IA02_SSN_Draft PWS_X-ray Scanner Maintenance.pdf

DRAFT PERFORMANCE WORK STATEMENT (PWS)

MAINTENANCE, REPAIR & TRAINING SERVICES FOR

CABINET X-RAY SECURITY SYSTEMS

Part 1 General Information

1. GENERAL: This is a non-personnel services Firm Fixed Price contract to provide preventive maintenance, onsite repairs, and training services for cabinet X-ray security systems no longer covered under the initial manufacturer warranty and located in various Military Entrance Processing Stations (MEPS) as identified in Technical Exhibit (TE) 3. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1. Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, supervision, and other items and non-personal services necessary to provide a Maintenance Protection Plan that includes annual preventive maintenance, radiation survey and operator training, telephone support, technician travel expenses, time and labor, and replacement Parts for all USMEPCOM cabinet X-ray security systems at location listed in Technical Exhibit (TE) 3 and defined in this PWS except for those items specified as government furnished. The Contractor shall perform to the standards in this contract.

1.2. Background: HQ USMEPCOM is responsible for determining the aptitude, moral character, and medical qualification of applicants and Selective Service System registrants for enlistment or induction into the Armed Services. Bags and personal items entering the facilities are screened using cabinet X-ray security systems to determine the existence for prohibited items, dangerous weapons and any contraband, this capability increases safety and security for the MEPS. Cabinet X-ray security systems maintenance and training are required to maintain serviceable equipment to screen personnel and packages that enter MEPS facilities.

1.3. Objectives: Provide USMEPCOM cabinet X-ray security systems with preventive maintenance, radiation surveys and safety test, repairs, and operators training is needed to improve equipment life by preventing excess depreciation and impairment.

1.4. Scope: The contractor shall provide preventive maintenance, radiation surveys and safety test, and operator training on an annual basis (once, but not earlier than, every twill month) for government-owned Cabinet X-ray security systems. Additionally, the contractor shall provide corrective services to restore cabinet X-ray security systems to operational condition after failure, including replacing parts needed. The contractor will provide manufacturer certified technicians and parts.

1.5. General Information

1.5.1. Quality Control: The Contractor shall develop, implement, and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure and methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement;

procedures for scheduling, conducting, and documentation of inspection; discrepancy identification and correction;

corrective action procedures to include procedures for addressing Government discovered nonconformances;

procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/ complaints. The contractor shall upon request provide to the Government their quality control documentation. The QCP shall be provided to the administrative Contracting Officer (KO) and contract specialist via e-mail within ten business days of the performance start date (PSD). The Government will accept or return the QCP for revision within ten business days. Any change to the QCP requires the review and acceptance of the KO.

1.5.2. Quality Assurance: The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.5.3. Recognized Holidays: The contractor is not required to perform services on holidays.

New Year’s Day Birthday of Martin Luther King, Jr. Washington’s Birthday Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

1.5.4. Hours of Operation: The Contractor is responsible for conducting business, between the hours of 8:00 AM through 4:00 PM Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor shall always maintain an adequate workforce for the uninterrupted performance of all tasks in this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.5.5. Place of Performance: The work to be performed at the MEPS located in TE 3.

1.5.6. Reserved

1.5.7. Security Requirements: All personnel employed by or representing the contractor shall abide by all security procedures. Contractors will not be permitted on the facility if presence is deemed detrimental to the security.

Contractor workforce shall comply with all personal identification verification requirements as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this task order awarded hereunder, should the force protection condition (FPCON) at any individual facility change, the government may require changes in the contractor security matters or processes. The Contractor shall also provide all information required for background checks to meet access requirements to be accomplished by each military installation Security Office.

1.5.8. The Contractor shall comply with the following reference.

1.5.8.1. 21 CFR 1030.10, Code of Requirements Performance Standards for Microwave and Radio Frequency Emitting Products.

1.5.8.2. 21 CFR 1020, Performance Standards for Ionizing Radiation Emitting Products.

1.5.8.3. 21 CFR 1020.30, Diagnostic x-ray systems and their major components.

1.5.8.4. 21 CFR 1020. 40, Cabinet x-ray systems

1.5.8.5. 29 CFR 1910, General Industry’s OSHA Code of Requirements.

1.5.8.8. American National Standards Institute ANSl/HPS

1.5.8.9. DA Pam 385-24, The Army Radiation Safety Program.

1.5.9. Within 30 calendar days after task order start date, or within 10 days of new employees or subcontractor employees commencing performance under this task order, all contractor employees, to include subcontractor employees, requiring access to government installations, facilities and/or controlled access areas shall complete the training listed in paragraphs 1.5.11 through 1.5.13.

1.5.10. Upon completion of training, the contractor shall submit to the Contracting Officers Representative (COR) a certificate (where a certificate is provided) or the name of each affected employee who has completed training. All training will be made available at the following website: http://jko.jten.mil. This training website is available to any computer capable of accessing the internet.

1.5.11. Antiterrorism (AT) Level I awareness training. All contractors’ employees, to include subcontractor employees, requiring access to Army installations, facilities and controlled access areas shall complete AT Level I awareness training within 30 days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or the contracting officer, if a COR is not assigned, within 10 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness is available at the following website: https://jko.jten.mil/courses/AT-level1/launch.html

1.5.11.1. Access and general protection/security policy and procedures. Contractor and all associated subcontractors shall provide all information required for background checks to meet installation access requirements to be accomplished by installation Security Office. Contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DOD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

1.5.11.2. For contractors that do not require CAC but require access to a DoD facility or installation. Contractor and all associated subcontractors shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander and local security policies and procedures (provided by government representative).

1.5.12. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR.

This training shall be completed within 30 calendar days of contract award and within 10 calendar days of new employees commencing performance with the results reported to the COR NLT 10 calendar days after contract award.

1.5.12.1. iWATCH Training. The contractor and all associated subcontractors shall be briefed on the local iWATCH programs (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 10 calendar days of new employees commencing performance with the results reported to the COR not later than (NLT) 10 calendar days. This training is found at https://www.lrn.usace.army.mil/Portals/49/docs/Security/iWatch_USACE%20Contractors%2024AUG20.pdf https://www.mepcom.army.mil/Home/Contractors.aspx.

1.5.13. OPSEC Training. For contracts that require OPSEC Training Per AR 530-1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training within 30 calendar days of after contract award and annually thereafter. https://securityawareness.usalearning.gov/opsec/index.htm2

1.5.13.1. OPSEC Training. OPSEC training must be completed annually. Contractors shall follow the USMEPCOM OPSEC policies and regulations.

1.5.14. Physical Security. The Contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

1.5.15. Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

https://jko.jten.mil/courses/AT-level1/launch.html https://www.lrn.usace.army.mil/Portals/49/docs/Security/iWatch_USACE%20Contractors%2024AUG20.pdf https://www.mepcom.army.mil/Home/Contractors.aspx https://securityawareness.usalearning.gov/opsec/index.htm

1.5.16. Contracting Officer Representative (COR): The COR will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.5.17. Key Personnel: The Contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer within 10 days of contract award. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available when the contractor is on site during the twice a year scheduled visits and unscheduled visits during the hours between 8:00 a.m. to 4:00 p.m., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.5.18. Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by contractors are suitably marked as contractor products or that contractor participation is appropriately disclosed. Contractor personnel will be required to obtain and wear badges in the performance of this service.

1.5.19. Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications, or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor's mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may select other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.5.20. Safety.

1.5.20.1. Accident Prevention. To provide safety controls for employees and other people, to prevent damage to property and equipment and to avoid work interruptions in the performance of this contract, the contractor shall comply with OSHA Standards (29 CFR 1910). The contractor shall maintain records of, and shall report to the KO, any accident resulting in death, traumatic injury, occupational disease, or property damage while performing services under this contract. The contractor shall correct any deficiency within two calendar days after notification by the KO of any noncompliance.

1.5.20.2. Government Liability. The Contractor shall hold the Government harmless for loss or damage to contractor supplies, materials, equipment, and personal belongings of personnel brought onto government property during the performance of this contract.

1.5.20.3. Fines and Penalties. The contractor shall pay any fines and penalties levied by federal, state and local law enforcement for violations caused by the contractor or failure to comply with contract requirements.

PART 2 DEFINITIONS & ACRONYMS

2.1. DEFINITIONS

2.1.1. ACCESS PANEL: Any barrier or panel which is designed to be removed or opened for maintenance or service purposes, requires tools to open, and permits access to the interior of the cabinet.

2.1.2. APERTURE: any opening in the outside surface of the cabinet, other than a port, which remains open during generation of x radiation.

2.1.3. BREAKDOWN: the mechanical, electrical and/or software failure of X-Ray Scanner that results in the SYSTEM no longer being able to perform its intended function, which is caused by defects in materials or workmanship and NOT normal wear and tear, and that occurs during normal use of the SYSTEM.

2.1.4. CABINET X-RAY SYSTEM: An x-ray system with the x-ray tube installed in an enclosure (hereinafter termed cabinet) which, independently of existing architectural structures except the floor on which it may be placed, is intended to contain at least that portion of a material being irradiated, provide radiation attenuation, and exclude personnel from its interior during generation of x radiation. Included are all x-ray systems designed primarily for the inspection of carry-on baggage at airline, railroad, and bus terminals, and in similar facilities. An x-ray tube used within a shielded part of a building, or x-ray equipment which may temporarily or occasionally incorporate portable shielding is not considered a cabinet x-ray system.

2.1.5. CERTIFIED TECHNICIAN, TECHNICIAN: An individual who has successfully completed an Astrophysics or Smith Detection manufacturers training program and possesses a current and valid certification for system covered under this contract.

2.1.6. CORRECTIVE SERVICE: Non-scheduled maintenance to repair defects in materials and workmanship that cause the system to fail in achieving its published performance criteria. From the date the Services are provided, Contractor further warrants the workmanship to be error free for ninety (90) days.

2.1.7. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.8. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.9. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.10. DOOR: Any barrier which is designed to be movable or opened for routine operation purposes, does not generally require tools to open, and permits access to the interior of the cabinet. For the purposes of paragraph (c)(4)(i) of this section, inflexible hardware rigidly affixed to the door shall be considered part of the door.

2.1.11. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.12. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.13. EXPOSURE: The quotient of dQ by dm where dQ is the absolute value of the total charge of the ions of one sign produced in air when all the electrons (negatrons and positrons) liberated by photons in a volume element of air having mass dm are completely stopped in air.

2.1.14. EXTERNAL SURFACE: The outside surface of the cabinet x-ray system, including the high-voltage generator, doors, access panels, latches, control knobs, and other permanently mounted hardware and including the plane across any aperture or port.

2.1.15. FLOOR: The underside external surface of the cabinet.

2.1.16. GROUND FAULT: An accidental electrical grounding of an electrical conductor.

2.1.17. KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.18. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.19. PREVENTIVE MAINTENANCE. Defined as performing fundamental planned maintenance activity by a certified technician with the goal of improving equipment life by preventing breakdown and keep the equipment in optimal condition per manufacturer expectations. At the time of Preventive Maintenance, the technician will complete Radiation Safety Survey.

2.1.20. PORT: Any opening in the outside surface of the cabinet which is designed to remain open, during generation of x-rays, for the purpose of conveying material to be irradiated into and out of the cabinet, or for partial insertion for irradiation of an object whose dimensions do not permit complete insertion into the cabinet.

2.1.21. PRIMARY BEAM: The x radiation emitted directly from the from the target and passing through the window of the x-ray tube.

2.1.22. QUALITY ASSURANCE. The various functions, including inspection, performed by the government to determine whether a Contractor has fulfilled the contract obligations pertaining to quality and quantity..

2.1.23. QUALITY ASSURANCE Surveillance Plan (QASP). Plan to describe how the agency will survey, observe, test, sample, evaluate and document the Contractor’s performance in meeting critical performance standards identified in the contract.

2.1.24. QUALITY CONTROL PLAN. All necessary measures taken by the Contractor to assure that the quality of a product or service shall meet contract requirements. It’s a description of the activities, tools, and procedures, needed to control a process that delivers a service or product. Its overall objective is to minimize and control variation.

2.1.25. RADIATION SURVEY: Evaluation of equipment to measure and document radiation fields to ensures that radiation-emitting devices operate as expected and to detect areas where x-rays could be leaking through voids or breaks in the shielding for the presence of radioactive contamination.

2.1.26. SAFETY INTERLOCK: A device which is intended to prevent the generation of x radiation when access by any part of the human body to the interior of the cabinet x-ray system through a door or access panel is possible.

2.1.27. SHALL: An imperative command; has a duty to or is required to. Denotes that a regulation must be followed unless the contracting officer has obtained a deviation.

2.1.28. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.29. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.30. WORK WEEK. Monday through Friday, unless specified otherwise.

2.1.31. X-RAY SYSTEM: an assemblage of components for the controlled generation of x-rays.

2.1.32. X-RAY TUBE: Any electron tube which is designed for the conversion of electrical energy into x-ray energy.

2.2. ACRONYMS:

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. Services: Reserved.

3.2. Facilities: Reserved.

3.3. Utilities: Reserved.

3.4. Equipment: Reserved.

3.5. Materials: Reserved.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1. General: The Contractor shall furnish all supplies, equipment, material, and services required to perform work listed under this PWS.

4.2. Materials: See paragraph 4.1, above.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Task 1: Protection Plan. Contractor shall provide an all-inclusive protection plan, covering all equipment, parts, labor, and materials (to include X-ray tube/generator) maintaining and repairing for cabinet X-ray security systems identified in TE3. The contractor shall provide services which shall include but not be limited to:

• The contract shall be maintaining a secure trouble ticket/work order system to manage performance of maintenance requirements efficiently, distinguish between preventive maintenance and corrective service.

• The contract shall include all fees associated with labor, travel time, and travel expenses.

• The contract shall include 24/7 telephone support.

• Technician available for on-site services with three (3) business days, 8:00am–5:00pm local time, excluding weekends and holidays.

• Shipment of replacement parts to system location via air or ground transportation.

• Corrective Maintenance visits for defects in materials and workmanship included. The contractor shall ensure timely restoration of all systems for operational functionality.

• Preventive Maintenance with Radiation Survey and Refresher Training included. The contractor shall coordinate maintenance efforts with USMEPCOM POC.

• The contractor shall provide primary and alternate POC to interface with Government for all required maintenance actions, questions, and recommendations.

• Supporting briefings, meetings, and communicating recommendations and delivery order status verbally and in writing.

5.1.1 Service Request Procedures. The contractor shall describe in writing the process to receive requests within Seven (7) days of contract award.

5.2. Task 2: 24/7 Telephone and Email Support. Contractor shall provide a 24/7 technical telephone and e-mail support service for inquiries received regarding equipment errors with two (2) hours response time M-F, 7:00 am – 5:30PM. Additional support shall be available after-hours and weekends through the Service Hotline.

5.3. Task 3: Preventive Maintenance and Radiation Surveys and Safety Test. The contractor shall provide fundamental planned maintenance with radiation surveys and safety test on annual basis (once, but not earlier than, every 12 months) per Original Equipment Manufacturer (OEM) Standard to MEPS identified in TE3. The contractor shall provide a preventive maintenance schedule within 15 calendar days of award.

5.3.1. Preventive maintenance activity will be provided by OEM certified technician to improve equipment life, preventing breakdown and keep the equipment in optimal condition and functionality per OEM expectations. At the time of preventive maintenance, the technician will provide Operator Refresher and Daily Inspection Procedures Training. The contractor will adhere to the operation manual/instructions as prescribed by OEM. All maintenance shall be performed to a mutually agreed.

5.3.2. Preventive Maintenance Report. A Preventive Maintenance Report shall be provided to USMEPCOM after 10 days of completion for each inspection and maintenance performed, describing the actions performed, results and provide recommendations. Preventative maintenance check, should include calibration and but not be limited to:

5.3.2.1. Check internally and externally:

• Check panel for damage and scratches.

• Clean external panels

• Clean internal panels

• Remove dust build up on PCBs.

• Check Curtains for wear and tear.

• Clean Fans

• Check X-ray Generator Cable is properly fastened.

5.3.2.2. Check all panels and doors for:

• Missing or damaged hardware

• Alignment

• Secured properly.

5.3.2.3. Check power rollers for:

• Alignment and adjust as needed.

• Oil leaks.

• Excessive noise.

5.3.2.4. Check conveyor belt(s) for:

• Belt splice condition.

• Excessive or un-even wear

• Physical damage

• Tracking

5.3.2.5. Check safety factors:

• Indicator Lights Operate

• Interlock switches are properly adjusted.

• Emergency stop switches-Secured and Functional.

5.3.2.6. Check monitor for:

• Physical damage

• Alignment

• Contrast

• Brightness

5.3.2.7. Check diode plot:

• Adjust gain and position as needed.

5.3.2.8. Check PC:

• Check disk, defragment, and run Antivirus.

• Update files | Replace CMOS battery (Required)

5.3.2.9. Check Keyboard:

• Check functionality.

• Key present (required

5.3.2.10. Check Warning Lights & Indicators.

• Warning Label Present at Controls Stating: Caution: X-Rays Produced When Energized.

• Warning Labels Present at Ports Stating: Caution: Do Not Insert Any Part of the Body When System is

Energized, X-Ray Hazard.

• Two indicators Labeled 'X-Ray ON' Present at Controls

• At Least One indicator, marked 'X-Ray ON", is Visible from Each Port, Door, and Access Panel

5.3.2.11. Check and record:

• KV (TP 2)

• MA (TP 15)

• Rise Time

• Image resolution

• Image penetration

• Software Revision

5.3.2.12. Document FAILURE

• Failure Category: Mechanical, Generator, AOCP, Misuse/Abuse, Cooling System, Electrical, Software, PC, Operator Error.

• Failure Sub-Category

• Description of Failure

• Diagnosis

5.3.2.13. Document Resolution

• Initial Condition/ Symptom

• Corrective Action:

• Time to Repair < 24HRS, 24 - 48HRS, 48 - 72HRS, > 72HRS.

5.3.3. The contractor shall perform a Radiation Surveys to evaluate equipment, measure, and document radiation fields to ensures the device operate as expected and to detect presence of radioactive contamination. The Radiation Survey shall be performed by a qualified technician following ANSI/HPS N43.17-2009 standard, the measure will be taken with a radiation meter that is within the calibration year date verify to validate the radiation exposure.

5.3.3.1 Radiation Survey and Test will be conducted to determine that system meets the performance standards in 21 CFR 1020.40, Performance Standards for Ionizing Radiation Products, 21CFR 1030.10, Code of Requirements Performance Standards for Microwave and Radio Frequency Emitting Products, 29 CFR 1910, General Industry’s OSHA Code of Requirements, and manufacturer recommendation for each location.

5.3.3.2. Emission Limit [21 CFR 1020.40(c)(1)(i)]: Radiation emitted from the cabinet x-ray system shall not exceed an exposure of 0.5 milliRoentgen in one hour at any point five centimeters outside the external surface.

5.3.3.3. A qualified technician will use a calibrated radiation survey instrument to take measures from cabinet Top, Bottom, Operator side, Non-operator side, Entry top of curtains, Entry bottom of curtains, Entry under conveyor bed, Exit top of curtains, Exit bottom of curtains, and Exit under conveyor bed. Radiation emitted from the cabinet x-ray system shall not exceed the emission limit.

5.3.3.4. Test and Measurement [21 CFR 1020.40(c)(1)(ii)]: Compliance with the exposure limit in paragraph (c)(1)(i) of this section shall be determined by measurements averaged over a cross-sectional area of ten square centimeters with no linear dimension greater than 5 centimeters, with the cabinet x-ray system operated at those combinations of x-ray tube potential, current, beam orientation, and conditions of scatter radiation which produce the maximum x-ray exposure at the external surface, and with the door(s) and access panel(s) fully closed as well as fixed at any other position(s) which will allow the generation of x radiation.

5.3.3.5. Radiation Survey and Safety Test Report. Inspection shall be documented, and a report provide to USMEPCOM within 10 business days of completion for each inspection. The report shall include cabinet X-ray system make, model, and serial number, Radiation Meter make, model, serial number, and date of last calibration warning label verification, On indicator and Safety Devices and Interlocks.

5.3.3.6 Radiation Survey Certification Label. The Contractor shall provide and install a Radiation Survey Certification Label to the cabinet X-ray system to identify completion of Radiation Survey with Make, Serial, technician who performed survey, date of completion, System Meet FDA Requirement of 21 CFR1020.40 statement, company, and phone number. TE 4 provide a label example.

5.4. Task 4: On-Site Corrective Services. The contractor shall provide an on-site technician within three (3) business days. The contractor shall provide full unlimited and unscheduled maintenance services to repair defects that caused system to fail to manufacturer operational condition, to include replacement parts needed. Full service as required herein includes all travel, labor, parts, tools, and test equipment cost. The contractor shall bear all expenses necessary to return the X-ray scanners to functional state.

5.4.1 All reasonable attempts will be made to reach the MEPS site three (3) business days. If the Certified Technician is unable to arrive on-site within the timeframe indicated, the Customer shall be notified twenty-four (24) hours prior to the scheduled arrival or as soon as possible.

5.4.2 Corrective Service Report. Corrective Service shall be documented, and report provide to USMEPCOM within 10 business days of completion. The report shall include cabinet X-ray system make, model, and serial number, failure detail/ symptoms, Failure category, diagnosis, corrective action, time to repair, signature of technicians and local staff.

5.5. Task 5: Parts Coverage. Contractor shall repair or replaced parts that cause the system to fail in achieving its published performance criteria. Contractor may use new standard parts or certified refurbished parts equal in quality and in performance to new parts for replacement. From the date the defective components are replaced, the Contractor will further warrant the replaced parts to be free of defects under normal usage for an additional 90 days.

5.5.1 Only replacement parts manufactured and certified by respective manufacturer (Astrophysics or Smith Detection) will be used.

5.5.2 All parts removed and replaced become the property of the contractor. The contractor is responsible for the proper disposition of parts.

5.5.3 THERE SHALL BE NO ADDITIONAL CHARGES OR COST TO THE GOVERNMENT FOR REPAIRED OR REPLACED PARTS while performing preventive or remedial maintenance services.

5.5.3 The contract shall perform a Radiation Surveys and Safety Test per 5.2.3 after repairs that affects the radiation shielding or X-ray producing components.

5.6 Task 6: Response Requirements. The contractor’s personnel shall contact the respective MEPS within 2 hour response time M-F 7:00 AM-5:30 PM PT and have Three (3) business days On-Site Technician Availability from the time notified. If the Certified Technician is unable to arrive on-site within the timeframe, the MEPS shall be notified twenty-four (24) hours prior to the scheduled arrival or as soon as possible.

5.7 Task 7: Technical and Parts Certification Requirements. The Astrophysics XIS line of X-ray inspection system is sole source for parts, software, warranty service with property components to Astrophysics Inc. Due to proprietary components of the XIS, only service technicians who have successfully passed an Astrophysics maintenance certification exam and holding a current Astrophysics certification can install and provide warranty services for these systems using certified products, accessories, and software. The servicing technician must be a trained, certified, and approved through Astrophysics and maintain this training certification and must provide proof and submit any agreements (invoices and reporting tools will not be considered as proof of agreement) with Astrophysics to dispatch Astrophysics Certified Technicians and to obtain new Astrophysics replacement parts.

5.8 Deliverables. The contractor shall submit one (1) electronic copy of all deliverables to USMEPCOM PM and the government task lead(s). If a deliverable is acceptable, but requires changes, USMEPCOM shall sign-off on the deliverable receipt as tentatively approved and clearly specify the changes required for full approval. If a deliverable is disapproved, the USMEPCOM PM shall provide a description of why it was rejected. If requested by either the contractor or government, a meeting may be scheduled to discuss the deliverable in detail. All errors and omissions must be detailed in the first rejection. One (1) re-submittal will be allowed to modify the deliverable and address items that were specifically rejected. If additional re-submittals are required, change procedures will be invoked.

5.6.1 The contractor shall provide deliverables in an electronic format compatible with the USMEPCOM current office automation baseline of applications, including but not limited to (i.e., Word, Excel, PowerPoint, Access, WordPerfect, Visio, Project, Adobe Acrobat etc.). All deliverables will be considered Government Property and shall be treated (but not marked) as Secret until the USMEPCOM reviews and applies the appropriate security classification.

5.6.1. Reports Summary

5.6.1.1. Preventive Maintenance schedule due within 15 calendar days of award.

5.6.1.2. Preventative Maintenance Report – Annual

• Inspection and Examination Report signed and dated by local staff. Reports include Perform radiation testing and safety test reports, Maintenance Recommendations, identify any parts, labor, and materials used, Regeneration of X-ray machines.

• Radiation Survey and Safety Report – Annual

5.6.1.3. Corrective Service Report – As required.

• Corrective Service Report signed by local Staff. Report includes, Date and time of trouble call made, Date and time of corrective service completed, Identification of problem, identify any parts, labor, and materials used, Radiation Survey, Regeneration of X-ray machines.

• Radiation Survey and Safety Report – As performed.

5.7. The contractor shall submit all report and deliverables to identified COR and USMEPCOM J4 Physical Security Division at osd.north-chicago.usmepcom.list.hq-j4-mefl-physical-security@army.mil

PART 6 APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS)

6.1. The Contractor shall abide by all applicable regulations, manuals, and local policies and procedures.

6.1.1. 21 CFR 1030.10, Code of Requirements Performance Standards for Microwave and Radio Frequency Emitting Products

6.1.2. 29 CFR 1910, General Industry’s OSHA Code of Requirements,

6.1.3. Astrophysics X-ray Imaging System Manual

6.1.4. Smith Detection Conventional HI-SCAN X-ray Units Manual

6.1.5. USMEPCOM Regulation 380-1, Security Program, PART 7 ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment/Technical Exhibit List:

7.1. Attachment 1/Technical Exhibit 1 – Performance Requirements Summary

7.2. Attachment 2/Technical Exhibit 2 – Deliverables Schedule

7.3. Attachment 3/Technical Exhibit 3 – MEPS\X-ray machine locations

7.4. Attachment 5/Technical Exhibit 4– Radiation Survey Label mailto:osd.north-chicago.usmepcom.list.hq-j4-mefl-physical-security@army.mil

TECHNICAL EXHIBIT 1

Performance Requirements Summary

PERFORMANCE

OBJECTIVE

PERFORMANCE STANDARD PERFORMANCE

THRESHOLD

INCENTIVE/ DECENTIVE

5.1 Protection plan Provide all-inclusive protection

plan, covering all equipment, parts, labor, and materials for service.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.1.1 Service Request

Procedures

Describe in writing the process to receive requests within Seven (7) days of contract award.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.2 24/7 Telephone and E-mail Support

Provide a 24/7 technical telephone and e-mail support service for inquiries received regarding equipment errors with two (2) hours response time M- F, 7:00 am – 5:30PM. Additional support shall be available after-hours and weekends through the Service Hotline.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.3 Preventive

Maintenance and Radiation Surveys and Safety Test.

Provide fundamental planned maintenance with radiation surveys and safety test on annual basis (once, but not earlier than, every 12 months) per OEM Standard.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.3 Preventive

Maintenance and Radiation Surveys and Safety Test.

Provide a preventive maintenance schedule within 15 calendar days of award.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.3.1 Preventive

Maintenance Activity

At the time of preventive maintenance, the technician will provide Operator Refresher and Daily Inspection Procedures Training.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.3.2. Preventive

Maintenance Report

A Preventive Maintenance Report shall be provided to USMEPCOM after 10 days of completion for each inspection and maintenance performed.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.3.3.5. Radiation

Survey and Safety Test Report

Inspection will be documented, and report provide to USMEPCOM within 10 business days of completion.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.3.3.6 Radiation

Survey Certification Label

Provide and install a Radiation Survey Certification Label to the cabinet X-ray system to identify completion of Radiation Survey.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.4 On-Site Corrective

Services

Provide an on-site technician within three (3) business days.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.4.2 Corrective Service

Report

Corrective Service shall be documented, and report provide to USMEPCOM within 10 business days of completion.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.5 Parts Coverage Repair or replaced parts that

cause system failure. May use new standard or certified refurbished parts equal in quality and performance to new parts for replacement.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.6 Response

Requirements

Contact the respective MEPS within 2 hour response time M-F 7:00 AM-5:30 PM PT and have three (3) business days on-site technician availability from the time notified. If the Certified Technician is unable to arrive on-site within the timeframe, the MEPS shall be notified twenty-four (24) hours prior to the scheduled arrival or as soon as possible.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

5.7 Technical and

Parts Certification Requirements

Servicing technician must be trained, certified, and approved through Astrophysics and maintain training certification and must provide proof and submit any agreements (invoices and reporting tools will not be considered as proof of agreement) with Astrophysics to dispatch Astrophysics Certified Technicians and to obtain new Astrophysics replacement parts.

Meet 100% of the time during each period- of performance specified within the contract.

Contractor performance below the AQL will adversely affect its CPARS rating.

Acceptable surveillance methods include:

100 Percent Inspection: With this method, performance is inspected/evaluated at each occurrence. This method is often costly but can be necessary due to health, safety and other considerations.

Random Sampling: Random sampling works best when the number of instances of the services being performed is very large and a statistically valid sample can be obtained. http://www.sqconline.com/mil-std105.html(web link to

ANSI/ASQZ1.4LVLII)

Periodic Inspection: This method, sometimes called “planned sampling,” consists planned sampling at specific dates or time intervals. It may be appropriate for tasks that occur infrequently, and where 100 percent inspection or random testing is not desired.

Customer Input: Although usually not a primary method, this is a valuable supplement to more systematic methods. For example, in a case where random sampling indicates unsatisfactory service, customer complaints can be used as substantiating evidence. In certain situations where customers can be relied upon to complain consistently when the quality of performance is poor, e.g., dining facilities, building services, customer surveys and customer complaints may be a primary surveillance method, and customer satisfaction an appropriate performance standard.

In all cases, complaints should be documented, preferably on a standard form.

TECHNICAL EXHIBIT 2

DELIVERABLES SCHEDULE

PWS

SECTION TITLE FORMAT DATE REQUIRED FREQENCY COPIES DISTRO

1.5.1 QC Plan Written

Document

Within 30 calendar days after contract award. An updated copy must be provided to the KO as changes occur

Once, then update as changes occur

1 KO

1.5.11

AT Level I Training

Contractor and subcontractor

Training Certificate

Within 30 calendar days of contract award/ within 10 calendar days after completion, if a COR is not assigned

Once, then submit certificates for new personnel as changes occur

1 COR

1.5.12.1 iWATCH Training

Training Certificate

Within 30 calendar days of contract award/ within 10 calendar days of new employees commencing performance with the results reported to the COR NLT 10 calendar days.

Once as required 1 COR

1.5.13

1.5.13.1 OPSEC Training Training

Certificate

New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter

Once as required and annually afterwards

1 COR

1.5.17 Identify primary and

alternate maintenance POC

Business Letter

Within 10 days of contract award

Once, then update as changes occur

1 COR

5.1.1 Service Request

Procedures

Written Document

Describe in writing its process to receive requests for services with seven days of contract award

Once 1 COR

MEPCOM

5.3

Maintenance Schedule due within 15 calendar days of award

Written Document

Within 15 calendar days of contract award Once 1 COR

MEPCOM

5.3.1 Operator Training Written

Document

With in 10 days of completion

Once As performed 1 COR

MEPCOM

5.3.3.5.

Preventative Maintenance

Report

Written Document

With in 1 days of completion Once 1 COR

MEPCOM

5.2.3.5 Radiation Survey

and Safety Report

Written Document

With in 10 days of completion

Once As performed 1 COR

MEPCOM

5.3.3.6 Radiation Survey

Certification Label

Laber When completed Once As performed 1 MEPS

5.4.2 Corrective

Service Report

Wr…