X-Ray Maintenance and Repair

                                                                               W15QKN-26-Q-1BRW

                                                                           X-Ray Maintenance and Repair

INTRODUCTION

The Army Contracting Command- New Jersey on behalf of U.S. Army Combat Capabilities Development Command-Armaments Center, ESIC, Quality Engineering & System Assurance Directorate, is issuing a sources sought notice as a means of conducting market research to identify potential sources with information  interested in providing preventative maintenance, repair and emergency repair services of Non-Destructive Testing (NDT) X-Ray Equipment Linear Accelerators.

The anticipated North American Industry Classification System (NACIS) code assigned to this acquisition is # 811310 Commercial and Industrial Machinery and Equipment (except Automotive and Electronic) Repair and Maintenance and Product Service Code #J066 Maintenance, Repair, and Rebuilding of Equipment- Instruments and Laboratory Equipment

Interested sources should be capable of providing the supplies/services listed under the following technical area:

The contractor shall provide maintenance and support services for all government owned VJ Technologies instrumentation and system components. This includes repair of linear accelerators, generators, computers, supporting software, and imaging devices. Personnel radiation safety components shall be covered in this contract as well (safety interlocks, radiation surveys). The maintenance contract shall ensure maximum up-time and stability of the NDT equipment. Preventive maintenance consists primarily of inspection, calibration, adjustment, and minor part or component replacement (to include but not limited to power supply, relays, cables, fluids and shielding) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to ensure the equipment is operating per manufacturers standards.

Requirements:

1. 1. The contractor shall provide preventative maintenance, standard maintenance, emergency repair services and support services for all government owned VJ Technologies instrumentation and system components. This includes repair of linear accelerators, generators, computers, supporting software, and imaging devices. Personnel radiation safety components shall be covered in this contract as well (safety interlocks, radiation surveys). The maintenance contract shall ensure maximum up-time and stability of the NDT equipment. Preventive maintenance consists of inspection, calibration, adjustment, and minor part or component replacement (to include but not limited to power supply, relays, cables, fluids and shielding) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to ensure the equipment is operating per manufacturers standards.

1. 1. The Contractor shall maintain the equipment listed in Attachment A.

1. 1. 1. Should equipment listed in Attachment A be decommissioned, replaced or added to, a contract modification will be issued to amend the attachment.

1. 1. 1. In the event of contract modification, all associated preventative maintenance plans shall be updated accordingly.

1. 1. 1.  In addition to the equipment listed in Attachment A, this contract shall also cover all associated support devices for each piece of equipment listed in Attachment A. This includes reconstruction computers, accompanying VJT software with updates and radiation safety components.

1. 1. The Contractor shall perform both scheduled and unscheduled maintenance. The Contractor shall maintain sufficient parts, materials, and equipment on hand to perform all scheduled and recurring work. Scheduled work includes preventive maintenance which consists primarily of inspection, calibration, adjustment, and minor part or component replacement (to include but not limited to power supply, relays, cables, fluids and shielding) as required to minimize malfunction, breakdown, and deterioration of equipment; and the identification of and/or performance of any repairs required to ensure the equipment is operating per manufacturers standards. Emergency maintenance is maintenance that is not scheduled but is required to correct deficiencies. The Contractor shall complete all identified repairs and provide all necessary services, parts, and materials as part of any maintenance.

1. 1. The Contractor shall perform maintenance services of x-ray emitting devices, linear accelerators, generators, manipulators, imaging devices, water chillers or other cooling devices, safety interlocks, power supplies & control devices, vacuum components.

1. 1. The Contractor shall submit a detailed preventive maintenance schedule to the Government for final approval 16 calendar days after the start date of the contract. The contractor will receive Government approval of the preventative maintenance plan within 10 business days of receipt. The schedule shall cover preventive maintenance visits during the period of performance and include for each system/piece of equipment the facility/building number, the work to be performed (e.g., semiannual preventive maintenance), the week of the month the preventive maintenance will be performed and estimated length of equipment down time. CDRL A001 (DI-ILSS-81225).

1. 1. The Contractor shall arrange work so as not to cause interference with normal occurrence of Government business. In those cases where some interference is unavoidable, the Contractor must make every effort to minimize the impact of the interference and its effects.

1. 1. The Contractor shall perform Diagnostic, Repair and Support Services as identified below:

1. 1. 1. The types of repairs anticipated include, but are not limited to:

1. 1. 1. 1. Power supply repairs

1. 1. 1. 1. Re-grease / replace high voltage cables

1. 1. 1. 1. Replace communication relays / components

1. 1. 1. 1. Electrical components

1. 1. 1. 1. Refrigeration components

1. 1. 1. 1. Calibration of specialized radiation safety equipment

1. 1. 1. 1. Fluids

1. 1. 1. 1. Controllers

1. 1. 1. 1. Air compressors, vacuum pumps

1. 1. 1. 1. Heaters, heat exchangers

1. 1. 1. 1. Handling systems, holding fixtures and lifting devices

1. 1. 1. 1. Computer hardware & components, software, and firmware repairs or upgrades

1. 1. 1. 1. Generator repairs, target changes, accelerator service

1. 1. 1. 1. Coolers and test flow switches

1. 1. 1. 1. Manipulator repair

1. 1. 1. 1. Safety Interlocks and Safety Lamp repairs

1. 1. 1. 1. Radiation shielding

1. 1. 1. If the cost to make a repair exceeds the cost to replace an item (which may include installation and setup), the Government will make a determination on whether or not to replace the item.

1. 1. The Contractor shall be responsible for the cost and annual renewal of two Government owned software licenses for Volume Graphics VGStudio Max. The Contractor shall ensure the license remains active and valid for the entire period of performance.

1. 1. Maintenance and support services performed by the Contractor shall be in compliance with manufacturers specifications, national code, industry standard, applicable federal, state and local laws and regulations to include AMCR 385-100. New components shall meet or exceed existing components in terms of manufacture and quality.

1. 1. Maintenance and support service performed by the Contractor shall be coordinated with either the Contracting Officers Representative (COR) or Technical Point of Contact (TPOC), and the Contractor prior to the commencement of service. The Contractor shall receive emergency service call requests from the COR. The COR will notify the Contractor of a service request by phone or e-mail, which is to take place at Picatinny Arsenal. Service requests other than scheduled maintenance shall be classified by the Government as routine or urgent on each order. A log shall be maintained of all service calls (to include scheduled maintenance) or e-mails received; a description of the problem or requested work, date and time received, facility/building number and requestors’ name and contact information shall be recorded for each request. The Contractor shall plan and schedule work to assure material, labor, and equipment are available to complete work requirements with regard to established time limits and quality standards. A service request will be considered complete when the equipment is returned to normal function and use as intended by the manufacturer unless the Government requests diagnostic service only.

1. 1. Emergency Services: Critical service calls will be classified as critical at the discretion of the Government. Generally, critical service calls consist of providing services or correcting failures which will soon disrupt the Governments mission. Non-critical service calls will be classified as routine when the work does not qualify as critical.

1. 1. 1. For critical service requests the Contractor must report to the job site within two business days after receipt of the request. The Contractor shall work hours in accordance with PWS Paragraph 4.1 to complete all critical service requests. Critical service calls shall be completed within three business days after reporting to the job site. If it is determined that additional time is needed to complete the service request, the Contractor shall notify the COR and ACC-NJ Contracting Officer as soon as practicable and provide an estimate of the cost, total additional time and/or material needed to complete the repair(s).

1. 1. 1. For non-critical service calls the Contractor shall be on the job site within five business days after receipt of the request. The Contractor shall correct, remedy, or take other action as required to complete any non-critical service request not later than 7 business days after arriving at the job site. If it is determined that additional time is needed to complete the service request, the Contractor shall notify the COR and ACC-NJ Contracting Officer in writing as soon as practicable and provide an estimate of the total cost, additional time and/or material needed to complete the repair(s).

1. 1. The Government certifies that the equipment to be maintained under this contract will be in good operating condition on the effective date of this contract. For the purpose of this contract, the clause, good operating condition means the conditions necessary for the equipment to function as intended without corrective maintenance. The Contractor agrees to leave the equipment in good operating condition at the expiration of this contract.

1. 1. Point of Contact (POC). The Contractor shall provide in writing the name, telephone number and email address of a primary and alternate individual to act as their representative for the scheduling and coordination of service calls, and to be responsible for the coordination of the contract with the Government. CDRL A002 (DI-MGMT-81596).

1. 1. The Contractor shall deliver all service and support mentioned. The Contractor shall also be required to provide a detailed report following any service or preventative maintenance visits. The report should identify issues with the equipment, details of service completed, list parts replaced / added and certify that the equipment is operational to standards. CDRL A003 (DI-MGMT-80995A). Preventative maintenance for hardware to be performed at six-month intervals. Software Maintenance / upgrades to be performed whenever requested. Contractor shall notify the Government of optional software upgrades upon release. The Government shall receive preferential treatment for services or repairs whenever possible.

1. Property

1. 1. 1. Any parts, components or assets installed or affixed on/to Government property or equipment, automatically becomes the property of the Government upon expiration or termination of the contract. If any part, component or asset installed is covered by a manufacturer’s warranty, the Contractor shall maintain a warranty file. This file shall remain in existence during the entire performance period of the contract. Upon expiration or termination of the contract, the Contractor warranty file shall automatically become the property of the Government. CDRL A004 (DI-SESS-81639B).

1. 1. 1. The Contractor is responsible for providing all maintenance components and tooling required for the performance of this contract. 3.15 All replacement parts shall be new and certified as Original Equipment Manufacturer (OEM) replacement parts. In the event that new parts are not available, rebuilt parts and sub-assemblies are allowed provided that they are warranted to be free of defects for a period of time that meets or exceeds warranties of similar replacement parts. The Contractor shall specifically annotate the use and identification of rebuilt parts and the period of warranty. When discrepancies occur, the Government will make the final determination on whether a replacement part is of equal or better quality.

DISCLAIMER

THIS SOURCES SOUGHT IS FOR INFORMATIONAL PURPOSES ONLY. THIS IS NOT A REQUEST FOR PROPOSAL TO BE SUBMITTED. IT DOES NOT CONSTITUTE A SOLICITATION AND SHALL NOT BE CONSTRUED AS A COMMITMENT BY THE GOVERNMENT. RESPONSES IN ANY FORM ARE NOT OFFERS AND THE GOVERNMENT IS UNDER NO OBLIGATION TO AWARD A CONTRACT AS A RESULT OF THIS ANNOUNCEMENT. NO FUNDS ARE AVAILABLE TO PAY FOR PREPARATION OF RESPONSES TO THIS ANNOUNCEMENT. NO ENTITLEMENT TO PAYMENT BY THE GOVERNMENT OF DIRECT AND/OR INDIRECT COSTS AND/OR CHARGES SHALL ARISE AS A RESULT OF SUBMISSION OF INFORMATION IN RESPONSE TO THIS REQUEST. THE GOVERNMENT SHALL NOT PAY FOR ANY AND ALL INFORMATION AND/OR MATERIALS RECEIVED IN RESPONSE TO THIS REQUEST AND IS IN NO WAY OBLIGATED BY THE INFORMATION RECEIVED. ANY INFORMATION SUBMITTED BY RESPONDENTS TO THIS RFI IS STRICTLY VOLUNTARY.

All interested and potential firms must be registered in the System for Award Management (SAM), and current firms must update once a year to maintain active status.  Whether applying for assistance awards, contracts, or other business opportunities, all entities are considered "registrants". Registration in no way guarantees that a contract or assistance award will be awarded.

SUBMISSION DETAILS

If your organization has the potential capacity to provide the required products/systems, please provide the following information:

1. Organization name, address, cage code, SAM Unique Entity ID, primary points of contact and their email address, website address, telephone number, and type of ownership for the organization;
2. Indicate any active base contract such as an indefinite delivery, indefinite quantity, General Service Administration multiple award schedule, blanket purchase agreement… etc. that can be utilized by the Department of Defense – Army to procure the requirement.
3. A tailored capability statement addressing the requirements of this notice, with appropriate documentation supporting claims of organizational and staff capability. The response shall depict how your organization (with any similarly situated subcontractors if you are a small business) can meet the outlined requirements detailed in Section 1 through 1.8.
4. If significant subcontracting or teaming is anticipated in order to deliver the technical capability, organizations should address the administrative and management structure of such arrangements.
5. Please provide any feedback on the technical specifications within Section 1 through 1.8 of this notice.
6. If a small business: Indicate if your organization would be capable and intend for at least 50 percent of the amount paid by the Government for contract performance to be performed by your organization and any similarly situated subcontractors (See FAR Clause 52.219-14).

Your response to this Sources Sought/RFI, including any capabilities statement, shall be electronically submitted to the Contract Specialist, Kwami Nyaku, in either Microsoft Word or Portable Document Format (no more than ten 8.5 X 11 inch pages, font no smaller than 10 point) with a page limit of 10 Pages (not to include drawings, sample test reports) via email kwami.nyaku.civ@army.mil no later than 4:00 p.m. EST on 19 JUNE 2026 and reference the synopsis number in subject line of e-mail and on all enclosed documents.