Solicitation - W81K0025QA088 (1).pdf

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Solicitation/Contract Form Continuation

Closed Circuit Video Recording and Encoding System

W81K0025QA088

Continuation of Supplies or Services and Prices/Costs

Additional Information/Notes

Item Supplies/Service Quantity Unit Unit Price Amount

Closed Circuit Video Recording and Encoding System. To include new system installation, configuration, end-user training and uninstall the existing PELCO CCTV recording and encoding system.

Additional Product Identification Assigned by the Manufacturer:

Network Video Recorder and Archiving System Replacement Product Service Code: 5836 Pricing Arrangement: Firm Fixed Price

1 Job

Preventive Maintenance / Repair Services. Period of Performance: 30 September 2025 - 29 September 2026.

Product Service Code: J063 Pricing Arrangement: Firm Fixed Price

1 Job

Continuation of Description

STATEMENT OF WORK (SOW)

Closed Circuit Video Recording and Encoding System

1. General: The Department of Defense (DoD) Drug Testing Program maintains six forensic toxicology drug testing laboratories (FTDTL) covering the entire Armed forces, providing Service member and DoD Civilian specimen drug testing to support the DoD Drug Demand Reduction Program

(DDRP).

1.1. Background: The DoD DTP laboratories annually test over 4.0 million Service member specimens for drug abuse. This testing includes initial screening of samples followed by confirmation testing on all positively screened specimens. In addition to testing, each laboratory supports all legal cases for all positive results with expert witness support and legal documentation packages.

Forensic integrity of testing activities is essential to the legal defensibility of drug test results produced by the laboratory. The FT Meade FTDTL operates a PELCO CCTV surveillance system to record activities in forensically sensitive areas of our ~35,000 sq. ft. facility. There are 54 analog and 2 IP cameras spread over four floors connected to a central encoder / recorder system via 54 coaxial and 2 ethernet cable runs.

1.2. Objective: The FT Meade FTDTL has a requirement for the replacement of its obsolete PELCO closed circuit video recording and encoding system.

1.3. Scope: The contractor shall furnish all necessary materials, equipment, and related services as necessary to (1) uninstall the existing PELCO CCTV recording and encoding system, and (2) install and maintain a new system at the FT Meade FTDTL that utilizes existing cameras and cable infrastructure and that meets identified data archival / retention requirements.

Base:

Replacement of one (1) PELCO CCTV encoder and recorder system at the Army Forensic Toxicology Drug Testing Laboratory Fort Meade, MD.

Includes new system installation and configuration, end-user training and preventive maintenance / repair services for the period 30 September 2025 - 29 September 2026.

Option 1:

Ongoing preventive maintenance / repair services at the Army Forensic Toxicology Drug Testing Laboratory Fort Meade, MD for the period 30 September 2026 - 29 September 2027.

Option 2:

Ongoing preventive maintenance / repair services at the Army Forensic Toxicology Drug Testing Laboratory Fort Meade, MD for the period 30 September 2027 - 29 September 2028.

Option 3:

Ongoing preventive maintenance / repair services at the Army Forensic Toxicology Drug Testing Laboratory Fort Meade, MD for the period 30 September 2028 - 29 September 2029.

Option 4:

Ongoing preventive maintenance / repair services at the Army Forensic Toxicology Drug Testing Laboratory Fort Meade, MD for the period 30 September 2029 - 29 September 2030.

2. Essential Characteristics: Minimum Requirements The video encoder system shall be capable of capturing video from the existing CCTV cameras in a closed-circuit configuration requiring no external (internet) network access. Recorded video data shall be automatically archived to external storage media (e.g. network attached storage [NAS] device) with sufficient capacity to retain three years of video data. The system must be Vendor shall be an Original Equipment Manufacturer (OEM) authorized dealer, authorized distributor or authorized reseller for the proposed equipment /system. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

2.1. System Configuration - the system shall consist of a central encoder / recorder hub located in FTDTL 2F server room. The system shall consist of network video recorders, video encoders, and an automated NAS archiving server connected to a user terminal.

2.1.1. Encoder / Recorder System

2.1.1.1. The Encoder / Recorder system shall be capable of encoding up to 64 camera inputs.

2.1.1.2. The system shall include all necessary infrastructure (e.g. power over ethernet network switches)

2.1.1.3. Camera, encoder, or other licenses necessary for operation of the system shall be incorporated in this procurement

2.1.1.4. The system shall automatically record / save surveillance footage from a given input when motion is detected

2.1.1.5. The Encoder/Recorder system shall automatically archive recorded video data daily to a NAS storage device

2.1.1.6. The system shall include fail-over capability wherein a camera input can be manually transferred to another recorder in the event of a device failure

2.1.1.7. The recorder system hard drives shall be hot-swap capable

2.1.1.8. The recorders will maintain at least ninety (90) days of immediately searchable video for all camera inputs.

2.1.2. NAS Requirements

2.1.2.1. The NAS server shall have sufficient storage to archive all video data recorded by the system and existing 56-camera network in the preceding three (3) years in accordance with data retention requirements outlined in DOD Instruction 1010.16.

2.1.2.2. NAS server hard drives shall be hot-swap capable

2.1.2.3. The NAS server shall be able to sustain failure of one (1) component hard drive with no loss of data.

2.1.2.4. The NAS server shall be able to accommodate future storage expansion in the event additional camera inputs are added and/or replaced with HD IP cameras.

2.1.3. User Interface

2.1.3.1. The Encoder / Recorder system shall integrate a user terminal from which the encoders, recorders, and NAS server may be controlled

2.1.3.2. All necessary software and hardware (e.g. computer, monitor, etc.) required for system operation shall be provided

2.1.3.3. The user terminal shall be capable of querying the recorder/encoder system to display video data by camera input(s) and date / time range.

2.1.3.4. The user terminal shall be capable of retrieving archived video data from the NAS server and performing queries of the data by camera input

(s) and date / time range

2.1.3.5. The control software shall be capable of exporting video data corresponding to a search / query (e.g. for a given input over a specified date range) to external media

2.1.4. Additional Requirements

2.1.4.1. The system shall include an uninterruptible power supply (UPS) with a backup battery that is compatible with all system components and is capable of conditioning the power to the system.

2.1.4.2. All software licensing, warranty and service associated with the equipment/system shall be in accordance with the OEM terms and conditions.

2.1.4.3. The power requirement is 120-240V, 60Hz.

2.1.4.4. The system shall be installed in compliance with Occupational Health and Safety Administration (OSHA) requirements.

2.1.4.5. The system shall be within manufacturer(s) service life (i.e., repair parts, maintenance, etc.) for a minimum of 5 years from the date of installation.

2.1.4.6. All components of the system shall be distributed and serviced by one vendor to ensure component compatibility.

3. Training Requirements

3.1. The Contractor shall provide operator training at the FT Meade FTDTL in association with system installation for the number of required individuals per lab (no more than five (5) individuals). After training, personnel shall be capable of carrying out normal system operation.

3.2. Upon delivery, the vendor shall be responsible for uncrating the unit/system and transporting it through the facility to the location of intended use for installation. If interim storage is required, the vendor shall make arrangements for the storage.

4. Enhancing Factors

4.1. The system should be capable of interfacing with an ethernet / IP camera network in the event the existing coax/analog camera network is upgraded / replaced

4.2. The system should be expandable (e.g. incorporation of additional recorders and encoders) to accommodate additional camera inputs beyond the 64-camera requirement.

4.3. The system should remain functional in the software and/or hardware update licenses expire

5. Warranty: Products should come with manufacturer warranty

6. Service and Support

6.1. The contractor's full-service plan for the period outlined in this contract will include two site visits annually for the purposes of inspecting the system and performing any necessary software upgrades. This equipment is located at the Forensic Toxicology Drug Testing Laboratory, Fort Meade, MD. It shall include all systems, subsystems components, and assemblies which were part of the original system purchased. All subsequent maintenance provisions shall apply to hardware, firmware, and software as appropriate, unless otherwise stated. The full-service plan also includes parts, components, labor and travel associated therewith.

6.2. The contractor's full-service plan for the period outlined in this contract will include next-business day in-person service calls to diagnose and remedy system outages/malfunctions. Service calls will be performed during the normal duty day (0730 to 1600 hours) Monday to Friday excluding legal public holidays or emergencies.

6.3. The full-service plan also includes unlimited telephonic consults during regular business hours

7. Delivery Schedule: The Contractor shall delivery the system between 30-90 days after the date of the initial order for each laboratory.

8. Special delivery requirements:

Deliver to the following location:

Army Forensic Toxicology Drug Testing Laboratory Fort Meade 2490 Wilson Street Fort Meade, MD, 20755 Attn: MAJ Gregory Reynolds (gregory.d.reynolds17.mil@health.mil) Phone: 301-677-3978

9. PERSONNEL

9.1. Point of Contact (POC): The Contractor shall provide, in writing, the name and phone number of a Point of contact within (10) ten calendar days of the award of the contract. The POC will be a qualified and experienced manager to oversee the personnel assigned to perform the maintenance services. The contractor's POC shall correspond with the Contracting Officer's Representative (COR) on a regular basis to discuss any problems during the performance of this contract. Unresolved problems will be referred to the contracting officer for resolution.

9.2. Contractor Service Personnel (CSP): CSP shall be English speaking and required to show documentation of Original Manufacturer Certification Training (OEM). All Subcontractors performing work for primary contractor will meet all specifications and standards that apply to CSP under this agreement. CSP shall maintain clean and neat appearance and will wear an identification badge at all times when performing services at the Government site. Identification badges will be worn in a clearly visible area of the outer garment. The COR will furnish this badge. Due to conflict of interest, the contractor will not employ a current DOD employee, military or civilian to provide services under this contract.

9.3. Government Point of Contact (POC). The COR will be the Government's POC. The COR will be designated in writing to the Contractor and the scope of authority will be set forth therein. MAJ Gregory Reynolds, FT Meade FTDTL Deputy Commander, Fort Meade, MD will be the Contracting Officer's Representative (COR). Contractor shall respond only to calls from COR or a designated representative.

10. PHYSICAL SECURITY

10.1. The Government will not be responsible in any way for damage to the Contractor's supplies, materials, equipment and property or to contractor's personnel personal belongings that are damaged or destroyed by fire, theft, accident or other disaster.

10.2. Contractor personnel or any representative of the contractor entering Fort Meade, Maryland shall abide by all security regulations and shall be subject to security checks. When entering post, contractor personnel must have vehicle registration, driver's license and proof of insurance.

11. QUALITY CONTROL - The contractor shall be responsible for ensuring that the quality of service and materials provided under this contract meet or exceed the Performance Work Statement.

12. QUALITY ASSURANCE - Upon completion of work, an acceptance inspection will be conducted by the COR and the equipment user to ensure all services are satisfactory and completed.

13. ACRONYMS AND DEFINITIONS

13.1. Contracting Officer (KO). A person duly appointed with the authority to enter into and administer contracts on behalf of the U.S. Government.

13.2. Contracting Officer's Representative (COR). A Government employee selected and designated in writing by the KO to act as their authorized representative in administering a contract. The Government POC or their designated representative at the equipment work site has the authority to request services and performance of the contractor against his contract.

13.3. Service Personnel (CSP).

13.3.1. A person who is authorized by the Contractor to perform maintenance (corrective and/or preventive) services on the equipment specified.

These personnel must be fully qualified.

13.3.2. Successfully completed a formalized training program, for the equipment specified.

13.3.3. Has a minimum of two-year experience, with respect to scheduled and remedial maintenance on the equipment.

13.4. Preventive Maintenance (PM). Maintaining equipment in a satisfactory operating condition in accordance with the manufacturer's standards and specifications by providing systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects. For purposes of this contract, it includes the installation of any manufacturer's Field Modification Instructions (FMI) kits applicable to this unit.

13.5. Downtime: Anytime during the FTDTL's normal production day when the equipment is not operable due to breakdown, under repair, or fails to perform according to specifications, and is deemed unsafe for patient care. Downtime for remedial repairs is calculated from the time the service is requested by the Government, until the CSP verifies acceptance of work completed with the COR. The time accrued as downtime will only be during those hours identified below as normal duty hours. Scheduled routine preventive maintenance and calibrations shall not be considered downtime.

Also, minor failures with ancillary components which do not affect system availability shall not be considered in determining downtime.

13.6. Response Time: The Contractor is responsible for providing telephonic technical assistance within one (1) hour of notification of the equipment failure. If the assistance provided does not correct the equipment failure/problems the contractor's technical representative will be on site to initiate corrective action within 24 hours or the following normal duty day.

13.7. Remedial/Routine Repair: An action required due to a malfunction, minor or major. The service includes inspection, testing/troubleshooting and all actions necessary to return the item to a fully serviceable state. Included are those calibrations and test which are incidental to a repair action.

13.8. Replacement Part: A component or module of the existing system or approved upgraded/modified system requiring replacement through a fault developed through normal use or normal wear and tear. Replacement parts do not include consumable supplies.

13.9. Scheduled Services: Those services routinely performed on a scheduled basis at set intervals. Three categories of scheduled services are preventive maintenance, calibration, and safety testing. Preventive maintenance shall include, but need not be limited to, the following when applicable:

13.9.1. Cleaning of equipment.

13.9.2. Reviewing the operating system software diagnostics to ensure that the system is operating to the manufacturer's specifications.

13.9.3. Calibrating and lubricating the equipment.

13.9.4. Performing remedial maintenance of non-emergent nature.

13.9.5. Testing and replacing faulty and worn parts and/or parts which are likely to become faulty, fail or become worn.

13.9.6. Inspecting all tubing, circuits and cables and replacement as necessary.

13.9.7. Measuring and adjusting and calibrating as necessary for gas delivery quality.

13.9.8. Inspecting and replacing where indicated, electric wiring and circuit boards for wear and fraying.

13.9.9. Returning equipment to the operating condition.

13.9.10. Providing documentation of services performed.

13.10. Service Completion Date: The date and hour the COR accepts the work as completed and signs the Contractor's service report.

13.11. Normal Duty Day. From 7:30am - 4:00pm, Monday through Friday, excluding the legal public holidays.

13.11.1. Legal Public Holiday. Holidays in each calendar year identified as follows:

13.11.2. New Year's Day, January 1

13.11.3. Martin Luther King's Birthday, 3rd Monday in January

13.11.4. Presidents' Day, 3rd Monday in February

13.11.5. Memorial Day, last Monday in May

13.11.6. Juneteenth, June 19

13.11.7. Independence Day, July 4

13.11.8. Labor Day, 1st Monday in September

13.11.9. Columbus Day, 2nd Monday in October

13.11.10. Veterans Day, November 11

13.11.11. Thanksgiving Day, 4th Thursday in November

13.11.12. Christmas Day, December 25

13.11.13. Those holidays falling on a Saturday will be observed on the preceding Friday. Those falling on Sunday will be observed on the following Monday.

13.12. Weekend: The period beginning at 5:00 pm on Friday and ending at 7:30 am the following Monday.

14. GOVERNMENT FURNISHED PROPERTY, MATERIALS AND SERVICES

14.1. Government property and materials made available to the Contractor under the terms of this contract shall be for use only in the performance of this contract.

14.2. The Government will make available to the Contractor the equipment scheduled for servicing at such time and duration as required by the

Contractor and coordinated with the COR.

14.3. The Contractor Service Personnel shall park in the appropriately designated parking areas as determined by the COR. The Government will not invalidate or make reimbursement for parking violations of the Contractor under this contract. Violations of the Government's site regulations and policies may result in citation answerable in the United States (Federal) District Court, not a local, state or municipal court.

14.4. The Government will provide the Contractor with all government forms and make available all government publications referenced in this contract when not normally available to the public or the Contractor.

14.5. The Contractor shall not be responsible for delays encountered due to the non-availability of Government furnished materials. The time allowed for the completion of remedial repairs will be extended to equal the amount of time delayed due to the Government caused delays.

14.6. The Government will be responsible for maintaining the proper environment, including utilities and site requirements necessary for the system to function properly as specified by the OEM.

14.7. The Government will operate the system in accordance with the instruction manual provided by the OEM.

14.8. The Government will not be responsible for damage or loss due to fire, theft, accident, or other disaster of Contractor supplies, materials, or for the personal belongings brought onto Government property by Contractor's personnel.

15. CONTRACTOR FURNISHED PROPERTY AND MATERIAL

15.1. The Contractor shall provide all service literature, reference publications, laptop computers and diagnostic software to be used by the contractor service technicians and as required for the completion of the services in accordance with this contract.

15.2. Replacement Parts.

15.2.1. The Contractor shall have ready access to unique and/or high mortality replacement parts. All parts supplied shall be compatible with the existing system.

15.2.2. The Contractor shall replace all worn or defective parts necessary to restore the equipment to the original operational condition as specified by the OEM.

15.2.3. Contractor installed replacement parts shall become the property of the Government and the replaced malfunctioning part shall become the property of the Contractor.

15.2.4. Freight, postage, and storage charges associated with shipment and receipt of replacement parts, and the return of parts shall be the responsibility of the Contractor.

15.2.5. The Contractor shall use only new or warranted replacement parts where the quality is equal to or better than the OEM's original part. When discrepancies occur, the Government will make the final determination on whether a replacement part is of equal or better quality.

15.2.6. The Contractor must include software revisions and upgrades (field service changes) which are required due to a manufacturer announced safety - hazard and FDA recall as part of the contract at no additional cost to the Government.

16. SPECIFIC TASKS

16.1. On-site Repair/Maintenance Inspections: Contractor's representative shall report to the COR, FTDTL prior to commencing services during the normal duty day (7:30 a.m. to 4:00 p.m.).

16.2. Equipment Modification/Alteration/Upgrades: The Contractor will perform only Original Equipment Manufacturer (OEM) specified modifications, alterations, and upgrades. Approval will be obtained from the COR prior to the installation of any modification, alteration, or upgrade.

The Contractor will perform or cause to be performed all OEM field modifications and safety alert inspections. The Contractor will maintain contact with the OEM to determine the requirement for field modifications and to ensure accomplishment of these field modifications in accordance with the time schedule set forth by the OEM. Minor or routine OEM Software upgrades will be made known to the COR by the Contractor as they are made available by the manufacturer and implementation will be coordinated with the COR.

16.3. Documentation of Services: Contractor's representative, upon completion of any service, will provide a written service report to the COR. The service report shall provide detailed information regarding the service provided, the cause of equipment malfunctions and corrective action taken to include the time required to complete the work, price of labor (hourly rate) and a list of parts replaced with a price for each part. In the event all information is not available to the contractor's representative when the services are performed, the initial service report shall include all information stated above except price. The Contractor shall provide the balance of the required information in writing to the COR within five business days.

17. CONTRACTOR RESPONSIBILITY

17.1. The Contractor shall be responsible for all items of Government equipment throughout the period they are under his control.

17.2. The Contractor shall be responsible for any damages to Government owned equipment and property and shall replace or repair any property damaged due to a fault of the Contractor or his representatives. All such replacement or repair shall be at the Contractor's expense and approved by the KO.

17.3. The Contractor shall ensure all areas where equipment is serviced on site are left in a clean, neat, safe, and orderly condition. To prevent safety hazards, no equipment shall be left pulled out or apart upon Contractor departure from the work site. Equipment being repaired shall be safely secured at all times.

17.4. The Contractor is not responsible for service required due to Government misuse or abuse, or damage to the system or its components when it has been determined that the damage resulted from an act of God. The Contractor has four hours to make this determination and submit it to the COR for resolution.

18. SCHEDULED SERVICES.

18.1. The Contractor shall, at a minimum, perform all scheduled services as prescribed by the OEM using a detailed services checklist. The completed checklist will be provided to the Government with the Contractor's service report.

18.2. The Contractor shall confirm scheduled dates with the COR at least five working days prior to performing scheduled services.

19. REMEDIAL REPAIRS

19.1. Government requests for remedial repairs will be placed by the COR to the Contractor's POC. Remedial Maintenance shall be made available during normal duty hours associated with each site.

19.2. The Contractor's response to requests for remedial repairs may include telephone consultation between the equipment user/operator and the CSP. The purpose of this telephone consultation shall be: 1) to provide instruction in determining operator error; 2) to determine the most likely cause of the problem; 3) to determine if resolution of the problem requires the dispatch of a CSP; and 4) to identify replacement parts likely to be required in order to return the equipment to the original operational condition as specified by the OEM.

19.3. The Contractor shall provide service manuals, specifications, schematic diagrams, and parts lists for all equipment included in this contract.

20. SERVICE BEYOND THE SCOPE OF THE CONTRACT

20.1. The Contractor shall immediately, but not later than 24 consecutive hours after discovery, notify the COR (in writing) of the existence or the development of any defects in, or repair required to the scheduled equipment which the Contractor considers they are not responsible for under the terms of this contract.

20.2. At the same time of the notification, the Contractor shall furnish the COR with a written estimate of the cost to make the necessary repairs.

Repairs considered by the Contracting Officer to be outside the scope of this contract shall not be covered under this contract but shall be ordered under a separate purchase instrument.

END OF STATEMENT OF WORK

Requirements Closed Circuit Video Recording and Encoding System

North American Industry Classification System (NAICS): 561621

North American Industry Classification System (NAICS): 561621

Continuation of Inspection and Acceptance

Overall Contract Inspection/Acceptance Locations

Inspection and Acceptance Location

Both Destination Instructions: POC - Kathy George 301-677-3744

DoDAAC: HT0873 CountryCode: USA

KIMBROUGH AMB CC MEADE - MM

5TH ST, BLDG 2484

FORT GEORGE G MEADE, MD 20755-5000

UNITED STATES

Kathy George Email: kathy.m.george.civ@health.mil Telephone: 301-677-3744

Inspection and Acceptance Location

Both Destination Instructions: POC - Kathy George 301-677-3744

DoDAAC: HT0873 CountryCode: USA

KIMBROUGH AMB CC MEADE - MM

5TH ST, BLDG 2484

FORT GEORGE G MEADE, MD 20755-5000

UNITED STATES

Kathy George Email: kathy.m.george.civ@health.mil Telephone: 301-677-3744

Continuation of Deliveries or Performance

From 30 Sep 2025 to 29 Sep 2026

Party to Pay Transportation Cost: Contractor

Point Type: Destination

Line Item Delivery Schedule Quantity Address and POC Special Handling/Notes

Delivery On Or Before Delivery Date 01 Jul 2025

1 Job Ship To DoDAAC: HT0873 CountryCode: USA

KIMBROUGH AMB CC MEADE -

MM

5TH ST, BLDG 2484

FORT GEORGE G MEADE, MD

20755-5000

UNITED STATES

FoB Details

Party to Pay Transportation Cost:

Contractor

Point Type: Destination

Partial Delivery Schedule Delivery Period From 30 Sep 2025 to 29 Sep 2026 1 Job

Period of Performance From 30 Sep 2025 To 29 Sep 2026

1 Job Service Performance Site DoDAAC: HT0873 CountryCode: USA

KIMBROUGH AMB CC MEADE -

MM

5TH ST, BLDG 2484

FORT GEORGE G MEADE, MD

20755-5000

UNITED STATES

Contract Clauses

FAR Clauses Incorporated by Reference

Number Title Effective Date

Alternate/ Deviation

Variation Effective Date

52.204-13 System for Award Management Maintenance. Oct 2018 52.204-18 Commercial and Government Entity Code Maintenance. Aug 2020 52.212-4 Contract Terms and Conditions-Commercial Products and Commercial Services. Nov 2023

DFARS Clauses Incorporated by Reference

Number Title Effective Date

Alternate/ Deviation

Variation Effective Date

252.203-7000 Requirements Relating to Compensation of Former DoD Officials. Sep 2011 252.203-7002 Requirement to Inform Employees of Whistleblower Rights. Dec 2022 252.204-7004 Antiterrorism Awareness Training for Contractors. Jan 2023 252.204-7012 Safeguarding Covered Defense Information and Cyber Incident Reporting. May 2024

252.204-7018 Prohibition on the Acquisition of Covered Defense Telecommunications Equipment or Services.

Jan 2023

252.204-7020 NIST SP 800-171 DoD Assessment Requirements. Nov 2023 252.223-7008 Prohibition of Hexavalent Chromium. Jan 2023 252.225-7001 Buy American and Balance of Payments Program. Feb 2024 252.225-7012 Preference for Certain Domestic Commodities. Apr 2022 252.225-7056 Prohibition Regarding Business Operations with the Maduro Regime. Jan 2023 252.225-7060 Prohibition on Certain Procurements from the Xinjiang Uyghur Autonomous Region. Jun 2023 252.232-7003 Electronic Submission of Payment Requests and Receiving Reports. Dec 2018 252.232-7010 Levies on Contract Payments. Dec 2006 252.244-7000 Subcontracts for Commercial Products or Commercial Services. Nov 2023 252.246-7004 Safety of Facilities, Infrastructure, and Equipment for Military Operations. Oct 2010 252.246-7008 Sources of Electronic Parts. Jan 2023 252.247-7023 Transportation of Supplies by Sea. Oct 2024

DFARS Clauses Incorporated by Full Text

252.211-7003 Item Unique Identification and Valuation. (Jan 2023)

ITEM UNIQUE IDENTIFICATION AND VALUATION (JAN 2023)

(a) Definitions. As used in this clause-

"Automatic identification device" means a device, such as a reader or interrogator, used to retrieve data encoded on machine-readable media.

"Concatenated unique item identifier" means-

(1) For items that are serialized within the enterprise identifier, the linking together of the unique identifier data elements in order of the issuing agency code, enterprise identifier, and unique serial number within the enterprise identifier; or

(2) For items that are serialized within the original part, lot, or batch number, the linking together of the unique identifier data elements in order of the issuing agency code; enterprise identifier; original part, lot, or batch number; and serial number within the original part, lot, or batch number.

"Data matrix" means a two-dimensional matrix symbology, which is made up of square or, in some cases, round modules arranged within a perimeter finder pattern and uses the Error Checking and Correction 200 (ECC200) specification found within International Standards Organization (ISO) /International Electrotechnical Commission (IEC) 16022.

"Data qualifier" means a specified character (or string of characters) that immediately precedes a data field that defines the general category or intended use of the data that follows.

"DoD recognized unique identification equivalent" means a unique identification method that is in commercial use and has been recognized by DoD.

All DoD recognized unique identification equivalents are listed at https://www.acq.osd.mil/asda/dpc/ce/ds/unique-id.html.

"DoD item unique identification" means a system of marking items delivered to DoD with unique item identifiers that have machine-readable data elements to distinguish an item from all other like and unlike items. For items that are serialized within the enterprise identifier, the unique item identifier shall include the data elements of the enterprise identifier and a unique serial number. For items that are serialized within the part, lot, or batch number within the enterprise identifier, the unique item identifier shall include the data elements of the enterprise identifier; the original part, lot, or batch number; and the serial number.

" Enterprise " means the entity (e.g., a manufacturer or vendor) responsible for assigning unique item identifiers to items.

" Enterprise identifier" means a code that is uniquely assigned to an enterprise by an issuing agency.

"Government's unit acquisition cost" means-

(1) For fixed-price type line, subline, or exhibit line items, the unit price identified in the contract at the time of delivery;

(2) For cost-type or undefinitized line, subline, or exhibit line items, the Contractor's estimated fully burdened unit cost to the Government at the time of delivery; and

(3) For items produced under a time-and-materials contract, the Contractor's estimated fully burdened unit cost to the Government at the time of delivery.

"Issuing agency" means an organization responsible for assigning a globally unique identifier to an enterprise, as indicated in the Register of Issuing Agency Codes for ISO/IEC 15459, located at http://www.aimglobal.org/?Reg_Authority15459.

"Issuing agency code" means a code that designates the registration (or controlling) authority for the enterprise identifier.

"Item" means a single hardware article or a single unit formed by a grouping of subassemblies, components, or constituent parts.

" Lot or batch number" means an identifying number assigned by the enterprise to a designated group of items, usually referred to as either a lot or a batch, all of which were manufactured under identical conditions.

"Machine-readable" means an automatic identification technology media, such as bar codes, contact memory buttons, radio frequency identification, or optical memory cards.

"Original part number" means a combination of numbers or letters assigned by the enterprise at item creation to a class of items with the same form, fit, function, and interface.

"Parent item" means the item assembly, intermediate component, or subassembly that has an embedded item with a unique item identifier or DoD recognized unique identification equivalent.

"Serial number within the enterprise identifier" means a combination of numbers, letters, or symbols assigned by the enterprise to an item that provides for the differentiation of that item from any other like and unlike item and is never used again within the enterprise.

"Serial number within the part, lot, or batch number" means a combination of numbers or letters assigned by the enterprise to an item that provides for the differentiation of that item from any other like item within a part, lot, or batch number assignment.

"Serialization within the enterprise identifier" means each item produced is assigned a serial number that is unique among all the tangible items produced by the enterprise and is never used again. The enterprise is responsible for ensuring unique serialization within the enterprise identifier.

"Serialization within the part, lot, or batch number" means each item of a particular part, lot, or batch number is assigned a unique serial number within that part, lot, or batch number assignment. The enterprise is responsible for ensuring unique serialization within the part, lot, or batch number within the enterprise identifier.

"Type designation" means a combination of letters and numerals assigned by the Government to a major end item, assembly or subassembly, as appropriate, to provide a convenient means of differentiating between items having the same basic name and to indicate modifications and changes thereto.

"Unique item identifier" means a set of data elements marked on items that is globally unique and unambiguous. The term includes a concatenated unique item identifier or a DoD recognized unique identification equivalent.

"Unique item identifier type" means a designator to indicate which method of uniquely identifying a part has been used. The current list of accepted unique item identifier types is maintained at https://www.acq.osd.mil/asda/dpc/ce/ds/unique-id.html.

(b) The Contractor shall deliver all items under a contract line, subline, or exhibit line item.

(c) Unique item identifier.

(1) The Contractor shall provide a unique item identifier for the following:

(i) Delivered items for which the Government's unit acquisition cost is $5,000 or more, except for the following line items:

Contract Line, Subline, or

Exhibit Line Item Number Item Description

(ii) Items for which the Government's unit acquisition cost is less than $5,000 that are identified in the Schedule or the following table:

Contract Line, Subline, or

Exhibit Line Item Number Item Description

(If items are identified in the Schedule, insert "See Schedule in this table.)

(iii) Subassemblies, components, and parts embedded within delivered items, items with warranty requirements, DoD serially managed reparables and DoD serially managed nonreparables as specified in Attachment Number ____.

(iv) Any item of special tooling or special test equipment as defined in FAR 2.101 that have been designated for preservation and storage for a Major Defense Acquisition Program as specified in Attachment Number ____.

(v) Any item not included in (i), (ii), (iii), or (iv) for which the contractor creates and marks a unique item identifier for traceability.

(2) The unique item identifier assignment and its component data element combination shall not be duplicated on any other item marked or registered in the DoD Item Unique Identification Registry by the contractor.

(3) The unique item identifier component data elements shall be marked on an item using two dimensional data matrix symbology that complies with ISO/IEC International Standard 16022, Information technology - International symbology specification - Data matrix; ECC200 data matrix specification.

(4) Data syntax and semantics of unique item identifiers. The Contractor shall ensure that-

(i) The data elements (except issuing agency code) of the unique item identifier are encoded within the data matrix symbol that is marked on the item using one of the following three types of data qualifiers, as determined by the Contractor:

(A) Application Identifiers (AIs) (Format Indicator 05 of ISO/IEC International Standard 15434), in accordance with ISO/IEC International Standard 15418, Information Technology - EAN/UCC Application Identifiers and Fact Data Identifiers and Maintenance and ANSI MH 10.8.2 Data Identifier and Application Identifier Standard.

(B) Data Identifiers (DIs) (Format Indicator 06 of ISO/IEC International Standard 15434), in accordance with ISO/IEC International Standard 15418, Information Technology - EAN/UCC Application Identifiers and Fact Data Identifiers and Maintenance and ANSI MH 10.8.2 Data Identifier and Application Identifier Standard.

(C) Text Element Identifiers (TEIs) (Format Indicator 12 of ISO/IEC International Standard 15434), in accordance with the Air Transport Association Common Support Data Dictionary; and

(ii) The encoded data elements of the unique item identifier conform to the transfer structure, syntax, and coding of messages and data formats specified for Format Indicators 05, 06, and 12 in ISO/IEC International Standard 15434, Information Technology - Transfer Syntax for High Capacity Automatic Data Capture Media.

(5) Unique item identifier.

(i) The Contractor shall-

(A) Determine whether to-

(1) Serialize within the enterprise identifier;

(2) Serialize within the part, lot, or batch number; or

(3) Use a DoD recognized unique identification equivalent (e.g. Vehicle Identification Number); and

(B) Place the data elements of the unique item identifier (enterprise identifier; serial number; DoD recognized unique identification equivalent; and for serialization within the part, lot, or batch number only: original part, lot, or batch number) on items requiring marking by paragraph (c)(1) of this clause, based on the criteria provided in MIL-STD-130, Identification Marking of U.S. Military Property, latest version;

(C) Label shipments, storage containers and packages that contain uniquely identified items in accordance with the requirements of MIL-STD-129, Military Marking for Shipment and Storage, latest version; and

(D) Verify that the marks on items and labels on shipments, storage containers, and packages are machine readable and conform to the applicable standards. The contractor shall use an automatic identification technology device for this verification that has been programmed to the requirements of

Appendix A, MIL-STD-130, latest version.

(ii) The issuing agency code-

(A) Shall not be placed on the item; and

(B) Shall be derived from the data qualifier for the enterprise identifier.

(d) For each item that requires item unique identification under paragraph (c)(1)(i), (ii), or (iv) of this clause or when item unique identification is provided under paragraph (c)(1)(v), in addition to the information provided as part of the Material Inspection and Receiving Report specified elsewhere in this contract, the Contractor shall report at the time of delivery, as part of the Material Inspection and Receiving Report, the following information:

(1) Unique item identifier.

(2) Unique item identifier type.

(3) Issuing agency code (if concatenated unique item identifier is used).

(4) Enterprise identifier (if concatenated unique item identifier is used).

(5) Original part number (if there is serialization within the original part number).

(6) Lot or batch number (if there is serialization within the lot or batch number).

(7) Current part number (optional and only if not the same as the original part number).

(8) Current part number effective date (optional and only if current part number is used).

(9) Serial number (if concatenated unique item identifier is used).

(10) Government's unit acquisition cost.

(11) Unit of measure.

(12) Type designation of the item as specified in the contract schedule, if any.

(13) Whether the item is an item of Special Tooling or Special Test Equipment.

(14) Whether the item is covered by a warranty.

(e) For embedded subassemblies, components, and parts that require DoD item unique identification under paragraph (c)(1)(iii) of this clause or when item unique identification is provided under paragraph (c)(1)(v), the Contractor shall report as part of the Material Inspection and Receiving Report specified elsewhere in this contract, the following information:

(1) Unique item identifier of the parent item under paragraph (c)(1) of this clause that contains the embedded subassembly, component, or part.

(2) Unique item identifier of the embedded subassembly, component, or part.

(3) Unique item identifier type.**

(4) Issuing agency code (if concatenated unique item identifier is used).**

(5) Enterprise identifier (if concatenated unique item identifier is used).**

(6) Original part number (if there is serialization within the original part number).**

(7) Lot or batch number (if there is serialization within the lot or batch number).**

(8) Current part number (optional and only if not the same as the original part number).**

(9) Current part number effective date (optional and only if current part number is used).**

(10) Serial number (if concatenated unique item identifier is used).**

(11) Description.

** Once per item.

(f) The Contractor shall submit the information required by paragraphs (d) and (e) of this clause as follows:

(1) End items shall be reported using the receiving report capability in Wide Area WorkFlow (WAWF) in accordance with the clause at 252.232- 7003. If WAWF is not required by this contract, and the contractor is not using WAWF, follow the procedures at http://dodprocurementtoolbox.com /site/uidregistry/.

(2) Embedded items shall be reported by one of the following methods-

(i) Use of the embedded items capability in WAWF;

(ii) Direct data submission to the IUID Registry following the procedures and formats at http://dodprocurementtoolbox.com/site/uidregistry/; or

(iii) Via WAWF as a deliverable attachment for exhibit line item number (fill in) ____, Unique Item Identifier Report for Embedded Items, Contract Data Requirements List, DD Form 1423.

(g) Subcontracts. If the Contractor acquires by subcontract, any item(s) for which item unique identification is required in accordance with paragraph (c)(1) of this clause, the Contractor shall include this clause, including this paragraph (g), in the applicable subcontract(s), including subcontracts for commercial products or commercial services.

(End of clause)

252.232-7006 Wide Area WorkFlow Payment Instructions. (Jan 2023)

WIDE AREA WORKFLOW PAYMENT INSTRUCTIONS (JAN 2023)

(a) Definitions. As used in this clause-

"Department of Defense Activity Address Code (DoDAAC)" is a six position code that uniquely identifies a unit, activity, or organization.

"Document type" means the type of payment request or receiving report available for creation in Wide Area WorkFlow (WAWF).

"Local processing office (LPO)" is the office responsible for payment certification when payment certification is done external to the entitlement system.

"Payment request" and "receiving report" are defined in the clause at 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(b) Electronic invoicing. The WAWF system provides the method to electronically process vendor payment requests and receiving reports, as authorized by Defense Federal Acquisition Regulation Supplement (DFARS) 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports.

(c) WAWF access. To access WAWF, the Contractor shall-

(1) Have a designated electronic business point of contact in the System for Award Management at https://www.sam.gov; and

(2) Be registered to use WAWF at https://wawf.eb.mil/ following the step-by-step procedures for self-registration available at this web site.

(d) WAWF training. The Contractor should follow the training instructions of the WAWF Web-Based Training Course and use the Practice Training Site before submitting payment requests through WAWF. Both can be accessed by selecting the "Web Based Training" link on the WAWF home page at https://wawf.eb.mil/

(e) WAWF methods of document submission. Document submissions may be via web entry, Electronic Data Interchange, or File Transfer Protocol.

(f) WAWF payment instructions. The Contractor shall use the following information when submitting payment requests and receiving reports in WAWF for this contract or task or delivery order:

(1) Document type. The Contractor shall submit payment requests using the following document type(s):

(i) For cost-type line items, including labor-hour or time-and-materials, submit a cost voucher.

(ii) For fixed price line items-

(A) That require shipment of a deliverable, submit the invoice and receiving report specified by the Contracting Officer.

Invoice and Receiving Report (COMBO)

(Contracting Officer: Insert applicable invoice and receiving report document type(s) for fixed price line items that require shipment of a deliverable.)

(B) For services that do not require shipment of a deliverable, submit either the Invoice 2in1, which meets the requirements for the invoice and receiving report, or the applicable invoice and receiving report, as specified by the Contracting Officer.

N/A

(Contracting Officer: Insert either "Invoice 2in1" or the applicable invoice and receiving report document type(s) for fixed price line items for services.)

(iii) For customary progress payments based on costs incurred, submit a progress payment request.

(iv) For performance based payments, submit a performance based payment request.

(v) For commercial financing, submit a commercial financing request.

(2) ) Fast Pay requests are only permitted when…