Smiths Detection FY 2025 Procurement Scope of Work (Statement of Work) - DOT Large Parcel X-Ray Purchase as PUBLISHED in PDF on Aug 8 2025.pdf

PROPERTY OF THE UNITED STATES GOVERNMENT - FOR OFFICIAL USE ONLY

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U.S. Department of Transportation

Office of Security (M-40)

1200 New Jersey Ave, SE

U.S. Department of Transportation

Office of the Secretary (OST)

Office of the Assistant Secretary for Administration (M)

Office of Security (M-40)

Scope of Work

Purchase of Large Parcel X-Ray Machine

Location: 1200 New Jersey Ave, SE

Washington, DC 20590

V2.0

May 09, 2017

Table of Contents:

1. Project Overview

2. Points of Contacts

3. Scope of Work

3.1. Technical Requirements

3.2. Method of Shipment

3.3. Delivery and Installation of New Equipment

3.4. Maintenance and Service Calls

3.5. X-Ray Replacement

3.6. Removal/Disposal of Replaced Machines

3.7. Relocation of X-Ray Machine

3.8. Training

3.9. Unit Identification and Inventory Control

3.10. Security Requirements

3.11. Contract Deliverables

3.12. General Requirements

4. Review and Approvals Page

Appendix A: Prohibited Items List

Appendix B: X-Ray Location List

1. Project Overview

The Department of Transportation (DOT), Office of Security (M-40), utilizes x-ray machines to physically screen the personal items and packages of employees, contractors, and visitors to DOT Headquarters facilities for illegal and prohibited items. This equipment will also be used to screen parcel deliveries and mail to DOT Headquarters facilities.

2. Points of Contact

M-40 Security Manager and Office of Facilities Administration Project Manager:

The OST / M-40 Office of Security point of contacts for this project is:

Rod Stephens Physical Security Specialist DOT / OST / M-40 Office of Security 202-366-5082 (Office) 202-366-7013 (Fax) nimrod.stephens@dot.gov

Hank Clyatt Physical Security Specialist DOT / OST / M-40 Office of Security 202-366-8020 (Office) 202-366-7013 (Fax) hank.clyatt@dot.gov mailto:nimrod.stephens@dot.gov mailto:hank.clyatt@dot.gov

3. Scope of Work

DOT requires a contractor to provide and install 1 new large parcel x-ray machine for the DOT Headquarters location. Additionally, the scope of work herein will include shipping, handling, installation, maintenance, and a service agreement.

Compliance with General Services Administration (GSA) specifications or in the absence of GSA Schedules the following will apply, Underwriters Laboratory (UL), National Institute of Standards and Technology, Federal Information Processing Standards, Interagency Security Committee (ISC) Security Standards for Leased Space is required for all U.S. Department of Transportation (DOT) security system projects.

Contractor qualification: Contractors/sub-contractors must be trained and certified by electronic security equipment manufacturer, and strictly adhere to the engineering, installation and testing procedures in accordance with the requirements of GSA, and equipment manufacturer(s).

The place of work performance is the DOT office located at 1200 New Jersey Ave, SE, Washington, DC 20590. The Contractor proposed Electronic Security System (ESS) solution must reflect consideration for the sensitivity of the DOT mission, the safety and security of its personnel, and the use of a common identification credential for both logical and physical access to federally controlled facilities and information systems.

3.1. Technical Requirements

Government Specifications and Standards: The Contractor must provide a new Smiths Detection large parcel x-ray machine consisting of all new parts and software, and must comply with all applicable federal regulations.

The proposed Large Parcel X-Ray system must have an operator interface that is identical to the current Smiths Detection x-ray systems in use today at the U.S. Department of Transportation and FAA Head Quarters Buildings. Therefore, it will not require any additional training for our Guard Force to operate.

Technical Performance Specifications (Table 1): Below outlines the minimum required specifications and component requirements for each x-ray machine type:

Wire Gauge Detected (minimum)

39 AWG Standard

40 AWG Typical

Penetration- Steel (minimum)

35 mm Standard

37 mm Typical

X-ray Generator Voltage

160kV cp

Maximum Dimensions (Not Including Roller Tables)

142” (L) x 63” (W) x 70” (H)

Minimum Conveyor Load Rating (evenly distributed)

485 lbs

Software Features Materials Distinction Threat Image Projection (TIP) (or similar software), Operator Training, Min 16x Digital Zoom, Automatic Image Archiving

Maintenance and Service Agreement

1 Year with 4 Option Years

Capabilities The automated threat detection capability shall detect explosives, and detect the following threats: (See attached Prohibited Items List)

Detection - Threat Indication

The system shall provide an Automated Threat Recognition (ATR) capability. When automated threat detection is enabled, the system shall provide an auto-detect alarm that clearly highlights or indicates the anomaly or threat object with the color red The system shall indicate the location of the threat or anomaly to the operator by either bounding or highlighting the threat or anomaly.

Film safety ISO 1600

Tunnel dimensions As large 39” w x 39” h

Power supply Standard: 230 VAC or 120 VAC +10%/-15%

Article Handling Hardware

The roller height range shall be adjustable at a minimum between 20 and 30 inches with fixed feet (No Casters) measured from floor to roller top. The roller tables shall be designed for concatenation in unlimited quantities without special adaptors or units, with end-stop provisions on the end furthest from the scanner. The system shall have roller conveyors located at front and rear

Entrance Roller Tables

The entrance roller tables shall be attached to the entrance end of the scanner conveyor. The entrance tables shall have the capability to utilize height adjustable and removable guards to prevent items from falling off the table after loading.

Exit Roller Tables The exit roller tables shall be mechanically attached to the exit end of the scanner conveyor.

3.2. Method of Shipment

The Contractor must use industry best commercial practices for shipping and must remain in compliance with all applicable local, state and federal regulations.

3.3. Delivery and Installation of New Equipment

The Contractor must provide for the necessary shipment and delivery of the x-ray machines, tables to each location as ordered by the Government.

Delivery must be Free On Board (F.O.B.) destination. Any shipping costs shall be factored into the contract price. Locations of x-ray machines are listed in Appendix B.

Delivery and installation time allowances are as follows:

Item Delivery Time Delivery of x-ray machines NLT 90 days after awarded order Installation of new unit NLT 168 hours after delivery to location Delivery of X-ray consumable supplies Upon delivery of x-ray machine Begin Onsite Operator Training NLT 24 hours from installation of x-ray machine

Any equipment delivered outside the required allotted delivery days specified above will incur a late fee deduction of $100.00 per day. The late fee deduction will be taken from the initial invoice submitted against the order.

Installation and Training: Installation of new machines will occur within 24 hours after delivery to the specific locations as listed in Appendix B.

Installation includes setting up all software, hardware, and accessories as well as the removal of all packaging materials from the premises.

The Contractor must deliver and install x-ray machines between the business hours 8:00 a.m. and 4:30 p.m. (local time), Monday through Friday, excluding Federal holidays unless alternate delivery arrangements were authorized by the COR. Delivery times must be scheduled and confirmed with the COR no less than 3 business days prior to the confirmed delivery and installation dates.

To avoid interruptions to ongoing security screening operations, delivery and/or installation may on rare occasions be necessary during non-business hours, at no additional cost to the Government. Specific agency and facility security screening procedures will be identified in writing prior to delivery.

Prior to installation, the Contractor must notify the COR of pending installation date. Upon completion of installation, the Contractor must demonstrate that the x-ray machine is properly functioning, pursuant to the operating instructions furnished with each x-ray machine and in the presence of the COR. Contract security forces are not authorized to accept operating instructions in lieu of the COR. The Contactor must provide the COR written notification to include the date, and time when installation and training are completed. This information must be provided no later than 7 business days from completion.

The Contractor must make every effort to minimize the impact of deliveries on security operations.

The Contractor must provide the COR with a report detailing the installation, maintenance and removal of x-ray machines in the inventory.

3.4. Maintenance and Service Calls

The Contractor must maintain all equipment in accordance with original equipment manufacturer (OEM) standards and industry best practices. Accordingly, the Contractor must provide annual maintenance coverage for each x-ray machine for the life of the contract consisting of 1 base year with 4 option years.

The Contractor must provide all preventive maintenance during the life of the contract (at least once per year). The Contractor’s preventive maintenance plan must incorporate examining, calibrating, cleaning, lubricating, testing, and adjusting the equipment, and as conditions warrant, repairing or replacing equipment included under the contract in accordance with Original Equipment Manufacturer standards.

The Contractor shall ensure that each x-ray machine continues to operate as originally designed and installed.

Maintenance and repairs must be performed during the hours of 8:00 a.m. to 4:30 p.m. (local time), Monday through Friday (excluding Federal holidays) unless otherwise agreed to between the CO, COR, and Contractor.

The Contractor must respond to verbal or written service requests from the COR. Please note that the COR does not have authority to make changes or approve anything other than what is established in the contract/task order. Only the CO has this authority.

“Response” to a service call is considered to be verbal instructions provided over the telephone by a qualified technician to the machine operator which details the procedure for restoring full operational status of the x-ray machine, or the arrival of a qualified technician at the site where service is being requested, to evaluate and affect the repair. Any actions taken by the machine operator at the request of the Contractor must be at the Contractor’s risk.

The Contractor must maintain a maintenance log to catalog all service requests, the action taken, time expended, date completed and the name of the technician who completed the service call. The maintenance log must be made available to the CO and COR, on request.

The Contractor must provide a toll free customer support telephone services to receive routine and emergency service requests, and coordinate service technician response. The Customer Service representatives must be available during the hours of 8:00am to 4:30pm locally, and fluent in English as spoken in the United States, including common terms and idioms used in the screening of visitors and operation of x-ray machines.

The initial response to a service call must occur within a four (4) hour timeframe of receiving the call if the call comes in during the normal work day hours Monday- Friday.

An initial response is considered a telephone call from a qualified technician to the COR or the arrival of a qualified technician at the location of the unit requiring service. The purpose of the initial response is to make an assessment of the nature of the problem and determine the priority level of service required.

If during the initial response the facility is found to be closed for the day, the Contractor’s qualified technician must initiate a second return telephone call or site visit on the next business day within the first hour of normal business hours for that facility.

During a telephonic initial response, the technician may instruct the COR or his/her designee on how to conduct simple diagnostic tests and provide the results from such tests. The results of the diagnostic tests will be used by the Contractors and authorized ordering official or his/her designee to determine whether a site visit is necessary to make repairs and if so, to determine the priority level of the required service.

The Government will not be responsible for performing any maintenance or repair tasks other than conducting simple diagnostic tests, setting changes, system reboots, or technical troubleshooting methods. Any actions taken by the Government at the request of the Contractor must be at the Contractor’s risk.

If a site visit is determined to be necessary, the priority level required service and response time for the Contractor to arrive on site must be established as follows:

• Priority 1: One or more hardware/software functions are not available

Response Time: 1 Business Day

• Priority 2: X-ray machine performance is reduced and/or frequent interferences. (This includes natural disasters which will render the machine inoperable.)

Response Time: 3 Business Days

• Priority 3: A defect exists but it does not impede the machine’s operations Response Time: 5 Business Days

All on-site visits must be scheduled through the COR or his/her designee.

Response times must be measured from the time zone of the equipment’s location. Service technicians must plan to arrive at the equipment location within the required response times and with enough time to begin work within normal business hours on the day of response. If late afternoon arrival cannot be avoided, the Contractor must notify the COR. Service scheduled after regular business hours may be authorized by the COR on a case by case basis, at no additional cost to the Government. The Contractor is allowed 2 business days from the time of his arrival to complete repairs or to order replacement equipment. Replacement equipment must have equal or greater capabilities than the equipment that it replaced.

If additional time for a service call is needed, the Contractor must submit a written or verbal request to the COR within response times specified above, explaining the need for time extension and the proposed time for completion of the repair. The COR may accept or reject the request for a time extension and, if rejected, may require replacement of the equipment.

The Contractor must maintain a maintenance log to catalog all service requests by diagnosis, location, requests, the action taken, time expended, date completed and the name of the technician who completed the service call. The cumulative maintenance log must be made provided to the CO and COR quarterly and within 3 business days upon request.

The Contractor must provide a toll free customer support telephone service lines to receive routine and emergency service request and to coordinate service technician response with availability during normal business hours for all locations nationwide. The customer service representatives must be fluent in English including common terms and idioms used in the x-ray field.

The Contractor must conduct and maintain Radiation Survey reports at least once per year or more if required by state, local and federal guidelines. A list of all completed reports must be provided to the COR on a quarterly basis. A summary of the reports maintained on file by the vendor shall be provided to the COR monthly.

One preventative maintenance inspection and one radiation survey per year is the minimum, unless the equipment has been moved more than 50’ or there is a technical problem with the equipment.

All costs described in this section shall be included within the contract price.

3.5. X-Ray Replacement

The failure of an x-ray machine to maintain an uptime of 95% or higher within a 60-day period will result in a request for the replacement with new equipment.

Uptime is defined as the full functioning of all hardware and software features available on the unit simultaneously.

The Contractor must deliver and install a replacement x-ray machine within 72 hours (3 business days) after a replacement determination by a service technician or written request provided by the Contracting Officer to the Contractor’s customer service representative. After this 72 hour period, failure to provide a replacement x-ray machine will result in a deduction of $100.00 per day to be self-deducted from the monthly invoice.

The removal of the existing x-ray must be completed no later than (NLT) 24 hours after installation of the replacement machine.

The replacement x-ray machine must have capabilities and functions equal to or greater than the machine being replaced.

The Contractor must provide a temporary x-ray machine new or used, of equal or greater capabilities and functions within the 72-hour (3 business days) response time while awaiting delivery of a permanent new replacement.

The Contractor will provide an Operator’s manual to the DOT POC and functional operations training to all available users, supervisors, managers and the DOT POC for all temporary replacement machines.

Within 30 days of written notification from the CO/COR for replacement, the Contractor must deliver and install the permanent machine at the receiving facility.

The replacement of an x-ray machine will not result in any additional cost to the Government.

3.6. Removal/Disposal of Replaced Machines

Under this contract, contractor shall pick-up and dispose of the two replaced (e.g. DOT owned) x-ray machines and 1 spare x-ray machine within 15 business days. The Contractor must provide written confirmation (i.e. certificate of disposal) of the removed and lawfully discarded equipment to the COR.

Such written confirmation will serve as a certificate of disposal.

3.7. Relocation of X-Ray Machine

When ordered by the Government, the contractor shall relocate machines under this contract from one location within the facility to another within 10 business days. The Government will order the associated line item for relocation identified in the schedule based on the type of x-ray machine.

The Contractor must provide training and certify DOT personnel perform in the equipment relocation procedures. Relocation procedure training must be scheduled through the COR. The Contractor must notify the COR in writing when relocation is completed. The notification must be submitted within seven (7) business days after the relocation.

The Contractor must provide the COR or authorized representatives a comprehensive list of all equipment for the new location upon installation.

3.8. Training

X-ray operation must be in compliance and compatible with the training USDOT Guard Force receives from the Federal Protective Service(FPS). Operation of the x-ray must be identical to the training received by FPS so that the Government does not incur increased training costs that would be associated with retraining.

Due to the USDOT Guard Force training by FPS, no training will be required as part of this contract.

3.9. Unit Identification and Inventory Control

Each x-ray machine must be identified with a Unique Identification (UID) number in accordance with standards issued by the International Organization for Standardization International Electro technical Commission (ISO/IEC) 15434-Information Technology- Syntax for High Capacity Automatic Data Capture Media. The contractor must determine which Unique Identification (UID) construct they will use based on the prevailing method of product serialization.

The Contractor must maintain the entire history of all machines and equipment provided under this procurement. The inventory must include the unique identification (UID), make, model, and serial number, location, call date, installation date, and service history.

The Contractor must provide the COR with a complete inventory report of all machines provided for under this awarded effort.

3.10. Security Requirements

Facility Access Control: The Contactor must observe all internal facility regulations that apply to any and all facilities associated with this awarded effort. The Contractor must only enter the facility with a continuous escort during their work hours and they must depart the facility after work hours. When entering and departing the facility, each contractor must sign in and out as required at the site.

Employment of Illegal Aliens: Subject to existing law, regulations and other provisions under this effort, the Contractor must not employ illegal or undocumented aliens to perform under this awarded effort.

The Contractor must ensure that this provision is expressly incorporated into any all subcontracts or subordinate agreements.

3.11. Contract Deliverables

All reports and documents must be provided to the COR at any time upon request.

REPORT DOCUMENT FREQUENCY SECTION(S)

Inventory Report At Final Acceptance 3.9. Unit Identification and Inventory Control

Maintenance Plan Semiannual 3.4. Maintenance and Service Calls

X-ray Installation and Removal Report

At Final Acceptance 3.3. Delivery and Installation of New Equipment.

Radiation Survey Report Annually 3.4. Maintenance and Service Calls

Radiation Summary Report Annually 3.4. Maintenance and Service Calls

Maintenance Log Semiannual 3.4. Maintenance and Service Calls

Contractor Problem Identification Reports(CIPRs)

10 days after problem occurs and in the monthly report

Training Report At Final Acceptance 3.8. Training

Contract Problem Identification Reports (CPIRS) must be used by the Contractor to alert the Government to actual or potential problems and establish an early dialogue between the Contractor and the Government with regards thereto.

A “contract problem” is a fact or circumstance of which the Contractor is aware that does, will or is reasonably anticipated to (1) have a significant impact on the delivery schedule, completion of performance, or the cost of performance (increase or decrease) or (2) requires a modification to an awarded order or specification(s).

The Contractor must report each contract problem promptly, but no later than ten (10) calendar days after the Contractor identifies such contract problem. A written CPIR must be provided to the CO/COR.

Each CPIR must be entitled “Contract Problem Identification Report”, must be dated, numbered sequentially and set forth the following based on the best and most complete information known or available to the Contractor:

• The nature of the problem;

• The date on which the problem arose and the date on which was identified as such;

• The anticipated direct and consequential effects of the problem upon the delivery schedule or completion of task order performance or the cost of performance of the task order;

• Identification of the supplies and/ or services which are or may be affected; and

• The Contractor’s recommended solution to the reported problem.

• Follow-up status reports of each contract problem, identified by the original CPIR number, must be furnished monthly or more frequently as required by the CO and COR. A follow-up report must be furnished immediately following resolution of each contract problem.

• CPIR’s must not be submitted when notice of the same contract problem is required to be furnished to the Government pursuant to any other requirement of this Task order The submission of a CPIR, however does not relieve the Contractor of its obligation to provide notice required under any requirement of this contract.

4. Review and Approvals

Completed by: _______________________________________________________________ Print Name and Title

Signature: _________________________________________________ Date: ____________

Security Manager Review:

Signature: __________________________________________________ Date: ____________

Appendix A Prohibited Items List

See FPS Directive 15.9.3.1 Attachment 1 pages 1 to 3

FPS Directive 15.9.3.1 Attachment 1 - Prohibited Items List

Prohibited items may include items that are dangerous, unlawful, or otherwise determined to create vulnerabilities to the tenant agency or the visiting public. The items in this reference are recommended to be prohibited from entering the Federal facility through a security screening post unless granted an exception or exemption by the FSC or FPS. FPS reserves the right to grant access through a security screening post for a prohibited item that otherwise has a legitimate and legal basis for being carried or possessed in a Federal facility even in situations where the FSC does not approve an exception or exemption.

A. Guns and Firearms

1. BB guns

2. Compressed air guns

3. Firearms (unless meeting the exceptions listed in 18 U.S.C. § 930)

4. Flare pistols

5. Gun lighters

6. Parts of guns and firearms

7. Pellet guns

8. Realistic replicas of firearms

9. Spear guns

10. Starter pistols

11. Stun guns/cattle prods/shocking devices

12. Ammunition

B. Bladed, Edged or Sharp Objects

1. Axes and hatchets

2. Bows and arrows

3. Drills, including cordless portable power drills

4. Ice axes/Ice picks

5. Knives, sabers, swords, daggers, and other bladed devices of any length with the exception of a pocket knife with a blade of less than 2 ½ inches in length.

6. Razor-type blades such as box cutters, utility knives, and razor blades not in a cartridge, but excluding safety razors

7. Saws, including cordless portable power saws

8. Scissors, metal with pointed tips

9. Screwdrivers (except those in eyeglass repair kits)

10. Throwing stars (martial arts)

C. Club-Like Items and Striking Devices

1. Baseball bats

2. Billy clubs

3. Blackjacks

4. Brass knuckles

5. Cricket bats

6. Crowbars

7. Golf clubs

8. Hammers

9. Hockey sticks

10. Lacrosse sticks

11. Martial arts weapons, including numchucks and kubatons

12. Night sticks

13. Pool cues

14. Ski poles

15. Tools, including, but not limited to wrenches and pliers

D. All Explosives Including

1. Ammunition

2. Blasting caps

3. Dynamite

4. Fireworks

5. Flares in any form

6. Gunpowder

7. Hand grenades

8. Plastic explosives

9. Realistic replicas of explosives

E. Incendiaries

1. Aerosol sprays

2. Fuels, including cooking fuels and any flammable liquid fuel

3. Gasoline

4. Gas torches, including micro-torches and torch lighters

5. Turpentine and paint thinner

6. Realistic replicas of incendiaries

F. Disabling Chemicals and Other Dangerous Items

1. Chlorine for pools and spas

2. Compressed gas cylinders, including fire extinguishers

3. Liquid bleach

4. Mace

5. Pepper spray

6. Spillable batteries, except those in wheelchairs

7. Spray Paint

8. Tear gas

Appendix B X-Ray Location List

1. New Jersey Lobby Primary Screening Post

2. New Jersey Lobby Secondary Screening Post

3. 4th Street Lobby East Building