Statement of Work - TruView XRay Maitnenance RFI.pdf
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- Attached to
- Yearly Preventative Maintenance and Radiation Safety Survey of Creative Electron X-ray Machine.
- Solicitation number
- RFI25USSS4591
About this file
This Statement of Work (SOW) details the annual preventative maintenance requirements for a Creative Electron X-ray machine (TruView Prime A 10469) located at the University of Tulsa Lab for the U.S. Secret Service's National Computer Forensics Institute. The maintenance tasks include comprehensive radiation safety checks, system functionality testing, and documentation, with specific requirements to measure radiation leakage, inspect safety interlocks, verify equipment integrity, and perform detailed system diagnostics.
The contract will be a Firm Fixed Price agreement with a five-year performance period from August 1, 2025 to July 31, 2030. The vendor must have experience with Creative Electron X-ray machines, qualified technicians trained in radiation safety, and calibrated measurement tools. Deliverables include a completed maintenance service, detailed maintenance report, compliance certification, and calibration documentation. The maintenance will be performed annually, with the vendor required to provide 30 days' notice before each service. The solicitation is designated as a total small business set-aside under NAICS code 541380 (Testing Laboratories and Services).
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U.S. Department of Homeland Security
UNITED STATES SECRET SERVICE
Washington, D.C. 20223
Statement of Work (SOW)
Yearly Preventative Maintenance and Radiation Safety Survey of Creative Electron X-ray Machine.
National Computer Forensics Institute (NCFI) Lab
1. Project Overview:
This SOW outlines the requirements for the yearly preventative maintenance of a Creative Electron X-ray machine, model [TruView Prime A 10469], located at the NCFI Lab (Tulsa, OK). The maintenance must be performed in accordance with the standards set forth in 21 CFR 1020.40, "Cabinet X-ray systems." The goal is to ensure the continued safe and efficient operation of the X-ray system for lab personnel, prolong equipment service-life through preventative maintenance, maintain compliance with federal regulations, and minimize downtime.
2. Scope of Work:
The vendor shall perform the following preventative maintenance tasks once a year:
Radiation Safety and Compliance:
Measure and verify radiation leakage levels at all external surfaces of the cabinet
X-ray system, ensuring compliance with the 0.5 milliroentgen per hour limit at 5 centimeters from any external surface, as specified in 21 CFR 1020.40(c)(1)(i).
Inspect and test all safety interlocks on doors and access panels to ensure proper function and prevent X-ray generation when access is possible.
Verify the integrity of all cabinet shielding and ensure there are no apertures or ports that allow unintended or harmful radiation emission.
Verify the proper functionality of all warning labels and control labels.
System Functionality:
Inspect and clean all internal and external components of the X-ray system.
Check and calibrate the X-ray tube and generator.
Inspect and test the imaging system, including the detector, monitor, and software.
Verify the accuracy of all system controls and indicators.
Inspect all cables, connectors, and wiring for damage or wear.
Inspect the functionality of all ports and apertures.
Check and align image chain Clean and lubricate all moving parts Check and confirm subsystem voltages Verify proper ground fault functionality
Washington, D.C. 20223
3. Documentation:
Provide a detailed report of all maintenance activities performed, including measurements, test results, and any repairs or adjustments made.
Document the calibration of the X-ray tube and generator.
Provide certification of compliance with 21 CFR 1020.40.
Record all serial numbers of the machine, and any parts that were replaced.
Provide documentation of the calibration of the radiation measurement tools used during the service.
4. Applicable Standards:
21 CFR 1020.40 - Cabinet X-ray systems
5. Vendor Qualifications:
The vendor must have experience in performing preventative maintenance on Creative Electron X-ray machines, and specifically the TruView Prime A 10469 model of X-ray machine. Technicians performing the maintenance must be trained and qualified in radiation safety and X-ray system maintenance. Vendor must have calibrated radiation measurement tools.
6. Deliverables:
Completed preventative maintenance service.
Detailed maintenance report and compliance certification.
Calibration documentation.
7. Type of Contract:
The Government will award a Firm Fixed Price Contract. The Period of Performance is:
Base – 1 August 2025 – 31 July 2026 OY1 – 1 August 2026 – 31 July 2027 OY2 – 1 August 2027 – 31 July 2028 OY3 – 1 August 2028 – 31 July 2029 OY4 – 1 August 2029 – 31 July 2030
The maintenance tasks shall be performed once a year and vendor must provide a notification of the scheduled service date, at least, 30 days prior to the service.
Washington, D.C. 20223
Possible NAICS:
541380 Testing Laboratories and Services $19.0 SIC 8734 testing laboratories
8. Place of Performance University of Tulsa Lab
2821 East 8th Street Tulsa, OK 74104
9. Acceptance Criteria:
The maintenance will be considered complete upon delivery of the maintenance report and compliance certification, and the successful operational testing of the X-ray machine to include compliance with 21 CFR 1020.40.
10. Safety:
Vendor personnel will follow all client safety protocols, while on site. Vendor personnel will utilize proper personal protective equipment.
11. Contact Information:
LorieAnne Kliewer Contract Specialist lorie.kliewer@usss.dhs.gov
Matthew Sutton Contracting Officer matthew.sutton@usss.dhs.gov mailto:lorie.kliewer@usss.dhs.gov
File details come from the government source that posted it. Updated .