M_R X-Ray Packard SOW FINAL 3.2.2026.docx
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- Attached to
- Smiths Detection - Maintenance and Repair
- Solicitation number
- 2026-OSE-0029
- Issued by
-
Library of Congress
About this file
This is a Statement of Work (SOW) for maintenance and repair services of a Smiths Detection HI-SCAN 6040i X-Ray scanning system located at the Library of Congress Packard Campus in Culpeper, Virginia. The Library requires comprehensive support for a 24/7 operational facility, including both scheduled preventative maintenance and emergency corrective repairs. The contract covers a base year from April 28, 2026 through April 27, 2027, with four optional one-year renewals extending through April 27, 2031.
The contractor must perform one semi-annual and one annual preventative maintenance visit per 12-month period, with service tickets documenting technician name, date, time, services performed, and radiation level readings due within seven days of each visit. For unscheduled corrective repairs, the contractor must respond on-site within four hours of notification and complete repairs within 24 hours, with the same documentation requirements. All work must utilize original equipment manufacturer (OEM) parts and materials, and technicians must be OEM-authorized and certified to work on the HI-SCAN 6040i system. Any repairs involving the X-ray source, shielding, or shutter mechanism require compliance with current CDRH/FDA guidelines and a comprehensive radiation survey upon completion. The contractor is responsible for all travel costs, which must be included in the fixed contract price with no separate government reimbursement. This is a sole-source award to Smiths Detection, Inc., the original equipment manufacturer, as the only firm authorized to provide maintenance services for this equipment.
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| File | Type | Posted |
|---|---|---|
| JandA 2026-OSE-0029-Redacted.pdf |
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Maintenance and Repair X-Ray System (Packard Campus) C.1. OVERVIEW / BACKGROUND. The Library of Congress (Library) requires contract support for scheduled maintenance and emergency repair services for one (1) Smiths Detection brand X-Ray scanning system model HI-SCAN 6040i (Serial No. 14339). This machine is located at the Library’s Packard Campus, which is a 24-hours a day, seven days a week operation.
The Library will award a base contract with four, 1-year options. The expected period of performance is April 28, 2026 – April 27, 2027 for the base year with the fourth option year ending on April 27, 2031.
| C.2. | SCOPE. The contractor shall provide all travel and staff necessary to schedule, dispatch, and maintain the X-Ray system with original equipment manufacturer (OEM) parts, supplies and material, and if required packaging, and shipment of items, needed to accomplish the work under the requirements identified below. This contract covers both scheduled maintenance as well as unscheduled corrective repair services. |
| C.3. | REQUIREMENTS. The Packard Campus of The Library of Congress has a requirement to scan the belongings of people accessing the facilities. The X-Ray machine is a Smiths Detection HI-SCAN 6040i and it must be available to scan belongings 24-hours/7 days a week. This requirement covers the preventive maintenance and the annual comprehensive radiation survey to ensure the system meets all applicable radiation safety standards, as well as unscheduled or corrective repairs. These are different types of work required. |
| C.3.1. | Recurring scheduled Preventative Maintenance visits. |
| C.3.1.1 | The contractor will perform one (1) semi-annual and one (1) annual visit for each 12 month period of the contract. In the event the maintenance performed involves adjusting the x-ray source, source mechanism or shutter, the field service technician will ensure all actions with the source are in accordance with current CDRH/FDA guidelines, and will follow the established emergency procedures if such an emergency event occurs. Upon conclusion of the repair to the source, vendor will conduct a comprehensive radiation survey to ensure that the system meets all applicable radiation safety standards. The contractor shall also validate the x-ray machine’s video retention is set to 30 days and that the hard drive is in good operational health during each visit. |
| C.3.1.2 | Scheduling of recurring Preventative Maintenance visits. The vendor will coordinate with the site’s point of contact/contracting officer’s representative (COR) in advance of the date and time to assure suitable access to the system and to get the latest access requirement for the facility. The Preventative Maintenance (PM) visits will be scheduled at a time that is mutually agreeable to the Library of Congress and vendor or combined with an unscheduled service visit performed in a reasonable time of that scheduled PM. Requests for services will be dispatched by the site’s designee/COR to avoid unnecessary calls. |
| C.3.2. | Unscheduled or Corrective Repairs. Upon notification of an equipment malfunction, the vendor shall be on-site and commence corrective services/repairs within 4-hours of notification by the Library, and the repair shall be completed within 24-hours from notification. If the corrective repairs involve adjusting the X-ray source, shielding or shutter, the field service technician will ensure all actions with the system are in accordance with current CDRH/FDA guidelines. Upon conclusion of the X-ray related repair, vendor will conduct a comprehensive radiation survey to ensure that the repaired system meets all applicable radiation safety standards. |
| C.4. | CONTRACT PERFORMANCE |
| C.4.1. | SCHEDULE OF EVENTS/DELIVERABLES |
| Paragraph reference | |
| Description of Event/Deliverable | |
| Due date |
| C.3.1 |
| Recurring scheduled Preventative Maintenance visits/Deliverable: Copy of service ticket detailing date, time, technician’s name, service performed, radiation level reading, and on-site Library of Congress representative. |
| 7 days after schedule maintenance visit |
| C.3.2 |
| Unscheduled or Corrective Repairs. |
| 7 days after unscheduled or corrective repairs visit |
C.4.2 Deliverable: Is a copy of service ticket detailing date, time, technician’s name, service performed, radiation level reading, and on-site Library of Congress representative. This report will be sent via email to the COR.
| C.5. | ADDITIONAL INFORMATION |
| C.5.1. | PLACE OF PERFORMANCE. The work to be performed under the contract will be performed at The Library’s Packard Campus, 19053 Mount Pony Road, Culpeper, VA 22701, |
| C.5.2. | HOURS OF OPERATION/RESPONSE TIME. For preventative/schedule maintenance a mutually agreed upon date and time. For unscheduled repairs, in accordance with Section 3.2., required within four (4) hours of being contacted by the COR, any date or time. |
| C.5.3. | GOVERNMENT FURNISHED PROPERTY. Quantity (1) HI-SCAN 6040i and access to facility where the machine is operated. |
| C.5.4. | SPECIAL QUALIFICATIONS. Service technicians dispatched must be authorized and certified by the OEM to work on Smith’s Detection HI-SCAN 6040i equipment. All repairs made must be made with OEM parts, supplies and material, and if required packaging, and shipment of items. |
| C.6. | CONTRACTOR TRAVEL COST. The cost for any travel shall be included in the fixed price of the contract. The Library will not separately reimburse the contractor for any travel expenses. |
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