Okaloosa County BOCC — October 15, 2013 — OTA_Internal Coordination_Email Comments — reading text

sections 1.1 to 1.7. 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. 11 EDS PLACEMENT If applicable, TSA will ship, rig and install EDS machines and associated EDS screening equipment, to include any necessary ETD screening equipment, in their respective operational locations within the CBIS 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 Point of Contact. 1.2 INSTALLATION SUPPORT 1.2.1 Project Management As applicable, the TSA Site Lead Contractor and the EDS OEM shall be responsible for providing technical support throughout the entire period of performance during the installation Project. The 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 Contractor, and TSA Acceptance Testing Contractor. « The identified TSA Site Lead Contractor should be included in all relevant CBIS planning/project meetings relevant to TSA contributions to the Project. Project schedules and updates should be provided to the TSA Site Lead Contractor to ensure TSA has timely and sufficient notice of deliverable dates. The TSA Site Lead Contractor will assess the project progress against the project schedule and approved design to advise TSA of issues related to cost, schedule and/or performance impacts to the in-line project. «" The EDS OEM shall provide technical consultations to the TSA Regional Deployment Coordinator (RDC), TSA Site Lead Contractor, TSA Acceptance Test Lead, TSA Acceptance Testing Contractor and Airport 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. Page 17 of 39 HSTS04-13-H-CT1161 » TSA Acceptance Testing Contractor shall support ISAT of the CBIS (the EDS units, BHS and the integration between them) and will develop relevant CBIS test plans and reports that will be shared with the Airport. « Support for the development and execution of the TSA Other Transaction Agreement in place between TSA and the COUNTY will be provided by TSA Office of Acquisition. " Oversight and coordination of technical aspects of the Project will be provided by the TSA Regional Deployment Coordinator. = Local TSA personnel shall support coordination of issues between TSA Regional Deployment Coordinator (RDC) and the Airport as directed by the Federal Security Director (FSD). | Title Name Contact Information Deployment John Reed john.reed1@dhs.gov . 571-227-1563 Coordinator 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 RDC, TSA Site Lead Contractor, TSA Acceptance Test Lead, and the Airport to perform 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 is affirmed through a Test Readiness Review (TRR) and Test Readiness Notice (TRN); and Integrated Site Acceptance Testing (ISAT) is conducted prior to TSA acceptance of the CBIS system for operational use. TSA may elect to oversee BHS pre-ISAT conduct to confirm readiness of the system and conduct the TRR within the timeline of the ISAT to reduce the overall testing timeline. See the following table for minimum lead time requirements for testing activities. Page 18 of 39 Table 1. ISAT Timeline HSTS04-13-H-CT1161 Lead Times for Activity Responsible Parties ISAT (Days Prior to projected test date) Site Initiation or Site Survey Data Collection Checklist TSA RDC, TSA >180 days from provided to the ILDT to complete to support | Site Lead Contractor ISAT the ISAT Site Specific Test Plan (SSTP) development. >120 days Completed Site Survey Data Collection ILDT, TSA Site Checklist and supporting site documentation received by TSA Acceptance Test Contractor from TSA Site Lead Contractor, to include: e Any and All Approved Request for Variance (RFV) e Basis of Design Report e Sample BHS & CBIS Reports for all PGDS required Reports e BHS & EDS Network Diagrams and Server Architecture e Local Procedures for Fail-Safe, E-Stop, Jam Clearing and IQ Test Conduct e Airport/Airline Bag Induction/Hygiene Procedures e BHS Specifications e Controls Description and/or Description of Operation (if both exist then provide both) e Fail-safe and/or E-Stop Zone Drawings e BHS Mechanical Plan and Elevation Drawings from Natural Induction Locations to & through the CBIS, CBRA and Make-up Locations with Conveyors labeled, Plan View Drawings and Electrical Drawings of the BHS/CBIS with Control Station & Photoeye Locations and labeling. All drawings will be “Approved for Construction” by the Airport and not Pre-Bid or Bid Use Only versions. e Atleast 1 Plan/OverView Drawing that shows the entire CBIS in a single view e Conveyor Motor Manifest to include not Lead Contractor Page 19 of 39 HSTS04-13-H-CT1161 less than (Conveyor Name, Phase, Conveyor Type, Degree of Turn, Degree of Incline/Decline, Length, Speed in FPM, Motor HP, Control Type (VFD yes/no), Brake Type, Motor Type, drive Type, FLA Rating). e Installation & Commissioning Phasing Plan Narrative and Phasing Plan Drawings e Construction and Testing Schedule(s) >90 days On-site Site Survey Meeting held. to conduct | ILDT, initial test coordination and review the draft TSA RDC, TSA Site SSTP. This visit will allow the TSA Lead Contractor, Acceptance Test Contractor to tour the site, TSA Acceptance review the draft SSTP with the ILDT, Test Contractor coordinate logistics and manpower and initiate the SIDA badge application process, if required. TSA Site Lead Contractor coordinates schedule with the ILDT and TSA’s Acceptance Test Contractor. >45 days Final SSTP Review Meeting between the ILDT, TSA Acceptance Test Contractor and the ILDT to review the final SSTP, include any other approved RFV, verify logistics & manpower, and review specific tests to be *| performed. Any requests for variance from the SSTP testing requirements must be delivered in writing to the TSA RDC prior to this meeting for review and response. This is the last chance for the ILDT to disclose any test standards that cannot be met in writing and formally justify exemption from test criteria. Any final revisions to the SSTP will be made and distributed to the ILDT and RDC prior to test execution. TSA Site Lead Contractor, TSA Acceptance Test Contractor, TSA RDC Typically 14 days to 1 day TSA Acceptance Test Contractor will ship test articles to the ILDT. The ILDT receives the test articles and stores in a secure and weather protected laydown area as agreed to by the ILDT and TSA Acceptance Testing Contractor in the Final SSTP Review Meeting. ILDT, TSA Acceptance Test Contractor >11 business days CBIS pre-testing - The ILDT conducts pre- testing. The TSA Site Lead contractor will provide oversight of CBIS pre-testing to ILDT, TSA Site Lead Contractor Page 20 of 39 HSTS04-13-H-CT1161 validate the Test Readiness Notification (TRN) to the TSA RDC and Acceptance Test Team. The ILDT delivers internal pre-ISAT test results to the TSA Site Lead Contractor and the Site and TRR readiness confirmation letter to the TSA RDC and Acceptance Test Team. Upon successful review, the TSA Site Lead Contractor is deployed to the site within 7 days. Note: TSA may combine TRN with CBIS pre-testing and/or conduct TRR as a subset of ISAT >7 business days TSA Acceptance Testing Contractor or Site Lead Contractor initiates & performs the TRR. Note: TRR Performance by Acceptance Testing Contractor will be a subset of overall ISAT duration and permit passed tests to be credited toward ISAT completion. TRR failure will result in 2 week moratorium. ILDT, TSA Site Lead Contractor >3 business days When notice of successful TRR is completed and delivered to the TSA Acceptance Testing Contractor via a TRN no later than COB Wednesday (5:00 p.m. EST), ISAT deployment will occur the following Monday. If delivered any time Thursday through Sunday, the TSA Test Team deployment will occur on the second Monday. TSA Site Lead Contractor, TSA Acceptance Test Contractor 1 business days TSA Acceptance Test Contractor travel day (normally Monday) TSA Acceptance Test Contractor Test start TSA Acceptance Test Contractor travel day (normally Monday) with mobilization activities and an in-brief meeting with ILDT on the next business day. Prior to start of testing, TSA Acceptance Test Contractor will accept PLC code from TSA Site Lead Contractor or ILDT prior to the start of testing. TSA Acceptance Test Contractor and ILDT will work together to perform ISAT and collect BHS and EDS performance documentation. Prior to departing the site, an Out-brief meeting will be held for all site stakeholders. ILDT, TSA Acceptance Test Contractor, TSA Site Lead Contractor <2 business days QLR is submitted by the TSA Test TSA Acceptance Page 21 of 39 HSTS04-13-H-CT1161 after ISAT complete Acceptance Contractor to the TSA Acceptance Test Lead and RDC for review and approval Test Contractor, TSA Acceptance Test Lead, TSA RDC X business days after QLR receipt TSA conducts ISAT review board based on QLR results to determine readiness of CBIS to enter Live Operations and Bag Screening or whether to return CBIS to ILDT for correction of deficiencies prior to Live Operations TSA RDC, TSA Acceptance Test Lead, 5 business days QLR is distributed by the TSA Deployment TSA RDC after ISAT review | RDC board decision The TSA Acceptance Test Contractor ILDT, TSA For 30+ days from start of substantial use remotely monitors system performance during live operations run-in period and observes system on-site for 3+ days Acceptance Test Contractor, TSA Test Lead 5 business days following completion of data collection and onsite observation for run-in The TSA Acceptance Test Contractor provides a Test Summary Report (TSR) to the TSA Acceptance Test Lead and RDC for review and approval. TSA Acceptance Test Contractor, TSA RDC, TSA Acceptance Test Lead 5 business days RDC distributes TSA approved TSR to ILDT ILDT, TSA RDC 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 designated government witness. The EDS OEM shall implement and coordinate testing by issuing a Test Readiness Notification (TRN) at least 7 days prior to the scheduled Acceptance testing. Passing SAT results are required prior to final integration of EDS to the BHS and to certify equipment readiness for operational use in screening baggage. In the event that the TSA supplied EDS units cannot meet SAT test requirements, TSA will ensure that any EDS machine 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