SOW Centralized Verification Counting Machines_08222024.docx

Version 11/15/2022

Statement of Work (SOW)

Centralized Verification Counting Machines

PART 1

GENERAL INFORMATION

1. General: The Bureau of Engraving and Printing’s (BEP), Office of Currency Manufacturing at the Bureau of Engraving and Printing (BEP) District Currency Facility (DCF) located in Washington, DC has a requirement to procure Centralized Verification Counting Machines to support Production Operation. This is a non-personnel services contract to provide Centralized Verification Counting Machines. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform Centralized Verification Counting Machines as defined in this Performance Work Statement except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.2 Background: The Bureau of Engraving and Printing’s (BEP) mission is to develop and produce United States currency notes, trusted worldwide. To achieve mission and other organizational goals, BEP makes balanced investments in our people, technology, processes, and facilities. Services procured as part of this requirement shall not be personal services, advisory and assistance, or inherently governmental in nature. The Office of Currency Manufacturing at (DCF) located in Washington, DC has a requirement to procure Centralized Verification Counting Machines to support Production Operation.

1.3 Objectives: To provide Centralized Verification Counting Machines for the Office of Security in Washington DC.

1.4 Scope: The Contractor shall provide the required production counting machines that meets or exceeds the technical requirements stated under Technical Specifications. During the solicitation phase, no counting machines will be accepted if assembled or partially assembled from the following countries: North Korea, and Russia.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

Base Year: 28 October 2024 – 27 October 2025 Option Year I : 28 October 2025 – 27 October 2026 Option Year II: 28 October 2026 – 27 October 2027 Option Year III: 28 October 2027 – 27 October 2028 Option Year IV: 28 October 2028 – 27 October 2029

1.6 General Information

1.6.1 Quality Control : Quality Control is the responsibility of the contractor. The contractor is responsible for the delivery of quality services/supplies to the Government.

The Contractor shall develop, implement, and maintain an effective Quality Control System which includes a written Quality Control Plan (QCP). The QCP shall implement standardized procedure/methodology for monitoring and documenting contract performance to ensure all contract requirements are met. The Contractors’ QCP must contain a systematic approach to monitor operations to ensure acceptable services/products are provided to the Government. The QCP, as a minimum, shall address continuous process improvement; procedures for scheduling, conducting and documentation of inspection; discrepancy identification and correction; corrective action procedures to include procedures for addressing Government discovered non-conformances; procedures for root cause analysis to identify the root cause and root cause corrective action to prevent re-occurrence of discrepancies; procedures for trend analysis; procedures for collecting and addressing customer feedback/complaints. The contractor shall upon request provide to the Government their quality control documentation. After acceptance of the quality control plan the contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is a Government only document primarily focused on what the Government must do to assure that the contractor has performed in accordance with the requirements of the contract.

1.6.3 Federal Government Holidays:

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 7:00AM to 4:30PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The contract shall coordinate with the government regarding hour of operation for BEP Year End Shut Down. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at the BEP, 301 14th St SW, Washington, DC 20228.

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

1.6.7 Security Requirements: BEP's facilities are considered to be secure government facilities; therefore visitors to BEP may be given a visitor's security badge by security personnel and escorted by Government authorized personnel. Visitor security badges shall be worn above the waist, clearly visible, with picture or front side front forward at all times. Visitor security badges are to be returned upon leaving the site

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

1.6.7.2 Key Control: N/A

1.6.8 Special Qualifications: N/A

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5, Post Award Orientation. The Contracting Officer, COR, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the Contracting Officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.10 Contracting Officer Representative (COR): The COR will be identified by separate letter by the CO. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, and specifications; monitor Contractor's performance and notify both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property; and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.6.11 Key Personnel: N/A

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

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

1.6.14 Contractor Travel: Contractor is required to travel to the BEP Facility every three months or as required for the maintenance of the machines. In accordance with FAR 31.205-46(a), Costs incurred by Contractor personnel on official company business for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge. Costs incurred by Contractor personnel on official company business for lodging, meals, and incidental expenses shall be considered to be reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel as set forth in Federal Travel Regulation. Documentation to support actual costs incurred shall be in accordance with the Contractor’s established practices, subject to FAR 31.205-46(a)(7). The government will not reimburse contractor for travel cost, travel cost is factored in the general mainetaince CLIN.

1.6.15 Other Direct Costs: N/A

1.6.16 Data Rights: The Government has unlimited rights to all documents/material produced under this contract. All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.6.17 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.6.18 PHASE IN /PHASE OUT PERIOD: N/A

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1 DEFINITIONS:

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

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

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

2.1.4 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

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

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

2.1.8 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.9 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

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

2.1.11 QUALITY ASSURANCE SPECIALIST. An official Government representative concerned with matters pertaining to the contract administration process and quality assurance/quality control. Acts as technical advisor to the Contracting Officer in these areas.

2.1.12 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.13 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

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

2.1.15 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.16 WORK WEEK. Monday through Friday, except for Federal holidays unless specified otherwise.

2.2. ACRONYMS:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1 Services: N/A

3.2 Facilities: N/A

3.3 Utilities: N/A

3.4 Equipment: N/A

3.5 Materials: N/A

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

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

4.2 Secret Facility Clearance: N/A

4.3 Materials: N/A

4.4 Equipment: The Contractor shall provide Large Sheet Counters with Large overhead LED Display and Currency Note Counters.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1 Basic Services.

The Contractor shall provide the following production support equipment:

5.2 Task Heading.

Large Sheet Counters with Large overhead LED Display: Qty 5

The contract shall provide a Non-tabbing Sheet counters with a 41"X41 stainless air table and base. These counters shall require few adjustments be very dependable and can hold 50 subject currency sheets. The vendor shall travel to the government place of performance for general maintenance service four (4) times a year (Quarterly or every three months).

The minimum requirements for each machine are as follows:

· Provide training on the use and maintenance requirements.

· Counting Speed: up to 2500 sheets/minute

· Speed should be adjustable, and the units should be able to accurately count different thicknesses of paper.

· Tab Insertion: 3 to 9999 sheets

· Table should be air table which would ease the movement of air load for paper to be counted.

· Counting Range: 18lb bond to 110lb

· Stainless Steel air-flotation Table Size

· Dual jogging plates with back supports

· Extra-large capacity vacuum filtration system

· Sensor for counting detection

· One button initiation

· 4", 4 digit LED display mounted on top of counter

· Height: 62"

· Width: 42"

· Depth: 59"

· Throat Height: 8"

· Table Size: 41" X 41"

· Sheet size minimum: 3" x 3"

· Sheet size maximum: 41" X 41"

· Paper range: 14lb up to .010 cover

· Electrical: 120V, AC 10 amp

· Machines are non-tabbing. Machines should count accurately and have speed for thickness of paper

5.3 Currency Note Counter: Qty 6

Desktop vacuum currency counter similar to an industrial bank-level currency counter that can be used to count both banded and unbanned currency notes. These counters shall be easy to operate and easy to maintain, many modes of operation to include 3/5-digit LED display and has a second raised forward facing adjustable LED 3/5-digit display for stand-off viewing/monitoring, and the ability to count different types of banknotes (new, used and plastics), can hold up to 200 notes at a time. The vendor shall come quarterly every three months or as scheduled.

Based on the findings of the IT department, this note counting equipment has no data or phone lines visibly present. Therefore, this equipment does not pose a threat to this agency being that no information is transmitted inbound or outbound to communicate any proprietary information while in operational use. Based on our market research, this style and design of note counter is only manufactured in China. However, this design allows us to count the banded straps without the need to remove the banding. The average note counters which most banks utilize the bands must be removed prior to counting each strap of notes. The removal of straps would greatly affect our production based on the volume of notes counted weekly and would tremendously slow down our operation. This banded counting machine allows our mission to be met with efficiency and accuracy at greater speeds. This research justifies the need of a waiver to allow us to continue using this style and we will have the IT department to inspect each unit, to further ensure that there’s no existing threat.

The minimum requirements for each machine are as follows:

· Provide training on the use and maintenance requirements.

· Dimensions: 10.6W x 29.9H x 13D.

· Bill size range: 45mm x 100mm to 130mm x 240mm

· High speed for fast counting - counts 100 strapped notes in less than 3 seconds.

· Maximum Capacity: 200 bills.

· Compatible with paper and polymer bills

· Alarm for incomplete or overdraft bill bundles.

· Dust collector system reduces maintenance costs.

· Tabletop unit

· 200 Note capacity.

· Count banded or unbanned notes.

· Vacuum filtration system

· Sensor for counting detection.

· One button initiation

· 3 / 5-digit LED display Secondary raised 3/5-digit adjustable display for stand-off viewing

· Length: 16.5"

· Width: 12"

· Height: 10.5"

· Electrical: 120V, AC 10 amp

· elevated count reader

5.4 Service and Maintenance

Contractor shall provide annual maintenance and servicing of equipment (i.e., calibrating, cleaning, etc.) at the DCF.

5.5 Responsibility and Inspection

The BEP reserves the right to perform any inspections and set forth for this equipment upon receipt, to include inventory of parts list and supplies listed in this contract.

5.6 Mandatory Requirement

These machines should have up to date technology (newest technology), contractor should made machines available to the BEP at least 3 to 5 business days prior to contract commencement. There should be no data or phone lines attached to the equipment in order to operate. The equipment being used is proprietary. Nothing that comes in the bureau should be shared outside the bureau. Nothing in the solicitation should be shared. No cameras allowed or pictures taken while machine being tested on the property. No cell phones or any other recording devices are allowed in the property.

5.7 Warranty

The contractor shall provide standard manufacturer warranty information and any additional warranties offered directly by the contractor.

5.8 Installation Requirement

The Contractor shall be responsible for coordinating and scheduling installation of the Large Sheet Counters and Currency Note Counters.

5.9 Deliverables

The Contractor shall submit to the COR within 15 business days after award a draft Installation Plan. The Installation Plan shall include but not be limited to a discussion of the:

· Schedule and duration.

· Number of personnel to be used.

· List of tasks to be performed.

· Contractor and if applicable BEP requirements.

· Equipment.

The COR will respond within five (5) business days to the draft installation with comments and feedback. The Contractor shall coordinate with the COR in finalizing the Installation prior to the installation of the equipment.

6.0 Special Delivery Instructions

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. Receiving hours for deliveries are 8:00 a.m. to 2:15 p.m., local time, Monday through Friday, excluding U.S. Government holidays and BEP year-end shutdown (which normally occurs between December 24 and January 1). 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 maybe left after normal working hours. The Contractor shall deliver all items F.O.B. destination within three (3) months of contract award.

The Contractor shall be responsible for providing all materials and services required for the delivery and placement of the equipment and 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 develop and submit a delivery plan to the COR seven (7) days prior to scheduling any deliveries to the BEP. The following information should be provided for all deliveries to BEP facilities:

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.

The following DELIVERY information must be provided when scheduling delivery appointments:

(1) Name of supplier/manufacturer.

(2) Contract/Purchase Order #:

(3) Total number of cartons & pallets; (4) Total weight; and (5) Date and time of delivery.

The item(s) shall be delivered to the following address:

Bureau of Engraving and Printing Attn: Barrie Parker Annex Building – Loading Dock D Street, Between 13th & 14th St, S.W. Washington, DC 20228.

6.1 Special Requirements: The following instructions are Special Requirements for this package:

· The BEP requires that all packing slips be placed in a self-adhesive pack list envelope and affixed to the outside a shipment.

· The packing slip will include, at minimum, the following information:

· Purchase Order Number or Contract Number – The order 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 (if item is sold to BEP in pounds)

· If items are drop shipped from a supplier, you must ensure the proper purchase order number is written on the packing slip by your supplier.

· shipping, labeling, equipment and/or other certifications] Sample language is included.

A. GENERAL ITEMS – INFORMATION REQUIRED FOR EACH SHIPMENT.

· Manufacturer Product information, Item Number assigned by the Manufacturer.

· BEP Product Information if Applicable.

· Quantity Ordered, quantity on the PO.

· Quantity Shipped with the packaging slipped.

· Quantity Back Ordered where applicable.

· If the packaging slip contains multiple PO’s each line item should include the applicable purchase order number.

PART 6

APPLICABLE PUBLICATIONS

5 APPLICABLE PUBLICATIONS (CURRENT EDITIONS): N/A

5.5 The Contractor (to include subcontractors) must abide by all applicable regulations, publications, manuals, and local policies and procedures.

PART 7 – ATTACHMENT/TECHNICAL EXHIBIT LISING

Attachment/Technical Exhibit List:

Attachment 1/Technical Exhibit 1 – Performance Requirements Summary Attachment 2/Technical Exhibit 2 – Deliverables Schedule

TECHNICAL EXHIBIT 1 - PERFORMANCE REQUIREMENTS SUMMARY

The Contractor tasks requirements summarizes the performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of work required for each requirement. These thresholds are critical to mission success.

TECHNICAL EXHIBIT 2 – DELIVERABLES

This Technical exhibit lists any reports or documentation that is required as deliverable to include the frequency, # of copies, medium/format and who/where it is to be submitted. A deliverable is anything that can be physically delivered but may include non-physical things such as meeting minutes. Note: All PWS deliverables should be included in this exhibit.

Deliverable

Frequency

# of Copies

Medium/Format

Submit to

Draft Installation Plan (IAW PWS par 5.9)

15-days after award

One (1)

Word/PDF

COR