Performance Work Statement - X-9 Equipment.pdf

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PERFORMANCE WORK STATEMENT (PWS)

Maintenance and Repair for Inspection Equipment

PART 1

GENERAL INFORMATION

1. GENERAL: This is a non-personnel services contract to provide spare parts and maintenance and repair for Banknote Processing X-9 inspection system. The Government shall not exercise any supervision or control over the contract service providers performing the services herein.

Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and nonpersonal services necessary to perform a total care service plan to support operation of :

1.1.1 Two (1 in Washington DC; 1 in Fort (Ft) Worth, TX) Giesecke & Devrient (G&D)

X-9 inspection system at the Bureau of Engraving (BEP)s two (2) facilities. The service plan will include preventative maintenance, remedial maintenance, replacement parts, software support, telephone support and on-call maintenance as well as travel, delivery, time, labor, equipment (e.g. test equipment and tools) that are necessary to support the service plan. This will allow the BEP to meet our customer’s needs by testing printed currency in the same manner as the Federal Reserve Bank

(FRB).

1.2 Background: The mission of the BEP is to manufacture Federal Reserve Notes and other security products for the United States. These products are designed with advanced counterfeit deterrence features to ensure product integrity and manufactured to specifications and in quantities as ordered by its customers, primarily the FRB. These products are designed with advanced counterfeit deterrence features to ensure product integrity and manufactured to specifications and in quantities as ordered by its customers, primarily the FRB. Current inspection systems allow for defect detection on 32-Subject and 50-Subject Sheets of currency. If any notes on a sheet are determined to have a defect, the entire sheet is defective. The X-9 inspection system equipment allows the BEP to process individual notes and reclaim “good” notes for distribution to the FRB. This allows for a more cost-efficient program.

1.3 Objectives: General performance objectives shall include but are not limited to:

1.3.1 Work shall be done in accordance with the PWS, specifications and be compliant with referenced codes.

1.3.2 The contractor shall provide quarterly preventative maintenance, remedial maintenance, replacement parts, software support, telephone support and on-call maintenance as well as travel, delivery, time, labor, equipment (e.g. test equipment

2 | P a g e and tools) that are necessary to support the service plan for the BPS equipment and associated G&D sensor systems. All maintenance/repair activities will be tracked with details to include date of service, item description, serial number tracking, estimated repair hours, actual repair time, percentage of completion, and additional information deemed necessary by both parties.

1.3.3 The Government will have the prime responsibility for identifying X-9 inspection system equipment failures and sensor systems requiring preventative and remedial maintenance while in government possession.

1.3.4 The Contractor shall have the prime responsibility for determining equipment failures at the Contractor's facility. The Contractor shall conduct analysis to identify the failed components and repair the failed components on an as needed basis. Upon induction for each repair item, the contractor shall provide estimates for completion date, number of repair hours, a description of the proposed maintenance repair cost as well and description of failure with proposed solution. In the event a repair becomes a mission critical asset, the contractor will consider that item to be the highest priority repair item and will provide the proper manpower to repair the item as quickly as possible to include dispatching technicians to visit the BEP location when necessary.

1.3.5 The contractor is the Original Equipment Manufacturer (OEM). Failed units are generally sent back to the contractor’s facility for repair. Upon receipt of failed sensor(s) from the Government, the Contractor shall repair the failed units.

1.3.6 In cases where the Contractor cannot repair the failed units in the Contractor's facility, the Contractor shall notify the Government that the unit is irreparable and of no use. It shall be disposed of only after written authorization by the Government.

1.3.7 The Contractor shall be responsible for the preservation, packaging, and marking of all BEP assets to the designated BEP facility as specified in the contract. Adequate protection is required against physical damage during the shipping and handling process from the repair facility to BEP’s Washington, DC or Ft. Worth, TX facility.

1.3.8 The Contractor shall be responsible for shipping the sensors via United Postal

Service in hard carrying cases with seals. The shipping must be coordinated with the appropriate BEP Shipping and Receiving department.

1.4 Scope: The contractor shall provide quarterly preventative maintenance; remedial maintenance; replacement parts; software support; telephone support and on-call maintenance as well as travel; delivery; time; labor; and equipment (e.g. test equipment and tools) that are necessary to support the service plan for the X9 and all associated G&D sensor systems.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months for initial spare parts required for each location and four (4) 12-month option years for maintenance and repair service. The Period of Performance reads as follows:

Base Year: 01 October 2024 – 30 September 2025 Option Year 1: 01 October 2025 – 30 September 2026

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Option Year 2: 01 October 2026 – 30 September 2027 Option Year 3: 01 October 2027 – 30 September 2028 Option Year 4: 01 October 2028 – 30 September 2029

1.6 General Information

1.6.1 Quality Control. Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government. The contractor will perform preventative and remedial maintenance on X-9 inspection system, G&D sensors, and other service activities in conformance with ISO 9000 requirements.

The Contractor shall develop, implement, and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered nonconformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent reoccurrence of discrepancies; procedures for collecting and addressing customer feedback/complaints. The Contractor shall deliver the QCP to the Contracting Officer Representative (COR) within 30 days after contract award.

1.6.2 Federal Government Holidays: 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

1.6.3 Hours of Operation: The contractor is responsible for conducting business, between the hours of 6:00am – 6:00pm Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contract shall coordinate with the government regarding hour of operation for BEP Year End Shut Down. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

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1.6.4 Place of Performance: Those services requiring on-site performance by the Contractor are to be performed at the following Government locations:

DCF: Bureau of Engraving and Printing District of Columbia Facility 14th and C Streets, S.W.

Washington, DC 20228

WCF: Bureau of Engraving and Printing Western Currency Facility 9000 Blue Mound Rd.

Fort Worth, TX 76131

1.6.5 Type of Contract: The government will award a Firm Fixed Price contract.

1.6.6 Security Requirements:

1.6.6.1 Contractor and subcontractor employees shall be subjects of background investigations, conducted by the BEP Office of Personnel Security, before assignment to performance of the work. The Contractor shall furnish the COR with the following information and any subsequent employee required forms on each person who will be authorized access to the Bureau for work under any resultant order within ten (10) working days after award:

• Applicant's full legal name

• Social Security Number

• Date of Birth

• Place of Birth (City, State or City, Country)

1.6.6.2 All Contractors are required by Executive Order 12989 (as amended) to verify the legal right to work status of their employees through the United States Government's E-Verify system before they are submitted for work on any Government contract. The E-Verify system can be accessed at the following internet addresses: http://www.uscis.gov/portal/site/uscis/menuitem or https://www.vis-dhs.com/EmployerRegistration/StartPage.aspx?JS=YES.

1.6.6.3 The COR (in conjunction with Personnel Security) is responsible for assigning appropriate Position Sensitivity Levels to all positions occupied by Contractor and Subcontractor employees. The COR will notify the Contractor of the applicable Position Sensitivity Levels, if any required. The Position Sensitivity Levels are designated as Critical Sensitive, Non-Critical Sensitive, or Non-sensitive. Access to the BEP and placement in these positions require that the BEP conduct an appropriate Background investigation, and that it be favorably completed. All individuals requiring access to the BEP shall complete and submit the required security investigative forms (security packet), to the COR, within ten (10) working days, for use by the Personnel Security Branch, Office of Security.

1.6.6.4 The BEP reserves the right to deny access to its facilities following adjudicative guidelines set forth in Executive Order 10450 and applicable supplemental directives, to any individual about which an adverse suitability determination is made. Failure to submit the required security packet or to truthfully answer all questions contained in security packets shall constitute grounds for denial of access clearance.

http://www.uscis.gov/portal/site/uscis/menuitem http://www.vis-dhs.com/EmployerRegistration/StartPage.aspx?JS=YES

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1.6.6.5 The selected Contractor shall not provide access to employees, or subcontractor employees, until written access clearance is provided by the BEP Office of Security, Personnel Security Branch. Contractors and subcontractors are responsible for reporting all changes concerning any of their employees, which may affect the suitability of their employees for access to the BEP or placement in any of these positions including additions, or deletions, to the COR within five (5) working days of the occurrence of the change.

1.6.6.6 The COR shall maintain a current listing of access requirements and provide that information to the BEP Office of Security, Personnel Security Branch.

The Personnel Security Branch will inform the COR of all access denials.

Denial of access to the BEP does not preclude employment of the individual concerned, by the Contractor, in any capacity not associated with this contract.

1.6.6.7 BEP shall perform the first background check at no cost to the Contractor. The cost of any subsequent background checks made necessary because of the failure of the first applicant shall be borne by the Contractor.

1.6.7 Physical Security: The Contractor shall be responsible for safeguarding all government equipment, information and property provided for Contractor use under this Contract. This Contract requires access into the Controlled Industrial Area of the BEP. The Contractor personnel shall recognize that BEP deals with sensitive information and other proprietary information, which are valuable, special, and unique assets. All information pertinent to BEP’s information technology resources is highly sensitive and may not be released to third parties without the express, written consent of BEP. This information requires strict control procedures to preclude unauthorized disclosure or dissemination. Information pertinent to personnel is protected from unauthorized disclosure under the provisions of the Privacy Act of 1974 (5 U.S.C. 552a). Contractor personnel shall not divulge, disclose, or communicate in any manner, any information to any third party without prior written consent of the BEP. Contractor personnel shall protect information and treat it as strictly confidential and will abide by the security requirements of BEP. A violation of this paragraph shall be a material violation of this Contract. Should the Contractor receive or suspect they have learned of sensitive or classified information, the Contractor shall identify and report suspicions to the COR. Contractor personnel performing work under this Contract shall be subjects of background investigations, conducted by BEP’s Office of Personnel Security, prior to start of work under this Contract. Each Contractor employee performing under this Contract must successfully complete the Government required background check form at time of the proposal submission and must maintain the level of security required for the life of the Contract.

1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced.

Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.9 Contracting Officer Representative (COR): The COR will be identified by separate letter by the CO. The COR monitors all technical aspects of the contract and assists

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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, and specifications; monitor Contractor's performance and notify both the Contracting Officer 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 resulting order.

1.6.10 Key Personnel: Key personnel shall include those individuals designated by the contractor who can perform the needed quarterly preventative and remedial maintenance work. The following personnel are considered key personnel by the government: Field Engineers. The minimum educational qualifications for a Field Engineer include High School Diploma/GED; associate degree/Trade or technical school certificate/diploma preferred. The minimum professional experience for a Field Engineer includes two (2)- four (4) years’ experience; two (2) of those years in a field service environment: hands on experience with electro-mechanical equipment is a must; previous experience dealing with customer. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The minimum qualifications for a contract manager shall include a four (4)-year bachelor’s degree and 10-15 years of applicable experience. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between 6:00AM – 6:00PM, Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons.

1.6.11 Identification of Contractor Employees: All contract personnel (to include subcontractors) attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All Contractor personnel shall clearly identify themselves as a Contractor and shall be required to wear identification (ID) badges in a visible location on the front of exterior clothing, above the waist, (except when safety or health reasons prevent such placement). ID badges shall be worn at all times when performing work. ID badges shall have an identification picture and shall state the name of the individual and the company they represent. A listing of issued identification cards shall be furnished to the Contracting Officer prior to the contract performance date and updated as needed to reflect Contractor and Subcontractor personnel changes. Contractor personnel are prohibited from possessing weapons, firearms, or ammunition, on themselves or within their Contractor-owned or privately owned vehicle while on BEP premises.

1.6.12 Supervision of Contractor Employees: The Government will not exercise any supervision or control over Contractor or subcontractor employees while performing work under the contract. Such employees shall be accountable solely to the Contractor, not the Government. The Contractor, in turn, shall be accountable to the Government for Contractor or subcontractor employees.

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1.6.13 Contractor Travel : Any out-of-scope travel not covered by the Service Plan of this requirement is subject to the provisions of FAR 31.205-46 –Travel Costs. All travel is subject to the Federal Travel Regulation (FTR) as it relates to lodging, meals and incidentals on a daily basis of the maximum per diem rates in effect at the time of travel. The FTR can be found at http://www.gsa.gov/portal/category/100120. The contractor must travel by the lowest priced airfare available during normal business hours fare to be eligible for air fare reimbursement. Any airfare costs in excess of the allowable standard airfare described in FAR 31.205-46(b) must be approved prior to travel.

1.6.14 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.)

or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

http://www.gsa.gov/portal/category/100120

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PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.6 DEFINITIONS:

2.6.1 Principle Period of Maintenance (PPM): Defines the primary period of coverage

(e.g. when a Field Engineer is expected to perform maintenance services). This period of coverage is a defined, contiguous 8-hour period between the hours of 6:00 AM and 6:00 PM, local time, Monday through Friday, excluding Contractor holidays.

2.6.2 Portal-to-Portal Shipping: The following shipping arrangements for G&D sensors

(and parts if necessary) must be included:

2.6.2.1 From either BEP facility to the Contractor,

2.6.2.2 From the Contractor to either BEP facility, and

2.6.2.3 From the Contractor to either BEP approved third party

2.6.2.4 The Contractor shall provide shipping labels to expedite the shipping process

2.6.3 X-9 inspection system: Defined as the BPS X-9 inspection system itself and associated equipment listed in Section 5.2.1.

2.6.4 Contract Specialist. The official Government representative delegated authority by the Contracting Officer to administer a contract. This individual is normally a member of the appropriate Contracting/Procurement career field and advises on all technical contractual matters.

2.6.5 Contractor. A supplier or vendor awarded a contract to provide specific supplies or services to the government. The term used in this contract refers to the prime.

2.6.6 Contracting Officer. A person with authority to enter into, administer, and/or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.6.7 Contracting Officer’s Representative (COR). An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.6.8 Defective Service. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.6.9 Deliverable. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

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2.6.10 Government-Furnished Property (GFP) or Government Property (GP). Property in the possession of, or directly acquired by, the Government and subsequently made available to the Contractor.

2.6.11 Physical Security. Actions that prevent the loss or damage of Government property.

2.6.12 Quality Assurance. The government procedures to verify that services being performed by the Contractor are acceptable in accordance with established standards and requirements of this contract.

2.6.13 Quality Assurance Specialist. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.6.14 Quality Assurance Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.6.15 Quality Control. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.6.16 Subcontractor. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.6.17 Workday. The number of hours per day the Contractor provides services in accordance with the contract.

2.6.18 Work Week. Monday through Friday, except for Federal holidays unless specified otherwise.

2.7 ACRONYMS:

ACOR Alternate Contracting Officer's Representative BEP Bureau of Engraving and Printing CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 CO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement

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QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Plan TE Technical Exhibit

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PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 SERVICES: The Government will provide Electro-Machinists to support the scope of the project. Trained X-9 inspection system operators will also be made available as required.

3.2 PREVENTIVE MAINTENANCE: The BEP is responsible for performing preventive maintenance in accordance with the Key Operator Maintenance Manual. The BEP is responsible for scheduling PM and reporting equipment malfunctions.

3.3 FACILITIES: Subject to the security requirements and regulations of the BEP, the BEP shall permit Contractor personnel access to the X-9 inspection system at DCF and WCF covered under this contract and to BEP facilities as necessary for the Contractor to perform the services described herein. If deemed necessary, the Contractor personnel assigned to perform the services under this contract may be issued, by the BEP’s Office of Security, individual contractor security badges that enable Contractor personnel to enter and exit BEP facilities during the duration of time that work is performed under this contract. Contractor access to the rooms where the X-9 inspection system are located shall be strictly in accordance with BEP security policies and procedures such that, if required, Contractor personnel will be accompanied by a BEP representative. The BEP may restrict the access of Contractor personnel if deemed in the best interest of the BEP. In such cases, the BEP shall submit written notification to the Contractor concerning such access restriction.

3.4 UTILITIES: The Government will provide usage of all necessary utilities to include electrical access areas and panels. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

3.5 EQUIPMENT: If additional equipment is required, beyond the present X-9 inspection system equipment, Contractor will notify COR prior to entering facility and confirm authorization prior to usage. Additional equipment will be at the cost of the contractor.

3.6 ALTERATIONS, ADDITIONS, AND MODIFICATION OF GOVERNMENT-OWNED

EQUIPMENT: The Government reserves the right to add to, modify or alter any Government-owned equipment, at the BEP’s expense, that is covered by this contract. The Government shall notify the Contractor thirty (30) days prior to making such alterations, additions to, or modifications to Government-owned equipment. The Government and Contractor shall determine the impact, if any, to contract pricing and the ability of Contractor to fulfill the remaining term of the contract as a result of any such alterations, additions to or modifications to the Government-owned equipment. Contractor will not be held liable for the performance or serviceability of a system that has been altered, added to, or modified in a way that was not evaluated and approved by the Contractor.

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3.7 MATERIALS: If additional materials are required, beyond the present X-9 inspection system inspection equipment; Contractor will notify COR prior to entering facility and confirm authorization prior to usage. Additional materials will be at the cost of the contractor.

3.8 INVENTORY MANAGEMENT OF G&D PARTS STORED AT THE BEP: BEP shall provide a safe and secured storage area for spare parts. For those spare parts made available for use by BEP personnel, BEP shall be responsible for the cost of inventory variances due to loss or shrinkage.

3.9 ENVIRONMENT: BEP shall make every effort to maintain manufacturer recommended environmental conditions of temperature and humidity for proper operation of the X-9 inspection system. Service calls resulting from poor environmental conditions shall be billable at Contractor’s discretion.

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PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 GENERAL: The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Section 3 of this

PWS.

4.2 MATERIALS: The Contractor shall furnish all materials required to perform work under this contract that are not listed under Section 3 of this PWS.

4.3 EQUIPMENT: The Contractor shall supply all equipment required to perform work under this contract that are not listed under Section 3 of this PWS.

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PART 5

SPECIFIC TASKS

5. SPECIFIC TASKS:

5.1 BASIC SERVICES. The contractor shall provide the following key services for X-9 inspection system equipment in the Washington, DC and Ft. Worth, TX facilities of the

BEP:

5.1.1 Preventive maintenance (PM): PMs are required to maintain the X-9 inspection system in proper operating condition such that it can continuously and correctly process, sort, and perform sensor-based evaluation of banknotes.

5.1.1.1 This includes but is not limited to daily preventative maintenance performed by the BEP in accordance with the Key Operator Maintenance Manual.

5.1.1.2 The Contractor shall perform four (4) on-site PM visits over a twelve-month period – one PM within each 3-month period of the twelve months. The duration of the first three (3) month period begins at the start of the first option year and extends to the end of the third month after the option year begins. The next three (3) month period begins at the end of the previous three (3) month period and extends to the end of the third month after that start. The subsequent three (3) periods begin and end in the same manner.

5.1.1.3 The Contractor shall plan to complete the PM within an eight (8) hour window as defined in the PPM.

5.1.1.4 The Contractor shall complete, but not limited to, all PM services that are completed on any X-9 inspection system currently housed in any FRB Cash Office.

5.1.1.5 The BEP may request to move the PM to an evening or weekend due to production order restraints.

5.1.2 Remedial Maintenance (RM): Remedial Maintenance is any corrective action by the Contractor, whether by remote instruction or on-site service to bring a X-9 inspection system back to normal operating performance.

5.1.2.1 RM services shall be performed by qualified technician(s), which may include the local Field Engineer (FE).

5.1.2.2 RM shall include, but is not limited to identifying, interpreting, and isolating suspected or confirmed malfunctions of the X-9 inspection system.

5.1.2.3 The FE(s) shall be dispatched to the site with a guaranteed arrival within twenty-four (24) hours of the initial call within the PPM if the issue cannot be handled with instruction over the telephone. If an issue is called in on a Friday, the 24 hours window will stop at 6:00PM Friday, local time, and continue at 6:00AM on Monday, local time, as defined by the PPM.

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5.1.3 Replacement Parts

5.1.3.1 The X-9 inspection system inspection system replacement parts must be included at no additional cost.

5.1.3.2 Parts that are consumed will be replaced upon consumption. A consumption will be generated weekly, and the parts shown used will be replaced on a one (1) for one (1) basis.

5.1.3.3 Parts shall be either fixed on-site (bench repair) or swapped with a new or refurbished replacement part.

5.1.3.4 When a part is swapped, the questionable part shall be sent to the Contractor’s facility for inspection and/or repair (Depot Repair).

5.1.3.5 The Contractor will determine whether the part will be bench repaired or depot repaired and make all logistical arrangements for those parts that will be depot repaired. The BEP is not required to do anything.

5.1.3.6 Not included under covered replacement parts are:

5.1.3.6.1 Non-G&D sensors that may be incorporated into the X-9 inspection system.

5.1.3.6.2 Consumable parts and supplies including but not limited to strapping material, bundling material, inkjet printer cartridges, header cards, printer paper, and sensor cleaning materials. Parts damaged as result of Customer negligence or events external to the BPS system (ex. power surge, fire, flood, oil contamination).

5.1.3.7 The Contractor may maintain an inventory of spare replacement parts and equipment, at a designated site located within each facility.

5.1.4 Field Change Orders (FCOs):

5.1.4.1 Any FCO that is completed on the X-9 inspection system that do not require additional funds must also be completed on the X-9 inspection system.

5.1.5 BEP Owned G&D Sensors: Maintenance of BEP owned G&D sensors – serial number of Thickness Sensors must be included.

5.1.5.1 Includes (but not limited to) unlimited Contractor inspection, calibration, verification, and repair.

5.1.5.2 Contractor will determine location of where G&D sensor will be shipped for services listed in 5.1.5.1.

5.1.5.3 G&D sensors will be sent to the Contractor and returned to the COR-designated location via Portal-to-Portal Transportation.

5.1.5.4 Certificate of Calibration and/or Verification: A certificate of calibration and/or verification must be submitted to the COR with each serviced G&D sensor system and returned for confirmation E-mail or electronic report is acceptable.

5.1.5.5 A summary report must be included whenever a G&D sensor is repaired.

The contractor shall submit an electronic report to the COR within (7) days

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5.1.5.6 Sensors shipped to the Contractor are BEP property and will not become part of the Federal Reserve pool of sensors. The serial number of the sensor that is sent to the Contractor will be the same returned.

5.1.6 Software Support:

5.1.6.1 The contractor shall provide service onsite and remotely for software support including all upgrades, fixes, and patches to the X-9 inspection system software, with exception to major functionality upgrades (e.g. new currency design adaptations, additional software features).

5.1.6.2 The BEP will receive the same upgrades, fixes, and patches to the X-9 inspection system software as the FRB cash offices.

5.1.7 Telephone Support: Considered as non-technical assistance, including ordering supplies, general questions, locating technical assistance, etc. Technical assistance is handled under On-Call Maintenance (see Section 5.1.8).

5.1.7.1 Includes 24 hour - 7 day/week telephone hotline support.

5.1.7.2 Guaranteed call back within two (2) hours of receipt of the call.

5.1.8 On-Call Maintenance: Calls that are technical in nature and/or deferred by the

Contractor’s customer service representative under Section 5.1.7 are handled under On-Call Maintenance.

5.1.8.1 Provided during the PPM and includes first level remote technical support wherein a qualified technician, which in this case may be the local FE, will call the BEP within three (3) hours of the initial call (or within the first three

(3) hours of PPM if initial call occurred outside of PPM) to diagnose and if possible, remotely resolve the problem.

5.1.8.2 If the problem cannot be remotely resolved, then the local FE(s) will be dispatched to the site to perform RM (see Section 5.1.2 for details on RM).

5.1.9 ISO 9000 Requirements: The Contractor will install and maintain a tag, on all X-9 inspection system machines, that record at minimum the date of PM and any other service activity, equipment serial number, and name of contractor in conformance with ISO 9000 requirements.

5.1.10 Upgrades to Service Documentation: The Contractor will provide the COR (both facilities) any updates to the service documentation required for the BEP to operate and/or maintain the X-9 inspection system and/or G&D sensors. Electronic report is acceptable.

5.1.11 Engineering Change Orders (hereinafter “ECOs”): Alterations/ Proposed Engineering Change Orders (ECOs)are in the Contractor’s opinion necessary changes to the equipment in order to provide for proper maintenance in accordance with the contract. For example, the Original Equipment Manufacture determined a change is necessary for the maintenance of the equipment. The ECOs shall be drafted at no cost to the Government. ECOs must be approved by the COR prior to the Contractor implementing such changes.

5.1.11.1 The Contractor shall provide the Government thirty (30) days written notice prior to the proposed ECOs implementation date. The Contractor

17 | P a g e shall identify as part of their ECOs notice the part or parts of the equipment to be changed and other documentation concerning the change, including any impact to the cost.

5.1.11.2 After approval of ECOs the Government will work with the Contractor to schedule the implementation of the approved ECOs. In addition, any modification to the contract resulting from the approved ECO will be negotiated and executed by the CO.

5.1.11.3 Documentation changes to operating manuals, software manuals, diagnostic routines, maintenance manuals, parts list, etc., necessitated by alterations will be provided at no additional cost to the Government.

5.2 Components And Location: The location and components that comprise each X-9 inspection system machines are listed below. Non-G&D sensor maintenance shall not be covered by the plan, but the plan must cover communication and G&D hardware interfacing between the X-9 inspection system equipment and the non G&D sensor.

5.2.1 X-9 inspection system located at DCF (District Currency Facility – Washington DC)

5.2.1.1 One (1) X-9 inspection system, consisting of a Currency Processor (CP) and a Reconciliation Station (RS), with the RS housing the Gateway server for the entire system. The CP and RS are connected by a stand-alone Local Area Network (LAN) that also is connected to a stand-alone PC and printer, both provided by the BEP.

5.2.1.2 The Contractor shall provide maintenance and repair for all sensors provided in the X-9 at the time of machine acceptance. This may include 3rd party sensors if the Contractor was involved in the integration for the BEP.

5.2.2 X-9 inspection system located at WCF (Western Currency Facility – Fort Worth, TX)

5.2.2.1 One (1) X-9 inspection system, consisting of a Currency Processor (CP) and a Reconciliation Station (RS), with the RS housing the Gateway server for the entire system. The CP and RS are connected by a stand-alone LAN that also is connected to a stand-alone PC and printer, both provided by the BEP.

5.2.2.2 The Contractor shall provide maintenance and repair for all sensors provided in the X-9 at the time of machine acceptance. This may include 3rd party sensors if the contractor was involved in the integration for the BEP.

5.3 ADDITIONAL CONTRACTOR RESPONSIBILITIES:

5.3.1 Primary Point of Contacts: Within fourteen (14) calendar days after contract award, the Contractor shall designate

5.3.2 A minimum of two (2) primary points of contact to receive and respond to service calls from the DCF, including a technical support hotline

5.3.3 A minimum of two (2) primary points of contact to receive and respond to service calls from the WCF, including a technical support hotline.

5.3.4 The technical support hotline shall:

5.3.4.1 Serve as a point of contact for both telephone technical support and for scheduling of service visits.

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5.3.4.2 Be available during coverage hours of Monday through Friday, 8:00AM to 6:00PM Eastern Standard Time, excluding Federal holidays.

5.4 BPS ALIGNMENT/SYNCHRONIZATION: It is important that the BEP’s X-9 inspection system are aligned/synchronized to the Federal Reserves’X-9 inspection system inspection system. As a result, if the Contractor performs upgrades and or Field Change Orders (FCOs) to the Federal Reserve’s BPS equipment then the Contractor must notify the BEP CORs.

5.5 ANNUAL REPORT: The contractor shall prepare and submit an annual report that includes, but not limited to the following information:

1) RM or PM performed, including, but not limited to:

a) Date of Maintenance

b) Type and serial number of equipment RM or PM was performed on

c) Description of malfunction or service

d) The corrective action taken to resolve the problem, and

e) Parts and materials used

2) ECO’s performed

3) Pending or implemented Upgrades and

4) Current spare parts list.

Electronic versions of report is acceptable. The Annual Report is required within one month after the reporting year is over.

5.6 ENVIRONMENT, HEALTH & SAFETY REQUIREMENTS

The X-9 inspection system total care service plan must meet all Federal, State, and local environment, Health & safety requirements. Specifically, the BEP requires that contracted services must be performed in a manner consistent with the following Bureau of Engraving and Printing's (BEP) Emergency Management System (EMS) documents:

75D-07.0-04 EHS Contractor Requirements at DCF 75W-08.0-02 EHS Contractor Requirements at WCF

The applicable contents of the document(s) must be adhered to. The BEP will furnish the document(s) as part of the contract.

5.7 CONTRACTING OFFICER'S REPRESENTATIVE (COR) - Designation and Authority (DTAR 1052.201-70) (April 2015)

5.7.1 X-9 inspection system

5.7.1.1 Washington DC, Facility

The COR for DCF: Rick Hughes Address: Bureau of Engraving and Printing 9000 Blue Mound Road Fort Worth, TX 76131

Phone: (817) 847-3782 E-mail: patrick.hughes@bep.gov

5.7.1.2 Ft. Worth, TX, Facility

The COR for WCF: Rick Hughes Address: Bureau of Engraving and Printing

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9000 Blue Mound Road Fort Worth, TX 76131

Phone: (817) 847-3782 E-mail: patrick.hughes@bep.gov

5.7.2 Performance of work under this contract shall be subject to the technical direction of the CORs 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, fills in details and otherwise serves to ensure that tasks outlined in the work statement are accomplished satisfactorily.

5.7.3 Technical direction must be within the scope of the specification(s)/work statement.

The COR does not have authority to issue technical direction that:

5.7.3.1 Constitutes a change of assignment or additional work outside the specification(s) /work statement.

5.7.3.2 Constitutes a change as defined in the FAR Clause 52.212-4(c);

5.7.3.3 Causes an increase or decrease in the contract price, or the time required for contract performance.

5.7.3.4 Changes any of the terms, conditions, or specification(s)/ performance work statement of the contract.

5.7.3.5 Interferes with the Contractor’s right to perform under the terms and conditions of the contract; or

5.7.3.6 Directs, supervises, or otherwise controls the actions of the Contractor’s employees.

5.7.4 Technical direction may be oral or in writing. The COR shall confirm oral direction in writing within five workdays, with a copy to the contracting officer.

5.7.5 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 FAR Clause 52.212- 4(d).

5.8 DELIVERY INFORMATION.

5.8.1 General Delivery Requirements: At least five (5) business days ahead of time (excluding government holidays), the Contractor shall notify the COR at each facility of the expected delivery date and time for parts. The BEP shall ensure that the parts delivered under this contract are moved to the storage area without damage. In addition, the following delivery information must be provided when scheduling delivery appointments:

• Name of supplier/manufacturer

• Contact Person with phone number

• Contract/Purchase Order #

• Total number of cartons & pallets

• Total weight mailto:patrick.hughes@bep.gov

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• Date and time of delivery

5.8.2 Delivery Information for DCF: Items needed to be delivered to the BEP’s DCF shall be delivered to the following address:

Bureau of Engraving and Printing Darlene Williams 14th and C Street SW Washington, DC 20228-001

Receiving hours for deliveries are 8:00 a.m. to 2:15 p.m., local time, Monday through Friday, excluding Federal Holidays and BEP Year End Shutdown (Y.E.S.)

period. 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 may be 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

*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 the receiving platform.

5.8.3 Delivery Information for WCF: Items needed to be delivered to the BEP’s WCF shall be delivered to the following address:

Bureau of Engraving and Printing Western Currency Facility Rick Hughes 9000 Blue Mound Road Fort Worth, TX. 76131

Receiving hours are from 7:00 am to 2:15 pm local time, Monday through Friday, excluding Federal Holidays and BEP’s Y.E.S. period. The Contractor must call the Receiving Area at (817) 847-3822 at least twenty-four (24) hours in advance to schedule all deliveries. Appointments may be made during normal working hours of 7:00 am to 3:00 pm or after hours at (817) 847-3831. The following information should be provided:

• Name of supplier/manufacturer

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• Contact Person with phone number

• Contract/Purchase Order Number

• Total number of cartons or pallets

• Total weight

• Date and Time of Delivery

To resolve any delivery issue, please contact Jimmy Knight, supervisor of shipping and receiving in WCF (817) 231-4167; Product Quality Assurance specialists John Lydens (817) 847-3860 or Valerie Meza (817) 231-4190.

5.9 DTAR 1052.228-70 INSURANCE (APR 2015): In accordance with FAR clause 52.228-

5 entitled “Insurance - Work on a Government Installation", insurance of the following kinds and minimum amounts shall be provided and maintained during the period of performance of this contract: (a) Worker's compensation and employer's liability. The contractor shall, as a minimum, meet the requirements specified at FAR 28.307-2(a). (b) General liability. The contractor shall, as a minimum, meet the requirements specified at FAR 28.307-2(b). (c) Automobile liability. The contractor shall, as a minimum, meet the requirements specified at FAR 28.307-2(c). (End of clause)

5.10 PARKING: The Government is not responsible for providing parking for Contractor personnel performing work under this effort at the DCF location. The Government will provide onsite parking at the WCF.

5.11 INVOICE AND PAYMENT INSTRUCTIONS:

5.11.1 The Contractor shall invoice the BEP on a monthly basis for services performed in support of this contract. The Contractor shall use the Internet Payment Platform (IPP), which is the BEP’s preferred method for submitting invoices for payment.

Contractors shall contact the below for more information on the IPP program, including enrollment:

IPP Customer Support Desk

(866) 973-3131 IPPgroup@bos.frb.org

A copy of the invoice is to be submitted to the COR listed herein. If unable to comply with the IPP processing requirements, then the following process shall apply for submission of invoices for payment: The Contractor shall submit invoices to the designated payment office below along with one (1) copy to the COR listed herein.

The BEP designated payment office is:

U.S. Department of the Treasury Bureau of Engraving…