RFQ 2031ZA25Q00195 - UV Vis-NIR Spectrometer.pdf

REQUEST FOR QUOTE

2031ZA25Q00195

UV-Vis-NIR Spectrophotometer

Table of Contents

Section Description Page Number(s)

A General Information 2

B Pricing Schedule 3 - 4

C Statement of Work 5 - 14

D Packaging and Handling 15 - 16

E Inspection and Acceptance 17 - 18

F Delivery or Performance 19 - 20

G Contract Administration Data 21 - 23

H Special Contract Requirements 24 – 36

I Contract Clauses 37 – 45

J Attachments 46

K Certifications 47 - 72

L Instructions to Offerors 73 - 76

M Evaluation 77 - 79

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SECTION A – GENERAL INFORMATION

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in subpart 12 & 13, as supplemented with additional information included in this notice.

This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued.

A. This solicitation document and incorporated provisions and clauses are those in effect through

Federal Acquisition Circular FAC 2025-04/effective date of 11 June 2025.

B. This procurement falls under NAICS code 334516, Analytical Laboratory Instrument

Manufacturing.

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

D. 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.

[END OF SECTION]

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SECTION B – PRICING SCHEDULE

Base Year

CLIN SUPPLIES/SERVICES QTY UNIT

UNIT

PRICE

TOTAL

Base Unit UV-Vis-NIR Spectrophotometer, including required accessory options and software

(12-months warranty included)

2 EA $ $

0002 Shipping and Handling 1 EA $ $

0003 Installation 2 EA $ $

0004 Training (On-Site at BEP for up to 8 persons) 2 EA $ $

Total Base Year $

Option Year 11

CLIN SUPPLIES/SERVICES QTY UNIT

UNIT

PRICE

TOTAL

Preventative Maintenance and Calibration

Service

2 EA $ $

Total Option Year 1 $

Option Year 2

UNIT

PRICE

TOTAL

Preventative Maintenance and Calibration

Service

Total Option Year 2 $

Option Year 3

UNIT

PRICE

TOTAL

Preventative Maintenance and Calibration

Service

Total Option Year 3 $

1 The period of performance (pop) includes option periods, which will be evaluated at the time of award.

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Option Year 4

UNIT

PRICE

TOTAL

Preventative Maintenance and Calibration

Service

2 EA $ $

Total Option Year 4 $ $

Grand Total $

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SECTION C – STATEMENT OF WORK (SOW)

C.1 Introduction/Background:

The Bureau of Engraving and Printing (BEP) is a component of the Department of the

Treasury that designs, engraves, and prints U.S. banknote currency and other U.S. security products. In support of these operations at BEP's District Currency Facility (DCF), located in Washington, DC, the BEP, Office of Quality Operations (OQO) requires two (2) UV-

Vis-NIR Spectrophotometers. The spectrophotometers are required to measure the optical properties of ink and paper.

C.2 Objective/Scope/Purpose:

C.2.1 The purpose of this acquisition is to purchase two (2) new UV-Vis-NIR spectrophotometer that is capable of performing inspection of incoming ink and paper materials for their specified optical properties. In the quality laboratories, the spectrophotometer is used to measure optical properties of incoming ink and paper materials. These optical properties need to meet certain specifications in order to ensure the materials are of sufficient quality to be used in production. Therefore, a spectrophotometer capable of accurately measuring these qualities is essential for the currency production process. The current spectrophotometer units have reached end-of-life and must be replaced. The new spectrophotometer units need to be purchased, delivered, and installed. BEP personnel must be trained by qualified contractors. As a result, BEP needs to complete the acquisition and qualification of new equipment to replace the current units.

C.2.2 The Contractor shall provide equipment that meets or exceeds the technical requirements stated under Section C.3. BEP will only accept new equipment.

C.3 Technical Requirements/Tasks/Outcomes:

C.3.1 The UV-Vis-NIR Spectrophotometer shall meet the following requirements:

C.3.1.1 The spectrophotometer shall be a new single integrated instrument.

C.3.1.2 The spectrophotometer shall be able to be positioned and operated on a laboratory bench top. A handheld or free-standing unit is not acceptable.

C.3.1.3 Wavelengths for all modes of operation shall be continuous over the range 200-

2500 nm.

C.3.1.4 Spectral resolution shall be at least 1 nm over the entire spectral range. Higher resolutions are desirable.

C.3.1.5 The spectrophotometer shall have an internally or externally mounted (diffuse) reflectance unit with a 150 mm integrating sphere that has a 8° reflectance port and a 0° transmittance port. The integrating sphere must have a wideband

InGaAs detector.

C.3.1.6 The spectrophotometer shall be able to measure diffuse reflectance of different types of paper and ink prints. Standard reflectance ports should allow

6 Bureau of Engraving and Printing 2031ZA25Q00195 measurement of samples between 2.5 cm and 0.2 cm diameters. The ability to measure samples of smaller areas is highly desirable.

C.3.1.7 The ability to focus the beam (referred to as a “small spot accessory”) to allow data collection of smaller sample areas is required. The use of masks or apertures is only acceptable when used in conjunction with beam focusing.

C.3.1.8 Software controlled, motorized 1% and 0.1% reference beam attenuators are required for measuring high absorbance samples.

C.3.1.9 The ability to center mount samples using a clip holder and perform multi-angle reflectance measurements on printed metallic inks within the 150 mm sphere is required. The ability to select variable angles is required.

C.3.1.10 All spectral data shall be able to be exported in ASCII (or other Excel readable format e.g. csv), including all instrument operation parameters and sample information.

C.3.1.11 The spectrophotometer shall be capable of measuring spectral reflectance to an accuracy of ± 1% of the entire 200-2500 nm range and have a repeatability bias of less 25than ± 1%.

C.3.1.12 All the vital components of the spectrometer shall be contained in a dust-proof enclosure and electromagnetic interference (EMI) shall be sealed.

C.3.1.13 The spectrophotometer shall operate in standard laboratory (room temperature) conditions. The ability to also operate in a quality control laboratory with an environment as defined by TAPPI Method T402 Standard Conditioning &

Testing Atmospheres for Paper, Board, Pulp Hand Sheets and Related Product, (23.0 ± 1.0°C and 50.0 ± 2.0% relative humidity) is required. Operation in wider temperature and humidity conditions is highly desirable.

C.3.1.14 The spectrophotometer shall be equipped with well-developed, fully tested, Windows-based software, used to operate the spectrometer, perform calibration, process data, analyze data, and print out reports for quality assurance to fulfill ISO 9001 requirements. The utilization of NIST or other traceable reflectance calibration standards is required. A user-defined library function with search capability is highly desirable.

C.3.1.15 The spectrophotometer software must be able to determine color values (over industry standard wavelengths, preferably at 1 nm resolution) in a variety of formats including CIE L*a*b* and Hunter Lab, using a variety of standard illuminants (which must include D65) and shall be able to calculate color difference (Delta(E)). The ability to calculate Chromaticity, Whiteness index, Opacity, and Yellowness (ASTM E313 and ASTM D1925) is desirable.

C.3.1.16 Upon contract award, the vendor shall provide BEP a fully functional copy of the operating software 4 weeks before installation, to allow development of data processing procedures.

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C.3.2 Special Qualifications:

C.3.2.1 The Contractor shall provide a Technical Engineer to install, verify and calibrate the instrument.

C.3.2.2 The Technical Engineer shall be proficient in the operational software and be able to install, connect and train said software.

C.3.2.3 The Contractor shall provide an expert engineer to perform calibration services for the equipment listed below.

C.3.3 Specific Tasks:

C.3.3.1 The Contractor shall calibrate the Spectrophotometer and run standards to verify all instrument parts meet manufactory requirements.

C.3.3.2 The contractor shall provide calibration certification and documentation in compliance with ISO 9001.

C.3.3.3 The Contractor shall provide calibration certificates and stickers to document condition of the instruments, date of services, and expiration date of calibration.

C.3.3.4 The contractor shall perform Bureau Acceptance Test (BAT) detailed in section

3.7 after instrument’s installation and calibration.

C.4 Deliverables:

No.

Deliverable Due Date Deliverable Format Deliverable

Recipient

C.3 UV-Vis-NIR

Spectrophotometer

Within 90 Days after Contract

Award

Equipment Hardware and any Related

Accessories

COR

C.3.1.16 Operating Software 4 Weeks before

Installation

Software Program COR

C.3.3 Sticker of

Calibration

Annually Sticker COR

C.9.3 Training Materials and Instrument

Manuals

Four (4) Weeks

Prior to Installation

Paper Document and

MS Word, PDF, MS

Power Point, etc.

COR

C.12 Certificate of

Calibration and

Documentation for the new Units

72 Hours after

Completion of BAT

Paper Document and

Electronic Document

(PDF) English and

Metric Units (SI)

COR

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C.5 Government Furnished Resources and Information:

C.5.1 Safeguarding Government Furnished Materials: Under the performance of this contract, the BEP shall provide government-furnished materials that are considered items of security. The Contractor shall abide by all requirements and instructions of the BEP’s

Office of Security during the performance of this contract.

C.5.2 Environmental, Health, and Safety:

C.5.1.1 All Contractors must comply with the requirements and procedures established through the BEP Environmental, Health, and Safety (EHS) document(s): 75D-07.0-04 EHS

Contractor Requirements. The BEP shall furnish the document(s) as part of the contract.

C.12 Bureau Acceptance

Test (BAT)

Upon Completion of Setup

Paper Document and

Electronic Document

COR

C.12 Raw Data Captured

During the Testing

72 Hours After

Completion of BAT

Paper and Electronic

Documents, (PDF)

English and Metric

Units (SI)

COR

C.13.6 Software Updates, Tools, and

Equipment for

Verification/Calibra tion and Normal

System Operation

After Each

Occurrence

Commercial Standards COR

C.11 Warranty After Completion of Installation, all

Tests

Paper Document and

Electronic Document

(PDF) English and

Metric Units (SI).

C.10.1 Preventative

Maintenance

Inspection

Certification

Annually Paper Document and

Electronic Document

(PDF) English

COR

C.16.1 Yearly Certificate of Calibration

Annually Paper Document and

Electronic Document

(PDF) English

COR

C.17.1 Field Service

Report

Upon Completion of Each Visit

Paper Document and

Electronic Document

(PDF) English

COR

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C.5.3 Access to Government Facilities:

C.5.3.1 The BEP is a secure facility, and all instruction of the BEP Police must be obeyed:

C.5.3.1.1 Weapons, cameras, and alcohol or illegal drugs are not allowed on site and are subject to seizure.

C.5.3.1.2 During the life of the contract, access to the Government facility for the

Contractor, its subcontractors, and suppliers shall be made available as required.

C.5.3.1.3 During all operations on Government premises, personnel for whom the

Contractor is responsible shall comply with the rules and regulations governing the conduct of personnel and the operation of the facility.

C.5.3.1.4 The Government reserves the right to require the Contractor's employees to sign in and/or sign out of the Government facility.

C.5.3.2 The BEP shall not provide parking for the BEP DCF.

C.5.4 On-Site Work Restrictions:

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

C.5.4.1 Interfering with Government business.

C.5.4.2 Unduly restricting traffic.

C.5.4.3 Causing unsafe conditions for employees and visitors.

C.5.4.4 Adversely affecting the operation of the BEP facility.

C.5.4.5 Non-compliance with security regulations.

C.5.4.6 Failure to adhere to this requirement can be considered grounds for termination.

C.6 Applicable Documents.

The contractor shall provide English-language documentation that describes accurate and current technical information for the UV-Vis-NIR Spectrophotometer. The documentation shall include operational manuals, maintenance manuals, training manuals, and technical contact information.

C.7 Place of Performance:

Deliverables as required during the performance of this contract shall be delivered to

F.O.B. destination. The equipment and supplies identified shall be delivered and installed to the following address:

Bureau of Engraving and Printing

14th & C Streets, S.W

Washington, D.C. 20228-001

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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.

C.8 Performance/Delivery Period:

The performance period of this requirement will be a one (1) year base and four (4) 12-months option period for Preventative Maintenance and Calibration Service. The

Contractor shall provide the equipment to DCF within 90-days upon award of contract.

C.9 Training and Trainer Requirements:

C.9.1 The Contractor shall schedule the installation of the system and testing of all features such that the installation, testing and training is performed on the same day, or in such a way as to minimize down time.

C.9.2 The Contractor shall inform the BEP COR one (1) week prior to installation to coordinate and schedule installation and training.

C.9.3 The Contractor shall provide all training materials to the COR four (4) weeks prior to installation for review and approval by the BEP.

C.9.4 The training materials shall be in hard copy and electronic formats and be adequate for each training attendee.

C.9.5 All printed training aids shall be provided for the course, be in English language, and become the property of the Government.

C.9.6 Training personnel shall be qualified representative(s) and be proficient in the English language.

C.9.7 The Contractor shall provide specialized training to familiarize BEP personnel on the installation and operation of the system, parts, and to help ensure reliable performance and maximum service life, during normal usage.

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C.9.8 Instructor shall have successfully completed training in the craft, of which training will be provided, to a level sufficient to be classified at least at the Journeyman level, Master level preferred.

C.9.9 Training shall be sufficient to adequately prepare the operators to safely run the system by themselves while meeting the production requirements.

C.9.10 Operator training shall include related safety, health, and environmental topics such as those outlined in this SOW.

C.9.11 Maintenance training shall also consist of electrical, mechanical, and touchscreen interface.

C.9.12 Training shall be sufficient to adequately prepare maintenance personnel to support the equipment, including debugging problems or incidents, by themselves.

C.10 Preventative Maintenance (PM):

C.10.1 The contractor shall perform a PM at least once per year. PM support shall include updates to the applications and software installed on the BEP workstations or laptops. All service work shall be performed by the service provider and/or by certified factory-trained personnel. Service repair technicians shall perform service using the most up-to-date maintenance techniques, instrument operation and modifications, and latest state-of-the-art applications for service/repair being performed on equipment according to specifications described in Section C.3. All replacement parts furnished by the contractor shall be manufacturer-compatible components. The contractor shall contact a designated government representative to establish the date and time to perform preventive maintenance. The contractor shall provide preventative maintenance inspection certification on the instrument to ensure the equipment is fully capable of performing operational tasks as originally designed.

C.11 Warranty

C.11.1 The Contractor shall provide one (1) year (12 calendar months) warranty on the UV-Vis-

NIR Spectrophotometer equipment, desktop computer, software, and associated accessories and for all replacement parts, components, and all applicable equipment.

C.11.2 The contractor's warranty shall begin after the completion of the equipment’s installation, successful performance test, and full acceptance of the system by the Government.

C.11.3 The Contractor warranty shall also include materials, labor, and associated transportation and shipping costs to correct any latent defects that prevent BEP from attaining the capabilities in the Technical Requirements/Tasks/Outcomes section.

C.11.4 During the warranty period, the Contractor shall correct or re-perform any defective or nonconforming services within one hundred twenty (120) hours or less.

C.11.5 The Contractor shall provide a POC for any warranty issues or concerns.

C.11.6 The Contractor shall provide information for an extended warranty on the UV-Vis-NIR

Spectrophotometer equipment and its major components (e.g., desktop computer, software, etc.).

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C.12 Bureau Acceptance Test (BAT):

C.12.1 Responsibility for Inspection and Testing: The BEP reserves the right to perform any inspections and tests set forth for this equipment, including an inventory of parts list and supplies listed in the contract.

After the inspection, the COR shall notify the Contractor’s POC and the CO (Contracting

Officer) if services were found to be non-compliant with contract requirements and/or unacceptable services were performed.

C.12.2 Verification: Instrument demonstration is expected to require one (1) day and shall be conducted as part of the training.

C.12.3 Validation/BEP Acceptance Testing (BAT):

The BEP will validate the UV-Vis-NIR Spectrophotometer in compliance with the requirements stated in Section III above. All components must be fully operational. After installation and training, a BAT of the system shall be performed by the BEP to ensure features perform as expected and there are no unintended consequences of the system.

Note: If the equipment does not successfully pass the BAT and must be retested, the

Contractor shall assume ALL costs of retesting including personnel lodging, travel, and materials

C.12.4 Final Acceptance: The system shall be utilized by the BEP for a minimum of three (3) weeks in production without any problems or issues being noted prior to final acceptance by the BEP.

C.13 Computer Software and Hardware:

C.13.1 Software is to be sent via USB flash drive or website link for download to the COR four

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

C.13.2 Able to utilize the instrument, accessories and components.

C.13.3 Able to print data, parameters, test data and reports of analysis if applicable.

C.13.4 Software allows for fully automated programs with prompts for operators.

C.13.5 The service provider shall update software at minimum during annual calibration and maintenance if an update is available.

C.13.6 The contractor shall provide all software updates, tools, and equipment for verification/calibration and normal system operation to the BEP.

C.13.7 The Contractor shall provide the most recent version and equipment operating software that is compatible with Microsoft Windows 11, computer operating system, if applicable.

13 Bureau of Engraving and Printing 2031ZA25Q00195

C.13.8 The instrument software shall allow the data, including tables and graphs, to be exported in formats suitable for processing in Microsoft Office documents such as Microsoft Excel spreadsheets (file extensions .xls, .xlsx, .csv, .tsv).

C.13.9 The instrument shall be capable of either RS232, USB, Ethernet connection, etc.

C.13.10 The instrument shall possess the ability to connect to a printer, via either RS232, USB, etc., but not Bluetooth.

C.14 Emergency Repairs:

C.14.1 The Contractor shall have the capability to provide unscheduled (demand on-site) repair service calls for the purchased equipment. Once notified by the designated government representative that a problem exists, the contractor shall provide on-site response time within three (3) working days and continue working until the problem is resolved.

C.15 Repair Warranty:

C.15.1 Repair of covered items shall be performed on-site. If an item cannot be repaired on site, it will be removed from the system and shipped to the appropriate service center or delivered by the contractor at no additional cost to the government during the warranty period. The item removed must be restored to proper operating condition, returned to the government, and reinstalled by the contractor within no more than 30 business days. If the item repair, return, or install will require more than 30 business days, prior government approval must be obtained. If covered during the warranty period, there will be no additional cost to the government. In the event that an item cannot be repaired, the contractor shall inform the designated government point of contact in advance of replacement. Removal of any IT components or non-volatile memory components shall be coordinated with the BEP CIO Directorate prior to removal from BEP facilities.

C.15.2 The contractor shall obtain all parts necessary to repair the instruments. Repair parts shall have a standard manufacturer’s warranty at minimum.

C.16 Perform Annual Calibration Certification:

C.16.1 The contractor shall perform an annual system evaluation, calibration and certification for the equipment, and calibration standards, and accessories if required. Provide certificate of Calibration for instrument and/or components and accessories if applicable. Provide calibration traceability, measurement uncertainties, data and tolerances. The certificate of calibration shall be provided upon completion of service or sent to the BEP representative within 5 days of service. A calibration sticker(s) shall be placed on the instrument. The calibration sticker shall indicate at minimum date of service, next due date, initials/signature, and provider. A certification report and certificate shall be provided for each system. Contractor shall utilize National Institute of Standard and Technology (NIST)

-traceable (or equivalent) standards to calibrate and certify the equipment.

At minimum, the certificate of calibration shall include:

14 Bureau of Engraving and Printing 2031ZA25Q00195

C.16.1.1 Title (i.e. Certificate of Calibration, Calibration Certificate).

C.16.1.2 Instrument component serial number(s).

C.16.1.3 Name and address of the laboratory.

C.16.1.4 Location of where calibration service was performed.

C.16.1.5 Unique identification of the calibration certificate (e.g. the certificate number).

C.16.1.6 Name and address of the contractor.

C.16.1.7 Identification of calibration method(s).

C.16.1.8 List of measuring equipment and/or standards used to perform calibration and traceability to NIST, ISO, ASTM or equivalent.

C.16.1.9 Identification of the items calibrated.

C.16.1.10 “As Found” and “As Left” results with tolerances.

C.16.1.11 Data of service and name/signature of technician.

C.16.1.12 Identity of any parts that needed to be replaced or repaired.

C.16.1.13 Notes/suggestions to BEP.

C.17 Maintenance/Service Call Visits:

C.17.1 Upon completion of each visit (preventative maintenance visits, emergency repair service calls, and annual calibration certification) the Contractor will provide a copy of the field service report to the BEP point of contact for all work performed. The service or repair shall be covered by the Contractor's standard warranty for at least a period of thirty (30) days.

C.18 Technical Support:

C.18.1 The Contractor shall provide technical phone support between 8:00 am to 5:00 pm (EST), Monday through Friday. The Contractor shall provide priority status for technical support inquiries and respond within 2 hours. The contractor shall also provide software updates and notifications as they occur.

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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:

• 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.

• Must be durable, in English, and printed on or affixed to the surface of a package or on a label, tag, or sign.

• Must not be unobscured by labels or attachments; and

• Must be located away from any other marking (such as advertising) that could substantially reduce its effectiveness:

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 Back-ordered, 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 #.

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The Contractor 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. **

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SECTION E – INSPECTION AND ACCEPTANCE

CLAUSE

NUMBER

TITLE DATE

52.246-1 Contractor Inspection Requirements APR 1984

52.246-2 Inspection of Supplies-Fixed-Price AUG 1996

52.246-4 Inspection of Services-Fixed-Price AUG 1996

52.246-16 Responsibility for Supplies APR 1984

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

UV-Vis-NIR Spectrophotometer delivered under this contract.

For the systems 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 systems will be deemed unacceptable.

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

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.

The COR will closely monitor adherences to the schedule as agreed upon during the initial project review meeting and throughout the contract to ensure performance schedules are met and to ensure that the Bureau Acceptance Test (BAT) is passed on the first trial. The BEP will work with the contractor to mitigate and fix any issues. To mitigate any schedule risk upon acceptance of the contract, monthly or weekly discussion will take place regarding scheduling to coordinate installation and training.

(1) Testing

The system will be tested at the contractor’s facility prior to the BEP authorizing shipment of the system for installation. Acceptance testing (Bureau Acceptance Test – BAT) will be performed at the BEP after installation and startup of the system for acceptance.

18 Bureau of Engraving and Printing 2031ZA25Q00195

All testing shall be performed in the presence of BEP personnel, unless authorized by the

COR, and according to the established test plan for the system.

(2) Place of Inspection

The system will be tested and inspected at the contractor’s facility and after installation and start-up at the BEP the system will be tested during the Bureau Acceptance Test (BAT).

(3) Test Plan

The test plan shall cover all requirements under this contract. The test plan shall specify for each test/demonstration the item(s) compliance is being covered. Overall reliability can be verified to the Bureau by demonstration(s) of the reliability of UV-Vis-NIR

Spectrophotometer. This approach is recommended in the case of highly restrictive requirements or for systems that demonstration of the entire system reliability would require testing far beyond the intended testing time frame.

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SECTION F – DELIVERY OR PERFORMANCE

NUMBER

TITLE DATE

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

F.1 Place of Delivery:

Deliverables as required during the performance of this contract shall be delivered to

F.O.B. destination. The equipment and supplies identified shall be delivered and installed to the following address:

14th & C Streets, S.W

Washington, D.C. 20228-001

F.2 Notification of Delivery:

The contractor shall be responsible for providing all materials and services required for the delivery and placement of the equipment, all support equipment and supplies at the designated installation site(s) within the BEP. The delivery services shall also include all freight, rigging, unpacking, and removal of packing materials from BEP premises.

The BEP will not provide any assistance during deliveries.

The contractor shall notify the COR seven (7) days prior to scheduling equipment deliveries. Copies of the packing lists shall be included with this notification and a list of contractor employees who will need access to the BEP to perform installation and testing of the equipment.

F.3 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.

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

F.1 Performance/Delivery Period:

The performance period of this requirement will be a one (1) year base and four (4) 12-months option period for Preventative Maintenance and Calibration Service. The

Contractor shall provide the equipment to DCF within 90-days upon award of contract.

F.4 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.

https://www.opm.gov/fedhol/

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SECTION G – CONTRACT ADMINISTRATION DATA

G.1 CONTRACT ADMINISTRATION OFFICE

(a) This contract will be administered by:

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 WILL 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)

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G.3 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 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.

(a) 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.4 Invoice and Payment Instructions

The Contractor shall invoice the BEP monthly 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 and Printing

Office of Financial Management Accounting Division, Room 302-34A 14th and C Streets, S.W.

Washington, D.C. 20228-0001

Invoices which are submitted to an incorrect address, or which do not contain the information specified below will be returned to the Contractor for corrections. Corrected invoices shall be marked "Revised Invoice #x" and submitted to the address set forth in above.

Payment Instructions. Payment will be based on receipt of a proper invoice and contract performance. An invoice is a "proper invoice" as defined under FAR Clause 52.212-4(g).

mailto:IPPgroup@bos.frb.org

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The Contractor shall direct questions regarding payment to the COR and/or the designated payment office listed above.

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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 will be shared only with employees or agents of the company having a need to know, and will 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.

H.5 Corrective Action Report:

The Contractor shall provide written corrective action reports to the Contracting Officer and COR to any quality audit finding or root cause letters issued because of specification nonconformance to the contract performance work statement specifications. A corrective action report shall be submitted within thirty calendar days after receipt of a root cause letter or a quality audit report. The corrective action report shall contain the root cause which allowed a non-compliant product or process to occur, action taken to correct the non-compliance, action taken to prevent recurrence of the root cause, action taken to

25 Bureau of Engraving and Printing 2031ZA25Q00195 determine if other processes are affected by the non-compliance, action taken regarding susceptible processes or material, verification plan to assess the effectiveness of the correct action, and the timeline to implement the proposed changes, including verification.

H.6 Supervision of Contractor Employees:

Contractor employees performing services under this Contract will be controlled, directed, and always supervised by management personnel of the Contractor. Contractor management will ensure that employees properly comply with the performance work standards outlined in the Statement of Work. Contractor employees will perform their duties independent of, and without the supervision of, any Government official or other

Government Contractor. The tasks, duties, and responsibilities set forth in this Contract may not be interpreted or implemented in any manner that results in any Contractor employee creating or modifying Federal policy, obligating the appropriated funds of the

United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to its facility and will perform the inspection and acceptance of the completed work.

H.7 Protection of Property:

(a) Contractor Responsibility: If due to the default, negligence (whether of action 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 therefore, require the Contractor to replace at its own expense, all property lost or damaged. (b) The Contractor shall protect materials in his custody against transportation, fire, theft, weather, and other hazards in the exercise of the "highest degree of care."

H.8 Cooperation with other Contractors:

1. When the Government undertakes or awards other contracts for additional work at the facilities, the Contractor shall: (1) fully cooperate with the other Contractors and

Government employees and (2) carefully fit its own work to such other additional contracted work as may be directed by the Contracting Officer's Representative (COR).

The Contractor shall not commit or permit any act which shall interfere with the performance of work awarded to another Contractor or with the performance of other

Government employees.

2. In any case where, while fulfilling the contract requirements, the Contractor disturbs any work guaranteed under another separate contract, the Contractor shall restore such disturbed work to a condition satisfactory to the COR and guarantee such restored work to the same extent as it was guaranteed under the applicable other contract.

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H.9 Working Restrictions-Business Hours:

(a) When the project specifications permit the undertaking of contract work during BEP working hours, such work must be performed without:

1. Interfering with BEP business.

2. Unduly restricting traffic.

3. Causing unsafe conditions for employees and visitors; and

4. Adversely affecting the operation of BEP equipment.

(b) When, the Contracting Officer or COR 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, that will be mutually agreed upon, and under such conditions as are in the best interest of the BEP. In this connection, the directions of the Contracting

Officer/COR shall be binding and shall be executed by the Contractor at no additional cost to the Government.

(c) In performing onsite work under this contract in a Government building shall:

(1) Conform to the specific safety requirements established by the contract.

(2) Comply with the safety rules of the installation that concern related activities not directly addressed in this contract.

(3) Take all reasonable steps and precautions to prevent accidents and preserve the life and health of Contractor and Government personnel connected in any way with performance under this contract.

(4) Take such additional immediate precautions as the Contracting Officer or

Contracting Officer's Representative (COR) may reasonably require for safety and accident prevention purposes.

(5) Conform to all required security requirements.

H.10 Identification of Contract Employees:

All contract personnel 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. 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.

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H.11 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.12 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.