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Capability Acceptance Process
Enabling industry partnerships to advance security and enhance passenger experience
What is the Capability Acceptance Process?
The Transportation Security Administration’s (TSA) Acquisition Program Management (APM) office developed the Capability Acceptance Process (CAP) to facilitate receiving Capability such as Transportation Security Equipment (TSE) and related services from industry stakeholders and security partners like airports and airlines. The CAP represents an objective and repeatable process to evaluate, accept, and implement requests to offer Capability that outlines the intent of stakeholders and partners to procure, and ultimately transfer or convey, the Capability to TSA. The CAP is neither a solicitation vehicle nor a circumvention of the Department of Homeland Security (DHS) and TSA acquisition or procurement processes.
Any entities considering donating or transferring Capability to TSA can reference the questions and links below for a more detailed explanation of the process and expectations.
This process is an option for stakeholders and partners who may benefit from accelerating TSE deployment timelines, recapitalizing TSE, or enhancing security and the passenger experience.
The Acceptable Capability List (ACL) serves as the official list of Capability that TSA is able to accept from Donors for use within TSA operations. The ACL is a living document that is updated as new Capability are approved for operation in a screening environment as TSA has performed applicable testing, determined that the Capability meets requirements, and received approvals as required under the Department of Homeland Security (DHS) Acquisition Lifecycle Framework (ALF) (i.e., receiving an approved Acquisition Decision Event (ADE)-3 Acquisition Decision Memorandum).
Emerging Capability:
Capability that are not listed on the ACL are considered Emerging Capability. Emerging Capability cannot be accepted for operational use, but TSA may consider offers to provide these types of capability to support ADEs within the DHS ALF, such as Assessments (field demonstration or laboratory testing) and/or Operational Testing. If you have questions about Emerging Capability, please reach out to the APM CAP team.
The process includes five steps across three phases: Evaluation, Preparation, and Implementation.
Phase 1: Evaluation
Step 1: Initial Request - The Donor Point of Contact (POC) should contact their Local TSA POC to indicate interest in donating Capability and provide all requested information to initiate a Capability Request.
Step 2: Business Case Determination - TSA evaluates Business Case and Financial Analysis Factors to determine if it is in the best interest of TSA to accept the Capability Request. No additional information is needed from the Donor for this step.
Step 3: Memorandum of Understanding - TSA and the Donor formalize their intent to move forward with the Capability Request defining and documenting the baseline expectations for both parties.
Phase 2: Preparation
Step 4: Support of Donor Responsibilities - Assignment and coordination between the Donor and TSA of all necessary pre-implementation activities (e.g., design, procurement, site prep, delivery, installation, acceptance testing) occurs and is documented in the Terms and Conditions for Acceptable Capability.
Phase 3: Implementation
Step 5: Capability Offer and Acceptance - Formalizes the transfer and acceptance of Capability from the Donor to TSA. Template for Offer Letter and Acceptance Letter
A Capability Request is evaluated on Business Case and Financial Analysis factors to provide a comprehensive Business Case Determination. The factors include the following, but may be tailored depending on the Capability Request:
Technology: Is the technology on the ACL?
Demonstrated Need: Does TSA’s capacity analysis validate the request?
Staffing: Can TSA staff the donated TSE?
Training: Does the donation require additional training?
Operational Impact: Will impacts to operations occur, such as an increase to wait time?
Project Impact: Will there be positive or negative impacts to other TSA projects, such as deployments of other TSE?
Site Readiness: Can the local airport accommodate the donation without infrastructure changes?
Deployment: Can the Capability be deployed with minimal disruption to TSA (resourcing, system integrator costs, etc.)?
Sustainability: Does the Capability increase immediate costs of training, staffing, and/or maintenance at this airport?
Financial Analysis: Based on the lifecycle cost of the donation, does the benefit of accepting the donation outweigh the cost to TSA?
It is the Donor’s responsibility to understand all CAP terms and conditions, including general and Capability-specific guidelines. TSA will work with each Donor individually to determine what Terms and Conditions are applicable based on the specific Capability and screening environment.
Capability on the ACL either may be donated or bailed to TSA. A bailment is an agreement executed between TSA and the Donor to document the ability for TSA to operate the technology for a specified period of time. For example, a bailment may be used when it is in the Donor’s best interest to retain ownership of the Capability for some period of time and transfer title of the Capability to TSA following that period. TSA understands that this may be the best option for a Donor and is willing to work with a Donor to execute a short-term bailment with the intent to donate the technology to TSA at the end of the bailment period.
It is important that a Donor contact the APM CAP team and execute the CAP prior to procuring any Capability that will be donated to TSA or operated in a screening environment. This reduces risk of procuring a Capability that may not be accepted or be able to be operated by TSA. In addition, TSA requires that all three CAP phases are completed before operating any donated TSE in a screening environment, to include execution of a MOU, a Terms and Conditions document, and offer and acceptance letters.
TSA accepts donations of Capability listed on the ACL to support screening operations. The ACL lists all Capability that are currently able to be donated to TSA based on the approval of applicable phases of the DHS ALF (i.e., receiving an approved ADE-3 Acquisition Decision Memorandum). Accepting donations of the Capability on the ACL does not circumvent acquisition and procurement guidelines.
The ACL includes all Capability currently able to be donated to TSA. Capability included on the ACL can be operated in a screening environment as TSA has performed applicable testing, determined that the Capability meets requirements, and received approvals as required under the DHS ALF (i.e., receiving an approved ADE-3 Acquisition Decision Memorandum).
Prior to CAP, TSA accepted a limited number of donations under an Urgent Operational Need. TSA determined that due to continued industry interest in donations, a more formal capability acceptance process was needed to objectively and systematically evaluate the impacts of proposed donations prior to acceptance.
TSA requires that all three CAP phases are completed before operating any donated TSE in a screening environment, to include execution of a Memorandum of Understanding (MOU), Terms and Conditions document, and offer and acceptance letters. The time it takes to implement CAP depends on the complexity of the Capability Request, but generally, it can take approximately four to six months to complete all three phases. We suggest that Donors begin the process as early as possible.
The ACL is updated when a Capability is approved to be operated in a screening environment and TSA makes a determination that it should be listed on the ACL. In addition, the ACL may be updated when a new configuration of a Capability already listed on the ACL is tested and approved for operation in a screening environment.
CAP was developed to enable rigorous, objective, and repeatable evaluation and implementation of Capability Requests. TSA will thoroughly review each individual Capability Request to determine if it is in the best interest of the Agency. TSE and applicable terms and conditions that TSA accepted in the past may not be the same as those accepted in the future. In addition, the terms and conditions accepted for one airport may not be the same for another. TSA will work with each Donor individually to determine what Capability and terms and conditions will be accepted based on that specific Capability Request and screening environment.
A Donor may talk to any Capability manufacturer at any time, but it is important that a Donor reach out to the APM CAP team and execute the CAP prior to procuring any Capability that will be donated to TSA or operated in a screening environment. In addition, please reference the ACL for a list of all Capability currently available for donation to TSA. If you are interested in Capability not listed on the ACL, please reach out to the APM CAP team to discuss the best path forward.
The TSA Terms and Conditions for Acceptable Capability requires that services be provided by a TSA-approved contractor and coordinated with an authorized Government representative. Is there a list of these TSA-approved contractors?
Please reach out to the APM CAP team to discuss the contractors that can be used for a specific Capability.
The Donor is responsible for ensuring that the donated Capability is successfully installed and can be operated. Each Capability Request will be different, but generally, a Donor will be responsible for the procurement of donated Capability, execution of site design and site preparation, delivery and installation of the Capability, completion of successful acceptance testing, movement or removal of existing Capability (if applicable), and a set term of warranty and maintenance (e.g., four years).
TSA is authorized under the Aviation and Transportation Security Act (ATSA, 49 USC § 106(l) and (m) via § 114(m)) to accept and use services, supplies, equipment, personnel, and facilities from any public or private source.
A comprehensive Business Case Determination will be made based on many factors including ACL Status, Demonstrated Need, Staffing and Training Requirements, Operational and Project Impact, Site Readiness, Deployment, Sustainability, and Financial Analysis. Additional or different factors may be required based on a specific Capability Request and screening environment.
The Donor must work with their Local TSA POC to submit a checkpoint or checked baggage equipment request into TSA’s equipment request portal to document the Capability Request. The following information is required for the REMAG. Local TSA will support this process:
Equipment Request Type – Checkpoint Request/Checked Baggage Request
POC Details – FSD, Airport POC, Donor
Additional Details, if known (type and quantity of Capability/TSE)
Overall Need Date: Installation Date and Operational Date
The TSA CAP Team will contact the Donor to gather additional information needed for TSA to initiate Step 2 - Business Case Determination. Examples of additional details to support the completion of the Business Case Determination include:
Specific terminal/checkpoint/checked baggage area
Purpose of the Capability Request
Type and quantity of Capability/TSE
Confirmation that the Donor has reviewed TSA’s Capability Acceptance Process Guidelines to include TSA’s Terms and Conditions for Acceptable Capability
What financial responsibilities the Donor is able/not able to contribute
Time period for procurement and installation of TSE
Extent of changes to the current checkpoint or checked baggage area
Capability Requests for Emerging Capability will be evaluated and documented on a case-by-case basis, with consideration given to how the Capability can support the DHS ALF and the risks for both TSA and the Donor. The Capability Request for Emerging Capability will undergo multiple assessments, including the feasibility, risk, deployment schedule, and scope of the Capability Request.
No. TSA will continue to provide all federal airports with the necessary equipment and support to meet throughput and security needs. CAP provides an option for industry stakeholders and security partners to invest in TSE to advance security, innovation, and improved experiences for their passengers.
Interested in learning more?
Please contact the APM CAP team or your Local TSA representative with questions on the Capability Acceptance Process.
