Attachment_B_-_SOW_Smoothness_Tester.pdf

STATEMENT OF WORK

SMOOTHNESS AND POROSITY TESTER

C.1 BACKGROUND

The Bureau of Engraving and Printing (BEP) is a component of the U.S. Department of the

Treasury that designs, engraves, and prints U.S. banknote currency and other U.S. security products. Banknote currency manufacturing occurs at the BEP Eastern Currency Facility (ECF) in Washington, D.C. and the BEP Western Currency Facility (WCF) in Fort Worth, TX.

The BEP Office of Quality at the ECF has a requirement for a Smoothness and Porosity Tester

(SPT). The SPT is used to measure the flow rate of air leakage over a sample (ex. paper), which is an indirect measurement of the sample’s surface smoothness and roughness. The smoothness of the printing surface of paper significantly impacts the print quality. A related property is porosity, which is a measure of the resistance of air to flow through paper. The SPT shall comply with International Organization for Standardization (ISO) requirements and ensure print quality is not adversely impacted, as a result of outdated equipment. Under this requirement, the contractor shall design, fabricate, deliver, set-up, and test one SPT meeting or exceeding the specification as described on this Statement of Work (SOW).

C.2 SCOPE

The Contractor shall provide the BEP ECF with one SPT that is new and shall include at a minimum all sub-systems and major components listed in the technical requirements below.

Under this requirement, the contractor shall provide the delivery, installation, acceptance, associated deliverables, training and services of the requirement herein. No prototypes, refurbished, one-of-a-kind, or two-of-a-kind systems will be considered. The system must include the latest and current version of operating and data analysis software.

The contractor shall provide all labor, material, parts, equipment, tools, supplies, management, warranty and all other associated services (i.e. delivery, transportation, training and four 12-month option preventive maintenance services) necessary to deliver, install and maintain the equipment as specified herein. The contractor shall be responsible for the performance of all activities and materials to install and make the system ready for operation.

C.3 TECHNICAL REQUIREMENTS

C.3.1 Technical requirements for Smoothness Porosity Tester

The following represents the minimum capability, functionality, and performance characteristics of the Smoothness Porosity Tester (SPT). The SPT shall meet or exceed all of the following minimum functional specifications:

Power requirements: Standard 110-120 volts, 50/60 hertz.

Air requirements: smoothness – minimum of 30 psi inlet pressure of filtered, dry air with a volume of 9 Standard Liters Per Minute (SLPM).

Range: 0 - 400 Sheffield Unit (SU)

Resolution: 1 Sheffield Unit (SU)

The measurements taken through a pressure transducer rather than mercury and presented on a digital display.

Meets Technical Association for the Pulp and Paper Industry (TAPPI) T-538 for

Sheffield Smoothness Testing.

Meets (TAPPI) T-460 for Air Resistance of paper (Gurley Method).

Measures top and bottom roughness and porosity simultaneously.

Data Interfacing Capability: USB, RS-232 or Ethernet to enable data export to a PC in a standard data format for Laboratory Information Management System (LIMS) interfacing.

C.3.2 The contractor shall provide all software, tools and equipment for verification/calibration and normal system operation to the BEP.

C.3.3 The contractor quote shall include setup and installation for the Smoothness Tester.

C.3.4 Computer Hardware/Software – The solutions shall be able interface with a PC. For PC interfaces, the Smoothness Tester shall utilize USB, RS-232 or Ethernet to allow BEP provided workstations or laptops to interface with the units to collect data using vendor provided client/operator software. The vendor provided software shall allow the operator to collect and store machine generated data to either local or network storage locations in standard formats that are compatible to Microsoft Office 2010 or later, and support extract translate and load (ETL) operations into database repositories (ex. Laboratory

Information Management System) including but not limited to xls, xlsx, tsv, csv and the software shall allow the storage of data to Open Database Connectivity (ODBC) data sources configured on the workstation or laptop.

C.3.5 Warranty – The contractor shall provide a written warranty, minimum one (1) year, to include parts, labor and repairs. Labor and replacement parts for all mechanical and electrical machine and controller components shall be provided for an on-site visit, for problem resolution if the Smoothness Tester experiences operational failure.

C.3.6 The SPT must meet all Federal, State and local safety requirements. All services to be performed on-site within the BEP ECF shall be performed in a manner consistent with the BEP’s Office Environmental, Health and Safety (OEHS) policy and applicable EHS laws, regulations and other applicable requirements.

C.3.7 All parts should be new. The SPT must be provided meeting the specification above without replacement.

C.3.8 Contractor shall supply the system no later than 60 days upon award. If any item is deemed insufficient or damaged, the Contracting Officer Representative (COR) will notify the contractor. In the event, the system, does not work or is deemed damaged or found to be unacceptable; the contractor will replace the item at no cost to the

Government to the specification required here in.

C.4 TRAINING AND TRAINING REQUIREMENTS

Training shall be provided for the SPT after installation and successful completion of the Bureau

Acceptance Test (BAT) at the BEP ECF. Training shall cover the entire SPT system delivered, including all subsystems and support equipment. The one day training will occur on a day mutually agreed with the BEP Contracting Officer Representative (COR) after contract award.

Training shall last eight (8) hours and correspond to the start and stop times for operational shifts of the BEP. All training shall be scheduled on day shift from 6:30am until 2:30pm (EST)

Monday through Friday except holidays. Training shall be based upon the information included in the SPT operation and maintenance manuals and any other supplemental devices and information that the contractor and the BEP jointly deem necessary for satisfactory training.

Training session may have up to four (4) BEP personnel in attendance. Maintenance personnel shall receive training in both the electrical and mechanical maintenance of the equipment. The contractor shall provide all training materials and labor required for the installation and training.

Training shall include, at a minimum, installation, operation, instrument operation, maintenance and set up procedures for calibration software features. At a minimum:

C.4.1 Contractor shall schedule the installation of the system and testing of all features such that the installation, testing and training is performed on the same day, or in such a way as to minimize downtown.

C.4.2 Contractor shall inform the BEP COR one (1) week prior to installation to coordinate and schedule installation and training. The contractor shall provide all training materials to the COR prior to installation for review and approval by the BEP. 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.4.3 Training personnel shall be qualified representative(s) and be proficient in the English language. 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. Instructor must have successfully completed training in the craft, of which training will be provided, to a level sufficient to be classified at least at the Journeyman level, Master level preferred.

C.4.4 Training shall be sufficient to adequately prepare the operators to safely run the system by themselves while meeting the production requirements. Operator training shall include related safety, health, and environmental topics such as those outlined in this SOW.

C.4.5 Maintenance training shall also consist of electrical, mechanical, and Programmable

Logic Controller (PLC)/Drive control. Training shall be sufficient to adequately prepare maintenance personnel to support the equipment, including debugging problems or incidents, by themselves meeting the unscheduled corrective maintenance and preventative maintenance requirements.

C.5 MAINTENANCE SERVICE REQUIREMENTS

Contractor shall provide annual routine preventative maintenance and calibration of the equipment. During the preventative maintenance service, the contractor will calibrate all functions of the SPT. Contractor shall provide a point of contact for maintenance and recalibration support. During the preventive maintenance (PM) and calibration, the following shall be included:

C.5.1 Original equipment manufacturer (OEM) certified maintenance and repair technicians shall perform all remedial maintenance, service, and repairs.

C.5.2 The systems must be inspected, optimized, and performance verified by completing the

BEP Acceptance Test (BAT) that was completed during installation.

C.5.3 Additional on-site emergency and/or unscheduled service/repair visits including all necessary labor, equipment (e.g. test equipment and tools), replace equivalent system parts, OEM factory-certified replacement parts, to identify, interpret, and isolate suspected and confirmed malfunctions (repair and resolve such problems) with any part, component, thus returning the equipment to proper operating condition meeting the specification defined in Section C.3 above.

C.5.4 On-site support shall be supplied within three (3) business days/best effort onsite service response of service call and shall be accomplished during local business hours, 7:00 AM to 4:00 PM excluding federal holidays and weekends.

C.5.5 Unlimited telephone and email technical support relating to the system, during the

Contractor's business hours, Monday – Friday (excluding Federal holidays).

C.5.6 OEM-certified replacement parts and software identical or fully compatible (equal to) with original equipment. OEM-certified maintenance and repair technicians shall perform all remedial maintenance and calibration services and repairs.

C.5.7 Updates to the applications and software installed on the BEP workstations or laptops used for data collection and operational support; clean optics and parts, inspect for wear and damage.

C.5.7 Absolute adherence to and conformity with OEM specifications, manuals, bulletins etc.

in performing services and repairs. Service repair technicians shall perform service using the most up-to-date maintenance techniques, instrument operation and modifications, and latest state-of-the-art applications for service/repair being performed on equipment according to specifications as defined in Section C.3 above.

C.5.8 Systems software, firmware and hardware support and updates are needed for reliability improvements and corrections of any defects.

C.5.10 With the completing of service call or annual routine preventative maintenance and recalibration, the contractor shall provide the COR with a copy of a field service report/ticket identifying the following:

C.5.10.1 Equipment name, manufacturer model number, and serial number of the equipment being serviced/repaired.

C.5.10.2 The reason for the service call.

C.5.10.3 Detailed description of the work performed.

C.5.10.4 Test instruments or other equipment used to affect the repair or otherwise perform the service.

C.5.10.5 The name(s) and contact information of the technician who performed the routine preventative maintenance and recalibration or repair service.

C.5.10.6 For informational purposes, the on-site hours expended and parts/components replaced.

C.5.10.7 Scheduled Visits.

C.5.10.8 Any necessary routine preventative maintenance and recalibration or repair service will be scheduled by the COR with coordination by the Contractor.

C.5.10.9 Service personnel must be acceptable for entry into a secure U.S. Government facility.

C.5.10.8 Any necessary routine preventative maintenance and recalibration or repair service will be scheduled by the COR with coordination by the Contractor.

C.5.10.9 Service personnel must be acceptable for entry into a secure U.S. Government facility.

C.6 PERIOD OF PERFORMANCE

The anticipated period of performance for this contract is five (5) years, one twelve (12) month base period and four (4) twelve (12) month option period. The base period of this contract is for one (1) year, which includes delivery, training and a one-year warranty period. One (1) SPT shall be delivered and installed within 60-days after contract award.

Delivery will be made to the BEP Washington D.C. Facility. Training shall be completed on the same day as installation. The contractor will be required to provide preventative maintenance service for four twelve 12-month period following expiration of the one (1) year warranty.

C.7 PLACE OF PERFORMANCE

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 through the life of the contract to the following address:

Bureau of Engraving and Printing

Washington, DC Currency Facility th 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 the contract.

C.8.2 Verification: Demonstration is expected to require one (1) day and shall be conducted as part of the training.

C.8.3 Validation/BAT: The BEP will validate the SPT is in compliance with the requirements stated in Section C.3 above. All components must be fully operational. After installation and training, a BAT of the system shall be performed by the BEP to ensure features performs as expected in production and there are no unintended consequences of the system. The BAT shall be performed by the Contractor after installation to demonstrate compliance with the contract requirements for BEP Final Acceptance at the BEP ECF. Note: If the equipment does not successfully pass the BAT and must be retested, the

Contractor shall assume ALL costs of retesting including personnel lodging, travel, and materials.

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

C.9 WARRANTY

The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this SOW.

The Contractor shall also warrant all equipment, materials and workmanship delivered under any resulting contract to be free from defects, damage or failure. A period of one (1) year (12 calendar months) warranty will begin after completion of a successful performance test and full acceptance of the system by the COR. The contractors warranty shall include parts, labor, and associated transportation and shipping costs. This warranty will be at no additional cost to the government. When a malfunction occurs while covered under warranty, the contractor will provide a technician to troubleshoot the problem within 72 hours of notification.

Warranty shall include materials and labor for the repair or replacement of defective parts and service at the installation site after the BEP's final acceptance of the SPT.

During the warranty period, the contractor personnel shall correct or re-perform any defective or nonconforming services within 72 hours or less, and have spare parts, if required. If the contractor is required to correct or re-perform during the warranty period, it shall be at no cost to the Government and any services corrected or re-performed during the warranty period shall be subject to this clause to the same extent as work initially performed. If the contractor fails or refuses to correct or re-perform under the warranty period, the BEP Contracting Officer may, by contract or otherwise, correct or replace with similar services and charge to the contractor the cost occasioned to the contractor thereby, or make an equitable adjustment in the contractor price. The contractor shall provide all necessary information for the COR to make service contacts, i.e., names, physical addresses, email addresses and telephone numbers. Upon completion of a service call, the contractor shall furnish a report, in English, documenting the work performed and any recommendations, including preventative maintenance, to lessen the potential of a future occurrence.

C.10 DOCUMENTATION

The Contractor shall provide English-language documentation that describes the industry specification of the SPT and how to use software. The Contractor shall provide the BEP with accurate, complete, and up-to-date technical documentation. The documentation shall include operational manuals, maintenance manuals, technical support contact information, and component purchasing information.

C.11 SAFETY

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

C.12 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

All post-warranty preventative maintenance, telephone support, remote access support, and emergency repairs and remedial service shall be performed in accordance with the requirements herein and will be monitored by the COR in accordance with the following Quality Assurance

Surveillance Plan (QASP):

Required Services (Tasks) Performance

Standards

Acceptable

Quality

Levels (AQL)

Methods of

Surveillance

Submit a PM report of scheduled, completed, and outstanding tasks annually

100% of reports accurately depict current status

99%

100% Inspections

Against NIST

Standard

Emergency Repair Requests

Submit written report of the completed repairs

Report to the work location no later than

72 hours from receipt of repair request.

Provide the COR with a reports of all parts, labor and special equipment within 24 hours.

Repairs completed within 72 hours

100% of reports accurately depict current status and are submitted timely.

99% Observation

100% Inspections –

Against NIST

Standard

Annual Assessment | System

Refresh and Upgrade

Recommendation Report.

100% of reports accurately depict current status

Submitted no later than July 30th of each exercised Option

Year.

99% 100% Inspections –

Against NIST

Standard

C.13 ACCESS TO GOVERNMENT FACILITIES

The BEP is a secure facility and all instruction of the BEP Police must be obeyed. Weapons, cameras, and alcohol or illegal drugs are not allowed on site and are subject to seizure. During the life of the contract, access to the Government facility for the Contractor, its subcontractors, and suppliers shall be made available as required. During all operations on Government premises, personnel for whom the Contractor is responsible shall comply with the rules and regulations governing the conduct of personnel and the operation of the facility. The Government reserves the right to require the Contractor's employees to sign in and/or sign out of the

Government facility.

The BEP will not provide parking for the BEP Washington D.C. Facility.

C.14 ON-SITE WORK RESTRICTIONS

When performing services at the place of installation such work must be performed without:

C.14.1 Interfering with Government business;

C.14.2 Unduly restricting traffic;

C.14.3 Causing unsafe conditions for employees and visitors; and

C.14.4 Adversely affecting the operation of BEP Facility.

C.14.5 Non-compliance with security regulations.

Failure to adhere to this requirement can be considered grounds for termination.

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