Requirements Document - 75N98026Q01043_v1.pdf

Extended Warranty and Preventive Maintenance Agreement

Astrophysics Cargo X-Ray Inspection System

National Institute of Environmental Health Sciences (NIEHS) National Institutes of Health (NIH)

1. Background The National Institute of Environmental Health Sciences (NIEHS), National Institutes of Health (NIH), requires an extended manufacturer's warranty and preventive maintenance agreement for its Astrophysics cargo X-ray inspection system located at the Central Receiving Facility, Bldg.

110 Warehouse.

The equipment supports the inspection of incoming freight, packages, and deliveries entering the NIEHS campus and is considered mission-critical security equipment. Continued manufacturer support is necessary to ensure reliable operation, minimize equipment downtime, maintain image quality, and provide timely technical assistance and repair services.

2. Objective The Contractor shall provide a one-year manufacturer's extended warranty and a comprehensive preventive maintenance agreement for the Government-owned Astrophysics cargo X-ray machine.

The agreement shall provide full parts and labor coverage, preventive maintenance, radiation safety testing, technical support, and on-site repair services necessary to maintain the equipment in full operational condition.

3. Scope of Work The Contractor shall furnish all labor, supervision, replacement parts, travel, materials, equipment, and technical expertise necessary to provide comprehensive warranty and maintenance support for the covered equipment.

Services shall include, at a minimum:

• Full coverage of replacement parts.

• Full labor coverage for repairs.

• Coverage of consumable and wear-and-tear items.

• One scheduled preventive maintenance inspection annually.

• One annual radiation safety survey.

• Telephone technical support.

• Remote diagnostics when appropriate.

• On-site corrective maintenance.

• System calibration and operational testing following repairs.

• Restoration of the equipment to normal operating condition.

All work shall be performed in accordance with current manufacturer specifications and recommended maintenance procedures.

4. Equipment Covered The following Government-owned equipment is covered under this agreement:

Astrophysics Cargo X-Ray Inspection Machine

Model: XIS1517DV-200KV

Serial Number: ASTQB200DVXL138

5. Period of Performance The period of performance for this award should consist of a one-year base period as follows:

August 29, 2026 – August 28, 2027

6. Performance Requirements The Contractor shall:

• Perform one (1) preventive maintenance inspection during the contract period.

• Perform one (1) annual radiation safety survey.

• Provide replacement parts required to restore covered equipment.

• Replace consumable and wear-and-tear components when necessary.

• Perform corrective maintenance as required.

• Verify proper operation following all maintenance activities.

• Maintain equipment in accordance with manufacturer recommendations.

7. Service Level Requirements The Contractor shall provide:

• Telephone technical support Monday through Friday, 7:00 a.m. to 7:30 p.m. Pacific Time.

• Initial telephone response within two (2) hours of service request.

• On-site technical support within one (1) business day following completion of telephone diagnostics.

• Notification to the Government if on-site response cannot be achieved within the required response period.

8. Deliverables The Contractor shall provide:

Deliverable Due Date Copies to Preventative maintenance service report Upon government Request Electronic file to COR

Corrective Maintenance reports

Upon Government Request Electronic file to COR

Radiation survey report Upon Government Request Electronic file to COR Replacement parts documentation Upon Government Request Electronic file to COR

Technical service documentation

Upon Government Request Electronic file to COR

Warranty documentation Upon Government Request Electronic file to COR and

CO

Service history Upon government request Electronic file to COR

9. Place of Performance National Institute of Environmental Health Sciences

Central Receiving Facility

Building 110

105 T.W. Alexander Drive

Research Triangle Park, North Carolina 27709

10. Government Acceptance Services shall be considered acceptable when:

• Preventive maintenance has been completed.

• Radiation survey has been completed.

• Equipment has been restored to full operational status following repairs.

• Required documentation has been submitted.

• The Contracting Officer's Representative (COR) has accepted the completed services.

11. Payment and Invoicing Invoices shall be submitted following completion and Government acceptance of services.

Payment shall be made in accordance with the Prompt Payment Act and the terms of the awarded purchase order.

12. Contractor Qualifications The Contractor shall:

• Be the equipment manufacturer or an authorized service provider.

• Utilize factory-trained service technicians.

• Provide genuine manufacturer replacement parts.

• Comply with all applicable Federal, State, local, OSHA, and radiation safety regulations.

• Comply with all NIH facility access and security requirements while performing work onsite.

13. Warranty Requirements The Contractor shall provide a comprehensive manufacturer's extended warranty that includes:

• Full parts coverage

• Full labor coverage

• Coverage of consumable and wear items

• Preventive maintenance

• Radiation safety survey

• Telephone technical support

• On-site technical support

Warranty services shall be performed in accordance with the manufacturer's published warranty terms and conditions.