SAM #36C10X26Q0175

VA Solicitation for X-Ray Inspection System and Walk-Through Metal Detector with Maintenance and Training

The Department of Veterans Affairs (VA) Office of Information Technology is seeking a contractor to supply, install, and maintain security screening equipment at the Capital Region Readiness Center (CRRC) in Martinsburg, WV. - Government Buyer: - Department of Veterans Affairs (VA), Office of Information Technology (OIT) - Strategic Acquisition Center Frederick - Capital Region Readiness Center (CRRC) - Equipment Requested: - 1 Compact Parcel X-Ray Inspection System - Dual-energy imaging, minimum tunnel size 60 cm x 50 cm - AI-based automatic threat detection - High-resolution imaging, conveyor with minimum 150-200 kg load capacity - Operator workstation, U.S. radiation safety compliant - Onsite setup and installation - 1 Walk-Through Metal Detector (Magnetometer) with Handheld Wand - Dual-panel, minimum 20 detection zones - Adjustable sensitivity, high discrimination, audible/visual alarms - Integrated counters, lightweight modular structure - Includes one handheld wand - Onsite setup and installation - Services Requested: - On-site operator training for both systems - Includes startup/shutdown, image interpretation, alarm response, troubleshooting, daily checks - Training materials, sign-in sheets, completion certificates - Annual preventive maintenance and repair services - Annual inspection, testing, reporting - Emergency repair with 24-hour on-site response, 8-hour telephonic troubleshooting - All labor and parts included - Warranty support for base year plus four option years - Unique Requirements: - Manufacturer-certified technicians required for installation and maintenance - Equipment must comply with U.S. radiation safety, electrical safety, and EMC standards - Compliance with VA security and background investigation protocols - Place of Performance: - Capital Region Readiness Center (CRRC), Martinsburg VA Medical Center grounds, Martinsburg, WV - Contracting office: SAC Frederick, Frederick, MD

Description

PERFORMANCE WORK STATEMENT CRRC Physical Security Screening Equipment X-Ray Inspection System and Walk-Through Metal Detector 1. BACKGROUND The mission of the Department of Veterans Affairs (VA), Office of Information Technology (OIT), Capital Region Readiness Center (CRRC) is to provide Information Technology (IT) services to Veterans of the United States. In meeting these goals, OIT strives to provide high quality, effective, and efficient Information IT services to those responsible for providing care to the Veterans at the point-of-care as well as throughout all the points of the Veterans health care in an effective, timely and compassionate manner. The Capitol Region Readiness Center (CRRC) in Martinsburg (WV) houses facilities with critical technological infrastructure, sensitive Veteran data, essential personnel, and systems that support nationwide VA operations. To ensure operational continuity and protect these vital assets, OIT Space and Facilities Management (SFM) will provide X-Ray Inspection System and Walk-Through Metal Detector equipment to establish a robust security perimeter. SFM is responsible for overseeing the safety and security of its personnel, visitors, and critical assets, ultimately safeguarding the integrity of its operations and maintaining a secure working environment. 2. SCOPE OF WORK The Contractor shall provide all labor, tools, material, parts, installation, and support services for the systems described below: One (1) parcel X-Ray Inspection System and one (1) Walk-Through Metal Detector (Magnetometer) with handheld wand, meeting the minimum salient characteristics identified in Sections 7.0.1 and 7.0.2. The Contractor shall keep this equipment maintained in peak operating condition in accordance with the manufacturer’s specifications. The Contractor shall employ maintenance personnel and technicians who possess current manufacturer-specific training and certification in the installation, configuration, troubleshooting, and repair of these systems. 3. CONTRACT TYPE This requirement will be a firm fixed price contract. 4. PERIOD OF PERFORMANCE The period of performance is 9/1/2026 to 8/31/2027 for the base year plus four option year periods for maintenance. Base: 9/1/2026 – 8/31/2027 Option Period 1: 9/1/2027 – 8/31/2028 Option Period 2: 9/1/2028 – 8/31/2029 Option Period 3: 9/1/2029 – 8/31/2030 Option Period 4: 9/1/2030 – 8/31/2031 5. PLACE OF PERFORMANCE The tasks under this PWS shall be performed at the Capital Region Readiness Center (CRRC), 221 Butler Avenue, Bldg. 511, Martinsburg, WV 25405, which is located on the Martinsburg VA Medical Center (VAMC) grounds. The facility is the first building on the left as you enter the VAMC campus. It is a one-story building with a loading dock. 6. TRAVEL Travel is not required to fulfill this requirement. 7. TASK STATEMENT 7.0.1. Delivery and Install Compact Parcel X Ray Inspection System Minimum Salient Characteristics: Tunnel size minimum 60 cm x 50 cm (or equivalent) suitable for mail and small parcels Dual energy X ray imaging capable of differentiating organic, inorganic, and mixed materials High resolution imaging system with enhanced image clarity for threat detection Includes AI based automatic threat detection, capable of identifying firearms, knives, ammunition, explosive components, and other contraband Must provide multi color image presentation, image enhancement tools, zoom, density classification, and edge highlighting Conveyor must support a minimum load capacity of 150-200 kg, bidirectional operation preferred System must comply with U.S. radiation safety standards for operators and bystanders Includes operator workstation, monitor, and image management controls Capable of saving, storing, and exporting security images for review and audit Compact footprint suitable for mailroom or small office security screening areas System must include onsite setup 7.0.2. Delivery and Install Walk Through Metal Detector (Magnetometer) with wand Minimum Salient Characteristics: Dual panel walk through design for high sensitivity screening Minimum 20 detection zones or multi zone equivalent to localize alarm areas Capable of detecting a wide range of metallic threats including knives, guns, and small metal objects Adjustable sensitivity levels suitable for varying security requirements High discrimination ability to reduce false alarms from harmless personal items Audible and visual alarm indicators with zone identification High throughput screening capability for personnel entry points Integrated counters for traffic, alarms, and statistics Lightweight modular structure for easy installation and relocation Must comply with recognized electrical safety and EMC standards Operates on standard AC power; low energy consumption System must include onsite setup One (1) handheld wand metal detector included 7.0.3. Training for X-Ray Inspection System and Magnetometer Contractor shall provide basic operator training (on-site) and materials (manual, video, or virtual session). Operators are able to operate equipment successfully after training is completed. Training materials, sign-in sheet, and completion certificates are provided to the VA Contracting Officer’s Representative (COR). Tasks performed shall be of a non-personal nature. VA organizations will not provide supervision of contractor personnel. Contractor personnel shall at no time allow an employer-employee relationship to develop with VA organizations or their staff. VA organizations will refrain from any activities that create the appearance of such a relationship. Contractors shall not perform inherently governmental functions including decision-making, supervision of Government employees, supervision of other contractors on other contracts, and activities that create the appearance of performing such functions. 7.0.4. Removal of Materials/Trash (Not Separately Priced) The Contractor shall keep the job site clean, free from accumulations of waste material or trash. The Contractor shall be responsible for removing all waste material or trash from Government property, so as to deter accumulation of debris. All material subject to recycling shall be properly disposed. 7.0.5. Commercial Warranty (Not Separately Priced) The Contractor shall provide all standard commercial warranties for both items 7.0.1 and 7.0.2. The standard commercial warranty shall include a minimum 12-month manufacturer’s warranty covering parts and labor, helpdesk or technical support contact information must be provided. Replacement parts must be available within the warranty period. The Contractor shall provide all warranty documentation and terms and conditions at the time of delivery and installation. Failure to provide warranty documentation shall be cause for rejection of the deliverable. 7.1. Equipment Maintenance and Repair 7.1.1. The Contractor shall provide support, maintenance, and repair service for the equipment installed in 7.0.1 and 7.0.2. Furnish all labor, supervision, equipment, tools, material supplies, travel, and transportation necessary to support the X-Ray Inspection System and Magnetometer. The Contractor shall repair or replace any equipment as necessary to keep it fully functional and operating. 7.1.2. The Contractor shall obtain all necessary manufacturer’s specifications for equipment, parts, and drawings to manage the Inspection System and Magnetometers. 7.1.3. The Contractor shall perform annual preventive maintenance (PM) inspection during the period of performance. The Contractor shall submit a proposed PM schedule to the COR within 30 days of contract award for approval. This must include manual inspection and testing of all components with inspection/testing reports on an annual basis. An initial draft Method of Procedure (MOP), outlining all PM tasks, shall be submitted to the COR within 30 days of contract award. Updated MOPs shall be provided within 14 days of each completed annual PM inspection; the COR has final approval authority on the MOP. The Contractor shall verify the operation of the equipment with the COR upon completion of work. 7.1.4. The Contractor shall provide a no-cost written estimate(s) within seven (7) days of notification for all work considered as end-of-life expectancy, unforeseen, or contingency-related but required to sustain efficient and safe operations. The estimate itself is provided at no cost to the Government; actual repair work resulting from such estimates may require a separate bilateral modification. The Contractor shall provide quotes and/or MOPs that are acceptable to the COR. 7.1.5. The Contractor shall provide a maintenance Return to Service level of response with a technician on-site to resolve all failures within twenty-four (24) hours after the VA representative calls the Contractor’s technical support number. Telephonic response for troubleshooting within eight (8) hours. The equipment must be fully functional upon completion of service call. If the equipment cannot be restored within 72 hours, the Contractor shall provide a written status report to the COR with an escalation plan and estimated time to resolution. 7.1.6. The Contractor shall provide emergency services and repairs as required, effective during both business and non-business hours, with on-site response within twenty-four (24) hours and telephonic troubleshooting within eight (8) hours. All parts and labor are included. Services will generally be requested by a signed service ticket by the COR or authorized personnel. The Contractor may be directed to perform work during holidays and outside normal hours. Deliverables include: A. Annual Preventive Maintenance Inspection Report B. Written Method of Procedure (MOP) - initial draft within 30 days of award; updates within 14 days of each annual PM C. 72-Hour Escalation Report (if applicable) 7.2 REPORTING REQUIREMENTS During installation and acceptance, the Contractor shall provide weekly progress reports to the COR in electronic form, reflecting status as of each Friday, including work completed, upcoming tasks, issues encountered, and resolutions. Upon VA acceptance, weekly reporting shall cease. The report shall also include any problems and their resolutions. If unresolved, the Contractor shall provide an explanation, plan, and timeframe. Communication shall be maintained to ensure transparency. Service Log reports shall be provided for on-site maintenance visits, including issues and resolutions. If unresolved, an explanation and plan shall be provided. The VA will complete a formal acceptance review within five (5) business days after completion, documented in writing. Deliverables: Weekly Progress Report (until VA acceptance) Annual Service Log Report VA Acceptance Documentation 8. DELIVERY SCHEDULE TaskDeliverableQuantityDelivery Date 7.0.1Delivery and install equipment of Compact Parcel X Ray Inspection System1 eachWithin 45 days of award notification 7.0.2Delivery and install Walk Through Metal Detector (Magnetometer) with wand1 eachWithin 45 days of award notification 7.0.3On-site Training, Manuals, Sign-in Sheet, and Completion Certificates1 eachWithin one week of completed install 7.2Weekly Progress ReportWeeklyCOB Fridays (installation phase only) 7.2Annual Service Log ReportAnnualWithin one week of the annual PM inspection 7.1.3Annual Preventive Maintenance Inspection ReportAnnualWithin 14 days after each inspection 7.1.3Written Method of Procedure (MOP)Original and update as requiredInitial draft within 30 days of award; updates within 14 days of each annual PM 7.2VA Acceptance Documentation1Within 5 business days of Contractor notification of completion 13.2.1Contractor Staff Roster1 (updated as needed)Within 3 business days of award; updated within 1 business day of any changes 10. OTHER DIRECT COSTS Not applicable. 11. GOVERNMENT-FURNISHED EQUIPMENT/MATERIALS/FACILITIES/INFORMATION The Government will provide adequate physical workspace for Contractor personnel during on-site installation, maintenance, and service visits. Contractor personnel are expected to provide their own tools, diagnostic equipment, and devices necessary to perform work under this contract. Government-furnished laptops, email accounts, and network access will not be provided unless specifically required and approved in writing. Contractor personnel shall comply with all VA physical security requirements while on-site, including wearing visible identification at all times. If VA network access is necessary, applicable VA IT security requirements will be addressed through a separate agreement. The VA laptop computers must comply with all rules regarding patches and updates and must be returned to VA at the conclusion of the task order. 12. QUALITY ASSURANCE SURVEILLANCE PLAN Performance Standards define required performance for specific tasks. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet these standards. Surveillance methods include the Performance Based Service Assessment Survey and other methods to compare contractor performance to the Acceptable Levels of Performance (ALPs). 12.1 METHODS OF SURVEILLANCE The COR shall use any or several of the following surveillance methods: 100% Inspection: Review all performance documentation monthly. Random Sample: Review a random sampling of performance documentation. Validated Customer Complaint or Below Average ALP: Review performance related to complaints or issues monthly. 12.2 FREQUENCY OF MEASUREMENT Surveillance shall be conducted at least quarterly during the installation and warranty periods, and twice annually during subsequent periods. Response time and equipment downtime shall be monitored continuously through service log review. 12.3 ACCEPTABLE PERFORMANCE LEVELS (APLS) RequirementPerformance StandardSurveillance MethodOutcome Project Management, Milestones, and ScheduleNotifies customer of potential problems 90% of the time.100% Inspection of milestonesNotification within 2 business days or 24 hours for urgent issues Submits DeliverablesWithin schedule, with no more than 5 incidents of slippageInspection of deliverablesMaximum of 5 incidents Written CommunicationUses correct English 95% of the time; clear and organizedRandom SamplingConsistently error-free and clear Customer SupportCourteous, professional, and timely resolution; no more than 5 dissatisfaction incidentsCustomer FeedbackProblems resolved same day; no more than 5 incidents Equipment Response TimeOn-site within 24 hours; troubleshooting within 8 hours, 95%Service LogsNo more than 2 failures per period Equipment Uptime / AvailabilityOperational at least 95% of scheduled hoursService Log Review; ObservationDowntime does not exceed 5% Preventive MaintenanceCompleted on schedule; MOP submitted within 14 daysInspection of reports and MOPsPM annually; no more than 1 late MOP 12.4 DOCUMENTING PERFORMANCE Acceptable performance shall be documented and may be used for contractual actions. Unacceptable performance shall be reported in writing, with the contractor required to provide a corrective action plan. The CO shall review and determine acceptability of the plan. Supporting documentation may be used for contractual actions. 13. SECURITY AND PRIVACY REQUIREMENTS 13.1 POSITION/TASK RISK DESIGNATION LEVEL(S) Positions are classified as Low/Tier 1, Moderate/Tier 2, or High/Tier 4 based on background investigations, which include various checks and investigations conducted by OPM and other agencies. The level of background investigation required depends on the task and position sensitivity. 13.2 CONTRACTOR PERSONNEL SECURITY REQUIREMENTS Contractor responsibilities include prescreening personnel, bearing investigation costs, submitting required forms, and maintaining security clearances. Personnel must submit background investigation information via e-QIP, and the contractor shall ensure compliance with all security procedures, including physical security, confidentiality, and non-disclosure policies. Violations may result in loss of access or contract termination. Contractor personnel shall also follow all VA policies regarding physical security, safety, confidentiality, and non-disclosure, including proper handling of sensitive information, use of badges, and secure storage of data. All personnel must complete a VA Systems Access Agreement if granted access to VA systems. Physical security measures include wearing visible identification, obtaining necessary licenses, and adhering to laws and regulations. Possession of weapons is prohibited, and smoking is restricted to designated areas. The contractor shall ensure all personnel are trained on confidentiality and security policies, and that access is revoked immediately upon termination.

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