Statement_of_Work_X-Ray.pdf

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Department of Homeland (DHS) National Protection and Programs Division (NPPD)

Federal Protective Service (FPS)

National Countermeasures Program (NCP) Lease of X-Ray Machines

Statement of Work (SOW)

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1. Background

The Department of Homeland Security (DHS), National Protection Programs Directorate (NPPD), Federal Protective Service (FPS), utilizes x-ray machines to physically screen the personal items and packages of employees, contractors, and visitors to federal facilities for illegal and prohibited items. This equipment will also be used to screen parcel deliveries and mail to federal facilities.

2. Scope

FPS requires a contractor to lease new x-ray machines for FPS designated locations within the Contiguous United States (CONUS) and Outside the Contiguous United States (OCONUS) to include Hawaii, Guam, Puerto Rico, and the U.S. Virgin Islands (see Appendix A).

Additionally, the scope of work herein will include shipping, handling, installation, maintenance, and a service agreement.

3. Technical Requirements

Government Specifications and Standards: The Contractor must provide new x-ray machines consisting of all new parts and software, and must comply with all applicable federal regulations.

X-ray machines must comply with all applicable standards of the American National Standards Institute (ANSI) and Underwriters Laboratories (UL).

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Technical Performance Specifications (Table 1): Below outlines the minimum required specifications and component requirements for each x-ray machine type.

TABLE 1: Technical Performance Specifications Mailroom/Compact

Security Screening Standard/Personnel Security Screening

Midsize Parcel Security Screening

Large Parcel/Loading Dock Security Screening

Wire Gauge Detected (minimum)

38 AWG Standard 39 AWG Typical

39 AWG Standard 41 AWG Typical

40 AWG Standard 41 AWG Typical

36 AWG Standard 39 AWG Typical

Penetration- Steel (minimum)

27 mm Standard 30 mm Typical

35 mm Standard 37 mm Typical

35mm Standard 37mm Typical

27 mm Standard 30mm Typical

X-ray Generator Voltage

<140kV <160kV <160kV <140kV

Tunnel Size must accommodate package sizes indicated

As large as 60 cm wide x 32 cm high (24”w x12”h)

As large as 620mm wide x 459mm high (24.3”w x 18.2” h)

As large as 75.5 cm wide x 55.5 cm high (30”w x 22” h)

As large as 1010mm wide x 1009mm high (39.7” w x 39.6”h)

Minimum Conveyor Load Rating (evenly distributed)

100 kg (220 lbs.) 159.5 kg (351.5lbs.) 160 kg (352 lbs.) 199 kg (439 lbs.)

Software Features Materials Distinction Threat Image Projection (or similar software).

User Training Min 16x Digital Zoom Automatic Image Archive

Materials Distinction Threat Image Projection (or similar software).

User Training Min 16x Digital Zoom Automatic Image Archive

Materials Distinction Threat Image Projection (or similar software).

User Training Min 16x Digital Zoom Automatic Image Archive

Materials Distinction Threat Image Projection (or similar software).

User Training Min 16x Digital Zoom Automatic Image Archive

Maintenance and Service Agreement

Duration of Lease Duration of Lease Duration of Lease Duration of Lease

Film safety ISO 1600 ISO 1600 ISO 1600 ISO 1600 Dimensions (NotIncluding Roller Tables)

Must be less than or equal to 54.3”L x31.4” W x44.1” H

Must be less than or equal to 79”L x 34” W x 50.8” H

Must be less than or equal to 83.5” L x38.8” W x 56.9” H

Must be less than or equal to 141.5” Lx 50.5” Wx76.5” H

Weight No Greater than 772 lbs.

No Greater than 883 lbs.

No Greater than

1287.7 lbs.

No Greater than

2050.5 lbs.

Roller Tables to fit machines (minimum)*

Entrance and Exit

-Short (30” W x 20” L )

-Long (30”W x 40”L)

Entrance and Exit

-Short (30” W x 20” L )

L )

L )

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4. Method of Shipment

The Contractor must use industry best commercial practices for shipping and must remain in compliance with all applicable local, state and federal regulations.

5. Delivery and Installation of New Equipment

Leases will be ordered for a period consisting of one, 12 month base period and when exercised, up to four, 12 month option periods. The order will specify the type of entrance table required (long or short) as well as the exit table required (long or short). Tables shall be factored into the monthly lease price of the x-ray machine. If the wrong size table (s) are specified in the order by the Government, the contractor shall replace the tables within 15 calendar days, after receiving the modification, at no additional cost to the Government.

The Contractor must provide for the necessary shipment and delivery of the x-ray machines, tables and consumable supplies to each location as ordered by the Government.

Delivery must be Free On Board (F.O.B.) destination. Any shipping costs shall be factored into the lease price. For informational purposes only, current locations with x-ray machines are listed in Appendix B.

Delivery and installation time allowances are as follows:

Item Delivery Time Delivery of CONUS x-ray machines NLT 30 days after awarded order Delivery of OCONUS x-ray machines NLT 90 days after awarded order Installation of new unit NLT 24 hours after delivery to location Delivery of X-ray consumable supplies Upon delivery of x-ray machine Begin Onsite User Training NLT 48 hours from installation of x-ray machine

Any equipment delivered outside the required allotted delivery days specified above will incur a late fee deduction of $100.00 per day. The late fee deduction will be taken from the initial invoice submitted against the order.

Installation and Training: Installation of new machines will occur within 24 hours after delivery to the specific locations as listed in the awarded order.

Installation includes setting up all software, hardware, and accessories as well as the removal of all packaging materials from the premises.

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The Contractor must deliver and install x-ray machines between the business hours 8:00 a.m. and 4:30 p.m. (local time), Monday through Friday, excluding Federal holidays unless alternate delivery arrangements were authorized by the COR. Delivery times must be scheduled and confirmed with the authorized ordering official and the local facility points of contact (POC) no less than 3 business days prior to the confirmed delivery and installation dates. These individuals will be specified on the orders issued under this contract.

The Contractor must notify the Contracting Officer’s Representative (COR) in writing confirming they have communicated with the local facility POC. The Contractor will provide the COR with the name and phone number of the local facility POC who confirmed and agreed to accept delivery. Such notification must be made no less than 3 business days in advance of each delivery and installation date. The Contractor will provide a delivery notification in writing to the COR containing the name and phone number of the accepting FPS official.

To avoid interruptions to ongoing security screening operations, delivery and/or installation may be necessary during non-business hours. Specific agency and facility security screening procedures will be identified in writing prior to delivery.

Prior to installation, the Contractor must notify the COR of pending installation date. Upon completion of installation, the Contractor must demonstrate that the x-ray machine is properly functioning, pursuant to the operating instructions furnished with each x-ray machine and in the presence of the FPS full time Federal employee designated representative. Contract security forces are not authorized to accept operating instructions in lieu of a FPS full time Federal employee. The Contactor must provide the COR written notification to include the date, time, and POC present when installation and training are completed. This information must be provided no later than 3 business days from completion.

The Contractor must make every effort to minimize the impact of deliveries on security operations.

The Contractor must provide the COR with a monthly report detailing the installation, maintenance and removal of x-ray machines in the inventory.

6. Maintenance and Service Calls

The Contractor must maintain all equipment in accordance with original equipment manufacturer (OEM) standards and industry best practices. Accordingly, the Contractor must provide maintenance coverage for each x-ray machine for the life of the lease.

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The Contractor must provide all preventive maintenance during the life of the lease. The Contractor’s preventive maintenance plan must incorporate examining, calibrating, cleaning, lubricating, testing, and adjusting the equipment, and as conditions warrant, repairing or replacing equipment included under the contract in accordance with Original Equipment Manufacturer standards. The Contractor shall ensure that each x-ray machine continues to operate as originally designed and installed.

Maintenance and repairs must be performed during the hours of 8:00 a.m. to 4:30 p.m. (local time), Monday through Friday (excluding Federal holidays) unless otherwise agreed to between the CO, COR, and Contractor.

The Contractor must respond to verbal or written service requests from the authorized ordering official established in the awarded task order at the FPS location responsible for the region where the x-ray machine is located. Please note that the authorized ordering official does not have authority to make changes or approve anything other than what is established in the contract/task order. Only the CO has this authority.

“Response” to a service call is considered to be verbal instructions provided over the telephone by a qualified technician to the machine operator which details the procedure for restoring full operational status of the x-ray machine, or the arrival of a qualified technician at the site where service is being requested, to evaluate and affect the repair. Any actions taken by the machine operator at the request of the Contractor must be at the Contractor’s risk.

The Contractor must maintain a maintenance log to catalog all service requests, the action taken, time expended, date completed and the name of the technician who completed the service call.

The maintenance log must be made available to the CO and COR, on request.

The Contractor must provide a toll free customer support telephone services to receive routine and emergency service requests, and coordinate service technician response. The Customer Service representatives must be available during the hours of 8:00am to 4:30pm locally, and fluent in English as spoken in the United States, including common terms and idioms used in the screening of visitors and operation of x-ray machines.

The initial response to a service call must occur within a four (4) hour timeframe of receiving the call if the call comes in during the normal work day hours Monday- Friday.

An initial response is considered a telephone call from a qualified technician to the authorized ordering official or the arrival of a qualified technician at the location of the unit requiring service. The purpose of the initial response is to make an assessment of the nature of the problem and determine the priority level of service required.

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If during the initial response the facility is found to be closed for the day, the Contractor’s qualified technician must initiate a second return telephone call or site visit on the next business day within the first hour of normal business hours for that facility.

During a telephonic initial response, the technician may instruct the authorized ordering official or his/her designee on how to conduct simple diagnostic tests and provide the results from such tests. The results of the diagnostic tests will be used by the Contractors and authorized ordering official or his/her designee to determine whether a site visit is necessary to make repairs and if so, to determine the priority level of the required service.

The Government will not be responsible for performing any maintenance or repair tasks other than conducting simple diagnostic tests, setting changes, system reboots, or technical troubleshooting methods. Any actions taken by the Government at the request of the Contractor must be at the Contractor’s risk.

If a site visit is determined to be necessary, the priority level required service and response time for the Contractor to arrive on site must be established as follows:

• Priority 1: One or more hardware/software functions are not available Response Time: 1 Business Day

• Priority 2: X-ray machine performance is reduced and/or frequent interferences. (This includes natural disasters which will render the machine inoperable.)

Response Time: 3 Business Days

• Priority 3: A defect exists but it does not impede the machine’s operations Response Time: 5 Business Days

All on-site visits must be scheduled through the COR or authorized ordering official or his/her designee.

Response times must be measured from the time zone of the equipment’s location and not from the time zone of the authorized ordering official or COR initiating the service call. Service technicians must plan to arrive at the equipment location within the required response times and with enough time to begin work within normal business hours on the day of response. If late afternoon arrival cannot be avoided, the Contractor must notify the COR. Service scheduled after regular business hours may be authorized by the COR on a case by case basis. The Contractor is allowed 2 business days from the time of his arrival to complete repairs or to order replacement equipment. Replacement equipment must have equal or greater capabilities than the equipment that it replaced.

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If additional time for a service call is needed, the Contractor must submit a written or verbal request to the COR within response times specified above, explaining the need for time extension and the proposed time for completion of the repair. The COR may accept or reject the request for a time extension and, if rejected, may require replacement of the equipment.

The Contractor must maintain a maintenance log to catalog all service requests by diagnosis, location, requests, the action taken, time expended, date completed and the name of the technician who completed the service call. The cumulative maintenance log must be made provided to the CO and COR quarterly and within 3 business days upon request.

The Contractor must provide a toll free customer support telephone service lines to receive routine and emergency service request and to coordinate service technician response with availability during normal business hours for all locations nationwide. The customer service representatives must be fluent in English including common used in the x-ray field.

The Contractor must conduct and maintain Radiation Survey reports as required by state, local and federal guidelines. A list of all completed reports must be provided to the COR on a quarterly basis. A summary of the reports maintained on file by the vendor shall be provided to the COR monthly.

All costs described in this section shall be included within the lease price.

7. X-Ray Replacement

The failure of an x-ray machine to maintain an uptime of 99% or higher within a 60-day period will result in a request for the replacement with new equipment.

Uptime is defined as the full functioning of all hardware and software features available on the unit simultaneously.

The Contractor must deliver and install a replacement x-ray machine within 72 hours (3 business days) after a replacement determination by a service technician or written request provided by the Contracting Officer to the Contractor’s customer service representative. After this 72 hour period, failure to provide a replacement x-ray machine will result in a deduction of $100.00 per day to be self-deducted from the monthly invoice.

The removal of the existing x-ray must be completed no later than (NLT) 24 hours after installation of the replacement machine.

The replacement x-ray machine must have capabilities and functions equal to or greater than the machine being replaced.

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The Contractor must provide a temporary x-ray machine new or used, of equal or greater capabilities and functions within the 72 hour (3 business days) response time while awaiting delivery of a permanent new replacement.

The Contractor will provide a user’s manual to the FPS POC and functional operations training to all available users, supervisors, managers and the FPS POC for all temporary replacement machines.

Within 30 days of written notification from the CO/COR for replacement, the Contractor must deliver and install the permanent machine at the receiving facility.

The replacement of an x-ray machine will not result in any additional cost to the Government.

8. Removal of Leased Machines/Disposal of Non-Leased Machines

Once the lease has expired for an x-ray machine, the contractor shall promptly remove the x-ray machine within five business days. The Government will not pay any separate disposal fees for leased x-ray machines under this effort. Deductions shall be taken by the Government for any handling, moving, and storage fees incurred by the Government as a consequence of the Contractor not removing equipment in a timely manner. Deductions in this manner will be taken against the immediate invoice on the associated awarded order.

When ordered under this contract, contractor shall pick-up and dispose of non-leased x-ray machines within 15 business days. The Contractor must provide written confirmation of the removed and lawfully discarded equipment monthly to the COR.

9. Relocation of X-Ray Machine

When ordered by the Government, the contractor shall relocate leased x-machines under this contract from one facility to another within 10 business days. The Government will order the associated mileage costs for relocation identified in the schedule based on the radius (up to 25 miles or over 25 miles) as well as the type of x-ray machine.

The Contractor must provide training and certify FPS personnel perform in the equipment relocation procedures. Relocation procedure training must be scheduled through the COR.

The Contractor must notify the COR in writing when relocation is completed. The notification must be submitted within three (3) business days after the relocation.

The Contractor must provide the COR or authorized representatives a comprehensive list of all equipment for the new location upon installation.

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10. Consumable Supplies

Upon initial x-ray machine delivery, the Contractor must provide a minimum of one month’s consumable supplies (if any) required for each machine, as determined by the original equipment guidelines.

Additional consumable supplies must be delivered within 48 hours from the time of order award, throughout the life of the order.

The cost for consumable supplies shall be included in the lease price.

11. Training

No later than (NLT) 24 hours after the installation of an x-ray machine, the Contractor must provide on-site user training to x-ray machine operators, supervisors, and other personnel as determined by the COR. The Contractor must provide the name of person(s) receiving training to the COR within five days of the training being completed.

Training must include instructions on how to operate the machine’s basic function keys including all program applications and diagnostic tools, conduct machine specific operational and functionality testing, and other subjects as agreed upon by the Contractor and the Contracting Officer or COR.

Training in the proper care and use of the consumable supplies is also required. All training and instructions must be communicated in English. All instructions must be in English. The Contractor must provide operator training during periodic annual or semi-annual “training” sessions at no additional cost.

Training costs shall be factored into the lease price.

12. Unit Identification and Inventory Control

Each x-ray machine must be identified with a Unique Identification (UID) number in accordance with standards issued by the International Organization for Standardization International Electro technical Commission (ISO/IEC) 15434-Information Technology- Syntax for High Capacity Automatic Data Capture Media. The contractor must determine which Unique Identification (UID) construct they will use based on the prevailing method of product serialization.

The Contractor must maintain the entire history of all machines and equipment provided under this procurement. The inventory must include the unique identification (UID), make, model, and serial number, location, call date, installation date, and service history.

The Contractor must provide the COR with a complete quarterly inventory report of all machines provided for under this awarded effort.

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13. Security Requirements

Facility Access Control: The Contactor must observe all internal facility regulations that apply to any and all facilities associated with this awarded effort. The Contractor must only enter the facility with a continuous escort during their work hours and they must depart the facility after work hours. When entering and departing the facility, each contractor must assign in and out as required at the site.

Employment of Illegal Aliens: Subject to existing law, regulations and other provisions under this effort, the Contractor must not employ illegal or undocumented aliens to perform under this awarded effort. The Contractor must ensure that this provision is expressly incorporated into any all subcontracts or subordinate agreements.

14. Contract Deliverables

All reports and documents must be provided to the COR at any time upon request.

REPORT DOCUMENT FREQUENCY SECTION(S)

Inventory Report Monthly: 1st-7th 12. Unit Identification and

Inventory Control Maintenance Plan Monthly: 1st-7th 6. Maintenance and Service Calls Service Call Plan Quarterly: 6. Maintenance and Service Calls X-ray Installation and Removal Report

Monthly: 1st-7th 5. Delivery and Installation of New Equipment.

Radiation Survey Report Quarterly: 6. Maintenance and Service Calls Radiation Summary Report Monthly: 1st-7th 6. Maintenance and Service Calls Maintenance Log Quarterly: 6. Maintenance and Service Calls Contractor Problem Identification Reports(CIPRs)

10 days after problem occurs and in the monthly report

16. General Requirements

15. Early Lease Termination

Early lease termination can occur when the Agency decides it no longer needs the service of the x-ray machine. This could be for downsizing, upgrading, financial reasons due to budget cuts, and moving to another location that already has security equipment in place.

The Contractor along with the COR will make every attempt to relocate these x-ray machines for the remaining lease period within the region or outside the region. The Government will order the associated mileage costs for relocation identified in the schedule based on the radius (up to 25 miles or over 25 miles) as well as the type of x-ray machine.

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If an x-ray machine cannot be relocated to another facility, the task order will be cancelled at no cost to the Government. Under no circumstances will the government pay any termination fees related to lease termination.

16. General Requirements

Contract Problem Identification Reports (CPIRS) must be used by the Contractor to alert the Government to actual or potential problems and establish an early dialogue between the Contractor and the Government with regards thereto.

A “contract problem” is a fact or circumstance of which the Contractor is aware that does, will or is reasonably anticipated to (1) have a significant impact on the delivery schedule, completion of performance, or the cost of performance (increase or decrease) or (2) requires a modification to an awarded order or specification(s).

The Contractor must report each contract problem promptly, but no later than ten (10) calendar days after the Contractor identifies such contract problem. A written CPIR must be provided to the CO/COR. Each CPIR must be entitled “Contract Problem Identification Report”, must be dated, numbered sequentially and set forth the following based on the best and most complete information known or available to the Contractor:

• The nature of the problem;

• The date on which the problem arose and the date on which was identified as such;

• The anticipated direct and consequential effects of the problem upon the delivery schedule or completion of task order performance or the cost of performance of the task order;

• Identification of the supplies and/ or services which are or may be affected; and

• The Contractor’s recommended solution to the reported problem.

• Follow-up status reports of each contract problem, identified by the original CPIR number, must be furnished monthly or more frequently as required by the CO and COR.

A follow-up report must be furnished immediately following resolution of each contract problem.

• CPIR’s must not be submitted when notice of the same contract problem is required to be furnished to the Government pursuant to any other requirement of this Task order The submission of a CPIR, however does not relieve the Contractor of its obligation to provide notice required under any requirement of this contract.

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APPENDIX A:

Federal Protective Service (FPS) Regions and Mega Centers

Regions

BATTLE CREEK MEGA CENTER (REGIONS 4, 5, and 6) Minnesota, Wisconsin, Michigan, Ohio, Indianapolis, Kansas, Nebraska, Iowa, Kentucky, Tennessee, North Carolina, South Carolina, Mississippi, Alabama, Florida, Georgia, Illinois

SUITLAND MEGA CENTER (REGION 11)

Maryland, Virginia, District of Columbia

DENVER MEGA CENNTER (REGIONS 7, 8, 9, and 10) California, Nevada, Arizona, Alaska, Washington, Oregon, Idaho, Texas, New Mexico, Oklahoma, Arkansas, Louisiana, Montana, Wyoming, Utah, Colorado, North Dakota, South Dakota, Hawaii, Guam.

PHILADELPHIA MEGA CENTER (REGIONS 1,2, and 3) New York, New Jersey, Pennsylvania, West Virginia, Delaware, Maine, Vermont, New Hampshire, Rhode Island, Connecticut, Massachusetts, Puerto Rico, St. Thomas, St. Croix.