X-RAY PM REPAIR SOW(rev1).pdf

SCOPE OF WORK

AM2000 1065 2001 /MARCH 6, 2021

L&W INDUSTRIAC X-RAY PREVENTATIVE MAINTENANCE AND REPAIR

1. GENERAL:

1. This is a requirement for Preventative Maintenance (PM) contract for L&W Industriac Model

S3X300 and Model S9X3000 linear accelerators. We are also asking for funding to be included to allow for repair material to be purchased as needed.

2. 2. REQUIREMENTS:

2.1. Tasks are to be accomplished IAW provisions contained in this SOW.

2.2. COR for this request is Lawrence Cruse, TARA-IFM, e-mail:

lawrence.l.cruse.civ@mail.mil, phone: 309-782-4108.

3. PERFORMANCE PERIOD: Contractor's effort will begin at award of this contract, and remain in effect for a one year period. Contractor will perform the PM on a semi-annual basis, 2

PM per year. L&W Industriac Model S3X300 and Model S9X3000 linear accelerator PM will be performed during the same visit.

4. DETAILED SPECIFICATIONS:

4.1 PREVENTATIVE MAINTENANCE (PM): Upon request from the

RIA-JMTC COR the contractor shall come on site and use proper troubleshooting techniques to inspect the L&W INDUSTRIAC X-RAY equipment’s electrical, numerical control, and/or mechanical components for compliance to Original

Equipment Manufacturers (OEM) standards. Theses inspections will check for any misaligned, out of calibration and identify failing or failed components which are/ will be affecting machine functional performance. Once defects are diagnosed or parts are identified as failed and/or worn to the detriment of the equipment, the contractor will make all necessary repairs to refurbish the L&W Industriac Model

S3X300 and Model S9X3000 linear accelerators to original OEM specifications.

4.2 REMEDIAL REPAIR PERFORMANCE REQUIREMENTS:

The contractor will check functionality of the Hardware /Software and electrical components of the L&W X-ray Model S3X300 and Model S9X3000 linear accelerators and repair/replace the defective item found.

HARDWARE/SOFTWARE CHECKS:

Laser: Alignment checked and adjusted

Thermal Cooling Unit (TCU): Coolant level checked, filter replaced, controller calibrated

Coolant flow through out system checked including TCU, Dummy Load, Magnetron, and Emergency flow.

Computer Control System/Plc Software Calibration and Backup Recorded

ALL SOFTWARE BACKUP AND RECORD RETENTION WILL BE DONE BY

RIA-JMTC IT PERSONNEL (see paragraph 12)

ELECTRICAL CHECKS:

Gun Filament Voltage and Current

Magnatron Filament Voltage and Current

Thrytron Voltage

High Voltage Power Supply Voltage (kV) and Current (mA)

Vacuum Voltage and Current

Ion Chamber Power Supply Voltage and Current (Dose Rate)

Tune Chamber Position calibrated

X-ray Head Temperature

Modulator Cabinet Temperature

4.2.1 Service technician evaluation and repairs shall be performed during normal business hours: Monday through Friday, 6:00 AM – 3:30 PM Central Time, except for Government holidays. Any exceptions to these working hours will be authorized and agreed on by the COR and the Contracting Officer.

4.2.2 Contractor shall provide all necessary labor, special tools, and equipment to perform the full scope of work of troubleshooting, repair, adjustments, alignments, calibration to bring the equipment back to original OEM specifications.

4.2.3 QUALIFICATIONS: All work performed under this contract shall be accomplished by a qualified technician, repairman or field service engineer. The contractor must be able to demonstrate practical experience and provide support staff to meet the following requirements.

This should be demonstrated through current or previous government contracts of similar work:

1) Functional Theory of Operation knowledge of L&W Industriac X-ray equipment.

2) Proven experience maintaining and calibrating L&W Industriac Model S3X300 and

Model S9X3000 linear accelerators and their related components .

3) Experienced maintenance and service technicians who are familiar with electronic, RF engineering, and high voltage engineering in relation to and L&W Industriac Model

S3X300 and Model S9X3000 linear accelerators

4) Understanding of dangers associated with high-voltage equipment and X-ray radiation exposure

5) Understand and comply with all safety precautions related to X-ray equipment

4.2.4 GOVERNMENT FURNISHED ITEMS AND RESPONSIBILITIES:

RIA-JMTC may assist when possible; however the contractor should not depend on this assistance. The contractor shall notify the COR of any RIA-

JMTC personal or equipment needs ASAP.

4.2.5 Due to the nature of machine failure, it’s anticipated that a majority of repairs will be performed by contractor representatives visiting RIA-JMTC.

However it may be possible that a machine component/part may require to be shipped out to other facilities to be repaired. Immediate notification to the RIA-

JMTC COR will be required at this point.

4.2.6 Contractor shall provide the Rock Island Arsenal – Joint Manufacturing &

Technology Center (RIA-JMTC) a detailed summary of the remedial repair, including initial problem, corrective action, and man hours involved in the repair of L&W Industriac Model

S3X300 and Model S9X3000 linear accelerators for machine history.

4.2.7 The contractor will adhere to OSHA 29 CFR-1910 Subpart S (Arc

Flash) and 1910.147 (Lockout/Tag out) standards when performing maintenance/repairs to the L&W Industriac Model 53x300 and Model S9X3000 linear accelerators

5.0 INSPECTION/FINAL ACCEPTANCE:

5.1 The COR will monitor contractor performance on this contract, in accordance with the Quality Assurance Surveillance Plan (QASP).

5.2 Upon successful completion of remedial repair or preventative maintenance the COR will inspect the work and if acceptable sign the contractors service report. The contractor invoicing shall take place after the Service report is received by the COR.

5.3 Once the service invoice is delivered to the COR and accepted, the

Contractor shall than invoice using Procurement Integrated Enterprise

Environment (PIEE) per 52.0000-4942. The COR will assist the contractors representative with CLIN identification. The contractor when submitting the invoice into the PIEE system, will select; “auto send a notification to the COR by email”. If this is not performed the contractor must contact the COR to notify him/her of pending transactions in PIEE. PIEE invoicing shall be completed by the contractor within 30 business days of COR invoice acceptance.

6.0 POINT OF CONTACT:

6.1 Prior to contract execution, the contractor shall identify to the COR a primary and alternate contractor’s remedial repair scheduling POC. RIA-JMTC COR shall notify the contractor’s primary or alternate remedial repair scheduling POC of all remedial repair service requirements defined in this SOW.

6.2 Prior to contract execution, the contractor shall identify to the COR a primary and alternate contractor’s preventative maintenance scheduling POC. RIA-

JMTC COR shall notify the contractor’s primary or alternate preventative maintenance scheduling POC of all preventative maintenance service requirement in this SOW.

7.0 WARRANTY: All services, materials & parts used shall include the standard commercial warranty (damage, failures). The contractor shall warrant that the services performed are in accordance with original equipment specifications and shall carry the standard commercial warranty.

8. SECURITY: Security training (not needing a CAC)

8.1. AT Level I Training. This provision/contract text is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities,or controlled access areas shall complete AT Level I awareness training within 60 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever applies. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR (or to the contracting officer, if a COR is not assigned) within 60 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at https://jkodirect.jten.mil.

The contractor shall sign a Memorandum of Record for each contractor employee and subcontractor employee to the RIA-JMTC Operations Center prior to a RIA-JMTC electronic keys and access pass being issued.

8.2. Access and General Protection/Security Policy and Procedures. This standard language is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. The contractor and all associated subcontractors employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security office. The contractor workforce must comply with all personal identity verification requirements (FAR clause 52.204-9, Personal Identity Verification of Contractor Personnel) as directed by DoD, HQDA, and/or local policy. In addition to the changes otherwise authorized by the change clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

8.3 For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center interstate identification Index (NCIC-III) and Terrorist Screening Database (TSDB) https://jkodirect.jten.mil/

(Army Directive 2014-05/AR 190-13), applicable installation, facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

For contractors requiring Common Access Card (CAC). Before CAC issuance, the contractor employee requires, at a minimum, a favorably adjudicated National Agency Check with Inquiries (NACI) or an equivalent or higher investigation in accordance with Army Directive 2014-05. The contractor employee will be issued a CAC only if duties involve one of the following: (1) Both physical access to a DoD facility and access, via logon, to DoD networks on-site or remotely; (2) Remote access, via logon, to a DoD network using DoD-approved remote access procedures; or (3) Physical access to multiple DoD facilities or multiple non-DoD Federally controlled facilities on behalf of the DoD on a recurring basis for a period of 6 months or more. At the discretion of the sponsoring activity, an initial CAC may be issued based on a favorable review of the FBI fingerprint check and a successfully scheduled NACI at the Office of Personnel Management.

The COR will provide guidance to complete the Access Control Records Check request Form thru the RIA Directorate of Emergency Services.

8.4. Access Badges and Electronic Keys.

Contractor will acquire and need to return all issued U.S. Government Common

Access Cards, installation badges, and/or access passes. Use FAR 52.204-9 or

PADDS Clause IF00015 at the end of the contract or the last day of an individual contractor’s employment.

8.4.1. RIA-JMTC electronic keys and access passes are accountable items and will be returned within 24 hours of no longer being needed. Items will returned to the

COR or placed in a drop box at a RIA-JMTC access point.

8.4.2 Contractors who routinely fail to return these items will not be issued them in support of any future contract.

8.5. IWATCH (See Something, Say Something) Training. This standard language is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. The contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR.

This training shall be completed within 60 calendar days of contract award and within 60 calendar days of new employees commencing performance, with the results reported to the COR no later than 60 calendar days after contract award.

8.6. Impact on contractor performance during increased FPCON during periods of increased threat (contractor personnel working on an installation). During FPCONs

Charlie and Delta, services may be discontinued/postponed due to higher threat.

Services will resume when FPCON level is reduced to level Bravo or lower.

The FPCON descriptions will be provided in the RIA-JMTC AT training.

The COR will keep the contractors informed on the current FPCON or any possible FPCON change.

8.7. Random Antiterrorism Measures Program (RAMP) participation. Contractor personnel working on an installation are subject to participation in installation RAMP security program (e.g. vehicles searches, wearing of ID badges, etc.).

Contractors will comply with any instructions given by the Rock Island Arsenal Police

Department.

The RAMP program is discussed in the RIA-JMTC AT training.

8.8. Parking: The contractor shall park in designated/approved parking areas only.

The COR and/or the Arsenal Police & Security personal may designate other areas to park depending upon the work situation.

9. SAFETY AND ENVIRONMENTAL:

9.1 Safety: When services are performed onsite the contractor is responsible for complying with all federal, state, and local safety and environmental regulations, including, but not limited to: Rock Island Arsenal, Department of the Army (DA), Occupational Safety and Health Act, Environmental

Protection Agency (EPA), Illinois Environmental Protection Agency

(IEPA). The contractor must adhere to all Rock Island Arsenal Safety requirements, policies and statutes. The contractor shall be responsible for obtaining any hot work/open flame permits required from the Rock Island

Arsenal Fire Department. The contractor(s) while working on equipment at the RIA-JMTC will wear proper PPE, to include but not limited to: safety glasses (with side shields), protective foot wear (steel toe), proper clothing

(no shorts, tank tops, etc.), safety harness (when working off the floor), welding and cutting apparel (as needed) and adhere to OSHA NFPA 70E

Arch Flash when working on electrical equipment. The contractor shall also have and observe an approved electrical lock-out tag-out procedure. As required by the COR, the contractor may be required to submit a Safety Site

Plan in limited and justified circumstances.

9.2 Environmental: When services are performed onsite all hazardous wastes, acid, and contaminated material generated by the execution of this service contract will be disposed of IAW all applicable federal, state, and local laws and regulations. All transport and decontamination will be performed IAW all applicable interstate, federal, state, and local laws and regulations. Any materials and/or wastes generated from this effort shall be labeled with appropriate transportation/disposal documentation for off-site disposal to include but not limited to Hazardous waste manifests and associated Land

Disposal Restriction. Prior to discussing any environmental issues with the environmental agency of primacy, the contractor shall contact the Contracting

Officer (KO) for direction.

9.3 Ozone Depleting Chemicals (ODCs): When services are performed onsite the contractor shall assure that none of the materials used contain

Class I ODCs as defined by Public Law 102-484, Section 326 during execution of the tasks outlined in this SOW. Parts and equipment shall not contain polychlorinated biphenyl (PCB), ozone depleting substances (Class

I or Class II), or asbestos materials.

10. ALLOWABLE COSTS: Costs associated with any required service call shall be limited to:

12.1 Labor Costs

12.2 Travel and lodging costs

12.3 Replacement parts

11. CONTRACTOR MANPOWER REPORTING:

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/, and then click on "Department of the

Army CMRA" or the icon of the DoD organization that is receiving or benefitting from the contracted services.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk by clicking on "Send an email" which is located under the Help Resources ribbon on the right side of the login page of the applicable Service/Component's

CMR website.

12. Information Technology Support Staff. RIA-JMTC IT Support Staff will be engaged in the event any interaction with RIA-JMTC information systems or associated computing devices is required. The Contracting Officer Representative (COR) will send a notification to the RIA-JMTC

Help Desk (usarmy.RIA.usamc.mbx.ria-jmtc-helpdesk@mail.mil) following the scheduling of a vendor visit. This request will notify RIA-JMTC IT Support Staff that there will be an upcoming requirement to accompany the vendor on the scheduled dates. The vendor shall notify their technician that access to the workstation may not be available outside of normal business hours. The technician will be accompanied by an appropriately trained RIA-JMTC IT Support Staff member at all times while at the workstation. RIA-JMTC will not provide the technician credentials to access the workstation. Access to the workstation will be provided by the RIA-JMTC IT Support Staff escort. USB Flash media, SD Cards, and USB Hard Drives will not be permitted. Programs and mailto:usarmy.RIA.usamc.mbx.ria-jmtc-helpdesk@mail.mil software must be ran from CDs or DVDs. Vendor Devices will not be allowed to connect to the

Internal RIA-JMTC network nor will they be allowed to connect to RIA-JMTC equipment that is in operation or on standby.