SOW Mobile Scanning Costa Rica 06112025.pdf

SBU - CONTRACTING AND ACQUISITIONS

U.S. Department of State (DOS)

Bureau of International Narcotics and Law Enforcement Affairs (INL) U.S. Embassy – San Jose, Costa Rica

Purchase of Mobile Scanning Solution in direct support of the Government of Costa Rica (GoCR)

GENERAL

The US Department of State’s (DOS) Bureau of International Narcotics and Law Enforcement Affairs (INL) has program authority derived from the Foreign Assistance Act of 1961. The International Narcotics and Law Enforcement Section (INL) of the US Embassy San Jose, Costa Rica, is responsible for providing assistance to host governments to develop and implement effective counter narcotics, anticrime, and border control programs. DHS/CBP works closely with US law enforcement agencies to ensure that Costa Rica has the training and tools needed to combat illicit drug traffic and transnational organized crime. INL also works with various Government of Costa Rica (GOCR) institutions including the Ministry of Public Security, Public Ministry, Secretariat of the Presidency, Ministry of the Treasury and its various specialized police units, Supreme Court of Justice, Ministry of Health, Ministry of Education, General Immigration and Foreigners Directorate (DGME) of Costa Rica, and Costa Rican Customs.

REQUIREMENT

The purchase of two (2) Mobile Scanning Solution and their complementary components, with option to purchase additional mobile scanning solution units, to equip the Costa Rican Ministry of Public Security at designated points in Costa Rica, port of entries, or other areas in direct support of the Costa Rican Border Police Policia de Fronteras (CRPF) of the Ministry of Public Security (CR MPS). This initiative is aimed to detect illicit drugs, trafficked goods, human trafficking, and other forms of smuggling at border checkpoints.

The equipment must:

• Support rapid and efficient deployment in field conditions.

• Be capable of operating in both stationery and mobile scan modes.

• Provide photorealistic imaging through both backscatter and transmission technology.

• Be operable in diverse weather conditions and various geographic locations across Costa Rica.

• Be suitable for use at border inspection of vehicles checkpoints to detect narcotics, contraband, weapons, human trafficking, smuggling and other illicit activities concealed within vehicles.

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 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 until mobile scanning solution units are received and accepted by the U.S. Government in accordance with the contract delivery date NLT 90 days after receipt of award.

3. SUPPLIES AND PRICING

The Contractor shall provide to the U.S. Government the mobile scanning solution units in strict compliance with the specifications at the agreed upon firm fixed price. In the event of non-compliance with the specifications, the U.S. Government reserves the right to demand correction(s) or reject this requirement in its entirety. Additionally, the Contractor shall perform the pre-delivery inspection of the equipment and deliver them to the location set forth in Place of Delivery of this SOW. The firm fixed price shall include the mobile scanning solution, license plate reader, batteries/generator, training and maintenance, pre-delivery inspection, certificates of origin, operator’s, maintenance and training manuals, warranty certificates and any other documentation mandated by the destination country, such as local regulatory compliance. All manuals shall be furnished in English and Spanish.

SPECIFICATIONS

CLIN Description QTY Unit

001 Mobile Scanning Solution 2 EA

002 License Plate reader 2 EA

003 Steel penetration of 9mm with backscatter and 40mm with transmission according to ANSI imaging standards.

2 EA

004 Image resolution: 5mm horizontal and a vertical resolution of 6mm.

2 EA

005 System optimal scanning speed is 5 mph. 2 EA

006 Detection of organic threats such as narcotics, explosives, and money; metallic threats such as weapons and ammunition.

2 EA

007 Dual-energy or multi-view imaging: side view backscatter image and side view dual energy transmission image providing three colors of material discrimination.

2 EA

008 Real-time imaging: image display in real time during scanning as well as within the scan record following the scan.

2 EA

009 X-ray module integrated within a ruggedized trailer platform.

2 EA

010 Must have independent brake system with tail lights and reflecting stickers - Independent brakes activated by the towing vehicle, or inertia brakes. In addition, regardless of weight, trailers must have an auxiliary hitch to prevent them from falling if the main hitch fails.

2 EA

011 Power options: internal source, battery and generator.

The system seamlessly switches to alternative power source.

2 EA

012 Image analysis Software: English and Spanish are required. Image analysis features such as: auto enhance, brightness, contrast adjustment, invert, smooth/sharpen slider, color mappings/filters, emboss, Tx layering, Tx layer stripping, Tx opacity controls, Regions of Interest (ROI's), annotate, and vehicle compare. Software upgrades as soon as they are released by the provider.

2 EA

013 System integration with other databases or law enforcement systems

2 EA

014 Maintenance kit and spare parts per unit. 2 EA

015 Shipping 1 LT

016 Training the Trainer (14 participants) in-person 1 LT

017 First-year warranty and maintenance 1 LT 018 Second-year warranty and maintenance 1 LT 019 Third-year warranty and maintenance 1 LT

Determination to exercise optional CLINs below would be after testing and acceptance of the base CLINs.

1001 Mobile Scanning Solution 2 EA

1002 License Plate reader 2 EA

1003 Steel penetration of 9mm with backscatter and 40mm with transmission according to ANSI imaging standards.

2 EA

1004 Image resolution: 5mm horizontal and a vertical resolution of 6mm.

2 EA

1005 System optimal scanning speed is 5 mph. 2 EA

1006 Detection of organic threats such as narcotics, explosives, and money; metallic threats such as weapons and ammunition.

2 EA

1007 Dual-energy or multi-view imaging: side view backscatter image and side view dual energy transmission image providing three colors of material discrimination.

2 EA

1008 Real-time imaging: image display in real time during scanning as well as within the scan record following the scan.

2 EA

1009 X-ray module integrated within a ruggedized trailer platform.

2 EA

1010 Must have independent brake system with tail lights and reflecting stickers - Independent brakes activated by the towing vehicle, or inertia brakes. In addition, regardless of weight, trailers must have an auxiliary hitch to prevent them from falling if the main hitch fails.

2 EA

1011 Power options: internal source, battery and generator.

The system seamlessly switches to alternative power source.

2 EA

1012 Image analysis Software: English and Spanish are required. Image analysis features such as: auto enhance, brightness, contrast adjustment, invert, smooth/sharpen slider, color mappings/filters, emboss, Tx layering, Tx layer stripping, Tx opacity controls, Regions of Interest (ROI's), annotate, and vehicle compare. Software upgrades as soon as they are released by the provider.

2 EA

1013 System integration with other databases or law enforcement systems

2 EA

1014 Maintenance kit and spare parts per unit. 2 EA

1015 Shipping 1 LT

1016 Training the Trainer (14 participants) in-person 1 LT

1017 First-year warranty and maintenance 1 LT

2018 Second-year warranty and maintenance 1 LT

1019 Third-year warranty and maintenance 1 LT

Equipment shall meet U.S. and international certifications and standards: ANSI N43.17-2009, ANSI N42.46-2008, and ANSI N43.3-2008. Implement quality assurance plan that aligns with ISO 9001:2015 standards

Compatibility with existing scanning systems in the host country is a must:

• Currently the host country uses scanners with technology and software that allows high penetration capacity and the images emitted are high resolution in 4D, with a 360° range in the visualization of internal structures.

• Maintenance kit and spare parts should be compatible and interchangeable with existing scanners in host country.

Mobility:

• Designed for quick deployment and relocation to meet changing inspection missions.

Durability:

• Built to withstand various weather conditions and terrain, including urban and rugged environments. Costa Rica features a tropical climate with diverse weather patterns and terrain, ranging from hot, humid coastal areas to cooler, misty highlands, influenced by its proximity to both the Pacific and Caribbean coasts and its mountainous terrain.

Logistics:

• Road conditions in Costa Rica vary greatly, ranging from well-maintained highways in and around major cities and tourist areas to rugged, unpaved roads in rural areas and mountain regions, with potholes and narrow roads being common. Roadworthiness and circulation regulations under DEKRA Costa Rica.

• Costa Rica uses a 120V electrical system at 60Hz, like the United States, with Type A and Type B outlets, meaning most US devices and appliances should work without a converter.

• Portable Power source alternative must be included: a vendor must include portable power devices options for a convenient solution and ensure operation continuity in remote areas. Portable power options (e.g., built-in generator, inverter, or solar backup) are preferred.

Software Features:

• Must facilitate threat detection. Operators can archive and annotate images, zoom in on a region, sharpen edges, and correct for image distortion.

• Display the atomic number of items displayed, alarm on items whose density is above a set threshold and automatically highlight on objects such as weapons deemed to be a threat.

• Include operator training and performance measurement features such as threat image projection (TIP).

• Software must be in Spanish and English language.

REGULATORY COMPLIANCE

The Costa Rican Ministry of Health has specific regulations and standards regarding the use of equipment that generates ionizing radiation, including X-rays and scanners, to protect public health and that of exposed workers. These regulations cover everything from authorization for the use of this equipment to radiation management, radiological protection, and the disposal of radioactive materials.

All equipment must comply with:

• Costa Rica Ministry of Health standards for radiation-emitting equipment.

Key Regulations:

Executive Decree No. 24037-S:

• This decree establishes the "Regulations on Protection against Ionizing Radiation," which is the legal basis for radiation regulation. This regulation includes requirements for the initial authorization and continued operation of X-ray equipment, including the submission of certificates verifying proper operation and compliance with safety parameters.

Authorization for the Transportation of Radioactive Materials:

• The transportation of radioactive materials, including those used in X-ray equipment and scanners, requires specific authorization from the Ministry of Health.

Quality Control:

• Equipment that generates ionizing radiation must undergo periodic quality controls to ensure that it is functioning properly and that the radiation emitted is within permitted limits.

Radiation Protection:

• Radiation protection measures must be implemented to minimize radiation exposure for both workers and the public.

Radioactive Materials Management:

• Regulates the disposal, storage, and handling of radioactive materials, both those used in equipment and those resulting from such materials.

Any other applicable environmental, occupational safety, and importation laws in Costa Rica.

ENVIRONMENTAL AND OPERATIONAL CONDITIONS

Vendors must confirm their systems are proven to operate reliably in:

Tropical environments, including areas with high humidity, rain, salt exposure, and dust.

Costa Rica boasts a year-round tropical climate with a distinct wet and dry season. The dry season, or "summer," lasts from December to April, while the rainy season, or "winter," spans from May to November. Temperature: Average temperatures range from the low 70s Fahrenheit (20s Celsius) in the highlands to the 100s Fahrenheit (40s Celsius) on the coast. Rainfall: The Caribbean coast experiences consistently high rainfall throughout the year, with the heaviest amounts occurring in July due to the increased intensity of the trade winds. The Pacific slope has a more defined wet and dry season, with the dry season typically lasting from November to April or May. Humidity: Coastal areas, particularly those on the Caribbean side, tend to have higher humidity levels compared to inland regions and the highlands. Microclimates: Costa Rica's diverse geography, including mountain ranges and varying altitudes, leads to the formation of various microclimates. This means that different regions can experience different temperatures and rainfall patterns, even within the same season.

Shipping Requirements

Shipping, customs clearance, and final destination delivery to Peñas Blancas, Guanacaste, Costa Rica

Training Requirements

Number of participants: 14 people in person Duration: 6 days Language: Spanish Manuals: Spanish and English Location: San Jose, Costa Rica (specific place TBD)

*The training will take place within the first year after awarding the contract.

Warranty and Maintenance Requirements

1. 24/7 help desk: The client can contact the vendor at any time via telephone or email to ask questions or report system problems. Vendor responds to all inquiries within one hour.

2. Problem resolution: Vendor provides prompt remote and on-site repair service and other support to resolve system problems quickly, with minimal impact on the client’s operations.

3. Preventive maintenance: Vendor performs quarterly (four times per year) preventive maintenance, including hardware service, software updates, performance tuning, and routine maintenance and cleaning.

4. Hardware replacement: Vendor replaces failed system hardware as required at our expense, with no additional cost for parts to the client.

5. Software updates: Vendor provides updates and error corrections for system software as required.

6. Remote monitoring: If permitted by the client, Vendor continually monitors system health and performance via secure Internet connection to detect, anticipate, and resolve problems.

4. WARRANTY

The vendor’s offer should include at least a 1-year warranty for every item of equipment requested. It should cover any defect or deficiency that may occur during normal use. Vendor shall provide technical support during the warranty period to resolve questions related to the operation of the equipment. A written warranty should be provided.

5. PREPARATION FOR DELIVERY

The mobile scanning solution should be in new condition and must be in optimal operating conditions and quality.

6. MARKING AND SUBMISSION OF DOCUMENTS

The scanning solution system and complementary components will be delivered to the following location:

Shipping Destination: DAP Peñas Blancas, Guanacaste, Costa Rica

The Bill of Laden must describe each part with the make and model where applicable.

Consignee: U.S. Embassy – INL/Mitssy Rovira/Ed Lewis Final Destination: Peñas Blancas, Guanacaste, Costa Rica

(506) 7076 0402/ (506) 8513 1777 Attention: US Embassy/Mitssy Rovira/Ed Lewis Email: RoviraM@state.gov / LewisE3@state.gov

Marking: Marking Instructions (for delivery only) will be provided upon award and shall minimally contain the following:

US Embassy INL/Mitssy Rovira/Ed Lewis INL – Mobile Scanning Solution and complementary parts Delivery Order #: (provided upon award)

The contractor must provide/file all required shipping/export declaration documentation (including Dept. of Commerce Form 7525-V), including local handling fees prior to shipment.

Even though this product will be donated to Government of Costa Rica, these forms should be submitted in advance declaring the value of goods/product entering country. All shipping documents, export declaration forms, export licenses (Contractor provided) & other delivery information shall be submitted in advance of shipment, to the INL Point of Contact (above). The Contractor, in performance of this requirement, shall be licensed by (and in compliance with) U.S. Transportation & Safety requirements. Shipping shall minimally include disconnecting batteries from the electrical system, securing loose gear to prevent shifting during shipment, & securing all equipment to prevent movement & damage during shipment. Contractor must remove flammable liquids IAW ocean/overland transportation regulations & requirements.

Delivery is DAP Final Destination – Penas Blancas, Guanacaste, Costa Rica.

7. DELIVERY SCHEDULE

The Mobile Scanning Solution and its parts shall be delivered to Costa Rica, per the specifications within this Statement of Work, as soon as possible but not later than (NLT) 90 days from receipt of the award notification.

8. PLACE OF DELIVERY

The Mobile Scanning Solution and complementary equipment shall be delivered to the following address:

Mitssy Rovira / Ed Lewis

US EMBASSY - INL

SAN JOSE, COSTA RICA

(506) 2519-2000

Purchase Order No. __________ (to be determined upon award)

All Boxes and AWB must be marked as “Diplomatic Cargo”

9. CUSTOMS CLEARANCE AND TAX EXEMPTIONS

The U.S. Government will assist the Contractor in obtaining customs clearance and tax exemption certificates from the Government of Costa Rica in accordance with Marking and Submission of Documents, of this contract. The Contractor’s must include and arrange all local, port handling and other fees associated with delivery to the destination.

EXPORT LICENSE

The Contractor shall comply with Sections 38-40 of the Arms Export Control Act (AECA) (22 U.S.C. 2778-2780) and the International Traffic in Arms Regulations (ITAR) (22 CFR Parts 120-

130) as required, for the prosecution of work under this contract at no additional cost to the Government. Failure to be in compliance with AECA and ITAR by date planned for commencement of contract performance as well as during the entire performance of work under this contract shall result in contract termination. Any penalties rendered to the Contractor, as a direct result of being found non-compliance with AECA and ITAR, will be the responsibility of the Contractor. For additional information on AECA and ITAR, see http://www.pmddtc.state.gov/.

The Contractor shall comply with license requirements of the Commerce Control List and any Export Administrative Regulations (EAR), which shall apply. Export Restrictions

Valid export licenses shall be issued by the U.S. Department of State, Directorate of Defense Trade Controls, in accordance with the International Traffic in Arms Regulation (ITAR), Title 22, Code of Federal Regulation 120-130; or by the U.S. Department of Commerce in accordance with the Export Administration Regulations (EAR), 15 CFR Parts 730-774.

10. INSPECTION AND ACCEPTANCE

Although FAT will be required, mobile scanning solution and its components, will be accepted until tested for five (5) consecutive days on site, in Peñas Blancas, Guanacaste, Costa Rica. The payment(s) to the Contractor shall be made following satisfactory inspection and acceptance of the equipment.