SOW FESD Scanner and Support v07182023.pdf

Department of Justice Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF)

Firearms and Explosives Services Division

(FESD)

Statement of Work (SOW)

High-Capacity Scanner, Software, Maintenance, and Support Services

July 18, 2023

1.0 General

1.1 Background: ATF is a law enforcement organization. ATF’s unique responsibilities consist of reducing violent crime, collecting revenue, and protecting the public. ATF enforces Federal laws and regulations relating to alcohol, tobacco, firearms, explosives, and arson by working directly and in cooperation with other government agencies.

The Firearms and Explosives Services Division (FESD) promotes ATF efforts to reduce violent crime and protect the public by administering the statutory requirements for licensing, permitting, and fee collection as codified in the Gun Control Act, Safe Explosives Act, and Arms Export Control Act.

FESD has three branches: Firearms and Explosives Imports Branch (FEIB); Federal Explosives Licensing Center (FELC); and the Federal Firearms Licensing Center (FFLC).

FESD promotes the ATF mission to prevent terrorism, reduce violent crime and protect the public as follows:

• Ensures, through stringent license screening, that only qualified persons gain access to firearms and explosives.

• Ensures that only lawful defense articles are imported into the U.S. from lawful foreign countries for lawful purposes.

• Provides industry outreach/customer service.

• Provides field investigative and intelligence support.

1.2 Objective: ATF requires an Imaging Business Machines LLC (IBML) FUSiON HD 8200 brand name or equal scanner, software, maintenance, and support services that shall provide the ability to utilize a barcode scanner to capture created target sheets and various applications, permits, and supporting documentation including but not limited to fingerprint cards, change of address, hunting licenses, government contracts, etc.

1.3 Scope: The contractor shall provide a solution that meets or exceeds the following technical specifications:

FESD receives and processes new and renewal applications and permits for licenses submitted by the industry and public entities in addition to processing all applications to import firearms, ammunition, and destructive devices.

FESD operates under the statutory authority of the Gun Control Act, which restricts ATF from capturing and maintaining a database of individual firearm owner information. This restriction prevents ATF from leveraging full Optical Character Recognition (OCR) technology as part of the document imaging process, which is common practice in most large-scale document conversion operations. Records that are processed using OCR software are capable of being searched for specific character strings, which in the case of firearm records would include

Personally Identifiable Information (PII).

Currently hard copy documents are imaged using IBML scanners and converted to a PDF file format. No metadata shall be captured as part of the current process due to volume and regulatory stipulations. FESD does not OCR the applications and permits to avoid the creation of a searchable database using PII. The contract staff and/or Legal Instruments Examiners create target sheets for each application or permit in accordance with an internal policy on the order of documents and then prepares and scans the images for upload into Enterprise Content Management (ECM).

The contractor shall supply the FESD operations in Martinsburg, West Virginia with one (1) high speed scanning equipment to perform scanning requirements for the Division. T The scanner shall be utilized to capture high-quality images of documents, photographs, or any material submitted to the FESD. The vendor shall provide a scanning system that can meet or exceed the following key features:

RESOLUTION

DPI

US LETTER

PAGES/MINUTE

A4

PAGES/MINUTE

CHECKS

PAGES/MINUTE

A6

PAGES/MINUTE

83 ips Option 300 474 484 622 811

HARDWARE

Barcode Reader Yes Envelope Detection w/DocNetics

Yes

Sort Pockets Single pocket with Run-out tray or Single stacker pocket

Scanner Hardware Installation: full installation at the facility including uncrating and calibrating hardware shall be included.

SOFTWARE ibml Capture Suite or equivalent Yes

DocNetics Suite or equivalent

Yes, when the barcode is only on top 3” of the document

Software Configuration

Yes

MULTI-FEED

DETECTION

Mechanical and Full-Page Width Ultrasonic Detection

VISUAL PAPER JAM

LOCATOR

LED Strip

COLOR TOUCH SCREEN

CONTROL

Operator control via 24” wide screen color LCD panel touch screen

ILLUMINATION Dual LED illumination patented technology

FILE FORMAT OUTPUT JPEG (color/gray scale images); TIFF (black and white images); PNG; JPEG 2000

IMAGE PROCESSING iQPro Adaptive Thresholding or equivalent; Dynamic Background Balancing; Auto crop; Auto-Deskew; Image Rotation; Multi-image Output; Multi-Color Dropout, sRGB Color Space Support, etc.

IMAGE QUALITY

STANDARD

FADGI Three-Star Rating

ENVIRONMENTAL

FACTORS

RoHS Compliant

ELECTRICAL

REQUIREMENTS

United States: 120 VAC, 15A, 60 Hz (3- Frames max); 208V~, 2 Wire + GND25A 50/60 Hz (15 pockets max).

US Sites - Units shipped with power cord and NEMA 5-15 Plug (120 VAC) or NEMA #L6-30 connector (208-240V).

Crating equipment and the overall shipping cost of the scanner shall be included.

The requirement shall also include a one-year warranty at the time of delivery and installation.

The warranty shall include maintenance from 8am –5pm Monday – Friday and 24-hour maintenance service response on a per call basis.

The maintenance/support services shall include Extended Parts Warranty covering the new scanner Full Hardware Support 8x5x4, iCS/DocNetics Software and Support Software Support or equivalent.

1.4 Required Delivery Date: The required delivery date and installation of the scanners shall be within 90 days from the date of award. Maintenance, warranty, and support services shall be for one year from the date of installation.

1.5 Delivery: Delivery shall be Free-On-Board (FOB) Destination. The place of delivery and support shall be at 244 Needy Road, Martinsburg WV 25405. All delivery information and timing shall be coordinated with the Government at least one week prior to arrival.

1.6 Security: In accordance with (IAW) Clause #ATF-04, ‘Background Investigations (BI) Requirements’, the nature and specific degree of the background investigation or facility review will be determined by ATF’s Personnel Security Division (PSD) as required, depending upon the nature and degree of risk associated with the requirement and the position. Individuals may require access to ATF- sensitive information, IT systems, or unescorted access to ATF facilities.

However, if the contractor’s employee will require escorted access to a government facility to fix a problem, a criminal police check shall be conducted by the local field office or ATF Headquarters Physical Security Programs Branch as required. ATF Form 8620.5 shall be provided for completion prior to escorted access to ATF facilities. The contractor shall follow any other facility requirements provided by the Physical Security Branch or other authorized ATF facilities point of contract.

1.7 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this requirement 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.

1.8 Inspection and Acceptance:

1.8.1 Inspection and Acceptance:

1.8.1.1 Supplies or services delivered under this requirement shall be inspected and accepted by the respective COR. The Contractor shall only tender for acceptance those items that conform to the requirements of this requirement. The Government reserves the right to inspect or test any supplies or services that have been tendered for acceptance IAW the appropriate inspection and acceptance clause.

1.8.1.2 The basis for acceptance shall be compliance with the requirements, objectives and other terms and conditions set forth in this SOW.

1.8.1.3 Deliverable items rejected shall be corrected IAW the applicable clause(s) or PWS specifications.

1.8.2 Acceptance Criteria

1.8.2.1 The respective COR will review all deliverables to ensure accuracy, functionality, completeness, professional quality, and overall compliance within the guidelines/requirements of the SOW. The Contractor shall ensure the accuracy and completeness of all deliverables. Errors, misleading or unclear statements, incomplete or irrelevant information, and or excessive rhetoric, repetition, and “padding”, shall be considered deficiencies and shall be subject to correction by the Contractor, at no additional cost to the Government.

1.8.2.2 Unless otherwise indicated, the government will require seven (7) business days to review and comment on deliverables. If the deliverable does not meet the noted criteria, the Government will return it for correction.

1.8.3 Rejection Procedures

1.8.3.1 If the respective COR rejects any deliverable, that rejected document will be handled in the manner described in this Section and the SOW.

1.8.3.2 After notification that the deliverable did not meet the acceptance criteria, unless otherwise agreed to between the Government and the Contractor, the Contractor shall resubmit an updated/corrected version within five (5) calendar days after receipt of Government comments.”

1.8.3.3 Upon re-submission by the Contractor, the Government will reapply the same acceptance criteria. If the deliverable does not meet the acceptance criteria a second time, the Government might consider the Contractor as having deficient performance with respect to the subject SOW. In such an event, the Government may elect to procure the deliverables from another source. Here, the Contractor may be liable for any difference in the purchase price from the other source and the agreed-upon price between the Government and the Contractor.

1.8.3.4 Any rework of rejected deliverables will be completed at no additional cost to the Government - no payments will be issued against rejected deliverables until they are corrected and accepted by the Government.

1.9 Mandatory Use of Government-to-Government Electronic Mail: Unless exempted by the CO, in writing, communication after contract award with Government agencies shall ordinarily be transmitted via electronic mail (e-mail).

1.10 General Government and Contractor Roles and Responsibilities:

1.10.1 The roles of a federal CO, a COR, other key government representatives, and the Contractor Representative (CR) are explained below.

1.10.1.1 The CO ensures the performance of all necessary actions for effective contracting, compliance with the contract terms, and safeguards the interests of the U.S. in the contractual relationship. The CO also ensures that the Contractor receives impartial, fair, and equitable treatment under this PWS. The CO is ultimately responsible for the final determination of the adequacy of the Contractor’s performance and authorization of pertinent remedies based on input from the COR.

1.10.1.2 The COR is responsible for technical administration of the PWS and for assuring proper government surveillance and assessment of the Contractor’s performance. The COR is the primary point of contact for the CR and shall be alerted of any changes or events that could adversely impact the Contractor’s ability to effectively perform the requirements of the PWS.

Based on a monthly analysis of the Contractor’s performance, the COR will recommend the application of remedies to the CO.

1.10.1.3 The CR serves as the single point of contact for the Contractor for collecting, reviewing and submitting performance data and information to the CORs, engaging in discussions and resolving issues with the COR. The CR is responsible for notifying the respective COR via email of any requested changes in the established delivery schedule for any deliverable. If this notification does not occur, the original delivery date will be used in calculating on-time delivery. The CR shall email all deliverables to the respective COR.

1.10.1.4 The Project Leads (PL) have the primary responsibility for monitoring and reporting the Contractor performance in the areas of timely delivery and deliverable quality to the CORs.

1.11 ATF Policies, Procedures and Standards:

1.11.1 The contractor shall conform to all ATF guidelines, security requirements, and federal regulation and legislation throughout the life of the contract. ATF reserves the right to amend/upgrade these standards and internal guidelines, processes and procedures. The following guidelines are applicable to this requirement:

a. Minimum Database Security Requirements as prescribed by the ATF Information Systems Security Office (ATF ISSO)

b. NIST Special Publication 800-53

c. ATF Minimum Security Requirements for Contractor Off-Site Labs

d. ATF Publication, 7500.1 Rules of Behavior and Customer Agreement for ATF Workstation Users

e. Section 508 of the Rehabilitation Act (29 U.S.C. 794d), Subpart B – Technical Standards, 1194.21, Software Applications and Operating Systems, and 1194.22, Web-based Intranet and Internet Information and Applications, as it applies to this requirement.

1.12 System for Award Management (SAM): The selected contractor shall have an active registration in the SAM database prior to award in accordance with Federal Acquisition Regulation 52.204-7.

1.13 Access to Records, Data and Facilities: The contractor shall permit the CO or designated representative(s) access to all records, data, and facilities used in performance for the services covered in this SOW.

2.0 Attachments/Technical Exhibit List

2.1 Technical Exhibit 1 – Performance Requirements Summary

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Task Objective/Result to be achieved Acceptable Level of

Performance Surveillance

Method Tasks

1.3 IBML scanner, Auto Data capture

software, maintenance and support services that shall provide image distinct areas of applications and permits for FESD. Scanning System delivered and installed within 90 days of award meeting or exceeding all salient characteristics provided in SOW 1.3 (Hardware)

Project deliverables completed that are accepted by the COR as being of acceptable quality with no required corrections.

100% Inspection

1.3 Software Suite configured with

hardware delivery meeting or exceeding all salient characteristics provided in SOW 1.3 (Software)

Project deliverables completed that are accepted by the COR as being of acceptable quality with no required corrections.

100% Inspection

1.3 One-year warranty beginning on

hardware installation date meeting or exceeding all salient characteristics provided in SOW 1.3 (Warranty)

Project deliverables completed that are accepted by the COR as being of acceptable quality with no required corrections.

100% Inspection

1.3 One-year maintenance/support

services beginning on hardware installation date meeting or exceeding all salient characteristics provided in SOW 1.3 (Maintenance)

Project deliverables completed that are accepted by the COR as being of acceptable quality with no required corrections.

100% Inspection