 PM Eastern local time, Monday through Friday, excluding federal holidays.

o Training: When new functions are added to the Astrophysics XIS-1517DV 200kV, training sessions will be provided for the customer’s personnel that operate the system.

o Documentation and Reporting: Provide detailed service reports and maintenance log after each preventive maintenance or repair call.

o Replacement Parts: The contractor shall provide for all replacement parts and pay for or reimburse the Government the cost of shipping these parts to Martinsburg, WV, ATF National Service Center. All defective parts replaced by the contractor shall be removed and disposed of properly by the contractor.

Delivery

• Delivery or Deliverables o All information and data related to this project that the contractor gathers or obtains will be both protected from unauthorized release and considered the property of the government. The contracting officer will be the sole authorized official to release in writing any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract.

o Press releases, marketing material, or any other printed or electronic documentation related to this project must not be publicized without the written approval of the contracting officer.

• Meetings o For all meetings, the contractor will be responsible for providing meeting materials, and administrative and facilitation support. Meetings will be conducted at either the Martinsburg, WV ATF National Service Center, or through an alternative method of communication (such as a teleconferencing), as approved by the contracting officer.

o Post-Award Kickoff Meeting Within 14-30 business days of contract award, the government will conduct a post-award kickoff meeting.

o Intermittent Project Status Reviews

At the sole discretion of the government, intermittent project status reviews may be conducted on an informal basis (by telephone or teleconference) or in person at the Martinsburg, WV, ATF National Service Center at the discretion of COR or site representative

• Government-Furnished Property, Material, Equipment, or Information (GFP, GFM, GFE, GFI)

• Government Furnished Property/Equipment/Information o The Government will provide the facilities, equipment, materials, and/or services listed below:

• The Government will NOT provide any equipment, parts, tools or services to assist in the repairs or the replacement of parts during the repairs.

• All-inclusive warranty excluding wear and tear, all parts, labor, travel, and shipping.

• Special Material Requirements and Considerations o The contractor shall respond and provide technical support within Twenty-four

(24) hours of initial notification of an inoperable x-ray machine, Monday – Friday

7:30 AM – 4:00 PM.

o All-inclusive warranty excluding wear and tear, all parts, labor, travel, and shipping.

o One annual preventative maintenance includes a radiation survey. The contractor shall provide a copy of the annual radiation survey to the Contracting Officer (CO) and technical representative, in contractor format, as well as affix a copy to the machine.

o The Servicing Technician is trained, certified and approved by Astrophysics, Inc.

o The contractor shall provide a preventive maintenance plan to the Contracting Officer (CO) and technical representative, in contractor format. The plan shall include annual radiation surveys and one time per year inspections schedule of each machine.

o Martinsburg, WV, ATF National Service Center Security Office POC at location prior to performance of any maintenance services. A list of technical representatives and POCs will be provided by the Government and will be updated, as required.

• Place of Performance o ATF National Services Center o 244 Needy Road

Martinsburg, WV 2540

• Period of Performance The period of performance shall be one (1) Base Year of twelve (12) months and four (4) twelve

(12) month option years.