RFI Modular Mobile Radiation Detection Systems Mod 1.pdf

COMMONWEALTH OF KENTUCKY

Request for Information (RFI)

For

Modular Mobile Radiation Detection Systems Solicitation # RFI 19000000191900000020

Date of Solicitation Release: 01/25/2019 Date of Solicitation Close: 03/14/19

Issued by The Cabinet for Health and Family Services

On Behalf Of Department for Public Health, Radiation Health Branch

Commonwealth Buyer:

DYLAN CURRY, PURHASING AGENT

COMMONWEALTH OF KENTUCKY

CABINET FOR HEALTH AND FAMILY SERVICES

DIVISION OF PROCUREMENT SERVICES

725 EAST MAIN STREET, 4E-C

FRANKFORT KY 40601

(502) 564-7736

Fax: (502) 564-5531 Dylan.Curry@ky.gov

Introduction:

The Cabinet for Health and Family Services (CHFS), Department for Public Health (DPH), Division of Public Health Protection and Safety (PHPS), Radiation Health Branch (RHB) works numerous special events each year. During an event, it is necessary to screen for radioactive material to ensure materials are not present. If they are present, it is necessary to identify the gamma emitting radiological material to determine if neutrons are present. The RHB does not currently have mobile radiation detection systems, but it does have gamma detectors and He-3 gas that can be used for neutron detectors. The RHB is seeking information from potential vendors to provide information on how each can utilize the Commonwealth’s existing gamma detectors and He- 3 gas to build modular mobile radiation detection system(s).

The purpose of this Request for Information (RFI) is to obtain information regarding entities who meet the criteria outlined within this document. Possible conditions may include that all work and data products will be owned by the Commonwealth of Kentucky and will be produced and delivered free of licensing restrictions or any other encumbrance that may impede or otherwise restrict the free distribution thereof, whether in part or in full. All information, solutions, and technologies provided in this response must be currently available. This input will assist the Commonwealth in its assessment of the viability of preparation of a Request for Proposal (RFP) and subsequent contract. Further, the Commonwealth requires that all responding vendors be experienced with large and complex acquisition efforts.

This RFI contains preliminary information to serve as a platform for reaction and discussion with the vendor community. The requirements in this RFI are in no way final or represent what may be contained in an RFP.

This issuance does not constitute a commitment to issue a bid or award a contract or to pay any costs incurred in preparation of a response to this request. Furthermore, the Commonwealth requires that all responding vendors abstain from providing any quotes or bids in response to this RFI.

RFI Process:

This RFI is being issued by the RHB.

Due to the complex and highly technical nature of this RFI, the RHB intends to allow RFI respondents an opportunity to conduct oral presentation and conduct a live demonstration for detection unit(s) and software. The RHB is tentatively reserving the week of March 25th through March 29th from 9:00am to 12:00pm for this event. Participation in the oral presentation and live demonstration is optional but highly encouraged. To assist RHB in getting the oral presentation and live demonstration scheduled, interested respondents should provide up to three (3) options during the date range. The event will be hosted at the Central Laboratory Facility located at 100 Sower Blvd., Suite 108, Frankfort, KY 40601.

Questions:

From the issue date of this RFI until the responses are due, vendors shall not individually communicate with any Commonwealth staff concerning this RFI except as referenced above.

Interested parties are encouraged to submit any questions in writing to the buyer of record given above.

Vendors should complete and submit via email attachment “A” (Vendor Question form) to the buyer of record. Written questions are due on 02/28/19 at 2:00 pm EST. The Commonwealth will respond to questions in an addendum to the RFI on 03/05/19.

No questions shall be accepted after the deadline. Oral questions shall not be accepted at any time.

Make sure you put the RFQ number in the subject line when emailing your questions to the buyer. This will greatly assist the buyer in making sure your questions are not overlooked.

Written Responses and Inquiries:

All responses, questions and inquiries concerning this RFI should be directed in writing to the Commonwealth Buyer of record for this RFI.

DYLAN CURRY, PURCHASING AGENT

COMMONWEALTH OF KENTUCKY

CABINET FOR HEALTH AND FAMILY SERVICES

DIVISION OF PROCUREMENT SERVICES

275 EAST MAIN STREET, 4E-C

FRANKFORT KY 40601

(502) 564-7736 Fax: (502) 564-5531 Dylan.Curry@ky.gov

RFI responses are due on 03/14/19 at 2:00pm EST. The RFI response shall include six (6) hardcopy responses and one (1) marked hardcopy original along with one (1) electronic copy. Any electronic information should be submitted on a thumb drive (formatted in Microsoft Word 7.0 or higher format, which has been virus scanned prior to submission). Respondents should include their names on the thumb drive sent to the Commonwealth. The virus-scanning tool used is also to be identified in the RFI Response.

The outside cover of the package containing the response to this RFI is to be marked:

Modular Mobile Radiation Detection Systems Request for Information (RFI)

Solicitation # RFI 190000001920 Name of Respondent

General Requirements:

This Response for Information (RFI) seeks to find vendors who meet the criteria outlined within this document on how they can utilize the Commonwealth’s existing gamma detectors and He-3 gas to build modular mobile radiation detection system(s).

The vendor should provide information “at a minimum” on how they can provide the following items listed below as they prepare a response to this RFI:

1. Integrated controller and data acquisition system with GPS, operating software, all cables and connectors, able to run off of battery or shore power.

mailto:Dylan.Curry@ky.gov

Controller and data acquisition assembly should measure approximately 20”x24”x11” and not weigh more than 60 pounds. Data acquisition system must be able to receive input from gamma detectors, neutron detectors and GPS system. The software must be able to place all data on a corresponding map. Al cables and connectors must be heavy duty. All systems must be able to run using battery or shore power.

2. Using RHB's NaI detectors, configure detectors to work with controller and data acquisition system, provide weatherproof, ruggedized cases in specialized sizes.

The RHB has eight (8) NaI detectors. These must be configured to work with each controller and the data acquisition system. Each detector must be housed in separate weatherproof, ruggedized cases measuring approximately 43”x14”x15” and not weigh more than 65 pounds.

3. Using RHB's He-3 gas, recover and repackage He-3 into weatherproof, ruggedized cases in specialized sizes, configure detectors to work with controller and data acquisition system.

The RHB has 16 tubes containing He-3. Example serial numbers are RS-P4-1640-212 06D115811 and RS-P4-1640-212 06D117650. He-3 must be recovered from existing tubes and the required He-3 for each new detector must be placed into assemblies that will be configured to work with each controller and the data acquisition system. Any He-3 leftover will be kept by the vendor and the Commonwealth will receive credit toward this purchase. Each detector must be housed in separate weatherproof, ruggedized cases measuring approximately 55”x9”x16” and not weigh more than 84 pounds.

4. Electronics package - Li-Ion rechargeable battery with external charger, wireless router, all weatherproof connector panel with all necessary cabling and brackets.

The electronics package must include Li-Ion rechargeable batteries with an external charger. A wireless router will be included for each controller/acquisition system. It will include a weatherproof connector panel an all necessary cables and brackets.

5. Toughened laptop with docking station, connected to detectors and data acquisition system, able to run off of battery, vehicle or shore power.

The laptop will include a docking station, all connectors necessary to connect to the controller, the detectors and the data acquisition system. Laptop will be capable of running off of battery, vehicle power or shore power.

6. Recommended Training Plan for Staff

Response Format:

The purpose of this section is to describe the format the vendors should use in responding to this RFI. The Commonwealth is very interested in how each vendor can utilize the Commonwealth’s existing gamma detectors and He-3 gas to build modular mobile radiation detection systems.

A . T r a n s m i t t a l L e t t e r :

The transmittal letter should be in the form of a standard business letter and should be signed by an individual authorized to bind the vendor. The letter should describe what is being sent, the purpose for sending it, summarize key elements of the Request for Information, and provide the RHB with any other useful information. It should note if any proprietary information has been included and the name, address, phone number, fax number, and E-mail address of the vendor’s contact.

Transmittal letter should also indicate whether or not the respondent is interested in providing an oral presentation and live demonstration (and if so provide 3 available dates). Please include information on the virus scanning software used on the thumb drive.

B. Response to the Request for Informat ion :

The Response should address the specific requirements above, as well as give the requested information on the Respondent firm. Please provide hard copy responses in a three (3) ring binder with sections organized in the same order as the RFI. Sections need to be tabbed and labeled with the section headers used in the RFI. In addition, please feel free to make any comments, observations, or suggestions that may assist the Commonwealth in its decision to draft a Request for Proposal, and the contract terms that may result from the Request for Proposal.

C . P r o p r i e t a r y I n f o r m a t i o n :

The vendor should place all confidential data, in order, under separate cover clearly marked confidential. All such data provided should be titled and reference the specific requirement it addresses.

Additional Information

Responses may be subject to Kentucky Open Records Law pursuant to the provisions of KRS 61.870 et.

seq. and are not released until the Request for Proposal or Request for Bid has been finalized and awarded.