SOW - Digital Microscope.pdf

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STATEMENT OF WORK FOR PURCHASE

Digital Microscope

SECTION I: BACKGROUND

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

Treasury that designs, engraves, and prints U.S. banknote currency and other U.S. security products. In support of these operations at BEP’s DC Currency Facility (DCF) located in Washington, DC, the

BEP has a need for a new Digital Microscope.

The BEP Office of Quality Operations (OQO) seeks to add to its existing capabilities with a new Digital

Microscope that meets or exceeds the specified requirements. The Digital microscope will be used to analyze materials used in currency manufacturing.

SECTION II: SCOPE

2.1 The Contractor shall provide the BEP DCF with a Digital Microscope that is new and shall include at a minimum all sub-systems and major components listed in the technical requirements below. Under this requirement, the contractor shall provide the delivery, installation, acceptance, associated deliverables, and training of the requirement herein. No prototypes, refurbished, one-of-a-kind, or two-of-a-kind systems will be considered. The system must include the latest and current version of operating and data analysis software.

2.2 The contractor shall provide all labor and materials to deliver and install the systems. The contractor shall be responsible for the performance of all activities and materials to install and make the system ready for operation. The contractor shall provide startup assistance, training, calibration procedure, integration, and warranty for this requirement herein. Warranty, calibration, and maintenance operating assistance service preferred for two years.

SECTION III: TECHNICAL REQUIREMENTS

PROPER OPERATING CONDITIONS. The operational condition of equipment such that the Digital

Microscope is capable of:

3.1 Capture image resolution shall be 600dpi or greater.

3.2 Must include the ability to export images as a .jpeg or .tiff.

3.3 Magnification range must include a range from 20x - 2,000x.

3.4 Rotating stage.

3.5 3D composition capability with 1 micron (or smaller) motor resolution.

3.6 3D composition capability of clear substances, such as lenticular lenses.

3.7 Ability to stitch images in order to capture an image (at a minimum) of 0.75” by 0.75”.

3.8 Resolution of 0.5 micron or smaller.

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3.9 The instrument (excluding controller) shall be benchtop sized (i.e. less than approximately

36”h x 36”w x 24”d [91cm h x 91cm w x 61cm d] and less than approximately 200 lbs.

[90kg]).

3.10 Instrument shall be compatible with 110/120V AC and 60 Hz.

3.11 Contractor shall provide all necessary controller(s), monitor(s), and accessories for operation of the instrument and accompanying equipment in a non-network environment.

3.12 Software and hardware must operate using Windows 10 or later.

3.13 The controller(s) must contain USB 3.0 ports for the transfer of data.

3.14 3All parts shall be new. The above listing must be provided to specification without replacement. If any supply is unavailable, Contractor shall notify the BEP technical representative with recommended parts.

3.15 Contractor shall supply all parts within 60 days of award. Preference will be given for an earlier delivery date.

3.16 If any item is deemed insufficient or damaged, the Contracting Officer Representative

(COR) will notify the contractor.

SECTION IV: SPECIAL QUALIFICATIONS

4.1 Contractor shall be required to send a Technical Engineer to install, verify and calibrate the instrument. Contractor shall be required to provide a Technical Engineer proficient in the software to install, connect and train said software.

4.2 Provide expert engineer to perform preventative maintenance and calibration services for the equipment listed below. Provide calibration certificates and stickers to document condition of the instruments, date of services, and expiration date of calibration.

4.3 Contractor shall submit the name of an individual along with their corresponding contact information (e.g., telephone number, fax number, address and cell number who will perform as the Contract’s primary point of contact in support of this effort, along with a back-up point of contact as well. This Deliverable is to be provided within five (5) business days after award and within five (5) business days after any changes.

SECTION V: SPECIFIC TASKS

5.1 The digital microscope components shall be inspected, optimized, and performance verified by completing the Bureau Acceptance Test (BAT).

5.2 Calibration certification and documentation shall be provided in compliance with ISO

9001.

5.3 Original equipment manufacturer (OEM) certified maintenance and repair engineers shall perform all remedial maintenance, service, and repairs.

5.4 Absolute adherence to and conformity with OEM specifications, manuals, bulletins, etc. in performing all installations and preventative maintenance.

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SECTION VI: TRAINING AND TRAINER REQUIREMENTS

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

6.2 Contractor shall provide training for at least three (3) BEP personnel. Training shall be four (4) hours or more and shall at a minimum cover the basics of operation, creation of macros or other automation, calibration, and user level maintenance.

6.3 Contractor shall inform the BEP COR one (1) week prior to installation to coordinate and schedule installation and training. The contractor shall provide all training materials to the COR prior to installation for review and approval by the BEP. All printed training aids shall be provided for the course, be in English language, and become the property of the Government.

6.4 Training personnel shall be qualified representative(s) and be proficient in the English language. The training personnel should be proficient in the software and all parts and accessories of the instruments. Contractor shall provide specialized training to familiarize BEP personnel on the installation and operation of the system, parts, and to help ensure reliable performance and maximum service life, during normal usage.

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

6.5 Training shall be sufficient to adequately prepare the operators to safely run the system by themselves while meeting the production requirements. Operator training shall include related safety, health, and environmental topics such as those outlined in this

SOW.

6.6 Maintenance training shall consist of electrical, mechanical, and touchscreen interface.

Training shall be sufficient to adequately prepare maintenance personnel to support the equipment, including debugging problems or incidents, by themselves meeting the unscheduled corrective maintenance and preventative maintenance requirements.

SECTION VII: PERIOD OF PERFORMANCE

7.1 The period of performance shall be for one (1) Base Year of 12 months.

7.2 Federal Government Holidays: Contractor is not required to perform services on holidays.

7.3 Hours of Operation:

The contractor is responsible for conducting business, between the hours for the DCF facility starting from 8:00 am to 4:00 pm Eastern Standard Time Monday through 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 SOW when the

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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.

SECTION VIII: PLACE OF PERFORMANCE

8.1 Deliverables as required during the performance of this contract shall be delivered F.O.B.

destination. The equipment and supplies identified shall be delivered and installed through the life of the contract to the following address:

Bureau of Engraving and Printing

Washington, DC Currency Facility

Annex Building

Shipping and Receiving

D Street, Between 13th and 14th Streets, S. W. Washington, D. C.

20228-001

8.2 The Contractor shall contact the BEP Receiving Section on 202-874-2333 at least forty-eight (48) hours in advance to schedule all deliveries. Receiving hours for deliveries to the BEP are 7:30 a.m. to 2:30 p.m., local time, Monday through Friday, excluding U.S. Federal

Holidays and the BEP Year-End-Shutdown Period. The following Delivery information shall be provided when scheduling delivery appointments to the BEP:

Name of Sender (e.g. Contractor)

Name of Carrier

Contract/Purchase Order # (Reference information in blocks 2 and 3 on BEP FORM

7989)

Total number of cartons and/or pallets

Total weight

Date and time of delivery

Mode of Transportation (e.g., van, truck, automobile)

Point of Contact Information

8.3 Shipping shall be F.O.B. Destination within Consignee's Premises.

SECTION IX: BUREAU ACCEPTANCE TEST (BAT)

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

9.2 Verification: Demonstration is expected to require one (1) day and shall be conducted as part of the training.

9.3 Validation/BAT: The BEP will validate the digital microscope is in compliance with the requirements stated in Section III above. All components must be fully operational.

After installation and training, a BAT of the system shall be performed by the BEP to

Page 5/7 ensure features performs as expected in production and there are no unintended consequences of the system. The BAT shall be performed by the Contractor after installation to demonstrate compliance with the contract requirements for BEP Final

Acceptance at the BEP DCF. Note: If the equipment does not successfully pass the

BAT and must be retested, the Contractor shall assume ALL costs of retesting including personnel lodging, travel, and materials.

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

SECTION X: WARRANTY

10.1 The Contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this SOW.

10.2 The Contractor shall also warrant all equipment, materials and workmanship delivered under any resulting contract to be free from defects, damage or failure. A period of one

(1) year (12 calendar months) warranty will begin after completion of a successful performance test and full acceptance of the system by the COR. The contractor’s warranty shall include parts, labor, and associated transportation and shipping costs.

When a malfunction occurs while covered under warranty, the contractor will provide a technician to troubleshoot the problem within 72 hours of notification.

10.3Contractor shall provide a minimum one-year warranty for all parts under this contract.

The contractor warrants and implies that all items delivered hereunder are merchantable and fit for use for the particular purpose described in this SOW. The government prefers a service/preventive maintenance contract. Contractor shall provide a point of contact for warranty concerns and/or issues.

10.4 Warranty shall include materials and labor for the repair or replacement of defective parts and service at the installation site after the BEP's final acceptance of the digital microscope.

10.5 During the warranty period, the contractor personnel shall correct or re-perform any defective or nonconforming services within 72 hours or less, and have spare parts, if required. If the contractor is required to correct or re-perform during the warranty period, it shall be at no cost to the Government and any services corrected or re-performed during the warranty period shall be subject to this clause to the same extent as work initially performed. If the contractor fails or refuses to correct or re-perform under the warranty period, the BEP Contracting Officer may, by contract or otherwise, correct or replace with similar services and charge to the contractor the cost occasioned

Page 6/7 to the contractor thereby, or make an equitable adjustment in the contractor price. The contractor shall provide all necessary information for the COR to make service contacts, i.e., names, physical addresses, email addresses and telephone numbers. Upon completion of a service call, the contractor shall furnish a report, in English, documenting the work performed and any recommendations, including preventative maintenance, to lessen the potential of a future occurrence.

SECTION XI: DOCUMENTATION

11.1 The Contractor shall provide English-language documentation that describes the industry specification of the laser profilometer and how to use the accompanying software.

11.2 The Contractor shall provide Standard qualification Documentation within 24 hours of installation.

11.3The Contractor shall provide a Service Report within 24 hours of installation.

11.4Contractor shall provide English-language documentation that describes accurate and current technical information for the Digital Microscope. The documentation shall include operational manuals, technical support contact information, and component purchasing information. The training shall be provided in electronic form 9e.g. MS Word, PDF MS

PowerPoint, etc.) to the COR for distribution for training attendees, along with a set of paper copies. The BEP shall have authorization to reproduce training material for internal use at no charge.

SECTION XII: SAFETY

12.1 All contractors must comply with the requirements and procedures established through the BEP Environmental, Health, and Safety (EHS) office Any chemicals that will be used must be EHS approved prior to the chemicals being brought on site. The COR will coordinate all BEP EHS requirements.

12.2 The BEP contractually transfers responsibility to its contractors for compliance with applicable environmental, health, safety laws and regulations. Contracted services must be performed in a manner consistent with the BEP EHS Requirements for Large

Equipment Purchases, BEP Document Control number 75D-07.0-06, Exhibit A. The applicable contents of Exhibit A shall be adhered to.

SECTION XIV: ACCESS TO GOVERNMENT FACILITIES

14.1 The BEP is a secure facility and all instruction of the BEP Police must be obeyed.

Weapons, cameras, and alcohol or illegal drugs are not allowed on site and are subject to seizure. During the life of the contract, access to the Government facility for the Contractor, its subcontractors, and suppliers shall be made available as required. During all operations on

Government premises, personnel for whom the Contractor is responsible shall comply with the rules and regulations governing the conduct of personnel and the operation of the facility. The

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

14.2 The BEP will not provide parking for the BEP Washington D.C. Facility.

SECTION XV: ON-SITE WORK RESTRICTIONS

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

15.1 Interfering with Government business;

15.2 Unduly restricting traffic;

15.3 Causing unsafe conditions for employees and visitors;

15.4 Adversely affecting the operation of BEP Facility.

15.5 Non-compliance with security regulations.

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