X-ray_Service_SOW.pdf

United States Marshals Service X-ray Service

Statement of Work

Objective:

The intent of the United States Marshals Service (USMS) Office of Security Systems (OSS) is to procure an Annual X-ray Service Contract for approximately 375 select X-ray machines. The quantity of units requiring service will decrease each year. The factors that will directly affect the decrease in quantity are USMS availability of funding and the individual unit’s amortized value. The equipment is currently in use at U.S. Courthouses and federally owned or leased facilities within the Continental United States (CONUS) and Outside the Continental United States (OCONUS). The equipment enhances the personal protection of the Federal judiciary, personnel and property. X-ray units are used for the detection of contraband (weapons, explosives, etc.) concealed within personal items being brought into these facilities.

The select machines vary in quantities of Smiths Detection X-ray machines series 6040, 6046 and 7555 and are subject to change at the government’s discretion and/or mission requirements.

Changes include, but are not limited to, increasing and decreasing unit counts and shall be provided in writing by the USMS to the contractor.

Requirements and Qualifications:

Submissions shall meet the following minimum capabilities:

1. Resources: The contractor shall provide technicians, to include sub-contractors, who are trained and certified on the select Smiths Detection X-ray machines series 6040, 6046 and 7555. Contractor shall provide evidence that their resources have a sufficient number of technicians or subcontractors to respond to service calls, CONUS and OCONUS. The contractor, as well as any sub-contractors, shall not employ any person to work on this contract that is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the site and its population. All contractor personnel working on this contract shall be able to read, speak, and understand the English language. All contractor personnel shall provide personal and company identification at service performance.

2. Response Time: Upon notice of service requirement, the contractor has five business days, excluding federal holidays, to provide the necessary parts and complete the necessary repair(s), unless otherwise authorized by local USMS point of contact (POC) or USMS Contracting Office Representative (COR). All services must be completed during local business hours.

3. Pricing Structure: The services shall be priced as per unit on an annual basis. In the event that a unit is added/deleted to the select Smiths Detection X-ray machines series 6040, 6046 and 7555 listing, the unit shall be prorated based on the remaining months in the annual contract.

Statement of Work

4. Parts Availability: Contractor shall demonstrate in writing their ability to acquire and install parts and software with USMS specific configurations that may be required to service select X-ray equipment.

5. Parts Shipping: The contractor is responsible for the shipment of any parts to and from the location, including any incurred costs. Core charges for parts are not to be included in service quotations and/or invoice costs as the contractor shall ensure that core returns are fully coordinated by them.

6. Services Definition: Contractor services shall include labor, technical support, troubleshooting analysis, diagnostics, travel expenses, all replacement parts and software that is required for each service call. The service contract line item numbers (CLINs) identified as requiring USMS COR approval prior to performance shall be funded on individual task orders on an as needed bases.

7. Standards: Contractor shall ensure X-ray units are serviced at USMS and manufacturer operational standards. The contractor shall adhere to health and safety regulations in accordance with state and federal guidelines.

8. Coordination: Contractor shall be responsible for coordinating with the USMS POC (local USMS Judicial Security Inspector (JSI) or approved local alternate USMS personnel). Location visits shall be coordinated with USMS POC at least one business day prior to arriving on site. The contractor shall be able to provide a copy of current insurance certification(s) within five business days to Building Manager if requested.

9. Contractor Point of Contacts: Contractor shall provide to the USMS COR at least one primary and one alternate contractor point of contact with direct contact information to include individual email addresses and direct phone lines with voicemail.

10. Security and Safety: USMS machine settings, specific site locations and contacts as well as install design and layouts on a need to know basis. Contractors shall be escorted at all times by USMS personnel and be limited to the X-ray equipment work area.

Contractors shall not be allowed to access Federal IT Systems. All contractors are to wear appropriate personal protective equipment when working on USMS X-ray equipment. Contractor employees are prohibited from possessing weapons, firearms, or ammunition, on themselves or within contractor-owned vehicles while on site.

11. Warranty: The Contractor shall warranty all service performed for a minimum of 90 days from the time a unit is serviced. The warranty shall be inclusive of all parts, labor, travel and other miscellaneous costs. Warranty services shall adhere to guidance identified under ‘Response Time’.

Statement of Work

Deliverables:

Contractor shall provide the following deliverables and electronically send them to the USMS COR at X-ray.OSS@usdoj.gov.

1. Service Report (Per Event): A service report shall be provided to the USMS POC and COR within 10 working days after service is provided. Each report shall include at a minimum the following:

a. The words ‘service report’ identified on the document;

b. Service quotation number;

c. Date requested by USMS;

d. Date sent to USMS;

e. Date of quotation expiration (no less than 30 days);

f. USMS POC information and machine address;

g. Identify the reason for the service quotation;

h. Machine model and serial number;

i. Identify applicable CLINs;

j. Quantity of the part(s) or labor hours and cost;

k. Date service was provided;

l. Corrective Action Taken;

m. Labor hours performed;

n. Itemized description(s) and price of ‘Other direct costs’;

o. Part number(s) (if applicable);

p. Total service costs; and

q. USMS personnel signature, Technician’s name and date.

2. Monthly Report: A monthly report due to the COR by the 10th day of every month identifying the machines serviced, year to date. Each report shall include at a minimum the following:

a. Machine location address;

b. Machine model and serial number;

c. Date service call was received;

d. Date service was provided;

e. Corrective action taken; and

f. Total service costs.

3. Service Delay Notification (Per Event): Identify in advance of the required response time any possible known delays in service for any location. Notify the local USMS POC immediately and follow up with written/electronic correspondence to USMS COR within two business days stating the reason for the delay.

mailto:X-ray.OSS@usdoj.gov

Statement of Work

4. Invoicing: Partial invoices shall be due to the USMS COR by the 10th day of the following month for a prorated cost for annual contracted services. A final invoice shall be submitted at the end of every period of performance and follow the partial invoice structure. All invoices shall be submitted electronically via email to X-ray.OSS@usdoj.gov. Contractor invoices shall include, at a minimum, the following:

a. USMS COR

b. Billing address (2604 Jefferson Davis Hwy., Alexandria, VA 22301);

c. Copy of individual service reports;

d. Date of invoice submission;

e. USMS contract number;

f. USMS task order number;

g. Tax identification number (TIN);

h. Invoice number;

i. Itemized cost and description listing of billable services and parts;

j. Identify CLIN items per the contract; and

k. Total amount due.

5. Toll-Free Phone Service: Three days after contract award the contractor shall provide a nationwide technical service toll-free (800 or equivalent) telephone number with support available 24 hours a day. USMS shall be able to call this number for technical support and to report machine problem for required service.

mailto:X-ray.OSS@usdoj.gov