6350--CRRC X-Ray and Magnetometer Security (VA-26-00036534)

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) 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 manufacture 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 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 X-Ray Inspection System and Magnetometer as necessary to keep equipment 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 on the X-Ray Inspection System and Magnetometers during the POP. The Contractor shall submit a proposed PM schedule to the COR within 30 days of contract award for COR approval. This must include the manual inspecting and testing of all X-Ray Inspection System and Magnetometers 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 to the COR 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 X-Ray Inspection System and Magnetometers with the COR upon completion of work. 7.1.4. The Contractor also 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 modificationThe Contractor shall provide quotes and/or MOPs, that are determined acceptable by 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…