Rocket Motor Inspection System (RMIS) CABINET X RAY MACHINE SERVICE

Scope of Work

This is a combined synopsis/solicitation (W911N226QA061) for an Indefinite Delivery Indefinite Quantity (IDIQ) contract to provide service, maintenance, and repair of a Rocket Motor Inspection System (RMIS) Cabinet X-Ray machine located at Letterkenny Munitions Center (LEMC).

The contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform:

• Semi-annual preventative maintenance (PM), covering approximately 37 specific inspection, cleaning, calibration, safety interlock, and diagnostic checks on the cabinet X-ray system (PWS Section 5.1), including a computer system backup and software updates.
• Repairs to restore the machine to 100% operational condition, covering a defined list of major components (X-ray tube, generators, cooling unit, computer control system, cables, motors, actuators, detector, conveyors, HMI pendant, etc., listed in PWS 5.2).
• Parts supply, with TPOC approval required for any part costing more than $50.
• Over and Above (O&A) work: repairs or work discovered during maintenance that is within scope but not covered by the base line items, handled through a separate CLIN and definitized by contract modification.

The machine is described as currently operational with no evidence of malfunction. The Government provides only workspace, basic utilities (electricity, lighting), escort/monitoring while contractor is on-site; the contractor furnishes everything else (tools, test equipment, parts, labor).

Key Requirements

• Period of Performance: Base ordering period of 5 years, 29 September 2026 to 28 September 2031, plus a FAR 52.217-8 optional 6-month extension (29 September 2031 to 28 March 2032).
• Response/documentation timelines:
  • PM and repair actions documented and emailed to the TPOC within 24 hours of the action.
  • PM reports delivered within 5 calendar days of inspection.
  • Service/repair requests acknowledged and scheduled within 24 hours of report (not necessarily completed within 24 hours).
  • O&A work requests submitted to TPOC/KO within 1 hour of findings.
  • O&A proposal/quote submitted within 7 days of KO request.
• Performance hours: 0700 to 1600, Monday through Thursday, and Friday only with TPOC authorization. No work on recognized federal holidays or during facility closures.
• Security: Contractor and subcontractor employees must undergo background checks for installation access (Provost Marshal/DES/Security Office) and comply with PIV requirements (FAR 52.204-9) and FPCON-driven security changes.
• Physical security: Contractor must safeguard Government property being diagnosed or repaired.
• Data rights: Government has unlimited rights to all documents/materials produced; contractor cannot use or sell them without KO written permission.
• Parts: Contractor provides all parts; TPOC approval required above $50 per part; parts billed at actual cost (no markup for CLIN 0001 PM-related minor repairs, per Technical Exhibit 2 stating "Parts have $0 mark up" for that deliverable line, though CLIN 0002B in the pricing evaluation explicitly asks for a markup percentage on O&A parts). This appears to be an internal inconsistency between the PWS Deliverables Schedule and the pricing/evaluation addendum, worth clarifying with the CO.
• CLIN structure:
  • CLIN 0001: Preventative Maintenance, Estimated Quantity 5 (LOT), firm-fixed-price.
  • CLIN 0002: Over and Above, Estimated Quantity 5 (LOT), "Do not price" as a lump sum; instead offerors price labor rate and material markup percentage per the evaluation addendum.
• Contract value: Minimum $5,000.00, maximum $345,000.00 (IDIQ).
• Key Personnel / stability: Workforce stability and continuity emphasized; contractor responsible for conduct/performance of employees on LEAD/LEMC premises.

Submission Instructions

• Quotes are due no later than 18 September 2026 at 1200 Eastern Time (note: this differs from the 4:00 PM UTC deadline listed in the opportunity metadata; the solicitation document itself states 1200 Eastern Time).
• Submit via email to:
  • Contract Specialist Megan Smith, megan.m.smith110.civ@army.mil
  • Contracting Officer Bobie Burkett, bobie.j.burkett.civ@army.mil
• Offerors must complete the pricing schedule for each CLIN.
• For Factor 1 (Technical), offerors must submit:
  • A structured approach for performing PWS Section 5.0 work.
  • A narrative on proposed resources to meet the scope and scale of services.
  • Descriptions of similar past/current work experience (contract title, number, dollar value, client name/address, work location, POC with phone number, and explanation of relevance).
  • Sufficient information to demonstrate a qualified pool of employees (mere assertions of compliance are unacceptable).
• For Factor 2 (Past Performance), offerors must submit relevant contract information for the prime and any major subcontractor performing 20% or more of the effort, covering the past 3 years, including up to 3 relevant past project examples and/or relevant experience of proposed employees under NAICS 541380.
• For Factor 3 (Price), offerors must provide:
  • Total firm-fixed price for CLIN 0001.
  • A pre-negotiated hourly or daily labor rate for CLIN 0002A (O&A labor).
  • A material markup percentage for CLIN 0002B (O&A parts/materials).
• CLIN 0002 itself should not be priced as a lump sum; only the rate/markup inputs described above are required per the Addendum to 52.212-2.

Risks and Red Flags

• Pricing ambiguity on CLIN 0002A: The Component table specifies 110 hours/11 days while the narrative Detailed Evaluation Breakdown specifies 100 hours/10 days for evaluation purposes. This inconsistency could affect competitive pricing strategy and should be clarified via a question to the Contracting Officer before submission.
• Parts markup inconsistency: Technical Exhibit 2 (Deliverables Schedule) states "5.3 Parts have $0 mark up, 100% parts are at cost," but the pricing/evaluation section for CLIN 0002B explicitly requires a markup percentage on parts. This is a direct contradiction that should be clarified.
• Low guaranteed minimum: The IDIQ minimum contract value is only $5,000.00 against a maximum of $345,000.00, meaning there is no guarantee of significant order volume; actual revenue depends heavily on the volume of O&A work orders issued, which are estimated but not guaranteed.
• CLIN 0002 (O&A) is not to be priced as a lump sum, and the Government states the estimated hours, material values, and rental durations used in evaluation "do not guarantee or obligate the Government to order these exact quantities," meaning actual work volume is uncertain.
• On-site escort/monitoring requirement: Contractor staff will be escorted and monitored while performing work, which may affect scheduling flexibility and require close coordination with LEMC.
• Security/background check burden: Contractor and subcontractor employees must undergo background checks and comply with installation access and PIV requirements, which may add lead time before personnel can begin work, especially relevant given the short window between anticipated award (28 September 2026) and PoP start (29 September 2026).
• Narrow performance window: Work is limited to 0700-1600, Monday through Thursday (Friday requires TPOC authorization), and excludes numerous federal holidays and Depot-specific closure days (e.g., Monday/Friday closures adjacent to Tuesday/Thursday holidays), which may constrain scheduling of both PM visits and repairs.
• Tight response/acknowledgment windows: 24-hour acknowledgment for service requests, 1-hour reporting for O&A findings, and 7-day proposal turnaround for O&A work require significant administrative and staffing responsiveness.
• Government right to perform O&A work in-house or award elsewhere: The Government retains unilateral right to perform O&A work in-house or award it to the contractor, meaning the contractor is not guaranteed all O&A work even if it identifies the need.
• AQL performance standard is demanding: 98% on-time repair/PM performance is required (2% defect rate), with 100% compliance required for scheduling Depot visits with TPOC approval.