Attachment A-Statement of Work _FINAL.pdf

Attachment A-Statement of Work (SOW) for

Parker Print Surf (PPS) Roughness Tester

SECTION I: Background

1.1 The Bureau of Engraving and Printing (BEP) located in Washington, DC is precuring a new Parker Print Surf (PPS) Roughness Tester. The PPS Roughness Tester Equipment is required to perform PPS Roughness testing for papers that are frequently handled such as currency, currency paper, non-distinctive banknote paper and miscellaneous materials. Additionally, The PPS Roughness tester uses the TAPPI T 555 Parker Print-surf method to measure the roughness of paper and paper board under conditions intended to simulate the nip pressures and backing substrates found in printing processes. The measuring principle determines the resistance to flow or air between the test surface and the metal band in contact with the test surface.

SECTION II: Purpose

2.1 Product, Service or Outcome Needed. The PPS Roughness Tester currently at BEP is over 8 (eight) years old. As a result, some of the parts are dated and no longer available for purchase.

Therefore, there is a need for a new PPS Roughness Tester.

2.2 Scope of Product, Service, or Outcome. The Contractor shall provide new equipment that meets or exceeds the technical requirements stated under Section III, Technical Requirements/Tasks/Outcomes.

SECTION III: Technical Requirements/Tasks/Outcomes

3.1 The PPS Roughness Tester shall meet the following requirements:

• Perform PPS Roughness Test

• Easy-To-Use Operator Interface

• Meets TAPPI Method T 555

• Can Perform Touch Screen Operation

• Measurement Range of Instrument should be between 0.6-6.0 micrometers

• Does Averaging and Statistics, and Data Export

• Digital Display

• PPS Roughness Tester Equipment shall include all required components, software, accessories, cables, measuring heads, etc. for functionality and operation. No personal computer or laptop required.

• Display SI units

• Commercially off the shelf

• Easy to operate and low maintenance

• Check accuracy and repeatability according to TAPPI Method T 555

• Shall include all accessories to perform TAPPI Method T 555 (for example:

verification/calibration standards, accessories storage case, etc.).

• ISO 17025 calibration certificate or nist traceable certificate of calibration for all calibrated components, accessories, and instrument.

• ISO 17025 calibration certificate or nist traceable certificate of calibration preferred.

Provide calibration equipment traceability, measurement uncertainties, data and tolerances.

• Provide Preventive maintenance, calibration, and repair services.

Display and Design:

• Touch screen

• Digital Display

• Compact, durable and sturdy construction

• Shall include all required components, software, accessories, cables, etc. for functionality and operation. No personal computer or laptop required.

• Equipment Display shall be in the English Language

3.2 Installation & Bureau Acceptance Test (BAT)

The contractor shall install and setup the equipment. Upon completion of setup/installation the Contracting Officer Representative (COR) shall perform a BAT. The BAT shall consist of the following:

• Contractor shall provide a certificate of calibration for the new unit within seventy-two (72) hours of installation.

• Calibration must be performed using traceable standards.

• Perform calibration verification of Equipment.

• Perform testing on up to 10 BEP-provided specimens.

• Demonstrate the operation of the equipment per TAPPI Method T 555 instructions.

• Applicable testing results expressed in both English and metric units (SI units)

• Raw data captured during the testing.

• Demonstrate the test results are digitally displayed.

• The results shall be evaluated by authorized BEP personnel to evaluate both functionality and accuracy of the equipment and must meet specification requirements if applicable.

3.3 Training

Following installation, a demonstration of the systems and onsite training for up to eight

(8) operators shall be provided and performed by the contractor. Note: If installation/setup requires more than 4 hours, the vendor shall schedule the operator training for the next day to ensure sufficient time to complete required activities. The training shall at minimum include instrument operation, test method setup and storage, specimen setup and testing, data retrieval, data import, reporting (standard and custom formats) if applicable, preventive maintenance, verification, and troubleshooting.

Contractor shall provide training at the BEP facilities in such a way as to minimize downtime. Training will be provided by the contractor to all designated BEP personnel.

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

to 4:00 p.m., excluding any federal holidays, weekends, and Year End Shutdown (Y.E.S) Period. BEP's Y.E.S period typically occurs December 25th through January 1st of each calendar year. The installation and training day will be determined by the Contracting Officer Representative (COR). The contractor shall provide all training materials and instrument manuals. The training materials can be provided four (4) weeks prior to scheduled training in electronic form (Microsoft Word, Portable Document Format, Microsoft Power Point, etc.) to the COR for distribution to training attendees. All training documents and aids shall be in English language and become the property of the Government. The BEP reserves the right to reproduce the training material and aids for internal training. Contractor shall inform the BEP COR four (4) weeks prior to installation to coordinate and schedule installation and training.

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 operation of the system, parts, and to help ensure reliable performance and maximum service life, during normal usage.

3.4 Computer Software and Hardware

• Software is to be sent via Universal Serial Bus (USB) flash drive or website link for download to the COR four (4) weeks prior to the scheduled instrument installation date.

The software will be installed by BEP Information Technology (IT) personnel onto a BEP provided computer once received and prior to scheduled installation. If BEP IT is unable to install the software after unsuccessful attempts, the vendor will need to perform the software install upon installation and setup of the instrument. BEP IT will be on standby if needed.

• Control the instrument, accessories, and components.

• Able to print data, parameters, test data and reports of analysis if applicable.

• Software allows for fully automated programs with prompts for operators.

• The contractor shall provide all software updates, tools, and equipment if an update is made available during the annual calibration and maintenance for verification/ calibration and normal system operation.

• Most recent version and equipment operating software that is compatible with Microsoft Windows 10, 64 bit computer operating system.

• Allow the data, including tables and graphs, to be exported in formats suitable for subsequent inclusion in Microsoft Office documents such as Microsoft Excel spreadsheets (file extensions .xls, .xlsx, .csv, .tsv).

• Capable of either RS232, USB, Ethernet connection, etc.

• Ability to connect to a printer, via either RS232, USB, etc., not Bluetooth.

3.5 New Instrument Warranty

The contractor shall provide a written warranty, minimum one (1) year, to include parts, labor and repairs, after completion of installation, testing, and full acceptance of the PPS Roughness Tester by COR. Labor and replacement parts for all mechanical and electrical machine and controller components shall be provided for on-site visit for problem resolution if the equipment experiences operational failure unresolved during telephone trouble shooting. The new instrument warranty shall begin after completion of installation, testing, and full acceptance by COR.

3.6 Preventative Maintenance (PM). The contractor shall perform PM at least once per year. PM support shall include updates to the applications and software installed on the BEP workstations or laptops. All service work shall be performed by the contractor and their certified factory-trained personnel. 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 SOW specifications. All replacement parts furnished by the contractor shall be manufacturer compatible components. The contractor shall contact designated government representative to establish the date and time to perform preventive maintenance. The contractor shall provide preventative maintenance inspections certification on the instrument to ensure the equipment’s are fully capable of performing operational tasks as originally designed. The preventive maintenance inspections certificate of calibration shall be provided within five (5) days of service.

3.7 Emergency Repairs: The contractor shall have the capability to provide unscheduled (demand on-site) repair service calls for the purchased instruments/equipment. Once notified by the government representative that a problem exists, the contractor shall provide on-site response time within three (3) working days and continue working until the problem is resolved.

3.8 Repair Warranty: Repair of covered items shall be performed on-site. If an item cannot be repaired on site, it will be removed from the system and shipped to the appropriate service center or delivered by the contractor at no additional cost to the government during the warranty period. The item removed must be restored to proper operating condition, returned to the government, and reinstalled by the contractor within no more than 30 business days, without prior government approval. If covered during the warranty period, there will be no additional cost to the government. If an item cannot be repaired, the contractor shall inform the designated government point of contact in advance of replacement. Removal of any IT components or non-volatile memory components shall be coordinated with the BEP Chief Information Officer (CIO) Directorate prior to removal from BEP facilities.

3.9 Repair Parts. All repair parts obtained by the Contractor shall have a standard manufacturer’s warranty at minimum.

3.10 Annual Calibration Certification. The contractor shall perform an annual system evaluation, calibration and certification for the equipment, and calibration standards, load cells, and accessories if required. Certificate of Calibration for instrument and/or components and accessories if applicable. ISO 17025 or equivalent certificate of calibration preferred.

Provide calibration traceability, measurement uncertainties, data and tolerances. The certificate of calibration shall be provided upon completion of service or sent to the COR within five (5) days of service. A calibration sticker(s) shall be placed on the instrument.

The calibration sticker shall indicate date of service, next due date, initials/signature, and provider. A certification report and certificate shall be provided for each system. Contractor shall utilize National Institute of Standard and Technology (NIST) -traceable (or equivalent) standards to calibrate and certify the equipment.

At minimum, the certificate of calibration shall include:

1. Title (i.e., Certificate of Calibration, Calibration Certificate)

2. Instrument component serial number(s)

3. Name and address of the laboratory

4. Location of where calibration service was performed.

5. Unique identification of the calibration certificate (e.g., the certificate number)

6. Name and address of the contractor

7. Identification of calibration method(s)

8. List of measuring equipment and/or standards used to perform calibration and traceability to NIST, ISO, ASTM or equivalent.

9. Identification of the items calibrated.

10. “As Found” and “As Left” results with tolerances.

11. Date of service and name/signature of technician

12. Identity of any parts that needed to be replaced or repaired.

13. Notes/suggestions to BEP

3.11 Maintenance/Service Call Visits. Upon completion of each visit (preventative maintenance visits, emergency repair service calls, and annual calibration certification) the contractor will provide a copy of the field service report and/or Repair Service Report to the COR within five (5) days. The service or repair shall be covered by the contractor's standard warranty for at least a period of thirty (30) days.

3.12 Technical Support. The contractor shall provide technical phone support between 8:00 am to 5:00 pm (EST), Monday through Friday. The contractor shall provide priority status for technical support inquiries and respond within two (2) hours. The contractor shall also provide software updates and notifications as they occur.

3.13 Deliverables:

SOW

Paragraph

Deliverable

Due Date

Recipient

Deliverable Format

3.2 Certificate of

calibration for the new units

Seventy-two (72) hours after completion of

BAT.

COR Paper document and electronic document

(PDF) in English language and includes metric Units (SI).

3.3 Training

materials and instrument manuals

Four (4) weeks prior to scheduled installation

COR MS Word, PDF, MS Power Point, etc.

3.4 Software Four (4) weeks

prior to scheduled installation

COR Universal Serial Bus (USB) flash drive or website link for download

3.4 Software

updates, tools, and equipment for verification/calib ration and normal system operation

If an update is available during the annual calibration and maintenance

COR

Software, tools, and equipment that meet commercial standards

3.5 New Instrument

Warranty

After completion of installation, testing, and full acceptance by

COR.

COR Paper document and electronic document

(PDF) in English language and includes metric Units (SI).

3.6 Preventative

maintenance inspections certification

Annually (The certificate of calibration shall be provided within five (5) days of service)

COR Paper document and electronic document

(PDF) in English language and includes metric Units (SI).

3.10 Certificate of

Calibration & calibration sticker

Annually (The certificate of calibration shall be provided within five (5) days of service)

COR Paper document and electronic document

(PDF) in English language and includes metric Units (SI).

3.11 Field Service

Report and/or Repair Service Report

Five (5) days after completion of visit

COR Paper document and electronic document

(PDF) in English language and includes metric Units (SI).

3.15 Delivery of PPS

Roughness Tester

6 (six) weeks after award

COR Physical instrument delivered to BEP.

3.14 Period of Performance: The Period of Performance (POP) consists of a base year and four

(4) option years.

The anticipated POP is as follows (The dates below are subject to change):

Base Year September 20, 2024 to September 19, 2025 Option Year 1 September 20, 2025, to September 19, 2026 Option Year 2 September 20, 2026, to September 19, 2027 Option Year 3 September 20, 2027, to September 19, 2028 Option Year 4 September 20, 2028, to September 19, 2029

3.15 Place of Performance/Delivery Period: Place of Performance is Bureau of Engraving and Printing, 301 14th St SW, Washington, DC 20228. The Contractor shall deliver all equipment Free On Board (F.O.B.) destination within six (6) weeks after the award.

3.16 Shipping/Delivery Information

The following DELIVERY information must be provided when scheduling delivery appointments: (1) Name of supplier/manufacturer; (2) Contract/Purchase Order #: (3) Total number of items (4) Total weight; and (5) Date and time of delivery. The item(s) shall be delivered to the following address:

Bureau of Engraving and Printing Attn: To Be Provided at Time of Award Annex Building – Loading Dock D Street, Between 13th & 14th Streets, S.W.

Washington, DC 20228

Receiving hours for deliveries are 8:00 a.m. to 2:15 p.m. (EST), Monday through Friday, excluding U.S. Government holidays and BEP year-end shutdown (which normally occurs between December 24 through January 1). The Contractor shall call the BEP appointment line at (202) 874-2333 at least twenty-four (24) hours in advance to schedule approximate delivery times. The appointment line is staffed from 6:30 am. to 2:15 pm. Monday through Friday. A voice mail message maybe left after normal working hours.

Every box/skid must have at least one shipping label applied to it. The label is to include, at minimum, the following information:

- Name of supplier/manufacturer

- Shipping Address (Point from which the merchandise was shipped)

- Contact person with phone number

- Contract/Purchase Order Number

- Customer Name, customer telephone number, and customer building & room number

*Note the following loading dock limitations for deliveries made to Washington D.C.: Over the road vehicles having an overall height exceeding 12’6” (3.8 meters) empty, or an overall length exceeding 42’ (12.8 meters) CANNOT be accommodated at our receiving platform.

To resolve any delivery issue, please contact Shipping & Receiving at (202) 874-1149 care of Material Handler/Leader.

SECTION IV: Applicable Documents:

4.0 See the following attachments: SOW Checklist for PPS Roughness Tester.

SECTION V: Government Furnished Resources and Information:

5.0 Not Applicable.

SECTION VI: General Information

6.0 Contracting Officer Representative (COR): The COR will be identified by separate letter issued by the Contracting Officer (CO). The COR monitors all technical aspects of the and assists in Contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract;

perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the Contract.

6.1 Travel: The contractor shall provide all travel, per diem, and labor related to the service and/or repair of the equipment’s.

6.2 Duty Hours: The contractor will be required to perform during normal working hours of the government, Monday-Friday, between 8:00 am and 5:00 pm (EST), excluding federal holidays and BEP’s Y.E.S period. Work will be performed on-site at the Bureau of Engraving and Printing.

Federal Government Holidays & BEP’s Year End Shut Down (Y.E.S) Period: Contractor is not required to perform services on holidays.

New Years Day 1st day of January

Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December

BEP's Y.E.S period typically occurs December 25th through January 1st of each calendar year.

6.3 BEP Access: The contractor shall be escorted by Government personnel at all times during all service calls. Access to BEP computer and network shall not be granted to personnel who have not been cleared for access by the BEP Office of Security and approved for computer network access. If computer access is required, the BEP escort shall contact the BEP Service desk to request support from the CIO Directorate.

6.4 Safety:

6.4.1 Contractor Compliance: Contractors shall comply with Occupational Safety and Health Act (OSHA) Public Law 91-596, OSHA Standard 29 CFR 1910, and OSHA Standard 29 CFR 1926 for the protection of their employees. To ensure the protection of BEP personnel, assets and interests, the contractor shall be solely responsible for compliance with all federal, state and local laws, codes, ordinances, regulations, the Occupational, Safety and Health Act (Public Law 91-596) and the resulting OSHA Standards 29 CFR 1910 and OSHA Standards 29 CFR 1926, all BEP Occupational Safety and Health Standards, and any applicable local guidance. The contractor shall establish and maintain a safety and health program detailed in a written Contractor’s Safety and Health Plan. T he contractor is responsible for the safety and health of all subcontractor employees.

6.4.2 Mishap Notification: The contractor shall telephonically notify the BEP Office of Quality Operations, DCF within four (4) hours of all mishaps or incidents to BEP property entrusted by this contract operation. No more than one instance of late mishap notification per calendar year is acceptable.

6.4.3 Mishap Investigation: If requested by the Government Procuring Contracting Officer (GPCO) or Administrative Contracting Officer (ACO), the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenances and training records until released by the investigating safety office. If the government investigates the mishap, the contractor and the subcontractors shall cooperate fully and assist the government personnel until the investigation is completed.

6.4.4 Contractor Safety Program: The contractor shall establish and maintain an acceptable safety program in accordance with their accepted Safety and Health Plan.

6.4.5 Green Procurement Program (GPP): The contractor shall comply with the Green Procurement Program in accordance with Federal (EO 13423). Green Procurement is the purchase of environmentally preferable products and services. These products are preferred because they conserve resources, create less pollution and waste, or eliminate health and safety risks. The GPP includes these mandatory components:

• Recycled content products, also known as Comprehensive Procurement Guideline (CPG) Items http://www.epa.gov/cpg/products.htm

• Energy Star® and energy-efficient products; energy efficient standby power devices http://www.eere.energy.gov/

• Bio-based products:

https://www.biopreferred.gov/BioPreferred/faces/pages/BiobasedProducts.xhtml

• Non-ozone depleting substances: https://www.epa.gov/snap http://www.epa.gov/cpg/products.htm http://www.eere.energy.gov/ http://www.eere.energy.gov/

2.2 Scope of Product, Service, or Outcome. The Contractor shall provide new equipment that meets or exceeds the technical requirements stated under Section III, Technical Requirements/Tasks/Outcomes.