Type:   Sources Sought - Model 8800 Dosimeter Reader Maintenance

Synopsis:

The US Navy is seeking sources in order to procure maintenance (preventative and repair) service and support for Model 8800 Harshaw thermos-luminescent dosimeter (TLD) Reader System located at the Naval Dosimeter Center (NDC and Naval Nuclear Propulsion Program (NNPP) sites.

•1. TITLE

Model 8800 Harshaw TLD Readers Maintenance Contract

•2. OBJECTIVE

This Performance Work Statement defines the maintenance (preventative and repair) service and support requirements for Model 8800 Harshaw thermo-luminescent dosimeter (TLD) Reader Systems located at the Naval Dosimetry Center (NDC) and Naval Nuclear Propulsion Program (NNPP) sites.  The 8800 readers used by the NDC are identified in Appendix A and at the 8800 readers used by the NNPP are identified in Appendix B.

The reader systems include Model 8800 TLD reader, with Sr-90 irradiator, hardware, firmware, associated software, including WinREMS and Model 8800 reader process controller, and auxiliary equipment, such as technical manual and automated TLD holder opener, 10:1 PMT neutral density lens drawer and basic spare parts kit or enhanced spare parts kit.

•3 . APPLICABLE DOCUMENTS

Maintenance services shall be in accordance with:

Publ. No. 8800-P-S-0200-00l             Model 8800 Automatic TLD Card Reader Technical Service Manual-Bicron/Thermo Fisher Scientific RMP

Publ. No. 8800PLUS-P-S-0307-001  Model 8800PLUS Technical Service Manual

4.  SCOPE OF WORK

•4.1  SERVICES FOR NNPP AND NDC

•4.1.1        The Contractor shall furnish all materials, supplies, parts/components/assemblies, test equipment, tools, labor, travel, transportation, shipping, telephone technical support and any other items required to perform the maintenance services outlined in this Statement of Work (SOW).  All visitors to the NDC and to NNPP facilities must be U.S. Citizens.

•4.1.2        The Contractor shall provide two regularly scheduled on-site maintenance visits per year to the NDC locations identified in Appendix A. The two regularly scheduled visits shall be equally spaced throughout the year and be scheduled with the Government point of contact (POC) identified in Appendix D.  The Contractor shall provide a maintenance service report in accordance with CDRL A001, and accompanied with Appendix C, to the location POC for each visit and for each piece of equipment serviced.

•4.1.3        The Contractor shall provide one regularly scheduled on-site maintenance visit per year to NNPP locations identified in Appendix B.  The Contractor shall schedule the visit with the Government POC in Appendix D.  The Contractor shall provide a maintenance service report in accordance with CDRL A001, and accompanied with Appendix C, to the location POC for each visit and for each piece of equipment serviced.

•4.1.4        The Contractor shall perform the preventive maintenance, including those services listed below, to maintain the system in optimum performance and working condition, in accordance with manufacturer's specifications and user-selected operating parameters.

Preventive Maintenance services required are the following:

•·        Routine and preventive maintenance as described in Model 8800 Automatic TLD Card Reader Technical Service Manual 8800-P-S-0200-001 and Technical Service Manual 8800PLUS-P-S-0307-001.

•·        Cleaning, inspection, and testing of mechanical, electrical/electronics, optical and photronics subsystems and components.

•·        Adjustment, as necessary, of system parameters (mechanical, electrical/electronic, optical and photronics) to within factory specifications.

•·        Replacement of worn or broken parts and components.

•·        Repair of any broken or malfunctioning components and equipment.

•·        Calibration of instrument, circuit boards and components.

•·        Installation of available firmware and software upgrades.

•·        Inspections of all radioactive source assemblies to ensure all are safe and working properly. This inspection shall include checks/tests of the irradiator assembly to identify any component (e.g. shutter mechanism, spring, etc.) fatigue or performance degradation warranting service to improve performance and/or prevent failure.*

•·         The Contractor shall replace, at a minimum, every three (3) years all internal reader fans.  During each service visit the Contractor shall clean all reader fan guards (two in the Data Acquisition Module (DAM): one in heater power module and one in host computer), verify airflow on each fan and replace fans as needed.

* Any handling or repairs of radioactive source assemblies must be authorized by, and performed under the control and supervision of, the local Radiological Controls personnel and/or Radiation Safety Officer.

•4.1.5    Technical Support: The Contractor shall provide a toll-free telephone/hotline service for technical assistance for operation, user-level maintenance, and troubleshooting of the system. Telephone support shall be available Monday through Friday, excluding Federal holidays, from 8:00 A.M. to 5:00 P.M. Eastern and Pacific Time, as a minimum. Technical support, correspondence and information exchange via email is encouraged; however, email service does not relieve the telephone support availability requirement.

•4.1.6        Special Shipping Instructions for Radioactive Material (RAM):

•4.1.6.1 Prior to shipment of radioactive material (RAM), including exempt quantities of RAM, the Contractor shall notify the receiving activity's RAM receipt personnel by telephone and confirm receipt of such notification.  Approval to ship will be provided by receiving activity.  NNPP and NDC points of contact are provided in Appendix D.  The Contractor will receive the instructions from the receiving organization's RAM receipt personnel on how, when and what documentation is needed when delivering radioactive sources needed to maintain the readers.  Radioactive sources include the transport rack with four Carbon-14 sources and the Strontium-90 irradiator assembly.  This requirement does not apply to complete 8800 readers containing these components.

•4.1.6.2 The Contractor shall provide carrier information, tracking number and anticipated delivery date.  Shipments shall not be made by the United States Postal Service.  Shipping documents shall include the following:

•·         The statement "Radiological controls required for unpacking." if the shipment contains US Department of transportation (DOT) radioactive class 7 material.

•·         The statement "This package contains a small amount of radioactivity in a quantity not regulated under the US DOT Hazardous Materials Regulations.  Radiological controls may be required when unpacking to comply with local requirements." if the shipment contains only non-DOT radioactive material.

•·         Identification number of each package

•·         Security seal number, if applicable

•·         Actual weights (gross, tare and net)

•·         Isotope(s) and actual activity

•·         The results of radiological survey and dose rate levels on the surface of each package and the external surface of each container in the package, if applicable

•4.1.6.3  The bill of lading, including applicable DOT certification and conformance statements, shall be provided by the driver to the receiving facility.

•4.1.6.4 Shipments shall be made under protective service, such as Protective Signature Service, to provide point-to-point custody transfer from origin to destination.

•4.1.6.5 Shipments shall be made under the Contractor's license, where applicable, and conform to all DOT regulations.

•4.1.6.6 The Contractor shall not deliver material on a Federal Holiday or outside normal hours of operation (8:00 AM-2:30 PM local time), Monday through Friday.

•4.1.7        Emergency Repair: In the event of a fatal reader error (reader becomes inoperable) between preventative maintenance visits, the Government location (NNPP or NDC) possessing the reader will attempt to repair the unit.  In the case that the Government cannot repair the reader, and a backup reader is not available to maintain mission operations, then the Contractor shall make an accelerated emergency visit to the location to repair the disabled reader.  Initial service response shall be within 24 hours, and the disabled reader shall be returned to service within three business days of failure notification for NDC and Continental United States (CONUS) NNPP locations.  For Outside Continental United States (OCONUS) NNPP locations, the disabled reader shall be returned to service within four business days of failure notification.

•4.1.8        Emergency Distribution: In the case of a catastrophic event in which all processing capability of the NDC is eliminated, the Contractor shall provide two emergency 8800 readers, two emergency extremity (DXTRAD) readers, 20,000 whole body dosimeters and DXTRAD dosimetry.  The dosimeters shall be in the form of 200 quality control cards (black substrates), 800 calibration cards (violet substrates), 19,000 field cards (red substrates), 1,000 DXTRAD elements, 400 rings, 400 caps and 150 substrates.  The Contractor shall provide readers within 48 hours of Government notification.  The Contractor shall provide quality control cards, calibration cards, 2000 field cards and all DXTRAD dosimetry within seven calendar days of Government notification. The balance of dosimeters shall be provided at a rate of 1000 cards per week.  The dosimeters and readers shall remain the property of the Contractor.

•4.1.9        Maintenance Completion: Upon completion of maintenance services, the Contractor shall demonstrate for the on-site Dosimetry Technical or Quality Manager, satisfactory operation of the TLD reader system. Demonstration of proper dosimetry processing operations shall be accomplished with reader connected to the Navy's dose processing and management system / network. Dosimeters shall not be processed in stand-alone mode when the network is available.

•4.2  CONFIGURATION MANAGEMENT

•4.2.1        If any changes are needed to the Model 8800 TLD Reader Systems hardware, firmware or software, the Contractor must submit an Engineering Change Proposal (ECP) in accordance with CDRL A002.

•4.2.2        Hardware and firmware changes will be approved by the NNPP Corporate Dosimetry Technical Manager (for NNPP) or the Naval Dosimetry Center Officer in Charge (OIC, for NDC).  Software changes will be approved by the NDC or the Information Technology (IT) Division of the NNPP DT-702/PD Dosimetry Program, Portsmouth Naval Shipyard.

•4.2.3        If the Government deems testing is required to verify that modifications or upgrades are acceptable, then the Contractor shall provide samples of the modified or upgraded components (in the configuration planned to be installed/implemented) for Government testing and approval prior to installation/implementation.  In addition, the Contractor shall provide to the Government test results from any testing performed by the Contractor.

•4.2.4        The Contractor shall provide Technical/Service and Operator/User manual changes and revisions to NDC and to the NNPP DT-702/PD Dosimetry Program Technical Division, Norfolk Naval Shipyard, in accordance with CDRL A003.

•4.3  SPARE PARTS

•4.3.1        The spare parts kit staged at each NDC and NNPP location is considered part of the TLD Reader System configuration. As such, each spare parts kit is required to have a full complement of operational parts, as listed in Appendix C page four. The Contractor shall ensure that any part removed from a spare parts kit for installation into a reader system under maintenance is replaced within 20 business days.

•4.3.2        Any parts requiring replacement, in reader systems or spare parts kits, shall be replaced with identical operational and fully functional parts (all design functions of multi-purpose/function parts included), to the extent those parts/designs are still supported or available, in order to maintain unaltered physical and functional configuration of hardware, firmware and software. Otherwise, the Contractor shall submit an ECP to propose the design change.

•4.3.3        All parts installed or provided as spares shall include appropriate markings, labels or other documentation to indicate all required performance inspections and/or acceptance tests have been passed for all design functions of the part. 

•4.4  SOFTWARE

•4.4.1        The Contractor shall provide technical support for the Windows/NT based WINREMS, TLD Card ID Station, or other Thermo Fisher Scientific software. The service is to include the following:

• Unlimited technical support for the above-named software (WINREMS) developed by Thermo Fisher Scientific and the Oracle Interface.
• Technical support relating to solutions of technical questions and/or problems conducted by telephone or via email.
• Provision of updated equipment software manuals as they become available.
• Provision of software upgrades or software corrections, submitted and approved through the ECP process.  The Contractor shall perform any necessary service visits to implement the changes.

•4.4.2        Software Licenses: The Contractor shall provide the NDC and the NNPP DT-702/PD Dosimetry Program IT Division system software (reader/dosimeter control, programming, etc.) license(s) to allow full distribution and use of software to/at the NDC and all Navy sites that use the Model 8800 TLD reader systems. These licenses shall apply to original software, as well as any version changes or upgrades submitted by the Contractor and approved by the NDC or the NNPP DT-702/PD Dosimetry Program IT Division.

•5      POINT OF CONTACT

TBD