Attch1_X-ray Machine SOW 733 AMS.pdf

PERFORMANCE WORK STATEMENT (PWS)

PASSENGER BAGGAGE SCREENING X-RAY MACHINE MAINTENANCE 733d Air

Mobility Squadron (AMS)

1.0. Introduction. The 733d AMS requires preventative/as required maintenance of Astrophysics passenger baggage screening x-ray machines, model XIS-7858, to ensure AMC passenger service agents are not required to hand search all hand-carried and checked baggage to meet USTRANSCOM/AMC passenger baggage screening requirements.

2.0. Background. AFMC purchased 3 Astrophysics passengers baggage screening x-ray machines for the 733d AMS at Kadena Air Base, Okinawa, Japan. There was an initial one year warranty for parts and labor with additional option years of maintenance. In 2019, AMC determined that individual units would procure maintenance on existing machines originally purchased or pursue machine replacement based on current machines age, technology, system life expectancy, and mean time between failures. Due to the decentralization of contract servicing, the 733d is desiring to adopt the previous command-wide maintenance contract. The objective of this PWS is to provide all personnel, equipment, tools, materials, and replacement parts necessary to accomplish preventative/as required maintenance for Astrophysics passenger baggage screening x-ray machines (x-ray machines) at the Kadena AMC Passenger Terminal.

3.0. Description of Services. The contractor shall provide all personnel, equipment, tools, materials, and replacement parts necessary to accomplish preventive/as required maintenance for Passenger Baggage Screening X- Ray Machines (x-ray machines), manufacturer part number XIS-7858.

3.1. The contractor shall ensure that x-ray machines are maintained and fully operational.

3.1.1. Preventative Maintenance. The contractor shall provide preventive maintenance to include initial and annual radiation surveys and one time per year inspections/service in accordance with manufacturers specifications for each machine listed in 7.0, X-ray Machine Location Information.

3.1.1.1. The contractor shall provide a copy of the initial and annual radiation surveys to the Passenger Terminal Point of Contact (POC), in contractor format, as well as affix a copy to each machine.

3.1.1.2. The contractor shall provide a preventive maintenance plan to the Contracting Officer (CO) and the assigned Passenger Terminal POC, in contractor format. The plan shall include the initial and annual radiation surveys and one time per year inspections schedule of each machine.

3.1.1.2.1. The contractor shall provide the initial preventive maintenance plan with their proposal submission and update the plan annually, or as required.

3.1.2. Inoperable Machines Help Desk. The contractor shall respond and provide technical support within two hours of initial notification of an inoperable x-ray machine, Monday – Friday 0700 – 1930 JST.

3.1.3. On-location Preventive Maintenance and Restoration Services. The contractor shall provide all services from 0730 to 1630 (local time), Monday through Sunday, as coordinated with the Passenger Terminal POC.

3.1.3.1. The contractor shall restore capability within 120 hours (5-days) of notification by the Government.

3.1.4. Replacement Parts. The contractor shall provide for all replacement parts and shipping. All defective parts replaced by the contractor shall be removed and disposed of properly by the contractor.

3.1.5. Coordination/Notification of Services. The contractor shall notify the Passenger Terminal POC prior to performance of any maintenance services. A list of POCs will be provided by the Government, and updated as required.

3.1.5.1. The contractor shall coordinate preventive maintenance site visits 60 days prior to scheduled maintenance.

3.1.5.2. The contractor shall coordinate site visits to restore inoperable x-ray machines (reference paragraph 3.1.3.1.) upon notification by the Passenger Terminal POC.

3.1.5.3. The contractor shall coordinate access to Kadena Air Base with the Passenger Terminal POC which may require specific contractor personnel and vehicle documentation be submitted to gain installation access approval.

3.1.5.3.1. The contractor shall be responsible for obtaining and submitting required documentation, with sufficient lead time to obtain installation access approval prior to scheduled preventive maintenance.

3.1.5.3.2. The contractor shall contact the Passenger Terminal POC prior to any services performed to verify the current installation access requirements. Due to ever-changing world events, OCONUS installation access requirements change frequently.

3.1.5.5. The contractor shall request a Letter of Authorization (LOA) from the CO when coordinating site visits, which will be provided to facilitate contractor personnel installation access.

3.1.5.6. The contractor shall notify the COR via email when there is any delay in obtaining site access clearance which prevents them from accomplishing scheduled preventive maintenance or restoring inoperable x-ray machines.

3.1.6. Field Service Report (FSR). The contractor shall provide a FSR, in contractor format, to the COR not later than the fifth calendar day of the month following provided services. The FSR shall clearly identify the work performed and equipment serviced by name, model, serial number, and location; date of time service started and completed, and shall include the printed name and signature of the Passenger Terminal POC and Service Technician. (CDRL A003)

3.1.7. Monthly Status Report (MSR). The contractor shall provide a MSR, in contractor format, to the CO and COR, not later than the fifth calendar day of the month following provided services, which includes completed preventive maintenance, preventive maintenance schedule for the next thirty calendar days, completed required maintenance, pending required maintenance, and any outstanding issues. (CDRL A004)

3.1.8. Items Which May Delay Performance. The contractor shall immediately notify the CO via email of any issues or concerns which may delay performance of scheduled or required maintenance; and, provide the CO weekly updates, every Friday by 1200 CST until the issue is resolved. (CDRL A005)

4.0. Contractor Manpower Reporting.

4.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for HQ AMC/A4TR via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

4.1.1. Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.”

4.1.2. Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

4.1.3. User Manuals. Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals are available at the Army CMRA link at http://www.ecmra.mil.

5.0. Services Summary (SS). The Service Summary (SS) represents the most important contract objectives http://www.ecmra.mil./ http://www.ecmra.mil/ that, when met, will ensure contract performance is satisfactory. While the contractor is fully expected to comply with all requirements in the PWS, the Government’s assessment of contractor performance will focus mainly on the objectives listed in the SS.

Performance Objective PWS Paragraph (s) Performance Threshold

1. Preventive Maintenance 3.1.1. One time per year inspections/service with radiation surveys accomplished within the required time frame 100% of the time

2. Restoration of capability 3.1.2. and 3.1.3.1. Machines restored to full operational capability within the required timeframes 100% of the time

6.0. Deliverable Schedule

CDRL Deliverable PWS Paragraph(s) Due Date

A001 Radiation Surveys 3.1.1.1. Initial and annual following provided services

A002 Preventative Maintenance Plan 3.1.1.2. and 3.1.1.2.1. Presented at proposal submission, updated annually and as required

A003 Field Service Report 3.1.6. Fifth calendar day of each month following provided services

A004 Monthly Status Report 3.1.7. Fifth calendar day of each month following provided services

A005 Issues or concerns which may delay performance of the scheduled or required maintenance

3.1.8. Every Friday by 1200 CST until

the issue is resolved.

7.0. GENERAL INFORMATION

7.1 Contractor Personnel.

7.1.1. The contractor shall provide a Project Manager and Alternate Project Manager who shall be responsible for the performance of work. They shall have full authority to act on behalf of the contractor on all contract matters relating to the daily operations.

7.1.2. Contractor personnel shall present a neat professional appearance and be easily recognizable as contractor personnel.

7.2. Performance of Work on Government Premises. Contractor personnel shall, at all times, conspicuously display a distinctive badge provided by the contractor, identifying personnel as employees of the contractor, and shall observe and otherwise be subject to security regulations in effect for the particular premises involved.

7.2.1. The rules and regulation of the installation where services are performed shall apply to all contractor employees while on the premises. These regulations include but are not limited to: presenting valid identification for installation entrance, obtaining and using vehicle passes for all contractor-owned or privately owned vehicles, obeying all posted directives, and strict adherence to Security Forces directions.

7.2.1.1. Performance of work on Government premises shall be confined to the area(s) specified by the Government POC at each location.

7.2.2. The contractor shall obtain all approvals, permits, licenses, and host installation letters of agreement, including, but not limited to, those required by facility, site and installation commanders, governing authorities, and US/Foreign Government/Military Agencies. NOTE: Several installations/sites are controlled by Foreign Government agencies.

7.3. Safety. The contractor shall comply with the latest applicable Federal Occupational Safety and Health Administration, state, and local safety and health standards; as well as, the contractor’s technical publications, policies, management plans, and requirements regarding personnel health, and occupational/operational safety.

7.3.1 The contractor shall ensure work performed does not expose personnel or property to hazards, risk of injury or damage. The Passenger Terminal POC or any operating personnel may cease operations immediately if an unsafe act is observed, or a dangerous situation is believed to exist.

7.4. Quality Programs. The contractor shall utilize their commercial quality control program and procedures to identify prevent and ensure non-recurrence of defective services. Through implementation of the contractor's Quality Control program and procedures, the Government shall receive quality services meeting the requirements of this contract.

7.5. Relations with Host Countries. In the interest of assuring and maintaining the highest order of foreign and diplomatic relations in the host country, the contractor is enjoined from having any direct or indirect negotiations, dealings, agreements, business or entreaties with officials of the host government which would have a direct or indirect effort upon accomplishing or performing this contract, and which could be construed by the host government or host country citizens as having been officially or unofficially sanctioned, approved or constructively condoned by the U.S. Government. Contacts by the contractor relating to the above shall be through appropriate U.S. Government channels as prescribed by the contracting officer.

7.5.1. Specifically excluded from the prohibition set forth is the incidental daily contacts of the contractor or his employees which they may reasonably be expected to have in the normal course of travel, daily work, labor disputes, customs, clearance and passport control.

X-ray Machine Location Information

Kadena Air Base, Okinawa, Japan Bldg 3409

Model No XIS-7858 XIS-7858 XIS-7858

S/N ASTKD180MM429 ASTKD180MM430 ASTKD180MM431