X-Ray_Preventive_Maintenance_SOW.doc

DEFENSE THREAT REDUCTION AGENCY

8725 John J. Kingman Road

Fort Belvoir, VA 22060-6201

On-site Inspection Department/J3OS

STATEMENT OF WORK (SOW)

Preventive Maintenance/Radiation Safety Inspection for Smiths Detection X-Ray Machines Date: June 16, 2015 1.

Introduction/Background/Scope: The X-ray machine located at the Technical Equipment Inspection Facility (TEIF) is used to inspect treaty-approved foreign inspection equipment in support of the Chemical Weapons Convention (CWC) Treaty. X-ray machines located at the Points of Entries (POE) are used for treaty support and customs processing of luggage and foreign inspection equipment entering the United States with incoming foreign inspectors. Equipment brought into the POEs is in support of treaty activity under the Treaty on Open Skies, New START and other treaties and agreements. The X-ray machines enable the United States to exercise treaty rights and meet United States Customs requirements, and must be kept in serviceable and ready-to-use condition at all times.

This effort requires the contractor to perform regularly scheduled preventive maintenance (PM) which includes radiation safety checks in accordance with manufacturer’s specifications and unscheduled maintenance at the request of the Government on three Smith Heimann HI-SCAN 100100T-2is X-ray systems. One system is located in the TEIF, 14705D Willard Road, Chantilly, VA 20151; one system is located in the Dulles POE, 44965 Aviation Drive, Dulles Airport, VA 20166; and one system is located in the DTRA/J0XS8, Travis AFB POE, 510 Hickam Ave Bldg 250, Travis AFB, CA 94535.

The work to be performed will enable the Government to meet its treaty obligations of ensuring equipment brought into the United States by foreign inspectors adheres to treaty requirements and poses no safety or security risks, and the treaty limited equipment items are safe to use in the United States and only for their intended purpose.

The Government expects to be able to provide the appropriate security and safety inspections – the ability to safely x-ray foreign inspection equipment – using x-ray systems that function in a safe manner, at the level stated by the manufacturer’s specifications.

The results of the PM will be used to ensure/document the x-ray systems are operating in a safe manner and functioning at the level stated by the manufacturer.

2.

Applicable Documents:

2.1 Department of Defense (DoD) Instruction 6055.8, “Occupational Radiation Protection Program,” December 15, 2009

2.2 DTRA/SCC-WMD Instruction 6055.8, “Radiation Safety Program,” August 8, 2014

2.3 DTRA/SCC-WMD Directive 4715.1, “Environment, Safety, and Occupational Health Program,” May 13, 2011 3.

Tasks or Requirements:

3.1 Service Requirements:

3.1.1 The contractor shall perform scheduled preventive maintenance and unscheduled maintenance on the Smith Heimann HI-SCAN 100100T-2is X-ray systems listed below:

Model #

Serial # Location

100100T-2is

85237

TEIF 14705D Willard Road Chantilly, VA 20151 100100T-2is

87423

Dulles POE, 44965 Aviation Drive Dulles Airport, VA 20166 100100T-2is

85015

DTRA/J0XS8

510 Hickam Avenue, Bldg 250

Travis AFB, CA 94535

3.1.2 The service shall include one (1) preventive maintenance, which includes a radiation safety inspection, on each system per contract year. Unscheduled service shall be performed as necessary at the request of the government. Preventive maintenance may be performed in conjunction with unscheduled service visits. Contractor will provide replacement parts (new) as required on an exchange basis. Unless specifically stated, X-ray tubes are included. All labor, expenses and materials including travel costs are included.

3.2 Preventive Maintenance shall include:

3.2.1 Cleaning of the X-ray unit (i.e. X-ray machine, roller tables, monitors and controller boards).

3.2.2 Completing minor operational and reliability engineering change notices.

3.2.3 Reviewing diagnostics and ensuring the system is operating to the manufacturer’s specifications.

3.2.4 Calibrating and lubricating.

3.2.5 X-ray tubes.

3.2.6 Certified radiation surveys.

3.3 Preventative Maintenance shall not include:

3.3.1 Service, repair or replacement required as a result of misuse, abuse, power fluctuation or failure, strikes, vandalism, accident, fire damage, or operating the system outside of its specified environment or performance conditions.

3.3.2 Cosmetic items not related to the operation of the system.

3.3.3 Reimbursement for materials, parts, supplies, or labor provided by or contracted with a third party.

3.3.4 Rigging or relocating the system.

3.3.5 Operator application training or other instruction on the system.

3.4 Period of Performance The period of performance will be a one-year base period, with four one-year option periods to commence upon date of contract award/acceptance.

3.5 Support Hours

3.5.1 Support Hours for Scheduled Preventive Maintenance Service:

Scheduled preventive maintenance shall be performed during normal business hours, Monday-Friday (8:00 am – 3:00 pm). All service shall be scheduled in advance by mutual agreement. The contractor shall support the Program during the core Government hours of 8 a.m. to 3:00 p.m., 52 weeks a year.

3.5.2 Support Hours for Unscheduled Service:

Unscheduled service shall be performed as required at the request of the government and be scheduled in advance by mutual agreement.

The contractor may be required to provide unscheduled service outside of normal business hours (as stated in 3.1.1) to include weekends or on the holidays listed below:

New Year’s Day Labor Day

Martin Luther King Jr. Day Columbus Day

President’s Day Independence Day

Memorial Day Thanksgiving

Veteran’s Day Christmas

Contractor response time for unscheduled maintenance shall be within 24 to 36 hours after government request.

3.6 Place of Performance

3.6.1 Place of Performance

The contractor shall perform scheduled preventive maintenance (see para 3.2) and unscheduled maintenance on the Smith Heimann HI-SCAN 100100T-2is X-ray systems listed below at the following locations:

Model #

Serial # Location

100100T-2is

85237

TEIF 14705D Willard Road Chantilly, VA 20151

100100T-2is

87423

Dulles POE, 44965 Aviation Drive Dulles Airport, VA 20166

100100T-2is

85015

DTRA/J0XS8

510 Hickam Avenue, Bldg 250

Travis AFB, CA 94535

3.7 Security: No DD 254 is required for this contract; use of local escorts is required during all maintenance periods and must be coordinated in advance with the local POC.

3.7.1 Escort Procedures: A cleared, local POC will escort the technician while on-site.

3.8 Deliverables:

3.8.1 DD Form 1423, Contract Data Requirements List (CDRL):

All deliverables shall be provided in accordance with the attached CDRLs. All deliverables shall include on the cover or first page: Contractor Name, Contract Number, and Order Number (Find it on the face of the award document), and Deliverable Number (When report is prepared several times, as Monthly or Quarterly reports). See attached Contract Data Requirement List (CDRL), DD Form 1423-1, CDRL A001.

3.8.2 Results of preventive maintenance service to include radiation surveys.