Description
The Security and Emergency Preparedness Directorate (SEPD), within the Library of Congress, requires contract support for scheduled maintenance and emergency repair services for one (1) Smiths Detection brand X-Ray scanning system model HI-SCAN 6040i (Serial No. 14339). This machine is located at the Library’s Packard Campus, which is a 24-hours a day, seven days a week operation. The resulting contract will award a base contract with four 1-year options. The expected period of performance is April 28, 2021 – April 27, 2022 for the base year with the fourth option year ending on April 27, 2026. Please see the draft Statement of Work (SOW) below for more details. The Library intends to fulfill this requirement by issuing a sole source contract award to Smiths Detection, Inc., for service and repair of X-Ray scanning system model HI-SCAN 6040i. Any firm that wishes to be considered for this requirement and believes that this does not meet the Sole Source criteria must submit a capability statement that demonstrates its ability to meet all the requirements described in the attached draft Statement of Work. The capability statement must be received no later than 4:00 pm March 17, 2021. The capability statement must not exceed five (5) double-spaced pages and shall include the following information: 1) Company name, DUNS number, address, point of contact, phone number, and e-mail address 2) Corporate structure (corporation, LLC, sole proprietorship, partnership, limited liability partnership, professional corporation, etc.) 3) References, including name, phone number, and e-mail address of individuals who can verify the demonstrated capabilities indicated in the statement and 4) Letter from Smiths Detection, Inc., showing they are an authorized service provider and will only use OEM replacement parts. If other vendors express interest in this award, the Library reserves the right to proceed on a sole source basis if the conditions warrant it. This information must be emailed to the contracting officer at bmatsuoka @loc.gov no later than 4:00pm Mar 17, 2021 to be considered. In accordance with LC06.305, Availability of the Justification, the Justification and Approval to issue a sole-source contract to Smiths Detection, Inc., is posted with this notice. (DRAFT STATEMENT OF WORK) Maintenance and Repair X-Ray System OSE20210027 1. OVERVIEW / BACKGROUND. The Library of Congress (Library) requires contract support for scheduled maintenance and emergency repair services for one (1) Smiths Detection brand X-Ray scanning system model HI-SCAN 6040i (Serial No. 14339). This machine is located at the Library’s Packard Campus, which is a 24-hours a day, seven days a week operation. The Library will award a base contract with four 1-year options. The expected period of performance is April 28, 2021 – April 27, 2022 for the base year with the fourth option year ending on April 27, 2026. 2. SCOPE. The contractor shall provide all travel and staff necessary to schedule, dispatch, and maintain the X-Ray system with original equipment manufacturer (OEM) parts, supplies and material, and if required packaging, and shipment of items, needed to accomplish the work under the requirements identified below. This contract covers both scheduled maintenance as well as unscheduled corrective repair services. 3. REQUIREMENTS. The Packard Campus of The Library of Congress has a requirement to scan the belonging of people accessing the facilities. The X-Ray machine is a Smiths Detection HI-SCAN 6040i and it must be available to scan belonging 24-hours/7 days a week. This requirement covers the preventive maintenance and the annual comprehensive radiation survey to ensure the system meets all applicable radiation safety standards. These are different types of work required. 3.1. Recurring scheduled Preventative Maintenance visits. 3.1.1 The contractor will perform one (1) semi-annual and one (1) annual visit for each 12 month period of the contract. In the event the maintenance performed involves adjusting the x-ray source, source mechanism or shutter, the field service technician will ensure all actions with the source are in accordance with current CDRH/FDA guidelines, and will follow the established emergency procedures if such an emergency event occurs. Upon conclusion of the repair to the source, vendor will conduct a comprehensive radiation survey to ensure that the system meets all applicable radiation safety standards. 3.1 2 Scheduling of recurring Preventative Maintenance visits. The vendor will coordinate with the site’s point of contact/contracting officer’s representative (COR) in advance of the date and time to assure suitable access to the system and to get the latest access requirement for the facility. COVID-19 rules may impact the technician’s access so by pre-coordinating the visit they will be given the latest information on screening and access the facility. The Preventative Maintenance (PM) visits will be scheduled at a time that is mutually agreeable to the Library of Congress and vendor or combined with an unscheduled service visit performed in a reasonable time of that scheduled PM. Requests for services will be dispatched by the site’s designee/COR to avoid unnecessary calls. 3.2. Unscheduled or Corrective Repairs. Upon notification of an equipment malfunction, the vendor shall commence corrective services/repairs within 4-hours of notification by the Library and the repair shall be complete within 24-hours. If the corrective repairs involve adjusting the X-ray source, shielding or shutter, the field service technician will ensure all actions with the system are in accordance with current CDRH/FDA guidelines. Upon conclusion of the X-ray related repair, vendor will conduct a comprehensive radiation survey to ensure that the repaired system meets all applicable radiation safety standards. 4. CONTRACT PERFORMANCE 4.1. SCHEDULE OF EVENTS/DELIVERABLES For Section 3.1 and 3.2 Provide a copy of service ticket detailing date, time, technician's name, service performed, radiation level reading, and on-site Library of Congress representative. Dute date 7 days after maintenance visit. 4.2 Deliverable: Is a copy of service ticket detailing date, time, technician’s name, service performed, radiation level reading, and on-site Library of Congress representative. This report will be sent via email to COR or by mail to: Library of Congress Office of Security and Emergency Preparedness SEPD, Room LM G03 101 Independence Ave, SE Washington, DC 20540-9520 5. ADDITIONAL INFORMATION 5.1. PLACE OF PERFORMANCE. The work to be performed under the contract will be at The Library’s Packard Campus, 19053 Mount Pony Road, Culpeper, VA 22701. 5.2. HOURS OF OPERATION. For preventative/schedule maintenance a mutually agreed upon date and time. For unscheduled repairs, they will be required within four (4) hours of being contacted by the COR, any date or time. 5.3. GOVERNMENT FURNISHED PROPERTY. No government furnished property will be provided under this contract. 5.4. SPECIAL QUALIFICATIONS. Service technicians dispatched must be certified to work on Smiths Detection HI-SCAN 6040i equipment.