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HomeMy WebLinkAboutECAT10-001 Checked Baggage Screening Project AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT 1. CONTRACT ID CODE PAGE OF PAGES 1 of 1 2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 5. PROJECT NO. (if applicable) Modification P00001 SEE BLOCK 16C 21-11-201ST2738 6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6) CODE I TSA -Office of Acquisition/TSA -25 TSA -Office of Security Technology/TSA -16 C/O Connie Thornton (605- 393 -8191) 601 South 12 Street 4275 Airport Road, Suite C Arlington, VA 20598 Rapid City, SD 57703 8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code) (1) 9A. AMENDMENT OF SOLICITATION NO. EAGLE COUNTY AIR TERMINAL CORPORATION CIO EAGLE COUNTY REGIONAL AIRPORT P.O. BOX 850 9B. DATED (see item 11) EAGLE, CO 81631 X 10A. MODIFICATION OF CONTRACT /ORDER NO. HSTSO4- 10 -H -CT 1168 10B. DATED (see item 13) CODE: I FACILITY CODE 02 SEPTEMBER 2010 11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS D The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers n is extended, Li is not extended. Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended, by one of the following methods: (a) By completing Items 8 and 15, and returning copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted; or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF O1'FERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified. 12. ACCOUNTING AND APPROPRIATION DATA (If required) NONE 13. THIS ITEM APPLIES ONLY TO MODIFICATION OF CONTRACTS /ORDERS, IT MODIFIES THE CONTRACT /ORDER NO. AS DESCRIBED IN ITEM 14. ( ) A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGE SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT ORDER NO. IN ITEM 10A. B. THE ABOVE NUMBERED CONTRACT /ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(b). C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF: D. OTHER (Specify type of modification and authority) X ARTICLE XIII - Changes and /or Modifications E. IMPORTANT: ECAT is required to sign and return two copies of this document. . 14. DESCRIPTION OF AMENDMENT — In accordance with Article XIII — Changes an /or Modifications, the purpose of this modification is to revise the period of performance in Article VI — Effective Date and Team: . 1. ARTICLE VI: EFFECTIVE DATE AND TERM: Project completion is extended from September 30, 2011 to August 31, 2012, and the period of performance for this effort is extended from March 31, 2012 to March 31, 2013 All other terms and conditions remain unchanged. Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A as heretofore changed, remains unchanged and in full force and effect. 15Acr TITLK OF SI (Type or print) ..1 f �V 4+ sag \---. Conn Thorn ��, vJ e.,,r Contracting Officer 15B. ' c o TO ROR 15C. DATE SIGNED 16B. UNITED STATES OF AMERIC. 16C. DATE SIGNED BY as 4 . , �� 5 � 2nit _ q / � C C) 0 (Signature of Contracting Officer ( I (Signature of person authorized to sign) 111 NSN 7540 -01 -152 -8070 . : OH 1111 111111 X Qa , OTHER TRANSACTION AGREEMENT BETWEEN DEPARTMENT OF HOMELAND SECURITY TRANSPORTATION SECURITY ADMINISTRATION AND EAGLE COUNTY AIR TERMINAL CORPORATION RELATING TO EAGLE COUNTY REGIONAL AIRPORT Checked Baggage Screening Project Negotiated by the TSA pursuant to Aviation and Transportation Security Act, Pub. L. 107 -71, 115 Stat. 597 49 U.S.C. §114(m)(1) and 106(1)(6) and HSTSO4- 10 -H -CT 11 68 ARTICLE I — PARTIES The parties to this Other Transaction Agreement (OTA) are the Transportation Security Administration (TSA), U.S. Department of Homeland Security (DHS), and Eagle County Air Terminal Corporation (ECAT), a non - profit Colorado corporation, relating to the Eagle County Regional Airport (EGE or Airport). The TSA and the ECAT agree to cooperate in good faith and to perform their respective obligations in executing the purpose of this Agreement. ARTICLE II — LEGAL AUTHORITY This Agreement is entered into under the authority of the Aviation and Transportation Security Act, Pub. L. 107 -71, 115 Stat. 597, specifically 49 U.S.C. § 114(m)(1) and 106(1)(6), which authorizes other transaction agreements. ARTICLE III — SCOPE The purpose of this Agreement is to set forth the terms and conditions, as well as, establish the respective cost - sharing obligations of the TSA and the ECAT with respect to the design, engineering and /or construction - related services to provide for the TSA Checked Baggage Inspection p on System (OBIS) Project at the Eagle County Regional Airport in accordance with the design submitted and reviewed by TSA and the TSA Planning Design Guidelines and Design Standards (PGDS) Version 3.0 dated November 2009 found at: http://www.tsa.gov/research/checked_baggage_material.shtm This CBIS Project involves the modification and construction of the Airport terminal building infrastructure to incorporate the TSA in -line Checked Baggage Inspection System. Terminal modifications include required changes to baggage conveyor components, mechanical, plumbing, electrical, structural, and telecommunications infrastructure to provide for the installation of Explosive Detection System (EDS) machines within the baggage screening matrix as well as Explosive Trace Detection (ETD) resolution area(s), On- Screen Resolution Room, and the installation of applicable CBIS hardware and software for use with a checked baggage in -line baggage screening system,. The objective of this Agreement is to enhance the Airport security and baggage screening capabilities and throughput. ARTICLE IV — COST SHARING AND OTHER RESPONSIBILITIES 1. Capital Costs: The estimated cost of the Project relates to the activities to modify the airport terminal building infrastructure and the baggage handling system (BHS) to support the installation and operation of the EDS and ETD equipment. It does not include the costs of acquisition, delivery or installation of the EDS and ETD equipment itself. TSA will be solely responsible for the acquisition, delivery, installation, and testing of the EDS and ETD equipment at the designated location(s). All work performed by the ECAT pursuant to this Agreement shall be accomplished in accordance with the CBIS design(s) endorsed by TSA, with the TSA PGDS Version 3.0 as applicable, and in accordance with the Airport Building Standards and Criteria. HSTSO4- 10 -H -CT 1168 2. The Project cost for the TSA baggage screening effort has been determined to be $4,874,768.00. TSA agrees to reimburse the ECAT for ninety -five percent (95 %) of the allowable, allocable and reasonable costs of the CBIS Project, including design and construction management in addition to construction costs but not to exceed a total reimbursement of $4,631,030.00. TSA reimburses ninety -five cents for every dollar submitted by the ECAT for reimbursement of allowable, allocable and reasonable costs up to the TSA funded amount of $4,631,030.00. 3. TSA will determine allowable and allocable costs in accordance with the OMB Circular A -87 "Cost Principles for State, Local and Indian Tribal Governments" codified at 2 C.F.R. Part 225 (together with Appendices A — D) and Appendix F of the TSA PGDS, Version 3.0 in effect upon the signing of this Agreement by both parties. TSA will reimburse the ECAT on an actual expense basis supported by one or more invoices submitted by the ECAT in accordance with Article X — Payment. The parties understand and agree that all costs in excess of $4,631,030.00, as well as any costs that are inconsistent with OMB A -87 and the guidance set forth in the TSA PGDS Version 3.0 shall be borne solely by the ECAT unless otherwise agreed by the TSA in a modification in accordance with Article XIII "Changes and /or Modifications ". Should the TSA contributions of $4,631,030.00 represent more than ninety -five percent of the total final TSA allowable and allocable, and reasonable costs for the TSA baggage screening project, the ECAT will refund the TSA for the difference to achieve a ninety -five percent level. 4. The Project costs which TSA will reimburse is limited to those costs associated with the CBIS (defined as that area from the baggage insertion point into the EDS screening matrix to the point where screened baggage is re- inserted into the baggage makeup area), On Screen Resolution (OSR) room, Checked Baggage Resolution Area(s) (CBRA), and EDS network equipment room as defined in TSA's PDGS, Version 3.0, Appendix F. Appendix F of the TSA's PDGS provides guidance for reimbursable /nonreimbursable costs for TSA CBIS projects. A. Common costs considered reimbursable under this Agreement include but are not limited to: • Soft cost allowances consisting of Design Fees, Project Management, Construction Management, Escalation, Design Contingency and Construction Contingency • Construction Costs: - Demolition (airport infrastructure and/or baggage handling system related to the CBIS Project area.) - BHS infrastructure upgrades, platforms, catwalks located within the EDS screening matrix area. - BHS: The BHS portion located within the EDS screening matrix area, including redesign and upgrading of conveyors to support the integration of the CBIS EDS screening equipment. - Conveyor redesign and upgrade within the EDS screening areas. - Build out of the OSR Room, CBRA(s) and EDS network equipment room - Acoustical treatment in the CBRA area. - Heating, Ventilation, Air Conditioning (HVAC) to maintain equipment and employee environmental requirements for CBIS, CBRA and EDS network equipment room. 3 HSTSO4- 10 -H -CT 1168 - Electrical and communications infrastructure (cabling, control panels) and basic lighting fixtures for the CBIS and CBRA. - Telephone systems /pager systems for the TSA CBRA area. - Basic architectural finishes. - Enclosing the mezzanine area where the EDS machines, CBRA and OSR room are located • For projects currently in design or construction, TSA will consider design and construction modifications as agreed between the TSA and the Airport required to make the TSA CBIS Project compliant with the TSA PGDS on a case -by -case basis. B. Costs not considered reimbursable include listin is not all inclusive): g : ) • Exterior Building Shell. • The BHS portion prior to the EDS screening matrix area. • The BHS ortion exiting the EDS screening matrix g g m a x areas. • Baggage make -up carrousels or outbound sortation systems. • Maintenance, repair parts or spare parts (other than spare parts which are initially provided by the Original Equipment Manufacturer during the installation of new equipment) for airport terminal improvements including the baggage handling conveyor components installed under this CBIS Project. • Manual encoding consoles or stations. • Employee break rooms, administrative office space and restrooms not intended for the sole use of TSA staff. • Architecturally pleasing enhancements. • Extended warranties beyond one (1) year. 5. Change orders shall not be considered an authorization to exceed the TSA funding provided for the Project, unless the TSA has been notified in advance of the impact the Change Order has on the TSA funding, and TSA provides its concurrence to proceed with the Change Order. Use of TSA contingency funds for the TSA Project requires TSA CO and /or the TSA Regional Deployment Manager approval in advance of the ECAT issuing the Change Order. ARTICLE V - PROJECT RESPONSIBILITIES The primary Project responsibilities of the TSA and the ECAT are outlined below. In addition to primary Project Responsibilities, specific technical responsibilities for the two parties are contained in Appendix A "TSA CBIS Acceptance Test Requirements ", attached hereto and incorporated by reference into this Agreement. The Project will be overseen by the ECAT. A. TSA Responsibilities 1. Review and concur the CBIS Project design, plans, and specifications at the 30 %, 70 %, and 100% design phases for the CBIS equipment installation based upon the recommendations and guidelines in the TSA PGDS in effect at the time of execution of this Agreement. 4 HSTSO4- 10- H- CT1168 2. Provide the TSA's PGDS, as well as the CBIS EDS, ETD and OSR screening equipment and their associated specifications as required. 3. Advise the type of EDS equipment to be provided at each design stage submission. 4. Furnish, deliver, install and test the EDS and ETD equipment. 5. Provide EDS Original Equipment Manufacturer Technical Support Advisory Services to the Airport regarding integration of the EDS units into the BHS. 6. Provide the EDS System Specific Test Plan (SSTP) to the Airport following an EDS machine commissioning, coordination and test planning meeting. See Appendix A for further specifics. 7. Establish and conduct the Integrated Site Acceptance Testing (ISAT) for EDS machine screening capabilities. 8. Observe and approve ISAT results before the EDS equipment is certified as ready for operational use. 9. Provide training for Transportation Security Officer personnel on the EDS equipment. 10. Review and consider requested changes to the design and associated costs as agreed to per Article XIII "Changes and/or Modifications ". 11. Provide maintenance, repair, and refurbishment to all TSA CBIS EDS, ETD, and OSR screening equipment throughout its life cycle at no cost to the ECAT. B. ECAT /Airport Responsibilities 1. Except for the responsibilities of the TSA, as outlined above, the CBIS Project will be managed and overseen by the ECAT. The ECAT, acting through such contractors as it may engage, will provide the engineering and design services, as well as the associated construction and baggage handling system contractors, necessary for successful completion of the CBIS Project. The ECAT will provide oversight of such contractor(s) to ensure the CBIS Project conforms to the TSA endorsed design and is completed within the prescribed costs and schedule identified and incorporated herein as Appendix B. 2. Ensure CBIS site preparation includes, but is not limited to, BHS modifications, environmental controls, and any other airport terminal infrastructure work required to support the EDS, ETD, and OSR equipment operational environment. CBIS designs should be OSHA compliant; adhere to the applicable EDS and ETD installation guide specifications; and should comply with all applicable Federal, State, and local building codes and regulations. Provisions will be made in the CBIS design that will allow TSA and its contractors full ingress to and egress from the CBIS area for the installation, operation, testing, maintenance, and repair of the EDS and ETD equipment. 3. Obtain all necessary licenses, insurance permits and approvals. 4. Ensure the Project site will be ready to accommodate the installation of the EDS units when delivered. CBIS Project site preparation includes, but is not limited to, BHS modifications, mechanical, heating, electrical site preparation, including infrastructure to protect electrical or fiber optic cables, environmental controls, and any other airport terminal infrastructure work required to support the operational environment of the EDS, ETD and OSR equipment. 5 HSTSO4- 10 -H -CT 1168 5. Facilitate the installation of the EDS unit by providing a clear path during rigging and EDS installation, and provide sufficient space to allow for initial deployment activities (such as uncrating the EDS machines). 6. Provide three (3) feet of maintenance access space around the equipment so that components and /or parts may be repaired and/or replaced. 7. Once installed, provide reasonable measures to protect the EDS, ETD and OSR equipment from harm, theft, and water intrusion in the screening area. 8. Prior to TSA EDS Site Acceptance Testing, it shall be the ECAT's /Airport's responsibility to exercise due diligence to protect and insure the EDS equipment from damage due to ongoing construction or weather. 9. Perform and bear all cost of the operation, maintenance and repairs for the airport terminal installed property such as the baggage handling conveyor system, including the conveyors in the baggage screening matrix, heating, air conditioning, electrical and mechanical infrastructure in support of this CBIS Project. 10. Submit monthly milestone and project progress status reports by the 10` of each month to the TSA Deployment Manager, TSA Contracted Site Lead and TSA Contracting Officer. Specific requirements for the content of the monthly project status report are identified in Appendix C. C. Operation and Maintenance Costs It is understood and agreed that the EDS, ETD and OSR security screening equipment are and will at all times remain the property of the TSA. TSA will maintain, repair, and refurbish the EDS and ETD units at no cost to the ECAT or Airport. In the event that EDS and ETD security screening equipment reaches the end of its life cycle, or is no longer being used for any other reason, the TSA will provide for the removal and disposition of the equipment at no cost to the Airport subject to the availability of TSA funding. No legal liability on the part of the TSA for any payment may arise for performance under this Agreement unless and until funds are appropriated for this disposal activity. In the event funds are not available for the removal or disposal of the EDS security equipment at the end of its life cycle, the TSA will leave the EDS equipment in place as non functioning units to allow the BHS to continue to operate. Except for the CBIS EDS, ETD, and OSR security screening equipment owned by the TSA and separately provided for use at the Airport, the ECAT shall own and have title to all airport terminal building improvements made in accordance with this Agreement such as heating, ventilation, air conditioning, electrical and mechanical infrastructure, baggage handling conveyor systems and controls, or other assets which are acquired and installed under this Agreement in support of this Project. It will remain the responsibility of the ECAT, its contractors or lessees acting through such agents as it may use, to maintain, repair and or replace such airport property to sustain the operational environment of the EDS, ETD and OSR security screening equipment. Title to all airport terminal building improvements that were purchased or reimbursed using Federal funds for this CBIS Project, shall become the property of the ECAT, whether purchased with TSA or Airport funds. 6 1 10- H- CT1168 The TSA's obligations to operate and maintain the EDS, ETD and OSR equipment arise pursuant to Federal law and shall survive termination of this Agreement, but be contingent upon the continued legislative mandate. The responsibilities of the TSA and the ECAT relating to the ultimate disposition of the EDS equipment shall also survive termination of this Agreement. D. Deliverables Specific testing related deliverables are outlined in Appendix A. Appendix C identifies other required deliverables to be submitted by the ECAT and/or Airport Project Manager. ARTICLE VI - EFFECTIVE DATE AND TERM For purposes of establishing the beginning date to recognize incurred costs for this Project, the effective date of this Agreement shall be June 17, 2010. Project completion is currently estimated to be on or about September 30, 2011 unless earlier terminated by the parties pursuant to Article XV "Termination" as provided herein or extended by mutual agreement pursuant to Article XIII "Changes and/or Modifications." The period of performance for this effort is established as March 31, 2012 in order to allow the ECAT time to submit a final invoice, close out the Project, and address any other issues. The ECAT agrees to work with TSA to close this OTA within six (6) months of completion of construction and successful ISAT acceptance testing of the EDS system. The ECAT will establish and provide Project Milestones to the TSA that allow objective measurement of progress toward completion. Project Milestones will be provided to the TSA Deployment Manager and TSA CO within 30 days after execution of this Agreement. TSA maintains the right to identify any additional milestones to be tracked. ARTICLE VII - ACCEPTANCE AND TESTING TSA will deem the CBIS Project complete upon successful results of the TSA CBIS Integrated Site I Acceptance Test AT p s (ISAT) conducted by the TSA independent Acceptance Test Contractor and the TSA ISAT confirms that the baggage screening system has been installed in accordance with the TSA PGDS v 3.0 November 2009. Successful completion requires the correction of defects identified during the TSA independent acceptance test. Funding in the amount of $463,000 will be retained from the TSA Project funding of $4,631,030 for the duration of the Project until the baggage screening system has successfully passed the TSA EDS ISAT Acceptance test and any resulting deficiencies have been corrected. Once the baggage screening system has passed the TSA EDS ISAT Acceptance test and the deficiencies have been corrected, TSA will release the retained amount as part of the final invoice /request for reimbursement. ARTICLE VIII - AUTHORIZED REPRESENTATIVES The authorized representative for each party shall act on behalf of that party for all matters related to this Agreement. Each party's authorized .representative may appoint one or more personnel to act as an authorized representative for any administrative purpose related to this 7 HSTSO4- 10 -H -CT 1168 Agreement, provided written notice of such appointments is made to the other party to this Agreement. The authorized representatives for the parties are as follows: A. TSA Points of Contact: Deployment Project Manager /Contracting Officer Technical Representative: Khalid Haider Transportation Security Administration Office of Security Technology, TSA -16 1 West Post Office Road Washington, DC 20598 -6932 Phone: 571- 227 -1350 E -Mail: Khalid.Haider @dhs.gov Contracting Officer: Connie Thornton Office of Acquisition, TSA -25 Transportation Security Administration 4275 Airport Road, Suite C Rapid City, SD 57703 Phone: 605 - 393 -8191 E -Mail: Connie.Thornton @dhs.gov Only the TSA Contracting Officer (CO) shall have the authority to bind the Federal government with respect to funding and liability. The TSA Deployment Manager /Contracting Officer Technical Representative (COTR) is responsible for the technical administration of this Agreement and technical liaison with the ECAT and /or Airport. The TSA Deployment Manager /COTR is not authorized to change the scope of work, to make any commitment or otherwise obligate the TSA, or authorize any changes which affect the liability of the TSA such as amount or level of funding. The ECAT and /or Airport must notify the TSA CO and TSA Deployment Manager /COTR in event that any TSA employee or TSA contracted agent takes any action that may be interpreted by the ECAT and /or Airport as direction which consequently increases the TSA Project costs and would cause the ECAT and /or Airport to seek reimbursement from TSA beyond the TSA's liability as stated in the Agreement. 8 HSTSO4- 10- H- CT1168 B. ECAT Points of Contact: The ECAT's Point of Contact for all correspondence is: Chris Anderson Terminal Manager Eagle County Airport P.O. Box 850 Eagle, CO 81631 Chris.Anderson@eaglecounty.us 970 - 328 -2649 The ECAT's Point of Contact for invoices is: Cindy Preytis Eagle County Building P.O. Box 850 Eagle, CO 81631 -0850 .us Cind .Pre tis @ea lecount Y Y g Y 970 - 328 -3517 ARTICLE IX — FUNDING AND LIMITATIONS TSA will provide funding to the ECAT in an amount not to exceed $4,631,030.00. Funds in the amount of $4,631,030.00 are hereby obligated and made available for payment for performance of this Agreement. Expenses incurred in executing the work identified herein are chargeable to: p g g PR: 2110200CT1168 SAV 101B010D2010SWE044GE013723006200622CT0 .5903001409040000.251B.TSA DIRECT.DEF. TASK Amount: $4,631,030.00 In the event of termination or expiration of this Agreement, any TSA funds that have not been spent or incurred for allowable expenses prior to the date of termination and are not reasonably necessary to cover termination expenses will be returned and/or de- obligated from this Agreement. TSA's liability to make payments to the ECAT is limited to the funds obligated and available for payment hereunder, including written modifications to this Agreement. Under no circumstances will TSA be responsible to reimburse the ECAT for profit or the general costs of o g vernment. The ECAT may recover the allowable direct costs of ECAT personnel Y p performing work necessary under this Agreement, as well as the allowable and allocable costs of the contractors hired by the ECAT to perform the necessary work under this Agreement. Profit and overhead costs for the ECAT's contractors performing work on the TSA Project are allowable costs. Submission of a cost allocation plan is required to address any indirect costs, to include ECAT employees, who work on multiple activities that will result in a request for reimbursement under this Agreement. TSA will not be responsible for costs incurred by the ECAT, its contractors or agents to perform work not in compliance with the TSA requirements in this Agreement. The TSA CO has the right to recoup any payments made to the ECAT if the TSA CO Officer determines that the invoices exceed the actual costs incurred, or if the work 9 HSTSO4- 10 -H -CT 1168 substantially deviates from the TSA approved CBIS design requirements for the Project pursuant to this Agreement. TSA will reimburse only for allowable, allocable and reasonable costs in accordance with the OMB Circular No. A -87 in effect on the Effective Date of the Agreement (codified at 2 C.F.R. Part 225) and the allowable /not - allowable costs identified in Appendix F of TSA's PGDS v 3.0. ARTICLE X — PAYMENT The United States Coast Guard Center performs the payment function on behalf of the TSA. For purposes of submission to the Coast Guard Finance Center, the ECAT must submit a completed Summary Invoice. Central Contractor Registration is mandatory for invoice payment; for information regarding the Central Contractor Registration, please refer to http: / /www.ccr.gov Invoices for reimbursable expenses will be submitted every thirty (30) days or more frequently, as expenses are incurred. For periods in which the ECAT has not incurred a reimbursable expense, an invoice is not required. Expenses are considered to accrue on the date that the ECAT is invoiced from a sub - contractor, supplier, or provider of services. Reimbursement by TSA is conditioned upon submission to TSA of an invoice identifying the Project costs that have been incurred and paid. The TSA intends to make payment to the ECAT within 30 days of receipt of each properly prepared invoice for reimbursement of incurred costs. In the event that an invoice for reimbursable expenses is not received by the TSA within a twelve (12) month period, the TSA reserves the right to terminate the Agreement per Article XV "Termination." In the event the Agreement is terminated, expenses that have accrued more than thirty (30) calendar days prior to termination will be ineligible for reimbursement. Y P g The TSA reimbursement process consists of two steps. Step 1 — Summary Invoice Submittal y al to the U.S. Coast Guard Finance Center for Payment, and at a minimum should contain the following information: (1) Agreement Number HSTSO4- 10- H- CT1168 (2) Invoice Number and Invoice Date (3) Complete Business Name and Remittance Address (4) Point of Contact with address, telephone, fax and e -mail address (5) Tax Identification Number and DUN' s Number (6) Dollar Amount of Reimbursement requested (7) Signature of the ECAT's authorized representative and the following certification language: "This is to certify that the services set forth herein were performed during the period stated and that the incurred costs billed were actually expended for the Project." The Summary Invoice may be submitted by standard email or by electronic transmission to the following address(s): 10 HSTSO4- 10 -H -CT 1168 Mailing Address: TSA Commercial Invoices USCG Finance Center P.O. Box 4111 Chesapeake, VA 23327 Email: FIN- SMB- TSAINVOICES @uscg.mil Step 2 — Submission of Summary Invoice and Supporting Documentation Submittal to TSA for Approval of Payment: The TSA CO and the TSA Deployment Manager /COTR are required to review and approve all invoices prior to payment. To aid in this review, the ECAT shall provide a copy of the Summary Invoice along with all receipts, contractor pay requests and other supporting information which specify the vendor, services provided, and products delivered as well as the appropriate identifications that the Airport has paid these obligations. The ECAT should provide this supporting information simultaneously with Step 1 to expedite the payment process. The Support Documentation should contain the following items: • Summary Invoice from Step 1 • An executive summary project overview with the first invoice • A summary spreadsheet providing a categorized breakdown of the amount invoiced. • Spreadsheet detailing the invoices and amounts submitted, including individual invoice numbers, amounts and coding; grand totals; and detail on how each invoice is distributed amongst the work areas and construction divisions detailed in the "TSA Pay Request" spreadsheet. • Signed, approved and legible copies of each individual contractor's invoice to include schedules of values statements of work. o Copies of contracts and change orders that provide support for the actual work being invoiced o Vendor /subcontractor invoices with specific details about services provided o Vendor and subcontractor information showing employees name, rates of pay, dates and hours worked o Rationale for all allocations or unusual calculations or assumptions o Proof of delivery of the equipment to the project sponsor o Copies of subcontractor's invoices if listed on a prime contractor's invoice as a single amount (copies of timesheets and detailed backup not required if descriptions are clear and specific). • Proof of payment by the Airport for each invoice in the form of copies of check/warrants, bank wire transfers, or accounting systems transactions. The Summary Invoice and supporting documentation may be submitted by mail via CD or paper documents or electronic transmission to the below addresses. The final closeout invoice should include proof that all required deliverables have been provided. 11 HSTSO4- 10- H- CT1168 Ms. Lois Frieman Connie Thornton, TSA Contracting Officer Data Management Lead C/O Mr. John Gebhart Transportation Security Administration Faithful & Gould TSIF — S224J 1725 Duke Street, Suite #200 1 Post Office Way Alexandria, VA 22314 Washington, D.C. 20528 -6032 Phone: 571- 227 -5578 Phone: 703 - 684 -6550 X626 Email: OSTCBD @tsa.dhs.gov Email: John.Gebhart@fgould.com Upon completion of the review of the supporting documentation for the Summary Invoice, the TSA CO and TSA Deployment Manager /COTR will advise the Coast Guard Finance Center regarding payment of the Summary Invoice. ARTICLE XI - AUDITS • The Federal Government, including the Comptroller General of the United States, has the right to examine or audit relevant financial records for a period not to exceed three (3) years after expiration of the terms of this Agreement. The ECAT and its contractors must maintain an established accounting system that complies with generally accepted accounting principles. Records related to disputes arising out of this Agreement shall be maintained and made available until such disputes have been resolved. As used in this provision, "records" includes books, documents, accounting procedures and practices, and other data, regardless of type and regardless of whether such items are in written form, in the form of computer data, or in any other form. The ECAT shall maintain all records and other evidence sufficient to reflect costs claimed to have been incurred or anticipated to be incurred directly or indirectly in performance of this Agreement. The TSA CO or the authorized representative of the TSA CO shall have the right to examine and audit those records at any time, or from time to time. The right of examination shall include inspection at all reasonable times at the offices of the ECAT or at the offices of the ECAT's contractor(s) responsible for the Project. The ECAT will be required to submit cost or pricing data and supporting information in connection with any invoice relating to this Agreement if requested by the TSA CO. This Article XI shall not be construed to require the ECAT or its contractors or subcontractors to create or maintain any record that they do not maintain in the ordinary course of business pursuant to a provision of law, provided that those entities maintain records which conform to generally accepted accounting practices. The ECAT shall insert a clause containing the terms of Article XI — Audits in all its contracts and subcontracts under this Agreement that exceed $100,000.00 (One Hundred Thousand Dollars). ARTICLE XII — REQUIRED FEDERAL PROCUREMENT PROVISIONS 1. Competition in the award of contracts or procurements resulting from this Project is strongly encouraged and the ECAT should promote competition to the maximum extent practicable. TSA 12 HSTSO4- 10 -H -CT 1168 acknowledges the existing design and engineering firm currently under contract by the ECAT will be continued in support of the TSA CBIS Project. 2. The ECAT agrees to include in its contract(s) a provision that the Airport Terminal designs are required to comply with the TSA's Planning Guidelines and Design Standards. ARTICLE XIII — CHANGES AND /OR MODIFICATIONS Changes and modifications to this Agreement shall be in writing and signed by the TSA CO and duly executed by the duly authorized representative of the ECAT. Any modification shall cite this Agreement and shall state the exact nature of the change and/or modification. No oral statement by any person shall be interpreted as modifying or otherwise affecting the terms of this Agreement. The properly signed modification shall be attached to this Agreement and thereby become a part of this Agreement. ARTICLE XIV — DISPUTES When possible, disputes will be resolved by informal discussion between the parties. All disputes arising under or related to this Agreement shall be resolved under this Article. Disputes, as used in this Agreement, mean a written demand or written assertion by one of the parties seeking, as a matter of right, the adjustment or interpretation of Agreement terms, or other relief arising under this Agreement. The dispute shall be made in writing and signed by a duly authorized representative of the ECAT or the TSA. At a minimum, a dispute under this Agreement shall include a statement of facts, adequate supporting data, and a request for relief. In the event that the parties are unable to resolve any disagreement through good faith negotiations, the dispute will be resolved by the TSA Assistant Secretary or his or her designee. The parties agree that the TSA ' i SA Assistant Secretary' s decision g y son shall be final and not subject to further judicial or administrative review and shall be enforceable and binding parties. on the P ARTICLE XV — TERMINATION In addition to any other termination rights provided by this Agreement, either party may terminate this Agreement at any time prior to its expiration date, with or without cause, and without incurring any liability or obligation to the terminated party (other than payment of amounts due and performance of obligations accrued, in each case on or prior to the termination date) by giving the other party at least thirty (30) days prior written notice of termination. Upon receipt of a notice of termination, the receiving party shall take immediate steps to stop the accrual of any TSA additional obligations that might require payment. In the event of termination or expiration of this Agreement, any TSA funds that have not been spent or incurred for allowable expenses prior to the date of termination and are not reasonably necessary to cover termination expenses will be returned and /or de- obligated from this Agreement. 13 HSTSO4- 10- H- CT1168 ARTICLE XVI — CONSTRUCTION OF THE AGREEMENT This Agreement is an "other transaction" issued under 49 U.S.C. § 106(1) and 114(m)(1) and is not a procurement contract, grant or cooperative agreement. Nothing in this Agreement shall be construed as incorporating by reference or implication any provision of Federal acquisition law or regulation. It is not intended to be, nor shall it be construed as creation of a partnership, corporation, or other business entity between the parties. Each party acknowledges that all parties hereto participated equally in the negotiation and drafting of this Agreement and any amendments thereto, and that, accordingly, this Agreement shall not be construed more stringently against one party than against the other. This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior agreements, understandings, negotiations and discussions, whether oral or written, of the parties. In the event that any Article and/or parts of this Agreement are determined p g ned to be void or otherwise invalid or unenforceable, such Article or portions thereof shall lapse. No such lapse will affect the rights, responsibilities, and obligations of the parties under this Agreement, except as provided therein. If either party determines that such lapse has or may have a material effect on the performance of the Agreement, such party shall promptly notify the other party, and both parties shall negotiate in good faith a mutually acceptable amendment to the Agreement if appropriate to address the effect of the lapse. ARTICLE XVII - PROTECTION OF INFORMATION The parties agree that they shall take appropriate measures to protect all proprietary, privileged, confidential, or otherwise Sensitive Security Information (SSI) that may come into their possession as a result of this Agreement. A. RELEASE OF TECHNICAL DATA No Sensitive Security Information (SSI), as defined in 49 CFR Parts 15 and 1520, concerning the scope of this Agreement, shall be published or released to the public without prior written approval of the TSA Assistant Secretary or his or her designee. Guidance regarding SSI may be found in Appendix G, "Checked Baggage Screening Equipment Sensitive Security Information Identification Guide ", of the TSA PGDS. B. RECORDS AND RELEASE OF INFORMATION All Sensitive Security Information (SSI), as defined in 49 CFR Part 1520, shall be handled in accordance with TSA policies and regulations. All members assigned to work under this agreement are subject to the provisions of 49 CFR Part 1520, Protection of Sensitive Security Information, because they act for, or carry out duties for, or on behalf of the TSA. SSI may not be disclosed except in accordance with the provisions of that rule or where TSA otherwise approves. • 14 HSTSO4- 10- H- CT1168 C. MEDIA Neither the ECAT, the Airport nor its contractors shall make publicity announcements or conduct any public affairs activities related to the subject matter of this Agreement unless written approval has been received from the TSA Office of Security Technology or the TSA Office of Strategic Communication and Public Affairs prior to any release. ARTICLE XVIII - SURVIVAL OF PROVISIONS The following provision of this Agreement shall survive the termination of this Agreement: Article V — Project Responsibilities, paragraph C; Article XII — Required Federal Procurement Provisions; Article XI — Audits; Article XIV — Disputes, Article XVII — Protection of Information and Article XVIII — Survival of Provisions. END OF AGREEMENT • 15 HSTSO4- 10 -H -CT 1168 IN WITNESS WHEREOF, the Parties have entered into this Agreement by their duly authorized officers this : re day of 6 6PT B Y4/1,-2010. U. S. Department of Homeland Security Eagle County Air Terminal Corporation Transportation Administration dJwQ By: .� / 6 �- -- Connie Thornton Sara J. Fisher, nt TSA Co ntra cting Officer eth I , 0 Date Date Copy to: Office of Security Technology Federal Security Director 16 HSTSO4- 10- H- CT1168 Other Transaction Agreement Between Transportation Security Administration (TSA) and Eagle County Air Terminal Corporation Checked Baggage Inspection System For Eagle County Regional Airport Appendix A — TSA CBIS Acceptance Testing Requirements Scope: TSA support for the Checked Baggage Inspection System (CBIS) Project for the Airport's In -line Baggage Screening System will encompass design, construction and modification of existing Baggage Handling Systems to support the installation of EDS machines. TSA will further support this CBIS Project with the installation, start-up and commissioning, integration and testing of EDS machines and relevant ancillary equipment. A. TSA responsibilities with regard to the Project are listed below in sections 1.1 to 1.7 listed below. Many responsibilities are delegated to TSA contractors such as the EDS Original Equipment (OEM) Manufacturer, TSA Site Lead Contractor, and TSA Acceptance Test Contractor but ultimate responsibility resides with TSA. 1.1 EDS PLACEMENT TSA will ship, rig and install EDS machines, baggage screening networking equipment, ETD screening equipment and ancillary baggage screening equipment in their respective operational locations within the Project location. TSA, through the EDS OEM or other TSA contractors, shall be responsible for coordinating and integrating activities regarding placement of EDS equipment with the local TSA Point of Contact and Airport Project Team Point of Contact. 1.2 INSTALLATION SUPPORT 1.2.1 Project Management The EDS OEM shall be responsible for providing technical support throughout the entire period of performance during the installation project. The EDS OEM shall be responsible for all labor, materials, equipment, and support services required for planning, managing, and supervising all items related to the installation of the EDS units and associated ancillary equipment. 1.2.2 Technical Support TSA will provide technical support to the project through existing TSA contracts with the EDS OEM, TSA Site Lead, and TSA Acceptance Test Lead. • The identified TSA Site Lead should be included in all relevant planning /project meetings relevant to TSA contributions to the Project. Project schedules and updates should be provided to the TSA Site Lead to ensure TSA has timely and sufficient notice of deliverable dates. • The EDS OEM shall provide technical consultations to the TSA Project Manager and Airport Project Manager regarding project efforts that may include, but are not limited to: teleconferences; reviews of drawings and specifications; and exchanges of technical documentation such as specifications, manuals, and guides. 17 HSTSO4- 10 -H -CT 1168 • TSA Test Lead shall support testing of the EDS units and their integration with the BHS and will develop relevant test plans and reports that will be shared with the Airport Project Manager. • Support for the development and execution of the TSA Agreement in place between TSA and the Airport will be provided by TSA Office of Acquisition. • Oversight and coordination of technical aspects of the project will be provided by the TSA Deployment Manager. • Local TSA personnel shall support coordination of issues between TSA Deployment Manager and the Airport Project Manger as directed by the Federal Security Director (FSD). Title Name Contact Information TSA Deployment Khalid Haider Khalid.Haider @dhs.gov Manager 571- 227 -1350 TSA Test Manager Amy Becke Amy.becke @dhs.gov 571- 227 -1261 TSA Office of Connie Thornton Connie.Thornton @dhs.gov Acquisition 605 - 393 -8191 TSA FSD Point of Darrell Abbott Darrell.abbott @dhs.gov Contact 970 - 203 -4233 TSA Contractor TBD TBD Site Lead Airport Point of Chris Anderson Chris.Anderson@eaglecounty.us Contact 970 - 328 -2649 1.2.3 Commissioning Services TSA, through the EDS OEM and its other TSA contractors, shall be responsible for all labor, materials, equipment, and support services needed to assemble, power up, configure, and install the EDS machines into the required operational condition. The EDS OEM shall provide technical support, documentation, and installation of the EDS units and the associated local Baggage Viewing Stations (BVS) after confirmation that all pre - installation requirements have been met. The EDS OEM shall coordinate with the TSA Deployment, TSA Contractor Site Lead, TSA Acceptance Test Lead, and the Airport Project Manager's contractors to perform CBIS system testing. 1.3 Acceptance Testing Mandatory testing for this system includes Site Acceptance Testing (SAT) for the EDS units following installation; pre- Integrated Site Acceptance Testing following the integration of the EDS units with the BHS affirmed through a Test Readiness Report (TRR); and Integrated Site Acceptance Testing (ISAT) prior to TSA acceptance of the system for operational use. See table below for minimum lead time requirements for testing activities. 18 HSTSO4- 10- H- CT1168 Lead Times for Activity Responsible Parties ISAT (Days Prior to projected test date) Site Initiation Site Planning Checklist delivered to the TSA Deployment Airport Project Sponsor to complete to Manager, TSA Site support CBIS ISAT Site Specific Test Plan Lead (SSTP) development. >100 days Completed CBIS Site Planning Checklist and Airport Project other required site documentation received by Team, TSA Site TSA Acceptance Test Contractor from Site Lead Lead, to include • BHS Specifications • Controls Description and/or Description of Operation (if both exist then provide both) • Fail -safe and/or E -Stop Zone Drawings • BHS Drawings, Plan View(s) (with control stations and conveyor numbering) and Elevation View(s) • Available CBIS Daily Reports shall be provided during ISAT testing and throughout the Run -In period. These reports should meet the requirements described in PGDS Appendix D1 of the PGDS. • Conveyor Motor Manifest It may be necessary to supplement the above Y Y pp material with additional documentation, such as: • Installation Phasing Plan Narrative and Phasing Plan Drawings • Construction and Testing Schedule (s) s () • Sample CBIS Report that presents the status of bag arrivals at CBRA. Ideally, a break -out of all possible statuses presented for bag arrivals at CBRA will be provided in this report. >90 days On -site Site Survey Meeting held to assist in Airport Project preparation of the SSTP and to conduct initial Team, test coordination. This visit will allow the TSA Deployment TSA Acceptance Test Contractor to tour the Manager, TSA Site site, review the completed Site Planning Lead, TSA Checklist with the Project Team, and initiate Acceptance Test 19 HSTSO4- 10- H- CT1168 the SIDA badge application process, if Contractor required. TSA Site Lead coordinates schedule with Project Team and TSA's Acceptance Test Contractor. 90 to 60 days SSTP is developed by the Acceptance Test TSA Acceptance Contractor and a draft is submitted to TSA Test Contractor Deployment Manager. 60 to 45 days TSA Deployment Manger submits feedback TSA Deployment for the draft SSTP to Acceptance Test Manager Contractor. >45 days SSTP is revised, based on TSA Deployment TSA Site Lead, TSA Manager feedback, and is delivered to the Acceptance Test Project Team Contractor, Airport Project Team 45 to 30 days SSTP is revised, based on Project Team TSA Acceptance review, and final version is submitted to TSA Test Contractor, OST and Project Team. Any system changes TSA Deployment following acceptance of SSTP must be Manager formally reviewed and approved by the TSA Deployment Manager for required test revisions. Test coordination meeting between TSA Site Airport Project >30 days Lead, TSA Acceptance Test Contractor, and Team, Airport Project team to review the final SSTP, TSA Deployment coordinate logistics & manpower, and to Manager, TSA Site review the TRR process and specific tests to Lead, TSA be performed. Any requests for deviation Acceptance Test from the SSTP testing requirements must be Contractor delivered in writing to the TSA prior to this meeting for review and response. This is last chance for the Airport Project Team to disclose any test standards that cannot be met in writing and formally justify exemption from said test criteria. Final revisions to the SSTP will be made, including the incorporation of exemptions approved by the TSA Deployment Manager, if applicable. Typically 14 TSA Acceptance Test Contractor will ship Airport Project days to 1 day test articles. Airport Project Team receives Team, TSA test articles and stores as appropriate. Acceptance Test Contractor >11 business Project Team delivers internal pre -ISAT test days results to Site and TRR readiness Airport Project confirmation letter to the TSA Site Lead. Team, TSA Site Upon successful review, the TSA Site/TRR Lead Lead is deployed to the site within 7 days. 20 HSTSO4- 10- H- CT1168 >7 business days TSA Site Lead performs the TRR. Airport Project Team, TSA Site Lead >3 business days When notice of successful TRR is provided Airport Project no later than COB Wednesday (5:00 p.m. Team, TSA Site EST), ISAT deployment will occur the Lead, TSA following Monday. If delivered any time Acceptance Test Thursday through Sunday, test team Contractor deployment will occur on the second Monday. 2 business days TSA Acceptance Test Contractor travel day TSA Acceptance (normally Monday) Test Contractor 1 to 0 business TSA Acceptance Test Contractor Airport Project days mobilization activities (normally Tuesday). Team, TSA Activities will include an In -brief meeting for Acceptance Test all stakeholders. Contractor Test start Normally Tuesday or Wednesday. TSA Airport Project Acceptance Test Contractor will accept PLC Team, TSA code from TSA Site Lead or Airport Project Acceptance Test Team at the time of testing. The Acceptance Contractor, TSA Site Test Contractor will collect BHS conveyor Lead details for specific sections of the CBIS. Prior to departing the site, an Out -brief meeting will be held for all site stakeholders. <1 business day QLR is submitted by the TSA Test TSA Acceptance after ISAT data Acceptance Contractor to TSA Deployment Test Contractor, analysis is Manager. TSA Deployment complete Manager TSA OST Following TSA QLR review and approval for Airport Project discretion live operations, substantial use live operations Team, TSA (run -in) may begin. The TSA Acceptance Acceptance Test Test Contractor will collect daily CBIS Contractor, TSA reports from the Airport Project Team at one- Deployment week intervals, as previously coordinated. Manager Typically ?28 The TSA Acceptance Test Contractor Airport Project days or more remotely monitors system performance during Team, TSA from start of the substantial use live operations run -in Acceptance Test substantial use period and analyzes at least 21 days of run -in Contractor data received from Airport Project Team. 3 to 5 business The TSA Acceptance Test Contractor Airport Project days following observes system operation on -site and collects Team, TSA completion of 21 any necessary remaining data to analyze a Acceptance Test days of run -in minimum of 30 days of run -in data. In Contractor, TSA Site data analysis addition, PLC code is collected from the TSA Lead Site Lead or Airport Project Team. The TSA Acceptance Test Contractor will also collect 21 HSTSO4- 10- H- CT1168 BHS conveyor details for specific sections of the CBIS. 3 to 5 business TSR, if required, is submitted by the TSA TSA Acceptance days following Acceptance Test Contractor to TSA. Test Contractor, completion of 30 TSA Deployment days of run -in, Manager data analysis, and on -site observations <20 business SSTR is submitted by the TSA Acceptance TSA Acceptance days from Test Contractor to the TSA Deployment Testing Contractor, conclusion of 30 Manager. TSA Deployment days of run -in, Manager data analysis, and on -site observations 1.3.1. Site Acceptance Testing (SAT) The EDS OEM shall coordinate and conduct SAT testing on the EDS machines in the presence of a TSA/OST designated government witness (normally the TSA Acceptance Test Contractor.) The EDS OEM shall implement and coordinate testing by issuing a Test Readiness Notification (TRN) at least 7 days prior to the scheduled SAT testing. Passing SAT results are required prior to integration of EDS to the BHS and to certify equipment readiness for operational use in screening baggage. In the event that supplied EDS units cannot meet SAT test requirements, TSA will ensure that any defects are corrected or that the EDS unit is replaced. 1.3.2. Site Specific Test Plan Development (SSTP) TSA has arranged for its Acceptance Test Contractor to develop a Site Specific Test Plan based on testing criteria outlined in the TSA CBIS Planning Guidelines and Design Standards Appendix D -2. The SSTP will be based on the Airport Project Manager responses to a Site Planning Checklist to be completed >100 days in advance of the CBIS Integrated Site Acceptance Testing. The Final SSTP shall be delivered to the Airport Project Manager 30 days in advance of projected ISAT start -up. This is preceded by reviews of the draft SSTP by the TSA Deployment Manager 60 -45 days prior to testing and by the Airport Project Team 45 -30 days prior to testing. The TSA Site Lead and Acceptance Test Lead shall participate in a Test Coordination meeting no less than 30 business days prior to the projected ISAT start up to ensure that all Airport Project Team concerns and questions about the ISAT test plan are resolved and to coordinate logistical and technical needs. Any requests for deviation from the SSTP testing requirements must be delivered in writing to the TSA Deployment Manager prior to this test coordination meeting for review and response. onse. p The TSA Deployment Manager will review /evaluate any requests for phased testing (e.g. non- consecutive testing activities requiring multiple TSA Test Team trips). Such requests must be supported by compelling justification and submitted in writing to the TSA Deployment Manager well in advance of SSTP development. Programming or mechanical changes made before ISAT 22 HSTSO4- 10 -H -CT 1168 (typically during Contractor pre- testing or TRR) must be documented and provided to the TSA Deployment, Manager and Acceptance Testing Contractor. This is last chance for Airport Project Team to disclose any test standards that cannot be met in writing and formally justify exemption from said test criteria. 1.3.3. Integrated Site Acceptance Testing (ISAT) Scheduling and Coordination: Construction schedule including the ISAT start date(s) and duration(s) shall be shared with the TSA Site Lead at 120, 90, 60, 30, and 14 days from the anticipated ISAT start date. This schedule shall be distributed each time changes are made to the ISAT start date and /or duration. Changes made to the schedule within two weeks of the planned ISAT start date may relieve the TSA of the obligation to begin testing within three business days of the TRR. In this situation, the ISAT start date could depend on TSA's testing workload and resource allocation. Test Results and Reports: Testing results will be shared in hard copy format with the Airport Project Manager through the local TSA Point of Contact. Test results will identify security, efficiency and safety concerns. There are four (4) possible test outcomes: • Meets Criteria — System meets TSA PGDS Requirements; • Meets Waivered Criteria — System meets TSA's PGDS requirements and TSA Deployment Manager waivered criteria. • Defects Found — TSA may staff the system but further work is needed to correct defects; • Fail — TSA will not staff the system; Airport should resolve issues as published and prepare for re- testing In the event of a failed ISAT result, TSA reserves the right to defer any subsequent re -tests for a period of at least 30 days. 1.4 INTEGRATION SERVICES 1.4.1. BHS Support The EDS OEM shall assist the Airport Project Manager's BHS contractor to establish digital and serial communication for the EDS units. Once communication between devices has been established, the EDS OEM shall provide the following support and integration services. • Assist the BHS contractor to obtain efficient EDS operation. • Provide on -site Integration Engineer Support Services to facilitate the entire integration effort with the BHS. • Be available to support system testing and validation conducted by internal or external organizations including Site Specific Test Plan (SSTP) for the Integrated Site Acceptance Test (ISAT) and pre -ISAT project testing and throughout the planning phases including the issuance of the ISAT TRN and TRR. • During initial system operations run of live checked baggage, provide technical assistance as requested by TSA and/or the Airport Project Manager. 1.4.2. Software and Hardware Following SAT and throughout the integration effort, the EDS OEM shall install and test the required software and hardware to allow for digital and serial communication between the EDS 23 HSTSO4- 10- H- CT1168 and the BHS PLC if required. Functionality of the EDS/BHS interface hardware and software shall be verified by the EDS OEM at the interface box prior to working with the Airport BHS contractor to ensure a proper operating PLC interface and to avoid delays. 1.5 SYSTEM NETWORKING 1.5.1 Network Infrastructure The EDS OEM shall provide required patch cables and miscellaneous hardware to interface between network patch panel and EDS OEM supplied networking components. 1.5.2 Network Services The EDS OEM shall provide: training for TSA staff; coordination and support for TSA and testing certification; and resources to conduct installation, testing, and initial operational support for networking. No other network may interface with the networked airport screening solution. The implemented assigned network for operation shall be an isolated, stand -alone network. 1.6. TRAINING TSA will provide training for TSA screening staff on the operation of the CBIS EDS, ETD and OSR equipment. 1.7. MAINTENANCE Upon successful completion of SAT testing for each ED's machine, TSA will maintain and repair the EDS, ETD and OSR units throughout their lifecycles. B. AIRPORT PROJECT MANAGER'S RESPONSIBILITIES with regard to the Project are listed below in sections 2.1 to 2.5 listed below. 2.0 DESIGN The Airport Project Manager will undertake design of a CBIS baggage screening system in accordance with the TSA PGDS which meets the needs of the Airport and TSA FSD. The Airport Project Manager shall submit designs at 30 %, 70% and 100% intervals to TSA for review. The Airport Project Manager shall respond to TSA design review comments promptly and in writing. 2.1 CBIS EDS PLACEMENT The Airport Project Manager shall ensure that the CBIS Project site will be ready to accommodate the installation of the EDS machines and associated equipment. The Airport Project Manager shall provide adequate protection to airport infrastructure during any and all ED's movements. The Airport Project Manager shall coordinate with the EDS OEM to integrate all activities regarding placement of EDS equipment. The Airport Project Manager shall provide reasonable measures to protect the EDS and ETD equipment from damage in the screening area. 2.1.1 Site Readiness and Storage The Airport Project Manager shall confirm site readiness to receive EDS units to the TSA Contractor Site Lead no later than 10 business days prior to requested delivery date. Site readiness shall address availability of permanent power; removal of obstacles to the rigging path; and adequacy of physical environmental conditions within the delivery area that meet EDS OEM 24 HSTSO4- 10- H- CT1168 standards for protecting the EDS units. The Airport Project Manager shall provide secure storage for the EDS units and ancillary equipment (such as computer monitors) if site conditions at the time of delivery do not provide adequate protection. The Airport Project Manager shall provide secure storage space for hardware associated with EDS integration and multiplexing until it can be installed by EDS OEM Integration Support Staff. Failure to meet these minimum requirements may result in reallocation of CBIS equipment to other sites, thus affecting the airport's overall project schedule. 2.1.2 Rigging Services The Airport Project Manager will be responsible for providing rigging path verification, ingress p p g gg gP g path, and/or structural analysis. If required, the Project Manager will remove and replace any walls, windows, glass, doors, or other physical barriers in support of rigging activities. 2.2 INSTALLATION SUPPORT 2.2.1 Power Requirements The Airport Project Manager will provide terminations to the EDS machines for electrical power. The Airport Project Manager will be responsible for providing all infrastructure power requirements including separate metering. If applicable, the Project Manager will design and install all power requirements to terminal locations within the OSR room, CBRA area, and at the EDS machine locations. The Airport Project Manager will provide cabling from terminations to EDS equipment. The Airport Project Manager shall attest to the availability of power supply to adequately support the EDS and associated equipment in accordance with OEM specifications and be liable for damage to this equipment resulting from deviations to accepted power supply conditions. 2.2.2 Commissioning Services The Airport Project Manager will be responsible for obtaining all other infrastructures not mentioned in Section 2.2.1 to support EDS machine operations and maintenance. 2.3 INTEGRATION SERVICES The Airport Project Manager shall ensure that the BHS Contractor coordinates with EDS OEM in support of integration activities (e.g. installation and testing the required software and hardware to allow for digital and serial communication between the EDS and the BHS PLC) as needed. Terminations to the EDS machines for BHS PLC communication shall be performed by the Airport BHS contractor. 2.4 NETWORKING 2.4.1. Network Infrastructure The Airport Project Manager will design and install all communication conduit, fiber, etc. as required by the EDS OEM's design criteria for the EDS and EDS networking system, including but not limited to connectivity of the OSR Room, CBRA area, and the Baggage Control Room as required. Exact parameters will be reviewed at Project start -up by TSA. The Airport Project Manager will provide cabling and network patch panels in TSA control rooms, CBRA search areas, and the TSA network room as determined by the network design conducted in conjunction with the Airport Project Manager. The EDS OEM shall provide 25 HSTSO4- 10 -H -CT 1168 required patch cables and miscellaneous hardware to interface between network patch panel and EDS OEM - supplied networking components. The Airport Project Manager will provide all electrical outlets to support installation and operation of a fully multiplexed CBIS explosive detection system. 2.4.2. Network Services No other network may interface with the networked airport screening solution. The implemented assigned network for operation shall be an isolated, stand -alone network. 2.5. ACCEPTANCE - TESTING SUPPORT The project schedule shall allow for sufficient time to conduct mandatory testing of the EDS units after installation and integration. The project schedule shall also factor in minimum lead times for notification of readiness for testing (7 days for SAT;-3 days for TRR; and at least 3 business days for ISAT.) The Airport Project Manager shall identify operational erational windows in time in which testing activities can be accomplished. Testing activities will be scheduled for normal 8 -hour business days (Monday- Friday) and should not include holidays. Requests for overtime or multiple shifts are discouraged and will only be considered based on compelling justification. The TSA Deployment Manager will review /evaluate any requests for phased testing (e.g. non - consecutive testing activities requiring multiple test team trips). Such requests must be in writing supported by compelling justification and submitted to the TSA Deployment Manager well in advance of SSTP development. Programming or mechanical changes made before ISAT (typically during Contractor pre- testing or TRR) must be documented and provided to the TSA Deployment Manager and Acceptance Testing Contractor. 2.5.1 Site Specific Test Plan (SSTP) The Airport Project Manager shall ensure that information needed to develop an accurate SSTP is provided to TSA Test Acceptance Manager at the earliest opportunity, but no later than 100 days prior to the requested testing date. Required documentation includes: • The Site Planning Checklist • BHS Specifications • Controls Description and/or Description of Operation (if both exist then provide both) P p ( p ) • Fail -safe and/or E -Stop Zone Drawings • BHS Drawings, Plan (with control stations and conveyor numbering) and Elevation Views • Available CBIS Daily Reports shall be provided during ISAT testing and throughout the Run -In period. These reports should meet the requirements described in the PGDS Appendix D 1. • Conveyor Motor Manifest It may be necessary to supplement the above material with additional documentation, such as: • Installation Phasing Plan Narrative and Phasing Plan Drawings • Construction and Testing Schedule • Sample CBIS Report that presents the status for bag arrivals at CBRA. Ideally, a break- out of all possible statuses presented for bag arrivals at CBRA will be provided in this report. 26 HSTS O4- 10 -H -CT 1168 All drawings shall be clearly visible and readable when plotted on Arch D Size Stock. All documents shall be submitted electronically (e.g. text documents in MS Word or PDF and drawings in AutoCAD [.dwg] or PDF.) Any system constraints that will prevent compliance with TSA testing and performance criteria must be disclosed in writing to TSA as far in advance as possible to allow for evaluation of applicable waivers. Any restrictions on system availability and accessibility for testing shall be disclosed. Cutover plans including any phasing plans that will affect the TSA Acceptance Test Contractor's ability to test the full system from ticket counters through the outbound/sortation system shall also be disclosed to allow for the development of an accurate SSTP. Cutover plans that will result in multiple testing phases shall also be presented to TSA in writing g P p mg for review and approval in advance of the projected test start date. The Airport Project Manager will have the opportunity to review and comment on SSTP in advance of testing. Comments and /or questions should be directed to the TSA Deployment Manager and the TSA Site Lead. 2.5.2. Test Readiness Report (TRR) This pre -ISAT activity is conducted by TSA Site Lead in coordination with the Airport Project YP ect J Team t icall the B Contractor.) yp y actor.) The purpose of this testing activity is to assure TSA of site readiness for ISAT and is a precursor for TSA authorization for TSA Test Acceptance Lead to deploy. The Airport Project Manager Team will be provided TRR data sheets by the TSA Site Lead. BHS /CBIS configuration and operation shall be in final form intended for bag screening operations. Unless mutually agreed to, changes /improvements to BHS /CBIS between TRR and ISAT are not authorized. The Airport Project Manager Team must address security and efficiency defects found during TRR and be prepared to implement mutual) agreed upon Y a on g P corrective actions prior to ISAT. Required input from the Project Team will include: Functional Testing Documentation: Testing authentication must be clearly reported g y p ted and show every test with bag ID and declared status on printed EDS FDRS (Field Data Reports) and resulting bag destination. Ledger forms should show test date, type of test, identification of bag destination location, and ID number of the bags arriving gat that location. Sample ledger forms will be rovided in the p SSTP. • These reports should be organized and indexed in a loose -leaf binder(s) • Each test shall conclude with an indication of successfully passing required the uired criteria of q BHS specification and testing criteria and if conflict or failure exists, then so indicate with an explanation. • Presentation of completed testing and TRR required documentation to TSA Site Lead not less than 7 business days prior to anticipated Pre -ISAT date is required. System Mixed Bag Test and System Throughput Test Observation: Sufficient t numbers of test bags (no less than 100 test bags per EDS) will be utilized to "stress" the BHS /CBIS as would occur during peak operating times. Test bag set profile should be similar to the TSA Acceptance Test Contractor's test bag profile. 27 HSTSO4- 10 -H -CT 1168 • A real -time observation by TSA Site Lead of a global BHS /OBIS System Mixed Bag Test and System Throughput Test using clear and suspect bags is required. • All EDS equipment must be operational. • All baggage entry points must be utilized. ISAT: The TSA Site Lead performs the TRR. If successful, a Test Readiness Notice is issued to TSA and the TSA Acceptance Test Contractor for ISAT deployment. IF delivered by COB Monday through Wednesday (5:00 p.m. EST), ISAT deployment will occur the following Monday. If delivered any time Thursday through Sunday, ISAT deployment will occur on the second Monday. If changes are made to the system following TRR without prior coordination with TSA, ISAT testing shall be postponed pending submission of documentation for review and evaluation by TSA and its Acceptance Test Contractor (see paragraph 2.5.7) 2.5.3. Logistical Support Needs: The Airport Project Manager shall identify any logistical or support needs that will impact TRR and ISAT testing, to include: • any process needed to obtain sufficient baggage tags should the system use IATA baggage tracking mechanisms, or blank bag tags if the system does not use IATA baggage tracking mechanisms; • any process needed to obtain sufficient baggage tubs /totes (typically 20 per installed EDS machine) • any process needed to obtain airport badges /access for TSA Acceptance Test Contractor personnel; and /or personnel escorts • availability of baggage handling support for testing activities; and • availability of support for delivery and secure storage of TSA Acceptance Contractor test y pp y SA Acce g P bags for ISAT (100 bags per EDS machine.) 2.5.4. ISAT Testing: The TSA Acceptance Test Contractor will meet with the Airport Project Manager Team at least 30 days prior to testing to coordinate the conduct of ISAT testing. The TSA Acceptance Test Lead and the Airport Project Manager Team will finalize details relating to the scheduling and duration of the testing. (Generally allow 1.5 days per EDS line and 1.5 days per each system Sort Testing and Rate Testing.) 2.5.5. Test Results and Reports In the event of a Defects Found or Failed result during TRR or ISAT testing, the Airport Project Manager Team shall report corrective actions to be applied and the timeline associated with said corrections. If constructed system fails testing, TSA will work with the Airport Project Manager Team to identify corrective solutions. TSA is not obligated to accept or operate a baggage screening system that does not meet the minimum test standards. 2.5.6. Operational Run -In The Run -In period will extend for a minimum of 30 days from the start of substantial operations with cutover of substantial input and output lines. This period of time shall be discussed and agreed to by all parties during the SSTP development process, and reconfirmed at the completion of the ISAT. This period shall also be dependent on resolution of deficiencies found during testing and Run -In. Once a week during the Run -In period, the project authority or their authorized representatives shall forward electronic versions of all CBIS Daily Reports required 28 HSTSO4- 10 -H -CT 1168 by Appendix D1.23 of the PGDS. These reports will be supplied to TSA and their deployment and testing contractors. Additionally, a CBIS report that presents the status for bag arrivals at CBRA should be provided in support of Run -In period data collection, as was made available during ISAT testing. Statuses to be reported include at a minimum: Total Bags, Suspect, Clear, Unknown, No Decision/Pending Decision, Lost in Tracking, Oversize, and Out -of -Gauge Bags. Ideally, a break -out of all possible statuses presented for bag arrivals at CBRA will be provided in this report. After receipt, review and analysis of at least 21 days of performance data, TSA and their Acceptance Test Contractor will deploy to the site to physically verify closure of open deficiencies, and observe system operation against the data reported. During this time, measurements of belt speeds for security tracking zone conveyors will be performed. These Run - In period measurements will be recorded and reported together with similar measurements made during mobilization for CBIS ISAT testing. Based on the data analysis and physical observations, a recommendation will be made to TSA via a Test Summary Report (TSR) to end the Run -In period, extend the Run -In period, and/or change the operational status of the CBIS. 2.5.7. Post Commissioning Activities: The TSA Site lead will conduct 30 -day operational run -in observations of the system following successful ISAT testing. The Airport Project Manager shall provide a written response outlining corrective actions that will be taken due to outstanding deficiencies, issues, and action items identified in the ISAT Test Report within three (3) months. For the continued and secure operation of the CBIS, all changes to the BHS system that impact the CBIS operation after its initial commissioning must be reviewed, evaluated, and endorsed p g o sed b Y TSA before they are implemented by the Airport. The following procedure is to be followed for all changes to CBIS systems other than those required for normal routine and periodic maintenance /repairs to the BHS system. The Airport/Airline responsible for the BHS system shall assemble an information package for submittal to TSA Office of Security Technology which includes the following minimum information. • Written description of all proposed physical and programming changes to the BHS and CBIS system(s) • Reason for proposed change(s) • Anticipated impact to system operation (e.g. increased throughput, lowered tracking losses, elimination of bag jams) • Drawings showing affected areas • Any potential security, tracking or efficiency impacts, including impacts on TSA manpower or operations • Proposed date of changes This package shall be delivered to the local TSA FSD who shall review the package. The local TSA FSD shall add any comments he /she may have and forward the package to TSA Office of Security Technology at the following address: 29 APPENDIX B, Schematic, Project Cost and Milestone Schedule Schematic E _.__— I - I I 1 ®- ---_ L I -- Q . - }- - F I r X1111 _ �, I I, 0. - - - - -- j ■I iJ. 1 i:j : i i iii I I , I -- -- I --- ` I ° r Ao —R..1.,Iri. i i . 0 II I 1. ,iii! e ii IL. fticie. ill 1 1 11:: g ''4* I M J 1,, I I 0 L.-A! �' 1 in I M ` ,, i . ii 4 ,. i I�i % �L .1 ` 1 • lir W Er.,.; MI 0 Ip . if P 610 i 0111 I ln . : jj us . 1 1 1 1 1f 444 EGE INLINE BAGGAGE i 4 4 SCREENING 1 h I . F d 3 0 o £ Q y --;s: C W O Z co ' 11111111111111111111111111 I IHIIIIIIIIIHIIIIIIH Z . 1- 887:8,g8: 0 O O O O O O O . '' I a ,mot ' O 0 0 O 0- O O O !C N 4 CMd IS OM O O: Co M Qs '.s d V . 4 If) d• N CO Cl 0 CO 0 0 O0 1.0 CA E ++ N Lo co O L o - O M o O CO N d 1 r i E N co 3 cc; O CO dr c O co CV Q V ., '" . I�' . 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CD 5 • .a = to .__ co 1- .1-t Q _ £ £ v -.; 'ATN r '� s . , : - e .3 gyp' r . �I - ^' ' x ' e-0. r s - s "r=' -s '� - ,^ '� - � �"� .any, d. e TZ1'TSO'T$ te;olgns s;sop 11os OSE'LS$ %OS'T uogele3s3 TOb'6ZZ$ %9 ;ua2w lsuoj 7 8 PPa(oad 898`50£$ %8 uivapd uogPna;suop/nn u8isaa Z08`8S17$ %ZT A3ua2uiluop uonPna4suop • SO) 1 1 8b£ £Z8'£$ slsop uo!Pn4suoj pieH le;olgns £T£'StS$ s}soj paeH aaq o 5£0'8LZ`£$ s2sop SH9 lsoo paafo.ad 891 LLD-H-0I-tOSISH HSTSO4- 10 -H -CT 1168 APPENDIX C, SCHEDULE OF DELIVERALBES The following deliverables are required to be submitted by the EC AT /Airport: Item Submitted To: Frequency or Due Date Design: 30 %, 70% 100% to TSA Deployment Manager In accordance with the TSA include detailed cost estimate OSTCBD @tsa.dhs.gov PGDS, v.3. Schedule of Values (Design, TSA Deployment Manager Within 30 days after execution Construction, Baggage TSA CO of the TSA Agreement or Handling Contracts) TSA Contracted Site Lead upon issuing Notice to Proceed to Contractor. To be updated on a monthly basis and submitted with the monthly report. Copies of the Design and TSA Deployment Manager Upon Award. Change Orders related Construction TSA CO are to be approved in advance. Contracts and Change Orders TSA Site Lead Monthly Milestone and TSA Deployment Manager By the 10 of each moth. ' Projects Report TSA CO Electronic submission is TSA Contracted Site Lead requested if feasible. OSTCBD @tsa.dhs.gov CONSTRUCTION PHASE Mechanical and Electrical TSA Deployment Manager Upon completion by the Shop Drawings for TSA Contracted Site Lead Airport Contractor, concurrent concurrence with reviewed OSTCBD @tsa.dhs.gov with standard submittal to the design submittal Airport Project Team Contract Addenda, Change TSA Deployment Manager Upon review and concurrence Order Requests, Requests for TSA Contracted Site Lead by the Airport Project Team of Information or Clarification a possible deviation from the reviewed design. Close Out Process Close Out Process — Close Out Report submitted to Initiated after TSA completion Correction of testing TSA Deployment Manager of system certification testing deficiencies and TSA Contractor Site Lead and deficiencies have been corrected. Final Copy of PLC program TSA Deployment Manager No later than 30 days after and software disaster recovery OSTCBD @tsa.dhs.gov commissioning of system(s) procedure in electronic format. As Built Drawings a sin TSA Deployment Mana er N g g No later than 30 days after 30 - electronic format, .dwg OSTCBD @tsa.dhs.gov day operational run -in period (AutoCAD) or comparable format to include final description of operations; mechanical layouts, including 34 HSTSO4- 10 -H -CT 1168 belt speeds in CAD and PDF file format. Overview of drawings of the TSA Deployment Manager 30 days after 30 -day Matrix/Node, Resolution OSTCBD @tsa.dhs.gov operational run -in period Room, OSR Room as applicable. dwg (AutoCAD) or comparable format Final Invoice TSA Deployment Manager No later than 90 days after TSA CO final sign -off of system by TSA Deployment Manager, following successful operational run -in period and start of live bag screening Release of payment/liens from TSA Deployment Manager General Contractor and sub- TSA CO contractor POST COMMISSIONING CHANGES CBIS Changes after See Post Commissioning Commissioning Requirements, Appendix A, paragraph 2.5.7 The Monthly Milestone and Project Report is to be submitted by the 10 of each month. A draft Monthly report template will be submitted via separate correspondence. The Monthly Milestone and Project Report shall address the following: • The Project's progress to include project percent completion; cost incurred and invoiced to date; a forecast the Project completion date and final costs; as well as monthly schedule and budget variances throughout the Project. • Construction Schedule in both PDF and "live" /usable format to depict the critical path, baseline and actual date information; predecessors /successors and shall be broken down to a minimum of three (3) WBS levels where applicable. The construction schedule will be used for all planned TSA activities (delivery of equipment, scheduling of testing, etc). 35