X-Ray Machine Maintenance Services

STATEMENT OF WORK/PERFORMANCE WORK STATEMENT FY26 X-RAY Maintenance July 24, 2026 I. BACKGROUND INFORMATION The Office of Facilities and Property Management (OFPM) serves as the focal point for the safe and reliable management and operation of NIST facilities. We are committed to providing effective services and programs that support staff and researchers in fulfilling the NIST mission. OFPM manages and oversees more than 1,300 acres and 4.6 million gross square feet of NIST facilities in Gaithersburg, MD; Boulder, CO; Ft Collins, CO; Erie, CO; and Kauai, HI, ensuring optimal responsiveness to the needs of NIST’s technical and support programs. This acquisition is for a manufacturer-certified preventative maintenance and repair service contract for the Astrophysics Inc X-Ray Machine utilized by the Facilities Service Division Package Services Group. This requirement ties directly into NIST’s broader goal to "ensure national security". Continuous mail screening prevents dangerous materials from compromising the safety of NIST's critical infrastructure, researchers, and scientific measurement II. PURPOSE NIST Facilities Services Division/Package Services Group requires regular scheduled maintenance and repair on the Astrophysics Inc X-Ray Machine. The X-ray machine is critical for daily operations, screening all incoming mail, packages, and freight. Without regular maintenance and service, we compromise our ability to detect explosives, bioterrorism threats, and contraband, severely increasing the security risk to the NIST campus. PLACE OF PERFORMANCE Work will be performed at the NIST Gaithersburg Maryland Receiving location at 100 Bureau Dr Building 301/ B185 Gaithersburg MD 20899. . Regular Business Hours Regular business hours are Monday through Friday, 7:00am to 4:00pm Eastern Time, excluding Federal holidays and NIST closures. PERIOD OF PERFORMANCE The period of performance shall be 12 months, beginning on the date of award. III. SPECIFIC REQUIREMENTS TASKS The work requirements for this project are as follows: Task 1 Regular Maintenance Schedule The Contractor shall: 1.1 Establish a regular maintenance schedule for Astrophysics Inc. XIS-1080 Midsize X-Ray Inspection System 1.2 Schedule maintenance annually. 1.3 A copy of the schedule will be given to the COR for this contract for their records and scheduling. -- 1 of 8 -- Task 2 Schedule Maintenance The Contractor shall: 2.1 Notify the COR 48 hours before the scheduled maintenance. 2.2 Provide COR with the name of the technician performing the maintenance so that COR can enter the name into the NIST visitor registration system. 2.3 Provide COR with a written request for any special requirements needed for service. Task 3 Preventative Maintenance The Contractor shall: 3.1 Notify the COR 48 hours before the scheduled maintenance. 3.2 Provide certified technician to perform service and labor 3.3 Clean all instruments 3.4 Perform recommended system repairs and replace them with OEM replacement parts 3.5 Conduct radiation safety survey 3.6 Repair services; each report shall include name of the service engineer, date(s) of service, description of service required, description of service performed (including parts and labor), and time log. 3.7 Reports must be submitted to the NIST COR within two (2) business days of maintenance service completion. Task 4 Full On-Site Maintenance Service The Contractor shall: 4.1 Provide certified technician to perform service and labor 4.2 Inspect the Astrophysics Systems and system must function according to manufacturer’s specifications and applicable controlling standards during the maintenance period, unless maintenance and repairs are conducted. 4.3 Perform labor for needed repairs 4.4 Response time shall not exceed two (2) business days when a site visit is necessary, or one (1) business day if telephone support is required. 4.5 Provide 24 hours a day, 7 days a week, telephone support. 4.6 Field service reporting shall be conducted for documenting all on-site visits for maintenance or repair services; each report shall include name of the service engineer, date(s) of service, description of service required, description of service performed (including parts and labor), and time log. 4.6 Reports must be submitted to the NIST COR within two (2) business days of maintenance service completion. Task 5 Safety on the NIST Campus NIST is committed to maintaining a work environment that safeguards the public and the environment, as well as personnel and property. If the award requires construction, demolition, excavation, renovation, or other work for which the contractor directs and oversees contractor personnel (including subcontractors) at NIST- owned and operated sites, the contractor shall: -- 2 of 8 -- Provide a detailed, site-specific Safety Plan to the contracting officer within 7 days after award that describes how the contractor will maintain a safe work environment and comply with applicable Occupational Safety and Health Administration (OSHA) standards, as well as with applicable state and local laws, standards, and codes. The Safety Plan shall specify how the company’s policies and practices will comply with each of the applicable standards, laws, and codes. The contracting officer will provide written comments regarding the plan to the contractor within seven (7) days of receipt and will require the contractor to submit a revised safety plan within seven (7) days after that to the contracting officer for their review. This cycle may be repeated, if necessary, until the contracting officer determines the safety plan to be acceptable. Reference: See NIST’s Contractor Safety Program for required elements of Contractor Safety Plans. Task 6 Safety-Related Equipment The Contractor shall provide all safety-related equipment required to perform the work under this award, including personal protective equipment (PPE) and other equipment that is required or appropriate to protec…