Attachment_A_-_Statement_of_Work.pdf

ATTACHMENT A STATEMENT OF WORK (SOW)

SOW LLM Solicitation Number 2031ZA18Q00474 Page 1 | of 10

PLATE MARKING LASER SYSTEM

1.0 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 BEP’s Washington, DC Currency Facility (DCF) and the Western Currency Facility (WCF) located in Fort Worth, TX. BEP’s primary customer is the Federal Reserve Board (FRB).

BEP Office of Engraving, Division of Plate Manufacturing has a need to purchase a new laser marking machine for use in the platemaking division at the DCF for serial numbering of security printing items. These security items are used throughout the BEP to produce currency, passports, and specialty pieces such as presidential decrees. This requirement also contains an option for BEP to purchase an additional laser marking machine for its WCF facility, subject to the specifications contained in this document.

2.0 OBJECTIVE

To acquire one (1) new machine and an option for an additional machine that is suitable for permanently labeling pertinent information on nickel currency plates for the purpose of traceability and inventory accountability. This machine(s) will replace the current method of labeling used which is a hammer and a set of numbering die stamps. The addition of this machine(s) will eliminate errors in the numbering process attributed to misreading the traveler information, using the incorrect number and the deformation of the item due to the force required to set the die stamp into the nickel.

3.0 SCOPE

The Contractor shall provide all labor, travel, parts, materials, transportation, equipment, tools, training, supplies, management, supervision, warranty and all other items and services necessary to supply, deliver and install the new machine(s) and perform training as described herein. The contractor shall be responsible for the performance of all activities and materials to install and make the system(s) ready for operation. The contractor shall provide startup assistance, training, calibration procedure, integration and warranty for this requirement herein. Optional calibration and maintenance operating assistance service will also be required.

4.0 NEW LASER MARKING MACHINE (LMM) MINIMUM REQUIREMENTS

The following represent the minimum requirements for the new Laser Marking Machine(s) (LMM). The Laser Marking Machine(s) shall meet or exceed all of the following minimum functions and specifications:

4.1 The Laser Marking Machine shall require standard electrical service connection (110v

AC).

4.2 Software shall be capable of developing marking windows that will have data automatically uploaded by scanning BEP work travelers using portable reader for data matrix, 2D code and QR-code. This data shall contain all elements required by the BEP for inventory and traceability control.

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4.3 The laser must be capable of burning into nickel plates and producing a mark visible to the naked eye and also capable of being read by our current hand held scanners (Motorola Model DS6707).

4.4 Software shall have preview and management functionality of the mark.

4.5 Protective housing to enclose the laser or laser system shall be provided with an interlock system and warning labels for a class 3B or 4 laser. This is in accordance with the American National Standards Institute, ANSI Z136.1 Safe Use of Lasers, which can be found at https://www.ansi.org/search_results?menuid=search_results&cx=01641113435697030119 6:ufdyk3moz48&cof=FORID:11&q=Z136.1&sa=Search

4.6 Software connectivity via Ethernet or Universal Serial Bus (USB) connections is required.

Control of the mark output perimeters shall be achieved through the software (mark speed, output power, laser frequency etc.). Laser output shall be in True Type Font. Software shall also have the ability to import Graphics Interchange Format (GIF) and Joint Photographic Experts Group (JPEG) files.

4.7 The Laser shall have no need for Z axis travel. Marking field size is acceptable up to 110mm x 110mm that is on a nickel plates. Majority of Marking shall occur within a 100mm x 50mm window. The machine shall be no larger than 24” x 24” x 24” and will be marking plates as shown in the Drawing provided at Appendix A-1 (Attachment B).

4.8 The LMM shall meet all Federal, State and local safety requirements. All services to be performed on-site within the BEP 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, see Section 11.0 below.

4.9 All parts shall be new. The LMM shall be provided meeting the specification above without replacement.

4.10 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 within three weeks.

5.0 TRAINING AND TRAINER REQUIREMENTS:

Training shall be provided for the LMM after installation and successful completion of the Bureau Acceptance Test (BAT) at the BEP DCF and WCF. Training shall cover the entire LMM 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 be at least eight (8) hours and correspond to the start and stop times for operational shifts of the BEP. All training shall be scheduled during the day shift from 8:00am until 4:00pm (EST and CST) Monday through Friday except holidays. Training shall be based upon the information included in the LMM operation and maintenance manuals and any https://www.ansi.org/search_results?menuid=search_results&cx=016411134356970301196:ufdyk3moz48&cof=FORID:11&q=Z136.1&sa=Search https://www.ansi.org/search_results?menuid=search_results&cx=016411134356970301196:ufdyk3moz48&cof=FORID:11&q=Z136.1&sa=Search

SOW LLM Solicitation Number 2031ZA18Q00474 Page 3 | of 10 other supplemental devices and information that the contractor and the BEP jointly deem necessary for satisfactory training. Training session may have up to 21 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:

5.1 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.

5.2 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.

5.3 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.

5.4 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 Statement of Work (SOW).

5.5 Maintenance training shall also consists of electrical, mechanical, and programmable logic controller (PLC)/drive controls. 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.

6.0 PERIOD OF PERFORMANCE

The delivery, installation and training for the LMM shall be made to the BEP Washington, D.C. Facility no later than 60 days upon award. Training shall be completed on the same day as installation or on day mutually agreed with the COR. The contractor will be required to provide a one (1) year warranty following BEP Bureau Acceptance Test (BAT) of the LMM.

If exercised, the option for the delivery, installation and training of the additional LMM shall be made to the BEP Ft. Worth Facility no later than 120 days upon award. Training shall be completed on the same day as installation or on day mutually agreed with the

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COR. The contractor will be required to provide a one (1) year warranty following BEP Bureau Acceptance Test (BAT) of the LMM.

Schedule and coordination: Contractor shall schedule and coordinate with the Contracting Officer’s Technical Representative (COR) the specific dates and times for delivery and installation of the Laser Marking Machine. 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.

7.0 PLACE OF PERFORMANCE

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

destination. The equipment, supplies and services as required herein 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

Bureau of Engraving and Printing Western Currency Facility 9000 Blue Mound Road Fort Worth, Texas 76131

8.0 BUREAU ACCEPTANCE TEST (BAT)

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 to validate the LMM meet or exceed the minimum the technical requirement as required herein.

8.2 Installation: The Contractor is responsible for but is not limited to the following:

8.2.1 General: Furnishing, delivering, installing and conducting the commissioning of a new Laser Marking Machine.

8.2.2 Installation: Installation includes, but is not limited to; 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 Laser Marking Machine 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 room D200M within the Bureau of Engraving and Printing’s Eastern Currency Facility.

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8.3 Verification: Demonstration/Commissioning is expected to require one (1) day and shall be conducted as part of the training. The Contractor shall start the new Laser Marking Machine, 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 startup, operation and shut down during commissioning in a written report at the end of the commissioning.

8.4 Bureau Acceptance Test (BAT):

8.4.1 Acceptance Testing: Acceptance testing will be scheduled as soon as possible after the completion of commissioning of the new LMM, at a time mutually agreed upon by both parties. BEP will develop a test plan outlining the specific criteria for each method of inspection (i.e. Visual and Operation) below. The Contractor can be present during the Acceptance testing.

8.4.2 Test Plan: The test plan shall encompass performing a scan of a BEP generated work traveler’s bar code and outputting the data onto the approved material in a location visible by personnel whom are responsible for the item and readable by BEP provided laser scanners. The image shall be in two formats: True Type font alphanumeric lettering and either 2D or QR-reader barcode.

8.4.3 Visual Inspection: The new Laser Marking Machine 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.

8.4.4 Operation Inspection: The new Laser Marking Machine shall at a minimum be inspected for operational soundness, doors operate smoothly, and interlocks are functional meeting or exceeding the specification herein, Section 4.0.

8.4.5 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.

8.4.6 Acceptance: Acceptance for the new Laser Marking Machine 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. The COR will provide the Contractor, writing a document stating BEP’s acceptance of the new Laser Machine.

8.4.7 Validation/BAT: The BEP will validate the LMM is in compliance with the requirements stated in Section 4.0 above. 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

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DCF. 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.

8.4.8 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.

9.0 WARRANTY

Contractor shall provide information or documentation regarding the warranty of the new Laser Marking Machine(s). This deliverable shall be provided to the COR within fifteen

(15) business days after delivery. 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 LMM.

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.

10.0 DOCUMENTATION/DELIVERABLES

The Contractor shall provide English-language documentation that describes the industry specification of the LMM and how to use its software and hardware. The Contractor shall provide the BEP with accurate, complete, and up-to-date technical documentation.

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The documentation shall include operational manuals, maintenance manuals, technical support contact information, and component purchasing information.

Deliverables: The contractor shall provide the following:

10.1.1 Consumables List: Provide a list of estimated yearly consumables required of the

Laser Marking Machine based on operating 16 hours (or 2 shifts) a day, 5 days a week.

10.1.2 Insurance Certificate: A certificate of insurance reflecting the amounts specified in Section 10.1.3 below. This Deliverable is to be provided to the Contracting Officer (“CO”) within thirty (30) business days after award.

10.1.3 Certificate to record and document that employees have been trained in the safe operation of the unit

10.1.4 Operation and Maintenance manuals: One (1) copy of manuals detailing

Operation and Maintenance requirements are to be delivered to the COR by date of installation of the new Laser Engraving Machine. 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 Laser Marking Machine and associated equipment.

10.1.5 If machine is going to require pneumatic connections the BEP COR needs to be notified 60 days in advance of delivery to prepare necessary piping connections to be installed.

10.1.6 Annual Preventative Maintenance Schedule and Service: The Contractor shall provide recommended Preventative Maintenance Schedule. During the preventative maintenance, the machine shall be calibrate to the manufacturer’s specified levels. All preventative maintenance shall be documented and a copy shall be provided to the COR within 5 calendar days of the inspection.

10.1.7 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.

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

a. The anticipated date of delivery of the new Laser Marking Machine;

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b. The approach and associated requirements for the installation of the new Laser Marking Machine, 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 fifteen (15) business days after award and one (1) business days after any revisions.

11.0 SAFETY

General Safety Requirement: 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 during the life of the contract. Contracted services must be performed in a manner consistent with the Bureau of Engraving and Printing (BEO) 75B Environmental, Health, and Safety Policy - BEP Document Control number 75D-07-0-04 EHS Contractor Requirements, Attachment D and 75D-07.0-06 EHS Large Equipment, Attachment E.

Regulations/Publications/Codes: The Contractor shall comply with and perform 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. 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 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.

12.0 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

All post-warranty, telephone support, remote access support, and emergency repairs and remedial service shall be performed in accordance with the requirements and will be monitored by the COR in accordance with the following Quality Assurance Surveillance Plan (QASP):

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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 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 l d i

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 August /annually upon exercise of any option.

99% 100% Inspections – Against NIST Standard

13.0 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. Limited parking is available at the BEP Western Currency Facility.

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14.0 GOVERNMENT RESPONSIBILITIES:

BEP will be responsible for the following:

Access: The Government will provide access to areas necessary for installation to be performed by the Contractor.

Service Connections: The BEP will provide normal service connections.

a. Main power source (110v AC)

b. Pneumatic connection to house air (If required).

15.0 ON-SITE WORK RESTRICTIONS

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

a. Interfering with Government business;

b. Unduly restricting traffic;

c. Causing unsafe conditions for employees and visitors; and

d. Adversely affecting the operation of BEP Facility;

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

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