RFQ - 2031ZA25Q00173 - Air Handling Units.pdf

Title: Air Handling Units Notice No: 2031ZA25Q00173 PSC: 4120, Air Conditioning Equipment NAICS: 423730, Warm Air Heating and Air-Conditioning Equipment and Supplies

Merchant Wholesalers

Request for Quote

(i) This is a combined synopsis/solicitation for commercial item and service prepared in accordance with the format in Federal Acquisition Regulation (FAR) Subpart 12 & 13 as supplemented with additional information included in this notice.

(ii) This announcement constitutes the only solicitation; RFQ 2031ZA25Q00173 is provided electronically and a written solicitation will not be issued.

(iii) The solicitation document incorporates the provisions and clauses in effect through Federal Acquisition Circular FAC 2025-03 / effective date of 17 January 2025.

(iv) This solicitation is bound by a 100% small business set-aside (full and open competition) under the associated North American Industry Classification System (NAICS) Code 423730, Warm Air Heating and Air-Conditioning Equipment and Supplies Merchant Wholesalers and the size standard is 175 Employees. The Government contemplates award of a Fixed Price type purchase order. This acquisition is conducted using FAR Part 12 – Acquisition of Commercial Items and FAR Part 13 – Simplified Acquisition Procedures. It is the vendor’s responsibility to be familiar with applicable clause and provisions.

(v) System updates may lag policy updates. The System for Award Management (SAM) may continue to require entities to complete representations based on provisions that are not included in agency solicitations. Examples include 52.222-25, Affirmative Action Compliance, and paragraph (d) of 52.212-3, Offeror Representations and Certifications— Commercial Products and Commercial Services. Contracting officers will not consider these representations when making award decisions or enforce requirements. Entities are not required to, nor are they able to, update their entity registration to remove these representations in SAM.

(vi) The Defense Priorities and Allocations System (DPAS) and assigned rating are not applicable to this procurement.

(vii) The Offeror agrees to hold the prices in its quote firm for 60 calendar days from the date specified for receipt of quotation unless another time period is specified in an addendum to the RFQ.

(viii) Quotes are due no later than 2:00pm (est) on Thursday, 26 June 2025.

(ix) Description of requirements for the items to be acquired:

• The contractor shall furnish and deliver One (1) new air handling unit (AHU)

The contractor shall perform to the standards that will be set forth in the resulting BPA.

Reference the following attachments:

1. Attachment 0001 – DCM-05-1001728 OFS Replacement AHU M5-5 Roof Garden in B-

500-1M

SECTION B – PRICING SCHEDULE

CLIN

Item Description

QTY /

Unit

Unit Price

Total Amount

Estimated

Delivery Date

Air Handling Unit

1 Each

NOTE: Anticipated delivery is 90 days after award.

Statement of Work Air Handling Unit for Roof Garden

Section I: Background

The Bureau of Engraving and Printing (BEP) is a component of the Department of the Treasury that designs, engraves, and prints United States (US) banknote currency and other US security products. Banknote currency manufacturing occurs at BEP’s Washington, DC Currency Facility (DCF) and the Western Currency Facility (WCF) located in Fort Worth, Texas. BEP’s primary customer is the Federal Reserve Board (FRB).

The BEP, Office of Facilities Support is responsible for maintaining the DCF heating, air conditioning, and ventilation (HVAC) systems. A common system at BEP is an Air Handling Unit (AHU). AHUs are industrial versions of common air conditioning units that can be found in a residential home. They handle heating, cooling, humidity control, ventilation, and other parameters critical for controlling indoor air quality. The AHU serving the roof garden at DCF main building is being used well past its designed service life, leading to poor energy efficiency, high maintenance costs, and other problems.

Section II: Purpose

2.1 Product, Service or Outcome Needed

The Contractor shall furnish and deliver one (1) new AHU that meets all requirements listed in Section 3.1. The Contractor shall not provide used or refurbished equipment. The Government will install the AHU in B-500.

Section III: Technical Requirements/Tasks/Outcomes

3.1 AHU Specifications

3.1.1 Fan

The AHU shall include a fan capable of:

• Overcoming a total ductwork pressure drop of 1.5 inches water column, plus any additional pressure drop across internal AHU components.

• Blowing air at 4500 cubic feet per minute (CFM) minimum when operating at maximum capacity

3.1.1.1 Fan Motor

The AHU shall include a motor to drive the fan. The fan and motor shall be connected either directly or via belt and pulley. The motor shall be a 480V three phase alternating current (AC) induction motor and shall be inverter duty rated and equipped with a variable frequency drive.

3.1.2 Cooling Coil

The AHU shall include a hydronic (water) cooling coil with ten (10) tons minimum nominal cooling capacity. Drain pan shall be double sloped stainless steel. Cooling coil shall be sized for 14°C delta T.

3.1.3 Heating Coil

The AHU shall include a steam heating coil with minimum heating capacity of 100 MBH. Coil shall be sized for steam pressure of ten (10) pounds per square inch gauge (PSIG). The steam coil shall be able to be removed and replaced with a compatible hydronic coil by BEP maintenance staff if needed. Heating coil position shall be upstream of cooling coil in air path.

3.1.4 Filter

The AHU shall include a Minimum Efficiency Reporting Value (MERV) 8 prefilter and MERV 13 final filter in air path between the fan and the outside air intake.

3.1.5 Mixing Box

The AHU shall include a mixing box with vertically facing grilles for outside and return air.

3.1.6 Access Doors

The AHU shall have an access door to provide access downstream of each coil, upstream of filter sections, and adjacent to each drain pan and fan section.

3.1.7 Footprint and Orientation

The assembled AHU shall fit entirely on the 66.5” x 88.5” concrete pad in the existing mechanical room. Intake ports for the coils shall be oriented towards the westernmost wall of the mechanical room. Supply air discharge shall be oriented toward the easternmost wall of the mechanical room. Mixing box shall be oriented toward the northernmost wall of the mechanical room. See Attachment 0001 – DCM-05-1001728 OFS Replacement AHU M5-5 Roof Garden in B-500-1M for visual representation.

3.1.8 Controls

The AHU shall be provided with no factory wired sensors or controllers. Controls integration shall be done in-house or through a separate contract.

3.2 Bureau Acceptance Testing / Visual Inspections

The BEP reserves the right to perform any inspections and tests set forth for this equipment, to include inventory of parts lists and supplies listed in this contract. Any product found to be unacceptable will be rejected.

Packaging shall prevent any damage to products during shipment. If the equipment is damaged, the equipment shall be returned to Contractor at no cost to BEP.

BEP shall perform testing, adjustment, and balancing on the AHU within two weeks of install to verify performance requirements defined in section 3.1.

3.3 Warranty

The Contractor shall provide standard manufacturer warranty for all equipment and information or documentation regarding the warranty for all equipment. The Contractor shall provide a point of contact for warranty information. These deliverables shall be provided to the Contracting Officer Representative (COR) within 15 business days after delivery. The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this Statement of Work (SOW).

The Contractor warranty shall begin after successful acceptance of the system by the Government. The Contractor shall warrant all equipment, materials and workmanship delivered to be free from defects, damage, or failure for a period of one (1) year (12 calendar months). The warranty shall include all labor, parts, and travel costs required to correct any defects that prevent BEP from being able to attain the capabilities described in Section 3.1 above and shall be at no additional cost to the Government.

Section IV: Special Delivery Instructions

4.1 Delivery Coordination

The Contractor shall coordinate with the COR seven (7) days prior to scheduling any deliveries to the BEP. The following information should be provided for all deliveries to BEP facilities:

• Name of supplier/manufacturer

• Contact Person with phone number

• Contract/Purchase Order

• Total number of cartons or pallets

• Total weight

• Date and Time of Delivery

Copies of the packing lists shall be included with this notification.

The Contractor shall call the appointment hotline at (202) 874-2333 twenty-four (24) hours in advance to schedule approximate delivery times. The hotline is manned from 6:30 am to 2:15 pm Monday through Friday. A voicemail message may be left after normal working hours.

Deliveries are accepted between 8:00 am and 2:15 pm, Monday through Friday, excluding holidays. Receiving hours for deliveries are 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).

4.2 BEP Year End Shutdown (Y.E.S) and Holidays

BEP observes the federal holidays that are listed on the Office of Personnel website at:

https://www.opm.gov/policy-data-oversight/snow-dismissal- procedures/federalholidays/.

The Presidential Inauguration Day is applicable only to the Washington, DC Currency Facility.

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

4.3 Delivery Route Restrictions

The AHU shall abide, either assembled or in part, by the restrictions of the vaults, overheads, elevators, and any other restrictions involved with the routes of delivery listed below:

• Mechanical room door – 36” x 90”

• Roof garden lift platform – 57.5” x 31”

• Freight elevator door – 100” x 62”

4.4 Performance/Delivery Period

Contractor is required to complete this contract within 90 calendar days of contract award.

4.5 Place/Location of Performance Delivery

Delivery is to be performed at:

Bureau of Engraving and Printing Washington, DC Facility 200 D Street Southwest Washington, DC 20228

Entrance BM-5

End of Statement of Work

SECTION D – PACKAGING AND HANDLING

The following instructions are required for any shipments to the BEP:

D.1 NOTICE OF PACKAGING SLIP REQUIREMENTS

The following outlines the Bureau of Engraving and Printing’s packaging slip requirements to ensure efficient processing of shipments to the DCF:

• The Bureau of Engraving and Printing requires that all packaging slips be placed in a self-adhesive pack list envelope and affixed to the outside a shipment.

• The packing slip shall include, at minimum the following information:

D.2 GENERAL ITEMS – INFORMATION REQUIRED FOR EACH SHIPMENT

• Contract Number – The contract number BEP assigned to this purchase.

• Shipping Address – Point from which the merchandise was shipped.

• Telephone Number – The telephone number of the vendor contact to be called for inquires related to the merchandise.

• Customer Information – The name and telephone number of the party to which the merchandise is being shipped.

• Total Weight of Packages, Item number and the total number of items within the current shipment.

• If items are drop shipped from a supplier, you must ensure the proper contract number is written on the packaging slip by your supplier.

D.3 LINE ITEMS – INFORMATION REQUIRED FOR EACH LINE ITEM

INCLUDED IN THE SHIPMENT

• Manufacturer Product Identification – Item Number assigned by manufacturer/supplier.

• Quantity Ordered – Quantity on the purchase order or unit of measurement.

• Quantity Shipped – With the packing slip.

• Quantity Backordered, where applicable.

D.4 NOTICE OF SHIPPING LABEL REQUIREMENTS

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

• Manufacturer or Supplier – Name of Manufacturer or supplier/and

• Shipping Address – Point from which the merchandise was shipped/and

• BEP Contract Number – PO# or CC order #/and

• Customer Name & Telephone Number – First and last name, building and room #.

The vendor shall ensure that all items shipped to the BEP are properly labeled. Items may include but not be limited to closed containers, sealed boxes, wrapped packages, or strapped palettes. Failure to adhere to the packing slip and shipping label requirements could result in shipment rejection, processing delay, and payment delay. **

[END OF SECTION]

SECTION E – INSPECTION AND ACCEPTANCE

Clause Number Title Date

52.246-1 Contractor Inspection Requirement APR 1984 52.246-2 Inspection of Supplies -Fixed-Price AUG 1996 52.246-16 Responsibility for Supplies APR 1984

FAR CLAUSE 52.252-2 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

www.acquisition.gov/ (End of Clause)

E.1 INSPECTION AND ACCEPTANCE

Inspection and acceptance shall be made by BEP appointed Contracting Officer's Representative (COR). The following details the means for testing and acceptance of the equipment delivered under this contract.

For the equipment to be acceptable to the Government, the equipment must meet all requirements outlined in Section C of the contract. If the equipment does not meet the requirements as outlined in Section C, then the equipment will be deemed unacceptable.

Therefore, final acceptance and payment for the equipment will not be made until the Bureau has fully accepted the equipment.

Inspection and acceptance of the supplies to be provided hereunder shall be made in accordance with FAR Clause 52.246-2, Inspection of Supplies – Fixed Price. The Contracting Officer (CO) will appoint a Contracting Officer Representative (COR) at award to provide oversight on behalf of the CO.

When items are rejected for noncompliance, written notification of the rejection will be furnished by the Contracting Officer, within ten (10) calendar days after inspection has been completed. The notification shall include an explanation of the deficiencies noted during inspection, the reasons for the rejection, and the Government’s terms as to what remedies will be made by the Contractor. All parts found insufficient or damaged must be replaced at the contractor’s expense.

(1) BEP Acceptance Test The Bureau Acceptance Test (BAT) will occur at the BEP’s facility after installation. BEP personnel will operate the system during the BAT. The purpose of the BAT is validation of the design, functionality, and performance requirements of the contract.

All acceptance testing shall be performed by authorized Bureau personnel.

If the equipment does not successfully pass the first BAT and must be retested, the Contractor shall assume ALL costs of retesting including personnel lodging, travel, and materials.

All testing shall be performed in accordance with the technical requirements listed in the Statement of Work. If during the performance of testing, it is deemed that the equipment is not performing to the specified requirements, testing may be stopped to allow for corrective actions to occur and restarted only after joint agreement by both BEP and the contractor.

If it is determined that significant problems or corrective actions are required, the contractor can request that testing be stopped. Once corrective actions have occurred, the contractor shall notify the BEP for rescheduling the test.

If the test is deemed unacceptable, the BEP reserves the right to require a full or a partial retest of the equipment and the Contractor must provide the BEP with all of the following:

a. Causative factors for the nonconformance

b. A written explanation on how the Contractor proposes to correct the nonconformance

c. The estimated time that will be necessary to correct the nonconformance

d. How the Contractor intends to demonstrate compliance.

Once a BAT is in progress, if there are extenuating circumstances or equipment-caused delays, the Bureau may exercise one of the following options:

(a) Extend the test accordingly

(b) Restart the test from the beginning

(c) Abort the test

(2) Acceptance Final acceptance of the system will occur after the following:

A. Successful completion of the BAT B. Resolution of all punch-list or open items

SECTION F – DELIVERY OR PERFORMANCE

Clause Number

Title Date

52.211-17 Delivery of Excess Quantities SEPT 1989 52.242-15 Stop-Work Order AUG 1989 52.242-17 Government Delay of Work APR 1984 52.247-34 F.o.b. Destination JAN 1991 52.247-35 F.o.b. Destination, Within Consignee’s

Premises

APR 1984

they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

www.acquisition.gov/ (End of Clause)

F.1 PLACE OF DELIVERY

Deliverables as required during the performance of this contract shall be delivered F.O.B Destination within Consignee’s Premises. The spare parts identified shall be delivered and installed at the following address:

Bureau of Engraving and Printing Washington, DC Facility 200 D Street Southwest Washington, DC 20228

Entrance BM-5

If the installation location changes during the performance period, the Government shall notify the vendor of the new address. The new location shall be inside of a 30-mi. (48 km) radius from the District of Columbia.

F.2 DELIVERIES TO WASHINGTON, DC ANNEX BUILDING

LOADING DOCK ON “D” STREET SW, BETWEEN 13th & 14th STREETS SW):

Vendors must call the appointment hotline at (202) 874-2333 twenty-four (24) hours in advance to schedule approximate delivery times. The hotline is manned from 6:30 am to 2:15 pm Monday through Friday. A voicemail message maybe left after normal working hours. Deliveries are accepted between 8:00 am and 2:15 pm, Monday through Friday, excluding holidays.

Over the road vehicles having an overall height exceeding 12”6” (3.8 meters) empty, or an overall length exceeding 42’ (12.2 meters) cannot be accommodated at our receiving platform.

To resolve any delivery issue, please contact Shipping & Receiving at (202) 874-3620 care of Material Handler/Leader.

F.3 BEP YEAR END SHUTDOWN PERIOD AND FEDERAL HOLIDAYS

(a) BEP observes the federal holidays that are listed on the Office of Personnel website at:

https://www.opm.gov/fedhol/. The Presidential Inauguration Day is applicable only to the Washington, DC Currency Facility (DCF).

(b) BEP’s Y.E.S. Period typically occurs December 25th through January 1st of each calendar year.

(c) Government Holidays:

New Year's Day January 1st Martin Luther King's Birthday Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

F.4 Delivery Period:

All parts shall be delivered 90 days after contract award.

SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION OFFICE

(a) This contract shall be administered by:

Bureau of Engraving and Printing

Office of the Chief Procurement Officer 14th and C Streets, S.W.

Washington, D.C. 20228-0001

(b) Written communication to the Contracting Officer shall make reference to the contract number.

G.2 DTAR 1052.201-70, Contracting Officer’s Representative (COR) Appointment and

Authority (APR 2015)

(a) The COR SHALL BE APPOINTED AT CONTRACT AWARD.

(b) Performance of work under this contract is subject to the technical direction of the COR 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.

(c) Technical direction must be within the scope of the contract specification(s)/work statement. The COR 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.

(d) Technical direction may be oral or in writing. The COR must confirm oral direction in writing within five workdays, with a copy to the Contracting Officer.

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

(f) 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.”

(End of clause)

G.3 DTAR 1052.210-70, Contractor Publicity (APR 2015)

The Contractor, or any entity or representative acting on behalf of the Contractor, shall not refer to the supplies or services furnished pursuant to the provisions of this contract in any news release or commercial advertising, or in connection with any news release or commercial advertising, without first obtaining explicit written consent to do so from the Contracting Officer. Should any reference to such supplies or services appear in any news release or commercial advertising issued by or on behalf of the Contractor without the required consent, the Government shall consider institution of all remedies available under applicable law, including 31 U.S.C. 333, and this contract. Further, any violation of this clause may be considered as part of the evaluation of past performance. (End of clause)

G.4 DTAR 1052-223-7003, Electronic Submission of Payment Requests (APR 2015)

(a) Definitions. As used in this clause—

(1) “Payment request” means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Invoice Processing Platform (IPP). Information regarding IPP, including IPP Customer Support contact information, is available atwww.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with Treasury procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request. (End of clause)

G.5 DTAR 1052.232-7003, Electronic Submission of Payment Requests (APR 2015)

(a) Definitions. As used in this clause -

(1) “Payment request” means a bill, voucher, invoice, or request for contract financing payment with associated supporting documentation. The payment request must comply with the requirements identified in FAR 32.905(b), “Content of Invoices” and the applicable Payment clause included in this contract.

(b) Except as provided in paragraph (c) of this clause, the Contractor shall submit payment requests electronically using the Invoice Processing Platform (IPP). Information regarding IPP, including IPP Customer Support contact information, is available at www.ipp.gov or any successor site.

(c) The Contractor may submit payment requests using other than IPP only when the Contracting Officer authorizes alternate procedures in writing in accordance with Treasury procedures.

(d) If alternate payment procedures are authorized, the Contractor shall include a copy of the Contracting Officer's written authorization with each payment request. (End of clause) http://www.ipp.gov/

SECTION H – SPECIAL CONTRACT REQUIREMENTS

H.1 TYPE OF CONTRACT

This is a Firm Fixed-Price type contract.

H.2 INTERPRETATION OF CONTRACT REQUIREMENTS

No interpretation of any provision of this contract, including applicable specification(s)/work statement, shall be binding on the Government unless furnished or agreed to in writing by the Contracting Officer (CO).

H.3 NOTICE TO THE GOVERNMENT OF DELAYS

In the event the Contractor encounters difficulty in meeting performance requirements, or when it anticipates difficulty in complying with the contract delivery schedule or date, or whenever the Contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, the Contractor shall immediately notify the CO and the COR, in writing, giving pertinent details, provided, however, that this data shall be informational only in character and that this provision shall not be construed as a waiver by BEP of any delivery schedule or date or of any rights or remedies provided by law or under this contract.

H.4 NON-DISCLOSURE OF NON PUBLIC INFORMATION AND DATA

During the period of performance of the contract, the Contractor may be granted access to Non Public information and data, which is the sole property of BEP, as well as proprietary information and data, which is the sole property of entities other than the contracting parties. In particular, the Contractor agrees that all information provided by representatives of BEP, either before or after contract award, concerning the design, manufacture, processing or transporting of United States currency is nonpublic. Such information shall be shared only with employees or agents of the company having a need to know, and shall not be disclosed to other persons without the written consent of the CO.

Further, the Contractor agrees to maintain the confidentiality of all such information and data and shall not disclose any information and data, interpretations of, and/or derivatives of, such information and data to any unauthorized party without the express written approval of the CO, or of the party in which title is wholly vested. The Contractor hereby agrees to include this clause in all subcontracts or consulting agreements relating to work under this contract. The Contractor shall be required to sign a Non-Disclosure Agreement.

H.5 INDEMNIFICATION

(a) Responsibility for Government Property: The Contractor assumes full responsibility for and shall indemnify the Government against any and all losses or damage of whatsoever kind and nature to any and all Government property, including any equipment, supplies, accessories, or parts furnished, while in his custody and care for storage, repairs, or service to be performed under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of the Contractor, any subcontractor, or any employee, agent or representative of the Contractor or subcontractor.

If due to the fault, negligent acts (whether of commission or omission) and/or dishonesty of the Contractor or its employees, any Government-owned or controlled property is lost or damaged as a result of the Contractor's performance of this contract, the Contractor shall be responsible to the Government for such loss or damage, and the Government, at its option, may in lieu of payment thereof, require the Contractor to replace at his own expense, all property lost or damaged.

(a) Hold Harmless and Indemnification Agreement: The Contractor shall save and hold harmless and indemnify the Government against any and all liability claims, and cost of whatsoever kind and nature for injury to or death of any person or persons and for loss or damage to any Contractor property or property owned by a third party occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operation, or performance of work under the terms of this contract, resulting in whole or in part from the acts or omissions of the Contractor, any subcontractor, or any employee, agent, or representative of the Contractor or subcontractor.

(b) Government's Right of Recovery: Nothing in the above paragraphs shall be considered to preclude the Government from receiving the benefits of any insurance the Contractor may carry which provides for the indemnification of any loss or destruction of, or damages to property in the custody and care of the Contractor where such loss, destruction or damage is to Government property. The Contractor shall do nothing to prejudice the Government's right to recover against third parties for any loss, destruction of, or damage to Government property, and upon the request of the Contracting Officer shall, at the Government's expense, furnish to the Government all reasonable assistance and cooperation (including assistance in the prosecution of suit and the execution of instruments of assignment in favor of the Government) in obtaining recovery.

(c) Government Liability: The Government shall not be liable for any injury to the

Contractor's personnel or damage to the Contractor's property unless such injury or damage is due to negligence on the part of the Government and is recoverable under the Federal Torts Claims Act, or pursuant to other Federal statutory authority.

H.6 ORGANIZATIONAL CONFLICTS OF INTEREST

(a) The Contractor warrants that, to the best of the Contractor’s knowledge and belief, there are no relevant facts or circumstances which could give rise to an organizational conflict of interest (OCI), as defined in FAR 9.5, Organizational and Consultants Conflicts of Interest, or that the Contractor has disclosed all such relevant information.

(b) The Contractor agrees that if an actual or potential OCI is discovered after award, the

Contractor shall make a full disclosure in writing to the Contracting Officer. This disclosure must include a description of actions, which the Contractor has taken or proposes to take, after consultation with the Contracting Officer, to avoid, mitigate, or neutralize the actual or potential conflict.

(c) The Contracting Officer may terminate this contract for convenience, in whole or in part, if it deems such termination necessary to avoid an OCI. If the Contractor was aware of a potential OCI prior to award or discovered an actual or potential conflict after award and did not disclose or misrepresented relevant information to the Contacting Office, the Government may terminate the contract for default, debar the Contractor from Government contracting, or pursue such other remedies as may be permitted by law or this contract.

(d) The Contractor must include this clause in all subcontracts and in lower tier subcontracts unless a waiver is requested from, and granted by, the Contracting Officer.

(e) In the event that a requirement changes in such a way as to create a potential conflict of interest for the Contractor, the Contractor must:

1) Notify the Contracting Officer of a potential conflict, and;

2) Recommend to the Government an alternate approach which would avoid the potential conflict, or

3) Present for approval a conflict of interest mitigation plan that shall:

• Describe in detail the changed requirement that creates the potential conflict of interest; and

• Outline in detail the actions to be taken by the Contractor or the Government in the performance of the task to mitigate the conflict, division of subcontractor effort, and limited access to information, or other acceptable means.

4) The Contractor must not commence work on a changed requirement related to a potential conflict of interest until specifically notified by the Contracting Officer to proceed.

5) If the Contracting Officer determines that it is in the best interest of the Government to proceed with work, notwithstanding a conflict of interest, a request for waiver must be submitted in accordance with FAR 9.503.

H.7 DISCLOSURE OF CONFLICTS OF INTEREST

It is the BEP policy to award contracts to only those Quoters whose objectivity is not impaired because of any related past, present, or planned interest, financial or otherwise, in organizations regulated by BEP or in organizations whose interests may be substantially affected by Departmental activities. Based on this policy, if at any time during the performance of this contract the Contractor knows of any Conflict of Interest situation affecting the organization, any of its officers or Key Persons working under this contract, has reason to believe that a conflict of interest situation might arise, or is made aware of an actual or potential conflict of interest situation:

(a) The Contractor shall immediately provide to the Contracting Officer a written statement which describes in a concise manner all past, present or planned organizational, financial, contractual or other interest(s) with that organization regulated by BEP, or with that organization or individual whose interests may be substantially affected by Departmental activities, and which is related to the work under this contract. The interest(s) described shall include those of the Contractor, its affiliates, consultants, Subcontractors, and key personnel of any of the above. Past interest shall be limited to within one year of the date of the quoter's technical quote.

Key personnel shall include any person owning more than 20% interest in the organization, and the organization's corporate officers, its senior managers and any employee who is responsible for making a decision or taking an action on this contract where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.

(b) The Contractor shall describe in detail when it became aware of the actual or potential conflict of interest, what action the organization has taken or proposes to take to mitigate and / or rectify the situation, and why it believes, in light of the interest(s) identified in (a) above, that performance of the contract can still be accomplished in an impartial and objective manner.

(c) In the absence of any relevant interest identified in (a) above, the Contractor shall certify in its statement that to its best knowledge and belief no affiliation exists relevant to possible conflicts of interest. The Contractor must obtain the same information from any potential Subcontractors prior to award of a subcontract.

(d) The Contracting Officer shall review the statement submitted and may require additional relevant information from the Contractor. All such information, and any other relevant information known to BEP, shall be used to determine whether a conflict of interest exists or a situation exists that may create a conflict of interest. If any such conflict of interest is found to exist, the Contracting Officer may (1) terminate the contract, or (2) determine that it is otherwise in the best interest of the United States to continue the contract with the Contractor and (3) modify the contract to include appropriate provisions to mitigate or avoid such conflicts in the contract.

(e) If the Contractor refuses to provide the written statement called for in paragraph (a), or any additional information that the Contracting Officer may require, the Contracting Officer may terminate the Contract for convenience if he or she deems that termination is in the best interest of the Government.

H.8 POST AWARD MEETING

At its discretion, BEP may schedule and conduct a post award meeting with the Contractor after contract award. The objectives of this meeting would be to: introduce key participants and explain their roles, review deliverables, review the performance work statement and tasks to ensure a common understanding of the requirements and objectives, as well as other matters of importance and relevance. The Contracting Officer will provide advance notice, agenda and, meeting days and time, which will be between 8AM-4PM Eastern. If BEP determines that a post award meeting is necessary, the day(s) and time(s) of any such meeting will be determined after contract award.

H.9 EVALUATION OF CONTRACTOR PERFORMANCE

(a) Interim and final evaluations of Contractor performance will be prepared for this contract in accordance with FAR 42.1503. The final performance evaluations will be prepared at the time of completion of work.

(b) The Contractor can elect to review the evaluation and submit additional information or a rebuttal statement. The Contractor will be permitted 60 calendar days to respond.

Contractor response is voluntary. If the Contractor does not respond within 60 days, the

Government will presume that the Contractor has no comment. Any disagreement between the parties regarding an evaluation will be referred to an individual at a level above the Contracting Officer, whose decision is final.

(c) Copies of the evaluations, Contractor responses, and review comments, if any, will be retained as part of the contract file, and may be used to support future award decisions.

Bureau of Engraving and Printing utilizes the Contractor Performance Assessment Reporting System (CPARS) and the Federal Awarded Performance and Integrity Information System (FAPIIS) to record and maintain past performance information. The past performance systems hosts a suite of web-enabled applications that are used to document Contractor performance information that is required by Federal Regulations.

The CPARS module assesses performance on contracts for Systems, Services, Information Technology, and Operations Support, Architect-Engineer contracts and performance on Construction contracts. CPARS reference material can be accessed at https://cpars.cpars.gov/cpars/app/home.do

Federal Awarded Performance and Integrity Information System (FAPIIS) http://www.fapiis.gov/fapiis/govt/datareports.jsp

The registration process requires the Contractor to identify an individual that will serve as a primary contact. This individual will be authorized access to the evaluation for review and comment. In addition, the Contractor is encouraged to identify a secondary contact in the event the primary contact is unavailable to process the evaluation within the required 60-day time period. After the BEP Contract Specialist registers the contract in one of the systems listed above, the Contractor will receive a system generated e-mail notifying him/her that the contract is registered. A system generated e-mail will also provide the Contractor with a User ID if the person does not already have a system User ID. Once a performance evaluation has been prepared and is ready for comment, the Contractor representative will receive a system generated e-mail notification that the performance evaluation is electronically available for review and comment. The Contractor representative will receive an automated e-mail whenever an assessment is completed and can subsequently retrieve the completed assessment from system. Contractors may access evaluations at one of the websites listed above for review and comment in CPARS.

H.11 GOVERNMENT FURNISHED MATERIALS (GFM)

All government furnished materials, especially security items, shall be safeguarded, accounted for, and returned to the BEP in accordance with the requirements set forth. All government furnished materials/security items shall be returned to the Government within 10 calendar days after written request by the COR. All requests for GFM shall be submitted to the Bureau no later than 30 calendar days prior to the materials being required for use under this contract. All requests for government furnished materials shall be submitted to the Contracting Officer. No security items will be furnished until completion of a security audit and implementation of appropriate security provisions to ensure their safeguarding and accountability.

http://www.fapiis.gov/fapiis/govt/datareports.jsp

The Contractor shall exercise diligence in the care and safekeeping of the property mentioned herein. In the event of damage to BEP property or equipment caused by Contractor, the amount of compensation due the BEP by the Contractor shall be the actual cost of repair, provided such amount does not exceed the economical repair value.

In the case of loss or damage caused by the Contractor beyond economical repair to equipment, the amount of the Contractor's liability shall be the depreciated replacement value of the item to be determined by the Contracting Officer. Any failure of the Contractor to agree with such determination shall be treated as a dispute pursuant to the clause of this Contract entitled "Disputes."

The Contractor, any subcontractor, or their employees or agents shall not use government property in any manner for any personal advantage, business gain, or other personal endeavor.

H.13 BUREAU WORKING RESTRICTIONS

When the project specifications permit the undertaking of contract work during Bureau working hours, such work must be performed without:

• Interfering with Government business.

• Unduly restricting traffic.

• Causing unsafe conditions for employees and visitors; and

• Adversely affecting the operation of Bureau equipment.

When, the Contracting Officer has determined that the Contractor’s work is in violation of any of the four restrictions above, the Contractor shall be required to perform the work at such time and under such conditions as are in the best interest of the Bureau. In this connection, the directions of the Contracting Officer shall be binding and shall be executed by the Contractor at no additional cost to the Government.

H.14 PARKING

All vehicles entering the facility are subject to inspection. There is no available parking at the DCF.

H.15 UTILITIES PROVIDED

For the purpose of this contract, utilities such as water, electricity, etc., shall be furnished by the Government at no cost to the Contractor for the preparation and performance of the BAT and installation of the equipment at the Bureau. All extensions, wiring, hoses, etc., required for connection to such utilities shall be furnished by the Contractor. The Contractor shall be required to participate in all BEP utility conservation programs. Long distance and FTS telephone services shall not be provided. If the Contractor anticipates any interruption to a utility service, the Contractor shall provide written notification to the COR 10 calendar days prior to the utility interruption.

H.17 PERMITS AND LICENSES – GENERAL

In the performance of work hereunder, the Contractor shall obtain and maintain in effect all necessary permits and licenses required by Federal, State, or local government, or subdivision thereof, or of any other duly constituted public authority. The Contractor shall comply with all laws and regulations applicable to work to be performed hereunder.

H.18 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 Contract 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.

H.23 PROTECTING SENSITIVE INFORMATION

(a) Applicability This clause applies to the Contractor, its subcontractors, and contractor personnel (hereafter referred to collectively as "Contractor") and addresses specific BEP requirements in addition to those included in the Federal Acquisition Regulation (FAR), Privacy Act of 1974 (5 U.S.C. 552a - the Act), the Health Insurance Portability and Accountability Act of 1996 (HIPAA, Pub. L. 104-191, 110 Stat. 1936), the Sarbanes-Oxley Act of 2002 (SOX, Pub. L. 107-204, 116 Stat 745), and other laws, mandates, or executive orders pertaining to the development and operations of information systems and the protection of sensitive information and data. The following should not be construed to alter or diminish civil and/or criminal liabilities provided under various laws or mandates.

(b) Authorization to Use, Store, or Share Sensitive Information

(1) Written approval by the Chief Information Officer (CIO), or delegate, is required prior to the use or storage of BEP Sensitive Information or sharing of BEP Sensitive Information by the Contractor with any subcontractor, person, or entity other than

BEP.

(2) Contractor must not remove Sensitive Information from approved location(s), electronic device(s), or other container(s), without prior approval of the CIO, or designate.

(c) Information Types

The term Information is synonymous with Data, regardless of format or medium.

Personally Identifiable Information (PII) is a subset of Sensitive Information. Sensitive PII is a subset of PII, and therefore a subset of Sensitive Information. All requirements for Sensitive Information apply to PII and Sensitive PII. All requirements for PII apply to Sensitive PII.

(1) Sensitive Information Sensitive Information is any information, which if lost, compromised, or disclosed, could result in substantial harm, embarrassment, inconvenience, or unfairness to an individual, the Government, or the Government's interests. Sensitive Information is subject to stricter handling requirements because of the increased risk if the data are compromised. Some categories of Sensitive Information include Intellectual Property, Proprietary Manufacturing Information, Financial, Medical or Health, Legal, Strategic and Business, Human Resources, Personally Identifiable Information (PII), and Sensitive PII. These categories of information require appropriate protection as stand-alone information and may require additional protection in aggregate.

(2) Personally Identifiable Information (PII) PII, as defined in OMB Memorandum M- 07-16, refers to information that can be used to distinguish or trace an individual's identity, either alone or when combined with other personal or identifying information that is linked or linkable to a specific individual. The definition of PII is not anchored to any single category of information or technology. Rather, it requires a case-by-case assessment of the specific risk that an individual can be identified. In performing this assessment, it is important to recognize that non-PII can become PII whenever additional information that is publicly available — in any medium and from any source — is or can be combined to identify an individual. As an example, PII includes a name and an address because it uniquely identifies an individual, but alone may not constitute Sensitive PII.

(3) Sensitive PII refers to information that can be used to target, harm, or coerce an individual or entity, assume or alter an individual's or entity's identity, or alter the outcome of an individual's or entity's activities. Sensitive PII requires stricter handling because of the increased risk to an individual or associates if the information is compromised. Some categories of Sensitive PII include stand-alone information, such as Social Security numbers (SSN) or biometric identifiers. Other information such as a financial account, date of birth, maiden names, citizenship status, or medical information, in conjunction with the identity of an individual (directly or indirectly inferred), are also considered Sensitive PII. In addition, the context of the information may determine whether it is sensitive, such as a list of employees with poor performance ratings or a list of employees who have filed a grievance or compliant.

(d) Information Security Incidents: An Information Security Incident is an incident that includes the known, potential, or suspected exposure, loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or unauthorized access of any Contractor or Government systems or information, including, but not limited to, Sensitive Information.

(1) Information Security Incident Reporting Requirements

All Information Security Incidents must be reported in accordance with the requirements below; even if it is believed the Incident may be limited, small, or insignificant. BEP will determine when an Incident requires additional focus and attention.

a. Contractor employees must report all Information Security Incidents to the BEP Service Desk (202) 874-3010 immediately, but not later than 30 minutes, after becoming aware of the Incident, regardless of day or time.

b. When notifying the BEP Service Desk, copy the Contracting Officer

Representative (COR) if possible, or if reporting by phone or COR's email is…