Attachment_1_W911N2-18-R-0031.pdf

Revised March 2017

Sources Sought

The Army Contracting Command – Letterkenny Contracting Office (CCAM-ALK) is issuing this Sources Sought/Request for Information as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for Letterkenny Munitions Center (LEMC) has a requirement for Preventive Maintenance (PM), and repair services for a RMIS X-Ray Machine. The result of this market research will contribute to determining the method of procurement.

The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541380.

There is no solicitation at this time. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Contractor should not provide any pricing information. The sole purpose of this request is to locate qualified, experienced, and interested potential sources.

If your organization has the potential capacity to perform these contract services, please provide the following information:

1) Business name, mailing address, email address, website address, Point of

Contact (POC), telephone number

2) Business size, any socioeconomic status (i.e. HUB Zone,8(a) Veteran- Owned, Women-Owned, etc.), company Cage Code and DUNS number, type of ownership for the organization

3) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements

4) The NAICS code(s) and PSCs/FSCs your company usually performs under

Government contracts

5) Past performance with government agencies.

The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated.

Based on the responses to this sources sought/market research, this requirement may be set-aside for small businesses or procured through full and open competition, and multiple awards may be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Contractors are required to be registered in the System for Award Management (SAM) and Wide Area Work Flow (WAWF) in order to be awarded government contracts.

Submission Instructions: Interested parties who consider themselves qualified to perform the listed services are invited to submit a response to this Sources Sought by 16 JUL 18 10:00 A.M. Eastern Standard Time. The response/statement of capabilities must be complete and sufficiently detailed to allow the Government to determine the contractor’s qualifications. All responses under this Sources Sought must be emailed to Kevin Duffy, kevin.a.duffy4.civ@mail.mil.

If you have any questions concerning this opportunity please contact: Kevin Duffy, kevin.a.duffy4.civ@mail.mil.

APPENDIX 1:

PERFORMANCE WORK STATEMENT (PWS)

FOR

RMIS CABINET X RAY MACHINE SERVICE

1.0 General: This is a requirement to have a Cabinet X-Ray machine repaired as described within this Performance Work Statement.

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials, supervision, quality control and other items and non-personal services necessary to perform service, maintenance and repairs to a Cabinet X-Ray machine as defined in this PWS, except as specified in Paragraph 3.0 as Government Furnished. The contractor shall perform to the standards in this contract. All preventative maintenance and repairs will be documented and sent via e-mail to the Contract Officer’s Representative (COR) and to the Technical Point of Contact (TPOC) within 24 hours of the action of a repair or preventative maintenance.

1.2 Background: Letterkenny Munitions Center (LEMC), on or around July 2017, purchased a RMIS X-Ray Machine. This machine has exceeded the warranty period and due to the overall cost of the machine, requires service, maintenance and potentially repairs. The machine is currently operational and is not exhibiting any evidence of mechanical malfunction or failure. This machine is of industrial grade and strength and has the capacity to internally photograph munitions and their respective parts.

1.3 Period of Performance (PoP): The Period of Performance shall be one Base Year of 12 months and ____2____ 12-month option years. The Period of Performance reads as follows:

1.4 General Information:

1.4.1 Quality Control (QC): The contractor shall develop and maintain an effective QC program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s QC program is the means by which it assures itself that its work complies with the requirements of the contract. As a minimum, the contractor shall develop QC procedures that address the areas identified in Technical Exhibit 1, Performance Requirements Summary which refer back to the requirements listed in 5.3.

1.4.2 Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

1.4.3 Recognized Holidays: The following are recognized US holidays. The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day: January 1st

1.4.3.2 Martin Luther King, Jr.’s Birthday: Third Monday in January

1.4.3.3 President’s Day: Third Monday in February

1.4.3.4 Memorial Day: Last Monday in May

1.4.3.5 Independence Day: July 4th

1.4.3.6 Labor Day: First Monday in September

1.4.3.7 Columbus Day: Second Monday in October

1.4.3.8 Veteran’s Day: November 11th

1.4.3.9 Thanksgiving Day: November 23rd

1.4.3.10 Christmas Day: December 25th

1.4.4 Place and Performance of Services The contractor shall provide services between the hours of 0730 and 1530 on Monday through Thursday, and possibly Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. Performance shall be at building 3810 inside LEMC, monitored by the COR or the TPOC. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons.

When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential. Also while on site at LEMC, the contractor is responsible for the performance and conduct of his employees.

1.4.5 Security Requirements: Contractor personnel performing work under this contract are not required to have a specific security level. The contractor personnel will be escorted and monitored at all times while at LEMC by the COR or TPOC.

1.4.6 Physical Security: The contractor shall safeguard all Government property that is being diagnosed or repaired. At the close of each work period, Government facilities, equipment and materials shall be secured.

1.4.7 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO.

All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

2.0 Definitions and Acronyms:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations.

This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes nonmanufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privities of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer LEMC Letterkenny Munitions Center POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit TPOC Technical Point of Contact

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

The Government will provide the facilities, equipment, materials, and/or services listed below:

3.1 Facilities: The Government will furnish the necessary workspace for the contractor staff to provide the support outlined in this PWS. While in this workspace the contractor will be escorted and monitored while completing the actions outlined in this PWS.

3.2 Utilities: The Government will provide the contractor with access to basic utilities, including electricity and lighting. The contractor shall instruct employees in utilities conservation practices.

3.3 Equipment: The Government will NOT provide any equipment, tools or services to assist in the repairs or the replacement of parts during the repairs.

4.0 Contractor Furnished Property, Materials, Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in Paragraph 3.0, the contractor shall furnish everything required to perform these services as indicated in Paragraph 1.1.

4.2 Contact: The contractor shall provide an e-mail address, name and telephone number for repair assistance and scheduling during both regular hours and non-business hours.

4.3 Tools/Equipment: The contractor shall provide all test equipment, tools, and other special equipment necessary to repair or install replacement parts on the Cabinet X-ray Machine. When parts are installed then re-calibration will be necessary.

5.0 Requirements: The contractor shall:

5.1 Conduct a routine semi-annual preventative inspection to cover the following points on the unit:

5.1.1 Perform a computer system backup to a file location or storage location designated by the COR or TPOC, and apply any software upgrades to VJ Technologies Vi3 system software.

5.1.2 Check X-ray tube ground cable, tighten all the screws, ground cable connected to cathode generator.

5.1.3 Check MP1 ground cable, tighten all screws, ground cable connected to cathode generator.

5.1.4 Check anode generator ground cable, tighten all the screws, ground cable connected to cathode generator.

5.1.5 Check X-ray system ground cable, tighten all the screws, ground cable connected between cathode generator and column (or dedicated ground)

5.1.6 Check cabinet against any mechanical damage

5.1.7 Maintenance the HV cable (cathode tube side), clean the HV cable and socket, adjust the gap and re-grease.

5.1.8 Maintenance the HV cable (anode tube side), clean the HV cable and socket, adjust the gap and re-grease.

5.1.9 Check oil hoses against leakage on the tube side.

5.1.10 Maintenance the HV cable (cathode gen side), clean the HV cable and socket, adjust the gap and re-grease.

5.1.11 Maintenance the HV cable (anode gen side), clean the HV cable and socket, adjust the gap and re-grease.

5.1.12 Blow dust from HV cathode generator with compressed air, remove cover, special attention to fans and heat sink.

5.1.13 Verify that all X-ray cables are tightened.

5.1.14 Clean the computer, filter, plugs, check all PCBs, fan filter, and check connections.

5.1.15 Check mains voltage to system, use voltmeter (normally voltage is 220V).

5.1.16 Check electrical ground, use voltmeter. (normally line to ground is 115 Vac).

5.1.17 Check air pressure gauge, clean the filter, the pressure should be at least 0.5MPA (75 psi).

5.1.18 Lubricate all the axis of the manipulator that requires lubrication.

5.1.19 Check all the axis of the manipulator in manual mode, verify total travel and limit switches in proper position.

5.1.20 Checking the encoder function, value should be changed with axis motion, then verify that it goes to home.

5.1.21 Check the level of the cooler; make sure the oil level is normal. If not, add oil for the cooler, check for any leakage.

5.1.22 Turn OFF chiller/cooler and verify that E15 appears on MP1. Turn back ON and verify that E15 disappears.

5.1.23 Check chiller compressor cut off sensor setting value T=23° C.

5.1.24 Check temp sensor. Move the knob CCW to lower the temp setting and trigger E16 on the MP1. Move back to original value (40° C).

5.1.25 Clean the oil cooler, to tighten all the screws.

5.1.26 Safety interlocks check, when any access is opened, the safety interlock will open and MP1 will display S1. Check this statement is true for product and service doors. After checking verify that interlock is cleared.

5.1.27 Check all E-stops. When POWER is on, hit each E-stop. Verify that POWER light goes OFF; try turning POWER key switch to ON, it should not turn ON until E-stop is disengaged. After checking verify that E-stops are cleared.

5.1.28 Check the beam-blocker operation, to tighten all the screws of the beam-blocker.

Check that beam-blocker opens and closes (Vi3). Leave it CLOSED.

5.1.29 Check the shutter motion, to tighten all the screws of the shutter. Checking the functions of the MP1, make sure all the buttons are normal, and all the MP1 lamps work as well.

5.1.30 Perform conditioning of the X-ray system. Note any deviation from full power.

Check that BB is CLOSED.

5.1.31 Check amber lights & audible alarm. They will be turned ON, the same amount of time that X-rays are in PRE-WARNING mode. This is a buffer time, typically 5 seconds, between the X-ray OFF state and the X-ray ON state.

5.1.32 Check red lights & X-ray ON signs. They will be turned ON, for as long as X-rays are being produced.

5.1.33 Check the surveillance monitoring system, make sure all the monitors are normal, if not, check the power cable and data cable.

5.1.34 Cleaning console table, clean the inside of cabinet, check the lamp(s) in the cabinet, replace if necessary.

5.1.35 Visual inspection of the system for other mechanical issue such as rollers, rotating system. Perform radiation survey. Check the lead curtain for breaks or leakage, and recommend replacement if necessary.

5.1.36 Record values of numerous routine diagnostic readouts

During the preventative maintenance visits the machine will be checked and calibrated at the above listed points to the manufacturer’s specified levels that will be provided by the Government TPOC, which will be outlined in the manufacturer’s system user manual. All preventative maintenance will be documented and a copy will be provided to the Government TPOC within 5 calendar days of the inspection. This report will also contain any recommendations that would increase machine efficiency and minimize downtime. The contractor shall provide materials/parts for any minor repairs during the preventative maintenance visits and install or replace this defective material/part while on site for the visit. Additional repair costs and/or visits to conduct the repairs will have to be authorized by both the COR and the TPOC. This cost will include all travel and other administrative costs.

5.2 REPAIR: The contractor shall be contacted when the COR determines that a machine requires maintenance support. If the COR has determined that the contractor has not repaired a machine back to operational condition in a timely manner or an ongoing problem continues to reoccur without resolution, the contractor shall bring in an OEM technician or an OEM trained technician to correct the failure. OEM labor shall be billed as actual per the Repair Resolution CLIN instructions. Funding for OEM labor will be allocated on individual delivery orders for the following items:

5.2.1 Digital Detector Array Comet X-Ray Tube, 450 kV X-Ray Source Metal Ceramic (FS 0.4mm & 1.0mm 7 700/1500M)

5.2.2 Two 450 KV Generators

5.2.3 Gulmay Anode Generator

5.2.4 Gulmay Cathode Generator

5.2.5 Oil to Air Cooling Unit, and hoses

5.2.6 Computer Control System, Hardware High Resolution Monitors

5.2.7 High Voltage Cables (2)

5.2.8 Load/Unload Solenoids

5.2.9 Load/Unload Part Conveyor Motors

5.2.10 Part Access Door Dive Motors (2)

5.2.11 Ball Screw Actuators (4)

5.2.12 Survo Motors

5.2.13 Controller Gulmay MP1

5.2.14 Controller box, and control cables

5.2.15 2 HV Cable and Flanges 10M long with 90 degree at tube end

5.2.16 Motorized shutter for X-Ray Tube

5.2.17 Beam Blocker

5.2.18 Fixture for placement of filters (up to 8mm in thickness), supply of filter design

5.2.19 Chord length compensator

5.2.20 Laser Pointer

5.2.21 Two Primary Interlock Switches 40A

5.2.22 Detector – 16” x 16” active area

5.2.23 Two Conveyors – 1 Load and 1 Unload

5.2.24 Two Computers – 1 Acquisition and 1 Review

5.2.25 HMI Pendant

General repairs scheduled to be conducted within a 24 hour window of the reported issue, according to the sections of the unit described in 5.1. This does not include emergency or immediate repairs. The contractor shall also supply all technical telephone support to aid in troubleshooting and correction of machine faults and problems at no additional cost to the Government. If the contractor is unable to answer question, they shall provide an OEM POC at no additional cost to the Government. The cost to conduct the repairs per hour shall include all travel and administrative costs.

5.3 PARTS: The contractor shall provide all necessary parts for all work performed under this contract. The COR shall approve all parts costing more than fifty dollars ($50) each that are parts required by services performed under paragraphs 5.1 and 5.2.

Repair parts shall be billed as actual per the parts CLIN instructions. Funding for repair parts will be allocated on individual delivery orders. This shall not be construed to mean that the contractor has exclusive rights to supply all parts needed to perform non-emergency maintenance and emergency maintenance. The Government reserves the right to procure parts required for maintenance performed in-house by most advantageous means.

5.4: CONTRACTOR MANAGEMENT REPORTING (CMR): The Office of the Assistant Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure Army data collection site where the Contractor shall report ALL Contractor manpower (including subcontractor manpower) required for performance of this contract. The contractor shall completely fill in all the information in the format using the following web address https://Contractormanpower.army.pentagon.mil. The required information includes: (1) Contracting Office, KO, Contracting Officer’s Technical Representative (COTR) or also known as the Contracting Officer’s Representative (COR); (2) Contract number, including task and delivery order number; (3) Beginning and ending dates covered by reporting period; (4) Contractor's name, address, phone number, e-mail address, identity of Contractor employee entering data; (5) Estimated direct labor hours (including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period (including sub-Contractors); (7) Total payments (including sub-Contractors); (8) Predominant Federal Service Code (FSC) reflecting services provided by Contractor (and separate predominant FSC for each sub-Contractor if different); (9) Estimated data collection cost; (10) Organizational title associated with the Unit Identification Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible for providing the Contractor with its UIC for the purposes of reporting this information); (11) Locations where Contractor and sub-Contractors perform the work (specified by zip code in the United States and nearest city, country, when in an overseas location, using standardized nomenclature provided on website); (12) Presence of deployment or contingency contract language; and (13) Number of Contractor and sub-Contractor employees deployed in theater this reporting period (by country). As part of its submission, the Contractor shall provide the estimated total cost (if any) incurred to comply with this reporting requirement. Reporting period shall be the period of performance not to exceed 12 months ending September 30 of each government fiscal year and must be reported by 31 October of each calendar year. Contractors may use a direct XML data transfer to the database server or fill in the fields on the website. The XML direct transfer is a format for transferring files from a Contractor’s system to the secure website without the need for separate data entries for each required data element at the website. The specific formats for the XML direct transfer may be downloaded from the website.