RFI DRAFT_ILS SOW FINAL.pdf

Statement of Work Integrated Logistics Support

(ILS)

1 BACKGROUND

2 SCOPE

3 APPLICABLE DOCUMENTS

4 PERFORMANCE REQUIREMENTS

4.1 ILD BUSINESS SUPPORT

4.1.1 Program Manager

4.1.2 Financial Tracking and Payment System

4.1.3 Invoice Instructions

4.1.4 Quality Control Plan (QCP)

4.1.5 Administrative Support -

4.2 ILD LORTON SUPPORT

4.2.1 ILD Maintenance Dispatch Center

4.2.2 Logistics Analysis

4.2.3 Maintenance Service Representatives

4.2.4 System Engineering Support

4.2.5 Configuration Management Support

4.2.6 Radiation Safety Committee Liaison

4.2.7 Lorton Repair Depot Support

4.2.8 Survey Meter Calibration Services

4.2.9 Packaging, Handling, Storage and Transportation (PHS&T)

4.2.10 Asset Management

4.2.11 Parts Management

4.2.12 Report Functions

4.3 ILD ALBUQUERQUE SUPPORT

4.3.1 Supply Support

4.3.2 Agent Support Equipment (ASE)

4.3.3 Unattended Ground Sensors (UGS)

4.3.4 Remote Video Surveillance System (RVSS)

4.3.5 Calibration Services Functions

4.3.6 Packaging, Handling, Storage and Transportation (PHS&T) Functions

4.3.7 System Application Product (SAP) Functions

4.3.8 Inventory/Database Management Functions

4.3.9 OEM Repairs – Albuquerque

4.3.10 Parts Management

4.3.11 Warehouse Equipment Management Functions

4.3.12 Required Reports

4.4 ON DEMAND SERVICES

4.4.1 On Demand Approval Thresholds

4.4.2 Use of On Demand Services

4.4.3 Replenishment of CBP Pre-Approved Stock

4.4.4 Other Than CBP Pre-Approved Supplies

4.4.5 Supplies, Repair Parts, and Additional Repair Services

4.4.6 Additional Services

4.5 TRANSITION PLAN

4.5.1 Support for Transitioning

4.5.2 Transition Support

5 PERFORMANCE STANDARDS

5.1 OPERATIONAL AVAILABILITY (AO)

5.2 TURNAROUND TIME (TAT)

6 INCENTIVES

7 DELIVERABLES AND DELIVERY TABLE

8 GOVERNMENT FURNISHED EQUIPMENT AND INFORMATION

9 PLACE OF PERFORMANCE

10 PERIOD OF PERFORMANCE

11 SECURITY

11.1 SECURITY CLEARANCE

11.2 IDENTIFICATION BADGES

11.3 CONTROLS

12 CONSTRAINTS

12.1 SAFETY

12.2 SITE VISIT COORDINATION

12.3 WORK COMPLETION FORM (WCF)

12.4 WORK SITE CLEANLINESS

12.5 MODIFICATION TO CBP EQUIPMENT

13 SPECIAL CONSIDERATIONS

13.1 CONTRACTING OFFICER’S REPRESENTATIVE (COR)

13.2 INSPECTION AND ACCEPTANCE (GENERAL ACCEPTANCE CRITERIA)

13.3 TRAVEL

13.4 OTHER DIRECT COSTS (ODC)

13.5 KEY PERSONNEL

13.6 ILS FTE

13.7 DEFINITIONS AND ACRONYMS

1 BACKGROUND

The Department of Homeland Security (DHS), Customs and Border Protection (CBP) is the first line of defense at the domestic land border crossings and international airports, seaports, rail crossings, mail handling express cargo consignments facilities for the detection, identification, and interdiction of illegal traffic, trade, and other contraband items entering the United States. The overall strategy focuses on interrupting smuggling and apprehending willful violators of United States laws with the aid of complex technical tools. Toward that end, CBP maintains a substantial inventory of interdiction, inspection, detection, and surveillance technology to assist CBP Officers and Agents in the performance of their duties.

The Office of Information and Technology (OIT), Enterprise Infrastructure Operations Directorate (EIOD) is the primary maintenance, repair, and logistics support provider to the DHS and CBP programs, and offices that acquire, deploy, and utilize the interdiction, inspection, detection, surveillance, and technology operated by CBP.

The Integrated Logistics Division (ILD) within EIOD provides CBP with centralized management to provide the full life cycle support to sustain the inventory of interdiction, inspection, detection, and surveillance, technology at the highest operational readiness levels possible. ILD provides support services to the Office of Field Operations (OFO), U.S. Border Patrol (USBP), and other DHS components. These support services include but are not limited to; development of policy and procedures, maintenance management & planning, product support management, help desk/maintenance dispatch, supply support, asset management, inventory control, packaging, handling, storage and transportation (PHS&T), in service engineering, reliability analysis, and product line improvement.

The following Government facilities and locations are where the ILD functions take place:

• The OIT facility located in Lorton, Virginia is the principal location / offices of the ILD management, business and contract administration, program technology support staff, and the NII/RDE Repair Depot

• The Repair Depot in Lorton, Virginia supports the hand-held Non-Intrusive Inspection (NII), Radiation Detection Equipment (RDE), Material ID & Surface Analyzer instruments, and other DHS and CBP hand-held technologies. The Repair Depot includes the warehouse space, shipping & receiving area, repair part storerooms, and technical repair labs.

• The Intermediate Repair Facility (IRF) in Albuquerque (ABQ), New Mexico supports the Remote Video Surveillance System (RVSS) components, Agent Support Equipment (ASE), and Unattended Ground Sensors (UGS). The ABQ IRF consist of offices, warehouse space, shipping & receiving area, repair part storerooms, testing rooms, and technical repair labs.

• Fielded NII and Radiation Portal Monitor (RPM) Systems deployed at various sites at: U.S. Land Port of Entries (LPOEs), International Airport(s), U.S. Sea Port(s), International Mail Facility & Consignment Center(s), OCONUS International Pre-Clearance Airports, and other Government facilities.

• The Acquisition Program Management (APM) and Lead Business Authority (LBA) offices in the National Capital Region

2 SCOPE

This Statement of Work (SOW) identifies the requirements necessary to enable CBP to administer the life cycle support provided by the Integrated Logistics Division. The Contractor shall provide labor, supplies, materials, and procurement services from subcontractors to staff the ILD’s Maintenance Dispatch Center (MDC) and provide life cycle support functions to sustain the operational availability of systems/equipment deployed to sites within Continental United States (CONUS) and Outside Continental United States (OCONUS).

Life cycle support functions encompass efforts to perform preventive, predictive, and corrective maintenance planning and execution; to perform inspection and tracking of assets; to perform warehouse management, to relocate equipment; to provide enhancements, technical refresh, or refurbishment of equipment; and to retire or dispose of the equipment.

The Contractor shall provide On Demand Services to satisfy requirements which, by their unanticipated occurrence, become emergent requirements which require effort to resolve, i.e., repair of accidents/incidents, damage incurred from natural disasters, relocations, minor facility modification/construction to support relocations, remedy of corrosion damage, emergency services, special event services, specific original equipment manufacturer (OEM) factory repairs and calibrations, and parts and consumable purchases.

3 APPLICABLE DOCUMENTS

The Contractor shall ensure all Contractor personnel follow and adhere to all policies and procedures established by the Department of Homeland Security, Customs and Border Protection, and the Integrated Logistics Division, as well as all documents referenced below:

• The Federal Acquisitions Regulations (FAR): https://www.acquisition.gov/FAR/

• Section 508 of the Rehabilitation Act: http://www.section508.gov/

• Homeland Security Acquisition Regulation (HSAR): HSAR | Acquisition.GOV

• Code of Federal Regulations (CFR): eCFR :: Home

• CIS HB 1400-05C, “CBP Information Security Policies and Procedures Handbook”

• DHS 4300A Policy Directive (Version 13.3, February 13, 2023)

• Federal Travel Regulation: Federal travel regulation and related files | GSA

4 PERFORMANCE REQUIREMENTS

The Contractor shall be responsible for the accuracy, timeliness, and completion of services associated with the following requirements for the equipment identified in the contract.

4.1 ILD Business Support

The following requirements are general in nature and extend to overall program support for operations in Lorton, Albuquerque, and fielded equipment locations.

4.1.1 Program Manager

The Contractor shall provide a Program Manager that is knowledgeable in all aspects of operations to include contract compliance, operational management, process improvement, and contract deliverables. Additionally, the Contractor shall provide lead personnel, embedded within the teams identified in specified tasks/sub-tasks where routine requests and daily activities may be defined by, and identified in the Statement of Work.

4.1.2 Financial Tracking and Payment System

The Contractor shall provide a financial tracking and payment system that provides enough flexibility and information at the fund level for reporting the financial requirements of the program, to include the timely tracking of payments to vendors and existing commitments.

Additionally, the Contractor shall provide a financial tracking and payment system that will provide the necessary https://www.acquisition.gov/FAR/ http://www.section508.gov/ https://www.acquisition.gov/hsar https://www.ecfr.gov/ https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&ved=2ahUKEwjn8N_ngv-FAxVDFlkFHXAqB10QFnoECB4QAQ&url=https%3A%2F%2Fwww.dhs.gov%2Fsites%2Fdefault%2Ffiles%2F2023-05%2FV2.508%2520Working%2520file_DHS_4300A%2520ITSSP%2520SS%2520Policy%2520Directive%2520FINAL%25202023.02.13_kwb.pdf&usg=AOvVaw1_PE3r-eL_hG8pZDaZI9Z4&opi=89978449 https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation/ftr-and-related-files?_gl=1*1aptl5u*_ga*MTg4NjQ0MjE1Ny4xNzI5NjEzODQ4*_ga_HBYXWFP794*MTczNjg4MzQ3OS44LjEuMTczNjg4MzUwMi4wLjAuMA..

information in the formats requested. The system shall be able to:

• Track and provide all Contractor costs of maintenance and repairs for all types of equipment.

• Track necessary funding documents by organization for procurement of services, supplies, and/or equipment.

• Maintain necessary spreadsheets/databases to monitor payments and credits.

• Ensure flow of payment against services is on track.

• Provide execution of expenditures by cost categories and equipment categories

• Provide related monthly financial reports comparing Estimate at Completion

(EAC) to cost expenditures to date.

4.1.3 Invoice Instructions

Draft invoices will be emailed to the Contracting Officer Representative (COR) for approval, with the Contracting Officer (CO) CC’d.

4.1.4 Quality Control Plan (QCP)

The Contractor shall provide a Quality Control Plan (QCP). The QCP shall describe in detail the Contractor’s approach and quality control actions necessary to meet the requirements of this SOW.

The contractor shall provide an annual update to the Quality Control Plan anytime the approach to meeting the requirements of this SOW changes substantially.

4.1.5 Administrative Support -

The Contractor shall provide Support Personnel to assist with and support the following:

• Support and assist ILD with tracking and issuing office equipment.

• Support and assist ILD with making reservations for conference rooms and conference lines for meetings.

• Prepare meeting materials and invitations. Perform as scribes for Government meetings capturing decisions as well as capturing action items. Prepare and distribute minutes.

• Upload, track, and maintain documents within the shared drive filing system as required.

• Support ILD with requests for supplies, ordering, and inventory management of office supplies.

• Support ILD with records management to include updating, maintaining, and providing tracking for Configuration Items stored on the, SharePoint, Physical and Digital Records Room, Physical Technical Library, and other mandated systems.

• Support and assist ILD with creation of documents using Microsoft Word, Excel, VISIO, and PowerPoint as required using CBP/ILD formats and templates.

• Support and assist with documenting operational/functional workflows and processes using Microsoft Word, Excel, and PowerPoint

• Support and assist ILD with Semi-Annual and Annual inventories.

• Download and file RPM configuration documentation from an Online Scoreboard

• Support and assist ILD with monitoring, tracking, and gathering statistics and/or data from CBP systems to analyze in support of EIOD and other data calls, and ad hoc reporting.

• Quality Assurance of Corrective Maintenance Surveys and ad hoc reporting.

• Support and assist ILD with Service Request Intake Process. Monitor CBP Service Now and OFO SharePoint site for service requests assigned to ILD.

Notify ILD of newly assigned Service Requests for project lead/liaison assignment. Create service requests assigned to project leads using CBP Service Now. Close out completed or cancelled Service Requests on the CBP Service Now site Support and assist ILD with Customer Satisfaction Surveys (CSATs). Monitor ILD Corrective Maintenance mailbox for Failed ILD Corrective Maintenance (CM) Surveys from Work Order notifications from Integrated Logistics Support System (ILSS) Maximo.

4.2 ILD Lorton Support

4.2.1 ILD Maintenance Dispatch Center

ILD manages a Maintenance Dispatch Center (MDC) and NII/RPM Operations Center (NROC) that serves as an induction center for equipment trouble calls from CBP field activities which provides Tier I and II dispatch functions as well as maintenance tracking and reporting.

4.2.1.1 The Contractor shall staff the Maintenance Dispatch Center (MDC) to accommodate 24/7/365 operations. The Contractor shall also staff the Non-Intrusive Inspection (NII)/Radiation Portal Monitor (RPM) Operations Center (NROC).

4.2.1.2 The Contractor shall provide knowledgeable and professional Maintenance Dispatch Center staff to perform and assist CBP in addressing customer requests for service to render failed or faulty fielded systems/equipment. The support staff will communicate and interact directly with CBP employees in supporting the life cycle of all interdictions, inspection, detection, and surveillance technology equipment supported by ILD. The Tier I/II Center serves as an induction center for trouble calls from the field, and other inputs, to provide intake and dispatch functions as well as maintenance tracking and reporting.

4.2.1.3 The Maintenance Dispatch Center shall create and provide current updates/status changes to Maximo

Work Orders (WOs) as they occur, during required staffing hours, for all systems/equipment that has open maintenance actions and, when required, communicate directly to the ILD Staff, Original Equipment Manufacturers (OEMs), and other CBP Service contracts. The Maintenance Dispatch Center will call the ports to validate operational status after completion of all Priority 1 and 2 work orders for all technologies that the MDC supports.

During required staffing hours, the Contractor shall monitor all open maintenance actions through completion.

The Contractor shall follow the Government escalation, MDC workflow, and other MDC process(s) The Contractor shall manage progress of action of “aged” WOs and Customer expectations for completion of service.

The Contractor shall only create and update work tickets in the CBP approved databases. In the event Maximo is down, the Contractor shall create and update work tickets in Service Now. Once Maximo comes back online all tickets created during the downtime will be created in Maximo and the tickets will be closed.

The Contractor shall use the existing tracking and monitoring tools to update statuses of accident and/or incidents for WOs that are generated from the Maintenance Dispatch Center. All appropriate fields, as defined in the Government-approved Maintenance Dispatch Center work instructions, shall be populated in the approved Accident/Incident reporting tool.

4.2.1.4 Upon request of the Government Service Management Staff, the Contractor shall activate a Disaster and Event Report that includes operational statuses of all NII equipment in affected areas as required.

The Contractor shall continue the daily reports until each weather event such as tropical storms, flooding, etc., has passed and equipment is operational.

4.2.1.5 For NROC operations, the Contractor shall provide escalation support. The support staff will communicate, and interact, directly with CBP employees and Pacific Northwest National Laboratories (PNNL) in supporting the life cycle of the Radiation Portal Monitor (RPM) Systems and Web based NII Systems supported by ILD. The RPM Operations Center serves as the escalation center to manage and resolve system outages, CBP Network and local LAN incidents, and coordination functions with other CBP offices to resolve outages.

4.2.2 Logistics Analysis

The Contractor shall provide Logistics Analysts to support the Government service management staff with the day-to-day maintenance and logistic support activities, which include as needed:

• Scheduling preventive maintenance (PM) for Equipment

• Coordinating planned PM site visits with local on-site authority.

• Gathering and forwarding any applicable Work Completion Forms (WCF) to the Maintenance

Manager, OEM Government CORs, and ILD Maintenance Dispatch Center upon completion.

• Forwarding to the MDC actions required to resolve problems that require corrective maintenance (CM) that were discovered during the performance of PM.

• Recording the PM completed in Maximo.

• Validating that the PM is performed, and checklists are completed and maintained.

in accordance with OEM and/or CBP recommendations.

• Create and update daily, weekly, and monthly logistics deliverables.

• Create and update regular work products and reports requested by the government as required.

• Provide logistics reporting tool analysis for improvement as requested.

• Attend Regularly scheduled status meetings with customer, management, and Logistics Groups requested.

• Support requests for data or records from the field (e.g., Radiation Surveys, leak tests)

• Maintain Survey Meter Direct Exchange program as warranted.

• Upon request of the Government Service Management staff provide maintenance data from Maximo to the

Government as required.

• Record within the Work Orders the Failure Coding on Large Scale NII, Small Scale NII, RPM systems, and when requested various Hand-Held Equipment in Maximo. Update as necessary any Failure Codes that are needed for new systems introduced into the fleet to sustain more accurate Failure Trees/Codes within Maximo.

• Upon request of the Government Service Management staff, when periodically needed, provide failure analysis utilizing the Failure Coding on specific identified systems within the request.

4.2.3 Maintenance Service Representatives

The Contractor shall provide Maintenance Service Representatives to perform the following:

• Communicate with the Maintenance Dispatch Center, Service Management team members, CBP Personnel, CBP’s vendors, and other ILD Staff for maintenance related matters.

• Respond to data calls that require information retrieved from ILD’s Operational Readiness tools in a format specified by the Government.

• Collaborate directly with the Service Management team members on requests for information, research, findings, and recommendations on the life cycle support of CBP’s Inspection Technologies to include providing ad-hoc Work Order research on Maximo records and other life cycle information on Inspection Technologies relating to the duties of the position life cycle.

• Act as a Subject Matter Expert (SME) in gathering and disseminating information regarding repair information.

• Act as a Subject Matter Expert (SME) to respond to requests on status, updates, and other data within Maximo.

• When requested or necessary, add information into, update, or edit Work Orders and records within Maximo.

• When needed, participate in meetings with the Service Management team members to provide subject matter expertise.

• Provide SME-level expertise or assistance to MDC as needed.

4.2.4 System Engineering Support

4.2.4.1 Review and comment on Statement of Work (SOW) for new CBP NII/RPM systems to include o Life Cycle Cost Estimates

4.2.4.2 System Standard Operating Procedures

4.2.4.3 Maintenance inputs on requirements documents

4.2.4.4 Act as a Subject Matter Expert regarding system operational performance. The Contractor must understand how to use CBP tools used in gathering performance data.

4.2.4.5 Must understand how to interpret data to understand trends regarding system performance

• Provide Life Cycle Engineering support to the Maintenance Planning Team for the following

4.2.4.6 Data Call response

4.2.4.7 Analysis of equipment for recapitalization

4.2.5 Configuration Management Support

The Contractor shall provide Configuration Management support services. The support will include providing and receiving Engineering Change Proposals (ECPs) to/from vendors and OEMs. The Contractor shall review ECPs for completeness and suitability, distribute the ECP to the Change Control Board (CCB), track the approval/rejections, and file ECPs in appropriate library system. The Contractor shall track the status of changes and ensure the configuration of systems are updated in CBP systems.

Interact directly with the Program Office to assist with the review of engineering change requests, configuration changes, and other life cycle configuration support activities. The Contractor will frequently participate in meetings, IPTs, and workshops in the National Capitol Region.

4.2.6 Radiation Safety Committee Liaison

The contractor shall support Radiation Safety Committee with the following activities:

• Managing the radiation sources assigned to Lorton, VA.

• Conducting the monthly inventory of radiation sources and quarterly reports to the RSO.

• Conducting the quarterly wipe test of required sources.

• Preparation and presentation of ILD topics for the quarterly Radiation Safety Committee meeting; and

• Preparation and documentation of radiation sources for relocation to disposal sites.

4.2.7 Lorton Repair Depot Support

Handheld NII and Radiation Detection Equipment (RDE) Repair Functions

The Contractor shall provide Contractor Electronic Technicians to assist CBP in repair functions for small handheld equipment, as needed, to:

• Test and repair NII handheld and peripheral equipment including but not limited to Density Meters, fiberscopes, personal radiation detectors (PRDs).

• Analyze and interpret electronics and engineering data, documents, drawings, and schematics.

• Troubleshoot and diagnose faults.

• Perform Quality Assurance (QA) tests on repaired equipment.

• Enter data in applicable database to record maintenance actions and history.

• Provide technical support to POEs via telephonic means.

• For equipment that cannot be repaired in the IRF, prepare equipment for packaging and shipping to the vendor by the warehouse.

4.2.8 Survey Meter Calibration Services

The contractor will: Administer and perform scheduling of survey meters per specified schedule, as required by manufacturer, or to adhere to approved Government policy.

• Maintain and administer the CBP ILSS database and work orders related to the calibration functions.

• Communicate as necessary directly with the CBP Officers, Agents, and Personnel in the Field to conduct these functions and escalate any system/equipment issues directly to Lorton Repair Depot Management.

4.2.9 Packaging, Handling, Storage and Transportation (PHS&T)

The warehouse staff shall provide shipping, receiving, storage, and inventory support for CBP equipment at the Lorton warehouse facility.

• Ensure the warehouse that ILD operates within meets all certifications including company standards for safety, working condition, maintenance, efficiency, and cleanliness, i.e., Forklift Certification, Hazardous Materials, and Shipping and Handling Equipment.

• Support the excessing of equipment, used repair parts, spent batteries, and radioactive material.

• The Contractor will utilize the Government provided accounts to perform shipping, receiving, storage, management, and inventory support.

• Maintain inventory and parts management for Handheld parts maintained at the Lorton warehouse to include identifying parts requiring re-stock.

• Prepare all parts shipments from a packaging and marking perspective. Receive parts, inventory, and place into stock.

• Prepare hazardous shipments as needed (to include packaging, markings, and shipping documents) ship to appropriate addressees.

• Issue parts to the Lorton Repair Depot as requested.

• Operate material handling equipment as necessary in performing parts management and inventory.

• The PHS&T Staff shall be required to receive new and refresher training, to operate any equipment, machinery, and any Dangerous Goods (DG) shipping standards required by the Government. This includes one certified forklift trainer.

4.2.10 Asset Management

The Contractor shall provide Asset Management Technicians to assist the government Asset Management group, supporting the following:

• Review receipt of all new materials purchased on the contract to ensure that the quality and quantity of materials received is correct per accompanying Packing Lists

• As requested, enter update, complete or correct asset records.

• As requested, generate property transfers within the application of record

• Ensure the security and accountability of materials and goods with inventory control and proper handling and storage

• Communicating directly with the Program Property Office to coordinate the creation of bulk entry of asset records and resolve asset management issues that may arise.

• Management of excess/obsolete equipment review and disposition process

• Perform disposal actions on excess equipment in accordance with GSA and DHS/CBP guidelines.

4.2.11 Parts Management

The Contractor shall purchase repair parts, accessories, and consumables for NII/RPM equipment. All purchases of parts and services are required to be approved in writing by the COR prior to execution.

4.2.12 Report Functions

4.2.12.1 The Contractor shall post the NII Outage Report each weekday and notify all recipients when the report has been updated. The report shall be accessed in SharePoint using a link provided in the notification.

On the government specified day, prior to the Government morning meeting the Contractor shall provide the weekly report that identifies the current Operational Availability for RPMs and Large Scale NII equipment along with the number of outages for each and a breakdown of fixed and mobile systems. The report shall also identify the number of work orders that are over 10 days old.

For the Border Security Deployment Program (BSDP), the Contractor shall provide report formatting only.

4.2.12.2 The Contractor shall provide formal Monthly Financial Reports to report financial statistics on operations to the Contracting Officer’s Representative (COR) by the 25th calendar day of each month for each funding type and supported CBP Program on the contract. The Contractor shall provide a formal monthly report outlining the status of funds. A formal briefing will be conducted in conjunction with the Contract Government and Contractor Management Team as required. The Contractor shall also identify any potential risks in the contract that could impact the contract or the agency. The format shall address spending by Other Direct Costs (ODCs) showing budget to actual and provide a present estimate for the Estimate to Complete (ETC) of the current performance period. The formal report shall be in Microsoft Excel format and shall include Estimate at Completion (EAC), forecasts, and estimate of projected overages and/or shortages by Task, Sub-Task, and funding type. A standard format will be reviewed and approved by the Government. The Contractor shall provide a revised ETC monthly which includes commitments not yet invoiced that will incorporate overall projections for the contract period.

The purpose of this monthly report will be to determine if the COR and the Contractor are meeting their budget and operational targets.

4.2.12.3 The Contractor shall maintain the status of the RPM lane transitions and decommissions. This includes the research and coordination to update/enter the Asset Records within Maximo to reflect deployments, decommissioning, and system reconfigurations.

The Contractor shall provide updated monthly RPM transition and decommission documents.

The Contractor shall provide the report “RPM Status Tables (Posted Copy [date])” monthly on the first business day of the month.

4.2.12.4 The Contractor shall administer RPM calibration activity and forward recommendations for monthly calibration schedule no later than two (2) business days prior to the 15th of the month.

4.2.12.5 The Contractor shall provide, maintain, and archive monthly NII/RPM Readiness Reports in CBP applicable format for the following:

• Trending Report. The NII Trending Report will include Cost Wise Readiness (CWR) metrics, any applicable usage data, and availability metrics for each serialized system / equipment as identified by the Government.

• Operational Availability (AO)

• Mean Time Between Failure (MTBF)

• Mean Down Time (MDT)

• Material Availability (Am) which includes all downtime to include planned downtime.

Capture any applicable scan count data on systems/equipment/instruments.

4.2.12.6 The Contractor shall provide and maintain the following recurring reports in digital formats:

• Weekly Work Order Data

• Weekly ILD Brief for the Enterprise Infrastructure Operations Directorate (EIOD) ILD Director

• Monthly Raw Data and Equipment Map

• Monthly NII/RDE Inventory Report

• RDE Handheld Report

• Failed CM Survey Weekly Metrics

• Final Failed CM Survey Monthly Metrics

• Failed CM Survey Quarterly Metrics

4.3 ILD Albuquerque Support

The Contractor shall provide the following support to the ILD Albuquerque Intermediate Repair Facility.

4.3.1 Supply Support

The Contractor shall utilize Maximo at the Albuquerque facility to support CBP Equipment. The Contractor shall utilize Maximo for recording and tracking of maintenance WOs, providing equipment repair status updates on a workday basis, supply support and inventory applications.

4.3.2 Agent Support Equipment (ASE)

The Contractor shall repair ASE and other CBP equipment listed in Attachment 5.

The Contractor shall perform repair functions for ASE equipment, to include:

• Troubleshooting and fault diagnosis

• Organic PM and CM

• QA testing of new and repaired equipment

• Data entry in applicable database to record maintenance actions and history.

4.3.3 Unattended Ground Sensors (UGS)

The Contractor shall repair UGS equipment listed in Attachment 5 to include any supplemental equipment/parts related to the supported UGS Program to include:

• Troubleshooting and fault diagnosis

• Organic PM and CM

• QA testing of new and repaired equipment

• Data entry in applicable database to record maintenance actions and history.

4.3.4 Remote Video Surveillance System (RVSS)

The Contractor shall repair RVSS equipment listed in Attachment 5.

• Troubleshooting and fault diagnosis

• PM and CM to electrical and electronic devices, systems, and components installed on any RVSS Legacy, Overhaul or Upgraded Site within USBP.

• QA testing of new and repaired equipment

• Testing and calibration activities using a variety of test equipment.

• Evaluation and resolution of equipment and system problems

• Documentation of equipment maintenance history in automated systems

• Recommendation of process improvements or procedure modifications

• Identification and notification to OEM of any additional consumable equipment required for initial deployment of equipment (should it arrive minus required consumable items)

• Interface with the OEM to facilitate repair if the equipment fails the incoming QA test

• Packaging and shipping to the OEM for corrective action for any unit that fails incoming QA.

• Providing distant trouble-shooting and diagnostic assistance to field technicians.

4.3.5 Calibration Services Functions

The Contractor shall provide calibration services for equipment listed in Attachment 5. The services include:

• Administer and perform calibration functions to ensure Test and Measurement Equipment is calibrated per specified schedule basis by a vendor certified to provide such services.

• Perform calibration functions to ensure operational equipment is calibrated per specified schedule basis by a vendor certified to provide such services.

4.3.6 Packaging, Handling, Storage and Transportation (PHS&T) Functions

The Contractor shall perform shipping, receiving, storage, management, and inventory support for CBP equipment, to include:

• RVSS, ASE, and UGS border enforcement equipment

• DX Surveillance System Equipment, ASE, and UGS equipment

• RFI Surveillance System Equipment, ASE, and UGS equipment

• Ensure that the warehouse meets all certifications including company standards for safety, efficiency, and cleanliness, i.e., Forklift Certification, Hazardous Materials shipping, and handling, etc.

• Review and report to the Government receipt of all new materials purchased by the Government to ensure that the quality and quantity of materials received is correct per accompanying Packing Lists

• Review receipt of all new materials purchased on the contract to ensure that the quality and quantity of materials received is correct per accompanying Packing Lists

• Ensure the security and accountability of materials and goods with inventory control and proper handling and storage.

• Management of excess/obsolete equipment review and disposition process.

• Perform disposal actions on excess equipment in accordance with GSA and DHS/CBP guidelines.

• Manage the stocking levels of the shipping supplies; to include, but not be limited to consumables, boxes, protective packing material, packing tape, and required hazardous materials labels. The purchase of shipping supplies and consumables for the Albuquerque PHS&T will be accomplished within the Order-Level Materials

• The Contractor will utilize Government provided accounts to perform shipping, receiving, storage, management, and inventory support, to include using the Government-provided accounts, workstations, printers, and scales to ship the technology from the Albuquerque facility. The invoicing from FedEx and/or United Parcel Service (UPS) (as applicable) is direct to the Government.

• The PHS&T Staff shall be required to receive new and refresher training, to operate any equipment, machinery, and any Dangerous Goods (DG) shipping standards required by the Government. This includes one certified forklift trainer.

4.3.7 System Application Product (SAP) Functions

Upon request, the Contractor shall inspect and record all CBP equipment considered CBP-accountable property in SAP that is received at and shipped from the Albuquerque facility. The Contractor shall perform SAP functions for CBP- accountable equipment to include:

• Receipt and entry of equipment in approved databases (applies only to those items that have successfully passed the incoming QA test)

• Barcoding of all applicable equipment

• Providing an Excel spreadsheet with Barcode number and equipment information

(serial number, IMEI number etc.)

• Physical storage of equipment in RFI or DX stock that has passed QA and been entered in SAP.

• Identification and notification to OEM of any additional consumable equipment required for initial deployment of equipment (should it arrive minus required consumable items)

• Interface with the OEM to facilitate repair if the equipment fails the incoming QA test.

• Packaging and shipping to the OEM for corrective action for any unit that fails incoming QA.

4.3.8 Inventory/Database Management Functions

4.3.8.1 The Contractor shall maintain the Maximo maintenance database to include equipment, supply support, and parts ordering for fielded equipment to support CBP equipment listed in Attachment 5.

The Contractor shall manage the inventory to include:

• Type of inventory

• Function of inventory

• Elements of inventory

• Holding inventory

• Cost of inventory

• Objective of inventory

• Inventory analysis

• Inventory management in the ILSS across all storerooms and warehouse locations as designated in Maximo.

• Determinations of how much to order – reorder points, based on usage, high-failure items, lead-times, etc.

• Determinations of when to order – material requirements planning based on usage, high-failure items, and lead-times.

• Safety stock

• Reduction of excess inventory

• Inventory counting cycles and methods

• Maintenance and tracking of inventory metrics; and

• Distribution and transportation services relational to inventory

4.3.8.2 The Contractor shall manage inventories at the Albuquerque facility for all CBP Cost Centers as required.

4.3.8.3 The Contractor shall utilize the inventory management system at the Albuquerque facility to include management of CBP equipment, supply support, sparing solutions (DX) and RFI.

4.3.8.4 The Contractor shall perform inventory functions in inventory management systems for CBP equipment, to include:

• RVSS, ASE, UGS, and other similar CBP equipment

• Inventory of on-hand levels of RVSS, ASE, and UGS equipment repair parts and consumables

• Inventory of DX stock

4.3.9 OEM Repairs – Albuquerque

The Contractor shall provide OEM factory repairs for equipment determined to be not repairable at ILD Albuquerque as listed in each separate request.

4.3.10 Parts Management

The Contractor shall purchase repair parts and consumables for RVSS, ASE, and UGS Programs to support CBP equipment listed in each separate request. These purchases are required to be reviewed by the ILD- ABQ Government manager and approved by the ILD COR prior to execution.

The Contractor shall manage parts availability for fielded equipment as follows:

• Consistently track and maintain sufficient stock of common failure, high usage, and long lead-time items.

• Procure parts and consumables as approved by ILD-ABQ Government manager and the COR.

• Based on usage, lead-time, and failure rates, procure adequate parts and consumables for sparing stock to maximize repair efficiencies and minimize equipment downtime.

• Per ILD-ABQ Government manager’s direction, and upon COR approval, purchase necessary parts/consumables in cases of catastrophic loss in the field due to natural disasters and other unforeseen events. The purchases of necessary parts/consumables in support of catastrophic loss will be accomplished in accordance with the Order-Level Materials section.

• Recommend and track MIN/MAX stocking levels and reorder points in the ILSS database for equipment repair parts and consumables. If usage, failure rates, or lead times increase or decrease, adjust the MIN/MAX levels accordingly.

• Proactively seek less expensive second source parts that provide the same fit, form, and function as the OEM / vendor part.

• Pull, package, and ship requests from the field for parts and/or consumables as directed by ILD-ABQ Government Staff.

4.3.11 Warehouse Equipment Management Functions

The Contractor shall maintain CBP electrical/mechanical warehouse material handling equipment, power tools, and compressors at the Albuquerque facility.

The Contractor shall perform actions to ensure all warehouse material handling equipment and other electrical/mechanical equipment at the Albuquerque facility are maintained according to best business practices and/or according to OEM specifications as the individual equipment may dictate.

4.3.12 Required Reports

The following reports are specific to ILD Albuquerque.

4.3.12.1 Parts Order Analysis (Bi-weekly or as needed) –

The contractor shall review all potential orders for stock and submit their findings to the Government Manager for approval. After approval the contractor shall submit advanced approval emails to the COR for approval.

4.3.12.2 Mean Time to Repair (MTTR) and Completed Work Orders (WOs) Report

The Contractor shall provide a weekly Mean Time to Repair (MTTR) and Completed Work Orders (WOs) Report to ILD-ABQ Government. The report shall be distributed via email in Microsoft Excel 2010 workbook format by COB each Thursday (when Thursday is a Federal holiday, the report shall be distributed by COB the following day). The Weekly MTTR and Completed WOs Report specify the quantities of WOs (maintenance requests) for supported RVSS, ASE, and UGS equipment that are repaired in-house at ILD-ABQ each week. The report also provides the average MTTR for each make/model of RVSS, ASE, Imaging Sensors (IMGS), and UGS equipment repaired during the week at ILD-ABQ. The data in this report is utilized by the ILD-ABQ Government Manager to develop bi-weekly briefings for HQ, USBP regarding the status of ILD-ABQ equipment maintenance support.

4.3.12.3 Daily DX and RFI In-stock Supplies

The Contractor shall provide the Daily DX and RFI In-stock Supplies of RVSS, ASE, UGS Assets and consumables Report to ILD Government and HQ, USBP. The report shall be distributed via email in Microsoft Excel workbook format by COB each workday.

The Daily DX and RFI In-stock Supplies of RVSS and ASE Assets Report specifies the daily, on-hand quantities of RVSS, ASE, UGS, and consumables in ILD-ABQ DX stock and/or in HQ, USBP RFI stock at ILD-ABQ. The data in this report is used by multiple HQ, USBP offices to make budgeting, acquisition, and deployment decisions regarding RVSS, ASE, and UGS equipment. ILD-ABQ Government utilizes the data in this report to monitor USBP equipment quantities for the purpose of notifying HQ, USBP of any issues and to make deployment decisions.

4.3.12.4 On Demand O&M Quantities Cost Data

The Contractor shall provide the ILD-ABQ On Demand O&M Quantities Cost Data to ILD-ABQ Government. The Report shall be in Excel Format and distributed via E-Mail. The report should be provided four times per year. The reporting period for the report are as follows (MM/DD):

• 02/25 through 04/24

• 05/25 through 07/24

• 08/25 through 10/24

• 11/25 through 01/24

The due date for the report is two weeks following the last day of the above-listed reporting periods. The report should contain Cost Information for the entire PoP YTD and report for just that specific reporting period

4.3.12.5 Turn Around Time Report

The Contractor shall provide a monthly Turn Around Time for repairs.

4.4 On Demand Services

The Government anticipates requiring other requested services, separate from those outlined above, as needs arise during the course of this contract. The Government reserves the right to set and escalate priorities for these services to allow for expediting as urgent needs arise. This work will be Firm Fixed Price (FFP) based on mission need as directed by the Government. These services include repair of accidents/incidents, damage occurring from natural disasters, product reconditioning, technical refresh services, maintaining spares stock/repair kits, integrated logistics services, severe corrosion restoration, refurbishment services, engineering services, installation, relocation services, disposal, site services/surveys, retrofit, emergency services, special event services, specific OEM factory repairs and calibrations, and parts and consumable purchases. Families of equipment will be listed in the equipment list, Attachment 5, and equipment under firm fixed price will be so designated.

Travel will be accomplished in accordance with the Federal Travel Regulations (FTR). Deliverables and schedule requirements will be defined as each need occurs.

On Demand Services shall include repairs of new equipment accepted by CBP. Additionally, repair and maintenance of ancillary equipment including those added post acceptance to enhance operations may require on demand services. This may include auxiliary lighting, electronic traffic control devices, cameras, digital media equipment, roller tables, conveyer belts, safety interlocks, operator booths.

4.4.1 On Demand Approval Thresholds

Supplies, repair parts, and additional services not included will be classified as On Demand. The Contractor shall obtain authorization as detailed below. The contractor shall identify On Demand Items separately on invoices and include all paid receipts. The following table summarizes the authorization thresholds.

Dollar amount (per instance) Authorizations to Proceed (ATP) Up to $4,000 (CBP pre-approved and non-pre-approved stock replenishment orders, such as repair parts, surveys, shipping materials, etc.)

CBP Technical Monitor (TM)/Program Manager (PM) and Contracting Officer’s Representative (COR)

$4,001 to $10,000 COR (with concurrence from CBP TM/PM) Over $10,000 Contracting Officer (CO) (with concurrence from COR, and CBP TM/PM)

4.4.2 Use of On Demand Services

When requirements arise under the scope of On Demand services, those services will be awarded and funded under the respective CLIN. The On Demand services CLINs will be incorporated in the contract to include the labor categories available, maximum labor rate for each category, the maximum number of hours available under each labor category, maximum materials and subcontracts costs as well as maximum other direct costs. These individual line items will be used to determine the fixed amount of any and all On Demand services approved by the Government under this contract. When so ordered by the Government, the vendor shall provide the necessary management, labor, materials and supplies to perform tasks in accordance with the fully burdened labor rates in the pricing schedule, as well as the minimum labor qualifications. The labor rates shall be fully burdened to include all direct and indirect costs and profit. The Contractor will provide a spreadsheet with all SLINs using the rates identified in the contract.

For each On Demand service proposal, the vendor will provide estimated hours for each labor category as well as estimated materials, subcontracts and other direct costs. For materials and other direct costs that are commercial items, pricing shall be supported by a commercial price list or quote. The Government, in partnership with the vendor, shall review and approve the final fixed amount for each On Demand service prior to the vendor commencing work. Once a final fixed amount has been determined, the On Demand service will be awarded against the On Demand CLIN. Under no circumstances shall On Demand services be performed when the modification has not been processed and funding has not been provided under the On Demand CLIN.

In instances where an On Demand service is urgent in nature, the Government may provide a written authorization to proceed via email or fax, while the final price is being submitted and definitized. This authorization will include a limit for expenditures that may be not exceeded without the Government’s expressed approval via email or fax.

4.4.3 Replenishment of CBP Pre-Approved Stock

Requirements up to $4,000 per instance, to replenish CBP approved stocking levels, will require additional CBP approval by the CBP Technical Monitor/Program Manager. The cumulative amount of all approved work orders for the term of the contract shall not exceed the funding available on the On Demand line item(s) of this contract.

• The Contractor shall proactively seek less expensive second source parts and supplies that provide the same fit, form, and function as required to meet the need.

• The Contractor may not exceed the initial NTE amount identified in each work order without written authorization from the CO.

4.4.4 Other Than CBP Pre-Approved Supplies

Requirements up to $4,000 per instance, can be authorized in writing by assigned CBP TM/ PM. After approval, the PM shall send the approval to the COR for action to be taken on the requirement. The cumulative amount of all approved work orders for the term shall not exceed the funding available on the On Demand line item(s) of this contract.

• The TM/PM, through the COR will issue a request for quotation for each request for additional services (e.g., maintenance) to the Contractor, which provides the scope of the work to be performed, as defined in the SOW.

• The contractor shall submit a quote (which shall include adequate detail on how the price was derived (the description of work to be performed, labor price, material price, equipment, schedule, subcontracting, etc.). If a firm fixed price cannot be quoted by the contractor due to unknown or unforeseen conditions associated with the repair, an initial not-to-exceed (NTE) amount may be quoted by the contractor. The NTE quote must be adequately supported with sufficient detail (the description of work to be performed, labor price, material price, equipment, schedule, subcontracting, etc.) in order that the TM/PM is able to determine the price fair and reasonable.

• Upon review of the quote, the TM/PM can approve the work if the TM/PM finds the contractor’s quote: (1) technically acceptable and (2) the price fair and reasonable. Prior to approving the work, the TM/PM will ensure adequate funding is available to fund the repair via the On Demand line item(s) on the contract.

• The Contractor may not exceed the initial NTE amount identified in each work order without written

4.4.5 Supplies, Repair Parts, and Additional Repair Services

Requirements $4,001 to $10,000 per instance, can be authorized in writing with the concurrence of the TM/PM by assigned COR. The cumulative amount of all approved work orders for the term of the contract shall not exceed the funding available on the On Demand line item(s) of this contract.

• The TM/PM, through the COR will issue a request for quotation for each request for additional services (e.g., maintenance) to the Contractor, which provides the scope of the work to be performed, as defined in the SOW.

• The contractor shall submit a quote (which shall include adequate detail on how the price was derived (the description of work to be performed, labor price, material price, equipment, schedule, subcontracting, etc.). If a firm fixed price cannot be quoted by the contractor due to unknown or unforeseen conditions associated with the repair, an initial not-to-exceed (NTE) amount may be quoted by the contractor.