Attachment_A_SOW_-__EDM.pdf

08/04/14 Attachment A

Statement of Need

EDM LASER ENGRAVING MACHINE

1.0 Background: The Bureau of Engraving & 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 Eastern Currency Facility (ECF) located in Washington, DC and WCF located in Fort Worth, TX. BEP’s primary customer is the Federal Reserve Board (FRB).

BEP ECF’s, Office of Engraving, Division of Plate Manufacturing has a need to purchase a New Laser Engraving Machine for use in the production of surface pieces.

These surface pieces are used on the Cope and LEPE machines, in the production of United States Currency.

2.0 Objective: To acquire a new Laser Engraving machine that is suitable for the production of surface pieces along with training for a designated number of personnel.

3.0 Scope: The Contractor provide all labor, travel, parts, materials, transportation, equipment, tools, training, supplies, management and supervision and all other items and services necessary to supply, deliver and install new Laser Engraving Machine and performing training as described herein.

4.0 New Laser Engraving Machine Minimum Requirements: The following represent the minimum requirements for the new Laser Engraving Machine;

4.1 The Laser Engraving Machine shall require standard electrical service connection(220v or 440v 3 phase AC).

4.2 The laser must have a fume/particulate extraction system to exhaust to immediate surroundings that has mechanical filter elements that minimizes hazardous waste generation.

4.3 Due to facility heat load considerations the laser shall not be a YAG or CO2 laser but rather be a efficient type laser such as a Fiber laser.

4.4 The laser must be capable of burning to a minimum depth of 0.1” in graphite and a minimum of 0.0035” up to 0.015” deep in hardened tool steel Rc 58 – 60.

4.5 The Laser shall be fully self-contained in a laser safety class 1enclosure to meet

ANSI Z136.1.

4.6 The Laser shall have a scan head mounted to the laser head.

4.7 The Laser shall have Z axis servo controlled with minimum 300 mm travel.

4.8 Marking field size acceptable up to 120mm x 120mm and a stage (X/Y) working area of 350mm x 350mm. Majority of Marking will occur within a 16mm x 16 mm window.

4.9 (X/Y) Stage shall be capable of +/- 5 µm repeatability.

4.10 The Laser shall have a machine stage capacity of 45Kg.

4.11 The Laser shall have a machine vision system with a camera looking through the same mirrors that steer the laser beam.

4.12 The Laser shall have a camera system that automatically detects work piece orientation and aligns Marking to datum to within 0.0015”.

4.13 The laser software shall have the ability to read ASCII as well as binary Sterolithography (STL) files.

4.14 The laser shall be capable of 3D Marking with an imported STL file where STL files are created from any CAD software.

4.15 The Laser shall have a “smoothing” feature to minimize surface finish at bottom of marking field when performing 3D marking.

4.16 The laser must be able to replicate existing programs by scaling factors if need be thus meeting the acceptance criteria as stipulated in 6.1.1

4.17 The Contractor shall provide smallest Spot size in (µm) laser is capable of when marking in a 16mm x 16mm field as stated in Section 4.8.

4.18 The Contractor shall provide the beam quality in (M2).

5.0 Marking Requirements: In addition to the minimum requirements; Offerers will be provided with two digital files(one seal image, one signature image) and one flat D2 Steel blank, one flat piece of Graphite and one flat piece of brass with crosshair datums already marked in the pieces(refer to Attachments A & B). It is requested that the seal image be burnt into the steel to a depth of 0.0035” and graphite to a depth of 0.013” and the signature file be burnt into the brass piece to a depth of 0.004” and these three (3) samples will be evaluated with respect to the Minimum Requirement 4.12.

5.1 Offerers can use as much surface area as needed on the sample pieces but only the images associated with the crosshair will be evaluated.

5.2 Offerers will up until the date the solicitation closes to return the samples to the BEP for evaluation.

5.3 The returned samples will be evaluated under (7x’s)magnification with a loupe subjectively and up to (150x’s magnification) with the OGP SmartScope for the following factors:

a) Draft angle of marking, perpendicular walls or as close to perpendicular will rate the highest.

b) Clean sharp square edges. Residual slag or burrs will result in lower ratings. This will be evaluated subjectively by eye but also by taking a profile scan with the BEP’s OGP SmartScope.

c) The amount of time needed to complete the image in each substrate will also be evaluated and the least amount will rate the highest.

d) From the minimum requirements in Section 4.17, the smallest Spot size used will rate the highest.

e) Other capabilities or features will be evaluated such as micro engraving, barcoding, holographic surface treatments or special bottom treatments. The Offeror can provide a sample in any substrate of their choice. Highest ratings will be given to features or capabilities that could help the BEP in advancing technologies such as meaningful access.

6.0 Contractor Responsibilities: The Contractor is responsible for but is not limited to the following:

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

a) 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 Engraving 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 D100M within the Bureau of Engraving and Printing’s Eastern Currency Facility.

b) Commissioning: The Contractor shall start the new Laser Engraving 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 it’s 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.

6.2 Deliverables: Providing the Deliverables specified in Section 8.0 below.

6.3 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. 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.

6.4 Schedule and coordination: Scheduling and coordinate with the Contracting Officer’s Technical Representative (COTR) the specific dates and times for delivery and installation of the Laser Engraving Machine. Altogether, it is critical that the COTR 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.

6.5 Training: Performing training for four (4) BEP designated individuals in regards to the operation of the new Laser Engraving Machine. Train (2) Maintenance Tech’s BEP’s (Electro-Machinsts) in maintenance of new laser.

7.0 Inspection and Acceptance:

7.1 Acceptance Testing: Acceptance testing will be scheduled as soon as possible after the completion of commissioning of the new Laser Engraving Machine, 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.

a) Test Plan: The test plan shall encompass the completion of executing the BEP’s current production programs for surface piece manufacture. Digital conversion and scaling may be required and will be acceptable if the conversion maintains the integrity of the image, measures within 0.0002” of any datum chosen compared to an existing currently used laser, must equal or have less draft (wall taper) of pieces burnt with existing laser. Surface piece programs to be compared shall include a District Bank image, Universal image, Treasury image, numerals (all twelve (12)).

7.2 Visual Inspection: The new Laser Engraving 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.

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

7.4 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.

7.5 Acceptance: Acceptance for the new Laser Engraving Machine will be considered complete when all the requirements described in the test plan have been completed and signed off by the COTR, as having met the established acceptance criteria. The COTR will provide the Contractor, writing a document stating BEP’s acceptance of the new Laser Engraving Machine.

8.0 Deliverables: The Contractor will provide the following:

8.1 Consumables List: Provide a list of estimated yearly consumables required of the Laser Engraving Machine based on operating 16 hours (or 2 shifts) a day, 5 days a week.

8.2 Insurance Certificate: A certificate of insurance reflecting the amounts specified in Section 8.6 below. This Deliverable is to be provided to the Contracting Officer (“CO”) within thirty (30) business days after award.

8.3 Operation and Maintenance manuals: Two (2) copies of manuals detailing Operation and Maintenance requirements are to be delivered to the COTR 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 Engraving Machine and associated equipment.

8.4 Preventative Maintenance Schedule and Service: The Contractor shall provide a recommended Preventative Maintenance Schedule with associated estimated costs and provide responses to following:

a) Is phone tech and service available 24 hours a day, 7 days a week?

b) Will spare parts be available locally, nationally or overseas?

c) Provide a list of Spare parts the BEP should maintain an inventory of.

d) State average downtime of maintenance calls received.

e) The BEP will not provide direct line internet connection to the machine, how will that adversely affect maintenance service.

8.5 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.

8.6 Warranty Information: Information or documentation regarding the warranty of the new Laser Engraving Machine. This deliverable shall be provided to the COTR within fifteen (15) business days after delivery.

8.7 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 Engraving Machine;

b) The approach and associated requirements for the installation of the new Laser Engraving 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 COTR for review and approval fifteen (15) business days after award and one (1) business days after any revisions.

9.0 Government Responsibilities: BEP will be responsible for the following:

9.1 Crane Rigging: Providing and or making the arrangements for rigging of the new Laser Engraving Machine into place of installation.

9.2 Access: Providing access to areas necessary for installation to be performed by the Contractor.

9.3 Service Connections: Providing normal service connections.

a) Main power source disconnect switch (220v 3 phase)

b) Pneumatic connection to house air.

10.0 Terms and Conditions:

10.1 Place of Installation: The new Laser Engraving Machine shall be installed in the newly renovated D100M space in the BEP’s Eastern Facility.

10.2 Place of Delivery: The actual place delivery will be as stated in 9.2.1.

10.2.1 BEP’s Washington DC, facility: If the Laser Engraving Machine is available for delivery, then delivery shall made to the following address:

Bureau of Engraving and Printing Attn: To-be-completed upon award D Street, Between 13th & 14th Sts, S.W.

Washington, DC 20228

10.2.2 BEP’s Landover Maryland Warehouse: If there are unforeseen circumstances preventing delivery to the address listed in Section 9.2.1 then delivery shall made to the following address:

Bureau of Engraving and Printing Attn: To-be-completed upon award

3201 Pennsy Dr Landover, Maryland 20785

10.3 Delivery Instructions:

10.3.1 BEP’s ECF: Receiving hours for BEP’s ECF deliveries is 8:00 a.m. to 2:15 p.m., local time, Monday through Friday, excluding U.S. Government holidays and BEP year-end shutdown (which normally occurs between December 24 and 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 8:30 am. to 2:30 pm. Monday through Friday. A voice mail message maybe left after normal working hours. The following information should be provided:

- Name of supplier/manufacturer

- Contact Person with phone number

- Contract/Purchase Order Number

- Total number of cartons or pallets

- Total weight

- Date and Time of Delivery

10.3.2 BEP’s Landover, Maryland Warehouse: Receiving hours for BEP’s Landover, Maryland deliveries is 8:00 am to 2:00 pm Eastern Time, Monday through Friday, excluding federal government holidays. The Contractor shall call the BEP appointment line at 202-874-0874 at least twenty-four (24) hours in advance to schedule approximate delivery times. A voice mail message maybe left after normal working hours. The following information should be provided:

- Name of supplier/manufacturer

- Contact Person with phone number

- Contract/Purchase Order Number

- Total number of cartons or pallets

- Total weight

- Date and Time of Delivery

10.4 Contracting Officer's Technical Representative (COTR) - Designation and Authority (DTAR 1052.201-70)(AUG 2011):

10.4.1The COTR is (to be designated by the Contracting Officer at award) and be reached at:

Bureau of Engraving and Printing D Street, Between 13th & 14th Sts, S.W.

Washington, DC 20228 Telephone: [to be inserted at time of award] E-Mail: [to be inserted at time of award]

10.4.2 Performance of work under this contract is subject to the technical direction of the COTR identified above, or a representative designated in writing. The term “technical direction” includes, without limitation, direction to the contractor that directs or redirects the labor effort, shifts the work between work areas or locations, and/or fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

10.4.3 Technical direction must be within the scope of the contract specification(s)/work statement. The COTR does not have authority to issue technical direction that:

(1) Constitutes a change of assignment or additional work outside the contract specification(s)/work statement;

(2) Constitutes a change as defined in the clause entitled “Changes”;

(3) In any manner causes an increase or decrease in the contract price, or the time required for contract performance;

(4) Changes any of the terms, conditions, or specification(s)/work statement of the contract;

(5) Interferes with the contractor's right to perform under the terms and conditions of the contract; or

(6) Directs, supervises or otherwise controls the actions of the contractor's employees.

10.4.4 Technical direction may be oral or in writing. The COTR must confirm oral direction in writing within five workdays, with a copy to the Contracting Officer.

10.4.5 The Contractor shall proceed promptly with performance resulting from the technical direction issued by the COTR. If, in the opinion of the contractor, any direction of the COTR or the designated representative falls within the limitations of 8.5.3 above, the contractor shall immediately notify the Contracting Officer no later than the beginning of the next Government work day.

10.4.6 Failure of the Contractor and the Contracting Officer to agree that technical direction is within the scope of the contract shall be subject to the terms of the clause entitled “Disputes.”

10.5 On-site Work Restrictions: When performing services at the place of installation such work must be performed without:

i. Interfering with Government business;

ii. Unduly restricting traffic;

iii. Causing unsafe conditions for employees and visitors; and

iv. Adversely affecting the operation of BEP Facility.

v. Non-compliance with security regulations.

Failure to adhere to this requirement can be considered grounds for termination. In addition, if the CO determines that the Contractor is performing work in violation of any of the above, the Contractor shall be required to perform the work at such time and under such conditions as are in the best interest of BEP at no additional cost to the Government. The directions of the CO under these circumstances shall be binding and shall be executed by the Contractor at no additional cost to the Government.

10.6 Dates, Times and Hours: BEP anticipates that the work performed at the place of performance can be performed Monday through Friday during the following Hours of Operation; 7:30AM to 4:00 PM local time. However, the exact dates and times are to be appropriately scheduled and coordinated with the COTR prior to the execution of work on-site. If work, needs to occur during weekends and or Federal Holidays the Contractor is responsible for notifying the COTR and scheduling and coordinating the work. A current listing of Federal Holidays can be located via the following website;

https://www.opm.gov/fedhol/. BEP normally shuts down production during the week between December 25th and January 1st. If applicable, the COTR will notify the Contractor concerning the specific dates Year-End Shutdown.

10.7 Personnel Qualifications: Contractor personnel shall be competent, dependable, knowledgeable, trained, inclusive of any necessary or applicable certification and/or license and experience, thereby qualifying them to perform their specific duties in supporting this effort.

10.8 Security: While on-site at BEP’s ECF Contractor personnel will be given a visitors security badge and escorted by Government authorized personnel. Visitor security badges shall be worn above the waist, clearly visible, with picture or front side front forward at all times. Visitor security badges are to be returned upon leaving the site.

10.9 Parking: The Government will not be responsible for providing on-site parking at BEP’s ECF for Contractor personnel performing under this effort.