X-Ray Statement Of Work- DRAFT.docx

U.S. Department of Homeland Security Management Directorate

Federal Protective Service Countermeasures Operation Division

STATEMENT OF WORK

FOR

Lease of X-ray Detection Machines

Month DD, YYYY Name of Project Name of Facility Address of Facility City, State #####

Lease of X-ray Machine

Table of Contents

General Background

The Federal Protective Service (FPS) is the federal law enforcement agency responsible for the protection and security of federal facilities, employees, and visitors. FPS actively works to reduce security vulnerabilities of federal facilities from criminal, terrorist, accidental, and natural disaster threats to ensure properties remain safe, secure, and available to the American public and employees of the Federal Government.

The following Statement of Work (SOW) and guidelines have been developed by the Department of Homeland Security (DHS) FPS to mitigate threats and vulnerabilities pertaining to federal buildings and Government leased spaces. The SOW and regulations were developed with the notion that the security posture of each federally owned building or Government leased space is unique.

The FPS Countermeasures Operations Division (CMOD) utilizes X-ray machines to physically screen for illegal and prohibited items at entrances to federal facilities. This equipment is also used to screen parcel deliveries and mail to federal facilities.

Scope

FPS requires a Contractor to lease new X-ray machines for FPS designated locations within the Contiguous United States (CONUS) and Outside the Contiguous United States (OCONUS) to include all U.S. states and territories. The scope of work shall also include shipping, handling, installation, maintenance, and a service agreement.

New Equipment The Contractor shall provide new X-ray machines consisting of all new parts and software that comply with all applicable federal regulations and standards of the American National Standards Institute (ANSI) and Underwriters Laboratories (UL).

Applicable Laws, Regulations, and Standards The Contractor shall ensure that all X-ray screening systems, components, and related services provided under this contract comply with all applicable federal statutes, regulations, DHS and FPS policies, and nationally recognized technical standards. The following authorities and standards are referenced in this Statement of Work and are incorporated by reference:

Federal Statutes and Regulations

1. 21 CFR 1020.40 – U.S. Food and Drug Administration Performance Standards for Cabinet X-ray Systems

- Governs radiation emissions, labeling, safety interlocks, and radiation surveys for cabinet X-ray systems of the type procured by FPS.

1. 29 CFR 1910.1096 Subpart Z – Toxic and Hazardous Substances, Occupational Health and Safety Administration Radiation Safety Requirements

- Establishes employer responsibilities for protecting workers from exposure to ionizing radiation and labeling, monitoring requirements.

1. 10 CFR 20 – Standards for Protection Against Radiation

- Only applicable when state or facility requirements incorporate Nuclear Regulatory Commission standards for radiation safety, dose limits, or surveys.

Nationally Recognized Technical Standards

1. ANSI N43.3 – American National Standard for Radiation Safety for Cabinet X-ray Systems

- Defines radiation limits, test procedures, survey requirements, and safety features for cabinet X-ray systems used for security screening.

1. UL 61010-1 – Standard for Safety Requirements for Electrical Equipment for Measurement, Control, and Laboratory Use

- Commonly required for electrical safety certification of X-ray system components.

1. UL 60950-1 / UL 62368-1 (as applicable)

- Safety requirements for information technology and imaging equipment incorporated into X-ray systems.

1. ASTM International (ASTM) F792 – Standard Practice for Evaluating the Imaging Performance of Security X-ray Systems

- Provides test methods for image quality, resolution, and penetration; referenced in many screening-equipment SOWs.

1. ANSI/ESD, International Organization for Standardization International Electrotechnical Commission (ISO/IEC), or equivalent standards for electromagnetic compatibility (as applicable to X-ray systems and their peripherals).

Technical Requirements

1.1 Types of X-Ray Machines

The Contractor shall provide a machine for each category listed below. This SOW supports two varieties of X-ray Machines.

3.1.1 Single-View System. A single-view X-ray system provides one X-ray image of a screened item from a single projection angle. Single-view systems are appropriate for lower-risk or lower-throughput environments and for facilities where space constraints or operational needs do not require additional imaging perspectives.

3.1.2 Dual-View System. A dual-view X-ray system provides at least two independent X-ray images of a screened item from different projection angles using any commercially available technology. Dual-view systems improve visibility into cluttered bags and reduce blind spots by offering multiple imaging perspectives. While dual-view imaging enables enhanced image interpretation, it does not by itself generate three-dimensional or volumetric images.

3.1.3 Optional Advanced Imaging Capability. Vendors shall offer enhanced imaging features—such as 3D or volumetric image representations—using any manufacturer-supported technology. FPS requires 3D imaging under this contract. The SOW does not specify or limit the method by which any advanced imaging capability is produced.

3.1.4 Performance Requirements. All X-ray systems shall conform to ASTM F792 – Standard Practice for Evaluating the Imaging Performance of Security X-ray Systems, or equivalent. Systems shall achieve a minimum target resolution of 36 AWG and shall include two full-color monitors capable of displaying the maximum resolution supported by the system.

1.2 X-ray System Requirements

All X-ray systems shall have the following:

0. Artificial intelligence and machine learning.

Will be used to enhance the operator’s ability to identify dangerous weapons, explosives, and prohibited items.

0. 3-D imaging.

Will allow the operator to identify explosives, dangerous weapons, and prohibited items making the screening process faster and enhancing accuracy.

0. Automatic threat detection algorithms.

Enhances the operator’s efficiency in identifying explosives, dangerous weapons, and prohibited items.

0. Auto-calibration.

Removes the operator’s requirement to calibrate the system, removes the failure to calibrate, and improves the overall efficiency of the X-ray system.

0. Software system that will allow minimal access to operator for metrics only.

Removes the operator’s capability to make system changes and reduces the threat of standards not being implemented.

0. Install standards developed by FPS into all X-ray machines.

Allows FPS to identify systems that need to be adjusted based upon our method of screening and how to process items in the X-ray system.

0. Ability to automatically store and retrieve X-ray images in .jpg format.

.JPG format provides standardization on capturing images that are compatible with FPS systems. .JPG is for high quality photographs and assists with identifying IEDs, etc.

0. Must have barriers on entrance and exit that limit access to the interior of the X-ray machine.

Barriers limit visitors’ access into the x-ray’s interior compartment. Limiting access to the interior of the X-ray is a process risk that must be addressed.

0. Requires 3rd party testing and validation.

Third-party testing will validate the manufacturer’s claims and increase reliability and confidence of the technical countermeasures.

0. Must provide X-ray bins that will be able to enter and exit the X-ray machines without assistance and regardless of the weight of the items in the bin.

X-ray bins that cannot process through an X-ray without weight or bulk are an identified processing error that creates risk to the process and possible vulnerabilities.

The Technical Performance Specifications Table 1 below outlines the minimum required specifications and component requirements for each X-ray Machine type:

TABLE 1: Technical Performance Specifications Specifications apply to the X-ray machine type indicated. Requirements for one machine type do not substitute for another unless explicitly stated.

Option for a 60-inch barrier for package collection should be available.

The entrance roller tables, available in multiple lengths, shall be attached to the entrance end of the scanner conveyor. The entrance tables shall have the capability to utilize height adjustable and removable guards to prevent items from falling off the table after loading.

Option for a 60-inch barrier for package collection should be available.

The entrance roller tables, available in multiple lengths, shall be attached to the entrance end of the scanner conveyor. The entrance tables shall have the capability to utilize height adjustable and removable guards to prevent items from falling off the table after loading. Option for a 60-inch barrier for package collection should be available.

The entrance roller tables, available in multiple lengths, shall be attached to the entrance end of the scanner conveyor. Items can be rolled on, and do not require the operator to lift up and boxes or pallets.

The entrance tables shall have the capability to utilize height adjustable and removable guards to prevent items from falling off the table after loading. Option for a 60-inch barrier for package collection should be available.

Option for a 48-inch barrier for package collection should be available.

The exit roller tables, available in multiple lengths, shall be mechanically attached to the exit end of the scanner conveyor.

Option for a 48-inch barrier for package collection should be available.

The exit roller tables, available in multiple lengths, shall be mechanically attached to the exit end of the scanner conveyor.

Option for a 48-inch barrier for package collection should be available.

The exit roller tables, available in multiple lengths, shall be mechanically attached to the exit end of the scanner conveyor.

Option for a 48-inch barrier for package collection should be available.

View a negative image of the material being x- rayed (Negative image) View material that is an atomic number 13 and below (Organic only) View material in a black and white display View material in a high detail and boundaries View to focus on specific levels of absorption Automated Operator Training and Testing Capability (or similar software), Operator Training, Multi- Step Zoom Capable of up to Min 16x Digital Zoom, Automatic Image Archiving and Export Capabilities View a negative image of the material being x- rayed (Negative image) View material that is an atomic number 13 and below (Organic only) View material in a black and white display View material in a high detail and boundaries View to focus on specific levels of absorption Automated Operator Training and Testing Capability (or similar software), Operator Training, Multi- Step Zoom Capable of up to Min 16x Digital Zoom, Automatic Image Archiving and Export Capabilities View a negative image of the material being x- rayed (Negative image) View material that is an atomic number 13 and below (Organic only) View material in a black and white display View material in a high detail and boundaries View to focus on specific levels of absorption Automated Operator Training and Testing Capability (or similar software), Operator Training, Multi-Step Zoom Capable of up to Min 16x Digital Zoom, Automatic Image Archiving and Export Capabilities View a negative image of the material being x- rayed (Negative image) View material that is an atomic number 13 and below (Organic only) View material in a black and white display View material in a high detail and boundaries View to focus on specific levels of absorption

Lease of X-ray Machine

Capabilities The automated threat detection capability shall minimally detect the following explosives: Ammonium nitrate (AMN03);

Nitroglycerin; Pentaerythritol tetranitrate (PETN); Black and Smokeless Powder; Trinitrotoluene (TNT); Cyclotrimethylene Trinitramine (RDX); Ethylene glycol dinitrate (EDGN); Dynamite., and detect the following threats:

See attached Appendix C Prohibited Items List Sections A, B, and D)

The automated threat detection capability should incorporate AI, machine learning, or other adaptable and updatable technologies to enable the system to identify concealed objects, component parts, and emerging threats.

Note: Should differing configurations or settings be required for the automated detection system to effectively identify all referenced prohibited items, such configurations or settings shall be promptly provided and made available.

The automated threat detection capability shall minimally detect the following explosives: Ammonium nitrate (AMN03);

Nitroglycerin; Pentaerythritol tetranitrate (PETN); Black and Smokeless Powder; Trinitrotoluene (TNT); Cyclotrimethylene Trinitramine (RDX); Ethylene glycol dinitrate (EDGN); Dynamite., and detect the following threats:

See attached Appendix C Prohibited Items List Sections A, B, and D)

The automated threat detection capability should incorporate AI, machine learning, or other adaptable and updatable technologies to enable the system to identify concealed objects, component parts, and emerging threats.

Note: Should differing configurations or settings be required for the automated detection system to effectively identify all referenced prohibited items, such configurations or settings shall be promptly provided and made available.

The automated threat detection capability shall minimally detect the following explosives: Ammonium nitrate (AMN03);

Nitroglycerin; Pentaerythritol tetranitrate (PETN); Black and Smokeless Powder; Trinitrotoluene (TNT); Cyclotrimethylene Trinitramine (RDX); Ethylene glycol dinitrate (EDGN); Dynamite., and detect the following threats:

See attached Appendix C Prohibited Items List Sections A, B, and D)

The automated threat detection capability should incorporate AI, machine learning, or other adaptable and updatable technologies to enable the system to identify concealed objects, component parts, and emerging threats.

Note: Should differing configurations or settings be required for the automated detection system to effectively identify all referenced prohibited items, such configurations or settings shall be promptly provided and made available.

The automated threat detection capability shall minimally detect the following explosives: Ammonium nitrate (AMN03);

Nitroglycerin; Pentaerythritol tetranitrate (PETN); Black and Smokeless Powder; Trinitrotoluene (TNT); Cyclotrimethylene Trinitramine (RDX); Ethylene glycol dinitrate (EDGN); Dynamite., and detect the following threats:

See attached Appendix C Prohibited Items List Sections A, B, and D)

The automated threat detection capability should incorporate AI, machine learning, or other adaptable and updatable technologies to enable the system to identify concealed objects, component parts, and emerging threats.

Note: Should differing configurations or settings be required for the automated detection system to effectively identify all referenced prohibited items, such configurations or settings shall be promptly provided and made available.

Monitor & Keyboard

Monitor and keyboard must be mobile and separate of the X-ray machine.

Detection - Threat Indication The system shall provide an Automated Threat Recognition (ATR) capability. The system shall have the ability to turn this capability on and off. When automated threat detection is enabled, the system shall provide an auto- detect alarm (audible and visual by selection) that clearly highlights or indicates the anomaly or threat object in color.

The system shall indicate the location of the threat or anomaly to the operator by either bounding or highlighting the threat or anomaly.

The system shall provide an Automated Threat Recognition (ATR) capability. The system shall have the ability to turn this capability on and off. When automated threat detection is enabled, the system shall provide an auto- detect alarm (audible and visual by selection) that clearly highlights or indicates the anomaly or threat object in color.

The system shall indicate the location of the threat or anomaly to the operator by either bounding or highlighting the threat or anomaly.

The system shall provide an Automated Threat Recognition (ATR) capability. The system shall have the ability to turn this capability on and off. When automated threat detection is enabled, the system shall provide an auto- detect alarm (audible and visual by selection) that clearly highlights or indicates the anomaly or threat object in color.

The system shall indicate the location of the threat or anomaly to the operator by either bounding or highlighting the threat or anomaly.

The system shall provide an Automated Threat Recognition (ATR) capability. The system shall have the ability to turn this capability on and off. When automated threat detection is enabled, the system shall provide an auto- detect alarm (audible and visual by selection) that clearly highlights or indicates the anomaly or threat object in color.

The system shall indicate the location of the threat or anomaly to the operator by either bounding or highlighting the threat or anomaly.

Provide internal storage so that data elements are stored for a minimum of 30 days without being overwritten.

Provide the ability to download reports to a portable computer for display in a common format, e.g. text, Microsoft Excel, etc.

Provide the ability to control tiered user access levels to software and operating features and functions. User levels should be capable of individual selection.

Power Supply Standard: 120 VAC or 230 VAC +10%/- 15% Power should be supplied to the unit by standard plug-in cord.

Standard: 120 VAC or 230 VAC +10%/- 15% Power should be supplied to the unit by standard plug-in cord.

Standard: 120 VAC or 230 VAC +10%/- 15% Power should be supplied to the unit by standard plug-in cord.

Standard: 120 VAC or 230 VAC +10%/- 15% Power should be supplied to the unit by standard plug-in cord.

Method of Shipment

The Contractor must use industry best commercial practices for shipping and must remain in compliance with all applicable local, state and federal regulations.

Delivery and Installation of New Equipment

5.1 Leases will be ordered for a period consisting of one 12-month base period and, when exercised, up to four 12-month option periods. Entrance and exit roller tables shall be ordered as separate line items under this contract. FPS site personnel shall determine the length, type, and configuration of roller tables based on facility layout and operational needs; the Contractor shall not limit available options to a single standard configuration. The order shall specify the type of entrance table required (long or short) as well as the exit table required (long or short). Tables shall be factored into the monthly lease price of the X-ray machine. If the wrong size table(s) are specified in the order by the Government, the contractor shall replace the table(s) within 15 calendar days, after receiving the modification order from the Government.

5.2 The Contractor must provide for the necessary shipment and delivery of the X-ray machines and tables to each location as ordered by the Government. Delivery must be Free On-Board destination. Any shipping costs shall be factored into the lease price. Delivery and installation time allowances are as follows:

5.3 Any equipment delivered outside the required allotted delivery days specified above shall incur a late fee deduction of $100.00 per day. The late fee deduction shall be taken from the initial invoice submitted against the order.

5.4 The Contractor’s installation of new machines shall occur within 24 hours after delivery to the specific locations as listed in the awarded order.

5.5 Installation includes setting up all software, hardware, and accessories as well as the removal of all packaging materials from the premises. Prior to installation, the Contractor shall verify that site conditions (electrical power, physical space, conveyor clearance, and access routes) meet original equipment manufacturer requirements. On completion of installation, the Contractor shall conduct a site acceptance test to verify that the system operates in accordance with the requirements of this SOW, including functionality of all features, image quality, safety features, and operational interface. The system shall not be placed into service until FPS confirms successful completion of the site acceptance test.

5.6 The Contractor must deliver and install X-ray machines between the business hours of 8:00 a.m. and 4:30 p.m. (local time), Monday through Friday, excluding Federal holidays, unless alternate delivery arrangements were authorized by the Contracting Officer’s Representative (COR). Delivery times must be scheduled and confirmed with the authorized ordering official and the local facility points of contact (POC) no less than 5 business days prior to the confirmed delivery and installation dates. These individuals will be specified on the orders issued under this contract.

5.7 The Contractor shall notify the COR in writing confirming they have communicated with the local facility POC. The Contractor shall provide the COR with the name and phone number of the local facility POC who confirmed and agreed to accept delivery. Such notification must be made no less than 3 business days in advance of each delivery and installation date. The Contractor shall provide a delivery notification in writing to the COR containing the name and phone number of the accepting FPS official.

5.8 To avoid interruptions to ongoing security screening operations, delivery and/or installation may on rare occasions be necessary during non-business hours, at no additional cost to the Government. Specific agency and facility security screening procedures shall be identified in writing prior to delivery.

5.9 Prior to installation, the Contractor must notify the COR of the pending installation date. Upon completion of installation, the Contractor must demonstrate that the X-ray machine is properly functioning, pursuant to the operating instructions furnished with each X-ray machine and in the presence of the FPS full-time Federal employee designated representative. Contract security forces are not authorized to accept operating instructions in lieu of an FPS full time Federal employee. The Contactor must provide the COR written notification to include the date, time, and POC present when installation and training are completed. This information must be provided no later than 7 business days from completion.

5.10 The Contractor shall make every effort to minimize the impact of deliveries on security operations.

5.11 The Contractor shall provide the COR with a monthly report detailing the installation, maintenance, and removal of X-ray machines in the inventory. The Contractor shall also provide radiation survey documentation following installation, relocation, or major maintenance, consistent with federal and state requirements for radiation-producing equipment.

Maintenance and Service Calls

1.3 The service-level response timelines in this section (e.g., 4-hour initial response, 24–72-hour repair or replacement) shall apply uniformly across the contract and override any conflicting timelines elsewhere in the SOW. All maintenance and repairs shall be performed by original equipment manufacturer (OEM) or OEM-certified technicians to ensure compliance with manufacturer specifications.

1.4 The Contractor shall provide an initial response to service calls within four (4) hours of notification by FPS. The Contractor shall complete repair or provide an FPS-approved temporary replacement machine within 24–72 hours, depending on severity and priority level. Contractor replies to service calls shall be documented in an email to the COR.

1.5 The Contractor shall maintain all equipment in accordance with OEM standards and industry best practices. Accordingly, the Contractor must provide preventative maintenance coverage for each X-ray machine for the life of the lease. The Contractor shall maintain sufficient spare parts inventory with them to meet all required service-level timelines.

1.6 The Contractor must provide all preventive maintenance during the life of the lease (at least once per year). The Contractor’s preventive maintenance plan must incorporate examining, calibrating, cleaning, lubricating, testing, radiation survey, adjusting the equipment, and as conditions warrant, repairing or replacing equipment included under the contract in accordance with OEM standards. The Contractor shall ensure that each X-ray machine continues to operate as originally designed and installed and provides the COR with documentation of all completed activities.

1.7 Maintenance and repairs must be performed during the hours of 8:00 a.m. to 4:30 p.m. (local time), Monday through Friday (excluding Federal holidays) unless otherwise agreed to between the COR and Contractor.

1.8 The Contractor must respond to verbal or written service requests from the authorized ordering official established in the awarded task order at the FPS location responsible for the region where the X-ray machine is located. Please note that the authorized ordering official does not have authority to make changes or approve anything other than what is established in the contract/task order. Only the COR has this authority.

1.9 “Response” to a service call is considered to be verbal instructions provided over the telephone by a qualified technician to the machine operator which details the procedure for restoring full operational status of the X-ray machine, or the arrival of a qualified technician at the site where service is being requested, to evaluate and affect the repair.

1.10 Any actions taken by the machine operator at the request of the Contractor must be at the Contractor’s risk.

1.11 The Contractor must maintain a maintenance log to catalog all service requests, the action taken, time expended, date completed, and the name of the technician who completed the service call. The maintenance log must be made available to the COR, on request.

1.12 The Contractor must provide a toll-free customer support telephone service to receive routine and emergency service requests, and coordinate service technician response. The Customer Service representatives must be available during the hours of 8:00 a.m. to 4:30 p.m. locally, and fluent in English as spoken in the United States, including common terms and idioms used in the screening of visitors and operation of X-ray machines.

1.13 The initial response to a service call must occur within a four (4) hour timeframe of receiving the call if the call comes in during the normal workday hours Monday - Friday. An initial response is considered a telephone call from a qualified technician to the authorized ordering official or the arrival of a qualified technician at the location of the unit requiring service. The purpose of the initial response is to assess the nature of the problem and determine the priority level of service required.

1.14 If during the initial response the facility is found to be closed for the day, the Contractor’s qualified technician shall initiate a second return telephone call or site visit on the next business day within the first hour of normal business hours for that facility.

1.15 During a telephonic initial response, the technician may instruct the authorized ordering official or his/her designee on how to conduct simple diagnostic tests and provide the results from such tests. The results of the diagnostic tests shall be used by the Contractor and authorized ordering official or his/her designee to determine whether a site visit is necessary to make repairs and if so, to determine the priority level of the required service.

1.16 The Government shall not be responsible for performing any maintenance or repair tasks other than conducting simple diagnostic tests, setting changes, system reboots, or technical troubleshooting methods. Any actions taken by the Government at the request of the Contractor must be at the Contractor’s risk.

1.17 If a site visit is determined to be necessary, the priority level required service and response time for the Contractor to arrive on site must be established as follows: priority level determined by government.

1.17.1 Priority 1: One or more hardware/software functions are not available Response Time: 1 Business Day

1.17.2 Priority 2: X-ray machine performance is reduced and/or frequent interferences. (This includes natural disasters which shall render the machine inoperable.)

Response Time: 3 Business Days

1.17.3 Priority 3: A defect exists but it does not impede the machine’s operations Response Time: 5 Business Days

1.18 All on-site visits must be scheduled through the COR or authorized ordering official or his/her designee.

1.19 Response times must be measured from the time zone of the equipment’s location and not from the time zone of the authorized ordering official or COR initiating the service call. Service technicians must plan to arrive at the equipment location within the required response times and with enough time to begin work within normal business hours on the day of response. If late afternoon arrival cannot be avoided, the Contractor must notify the COR. Service scheduled after regular business hours may be authorized by the COR on a case-by-case basis, at no additional cost to the Government. The Contractor is allowed 2 business days from the time of his arrival to complete repairs or to order replacement equipment. Replacement equipment must have equal or greater capabilities than the equipment that it replaced.

1.20 If additional time for a service call is needed, the Contractor shall submit a written or verbal request to the COR within response times specified above, explaining the need for time extension and the proposed time for completion of the repair. The COR may accept or reject the request for a time extension and, if rejected, may require replacement of the equipment.

1.21 The Contractor shall maintain a maintenance log to catalog all service requests by diagnosis, location, requests, the action taken, time expended, date completed, and the name of the technician who completed the service call. The cumulative maintenance log must be made provided to the COR quarterly and within 3 business days upon request.

1.22 The Contractor shall provide a toll-free customer support telephone service lines to receive routine and emergency service requests and to coordinate service technician response with availability during normal business hours for all locations nationwide. The customer service representatives must be fluent in English including common terms and idioms used in the X-ray field.

1.23 The Contractor shall conduct and maintain Radiation Survey reports at least once per year or more if required by state, local, and federal guidelines. A list of all completed reports must be provided to the COR on a quarterly basis. A summary of the reports maintained on file by the Contractor shall be provided to the COR monthly.

1.24 The Contractor shall conduct, at a minimum, one preventive maintenance inspection and one radiation survey per year; unless the equipment has been moved more than 50’ or there is a technical problem with the equipment. Radiation Survey must be sent to COR upon completion.

1.25 All costs described in this section shall be included within the lease price.

1.26 The Contractor shall document each service call, including issue description, technician actions, parts replaced, and resolution time, and shall provide this documentation to the COR upon request.

X-ray Machine Replacement

1.27 The failure of an X-ray machine to maintain an uptime of 95% or higher within a 60-day period shall result in a request for the replacement with new equipment.

Operational Availability (Ao) shall be calculated using the following formula:

Ao = Uptime/(Uptime + Down

1.28 Uptime is defined as the full functioning of all hardware and software features available on the unit simultaneously.

1.29 The Contractor must deliver and install a replacement X-ray machine within 72 hours (3 business days) after a replacement determination by a service technician or written request provided by the COR to the Contractor’s customer service representative. After this 72-hour period, failure to provide a replacement X-ray machine shall result in a deduction of $100.00 per day to be self-deducted from the monthly invoice.

1.30 The removal of the existing X-ray machine must be completed no later than 24 hours after installation of the replacement machine.

1.31 The replacement X-ray machine must have capabilities and functions equal to or greater than the machine being replaced. Temporary replacement means an FPS-approved, functionally equivalent X-ray machine that maintains screening operations until permanent repair or replacement is completed.

1.32 The Contractor shall provide a temporary X-ray machine new or used, of equal or greater capabilities and functions within the 72 hours (3 business days) response time while awaiting delivery of a permanent new replacement.

1.33 The Contractor shall provide an Operator’s manual to the FPS POC and functional operations training to all available users, supervisors, managers and the FPS POC for all temporary replacement machines.

1.34 Within 30 days of written notification from the COR for replacement, the Contractor must deliver and install the permanent machine at the receiving facility.

1.35 The replacement of an X-ray machine will not result in any additional cost to the Government.

Removal of Leased Machines/Disposal of Non-Leased Machines

1.36 Once the lease has expired for an X-ray machine, the Contractor shall promptly remove the X-ray machine within 5 business days.

1.37 The Government shall not pay any separate disposal fees for leased X-ray machines under this effort. Deductions shall be taken by the Government for any handling, moving, and storage fees incurred by the Government because of the Contractor not removing equipment in a timely manner. Deductions in this manner shall be taken against the immediate invoice on the associated awarded order.

1.38 When ordered under this contract, the Contractor shall pick-up and dispose of non-leased (e.g. FPS or FPS customer owned) X-ray machines within 15 business days. The Contractor must provide written confirmation (i.e. certificate of disposal) of the removed and lawfully discarded equipment monthly to the COR. Such written confirmation shall serve as a certificate of disposal.

Relocation of X-ray Machines

1.39 When ordered by the Government, the Contractor shall relocate leased machines under this contract from one facility to another within 10 business days. The Government shall order the associated line item for relocation identified in the schedule based on the radius (up to 25 miles or over 25 miles) as well as the type of X-ray machine.

1.40 The Contractor must provide training/instruction and certify FPS personnel in the equipment relocation procedures. Relocation procedure training must be scheduled through the COR.

1.41 The Contractor must notify the COR in writing when relocation is completed. The notification must be submitted within 7 business days after the relocation.

1.42 The Contractor must provide the COR or authorized representatives a comprehensive list of all equipment for the new location upon installation.

Training/Instruction

1.43 Upon contract award, the Contractor shall provide all user, supervisor, and technical manuals, in digital and paper form, for each machine type identified in the contract. The Contractor shall provide the Government authority to utilize all training and informational materials, in whole or in part, as part of the Government’s internal training program.

1.44 The vendor shall provide formal training to FPS Training and Professional Development (not to exceed 80 hours for up to 10 personnel) on all x-ray machines included in the contract. Training provided by the manufacturer will include basic and advanced training (technician level and software) on all x-ray machines identified in the contract. The vendor shall provide to FPS Training and Professional Development the authority to use all x-ray material, paper format and digital, as FPS training material. Training/instruction costs will be provided at the manufacturer's facility and shall be factored into the overall lease price. Travel to be funded by the government. The contractor shall provide a POC for technical and advanced questions regarding the x-ray systems to Training and Professional Development.

1.45 The Contractor shall provide the name of person(s) receiving training/instruction to the COR within 5 days of the training/instruction being completed.

1.46 The Contractor’s training/instruction shall also include the proper care and use of the consumable supplies. All training and instructions must be communicated in English.

1.47 Training/instruction costs shall be factored into the lease price.

Unit Identification and Inventory Control

11.1 Each X-ray machine must be identified with a unique identification number in accordance with standards issued by the ISO/IEC 15434-Information Technology- Syntax for High-Capacity Automatic Data Capture Media. The Contractor must determine which unique identification construct they shall use based on the prevailing method of product serialization.

11.2 The Contractor shall maintain the entire history of all machines and equipment provided under this procurement. The inventory must include the unique identification, make, model, serial number, location, call date, installation date, and service history. Label must be of such durability to last the life of the leased machine and not be easily removed, damaged, destroyed, or illegible.

1. The Contractor shall provide the COR with a complete monthly inventory report of all machines provided for under this awarded effort.

Security Requirements

1.49 Facility Access Control

The Contactor must observe all internal facility regulations that apply to all facilities associated with this awarded effort. The Contractor must only enter the facility with a continuous escort during their work hours and they must depart the facility after work hours. When entering and departing the facility, each contractor must sign in and out as required at the site.

1.50 Employment of Illegal Aliens

Subject to existing law, regulations, and other provisions under this effort, the Contractor must not employ illegal or undocumented aliens to perform under this awarded effort. The Contractor must ensure that this provision is expressly incorporated into any all subcontracts or subordinate agreements.

Contract Deliverables

The Contractor shall provide all reports and documents to the COR at any time upon request.

Contractor Problem Identification Reports

(CPIRS)

Early Lease Termination

1.51 Early lease termination can occur when FPS decides it no longer needs the service of the X-ray machine. This could be for downsizing, upgrading, financial reasons due to budget cuts, and/or moving to another location that already has security equipment in place.

1.52 The Contractor, along with the COR, shall make every attempt to relocate these X-ray machines for the remaining lease period within the region or outside the region. The Government shall order the associated mileage costs for relocation identified in the schedule based on the radius (up to 25 miles or over 25 miles) as well as the type of X-ray machine.

1.53 If an X-ray machine cannot be relocated to another facility, the task order shall be cancelled at no cost to the Government. Under no circumstances shall the Government pay any termination fees related to lease termination. Upon notification that a task order will be cancelled, the Contractor must remove the X-ray machine within 10 business days.

General Requirements

1.54 The Contractor shall utilize a CPIRS to alert the Government to actual or potential problems and establish an early dialogue between the Contractor and the Government.

1.55 A “contract problem” is a fact or circumstance of which the Contractor is aware that does, will, or is reasonably anticipated to (1) have a significant impact on the delivery schedule, completion of performance, or the cost of performance (increase or decrease) or (2) requires a modification to an awarded order or specification(s).

1.56 The Contractor must report each contract problem promptly, but no later than ten (10) calendar days after the Contractor identifies such contract problem. A written CPIR must be provided to the COR. Each CPIR must be entitled “Contract Problem Identification Report”, must be dated, numbered sequentially, and set forth the following based on the best and most complete information known or available to the Contractor:

· The nature of the problem.

· The date on which the problem arose and the date on which was identified as such.

· The anticipated direct and consequential effects of the problem upon the delivery schedule or completion of task order performance or the cost of performance of the task order.

· Identification of the supplies and/ or services which are or may be affected; and

· The Contractor’s recommended solution to the reported problem.

· Follow-up status reports of each contract problem, identified by the original CPIR number, must be furnished monthly or more frequently as required by the COR. A follow-up report must be furnished immediately following resolution of each contract problem.

· CPIR’s must not be submitted when notice of the same contract problem is required to be furnished to the Government pursuant to any other requirement of this Task order. The submission of a CPIR, however, does not relieve the Contractor of its obligation to provide notice required under any requirement of this contract.

Period of Performance

The Contract period of performance shall include a 60-month Base Period.

APPENDIX A

Acronyms and Definitions

· ANSI – American National Standards Institute

· CMOD – Countermeasures Operation Division

· CONUS - Contiguous United States

· COR – Contracting Officer’s Representative

· CPIRS - Contractor Problem Identification Reports

· DHS – Department of Homeland Security

· FPS – Federal Protective Service

· IOS/IEC - International Organization for Standardization International Electrotechnical Commission

· OCONUS - Outside the Contiguous United States

· OEM - Original Equipment Manufacturer

· POC - Point of Contact

· SOW – Statement of Work

· UL – Underwriters Laboratories

APPENDIX B

Federal Protective Service (FPS) Regions and Mega Centers

Regions BATTLE CREEK MEGA CENTER (REGIONS 4, 5, 6, and 11)

Minnesota, Wisconsin, Michigan, Ohio, Indianapolis, Kansas, Nebraska, Iowa, Kentucky, Tennessee, North Carolina, South Carolina, Mississippi, Alabama, Florida, Georgia, Illinois Maryland, Virginia, District of Columbia

DENVER MEGA CENNTER (REGIONS 7, 8, 9, and 10)

California, Nevada, Arizona, Alaska, Washington, Oregon, Idaho, Texas, New Mexico, Oklahoma, Arkansas, Louisiana, Montana, Wyoming, Utah, Colorado, North Dakota, South Dakota, Hawaii, Guam.

PHILADELPHIA MEGA CENTER (REGIONS 1,2, and 3)

New York, New Jersey, Pennsylvania, West Virginia, Delaware, Maine, Vermont, New Hampshire, Rhode Island, Connecticut, Massachusetts, Puerto Rico, St. Thomas, St. Croix.

APPENDIX C

FPS acknowledges that current X-ray detection technology will not detect all prohibited items. However, FPS encourages vendors to continue to innovate so that in the future more prohibited items will be detected.

Prohibited Items List

Federal Protective Service Recommended Prohibited Items Reference

A. Guns and Firearms

1. BB guns

2. Compressed air guns

3. Firearms

4. Flare pistols

5. Gun lighters

6. Parts of guns and firearms

7. Pellet guns

8. Realistic replicas of firearms

9. Spear guns

10. Starter pistols

11. Stun guns/cattle prods/shocking devices

12. Ammunition

B. Bladed, Edged or Sharp Objects

1. Axes and hatchets

2. Bows and arrows

3. Drills, including cordless portable power drills

4. Ice axes/Ice picks

5. Knives, sabers, swords, daggers, and other bladed devices of any length with the exception of a pocketknife with a blade of less than 2 ½ inches in length either in metal or ceramic form.

6. Razor-type blades such as box cutters, utility knives, and razor blades not in a cartridge, but excluding safety razors

7. Saws, including cordless portable power saws

8. Scissors, metal with pointed tips

9. Screwdrivers (except those in eyeglass repair kits)

10. Throwing stars (martial arts)

C. Club-Like Items and Striking Devices

1. Baseball bats

2. Billy clubs

3. Blackjacks

4. Brass knuckles

5. Cricket bats

6. Crowbars

7. Golf clubs

8. Hammers

9. Hockey sticks

10. Lacrosse sticks

11. Martial arts weapons, including Nun chucks (nunchaku) and Kubatons

12. Night sticks

13. Pool cues

14. Ski poles

15. Tools, including, but not limited to wrenches and pliers

D. All Explosives

1. Ammunition

2. Blasting caps

3. Dynamite

4. Fireworks

5. Flares in any form

6. Gunpowder

7. Hand grenades

8. Plastic explosives

9. Realistic replicas of explosives

E. Incendiaries

1. Aerosol sprays

2. Fuels, including cooking fuels and any flammable liquid fuel

3. Gasoline

4. Gas torches, including micro-torches and torch lighters

5. Turpentine and paint thinner

6. Realistic replicas of incendiaries

F. Disabling Chemicals and Other Dangerous Items

1. Chlorine for pools and spas

2. Compressed gas cylinders, including fire extinguishers

3. Liquid bleach

4. Mace

5. Pepper spray

6. Spillable batteries, except those in wheelchairs

7. Spray Paint

8. Tear gas image1.jpeg image2.jpeg