RFI Helium Rehabilitation Requalification Maintenance.pdf

Request for Information (RFI) Helium Rehabilitation, Requalification, and Maintenance

THIS IS A REQUEST FOR INFORMATION (RFI) ONLY.

This is a RFI solely for information, planning purposes, and market research. It does not constitute a Request for Proposal (RFP) or a promise to issue an RFP. This RFI does not commit the Government to contract for any supply or services. U. S. Customs and Border Protection (CBP) is seeking information only at this time. CBP will not pay for any costs associated with responding to this RFI. All costs will be solely at the interested parties’ expense. Not responding to this RFI does not preclude participation in any future CBP requirements. The information provided in the RFI is subject to change and is not binding on the Government. The Government has not made a commitment to procure any of the items discussed.

Release of this RFI should not be construed as such a commitment or as authorization to incur costs for which reimbursement would be required or sought. All submissions become Government property and will not be returned.

Statement of Need The purpose of this RFI is to gather information and question from potential vendors contractors on helium rehabilitation, requalification, and maintenance of helium trailers.

Background The Domain Awareness Persistent Surveillance (DAPS) Directorate provides wide-area persistent long-range detection and monitoring (radar and electro-optical/infrared surveillance) for interdicting low-level air, maritime, and surface illicit activities along the United States-Mexico border, the Florida Straits, and a portion of the Caribbean. The DAPS Directorate provides labor services to support, manage, and maintain all requirements for full operational and maintenance of seven (7) Tethered Aerostat Radar Systems (TARS) field sites, two (2) Tactical Maritime Surveillance Systems (TMSS), and four (4) Tactical Aerostat Systems (TAS). The number of sites has the potential to increase, although the increase is not known at this time.

The DAPS Directorate is requesting a services-oriented contract that will provide direction and methodology for rehabilitation and requalification of helium tube trailers. Activities will provide continued support of Customs and Border Protection, Air & Marine Operations, providing wide-area persistent long-range detection and monitoring (radar and electro-optical/infrared surveillance) for interdicting low-level air, maritime, and surface illicit activities along the United States-Mexico border, the Florida Straits, and a portion of the Caribbean. The DAPS Directorate requires contracted labor services to support, manage, and maintain all requirements.

Scope and tasks associated with this effort are reflected in the DRAFT Statement of Work, enclosed.

Contract Type / CLIN Structure. The government request that the contractor recommend contract type and CLIN structure.

Time for Response Interested parties shall submit a response by 12:00 p.m. ET on April 28, 2025.

Contractor requested to review paragraph 4, Specific Tasks to ensure that all components of the paragraph are addressed. Vendor response is limited to ten (10) pages.

Q&A Period

There will be a question/answer period provided giving the opportunity to ask questions and a cumulative response given. Provide all questions by 4:00 p.m. EST on April 25, 2025, to the below point of contact.

The cumulative response to all received questions to be posted as soon as possible.

Question and Response Submission

Submit questions and responses via email to the Contracting Officer’s Representative:

Chadwick Myers 1300 Pennsylvania Ave NW, 8th Floor Washington, DC 20004

(202) 360-7364 Chadwick.Myers@cbp.dhs.gov mailto:Hazel.Russell@cbp.dhs.gov

Statement of Work (SOW) Department of Homeland Security (DHS)

U.S. Customs and Border Protection (CBP) Office of Air and Marine (AMO)

April 22nd, 2025

1. BACKGROUND:

The Domain Awareness Persistent Surveillance (DAPS) Directorate provides wide-area persistent long-range detection and monitoring (radar and electro-optical/infrared surveillance) for interdicting low-level air, maritime, and surface illicit activities along the United States-Mexico border, the Florida Straits, and a portion of the Caribbean. The DAPS Directorate provides labor services to support, manage, and maintain all requirements for full operational and maintenance of seven (7) Tethered Aerostat Radar Systems (TARS) field sites, two (2) Tactical Maritime Surveillance Systems (TMSS), and four (4) Tactical Aerostat Systems (TAS). The number of sites has the potential to increase, although the increase is not known at this time.

The DAPS Directorate is requesting a services-oriented contract that will provide direction and methodology for rehabilitation and requalification of helium tube trailers. Activities will provide continued support of Customs and Border Protection, Air & Marine Operations, providing wide-area persistent long-range detection and monitoring (radar and electro-optical/infrared surveillance) for interdicting low-level air, maritime, and surface illicit activities along the United States-Mexico border, the Florida Straits, and a portion of the Caribbean. The DAPS Directorate requires contracted labor services to support, manage, and maintain all requirements.

2. SCOPE

This Statement of Work (SOW) will focus on rehabilitation and requalification, focused on customer requirements and vendor two (2) scope approach for rehabilitation and requalification.

The two-scope approach includes the following:

1. Minimal Scope – Consisting of periodic requalification of pressure vessels and limited or minimal rehab.

2. Full Scope – Consisting of periodic requalification of pressure vessels and complete disassembly for full rehab / refurbishment based on customer requirements.

3. REFERENCES:

1. All tube re-qualifications shall follow the most current publication of the United States Department of Transportation Code of Federal Regulations Title 49.

2. CGA Publications listed below (most current editions and/or specific edition included by reference in the CFR) shall be used as guidelines.

a) C-1 Methods for Hydrostatic Testing

b) C-5 Tube Service Life

c) C-6 Standards for Visual Inspection

d) C-10 Recommendations for Change of Service

e) C-18 Methods for Acoustic Emission Re-qualification

f) C-23 Inspection of Tube Neck Mounting Surfaces

g) G-4.1 Cleaning Equipment for Oxygen Service

h) S-1.1 Pressure Relief Device Standards

i) TB-25 Design Considerations for Tube Trailers

3. Applicable USDOT special permits for alternative methods of testing including, but not limited to, ultrasonic examination (UE) and acoustic emission (AE). Other USDOT special permits for specific gas services or exclusions to any part of 49 CFR may also be utilized provided any such special permit be effective and in good standing with the USDOT at time of reference, and all provisions of any such special permit(s) be fully in compliance at such time the equipment is initially offered for use by lessor. On occurrence of use of any special permit, a current copy of the special permit shall be provided in a closed weatherproof container permanently mounted to subject equipment.

Additionally, identification of special permit shall be labeled on subject equipment according to the specific requirements of such permit, as prescribed.

4. Customer-specific standards and specifications as required, provided any and all such provisions are deemed in full compliance with the letter of the law.

5. Contractor shall follow and comply with the most current publication of the United States Department of Transportation Code of Federal Regulations Title 49 along with applicable local and state transportation regulations.

6. Contractor shall follow and comply with CBP AMO specific standards and specifications as required. Contractor shall provide all such provisions are deemed in full compliance with the letter of the law.

4. SPECIFIC TASKS:

For rehabilitation and requalification, the Contractor shall provide the specific and ad-hoc tasks in support of program requirements and IAW contractor Standard Operating Procedure (SOP) in the following areas below. Vendor needs to define the steps undertaken to include timelines associated with performing the task from receipt of trailer to return to government.

A. RECEIVING RECORD

Upon arrival at a retest facility, a detailed receiving record shall be filled out recording the current condition of the equipment and any damaged or missing equipment.

Photographs shall be taken of both ends, sides, and interior cabinets showing proof of received condition and equipment which shall be included in the permanent file.

B. WORK ORDER

A visual inspection of the equipment shall be performed to ascertain what work will need to be performed in accordance with the following procedures and this specification including appendices. A work order shall then be made and distributed to the department supervisors. Depending upon specific requirements, work orders may be supplemented by “Assembly”, “A-E Retest”, “Retest”, or customer specific matrices. Work Orders shall be filled out with detailed work performed and material used by department supervisors.

Lot numbers, serial numbers and batch information should be documented for materials used in order to track any possible component quality issues. All completed work orders shall be retained in the permanent work order file.

C. PURGING AND VENTING

All units will be received purged and blanketed under a maximum of 30-psi inert gas unless arrangement/notification has been made prior to receipt. The unit shall be emptied by venting to atmosphere. An explosive check is performed on units in flammable gas service using an explosimeter. The internal atmosphere of the tubes is sniffed to record level of explosiveness. If unit is hot, it is purged with dry, oil free, gaseous nitrogen until explosimeter reads acceptable level. Any unit received with other than an inert gas blanket or under vacuum, and/or that cannot be inserted through the process above, shall be returned to the customer/lessee for proper purging.

D. DISASSEMBLY

Equipment will undergo Full Scope or Minimal Scope rehabilitation. Full Scope will follow these prescribed methods. We shall attempt to coordinate with customer to determine, based on certain factors and in limited circumstances, which equipment are subject to Minimal Scope rehab and in such cases, provide information for limited/minimal services performed. When Minimal Scope rehab is requested, all methods and services must still meet the conditions found in Section I INTRODUCTION Part A through D and the pressure vessels must be undergo required periodic re-test/requalification.

1. Manifold shall be removed, tagged, sealed, and directed to its proper department for visual inspection of tubing and valves for obvious damage, and for testing.

2. Tube nuts and bulkhead are removed, marked with appropriate unit number.

Tubes are also unloaded to a flatbed float, marked, and directed to the testing department. Tubes are plugged under dry nitrogen blanket to maintain cleanliness.

3. Tubes shall not be stored outdoors unless they are plugged on both ends and elevated above the ground surface.

4. Tube nuts and bulkhead are removed, marked with appropriate unit number.

Tubes are also unloaded to a flatbed float, marked, and directed to the testing department. Tubes are plugged under dry nitrogen blanket to maintain cleanliness.

5. Tubes shall not be stored outdoors unless they are plugged on both ends and elevated above the ground surface.

E. CHASSIS/FRAME REFURBISHMENT

Chassis/frame shall be grit blasted to gray metal. Grit blasting shall be followed by visually inspecting all electrical, pneumatic, mechanical, and structural components for damage, wear, distortion, or any other forms of potential failure. Blasting shall be timed to minimize exposure to dirt and humidity.

1. Electrical systems (for trailer chassis, if applicable)

a) The lighting system shall be operated to make sure that all lights meet the requirements of Appendix A and are in a good operating condition.

b) Verify that all DOT required lighting is installed.

c) Inspect all wiring, conduit, connectors, etc. to ensure they are in good condition.

d) All frame or cabinet penetrations shall be insulated against chafing by either placing Tygon tubing over the conduit at the point of penetration, or by placing a grommet in the cabinet or frame openings.

2. Air Brake systems

a) Air systems shall be checked with a function tester to make certain that all glad-hands; airline fittings, air valves, brake chambers, and all existing brake parts are in good working condition and leak-free.

b) Brakes shall be adjusted, and inspected for excessive wear, cracks, and proper operation. Spring brakes shall be inspected on the unit. If brake chambers are present, they shall be replaced with spring brakes.

3. Mechanical components

a) Remove wheels, hubs and wheel bearings from axle. Inspect and clean bearings, repack with appropriate wheel bearing lubricant, install new seals and reassemble.

b) Lubricate all component parts that require lubrication.

c) Landing gear shall be operated in both low and high gear in both directions, under load.

d) Visually inspect springs checking for broken spring leaves, excessive rust, loose U-bolts, bushings, etc.

e) Tires shall be inspected for cuts, bulges, tread depth, and tire pressure.

4. Structural components

a) Chassis/frame shall be inspected from front to rear for any cracks or broken welds. If any are found, they shall be re-welded and if necessary, reinforced to prevent recurrence.

b) Cabinet, including doors, hinges, latches, and tiebacks shall be inspected for dents, excessive rust, corrosion, and good function.

c) Fifth wheel section and kingpin shall be inspected for corrosion, excessive wear, cracks, and broken welds. Bolt-on fifth wheel sections are permitted.

d) Fenders shall be inspected for corrosion, dents, gouges, broken welds, and condition. 3rd-party stamped fenders may be used. Unless otherwise required by customer/lessee specification, fenders shall be steel, aluminum, or composite with sturdy bracing.

5. Proper repairs and replacements as determined from above inspections shall be made and inspected by the foreman of the department. All parts, materials, and repairs shall be noted on the work order. If any doubt exists as to condition, form, or function, refer to customer POC for final disposition.

6. The complete, refurbished unit shall be primed and painted using automotive or industrial grade paint system. A minimum 2-stage coating is required. After final coated, paint thickness should be a minimum of 6 mils. Zinc-enriched primers and/or base coats are required for all MEGCs. Tubes shall be painted customer color. Chassis/frames should also be painted customer color. Variance in painted surfaces is allowed, by color, to meet customer specifications, provided all efforts are made to ensure match and consistency within prescribed fleet requirements for multiple and future equipment, specific to that customer.

F. USDOT TUBE REQUALIFICATION

Tubes shall be hydrostatically, ultrasonic emission, and/or acoustic emissions tested in accordance with most current publication of Title 49 CFR, CGA Publication C-1, CGA Publication C-18, or applicable USDOT exemption (i.e. DOT-SP 12629). All tubes with OD of 22” are to have a neck thread inspection performed every 10 years. All 22” OD tubes loaded onto a trailer chassis shall have a collar spacer installed between the external tube thread and tube flange. New tube flanges (and collars, if required) shall be installed no less frequently than every consecutive 10th year on both tube ends.

Only facilities that have been approved by the Department of Transportation under provisions of Section 180 of Title 49, Code of Federal Regulations, may perform the periodic re-test of compressed gas tubes. Additionally, calibration certificates of test equipment shall be made readily available upon request.

G. MANIFOLD INSPECTION AND TEST

1. The manifold and its accessories shall be inspected and reconditioned as required prior to reassembly.

2. Each pigtail of the manifold shall be capped off to contain pressure. A pressure line is connected to the main fill valve. The manifold shall be tested to 1.5 times the marked service pressure of the tubes if tested hydrostatically and 1.25 times MSP if tested pneumatically. The manifold shall be free of structural defects and leakage.

3. Manifolds that have been contaminated with oil or are to be used in oxygen gas service or to meet customer specific requirements shall be cleaned according to PL approved procedures for the same. All cleaning procedures are to be fully approved by PL prior to use.

H. REASSEMBLY

1. Tubes shall be reassembled to the proper chassis/frame using webbing, to prevent metal-to-metal contact. If C23 neck inspection was performed, tubes will be fitted with new flanges and/or collars as applicable. Care shall be taken to minimize the scuffing and damaging of painted tubes. If paint is scraped or damaged, matching paint shall be applied to touch up and scuffed areas. The entire exterior surface of the tube must be covered in paint or other approved coating to minimize any detrimental effects of corrosion or environmental exposure.

2. Tube nuts shall be tightened by means of air impact wrench. Tube bands and tie-downs will be reassembled in the original manner.

3. Tube location chart shall be made noting each tube by serial number and location. Relation of tube location shall be made as to front or rear of equipment.

Traditionally, rear refers to the manifolded end with tube isolation valves and common fill valve.

4. Install valves, vent tubing, and pressure relief devices. All tube valves and PRDs must meet the requirements of CGA TB-25 for sheer and impact protection.

a) Valves are to be replaced with like kind and type of valve.

b) All pressure relief devices (PRDs) shall be replaced by new devices.

PRDs shall be Western Valve, poppet style. All PRDs must be in full compliance with CGA S-1.1.

c) If permitted by CGA S-1.1, gas services utilizing non-vent style PRDs, shall have deflector shielding installed vertically along the sides of the bulkhead, if no cabinet is installed.

d) New vent tubes shall be installed, if applicable, according to CGA S-

1.1. When required, vent tubes shall be located for each tube on the front, non-service, end of equipment. If fusible alloy PRDs are prescribed, vent tubes shall be installed on front and rear of each tube. Vent tubes must be capped with a suitable metal alloy cap using RTV silicon. Vent caps shall be installed as to not interfere with prescribed and designed use or operation of PRDs. Vent tubes shall also be secured with proper bracing utilizing clamps or other such methods to prevent any rubbing or scuffing.

5. After reassembly the unit is final coated.

6. Decals shall be applied in accordance with customer specification and USDOT regulations. All USDOT placarding shall be installed in such a manner as to not be obscured or hidden by equipment items such as valves, PRDs, and/or vent tubes. Where applicable, stand-out bracing and plating shall be installed for application of placarding and labeling.

I. PRESSURIZATION/LEAK TEST AND MOISTURE

1. High Pressure Tubes (900 PSI OR ABOVE)

The manifold shall be installed, all valves closed and pressurized to 1.25 times working pressure. CGA connections are tested for leaks. The individual tube valves are opened, and tubes shall be pressurized to working pressure.

Pressurizing gas shall be dry nitrogen or 10% helium with the balance dry nitrogen. All valves, joints and connections, including the manifold shall be tested for leaks using an oxygen compatible solution. In the event any leaks exist, the tube shall be blown down, leaks repaired, and re-pressurized until all leaks have been repaired.

2. Low Pressure Tubes (LESS THAN 900 PSI)

The tubes shall be pressurized to maximum working pressure or 100 psi whichever is applicable by attaching the fill hose to regulated dry nitrogen supply.

The tubes shall never be attached to the high-pressure piping system for any procedure. Pressurizing gas shall be dry nitrogen. All valves, joints, and connections, including the manifold shall be tested for leaks using an oxygen compatible solution. In the event any leaks exist, the tube shall be blown down, leaks repaired, and re-pressurized until all leaks have been repaired

3. After pressure test, unit shall be evacuated by vacuum to eliminate all traces of moisture. Moisture shall be determined and recorded by using a moisture analyzer. A minimum -650F dew point, 23.6 PPM shall be established unless otherwise directed by customer specification.

4. The test gas shall be vented to a positive residual pressure of 20 psig before the unit is shipped. If required by customer specification, unit may ship under vacuum. A tag shall be installed on the manifold near the fill point stating contents, moisture level, pressure, and date.

J. FINAL INSPECTION

1. Quality Assurance shall conduct final inspection. It shall include the functional testing of all lights and the brake system, and shall be recorded on the final inspection checklist, WG-107. Additionally, photographs shall be taken in quantity sufficient to substantiate evidence of condition and quality at shipment.

Photos are to be provided or made available to PL.

2. Upon acceptance by Quality Assurance, the unit shall be released for shipment to the customer.

3. All test and inspection reports shall be maintained in the permanent work order file and copied to customer via electronic transmission, hard copy upon request.

5. ACCEPTANCE AND DELIVERY:

For rehabilitation and requalification, the Contractor will inspect helium tube trailers, chassis, ancillary equipment and provide materials for necessary repairs, testing, and requalification prior to delivery and acceptance at sites. The Contractor will provide final inspection checklist and shipping documentation for each tube trailer. The Contractor will prepare the DD- 250 MATERIAL INSPECTION AND RECEIVING REPORT or internal inspection document upon final delivery. Vendor to ensure work to be performed in a timely manner to ensure trailer availability for mission support.

6. PERIOD OF PERFORMANCE:

Upon contract award, the Contractor shall provide the above said services and support for a base period of one (1) year, plus four (4) one-year options. The base and option years are scheduled as follows:

Base Year: Jun 29, 2025 – Jun 28, 2026 Option Year 1: Jun 29, 2025 – Jun 28, 2026 Option Year 2: Jun 29, 2025 – Jun 28, 2026 Option Year 3: Jun 29, 2025 – Jun 28, 2026 Option Year 4: Jun 29, 2025 – Jun 28, 2026

The government reserves the right to extend the term of the contract by written notice to the Contractor per FAR 52.217-9, "Option to Extend the Term of the Contract" (MAR 2000).

7. PLACE OF PERFORMANCE:

For rehabilitation and requalification, all pre-inspections, repairs, test, recertification, and temporary storage of tube trailers shall be performed at contractor’s location.

8. PROJECT MANAGEMENT AND PERFORMANCE INFORMATION:

The contractor will schedule meetings and provide updates as requested by the Government to address topics such as: project schedule, materials, cost, impediments, mitigation plans, status, and other statuses as necessary.

9. REPORTING:

A monthly status report shall be provided to the DAPS Directorate office, via email, by the 15th of each month. These reports shall contain (at a minimum) a description of all efforts scheduled/accomplished for the reporting period, estimated start / completion date, materials provided / purchased, and list of invoices submitted. The contractor shall maintain and provide upon Government request all inspection, test, records for completed / certified requalification of trailers. The contractor shall use contractor generated forms.

9.1 Deliverables

The Contractor shall deliver those items to CBP as outlined in the table below.

Table 1 – Deliverables, Milestones, and Delivery Schedule

ITEM # DELIVERABLE (D) / MILESTONE (M) DUE DATE

1 Monthly Status Report (D) 15th business day after the end of the prior month

2. Invoice Report (D)

15th business day after the end of the prior month

3. Kick Off Meeting (M) 7 calendar days after effective date of contract

10.0 Changes to the SOW

No changes to the resulting SOW or cost increases shall be incurred without written prior approval of the Contracting Officer as coordinated by the COR. Any changes or cost increases will not take effect until the Contracting Officer executes a written modification.

11.0 Points of Contact

All contract questions and concerns shall be directed to the POC as designated below. The Contracting Officer (CO) is the only individual with the authority to amend this contract.

COR

Chadwick Myers / COR 1300 Pennsylvania Ave NW, 8th Floor Washington, DC 20004

(202) 360-7364 Chadwick.Myers@cbp.dhs.gov mailto:Hazel.Russell@cbp.dhs.gov