Baggage Conveyor Questions Replies Dec 2024.pdf

X-ray Baggage Conveyor Questions

1. Please can you see if you can find and forward the electrical schematic drawings (I think Mitie may have them)

This has been requested from both Mitie and DIO. Awaiting receipt.

2. Please can you also see if you can find and forward the Functional Design Specification (FDS) for the existing Baggage System? This is a very important document that is required so we can understand the Controls logic that makes the system run as it does and allows us to understand the software and controls equipment to integrate the new Conveyor into the existing system and the roller shutter door.

Existing baggage conveyer is a Sovex carousel system and is currently maintained by I-S- Solutions limited. We are currently in communications with company director Mr. Kevin Rose to seek help with obtaining the Functional Design Specification for this system.

3. What finish do you want on the new Conveyor, painted or stainless steel (there is a large cost difference between the two)?

Stainless steel finish is required. Like for like

4. If we were to be successful, what security clearances/requirements would we need to comply with in order to work at Mildenhall?

We would have to provide an escort for you onto the installation daily. Once in the building you would need to remain there until you are escorted off base at the end of each day.

5. Typically, how long does it take to achieve the necessary security clearances, just so we can factor that into our delivery programme?

You would not need to necessarily get a security clearance to carry out this work providing you abide by the escort requirement. A security clearance would take you at least six months to obtain. The building has CCTV, and it monitored in the dispatch office, so you are always on surveillance.

6. What is the timeline of project completion from start to finish?

No mandatory timeline, but the baggage conveyer will be out of operation during the time the work is carried out so the quicker the better. We will perform manual baggage operations during this time. Due to our funding type this need to be completed before July

2024 to ensure the work is billed in WAWF and paid for by the end of the US fiscal year on 30th Sept 2025

7. Should the external section of the conveyor match the width of the internal to maintain operational consistency?

The width of the external section is adequate to function with the larger bags however when the front conveyer goes through the shutter door there is a section used to turn the bag that will need to be widened.

8. Any specific materials and structural changes that’s required to replace the shutter door, including the supporting structure, to meet updated safety and functionality standards?

Materials used can be like for like, there are no preferences, however there should be focus on ensuring there is draft exclusion to reduce the cold coming in from the fleet garage. Our specifications focus on required sizing. A reinforced lintel will probably be required as outlined in the SoW. If structural concerns are present than the proposal should include an amount for a structural engineer to access and provide a solution.

9. What are necessary for the external metal panels and supporting elements to align with the revised design and operational requirements?

As a contractor proposing to install the new baggage conveyer, we would expect you to be able to propose a solution.

10. What is the required spacing between the steps and the conveyor belt to ensure both safety and efficient operation?

These steps are seldom used, however please see comments below on fire safety. If necessary, we will take these steps out of use, but this will not be a requirement as part of the scope of the work requested on this solicitation

11. What is the optimal approach for step removal?

If this was considered a primary exit route in case of fire, then there would need to be 36 inches clearance from the conveyer belt and steps. This is not considered an exit route therefore no adjustment to the steps would be required. There were no notes in the coordination from the fire department when this requirement was routed for approval. We will be contacting the fire department to verify and if required we will get a sub-contractor to remove or adjust the steps.

12. Should this task be addressed within the current project scope, or would it be better managed as part of a separate contract?

If required, it will be managed by a separate contract.

13. How can the conveyor design best balance functionality, safety, and efficient use of available space?

The important element for us is the increased width and the evening out of the drop between the x-ray and baggage belt. Baggage conveyer should measure 1040mm wide by 3360mm long. We have provided the width and length of the available space on the SOW;

therefore, it would be up to the offeror to propose a suitable design which will be reviewed as part of the technical evaluation. An emergency stop button is required to meet safe operations.

14. Specific electrical work is required to support the planned conveyor modifications?

The new baggage conveyer will need to be fully installed to include all electrical connections. We have not specified the make or model of x-ray required that would be down to the offer to source equipment that meets size requirements. Full commissioning of the baggage conveyer would be required to include an overview on operating the new equipment especially if the operation buttons differ from the ones currently in use.

15. Is electric work done by client or contractor?

All electric work should be carried out by a qualified contractor under the contract. The baggage conveyer should be installed and fully commissioned which would require all electrics to be connected. It is even better if the qualified electrician is on the base register held by Mitie.

16. What are the maximum baggage dimensions, weight, and flow capacity needed to determine the appropriate conveyor length and speed?

Only one bag is normally placed on the baggage conveyer at one time. Bags should not normally exceed 100 lbs. per regulation. Bags are 1200mm wide by 1270mm tall.

Baggage conveyers normally have speed settings so the belt speed can be adjusted as appropriate for baggage flow. Length of conveyer is covered in SOW specifications.

17. How much space should be allocated at the exit for baggage collection to avoid congestion?

Generally, the Passenger Service Agents only process one of the large deployment bags at a time so this avoids congestion, however the adjoining area where the front and rear baggage conveyers meet will need to be adapted to the new width requirement as the bag guiders narrow the conveyer channel and would not facilitate a wider bag without a redesign.

18. Should the dimensions of the shutter and exit door exceed the conveyor’s size to facilitate smooth workflow?

The current shutter door matches the width of the existing baggage conveyer, therefore there is no operational requirement to exceed the new size of the conveyer belt. The deployments bags are 1200mm wide by 1270mm tall, therefore a few mm clearance all around them might be beneficial to facilitate a smooth workflow as mentioned.

19. Should the external conveyor width be extended to match the replaced internal segment?

The external conveyer is wide enough to support the larger bags so the only area that would need adjustment is behind the shutter doors where the bags turn to join the external baggage conveyer.

20. What safety requirements must be addressed for the placement of the shutter and exit door, especially to accommodate oversized baggage or meet specific operational criteria?

Since these shutter doors are not going to be directly transited by personnel and are used strictly for baggage to transit through there should be minimal safety requirements. We would expect that your company safety officer would address any safety requirements on the RAMS snd method statements if you are successful in your proposal submission. The current shutter doors open up when the baggage conveyer is turned on, as a minimum therfure should be safety override button for manual operations.

21. Future extension or expansion area needs to be considered?

No, we don’t foresee any future extension or expansion work taking place that would need to be considered for this requirement.

22. Waste removal will be contractor's responsibility.

Per the Sow this is the contractor’s responsibility

4.1 Environmental Requirements

All packing material should be removed from site and disposed of appropriately by the contractor. There will be no access to a dumpster on the installation.

23. Work time at the airport and Passes?

The Passenger Terminal is open from 06:00hrs -18:00 daily to include weekends

24. Fencing & reflectors at the work site is required?

The area around the work being carried out should be cordoned off per safety requirements.

As this is inside no reflectors should be required as there is adequate lighting.

25. Will USAF provide Storage space for material upon arrival?

We do have some storage space within the Passenger Terminal baggage build up area.

With coordination we could store materials in our Freight Warehouse if there isn’t sufficient space available in B598.

26. Is there a floor plan that could be provided?

Yes, see attached.