DRAFT SOW - Xray Machine Maintenance 2026 07 24.pdf

STATEMENT OF WORK/PERFORMANCE WORK STATEMENT

FY26 X-RAY Maintenance

July 24, 2026

I. BACKGROUND INFORMATION

The Office of Facilities and Property Management (OFPM) serves as the focal point for the safe and reliable management and operation of NIST facilities. We are committed to providing effective services and programs that support staff and researchers in fulfilling the NIST mission.

OFPM manages and oversees more than 1,300 acres and 4.6 million gross square feet of NIST facilities in Gaithersburg, MD; Boulder, CO; Ft Collins, CO; Erie, CO; and Kauai, HI, ensuring optimal responsiveness to the needs of NIST’s technical and support programs. This acquisition is for a manufacturer-certified preventative maintenance and repair service contract for the Astrophysics Inc X-Ray Machine utilized by the Facilities Service Division Package Services Group. This requirement ties directly into NIST’s broader goal to "ensure national security".

Continuous mail screening prevents dangerous materials from compromising the safety of NIST's critical infrastructure, researchers, and scientific measurement

II. PURPOSE

NIST Facilities Services Division/Package Services Group requires regular scheduled maintenance and repair on the Astrophysics Inc X-Ray Machine. The X-ray machine is critical for daily operations, screening all incoming mail, packages, and freight. Without regular maintenance and service, we compromise our ability to detect explosives, bioterrorism threats, and contraband, severely increasing the security risk to the NIST campus.

PLACE OF PERFORMANCE

Work will be performed at the NIST Gaithersburg Maryland Receiving location at 100 Bureau Dr Building 301/ B185 Gaithersburg MD 20899.

Regular Business Hours Regular business hours are Monday through Friday, 7:00am to 4:00pm Eastern Time, excluding Federal holidays and NIST closures.

PERIOD OF PERFORMANCE

The period of performance shall be 12 months, beginning on the date of award.

III. SPECIFIC REQUIREMENTS

TASKS

The work requirements for this project are as follows:

Task 1 Regular Maintenance Schedule The Contractor shall:

1.1 Establish a regular maintenance schedule for Astrophysics Inc. XIS-1080 Midsize X-Ray Inspection System

1.2 Schedule maintenance annually.

1.3 A copy of the schedule will be given to the COR for this contract for their records and scheduling.

Task 2 Schedule Maintenance The Contractor shall:

2.1 Notify the COR 48 hours before the scheduled maintenance.

2.2 Provide COR with the name of the technician performing the maintenance so that COR can enter the name into the NIST visitor registration system.

2.3 Provide COR with a written request for any special requirements needed for service.

Task 3 Preventative Maintenance The Contractor shall:

3.1 Notify the COR 48 hours before the scheduled maintenance.

3.2 Provide certified technician to perform service and labor

3.3 Clean all instruments

3.4 Perform recommended system repairs and replace them with OEM replacement parts

3.5 Conduct radiation safety survey

3.6 Repair services; each report shall include name of the service engineer, date(s) of service, description of service required, description of service performed (including parts and labor), and time log.

3.7 Reports must be submitted to the NIST COR within two (2) business days of maintenance service completion.

Task 4 Full On-Site Maintenance Service The Contractor shall:

4.1 Provide certified technician to perform service and labor

4.2 Inspect the Astrophysics Systems and system must function according to manufacturer’s specifications and applicable controlling standards during the maintenance period, unless maintenance and repairs are conducted.

4.3 Perform labor for needed repairs

4.4 Response time shall not exceed two (2) business days when a site visit is necessary, or one (1) business day if telephone support is required.

4.5 Provide 24 hours a day, 7 days a week, telephone support.

4.6 Field service reporting shall be conducted for documenting all on-site visits for maintenance or repair services; each report shall include name of the service engineer, date(s) of service, description of service required, description of service performed (including parts and labor), and time log. 4.6 Reports must be submitted to the NIST COR within two (2) business days of maintenance service completion.

Task 5 Safety on the NIST Campus NIST is committed to maintaining a work environment that safeguards the public and the environment, as well as personnel and property.

If the award requires construction, demolition, excavation, renovation, or other work for which the contractor directs and oversees contractor personnel (including subcontractors) at NIST-owned and operated sites, the contractor shall:

Provide a detailed, site-specific Safety Plan to the contracting officer within 7 days after award that describes how the contractor will maintain a safe work environment and comply with applicable Occupational Safety and Health Administration (OSHA) standards, as well as with applicable state and local laws, standards, and codes.

The Safety Plan shall specify how the company’s policies and practices will comply with each of the applicable standards, laws, and codes.

The contracting officer will provide written comments regarding the plan to the contractor within seven (7) days of receipt and will require the contractor to submit a revised safety plan within seven (7) days after that to the contracting officer for their review. This cycle may be repeated, if necessary, until the contracting officer determines the safety plan to be acceptable.

Reference:

See NIST’s Contractor Safety Program for required elements of Contractor Safety Plans.

Task 6 Safety-Related Equipment The Contractor shall provide all safety-related equipment required to perform the work under this award, including personal protective equipment (PPE) and other equipment that is required or appropriate to protect contractor personnel and other personnel on the NIST campus.

Contractor-provided personal protective equipment shall include, at a minimum, hard hats, safety shoes, safety glasses (prescription or standard), respiratory protection (powered air purifying respirator or full-face mask respirator), high visibility clothing and gloves that meet applicable OSHA standards for PPE.

Task 7 Training The Contractor shall:

7.1 Provide safety-related training required by applicable OSHA, state and local regulations or standards to affected contractor personnel (including subcontractor personnel) that perform work under this award. Such training may include, for example, training for proper use of PPE, respirator use, fall protection, crane operation, forklift operation;

electrical safety, or other safety-related topics.

7.2 Maintain records of safety training provided to contractor personnel (including subcontractor personnel) that perform work on this award. The contractor shall make those records available to the contracting officer, contracting officer’s representative for the award, or other authorized personnel within 7 days of receipt of their written request, and annually thereafter or upon request.

7.3 Require contractor personnel (including subcontractors) to attend required NIST-specific health or safety training that is or if required by the award.

Task 8 Health Hazard Assessments and Medical Evaluations The Contractor shall provide required health hazard exposure assessments, medical evaluations and screenings, and exposure monitoring required by applicable OSHA requirements. Ensure PII information is protected.

Task 9 Homeland Security Presidential Directive (HSPD)-12

The Contractor shall (and/or any subcontractor) and its employees who require physical access to NIST facilities or logical access to NIST IT networks or systems must comply with Homeland Security Presidential Directive (HSPD)-12, Policy for a Common Identification Standard for Federal Employees and Contractors; OMB M-05-24; OMB M-19-17; FIPS 201, Personal Identity Verification (PIV) of Federal Employees and Contractors; NIST HSPD-12 policy; and Executive Order 13467, Part 1 §1.2.

Roster The Contractor (and/or any subcontractor) shall submit a roster by name, position, e-mail address, phone number and responsibility, of all staff working under this acquisition where the Contractor will develop, can access, or host and/or maintain a government information system(s).

The roster must be submitted to the COR and/or CO within 14 days of the effective date of this contract. Any revisions to the roster as a result of staffing changes must be submitted within 14 days of the change. The COR will notify the Contractor of the appropriate level of investigation required for each staff member. If the employee is filling a new position, the Contractor must provide a position description and the Government will determine the appropriate suitability level.

Position Sensitivity Designations Requirement All Contractor (and/or any subcontractor) employees must obtain a background investigation commensurate with their position sensitivity designation that complies with Parts 1400 and 731 of Title 5, Code of Federal Regulations (CFR).

The following position sensitivity designation levels apply to this solicitation/contact: LOW

IV. GENERAL REQUIREMENTS

REQUIREMENTS FOR CONTRACTOR PERSONNEL

Safety: The Contractor employee must be responsible for knowing and complying with all installation safety prevention regulations. Such regulations include, but are not limited to, general safety, fire prevention, and waste disposal.

Security: NIST is a restricted campus. An identification badge is required for access for entry into buildings and is shown to the armed Security Police when entering the campus.

The Contractor(s) shall be on the NIST grounds between the hours of 7:00 a.m. and 4:00 p.m. (normal work hours) After hours work will require a government escort 100% of the time.

A. Contractors employed under this contract must have official legal status in the U.S. Before the employment of any foreign national at the contract work site, the Contractors must have such employees approved by the service of the Security Office in consultation with the Department's Office of Security by the National Security Threat List. The name, country of citizenship, and employer for each Contractor and subcontractor's employee (visitor) working on the NIST site shall be submitted to the COR for review three days before the work date.

B. Contractor personnel may be required to always wear identification badges on the NIST grounds, as determined by the Contracting Officer. The contractor will be required to complete a Department of Commerce background check.

C. Gate “F” at the NIST site shall be used for material supply and personnel by the Contractor and subcontractors unless otherwise directed by the COR. The gate “F” will be open from 7:00 a.m. to 3:30 p.m., Monday through Friday inclusive. Special arrangements may be made through the Contracting Officer for normal access, material supply, and/or overtime beyond these hours or on Holidays.

D. The Contractor and the employees and subcontractors shall become familiar with and obey all NIST Site Regulations, including fire, traffic, and security regulations. All personnel employed on the site shall keep within the limits of the work (and avenues of ingress and egress) and shall not enter any restricted areas unless required to do so and are cleared for such entry. The Contractor’s equipment shall be conspicuous and marked for identification

Identification Badges: Contractor employees must comply with NIST identification and access requirements. Each Contractor employee must wear a visible identification badge provided by the NIST Security Office.

Operating Equipment:

Do not turn off, on, or adjust any NIST operating equipment without prior authorization from the COR. Work carefully around rotating equipment. Loosely fitting clothing (neckties, dangling jewelry, etc.) shall not be worn when working near rotating equipment. Long hair shall be secured. Some equipment may start automatically. (Note: It may become necessary to implement appropriate lock-out, and tag-out procedures to control hazardous energy sources to ensure that personnel do not activate equipment during investigation, servicing, or maintenance.)

Provisions of NFPA 70E shall be followed when an arc flash hazard exists.

Work Safety:

The contractor shall take all necessary precautions to prevent injury to personnel, the public, building occupants, and damage to property of others. If unsafe work practices are observed, unsafe work may be stopped by the NIST OFPM Safety Officer and/or COR until corrections are made.

Vehicles Access:

Automobiles: Contractor personnel arriving in cars on their first day must check in at the visitor center to receive a temporary badge before proceeding to the project site to obtain a permanent badge. Hours of operation of the visitor center are 6:30 am-5:30 pm. Once in possession of a valid NIST badge, workers may enter via the Main Gate or Gate "F" and proceed to the project site. Note that all automobiles are subject to a random inspection.

Trucks: All Trucks are to enter NIST via the "F Gate” along Muddy Branch Rd.

between 7:00 am and 3:30 pm daily.

No deliveries will be allowed after 3:30 pm. "Trucks “include such vehicles as pick-ups with storage compartments, delivery trucks, delivery vans, and tractor centers. Trucks arriving through Gate F will be directed to building 301 Receiving Department. At Building 301 Receiving Personnel will accept all packages and material.

NIST Truck Inspection Stations hours for this contract are:

7:00 am -3:30 pm at Gate “F” 3:30 pm – 4:00 pm at "A" Gate – (Main gate)

Parking: Loading docks are for loading and unloading equipment and materials. Do not park at or near loading docks or the space between buildings. All Contractor's vehicles and personal vehicles are to use the building parking lots or parking lots designated by the Contracting Officer for construction contractors. NIST Police will issue Federal parking tickets for contractor vehicles not parked in designated construction contractor parking spaces.

Speeding: The NIST speed limit is posted on the campus. If a speeding ticket is issued, The offender may be required to appear in Federal Court.

Responsibility: When deliveries are made, the Contractor is responsible for providing information and directions to the driver to proceed to the work area and for unloading.

NIST will not be responsible for delivering contractor materials to the project site or for unloading materials.

V. SCHEDULE OF DELIVERABLES

Deliverable Number Description Format Due Date

Quantity

1 Radiation Safety & Compliance Report (Leakage, Collimator, HVL, kVp/mA, Timer)

Excel

Yearly 1 Report

2 Electrical & Mechanical Inspection Log (Cables, Structural, Brakes, E-Stops)

Excel Yearly 1 Log

3 Image Quality & Calibration Record (Detector, Artifacts, Grids, Monitors)

PDF Yealy 1 Record

4 Routine Maintenance & Cleaning Checklist (Cooling, Tracks, Disinfection)

Excel Yearly 1 Checklist

Standards of Acceptance: The NIST POC or COR shall review all the above deliverables and respond with an acceptance or request for revision email to the Contractor Point of Contact (POC) within 14 days of receipt of deliverable. This section applies to deliverables which must be reviewed and approved for acceptances (e.g., draft plans, drawings, etc.) .

VI. PAYMENT SCHEDULE

The Contractor will be paid, in accordance with the payments clause in the contract and as otherwise noted in this document, upon receipt of a proper invoice.

The Contractor shall submit a draft invoice to the COR for review prior to submitting in accordance with the payments clause in the contract.

Quality Assurance Surveillance Plan (QASP)

Required Services (Tasks )

[1]

Performance Standards

Acceptable Quality Levels (AQL)

Methods of Surveillance

Incentive / Dis incentive (Impact on Contractor Payments )

Preventive Maintenance

(PM)

Conduct a ll s cheduled PM tasks by manufacturer specifications .

100% compliance with s cheduled PM intervals .

• Maintenance log audits

• Equipment downtime tracking

5% reduction in monthly s ervice fee for any mis sed or delayed PM window.

Radiation Safety Compliance

Perform annual radiation leakage and safety surveys .

100% compliance with s ta te and federal FDA/NRC regulations .

• Government inspection reports

• Safety certificate reviews

Immediate contract cure notice:

withholding payment until certification is achieved.

Calibration & Image Quality

Calibrate kVp, mA, and timer s ettings for optimal image resolution.

Variance mus t not exceed ±5% of manufacturer baseline.

• Periodic random tes ting

• Phantom image reviews

• Radiologis t feedback

$500 penalty per machine found out of calibration during random spot-checks .

Emergency Repair Response

Respond to emergency repair calls within specified window.

On-s ite technician arrival within 4 hours of call.

• Service ticket times tamps

• Facility coordinator logs

$150 credit to the client for every hour response time is exceeded.

Reporting & Documentation

Submit accurate compliance and service reports .

Reports delivered within 5 bus ines s days of s ervice.

• File reviews

• Date-s tamp tracking

$200 credit per report submitted after the deadline.

Subcontractor Management

Ensure third-party technicians hold valid OEM certifications .

100% of technicians mus t be fully credentia led.

• Credentia l audits

• Random badge checks

Removal of uncertified personnel from premises ;

suspens ion of affected invoices .

https://fallschurchva.gov/DocumentCenter/View/10915