Passport_Book_Printer__Maint_RFPSAQMMA14R0203_final_version.docx

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

SECTION B – SUPPLIES OR SERVICES AND PRICES/COSTS

B.1 PROGRAM OVERVIEW

The U.S. Department of State (DoS or Department) has used color thermal-ink-transfer printers for personalizing U.S. passports since 1998. The DoS personalizes passports at 29 domestic passport agencies and production centers. To meet the need for enhanced security and a desire for longer lasting travel documents DoS will replace these units with passport personalization printers that have the capability of laser-engraving personalization data on a polycarbonate data page, as well as other security and quality enhancements. The objective of this contract is for the US Department of State to procure its NextGen Passport Personalization Printers (referred to herein as Personalization Printers) and maintenance using an Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract.

B.2 TYPE OF CONTRACT

a) This is a single-award indefinite-delivery, indefinite-quantity (IDIQ) contract, as defined in Federal Acquisition Regulation (FAR) 16.504 (Indefinite-Quantity Contracts).

b) The DoS Office of Acquisition Management (A/LM/AQM) will issue Firm Fixed Price (FFP) or Time and Material (T&M) Task orders in accordance with FAR Part 16.5 and the procedures set forth in Sections G and I.

B.3 MINIMUM AND MAXIMUM QUANTITIES

a) The Government shall meet the contract minimum of $1 million (inclusive of all direct costs, indirect costs, and profit/fee) through the issuance of task order(s) within the contract’s period of performance.

b) The maximum for the contract’s period of performance, including any extension(s), shall be any quantity or combination of supplies and services not exceeding $250 million (inclusive of all direct costs, indirect costs, and profit/fee).

B.4 PRICE/COST

In order to be considered for contract award, offerors must propose pricing for all CLINs, except where noted.

Offerors shall submit pricing for each CLIN under attachment G pricing table, 1- Mandatory, 2- Elective & 3- Testing support equipment.

All CLINS on the IDIQ contract are Firm Fixed Price (FFP), except for CLINS 0011, 0012, 0013, 0014, 0022 & 0023 which are Time and Materials (T&M).

CLINS 0001AE, 0001AF, 0002AE & 0002AF are FFP and are “Elective” CLINs on this contract. Pricing for the “Elective” CLINs should not be included in the overall pricing but shall be identified on attachment G pricing table 2- Elective. The “Elective” CLINs will be evaluated separately to determine that prices are fair and reasonable.

Pricing for CLINS 0003 & 0004 will be established at the task order level. Pricing for shipping shall be in accordance with published catalog pricing, pricing for shipping cost shall not include profit.

The consumable materials for CLINS 0007, 0008, 0015 & 0016 will be determined at time of award. The offeror must list and provide pricing for these CLINS in accordance with requirements set forth in section C.

CLIN 0026 is FFP and is for integration testing equipment, which includes installation, maintenance and shipping. Pricing for this CLIN is separate and shall not be included in the overall pricing.

To be inserted at IDIQ Award

To be inserted at IDIQ Award

TBD

B.5 TRAVEL COSTS (Cost-Reimbursement)

(a) Except as otherwise provided herein, the Contractor shall be reimbursed for its reasonable actual travel costs in accordance with its usual accounting practices consistent with FAR Subpart 31.2, specifically FAR31.205-46. Travel must be directly related to and required for performance of this contract, and authorized in advance and in writing by the Contracting Officer's Representative (COR). In no event shall costs associated with employee commuting be reimbursable as a direct cost under this contract.

(b) The Contractor shall include a breakout of all authorized travel expenses as an attachment to its invoices.

(c) Administrative support (coordination of travel arrangements, etc.) will be the responsibility of the Contractor.

(d) Should any Contractor personnel be requested to perform in any area which has been determined by the Department of State to be a hazardous duty area, hazardous duty premium pay may be payable at the same rate as would be given to Department of State direct-hire employees pursuant to Chapter 650 of the U.S. Department of State Standardized Regulations (Government Civilians, Foreign Areas). Each employee will be notified upon arrival at any hazardous duty area of the applicable rates, terms and conditions at the time of performance. Hazardous duty premium pay shall not be burdened with any indirect costs (e.g., overhead, G and A) or fee/profit.

(e) When local travel between the Contractor employee's regular place of performance and other locations is specifically authorized by the COR, transportation expenses shall be allowable costs under this contract. For the purposes of this clause, local travel means travel within a 50 mile radius of the Contractor employee's regular place of performance and does not include daily commuting or associated costs.

(f) For travel where use of a personal automobile has been specifically authorized by the COR, reimbursement shall be computed on the basis of actual miles traveled from stat starting point to destination. Other related miscellaneous expenses, such as tolls and parking fees, incurred in the performance of tasks authorized under this contract, will be reimbursed. Car rentals require advance approval by the COR and will be authorized only when consistent with good business practice. Allowable costs shall not exceed the actual cost of renting a compact automobile (a maximum of one for four Contractor personnel), unless extenuating circumstances (e.g., excess baggage) require other arrangements and subsequent COR approval is obtained.

(g) The Government will reimburse the Contractor for Contractor employee's travel time to or from other authorized work locations, except that for labor categories which are exempt from the Fair Labor Standards Act (FSLA),, a reimbursement will be allowed only for travel during the employee's regular working hours. The Contractor will not be reimbursed for time spent in stand down or temporary layovers by FLSA exempt contractor employees for the convenience of the Contractor except as authorized by the Federal Travel Regulations.

(h) The Contractor shall be responsible for ensuring that all personnel who will be required to travel outside the United States have current and valid passports. The Contractor shall also be responsible for obtaining any visas required for travel to foreign countries under this contract. The Contractor shall make no direct labor charges for obtaining/maintaining passports and/or visas.

(end of clause)

SECTION C – DESCRIPTIONS/SPECIFICATIONS/WORK STATEMENT

C.1. PURPOSE OF PROCUREMENT

The U.S. Department of State (DoS or State Department) has personalized U.S. passport books since 1998 using color thermal ink-transfer printers. Currently, the DoS personalizes e-passports (passport books with embedded chips) at 29 domestic passport agencies and production centers. To enhance security, durability and quality of future passport books, DoS intends to replace current systems with Next Generation (or NextGen) Passport Personalization Printers supporting automated laser engraving on a polycarbonate data page with embedded chip personalization consistent with International Civil Aviation Organization (ICAO) standards for travel documents.

The procurement includes NextGen printers and the related consumables, technical support, maintenance, and spare parts needed to sustain U.S. passport personalization at current passport book issuance facilities and any new facilities designated during the contract period. This procurement is not limited to the DoS, but also includes the Department of Homeland Security (DHS) and other Federal Government agencies.

C.1.1. General Procurement will be under an Indefinite-Delivery, Indefinite-Quantity (IDIQ) contract. Task and delivery orders issued under this contract will include:

· High-Capacity Passport Personalization Printers: High-capacity laser-engraving printers personalize at least 200 books per hour and are suitable for an industrial environment, which may require support not normally found in an office environment, e.g., 440V, 3-phase AC power, compressed air, chilled water, noise shielding, or a very large footprint.

· Low/Mid-Capacity Passport Personalization Printers: Low-capacity or mid-capacity printers are suitable for an office environment and require no greater than 20 Amps from a standard 120 or 220 Volt AC power outlet and will produce books indistinguishable from books produced on the high-capacity printers.

· Related equipment: Related equipment will be necessary to satisfy all requirements. For example, all High-Capacity printers must include print hoppers and perform inline personalization of the contactless chip. These are desired features for Low/Mid-Capacity printers.

The contractor will provide:

· Installation Support Services: Provide any material, equipment, and tools required for the contractor’s proper installation of the Personalization Printer.

· Training Materials and Services: Provide operator and maintenance training with each Personalization Printer in a manner suited for internal reuse by DoS.

· Replacement Parts and Consumables: Preposition replacement parts and consumables in a manner that supports the uptime and availability specified for each Personalization Printer.

· Test support: Support acceptance testing and other testing as described in the task or delivery order to ensure the consistent quality of passport personalization.

· Transition Out Services: Remove Personalization Printers at end-of-life and related equipment.

C.2. BACKGROUND

C.2.1 Passport Services and Its Current Operational Environment The Passport Services Directorate of the Bureau of Consular Affairs (CA/PPT) issues passports to eligible US citizens and other US nationals. As such, CA/PPT manages a system of domestic passport issuance locations (see ATTACHMENT C Personalization Facility Locations). CA/PPT may open additional passport agencies and processing centers to meet public demand during the contract period.

In addition to routine passport requests, all agencies must be able to issue passports on an emergency, short-turnaround basis. The passport business is highly seasonal with increased requirements during the peak season, which usually begins in January and continues through the early fall. Particularly during the peak season, the passport book printers are used for extended operational periods. The printers are the key element of passport production and must remain operational at a high level of performance to satisfy demand.

C.2.2 The Passport Document The United States passport is an international travel document in book format, issued by DoS requesting that other countries grant travel privileges to the bearer of the document. The physical design, technical specifications, and high-quality materials incorporated into the passport not only offer assurance to border authorities that it is a genuine official document, but also that it offers the best possible security against counterfeiting, forgery, alteration, and misuse by terrorists, international criminals, drug traffickers, and illegal immigrants.

US passports are machine-readable documents that conform to the international standards for such documents as prescribed by the International Civil Aviation Organization (ICAO), of which the US is an active member. These standards include specifications on the format and size of the document and its data page, the variable and non-variable data in the passport, and the photograph. The standards require the precise printing of variable text data in optical character recognition - B (OCR-B) font in a machine-readable zone, which must be machine-readable at the B-900 near-infrared level of the spectrum. The US Government Printing Office (GPO) prints and assembles all blank US electronic passports and delivers them to DoS for issuance.

In March 2006 the US issued its first electronic passport that includes a contactless chip embedded in the back cover of the passport. In January 2015, the US will begin replacing these with the Next Generation Passport. The Next Generation will incorporate enhanced security features as well as a laser-engraved personalization data on a polycarbonate data page.

C.2.3 The TDIS Issuance System DoS uses a computerized passport issuance system referred to as the Travel Document Issuance System (TDIS). TDIS is a modern, state-of-the-art personal computer-based local area network (LAN) system. All TDIS systems, although standalone at each issuance location, are linked together by a Wide Area Network (WAN) to support mutual remote querying and transfer of electronic data.

The workflow involved in the passport issuance process can be divided into two major categories:

· Adjudication: Adjudication consists of the intellectual determination of the entitlement of an individual to the issuance of a new passport or the renewal of a previous passport. This decision is made following review of the applicant’s identity and birth evidence and name-check comparisons against relevant databases. A passport cannot be printed in TDIS without adjudicative approval.

· Passport Processing: High-speed scanners are used to capture digital photo images as part of the Mail Open, the first processing step. Scanned photo images and text data regarding the applicant are linked in TDIS by a unique processing number. In the next step called Image Review, the processing staff verifies that the digitized photo is a clear representation of the applicant-provided photograph attached to their application, and is consistent with the State Department’s quality standards for printing in the book.

If adjudicative approval has been given, the photo and personal data, plus the passport number, derived from scanning the pre-printed passport number in a blank passport book, are sent to the printer for personalization.

At final processing, the passport chip is loaded with identical text and photo information, conforming to ICAO Basic Access Control Standard (BAC), as has been physically printed on the data page of the passport and appropriate mailing labels and envelopes are prepared. Data on the chip and data page are quality reviewed and passports are then mailed out to applicants or picked up on a will-call basis as necessary.

C.3. SCOPE

This procurement includes delivery of personalization printers, personalization printers consumable materials, software, replacement parts, technical support services, maintenance services, and support documentation required to produce completed passports. The procurement also includes support during the installation and setup of new and relocated printers at the passport issuance facilities, the integration of the printers with computerized passport issuance systems, the training of Government and contractor personnel, maintenance of the printers, and technical support services for reliable operation of the current and evolving TDIS system.

C.4. REQUIREMENTS

The contractor shall ensure that the personalization printing system and materials are compatible and that they can be successfully integrated with the existing and evolving TDIS issuance system. The contractor shall support DoS, GPO, other Government agencies, and contractors, as designated by the Government, to ensure:

· The successful integration of new personalization printers into the current and future operational environment;

· The successful integration of the personalization printer into the format and configuration of the US Next Generation electronic passport;

· That the passport data page is and remains highly secure against threats from alteration, counterfeiting, and simulation;

· That technical upgrades to required consumable materials and equipment are implemented and maintained at DoS direction;

· That printer drivers and other software applications are maintained and upgraded to work with DoS supported operating systems;

· That the Image Quality Improvement Program of DoS is supported and maintained;

· That new and evolving technologies are developed and integrated to the evolving DoS passport printing system

C.4.1. Printer Supply and Delivery Requirements

C.4.1.1. High-Capacity Passport Personalization Printers (CLINS X001AA) The contractor shall supply High-Capacity Passport Personalization Printers that satisfy the Passport Personalization Printer and Document Technical Requirements for High-capacity printers in Section C.5.

C.4.1.2. Option for inkjet printing – High-Capacity Personalization Printers (CLINS X001AB) The contractor shall supply optional inkjet printing for High-Capacity Passport Personalization Printer

C.4.1.3. Option for perforation – High-Capacity Personalization Printers (CLINS X001AC) The contractor shall supply optional perforation capability for High-Capacity Personalization Printer

C.4.1.4. Option for endorsement printing – High-Capacity Personalization Printers (CLINS X001AD) The contractor shall supply optional endorsement printing capability for High-Capacity Personalization Printer

C.4.1.5. Option for back of data page engraving – High-Capacity Personalization Printers (CLINS X001AE) With added setup or optional system modules, the High-Capacity Personalization Printers may have the capability to engrave the back of the data page.

C.4.1.6. Option for Secure Mailing – High-Capacity Personalization Printers (CLINS X001AF) With added setup or optional system modules, the High-Capacity Personalization Printers may have the capability to prepare the passports for secure mailing.

C.4.1.7. Low/Mid-Capacity Personalization Printers (CLINS X002AA) The contractor shall supply Low/Mid-Capacity Passport Personalization Printers that satisfy the Passport Personalization Printer and Document Technical Requirements for Low/Mid-Capacity printers in Section C.5.

C.4.1.8. Option for inkjet printing - Low/Mid-Capacity Personalization Printers (CLINS X002AB) The contractor shall supply optional inkjet printing for Low/Mid-Capacity Personalization Printer

C.4.1.9. Option for perforation - Low/Mid Capacity Personalization Printers (CLINS X002AC) The contractor shall supply optional perforation capability for Low/Mid Capacity Personalization Printer

C.4.1.10. Option for endorsement printing - Low/Mid Capacity Personalization Printers (CLINS X002AD) The contractor shall supply optional endorsement printing capability for Low/Mid Capacity Personalization Printer

C.4.1.11. Option for back of data page engraving - Low/Mid Capacity Personalization Printers (CLINS X002AE) With added setup or optional modules, the Low/Mid-Capacity Personalization Printers may have the capability to engrave the back of the data page.

C.4.1.12. Option for Secure Mailing - Low/Mid Capacity Personalization Printers (CLINS X002AF) With added setup or optional modules, the Low/Mid-Capacity Personalization Printers may have the capability to prepare the passports for secure mailing.

C.4.2. Shipping (CLINs X003 and X004) The contractor shall ship new High-Capacity and Low/Mid-Capacity personalization printers, using bonded shippers, to locations specified by the DOS.

C.4.3. Installation Support Services (X005 and X006) The contractor shall set up and install new personalization printers, according to schedules agreed to with the DoS, at locations specified by the DoS. Each printer delivered shall include an installation guide and wiring diagram. Printer equipment installation support service requirements include:

· Contractor shall support planning for installing the Personalization Printers.

· Contractor shall participate in development of installation schedules.

· Contractor shall participate in equipment installation related meetings.

· Contractor shall identify needed materials, equipment and supplies for site installations.

· Contractor shall perform installation of equipment at required sites (optional).

· Contractor shall perform or assist in performing operational checks of equipment following installation.

· Contractor shall help review with the Government-designated personnel and, as needed, revise the site facility drawings after completion of installation.

· Contractor shall perform other related installation activities to support subsequent engineering projects, according to schedules agreed to with the DoS, at locations specified by the DoS.

After the contractor installs the equipment and adjusts it to specification, the contractor shall conduct an acceptance test witnessed by Government-designated personnel according to the government-approved Installation Test Plans/Procedures. The equipment and facility drawings will be accepted at each site upon successful completion of the field tests on the installed equipment.

C.4.3.1. Installation Material and Equipment In accordance with the delivery order, the contractor shall provide any material, equipment, and tools required for proper installation of Personalization Printers. The contractor shall be fully responsible for the transport of all installation material and equipment, without damage or loss, to the installation site and the Government-designated installation area within the site building. The contractor shall be responsible for the off-loading of all equipment at the receiving site.

C.4.3.2. Placement In accordance with the delivery order, the contractor shall be responsible for the transport and placement of all equipment from the designated point within the installation site building to the designated installation positions. The Government will not be responsible for the storage of equipment for any period of time between transport and placement. Government personnel will not assist in this activity, except to clear aisles and areas to allow for the intra-facility movement of the equipment to the installation positions.

C.4.3.3. Mechanical Installation In accordance with the delivery order, the contractor shall be responsible for all of the mechanical/physical installation aspects for the equipment including, but not limited to, activities such as assembly, placement of components, and inspections.

C.4.3.4. Electrical Installation In accordance with the delivery order, the contractor shall be responsible for the complete electrical installation of the equipment. This may include connection of the system components to the site power and grounding system, and placement of inter-component cabling. The contractor shall supply all cabling, wiring, connectors, terminators, and associated hardware. The contractor shall conduct all electrical inspections following installation. For the low and mid capacity printers, the Government is assuming the electrical characteristics of a modern office facility are sufficient for producing the installation plan. For any exceptions to this assumption and for the high capacity printers, the contractor shall ensure that all electrical power requirements can be met before preparing the installation plan.

C.4.3.5. Disposition of Materials The contractor shall be responsible for the disposition of all packaging and other disposable materials.

C.4.3.6. Constraints The contractor shall plan and conduct installation, integration, and testing activities while not interferring with any on-going passport personalization operations. The contractor shall provide an initial Installation and Integration Plan seven days after contract award (DATOA). The contractor shall provide an updated Installation and Integration Plan for each installation location. The Installation and Integration Plan shall document schedule, contract manpower, required path clearance dimensions, and equipment requirements which may impact passport production operations. The contractor shall make adequate provisions in the personnel staffing and installation/testing procedures to allow for a flexible use of contractor on-site personnel and to avoid conflicts with passport personalization activities at the site. Every effort will be made by DoS to permit as much installation work to proceed on the prime shift, but no absolute assurance can be given that this will always be possible. The contractor shall perform installations and deliveries during other than prime shifts as the mission requirements dictate in accordance with the specific requirements for that location.

C.4.4. Consumable Materials for High-Capacity Printer (CLIN X007) The contractor shall supply all consumable materials for the on-going operation of the high-capacity personalization printers.

C.4.5. Consumable Materials for Low/Mid-Capacity Printer (CLIN X008) The contractor shall supply all consumable materials for the on-going operation of the low/mid-capacity personalization printers.

C.4.6. Warranty and Maintenance

Following the agreed warranty period, the contractor shall continue to provide maintenance and parts for Personalization Printers at each facility. The contractor shall maintain this equipment in good operating condition.

C.4.6.1. Responsibilities of the Contractor for Maintenance Contractor maintenance does not include electrical work external to the equipment. Contractor maintenance does not include repair of damage resulting from accident; transportation between Government sites; neglect; misuse; failure of electrical power, air conditioning, humidity control; or causes other than ordinary use.

The contractor shall ensure on-site maintenance personnel are U.S. citizens and as a minimum have obtained a DoS Secret personnel clearance. The contractor shall remain responsible for the actions and resulting consequences of their on-site personnel. While contractor’s personnel or representatives are on-site at issuance locations or other government facilities, the contractor shall be responsible for their compliance with all laws, rules and regulations governing national security, security and controls identified in Section H – Special Contract Requirements and personal information privacy of passport applicants covered under the Information Privacy Act.

The contractor shall complete repairs using only new parts that equal or exceed in performance to the original parts being replaced. Parts that have been replaced will become the property of the contractor.

Contractor-sponsored alterations or attachments to the Personalization Printers shall be made only with the consent of the Government through a modification to this contract.

The contractor shall honor orders for maintenance and replacement parts at prices and for periods established as shown in Section B. All equipment that is delivered under this contract shall be covered by the same maintenance terms.

C.4.6.2. Responsibilities of the Government for Maintenance Government personnel will not perform maintenance or attempt repairs to equipment provided under this contract, unless specified in the contractor supplied user manual, covered in contractor provided training, or agreed to by both Government and the contractor.

Subject to security regulations, the Government will permit access by the contractor to the Personalization Printers and related equipment, if any, which are to be maintained.

The Government will provide adequate storage space at each site for spare parts and an adequate working environment, including heat, light, ventilation, electrical service and outlets, and telephone service (for domestic calls only), for maintenance personnel. These accommodations will be within reasonable distance of the equipment to be serviced.

The Government will provide time for contractor-sponsored printer modifications within a reasonable time after being notified by the contractor that the modification is ready to be made. The time required to make the modification shall be outside the normal preventive maintenance hours unless another mutually agreeable time is decided upon.

The Government will maintain site requirements in accordance with the manufacture’s equipment environmental specifications furnished by the contractor and agreed to at the time of award.

C.4.6.3. Maintenance During the Warranty Period The contractor shall provide an initial warranty period, in accordance with their proposal, for each Personalization Printer and other required contractor-provided equipment, and any connecting devices, during which complete preventive and remedial maintenance (including parts and labor) shall be provided by the contractor at no charge to the Government. The warranty period commences on the date the equipment is placed into use by the Government. The maintenance period commences on the date of the expiration of the warranty period. The warranty period may be extended beyond the initial warranty period if purchased in accordance with the extended warranty terms and conditions.

C.4.6.4. Principal Period of Maintenance The Principal Period of Maintenance (PPM) is defined on a per eight hour shift basis, the First Shift PPM is 7:00 AM to 4:00 PM local time Monday through Friday, except Federal holidays and when authorized. The Second Shift PPM is 3:00 PM to Midnight; and the Third Shift PPM is 11:00 PM to 8:00 AM. The contractor will, at the request of the Government, and as required, work weekends and/or after hours as needed. All work performed outside the site-approved shift PPM will be considered Priority Remedial Maintenance (PRM) as defined in Section C.4.6.8.

An increased public demand for passports and the resulting increase in passport personalization may require additional maintenance. The Government reserves the right to modify this core PPM time by up to one hour in either direction by providing a thirty-day notice to the contractor’s local representative.

If the Government should decide to operate the Personalization Printers and related equipment during an additional partial or full second and/or third shift at any of its facilities, the Government shall provide thirty-day notice to the contractor prior to the start of a second and/or third shift operation.

C.4.6.5. Preventive Maintenance (CLINs X0009 and X010)(Optional) The contractor shall provide a minimum of one (1) Preventive Maintenance (PM) per month per printer (two (2) PMs for printers operating second and/or third shifts), including supplies, (not replacement parts) which shall include all periodic cleaning, maintenance, refurbishment, or adjustment of the Personalization Printers and related equipment as necessary to enable the continuous and reliable use of the Personalization Printers to produce consistent quality passport books.

Preventive maintenance shall be performed on-site during the Principal Period of Maintenance (PPM). The frequency, duration, and quality of the preventive maintenance shall be that specified in the contractor’s Maintenance Plan for High-Capacity Personalization Printers and Maintenance Plan for Low/Mid-Capacity Personalization Printers agreed to by the Government prior to award. If a mutually agreeable schedule for preventive maintenance cannot be established, the Government reserves the rights to specify the schedule for performance of preventive maintenance.

C.4.6.6. Remedial Maintenance The contractor shall perform remedial maintenance on site at each Government facility after notification that the Printer or related equipment is inoperative or malfunctioning. The contractor shall provide the Government with at minimum one designated point of contact. The contractor shall make arrangements to enable its maintenance representative to receive such notification or provide an answering service or other continuous telephone coverage to permit the Government to make such contact.

Remedial maintenance may be either routine or priority as designated by the Government representative at the time the maintenance call is placed.

C.4.6.7. Routine Remedial Maintenance (CLINs X011 and X012) (Optional) The contractor shall provide routine, on-call maintenance service during the Principal Period of Maintenance (PPM) at the fixed hourly rate(s) shown in Section B of this contract. The contractor shall respond to routine maintenance calls no later than the start of the first business day following the day on which the routine maintenance call is placed. Charges shall be computed to the nearest quarter of an hour. Travel time to and from the installation site shall not be chargeable to the contract. Resident on-site maintenance is not required.

All routine, remedial maintenance repairs shall be completed no later than the close of the first business day following the day on which the routine maintenance call is placed. If, by that time, the repair cannot be completed, or in order to perform remedial maintenance, it is necessary to return a printer or related equipment to the contractor for maintenance or replacement, the contractor shall provide a temporary replacement unit. This shall be a replacement unit the Government can use until the original unit is returned to the Government, unless the regional Government representative determines a replacement printer is unnecessary at the time. The contractor shall arrange and pay for secure shipping and transportation of Personalization Printers and/or related equipment to and from the site at no additional charge.

C.4.6.8. Priority Remedial Maintenance (CLINs X013 and X014) (Optional) The contractor shall provide priority, on-call maintenance service with a four (4) hour response time at the fixed hourly rate(s) as provided by the contractor in Section B. The contractor may be required to perform priority, on-call maintenance service outside the PPM. Charges shall be computed to the nearest quarter of an hour. Travel time to and from the installation site shall not be chargeable to the contract. Resident on-site maintenance is not required.

All priority, remedial maintenance repairs shall be completed no later than the start of the first business day following the day on which the priority maintenance call is placed. If, by that time, the repair cannot be completed, or if, in order to perform remedial maintenance, it is necessary to return a printer or related equipment to the contractor for maintenance or replacement, the contractor shall provide a temporary replacement unit. This shall be a replacement unit the Government can use until the original is returned to the Government, unless the regional Government representative determines a replacement printer is unnecessary, at the time. The contractor shall arrange and pay for secure shipping and transportation of Personalization Printers and/or related equipment to and from the site at no additional charge to the Government.

C.4.6.9. Replacement Parts (CLINs X015 and X016) Any parts replaced during preventive or remedial maintenance shall be provided by the contractor at prices established for replacement parts in Section B. The contractor shall maintain at contractor’s domestic facility, a readily available inventory of replacement parts known to fail most frequently. This inventory shall be available to permit any same-day shipping of a needed part from the contractor’s inventory facility to any passport issuance location. The cost of this inventory and the cost of shipment shall be born by the contractor. The contractor shall consult with DoS to determine the replacement parts and items that should be stored in the domestic inventory facility.

Note: TO BE DETERMINED AT TIME OF AWARD C.4.6.10. Non-Chargeable Maintenance Items There shall be no additional charge for:

· Time spent by maintenance personnel after arrival at the site awaiting the arrival of additional maintenance personnel and/or delivery of parts, etc., after a service call has commenced

· Remedial maintenance required on any equipment when the scheduled preventive maintenance for that equipment preceding the malfunction had not been performed, unless preventive maintenance was omitted at the Government's request or the contractor was denied access to the equipment

· Remedial maintenance required within a 48-hour period due to a recurrence of the same malfunction.

C.4.6.11. Maintenance at Book Print Processing Center(s) (X0017) At the Passport Services Arkansas Passport Center (APC), the Tucson Print Center (TPC), and any future book print centers, the contractor shall provide full-time technicians for on-site support as required by DoS. The contractor shall provide remedial maintenance as required per Personalization Printer (all work shall be justified) and perform any other maintenance required on the Personalization Printers. Contractor shall justify all work in writing. The contractor shall ensure that less than two Personalization Printers require repairs at any personalization facility at any given time. The contractor shall ensure that parts can be express mailed within one business day to prevent Personalization Printers from being out of production for more than two (2) business days. The contractor shall, at the request of the Government, work weekends and/or after-hours as required. All work performed outside the site-approved shift PPM will be considered Priority Remedial Maintenance (PRM) as defined in Section C.4.6.9.

C.4.6.12. Malfunction Reports Upon the completion of each billable maintenance call, the contractor shall provide to the local Government representative the information listed below in an electronic format facilitating the import of the data into a relational database. The contractor shall also to the fullest extent possible use standardized codes describing the malfunction and description of action taken, repairs made, parts replaced along with textual notation. In addition, the contractor should expect periodic meetings with GPO and other government staff to discuss spoilage rates, contactless chip readability issues and possible actions to mitigate these issues associated with the Personalization Printers:

· Date and time notified

· Date and time of arrival

· Type and serial numbers of equipment

· Description of malfunction

· Date and time device was returned as functional

· Service call reference number

· Description of action taken, repairs made, parts replaced.

C.4.6.13. Printer Maintenance Extended Warranty (CLINs X018 and X019) The contractor shall provide extended Warranty coverage for the same maintenance and conditions covered under the contractor’s Initial Warranty period.

C.4.6.14. Deliverable Warranties The DoS requires compliance with all warranties associated with the Personalization Printers, all maintenance performed, and system performance when integrated in accordance with the Interface Control Document (ICD) for Travel Document Issuance System (TDIS) [footnoteRef:1] Attachment A. [1: The Travel Document Issuance System (TDIS) is proprietary Department software that processes applications for United States passports from the point of receipt of the application through the issuance (or denial) of a passport book or a passport card. Consular 1 will eventually replace of TDIS.]

C.4.7. Training (CLIN X020) The contractor shall provide all training required to facilitate a smooth integration and the use of the printer. Training content shall include all aspects of printer operation, use, and care. Training shall be provided to DoS staff, other Government, and DoS contract personnel.

Training for printer operations shall include all aspects of the daily use of the printer in producing passport books. Training shall include powering up and turning off the printer, changing all materials used in the printing process, removal of jams, security and control, use of all controls, indicator lights or devices, and normal expected housekeeping/daily upkeep of the printer.

Training for printer configuration and maintenance tasks shall include all aspects of setting up the printer and making software and network configuration adjustments to enable optimal printer performance in personalizing consistent quality passport books in the networked environment.

Training shall be provided by the contractor at prices specified in Section B.

C.4.8. Documentation – Equipment Manuals (Not Separately Priced) The contractor shall provide clearly written, user-friendly equipment manuals in the English language.