SOW_CTIP-III Upgrade.pdf

Version 01/25/2018

Statement of Work – CTIP-III Stainless-Steel Upgrade

Section I: Background

1.1 The Bureau of Engraving and Printing (BEP) is an agency within the Department of the Treasury that designs, engraves, and prints United States currency and other security products.

1.2 The Office of Engraving manages the pre-press operations at the BEP and produces engraved plates used to print currency.

1.3 The Computer-to-Intaglio-Plate III (CTIP-III) laser engraving machine is the next generation digital engraving tool at the BEP. It is a critical piece of equipment used to produce master plates for currency manufacturing. The equipment was procured from Koenig and Bauer Banknote Solutions (KBBS).

Section II: Purpose

2.1 Product, Service or Outcome Needed.

The BEP requires services to upgrade and configure the CTIP-III system for stainless-steel engraving.

2.2 Scope of the Product, Service, or Outcome.

The Contractor shall provide services to upgrade the CTIP-III system for stainless-steel engraving. Services include upgrading settings, system optimization, calibration, and testing to verify proper functionality for stainless-steel engraving. Work shall be performed in accordance with CTIP-III specifications and applicable BEP safety standards to ensure the CTIP-III operates reliably and safely after the upgrade.

Section III: Technical Requirements/Tasks/Outcomes

3.1 Technical Requirements

3.1.1 The Contractor shall provide all labor, parts, tools, and expertise required to upgrade, optimize, calibrate, and test the CTIP-III system for stainless-steel engraving. The upgrade must support the ability to toggle settings between brass and stainless-steel engraving configurations without requiring extensive manual recalibration or downtime.

3.1.2 The Contractor shall provide stainless-steel plates for testing and verifying the CTIP- III system upgrade to stainless-steel engraving mode. The plates shall have the following:

3.1.2.1 Dimensions: Height: 1200 mm, Width: 950 mm, Thickness: 0.8 mm +/- 10 micron

3.1.2.2 Hardness: 160/170 HV (Vickers Hardness)\Smoothness: < 4µm Rz (Roughness measure)

3.1.2.3 Safety Data Sheet (SDS)

3.1.2.4 Certificate of Conformance (CoC) verifying that the product has been tested and meets specific quality and safety standards.

3.1.3 The Contractor shall provide comprehensive, hands-on training for designated BEP personnel on the operation of the upgraded CTIP-III system. This training must explicitly cover the procedures for toggling settings between brass and stainless-steel engraving configurations.

3.1.4 The Contractor shall provide updated Standard Operating Procedures (SOPs) or a user guide detailing the switching process for the system operator.

3.1.5 The Contractor shall perform all services in accordance with the machine specifications, industry best practices, and applicable safety standards.

3.1.6 The Contractor shall conduct performance testing and calibration to verify the successful upgrade of the CTIP-III system. The Contractor must ensure that the system functions reliably and meets all specified performance criteria for stainless-steel engraving, including the ability to switch between brass and stainless-steel engraving configurations.

3.1.7 The Contractor shall provide 1 year warranty on all labor, parts, and materials associated with the CTIP-III upgrade. This warranty guarantees that the system will perform according to specified requirements and covers all defects in workmanship or materials. The Contractor shall, at no additional cost to the BEP, promptly repair or replace any components that fail to meet performance standards during the warranty period. The warranty period shall commence upon formal Government acceptance of the upgraded system.

3.1.8 The Contractor shall provide a service report upon completion of the upgrade.

3.1.9 The Contractor shall support an initial industrial hygiene assessment for airborne metals, including hexavalent chromium, in accordance with OSHA 29 CFR

1910.1026. If LEV is recirculated, filtration shall meet HEPA efficiency (99.97% at

0.3 micrometers) for the chromium containing particulates. If objective data provided by the contractor demonstrates no potential for hexavalent chromium generation above 0.5 micrograms per cubic meter, monitoring requirements may be waived.

3.2 Deliverables

3.2.1 Upgraded CTIP-III System – The system shall be fully upgraded, calibrated, and tested to ensure reliable stainless-steel engraving, brass engraving, and seamless configuration switching between brass and stainless-steel engraving modes.

3.2.2 Stainless-steel Plates – The Contractor shall provide stainless-steel plates for testing and verifying the system upgrade. The test plates shall be accompanied by a SDS and CoC.

3.2.3 Training – Hands-on training for designated BEP personnel to ensure proficiency in operating the upgraded system and performing configuration switches safely.

3.2.4 Technical Documentation - Updated system specifications following the upgrade, updated Standard Operating Procedures (SOPs) or a user guide detailing the switching process for the system operator.

3.2.5 Service Report - A written report detailing all work performed, settings changed, testing conducted, and verification of machine performance.

3.2.6 Warranty Documentation – Written document confirming 1 year warranty coverage for all services and parts associated with the upgrade.

3.2.7 Laser Safety Plan (LSP) – A written report required only if the contractor’s repair, alignment, or calibration activities involve exposure to an open or energized beam path. See section 3.7.7 for specific details.

3.3 Acceptance

3.3.1 Acceptance will be based on a successful demonstration of the following:

3.3.1.1 Verification of engraving quality on stainless steel via standard BEP inspection methods.

3.3.1.2 Successful transition from brass to stainless steel settings (and vice versa) without loss of system functionality in either engraving mode.

3.3.1.3 Delivery of all updated technical manuals and operator reference guides.

3.4 Performance/ Delivery Period. The period of performance is 12 months from the date of award.

3.5 Type of Contract. This will be a Firm Fixed Price contract.

3.6 Place/Location of Performance/Delivery.

All supplies required for the CTIP-III system upgrade shall be shipped to the following address:

Bureau of Engraving and Printing Attn: Office of Engraving

301 14 St SW Washington, D.C. 20228

All shipments shall be clearly marked and ATTN: Office of Engraving. The Contractor shall ensure the shipping containers are properly packaged and labeled to prevent damage in transit. A packing list identifying all the contents shall be included in the delivery.

3.7 Travel Requirements.

The Contractor will be required to travel to the BEP to perform required services. All travel and per diem expenses shall be reimbursed in accordance with the General Services Administration (GSA) Federal Travel Regulations.

3.8 Special Requirements.

3.8.1 Contracting Officer Representative (COR): The (COR) will be identified by separate letter issued 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, specifications; monitor Contractor's performance and notifies both the CO and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the Contract.

3.8.2 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. Contractor personnel performing work under this contract must adhere to BEP Security protocols and the direction of BEP police officers. All Contractors shall be escorted by BEP personnel at all times during their visit. Visiting foreign nationals must provide a copy of their passport 14 days in advance of their visit to the COR in order to receive security clearance to visit the facility.

3.8.3 Identification of Contractor Employees: All contract personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. All Contractor personnel shall clearly identify themselves as a Contractor and shall be required to wear identification (ID) badges in a visible location on the front of exterior clothing, above the waist, (except when safety or health reasons prevent such placement). ID badges shall be worn at all times when performing work. 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.

3.8.4 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 CO 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 CO to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the CO and in the event the CO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the CO 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.

3.8.5 NON-PERSONAL SERVICE STATEMENT: Contractor employees performing services under this Contract will be controlled, directed, and supervised at all times by management personnel of the Contractor. Contractor employees will perform their duties independent of, and without the supervision of, any Government official or other Government Contractor. The tasks, duties, and responsibilities set forth in this Contract may not be interpreted or implemented in any manner that results in any Contractor employee creating or modifying Federal policy, obligating the appropriated funds of the United States Government, overseeing the work of Federal employees, providing direct personal services to any Federal employee, or otherwise violating the prohibitions set forth in Parts 7.5 and 37.1 of the Federal Acquisition Regulation (FAR). The Government will control access to its facility and will perform the inspection and acceptance of the completed work.

3.8.6 Environmental, Health, and Safety: Contracted services must be performed in a manner consistent with the all EHS federal regulations, standards, and BEP policies (75B-07.0-06). Any proposed repairs should also adhere to all pertinent EHS requirements intended for large equipment purchases from the latest version of the EMS document 75B-07.0-06.

3.8.7 Laser Safety and Controlled Area Requirements: If the contractor’s upgrade, alignment, or calibration activities on the CTIP III laser system involved exposure to an open or energized beam path, the contractor shall establish a temporary Laser Controlled Area (LCA) in accordance with the requirements of ANSI Z136.1, Safe Use of Lasers.

3.8.7.1 Prior to beginning any onsite laser-related work, the contractor shall submit a Laser Safety Plan (LSP) to the BEP OEHS Laser Safety Officer for review an acceptance. The plan shall describe how the contractor will meet the requirements below and demonstrate compliance with applicable laser safety standards. At a minimum, the LSP shall address:

3.8.7.1.1 Definition and Control of the Work Area: Procedures to establish and secure a temporary LCA, including physical barriers, curtains, or enclosures to restrict unauthorized entry. Placement of ANSI Z136.1 Section 4.6– compliant warning signage indicating the laser class, wavelength, and required protective eyewear.

3.8.7.1.2 Administrative Controls: Coordination with the BEP LSO, procedures to de-energize or shutter the beam when alignment is not actively in progress.

3.8.7.1.3 Personal Protective Equipment (PPE): Identification of appropriate laser protective eyewear with optical density and wavelength specifications suitable for the CTIP-III laser, and prohibition of reflective materials (i.e., reflective watches or jewelry) in the controlled area.

3.8.7.1.4 Verification and Clearance Procedures: Methods to verify that the laser is de-energized and all hazards are secured before removal of temporary barriers or signage.

SECTION IV: Applicable Documents

All Contractors must comply with the requirements and procedures established through the BEP Environmental, Health, and Safety (EHS) document(s):

• 75D-07.0-04 EHS Contractor Requirements

SECTION V: Requirements for Handling Sensitive, Classified, and/or Proprietary Information

Not applicable.

SECTION VI: Government Furnished Resources and Information

The BEP shall provide access to the facility and CTIP-III system to upgrade and test.