ESBD_375574_1726520126143_SOL_ADD_2_24R0019435.pdf

Procurement and Contract Services

Revised-March 10, 2015 PCS form 004

ADDENDUM OF SOLICITATION

1. SOLICITATION NO.

405-24R0019435

2. ADDENDUM NO.

3. EFFECTIVE DATE

09/16/2024

4. ISSUED BY

Department of Public Safety Procurement and Contract Services 5805 North Lamar Blvd. Bldg. A 1st floor Austin, Texas 78752

5. NAME AND ADDRESS OF OFFEROR

6. The above numbered solicitation is amended as set forth in Item 7. The hour and date specified for receipt of Offers is extended, is not extended.

Offers must acknowledge receipt of this addendum prior to the hour and date specified in the solicitation or as amended, by one of the following methods:

(a) By completing Items 5 and 8, and returning 3 copies of the addendum; (b) By acknowledging receipt of this addendum on each copy of the offer submitted; or (c) By separate letter or e-mail which includes a reference to the solicitation and addendum numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER.

If by virtue of this amendment you desire to change an offer already submitted, such change may be made by e-mail or letter, provided each e-mail or letter makes reference to the solicitation and this addendum, and is received prior to the opening hour and date specified.

7. DESCRIPTION OF ADDENDUM: The purpose of this addendum is to updated Statement of Work.

Statement of Work Section 2 – Contract Term has been updated to reflect 5-year contract length to December 1, 2024 through November 31,2029.

Except as provided herein, all terms and conditions of the solicitation, as heretofore changed, remain unchanged and in full force and effect.

8a. NAME AND TITLE OF SIGNER (Type or Print)

8b. OFFEROR

(Signature of Person Authorized to Sign) Date Signed

DEPARTMENT OF PUBLIC SAFETY

PREVENTATIVE MAINTENANCE AND REPAIRS FOR SECURITY SCREENING X-RAY

UNITS

STATEMENT OF WORK

Purpose:

The Department of Public Safety (DPS) is soliciting bids for an onsite annual preventative maintenance and as needed service repairs for all parts and labor on nine Security Screening X-Ray Units, Unit Model HS-6040i.

Contract Term:

through 202

Location:

State Capitol Building 1 00 North Congress Avenue Austin, Texas 78701

Equipment:

HS-6040i Security Screening X-Ray Units Serial Numbers: 60159, 60155, 60156, 60157, 60158, 60160, 60161, 60162, 60163

Requirements:

Contractor must provide all management, tools, supplies, equipment, parts and labor necessary to maintain, repair, and inspect the HS-6040i Security X-Ray Units in a manner that will ensure continuous and safe operation.

Contractor must maintain all associated equipment within original manufactures specifications to include annual inspections and preventative maintenance, parts replacement and repairs necessary to keep all equipment 100% operational.

Contractor must provide an initial assessment to determine the cause of failure, determine a course of corrective action, and notify DPS of outcome and repair timeline. No work will be authorized without the authorization of the DPS Contract Monitor or designated representative.

Contractor must provide a written report of work accomplished and comprehensive listing of items being repaired or installed as required.

Complete all repairs to the items found to be broken, defective or in need of repair. Repairs must be made according to manufacturer’s safety guidelines.

Contractor will be responsible and liable for damage to DPS’ HS-6040i Security Screening X-Ray Units or property caused by the fault and/or negligence of the Contractor.

Contractor will be responsible for removal and disposal of all waste as a result of installation, repair and maintenance work.

Contractor must ensure its inspection includes verification that all serviced parts, equipment, materials and supplies are working properly.

Upon arrival at the location, the Contractor will check in with the designated DPS contact person prior to beginning work.

Contractor must be available on-site during normal business hours, Monday through Friday, 8:00am to 5:00pm.

Contractor must be able to provide tech and help desk support 24 hours, 7 days a week.

Contractor must be able to provide on-site response time within 36 hours of notification from DPS.

Contractor must be able to provide parts assurance within 36 hours.

Contractor must cover all parts, to include X-ray tube/generator.

15. Contractors costs must cover all labor, travel time and travel expenses.

16. Contractor must provide certified technicians to perform work on the HS-6040i Security Screening X-

Ray units.

17. Contractor must provide documentation with bid response of certification and experience in providing services on Model HS-6040i units.

18. Contractor must notify the DPS contact person prior to leaving the premises.

6. Annual Preventative Maintenance:

1. Contractor must provide, but not limited to the following annual preventative maintenance inspection to include an annual radiation survey per unit on the HS-6040i Security Screening X-Ray Units as requested by DPS:

2. Perform but not limited to complete operational and calibration procedures.

a. Posting and instructions:

i. State “Notice to Employees” Document posted

ii. Operators Instruction Manual on Location

iii. Certificate of X-ray Machine Registration on Location

iv. Cabinet X-ray Machine Maintenance Schedule Available

b. Warning Lights and Indicators:

i. Warning label present at controls stating: “Caution: X-rays Produced When Energized”

ii. Warning labels present at ports stating: “Caution: Do Not Insert Any Part of the Body When

System is Energized, X-ray Hazard

iii. Two indicators labeled “X-ray ON” Present at Controls

iv. At least one indicator, marked “X-ray ON”, is visible from each port, door, and access panel

c. Interlocks:

i. The key for the key actuated control cannot be removed in any mode that allows x-ray generation

ii. All doors and access panels that were tested prevent generation of x-rays

iii. The use of the ON Control is necessary to resume operation of x-rays following interruption of x-ray generation

d. Ports and Apertures:

i. Some part of the body can be inserted through a “Port” into the primary beam

ii. Some part of the body can be inserted through an “Aperture”

e. Baggage Inspection Units:

i. Means provided to ensure operator presence at the control area which permits surveillance of all ports and doors during x-ray generation

ii. Means provided to the Operator for terminating exposures of greater than one-half second and preventing additional exposures of less than one-half second

f. Leakage Radiation:

i. X-Ray machine settings

g. External Surface Exposure Rates in uR/hr:

i. Top of unit

ii. Bottom of unit

iii. Operator side

iv. Non-Operator side

v. Entry top of curtains

vi. Entry bottom of curtains

vii. Entry under conveyor bed

viii. Exit top of curtains

ix. Exit bottom of curtains

x. Exit under conveyor bed

xi. Highest External Surface Exposure Rate Reading

xii. All External Surface Exposure Rate Readings are less than 500 uR/hr in accordance with 21

CFR 1020.40

xiii. Background Reading: ? uR/hr

7. Pricing:

1. HS-6040i Security Screening X-Ray Units annual preventative maintenance as per statement of work must include all labor, parts and materials.

2. Hourly labor rate for service repairs.

3. Provide discount percentage on all parts and materials needed for repairs.

a. Percent discount will apply to all OEM and aftermarket parts.

b. Contractor will have the percent discount on all invoices and have the change in price clearly shown on the invoice.

4. Costs will remain the same on all parts and labor rates in the event DPS increases or decreases the total amount of Security Screening X-Ray units to be serviced.

8. Pricing Adjustment

1. Costs must remain firm during the initial term of the Contract. However, Contractor is required to immediately implement any price decrease that may become available. Contractor must notify DPS in writing so that DPS may update the Contract. If Contractor requests a price increase after the initial term, it must send such request to DPS for consideration prior to renewal period. Price increase will not exceed more than 6.5% of current contract. Contractor must provide supporting documentation as justification for the request.

Contractors should send notification of price decreases or requested increases by email to Contract Administrator and Contract Monitor listed on Purchase Order.

End of Section