Portable_Spectrometer_-_Statement_Of_Work_FBO.pdf

Statement of Work

Portable Spectrometer

C.1 BACKGROUND

The Bureau of Engraving and Printing (BEP) is a component of the Department of the Treasury that designs, engraves, and prints U.S. banknote currency and other U.S. security products.

Banknote currency manufacturing occurs at Washington, DC and Fort Worth, TX. BEP’s primary customer is the Federal Reserve Board (FRB).

The Bureau of Engraving and Printing (“BEP”) has a requirement for a portable spectrometer.

This spectrometer will primarily be used for testing inks and paper, but will also have the ability to test other solutions used in the process of producing currency. The portable spectrometer will be used for laboratory raw material testing and for development of standard test methods. The portable spectrometer will be used for site testing in the production areas.

C.2 SCOPE

The Contractor shall provide BEP with a portable spectrometer that is new and includes all sub-systems and major components listed in the technical requirements and inclusive of delivery, installation, acceptance, associated deliverables, and training. No prototypes, refurbished, one-of-a-kind, or two-of-a-kind systems must be considered. The system must include the latest and current version of operating and data analysis software.

The portable spectrometer will be used for laboratory raw material testing and for development of standard test methods. The portable spectrometer will be used for site testing in the production areas.

C.3 DOCUMENTS

C.3.1 PAST PERFORMANCE

The past performance questionnaire shall be returned to:

Bureau of Engraving and Printing Office of Acquisitions, Room 705-A 14th and C St, SW Washington, DC 20228 Attn: Brandon Wilson, Contract Specialist

C.3.2 REFERENCED DOCUMENTS

Equipment to be delivered under this contract shall meet all current U.S. commercial codes and industrial standards, or equally stringent international standards, for manufacturing of high quality industrial equipment, commercial printing presses and finishing equipment to be utilized within an industry environment. At a minimum, all equipment shall conform to National Electric Code (NEC) standards.

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The following is a listing of specific standards that the equipment shall meet:

All applicable sections of American Conference of Government Industrial Hygienists (ACGIH) (www.acgih.org)

All applicable documents related to Energy Policy Act of 1992 with specific reference to Executive Order 13123 (www.omb.gov) or at (https://www.archives.gov/federal-register/executive-orders/1999.html)

All applicable Occupational Safety and Health Administration (OSHA) standards with specific references to OSHA standards 29 CFR 1910 (www.osha.gov)

All applicable codes and standards and environmental permitting of U.S. Environmental Protection Agency (EPA) (www.epa.gov) or at (https://www.epa.gov/laws-regulations/laws-and-executive-orders) and District of Columbia (DC) government (www.doee.dc.gov).

C.3.3 LIST OF ATTACHED DOCUMENTS

The following lists the documents attached to this SOW. NOTE – Attachments identified with an asterisk (*) require a Non-Disclosure Agreement (NDA). All NDA documents provided under this contract shall be considered proprietary and sensitive to the government. NDA documents shall not be copied, scanned or reproduced without written approval by the U.S.

Government, such as a BEP Contracting Officer (CO). All NDA documents shall be returned to the BEP when no longer required or upon request by the CO.

Some documents will only be made available in redacted versions. Request to have copies of the original versions must be made to the Contracting Officer (CO).

Identifier Title/Description

Attachment A Environmental Health and Safety(EHS) Contractor Requirements

No. 75D-07.0-04

C.4 TECHNICAL REQUIREMENTS

C.4.1 The following represents the minimum capability, functionality, and performance characteristics that the listed major sub-systems and major components of the portable spectrometer. Contractor shall supply the following equipment:

A. Portable spectrometer systems with the following features:

1. Be able to perform the following procedures:

i. Measure at a wavelength range of 350 nm to 2500 nm

ii. Take measurements without connection to external power source

iii. Take measurements of liquids and solids in reflectance and transmission mode http://www.acgih.org/ http://www.omb.gov/ https://www.archives.gov/federal-register/executive-orders/1999.html https://www.archives.gov/federal-register/executive-orders/1999.html http://www.osha.gov/ http://www.epa.gov/ https://www.epa.gov/laws-regulations/laws-and-executive-orders https://www.epa.gov/laws-regulations/laws-and-executive-orders

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2. To enable successful analyses of unique BEP materials, the portable spectrometer must meet or exceed the following technical specifications:

i. Wavelength range of 350 nm to 2500 nm or more

ii. Have a spectral resolution of 10 nm or better

iii. Possess a signal-to-noise ratio of 4,000:1 or higher, or possess a noise equivalence radiance of 1.0 x 10-9 W/cm2/nm or less, or an approximate resolution of 4.0 FWHM or higher

iv. Contain a rechargeable power supply for portability

v. Provide a reflectance probe for immersion in liquids

vi. Provide/contain and integration sphere for reflectance measurements.

B. Operating System Characteristics

1. The operating software must be compatible with Microsoft Windows 7, 64 bit computer operating system;

2. Data provided by the software must be displayed in an easy-to-understand

3. The software must include most common calculations or conversions like converting from reflectance to log (R) or Transmission, derivative conversions, axes adjustments, overlay etc.

4. The software must allow to collect data with minimum intervention from user, collect data as a function of time and or automated data collection

5. The results, including tables and graphs, must be exportable in formats suitable for subsequent inclusion in Microsoft Office 2010 documents such as Microsoft Excel 2010 spreadsheets or Microsoft Word 2010 documents.

Spectra must be exportable in other common file formats such as spc or csv

6. The software allows user to do data analysis without connection to the instrument.

7. The software must have data analysis capabilities such as library search, automated quantification and or discrimination.

C. Safety

1. The portable spectrometers must meet all Federal, State and local safety requirements

C.4.2 All parts should be new. The above listing must be provided to specification without replacement. If any supply is unavailable, Contractor shall notify the BEP technical representative with recommended replacement part.

C.4.3 Contractor shall supply all parts within 60 days of award. If any item is deemed insufficient or damaged, the Contracting Officer Representative (COR) will notify the contractor.

C.4.4 Contractor shall provide a minimum 1-year warranty for all parts under this contract.

C.5 TRAINING

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C.5.1 Contractor shall provide one day of training on the day of installation. The training will occur on days mutually agreed with the BEP Contracting Officer Representative (COR) after contract award. The contractor shall provide all training materials and labor required for the installation and training including:

C.5.2 Contractor shall schedule the installation of the System and testing of all features such that the installation, testing and acceptance criteria maintenance training is performed on the same day.

C.5.3 Contractor shall inform the BEP COR one (1) week prior to installation to coordinate and schedule installation and training.

C.5.4 Training will be for six (6) BEP designated personnel. The training shall be an overview on the operation and maintenance of the new Portable Spectrometer and report generation to include a certificate for documentation of completion. Overall, the contractor shall provide specialized training to familiarize BEP personnel on the installation and operation of the system, parts, and to help ensure reliable performance and maximum service life, during normal usage.

C.5.5 Training personnel shall be qualified representative(s) and be proficient in the English language. Contractor shall provide training at the BEP Washington D.C. Facility for both days in such a way as to minimize downtime.

C.5.6 The training shall be provided by the contractor during the day shift between 7:00 a.m. to

3:30 p.m., excluding any federal holidays and weekends.

C.5.7 The installation and training day will be determined by the COR. The contractor shall provide all training materials to the COR prior to installation for review and approval by the BEP. The training shall encompass installation, operation, and a separate maintenance session. The training materials shall include a CD of all materials with adequate hard copies for each training attendee. All printed training aids shall be provided for the course, be in English language, and become the property of the Government.

C.6 PERIOD OF PERFORMANCE

The anticipated period of performance for this contract is for one twelve (12) months base period with four (12) months option period. The base period of this contract is for one Portable Spectrometer to be delivered and install no later than two (2) months upon award for the BEP Washington D.C. Facility. The vendor will be required to deliver, install, provide training, and be capable of providing preventative maintenance for up to four option periods for the System. Delivery, installation and training of the system shall be completed within 365 days of contract award.

C.7 PLACE OF PERFORMANCE

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Deliverables as required during the performance of this contract shall be delivered F.O.B.

destination. The equipment and supplies identified shall be delivered and installed to the following address through the life of the contract:

Bureau of Engraving and Printing Washington, DC Currency Facility 14th and C Streets, SW

Washington, DC 20228

C.8 BUREAU ACCEPTANCE TEST (BAT)

C.8.1 Responsibility for Inspection and Testing: The BEP reserves the right to perform any inspections and tests set forth for this equipment, to include inventory of parts list and supplies listed in contract.

C.8.2 Verification: Following installation, a demonstration of the systems, training shall be provided and performed by the contractor. Demonstration is expected to require one (1) day and shall be conducted as part of the training. BAT Requirements for the System acceptance testing will be scheduled on the day of delivery, at a time mutually agreed upon by both parties. The Contractor can be present during the Acceptance testing.

C.8.3 Validation: After installation, a validation of the System shall be performed by BEP to ensure features are as expected in production. Validation is expected to be performed on the day of installation. During the Validation phase the following will be performed:

Visual Inspection: The new Vision Inspection System shall be visually inspected by

BEP personnel at a minimum for possible damage as well as to ensure that all parts have been provided and properly installed.

Operation Inspection: The new Vision Inspection System shall at a minimum be inspected for operational soundness, doors operate smoothly, lights and interlocks fully functional.

Defects: If the above inspections find damage or defective workmanship or materials, issues with system operability or missing parts, the Contractor shall be responsible for replacing and/or correcting the damaged, defective part(s), and/or providing the missing parts and making adjustments at no cost to the Government.

C.8.4 Final Acceptance: The System shall be utilized by BEP for a minimum of the (3) days in production without any problems or issues being noted prior to final acceptance.

When the BEP Contracting Officer Representative (COR) has reviewed the System proposed has completed the Verification as stipulated above, the equipment will be deemed acceptable. Overall, acceptance for the new Portable Spectrometer will be considered complete when all the requirements described in the test plan have been completed and signed off by the COR, as having met the established acceptance criteria.

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The COR will provide the Contractor writing documentation stating BEP’s acceptance of the new Vision Inspection System.

C.9 CONTRACTOR RESPONSIBILITIES REQUIREMENTS

Under this requirement, the Contractor is responsible for but is not limited to the following:

C.9.1 General: Furnishing, delivering, installing and conducting the commissioning of a new

Portable Spectrometer.

C.9.2 Installation: Installation includes, at a minimum; making the necessary service connections (e.g. electrical and water), assembling, setting-up, conducting start-up and making adjustments as necessary to the equipment. In general, the Contractor shall ensure the new Portable Spectrometer is operational in accordance with the original equipment manufacturer (OEM) requirements (e.g. factory system start- up, run tests, etc.) so as to prepare for the performance of the acceptance test. The machine shall be installed in a room within the Bureau of Engraving and Printing’s Washington D.C.

Currency Facility.

C.9.3 Commissioning: The Contractor shall start the new Portable Spectrometer, operate it, make adjustments and verify that it is operating within the original equipment manufacturers’ (OEM) requirements. Once the equipment is operating properly and is stable, the Contractor shall commission the equipment. The Contractor shall operate the equipment and perform its own calibration testing to establish that the equipment is reliable and stable. The Contractor shall document the results of commissioning in a written report as outlined in Section C.9.12 below.

C.9.4 Deliverables: Provide the Deliverables specified in Section C. 9.12 below.

C.9.5 Regulations/Publications/Codes: Complying with and performing all services associated with this effort in accordance with any and all applicable Regulations / Publications / Codes. Regulations/Publications/Codes means any and all applicable Federal, State, City, Local and Organizational laws, regulations, codes, ordinances standards, and conditions (e.g. Department of Transportation (DOT), Environmental Protection Agency (EPA), and NFPA 70), public and occupational health, safety, and environmental, etc.), original equipment manufacturer specifications, requirements and standards as well as any and all BEP policies, procedures, guidelines and requirements that govern the performance of the services as prescribed by the contract. If the system contains a laser, it must meet the appropriate laser safety class requirements set forth in ANSI Z136.1 Safe Use of Lasers as stated above. The Contractor is solely responsible for ensuring it is complying with and performing in accordance with any such amendments, supplements to such Regulations/Publications/Codes as well as any and all superseding documents issued or enacted during the period of performance of the work.

The Government reserves the right to request copies of the company license(s) and other certification documentation that demonstrates their company and personnel have the

9 2031ZA17Q00019 Bureau of Engraving and Printing ability to perform the services at any time during performance. The Contractor shall provide the requested information within five (5) business days of the request.

C.9.6 Schedule and coordination: Scheduling and coordinate with the Contracting Officer’s

Technical Representative (COR) the specific dates and times for delivery and installation of the Portable Spectrometer. Altogether, it is critical that the COR is kept abreast of the on-going status of project and is notified of any concerns or issues that may arise and can result in delay.

C.9.7 Consumables List: Provide a list of consumables if applicable.

C.9.8 Insurance Certificate: This Deliverable is to be provided to the Contracting Officer

(“CO”) within thirty (30) business days after award.

C.9.9 Operation and Maintenance manuals: One set of manuals detailing Operation and Maintenance requirements are to be delivered to the COR by date of installation of the new Portable Spectrometer. These manuals should provide at a minimum a discussion and description of the operation and preventative maintenance tasks required to operate and maintain the new portable spectrometer and associated equipment.

C.9.10 Preventative Maintenance Schedule: Provide a recommended Preventative maintenance/Calibration Schedule and associated estimated costs.

C.9.11 Primary Personnel Point of Contact Information: The name of an individual along with their corresponding contact information (e.g. telephone number, fax number, address and cell number) who will perform as the Contractor’s primary point of contact in support of this effort, along with a back-up point of contact as well. This Deliverable is to be provided within five (5) business days after award and within five (5) business days after any changes.

C.9.12 Work Plan: A detailed work plan that describes, but is not limited to the following:

A. The anticipated date of delivery of the new Portable Spectrometer;

B. The approach and associated requirements for the installation of the new Portable Spectrometer, inclusive of at a minimum dates and times, tasks to be performed, the resources (e.g. labor, equipment, etc.); and

C. A description of the commissioning process to be performed, along with the resources involved. This deliverable is to be submitted to the COR for review and approval five (5) business days after award and one (1) business day after any revisions, a summary of all deliverables are:

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# Deliverable Due Date Deliverable Recipient

Deliverable Format

1 (C.9.7) Consumables List At time of installation

COR (2) Hardcopies and (1) Electronic

2 (C.9.8) Insurance Certificate

30 business days after award

COR (1) Hardcopy and (1) electronic

3 (C.9.9) Operation and Maintenance Manuals with troubleshooting

At time of installation

COR (3) hardcopy manuals & (1) searchable electronic copy

4 (C.9.10) Preventive Maintenance Schedule

At time of installation

COR (1) Hardcopies and (1) Electronic

5 (C.9.11) Primary Personnel Point of Contact Information

Within 5 business days after award

COR (2) Hardcopies and (1) electronic

6 (C.9.12) Work Plan Within 5 business days after award or 1 business

COR (1) Hardcopy and (1) Electronic

7 (C.10) Warranty information Within 15 business days after delivery

COR (1) Hardcopy and (1) electronic

C.10 WARRANTY

Warranties on the equipment (system) delivered and spare parts will be required. A one (1) year manufacturer’s warranty on the system(s) or any associated equipment and spare parts, shall be provided. Warranty period shall begin at the completion of equipment’s installation and final Government acceptance of the completed installation. Contractor shall provide a point of contact for any warranty issues or concerns. This warranty shall apply to all programming changes performed during the deliverable and installation of the System.

Warranty shall include labor and travel required to correct any latent defects that prevent BEP from being able to attain the capabilities described in Section C.4 above at each of the installation sites.

Information or documentation regarding the warranty of the new Portable Spectrometer shall be provided to the COR within fifteen (15) business days after delivery/installation.

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C.12 SAFETY

C.12.1 Contracted services must be performed in a manner consistent with the Bureau of Engraving and Printing (BEP) 75B Environmental, Health, and Safety Policy - BEP Document Control number75D-07-.0-04 EHS Contractor Requirements, Attachment A.

C.12.2 Contracted services must be performed in a manner consistent with the Bureau of

Engraving and Printing (BEP) Environmental, Health, and Safety (EHS) policy and applicable EHS laws, regulations and other applicable requirements, codes and standards.

The BEP contractually transfers responsibility to its contractors for compliance with applicable environmental, health, and safety laws and regulations, BEP policies, and for adherence to standards identified in contracts.

C.12.3 All contractors must comply with the requirements and procedures established through the BEP Environmental, Health, and Safety (EHS) office. The Contractor will be required to attend a safety orientation to review the emergency response requirement established by the BEP EHS office. Any chemicals that will be used must be EHS approved prior to the chemicals being brought on site. The COR will coordinate all BEP EHS requirements.

C.13 GOVERNMENT RESPONSIBILITIES

BEP will be responsible for the following:

C.12.1 Provide and or making the arrangements to move crated unit from loading dock to the ink laboratory.

C.12.2 Provide access to areas necessary for installation to be performed by the Contractor.

C.12.3 Service Connections: Provide normal service connections and 110v 3 phase receptacle.