Statement of Work.pdf

STATEMENT OF WORK (SOW)

DEFENSE COMMISSARY AGENCY (DeCA)

ENTERPRISE COMMERCIAL CURRENCY HANDLING EQUIPMENT

1. BACKGROUND AND OBJECTIVE

The Defense Commissary Agency (DeCA) requires commercial-off-the-shelf (COTS) currency handling equipment to standardize cash room operations across approximately 235 global commissary locations. The objective of this procurement is to deploy modern, high-speed mixed bill value discriminators and heavy-duty coin sorters to reduce manual counting times and improve counterfeit detection.

All equipment procured under this contract shall operate as standalone, non-networked office appliances and requires absolutely no physical or software integration with secure DoD networks or Point-of-Sale (PoS) systems.

2. SCOPE OF CONTRACT

This requirement encompasses the initial procurement, global direct-to-store delivery, and 3-year warranty sustainment of 470 currency handling machines during the Base Year. Additionally, the contract includes four (4) Ordering Periods containing pre-priced "Spares Pool" CLINs to allow the Government to procure fully-warrantied replacement units on an as-needed basis to address out-of-warranty failures (e.g., accidental physical damage or loss).

3. SALIENT CHARACTERISTICS (HARDWARE SPECIFICATIONS)

To meet DeCA's operational requirements for high-volume grocery environments, proposed equipment must meet or exceed the following functional specifications:

Hardware Type Target Standard

Mandatory Performance & Technical Capabilities

Mixed Bill Value Discriminator

Cassida 9900R V2 (or equal)

1. Mixed Value Counting: Must automatically recognize, scan, and calculate the total dollar value of mixed stacks of unsorted U.S. currency in a single pass.

2. Speed: Minimum processing speed of 1,000 bills per minute.

3. Orientation Flexibility: Must maintain 100% count accuracy regardless of bill facing or orientation.

4. Counterfeit Detection: Must feature integrated, multi-layered counterfeit detection to identify suspect/altered bills.

5. Future-Proofing: Must be software-upgradeable (via USB/SD) to support the upcoming redesigned U.S. $10 bill.

Heavy-Duty Coin Sorter & Packager

Cassida C300 (or equal)

1. Sorting & Display: Must count, sort, and display the total dollar value of mixed U.S. coins by denomination.

2. Capacity & Speed: Must feature a minimum hopper capacity of 1,000+ coins and a sorting speed of at least 300 coins per minute.

3. Packaging Capability: Must support automated batching/wrapping modes and include physical coin tubes to facilitate rapid packaging into standard paper coin rolls.

4. ELECTRICAL & POWER CONFIGURATIONS (MANDATORY)

The Contractor shall ensure all delivered hardware is natively compatible with the local utility power configurations at each designated delivery location. The use of external voltage converters or step-down transformers is strictly prohibited.

4.1 Mixed Bill Counters (Global Deployments)

Quantity: 235 Units

Power Spec: Must natively support auto-switching dual-voltage (100–240 VAC, 50/60 Hz).

4.2 Heavy-Duty Coin Sorters (CONUS & Non-Foreign OCONUS Deployments)

Quantity: 180 Units (For delivery to the Contiguous U.S., Alaska, Hawaii, Guam, and Puerto Rico)

Power Spec: Configured natively for U.S. standard power input (110 VAC / 60 Hz) utilizing a standard U.S. Type A/B physical plug.

4.3 Heavy-Duty Coin Sorters (Foreign OCONUS Deployments)

Quantity: 55 Units (For delivery to Europe, Pacific, and Middle East locations)

Power Spec: Configured natively for international power input (220 VAC / 50 Hz).

4.4 OCONUS Physical Plug Adapters

Quantity: 110 Units

Spec: The Contractor shall provide high-quality, localized physical plug adapters (e.g., Type F "Schuko" or Type G UK) to physically adapt the power cords of the 55 bill counters and 55 coin counters to the local wall outlets at the Foreign OCONUS locations.

5. DELIVERY AND LOGISTICS

Delivery Schedule: All initial Base Year hardware must be delivered within 30 to 45 Days After Receipt of Order (ARO).

Global Drop-Shipping: The Contractor shall execute direct drop-shipping to all 235 individual global store locations (inclusive of CONUS, Non-Foreign OCONUS, and Foreign OCONUS addresses). The Contractor is responsible for all freight routing, international customs clearance documentation, and delivery to the final store addresses.

6. WARRANTY, REPAIR, AND SUSTAINMENT CONCEPT

The Contractor shall provide a comprehensive, 3-year warranty covering all parts, labor, and transport costs for all delivered hardware. The warranty period begins upon the date of delivery and acceptance at each store location.

6.1 Definition of Warranty Coverage (Wear and Tear)

For the purposes of this contract, the Contractor’s 3-year warranty shall cover all mechanical, electrical, and optical sensor failures, to include those resulting from normal wear and tear (e.g., degraded feed rollers, worn belts, and optical sensor decay due to standard operational dust exposure). The only permissible exclusions to this warranty obligation shall be physical loss, theft, or catastrophic accidental physical damage caused by the Government.

6.2 Global Advanced Replacement (Hot-Swap) Mandate

To minimize store operational downtime, the Contractor shall utilize an Advanced Replacement (Hot-Swap) protocol for all warranty claims globally:

Notification & Dispatch: Upon notification of a hardware failure from a DeCA store, the Contractor shall immediately ship a fully functional replacement unit (new or certified refurbished equivalent) directly to the affected store within forty-eight (48) hours.

Return Logistics: The replacement unit must be shipped with a pre-printed, pre-paid return shipping label inside the packaging. The store will utilize this packaging to return the defective unit to the Contractor's depot.

Transit Costs: The Contractor is responsible for 100% of all inbound and outbound shipping costs, including international freight and customs duties for OCONUS locations.

7. OUT-YEAR SPARES POOL (ORDERING PERIOD CLINs)

During Ordering Periods1 through 4, the Government may exercise pre-priced, Not-To-Exceed (NTE) delivery orders to procure brand-new, fully-warrantied replacement units. These units will be utilized to replace hardware that experiences out-of-warranty failures (e.g., accidental physical destruction or loss). The Contractor's obligation to perform the Advanced Replacement (Hot-Swap) warranty services shall survive the expiration of the overall contract for any individual unit until that specific unit's 3-year warranty period has fully elapsed.

The Contractor shall accept incremental, on-demand delivery orders against the Ordering Period CLINs for quantities of one (1) or more units at the pre-negotiated, fixed unit prices. The Government does not guarantee a minimum order quantity per transaction, and the Contractor shall facilitate global drop-shipping for all incremental orders in accordance with the standard delivery terms of this contract.