1-FERC Shredder Inventory and Maintenance SOW dated FEB 12 2023.pdf

Federal Energy Regulatory Commission

(FERC)

- Statement of Work (SOW) - February 12, 2023

On-Site Preventive Maintenance, Shop Repairs, and Equipment Replacements for FERC Shredding

Equipment.

Scope of Work:

The following Statement of Work (SOW) covers onsite preventive maintenance, purchase and replacement of FERC’s shredder inventory, equipment shop repairs, and or equipment/parts replacements for all of FERC’s Shredding Equipment. The shredding equipment is located in FERC Headquarters (HDQRS) offices. The addresses are listed below in the requirements section.

Background:

FERC has a total of Forty (40) Olympia Model 1650.1C shredders, Forty (40) automatic oilers (P/N 36158) and matching oil containers. All 40 shredders require a quarterly preventive maintenance schedule along with time-sensitive service responses to resolve technical and mechanical issues. In addition, some shredders may require new parts or total equipment replacement. FERC will also purchase one (1) High Security shredder for sole use in the SCIF area that will give FERC the ability to discard sensitive materials on-site in accordance with the NSA/CSS Evaluated Products List for Paper Shredders.

The Contractor will be responsible for providing FERC with at least three (3) new parts or total replacement options within two (2) weeks of detecting the damaged shredder.

The majority of the shredders are located at FERC Headquarters and at least two (2) shredders will be located in other FERC facilities. All FERC shredding equipment is to be serviced and covered under this Statement of Work (SOW).

FERC Equipment Locations:

The FERC COR will provide points of contact of each location (to the Contractor) for coordinating onsite services to be performed at these office locations:

1. 888 First Street, N.E., Washington, DC 20426

2. 1100 First Street, N.E., Washington, DC 20426

Requirements:

• Contractor to enhance manufacturers' warranties through prompt on-site service and phone support during the business week (8:00 AM to 5:00 PM, Monday through Friday, excluding Federal Holidays and OPM Closings).

• Sale/Purchase of forty (40) Olympia Model 1702.1C. FERC’s entire shredder inventory in FERC HDQRS by the end of Option Period 1.

o The Olympia 1750.1C High Security Shredder - Level 6 is the best way for shredding your papers in office or even at home. Featuring high security and a compact design, this cross-cut machine can shred up to 14 sheets together in a size of 8mm x 4mm. The catch basket has a capacity of 54 gallons. This Olympia 1750.1C Shredder has both manual and auto on and off features and in case it detects a jam it stops automatically. This Olympia Shredder has indicators for telling the user when it is ready, when the bag is full and when the door is open.

• Sale/Purchase of one (1) Datastroyer 502 SF (Intimus 502 SF) for use in the FERC SCIF area by the end of the Base Year.

o The Datastroyer 502 SF (Intimus 502 SF) will be used for destroying paper, cd’s, blue ray disk, tapes, and DVDs in the SCIF area at a Top Secret/Classified level in the FERC HDQRS. The Datastroyer 502 SF (Intimus 502 SF) High Security Paper Shredder has been evaluated by the NSA and meets the requirements of NSA/CSS Specification 02-01 for high security crosscut paper shredders. The 502 SF is used in many government organizations for the destruction of classified or confidential information. The sku/model number in accordance with vendor Whitaker Brothers is SCH502-227994.

Requirements continued…

• 24-hour response time

• Rapid telephone response within two (2) hours and on-site response within 12 to 24 hours after receiving an emergency service call.

• Contractor will be established in the local area and must have the ability to travel to FERC headquarters and the other office location.

• The contractor will be responsible for all costs related to the non-scheduled emergency response service calls outside the four quarterly preventative maintenance service.

• Contractor to inspect, adjust/re-establish/clean, troubleshoot shredding equipment and working parts back to normal operating conditions if possible.

• If not possible, to propose a solution to fully re-establish the equipment to normal working conditions or remove equipment (FERC Approval required) if needing external shop repairs at no extra cost.

• Research and propose at least three feasible new parts or total equipment replacement options when existing shredder(s) is/are unrepairable.

• Once FERC reviews and approves the proposed replacement option

• Contractor shall purchase, receive, inspect, test, and install newly purchased equipment part or shredder.

• Contractor to maintain and manage newly purchased part/equipment’s manufacture warranty.

• Once the warranty expires, the awarded contractor shall cover and service the new FERC shredder(s) or replacement parts until the end of the equipment/part life cycle or contract expiration date, whichever time comes first.

• Onsite Quarterly Preventative Maintenance jobs shall include but not be limited to:

• Contractor will be responsible for providing four (4) predetermined maintenance checks throughout the year, therefore, Four on-site calls per machine per awarded contract option year.

• Clean, adjust, un/re-installation of parts, alignment, testing, replacing all 40 drain plugs at a minimum once per awarded contract option year or as needed.

• Inspect all 40 automatic oilers (P/N 36158), clean, clear any clogged areas and repair all leaks.

• Provide the FERC COR a detailed service report after each service appointment.

• Purchase Replacement Parts: contractor shall purchase and replace all broken parts and responsible for all parts and labor charges.

• Covers all parts and labor needed to correct any equipment damage or malfunction during all onsite maintenance service or repair visit.

Period of Performance:

The period of performance is subject to change based on when the contract is awarded and agreed to by both FERC and the Contractor.

Base Year: March 29, 2023 – March 28, 2024

Option Period 1: March 29, 2024 – March 28, 2025

Option Period 2: March 29, 2025 – March 28, 2026

Option Period 3: March 29, 2026 – March 28, 2027

Option Period 4: March 29, 2027 – March 28, 2028