SOW - Backscatter Maintenance and Support.pdf

2 June 2023

SENSITIVE BUT UNCLASSIFIED

U.S Department of State (DOS)

Bureau of International Narcotics and Law Enforcement Affairs (INL) U.S. Embassy- Guatemala City, Guatemala

Z-Backscatter Van (ZBV) Mobile X-Ray Inspection System Maintenance, Support and Training for INL Guatemala in support of DEA SIU operations

SECTION 1

SOLICITATION

CONSIDERATIONS

1.1 SYSTEM FOR AWARD MANAGEMENT

This solicitation requires registration with the System for Award Management (SAM) prior to award, pursuant to FAR 4.1102 and other applicable regulations and guidelines. Information can be found at www.sam.gov.

1.2 TRADE AGREEMENTS ACT (19 U.S.C. 2512(A)) (TAA)

Pursuant to the Trade Agreements Act (19 U.S.C. 2512(a)) (TAA), Federal acquisitions of supplies may be made only from offerors that shall supply products of an eligible country under any of the free trade agreements entered pursuant to the TAA. An article is considered a product of a country only if it is wholly a product of that country or if it has been, substantially transformed, in that country into a new and different article of commerce with a name, character, or use distinct from that of the original article(s). Note that any item that is a discreet article as it is sold in commerce, regardless of its ultimate function or use, cannot be considered, substantially transformed, and based solely on its integration into IT or other systems.

1.3 UNAUTHORIZED DISCLOSURE

The Contractor and its employees shall exercise the utmost discretion concerning all matters relating to their duties and functions. They shall not communicate to any person any information known to them by reason of their performance of services under this contract, which has not been made public, except in the necessary performance of their duties or upon written authorization of the Contracting Officer.

All documents and records (including photographs) generated during the performance of work under this contract shall be for the sole use and become the exclusive property of the U.S Government. Furthermore, no article, book, pamphlet, email, recording, broadcast, speech television appearance, film or photograph concerning any aspect of work performed under this contract shall be published or disseminated through any media without the prior written authorization of the Contracting Officer. These obligations do not cease upon the expiration or termination of this contract. The Contractor shall include the substance of this provision in all contracts of employment and in all subcontracts hereunder.

See FAR 3.104 for additional information.

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SECTION 2 (Instructions to Offerors)

INSTRUCTIONS, CONDITIONS, AND NOTICES TO OFFERORS/RESPONDENTS

SUBMISSION INFORMATION PERTAINING TO REQUEST FOR QUOTE

2.1 INFORMATION TO CONTRACTOR

Contractors are reminded that information furnished under this Request for Quote (RFQ) may be subject to disclosure under the Freedom of Information Act (FOIA). Therefore, all items that are confidential to business or that contain trade secrets or proprietary or personnel information shall be clearly marked. Marking these items shall not necessarily preclude disclosure when Department of State (DOS) detainees’ disclosure is warranted by FOIA. However, if such items are not marked, all information contained within the submitted documents shall be deemed releasable.

2.2 QUESTIONS CONCERNING THE REQUEST FOR PROPOSAL

Offerors are warned against contacting any INL personnel other than the Contracting Officer and Contract Specialist prior to award of the Contract resulting from this RFQ. If such a contact occurs and is found to be prejudicial to competing vendors, the vendor making such a contact may be excluded from award consideration.

No information concerning this RFQ shall be provided in response to telephone calls. All such requests shall be submitted in writing to the Contracting Officer and Contract Specialist.

2.3 NOTICE OF SAM.GOV SYNOPSIS CLOSING DATE and TIME

All offers shall be submitted to the designated Government Representative.

Proposals relating to this notice shall be accepted, via email to the Contracting Officer and Contract Specialist, through:

Closing Date and Time:

• 5:00 P.M. (local Washington D.C. time) on the following date:___________

Any communications in reference to this RFQ shall cite the reference section, title, and page number, and be directed to the following individuals:

Name:

Title:

E-mail:

Name:

Title:

E-mail:

Kelly L. Byers Contract Specialist Byerskl@state.gov

Ana Luisa Turcios INL Procurement Agent TurciosAL@state.gov mailto:Byerskl@state.gov mailto:TurciosAL@state.gov

Name: Brenda Barrientos (Suggested COR and IPP Payment approving processing) Title: INL Procurement Agent E-Mail: barrientosbl@state.gov

All items shown shall be performed and/or delivered at the designated point(s) described, within the time specified. No other exceptions or qualifications exist.

2.4 CONTRACTOR RELATIONSHIPS

The Department of State (DOS) encourages the use of subcontractors. In addition, the Department requires that any potential Organization Conflict of Interest be identified in the proposal to ensure proper firewalls can be established prior to award.

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SENSITIVE BUT UNCLASSIFIED SENSITIVE BUT UNCLASSIFIED

SECTION3

DESCRIPTION OF REQUIREMENTS

GENERAL

The Bureau of International Narcotics and Law Enforcement Affairs (INL) is an instrumental leader in developing policies and programs to combat international narcotics trade and crime.

INL programs support two of the Department of States' strategic goals: (1) to reduce the entry of illegal drugs into the United States; and (2) to minimize the impact of international crime on the United States and its citizens. One of the many ways to effectively meet these goals is to partner with allied governments both directly and indirectly to promote the modernization of and support the enforcement operations of their foreign criminal justice systems and law enforcement agencies.

The INL section of the U.S. Embassy in Guatemala is responsible for the administering INL programs and funds. INL Guatemala works closely with law enforcement agencies in the United States to ensure that Guatemala receives the necessary training and tools to fight illicit narcotics trafficking and transnational organized crimes. As part of the Letter of Agreement between the Government of Guatemala and the Government of the United States of America under the Merida/CARSI initiative, INL-Guatemala is responsible for supporting and funding the changes and improvements to DEA Vetted Units.

In accordance with LOA 2015-01 amendment 2020-03 – Vetted Units from September 17, 2020, this project will provide support for United States Government sponsored units dedicated to countering illicit trafficking and transnational criminal organizations. In support of this project, the U.S.

government may contribute technical advice, specialized equipment, training, operational support, and/or any other support as may be determined to be useful in establishing and sustaining the project.

DEA’s Guatemala country office coordinates and cooperates with federal, state, and foreign governments to reduce the availability of illicit drugs and precursor chemicals, money laundering, and other related crimes; the Z-Backscatter has become an essential weapon against drug trafficking in Guatemala. Therefore, it is imperative that Guatemala have the Z-Backscatter in optimum condition in order to continue this critical support. DEA requests a five (5) year contract (base year, plus four option years).

DESCRIPTION

INL Guatemala seeks to establish a five (5) year contract (base year, plus four option years) for the Z- Backscatter Van (ZBV) Mobile X-Ray Inspection System Maintenance, Support and Training for INL Guatemala in support of DEA SIU operations. The Z-backscatter (ZBV) will provide better security for Guatemala and its citizens to combat the counternarcotics trade and illicit organized criminal activity that has become so prevalent across the country. The Z-Backscatter (ZBV) is a proven approach to discriminate organic materials, such as explosives, drugs, and money, especially when hidden within a complex environment. The Z-Backscatter (ZBV) has been useful for the vetted units when objects with higher density and X-Ray inspection system scatter when they interact with organic objects. The Z-backscatter (ZBV) technology captures the data from the X-rays that are scattered away from the object back toward a near-sided detector. The primary scattering effect is known as “Compton Scattering.”

Operator’s Training Course on the Z-Backscatter Van (ZBV) Mobile X-Ray Inspection System. The training session will be for five (5) days at a place determined by INL, for five (5) trainees and will be conducted in Spanish. The training will cover the operation of the system, as well as basic safety procedures for the operators during the operation of the system.

The contractor shall provide all required labor, personnel, management, materials, and equipment to supply INL Guatemala with the required equipment.

THE SCHEDULE

1. TYPE OF CONTRACT

This requirement will result in the award of a Firm Fixed Price (FFP) contract in accordance with the specifications in Section 3 of this Statement of Work (SOW). No additional sums will be payable due to any escalation in the cost of materials, equipment, or labor, or because of the Contractor's failure to properly estimate or accurately predict the prices or difficulty of achieving the results required by this contract. Nor will the contract price be adjusted on account of fluctuations in the currency exchange rates.

2. EFFECTIVE PERIOD OF CONTRACT

This contract shall be effective on the date of the Contracting Officer's signature and shall remain in full force and effect for a base year and four option years until all maintenance services are received and accepted by the U.S. Government in accordance with the multi-year contract.

3. SUPPLIES AND PRICING

The Contractor shall provide to the U.S. Government Z-Backscatter Van (ZBV) Mobile X-Ray Inspection System Maintenance, Support and Training for INL Guatemala in support of DEA SIU operations, in strict compliance with the specifications at the agreed upon firm fixed price, throughout the period of performance of the contract. In the event of non-compliance with the specifications, the U.S. Government reserves the right to demand col1ection(s) or reject this requirement in its entirety. Additionally, the Contractor shall cover all supplies, packaging, taxes/duties, and shipping necessary items to complete the preventive and corrective maintenances, support and training on the x-ray technology.

Contractor shall assume all shipping and transportation costs associated with parts, supplies, and equipment to complete the activities as specified in the SOW. Except as otherwise provided herein, the contractor shall be reimbursed its allowable, allocable, and reasonable actual incurred travel costs in accordance with FAR 31.205-46.

3.1 SPECIFICATIONS

All parts used for the maintenance and repair services shall be new and not previously used. Refer to Section 3.1.1. below for Technical Specification details. If brand name is not used, technical specification sheets are required to be submitted prior to equipment approval and acceptance.

Base Year (POP: 2023 – 2024)

I. Standard Services - Base Year of service - Estimated Quantities (The Base year of the contract starts on the date of the contract award and continues for a period of 12 months).

Description Estimated Quantity

Unit Unit Price

USD

Total Yearly Price USD

Z-Backscatter Van (ZBV) Cargo and Vehicle Screening System corrective maintenance contract as needed for repairs for the entirety of the base year 1 lot

Z-Backscatter Van (ZBV) Cargo and Vehicle Screening System yearly preventive maintenance contract (one service at the beginning of the base year and one (1) semi-annual)

2 lot

Z-Backscatter Van (ZBV) Operator Training Course for one (1) week (40 hours) in Guatemala – to be conducted in Spanish for five (5) staff members 1 lot

Other Direct Costs – ODC’s – Travel and lodging expenses lot

Base Year Total for all services

Option Year 1 (POP: 2024 – 2025)

II. Standard Services - Option Year 1 of service - Estimated Quantities (the first option year of the contract starts on the date of the contract award and continues for a period of 12 months).

Description Estimaded Quantity

Unit Unit Price

USD

repairs for the entirety of the first option year 1 lot

Z-Backscatter Van (ZBV) Cargo and Vehicle Screening System yearly preventive maintenance contract (one service at the beginning of the first option year and one

(1) semi-annual)

2 lot

Z-Backscatter Van (ZBV) Operator Training Course for one (1) week (40 hours) in Guatemala – to be conducted in Spanish for five (5) staff members 1 lot

Other Direct Costs – ODC’s – Travel and lodging

Option Year 1 Total for all services

Option Year 2 (POP: 2025 – 2026) III. Standard Services - Option Year 2 of service - Estimated Quantities (The second option year of the contract starts on the date of the contract award and continues for a period of 12 months).

Description Estimaded Quantity

Unit Unit Price

USD

repairs for the entirety of the second option year 1 lot

Z-Backscatter Van (ZBV) Cargo and Vehicle Screening System yearly preventive maintenance contract (one service at the beginning of the second option year and one (1) semi-annual)

2 lot

Z-Backscatter Van (ZBV) Operator Training Course for one (1) week (40 hours) in Guatemala – to be conducted in Spanish for five (5) staff members 1 lot

Other Direct Costs – ODC’s – Travel and lodging

Option Year 2 Total for all services

Option Year 3 (POP: 2026 – 2027)

IV. Standard Services - Option Year 3 of service - Estimated Quantities (The third option year of the contract starts on the date of the contract award and continues for a period of 12 months).

Description Estimaded Quantity

Unit Unit Price

USD

repairs for the entirety of the third option year 1 lot

Z-Backscatter Van (ZBV) Cargo and Vehicle Screening System yearly preventive maintenance contract (one service at the beginning of the third option year and one

(1) semi-annual)

2 lot

Z-Backscatter Van (ZBV) Operator Training Course for one (1) week (40 hours) in Guatemala – to be conducted in Spanish for five (5) staff members 1 lot

Other Direct Costs – ODC’s – Travel and lodging

Option Year 3 Total for all services

Option Year 4 (POP: 2027 – 2028) V. Standard Services - Option Year 4 service - Estimated Quantities (The fourth option year of the contract starts on the date of the contract award and continues for a period of 12 months).

Description Estimaded Quantity

Unit Unit Price

USD

repairs for the entirety of the fourth option year 1 lot

Z-Backscatter Van (ZBV) Cargo and Vehicle Screening System yearly preventive maintenance contract (one service at the beginning of the fourth option year and one (1) semi-annual)

2 lot

Z-Backscatter Van (ZBV) Operator Training Course for one (1) week (40 hours) in Guatemala – to be conducted in Spanish for five (5) staff members 1 lot

Other Direct Costs – ODC’s – Travel and lodging expenses lot

Option Year 4 Total for all services

During this contract period, the Government might not require training services in a specific option year.

Base Year Total ((POP: 2023 – 2024) $

Option Year 1 Total (POP: 2024 – 2025) $ Option Year 2 Total (POP: 2025 – 2026) $ Option Year 3 Total (POP: 2026 – 2027) $ Option Year 4 Total (POP: 2027 – 2028) $

GRAND TOTAL FOR BASE + FOUR OPTION YEARS $

3.2. WORK STATEMENT

3.2.1. Description of the corrective maintenance services for the Z Backscatter Van (ZBV) Cargo and Vehicle Screening System:

• Corrective maintenance services throughout the year, as needed. The service shall include all labor, services, parts, supplies, packaging, and shipment of items necessary diagnose and correct malfunctions or failures of the chassis and X-ray system, including but not limited to engine care, battery replacement, tire replacement, brake systems replacement, cracked windshields, headlights replacement, air conditioning unit, generator, etc. to accomplish the scheduled maintenance tasks required. Corrective maintenance services shall include repairs in adjusting the X‐ray source, chopper wheel mechanism, shielding or shutter. Service response timeframe:

24-hour response time (via phone/email) upon receipt of a service request. Onsite response time of 24 to 48 hours after service request.

3.2.2. Description of the preventive maintenance services for the Z Backscatter Van (ZBV) Cargo and Vehicle Screening System:

• Two (2) preventive maintenance services throughout the year. One (1) shall be performed at the beginning of the contract period and one (1) semi-annual. The preventive maintenance visits should be scheduled and conducted during normal business hours at a time that is mutually agreeable. The service should include all labor, services, parts, supplies, packaging, and shipment of items necessary to check the overall operation of the system, including but not limited to engine care, battery replacement, tire replacement, brake systems replacement, cracked windshields, headlights replacement, air conditioning unit, generator, etc. to accomplish the scheduled maintenance tasks required.

3.2.3. Operator’s Training Course description for the Z Backscatter Van (ZBV) Cargo and Vehicle Screening System

• Training will cover operation of the system, the ability to effectively troubleshoot and solve complex system problems which may arise, as well as basic safety procedures for the operators during the maneuver of the system.

• Training shall be provided by a certified trainer, Spanish speaker and with at least 5-year experience.

• Participants shall receive a completion certificate.

• Training shall be scheduled on a yearly basis for the length of the contract, (base year and four (4) option years). Training dates will be coordinated to suit both parties’ requirements.

• Training shall be conducted in Guatemala City, during five (5) business days with eight (8) hours sessions per day, for a total of forty (40) hours), for five (5) end users.

• Training site will be determined after contract is awarded.

• Training materials shall be developed in Spanish and may include but not limited to training materials, Power Point presentations.

• Contractor shall cover for all costs for travel, supplies, packaging, taxes/duties, and shipment of necessary items to complete training course.

3.2.4. Other Direct Costs – ODC’s – Travel and lodging expenses

• Refer to part 4 of this SOW for authorized travel

3.3. ADDITIONAL REQUIREMENTS

• Contractor performance entails compliance with all applicable requirements, regulations, and laws of the United States Export Administration and any other U.S. or Guatemala licensing/governing authorities. Further, performance shall include compliance with and providing all required licensing to transport, export, and train personnel (as necessary/required) regarding the subject equipment.

• Contract type shall be Firm Fixed-Price, including all direct costs, indirect costs, profit, taxes, and other charges.

• Quoters must demonstrate that any required support services (warranty, maintenance, testing, etc.) can be provided on-site in Guatemala (if required), including the ability to provide those services on a timely basis.

• Quotation Submission Requirements - The following must be included in the quotation:

o Pricing for items requested above, using Contractor quotation format, and detailed explanation of warranty coverage, o Delivery availability time.

4. AUTHORIZED TRAVEL

• Travel to INL and designated locations with parts, supplies, and equipment to complete the maintenance, repair activities and training as specified in the SOW. Except as otherwise provided herein, the contractor shall be reimbursed its allowable, allocable, and reasonable actual incurred travel costs in accordance with FAR 31.205-46.

• Travel under this contract is generally defined as air and ground transportation, lodging, and meals and incidentals. No other items will be reimbursed unless specifically authorized by the Contracting Officer.

• The Government will not reimburse the contractor for costs incurred in excess of, not-to- exceed amount stipulated for travel expenses or for travel conducted without the prior approval of the COR. After contract award, all travel must be authorized in advance by the Contracting Officer’s Representative. However, if travel costs are projected to exceed the estimated travel cost negotiated at contract award, the Contractor shall obtain advance written authorization from the Contracting Officer.

• Travel costs shall not be burdened with any indirect costs unless specifically allowable in accordance with the contractor's usual accounting practices consistent with FAR Subpart 31.2. In no event shall travel costs be burdened with profit.

• The contractor shall include a breakout and receipts for all authorized travel expenses as an attachment to his invoices. Proof of COR approval must also be provided with each invoice in which the contractor requires reimbursement for travel expenses.

5. WARRANTY

• In accordance with the Contractor’s proposal, the subject equipment shall be covered by the manufacturer's standard warranty of 12 months without limitation of hours.

• Warranty - All warranty services shall be fully described and specified in the respective quotations, pursuant to the Offeror's GSA Contract/Schedule.

• Provide Factory Warranty - Contractors to describe all warranty periods with their quotation.

• The Contractor shall be registered to do business in the host country or be an existing partner with a host country registered business. This is required to provide maintenance, repairs, and spare parts since this type of equipment involves safety and security.

• The Contractor shall have a valid international warranty on the products offered, which shall be used to coordinate replacement parts and services for the end user to avoid incurring additional expenses.

6. DELIVERY

• Maintenance and repair services contract shall begin in 2023 and end in 2028.

• All spare parts shall be clean, in new, not previously used condition and must be in optimal operating condition and quality.

• Training will take place on an agreed date by both parties.

• Contractor is responsible for a “Door to Door” shipment. This service falls under the Delivered

Duty Paid (DDP) Incoterm rules, which means that contractor assumes all responsibilities and costs for delivering the goods to the named place of destination. Contractor must pay both export and import formalities, fees, duties, and taxes. See exemption below on item 8.

7. PLACE OF DELIVERY

• Maintenance and repair service contract will be performed in Guatemala City.

• Training will also take place in Guatemala City, place TBD and agreed upon parties, once contract is awarded.

8. CUSTOMS CLEARANCE AND TAX EXEMPTIONS

• For the shipment of commercial items or spare parts less than $5,000, contractor is responsible in obtaining customs clearance from the Government of Guatemala. Contractor must include and arrange all local, port handling and other fees associated with delivery to destination.

• INL Guatemala will not provide any assistance on the customs duties and tax exemption process at destination.

• However, as an exemption, if a new equipment or spare part exceed a commercial dollar amount of $5,000, contractor must obtain previous authorization through the COR for requesting assistance from INL Guatemala on the clearance of goods and exoneration of duties. In this case contractor must follow shipping instructions indicated by INL Guatemala.

9. INSPECTION AND ACCEPTANCE OF MAINTENANCE AND TRAINING

The inspection and acceptance of the maintenance service and operation training course shall be performed by DEA officers and INL-Guatemala assigned COR.

The payment(s) to the Contractor shall be made following satisfactory inspection and acceptance of the equipment and installation.

10. ACQUISITION METHOD

The U.S. Government is conducting this acquisition as a Sole Source Award utilizing the procedures of FAR Parts 8 and 19, Federal Supply Schedule Items respectively.

10.1. AWARD TYPE:

The Government intends to award a Firm-Fixed-Price (FFP) Purchase Order for the requirements identified in this RFQ. The FFP price shall include all direct and indirect costs, profit, shipping/delivery charges, export requirements, insurance, etc. The price will not be subject to adjustment after award.

BASIS OF AWARD

EVALUATION OF QUOTATIONS:

• Award will be made based on the Lowest Priced-Technically Acceptable (LPTA) quote that is responsive to the Request for Quote (RFQ) requirements.

ADDITIONAL CONSIDERATIONS

1. The Government reserves the right to reject a quotation that is technically unacceptable or unreasonably high in price.

2. The Government will determine acceptability by assessing the quoter's compliance with the terms of the RFQ.

3. The quoter must be able to demonstrate that it has the necessary resources to provide on-time delivery as well as a high level of quality for the requested items.

QUOTATION MUST INCLUDE THE FOLLOWING

1. PRICE: unit and extended prices, inclusive of delivery charges.

2. GUARANTEED DELIVERY DATE: Equipment delivered to Government by TBD.

3. DESCRIPTION: Description/nomenclature of the item being quoted; product literature may be provided. Quotation must demonstrate compliance with all required features. This also includes certification of new equipment and description of warranty terms.

4. Data Universal Numbering System (DUNS) AND Central Contractor Registration

(CCR): DUNS number and statement that the quoter is registered in Central Contractor Registration (CCR)/System for Award Management (SAM) with active registration status, without suspensions, exclusions or debarred registration status.

5. CERTIFICATIONS: Completed certifications (FAR 52.212-3) or statement that the certifications are included already at the ORCA web site (https://orca.bpn.gov).

6. PAST PERFORMANCE: A list of contracts within the last two (2) years for the provision of comparable equipment to federal or commercial customers. The list shall include contact information (name, organization, email, and phone) and be limited to no more than five (5) references.

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