Statement of Work - System for Chilled Water.pdf

Version 1 dated 03/28/2025

Statement of Work System for flow of Chilled Water

SECTION I: Background

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

Treasury that designs, engraves, and prints United States (US) banknote currency and other US security products. Banknote currency manufacturing occurs at BEP’s Washington, DC Currency Facility (DCF) and the Western Currency Facility (WCF) located in Fort Worth, Texas. BEP’s primary customer is the Federal Reserve Board (FRB).

The BEP Office of Facilities Support is responsible for maintaining the DCF facility and minimizing the energy used to manufacture currency. The BEP has two Komori Presses located at the Washington, DC facility. The Komori presses currently allow chilled water to circulate freely through their thermoregulators while not in use which wastes chilled water resources and unnecessarily uses energy.

SECTION II: Purpose

2.1. Product, Service or Outcome Needed.

2.1.1 The contractor shall design and install a system that controls the flow of chilled water to the Komori presses.

2.2. Scope of the Product, Service, or Outcome.

2.2.1 The system shall be a piping manifold that connects the chilled water supply drop at the site of the press machine to the Komori thermoregulator. Included in the manifold shall be a means (e.g., an electrically actuated valve) to modulate the flow of chilled water based on an input command signal from the BEP Supervisory Control and Data Acquisition (SCADA) system.

SECTION III: Technical Requirements/Tasks/Outcomes

3.1 System Design Requirements

3.1.1 The system shall provide a 4-20mA interface to allow BEP SCADA system to control chilled water flow.

3.1.2 The system shall allow for individual control of water flow into each water-to-water heat exchanger in each Komori press.

3.1.3 The minimum controllable flow rate of chilled water into any individual heat exchanger shall be 0 gallons per minute.

3.1.4 The maximum controllable flow rate of chilled water into any individual heat exchanger shall not exceed maximum design flow rate specified by original equipment manufacturer

(OEM).

3.1.5 The system shall fail “open”, such that chilled water flow rate at system failure will be the maximum per 3.1.4.

3.2 Design Documentation Submission Requirements

3.2.1 The Contractor shall submit Piping and Instrumentation Diagram (P & ID) to the

Contracting Officer Representative (COR) within 30 business days after contract award.

P & ID shall conform to International Organization for Standardization (ISO) 14617 standard for diagrams used in technical applications and indicate maximum water flow rates into each heat exchanger at 100% open condition.

3.2.2 The Contractor shall submit a Bill of Materials / Cut Sheet to the COR within 30 business days after contract award. Bill of materials shall identify part numbers and manufacturers of any commercial-off-the-shelf (COTS) components and spare parts used in system. The BOM shall be provided as a single Portable Document Format (PDF) document or MS- Excel file.

3.3 Installation Plan Submission Requirements

3.3.1 The Contractor shall submit to the COR within 30 business days after award a draft

Installation Plan for the Komori press retrofit water cooling manifold.

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

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.

3.4 Bureau Acceptance Testing

3.4.1 BEP shall test system using Bell & Gossett R0-5 Readout Meter connected to the balancing valve used to meter the water usage of each Komori Press. The test shall be performed as follows on each Komori machine:

3.4.1.1 Command system to open 100%. Water flow rate must measure at sum of maximum flow rates for all heat exchangers in machine under test in accordance with Section 3.1.4.

3.4.1.2 Command system to open 50%. Water flow rate must measure at 50% of measured flow rate from test described in Section 3.4.1.1.

3.4.1.3 Command system to close. Water flow rate must measure at minimum per Section 3.1.3.

NOTE: If the system does not successfully pass the first BAT and must be retested, the Contractor shall assume ALL costs of retesting including personnel lodging, travel, and materials.

3.5 Warranty

3.5.1 The contractor shall provide standard manufacturer warranty for all equipment and information or documentation regarding the warranty for all equipment. The contractor shall provide a point of contact for warranty information. These deliverables shall be provided to the Contracting Officer Representative (COR) within 15 business days after installation. The contractor warrants and implies that the system and presses hereunder are merchantable and fit for use for the particular purpose described in this SOW.

The contractor warranty shall begin after successful acceptance of the system by the Government. The contractor shall warrant all equipment, materials, and workmanship delivered to be free from defects, damage, or failure for a period of one (1) year (12 calendar months). The warranty shall include all labor, parts, and travel costs required to correct any defects that prevent BEP from being able to attain the capabilities described in Section III above and shall be at no additional cost to the government.

3.6 Spare Parts

3.6.1 The BEP intends to purchase spare parts used for the design and install by ordering off the Spare Parts Listing supplied by the Contractor. The spare parts list shall be submitted to the COR 30 days after contract award and shall be provided in MS-Excel format.

3.6.2 Each individual spare part ordered and delivered shall bear a tag with the manufacturer’s part number and the BEP’s stock number that will be on the BEP purchase order. Any parts not identified properly will be returned to the Contractor for correction at the Contractor’s expense.

3.7 Safety

3.7.1 Contracted services must be performed in a manner consistent with the following BEP EMS documents: EHS Contractor Requirements 75D-07.0-04 - DCF. The applicable contents of the documents must be adhered to. The BEP will furnish the document as part of the contract.

SECTION IV: Deliverables

4.0 Performance/ Delivery Period

4.1 The Contractor shall complete the design and installation within 90 calendar days after contract award.

4.2 Place/Location of Performance/ Delivery.

4.2.1 The Contractor shall design and install the system at the following location:

Bureau of Engraving and Printing Washington, DC Facility 200 D Street Southwest Washington, DC 20228 Rooms A-100M and B-300M

4.3 Special Delivery Instructions

4.3.1 The contractor shall coordinate with 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:

• Name of supplier/manufacturer

• Contact Person with phone number

• Contract/Purchase Order Number

• Total number of cartons or pallets

• Total weight

• Date and Time of Delivery

SOW

Paragr aph #

Deliverable Due Date Deliverable Recipient Deliverable Format

3.2.1 Design

Documentation

30 days after award

Adam.Lerner@bep.gov Adobe PDF

3.2.2 Bill of Materials 30 days after

award

Adam.Lerner@bep.gov Adobe PDF / MS-Excel

3.3.1 Draft

Installation Plan

30 days after award

Adam.Lerner@bep.gov Adobe PDF/Email/Microsoft Word 2003 (or higher format)

3.5.1 Warranty and

POC

15 days after installation

Adam.Lerner@bep.gov Adobe PDF/Email/Microsoft Word 2003 (or higher format)

3.6.1 Spare Parts List 30 days after

award Adam.Lerner@bep.gov MS-Excel

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 Contractor shall 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 may be 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 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.

4.3.2 BEP Year End Shutdown

BEP observes the federal holidays that are listed on the Office of Personnel website at:

https://www.opm.gov/policy-data-oversight/snow-dismissal- procedures/federalholidays/.

The Presidential Inauguration Day is applicable only to the Washington, DC Currency Facility.

BEP’s Y.E.S. Period typically occurs December 25th through January 1st of each calendar year.

4.3.3 Government Holidays

New Year's Day January 1st Martin Luther King's Birthday Third Monday in January Washington’s Birthday Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

5.0 Travel Requirements.

5.1.1 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), and provided that a receipt is required for each expenditure of $75.00 or more. The Government will reimburse Contractor travel under a designated Contract CLIN. For Emergency Repair Requests, the Contractor shall obtain prior written approval from the CO before making any travel arrangements.

6.0 Special Requirements.

6.1.1 Access to Government Facilities. 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 warranty, access to the Government facility for the Contractor, and its suppliers shall be made available as required for the execution of the warranty, if needed. 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 Government reserves the right to require the Contractor's employees to sign in and/or sign out of the Government facility.

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

6.1.2 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.

6.1.3 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.

6.1.4 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. ID badges shall have an identification picture and shall state the name of the individual and the company they represent. 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.

6.1.5 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.

6.1.6 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 management will ensure that employees properly comply with the performance work standards outlined in the SOW. 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.

6.1.7 On-Site Work Restrictions

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

a. Interfering with Government business;

b. Unduly restricting traffic;

c. Causing unsafe conditions for employees and visitors; and

d. Adversely affecting the operation of BEP Facility;

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

SECTION V: Government Furnished Resources and Responsibilities

5.1. BEP will be responsible for the following:

FACILITIES: Subject to the security requirements and regulations of the BEP, the BEP shall permit Contractor personnel access to the DCF covered under this contract and to BEP facilities as necessary for the Contractor to design and install a system that controls the flow of chilled water to the Komori presses described herein. If deemed necessary, the Contractor personnel assigned to design, install, and test a system that controls the flow of chilled water to the Komori presses under this contract may be issued, by the BEP’s Office of Security, individual contractor security badges that enable Contractor personnel to enter and exit BEP facilities during the duration of time that work is performed under this contract. Contractor access to the rooms where the Komori Presses are located shall be strictly in accordance with BEP security policies and procedures such that, if required, Contractor personnel will be accompanied by a BEP representative. The BEP may restrict the access of Contractor personnel if deemed in the best interest of the BEP. In such cases, the BEP shall submit written notification to the Contractor concerning such access restriction.

UTILITIES: The Government will provide usage of all necessary utilities to include electrical access areas and panels. The Contractor (to include subcontractors) shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

EQUIPMENT: If additional equipment is required, the Contractor will notify COR prior to entering facility and confirm authorization prior to usage. Additional equipment will be at the cost of the contractor.

SECTION VI: Contractor Furnished Resources and Responsibilities

6.1 Contractor Responsibilities

6.1.1 The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed in the statement of work (SOW).

MATERIALS: The Contractor shall furnish all materials required to perform work under this contract that are not listed in the SOW.

UTILITIES: The contractor shall provide and install devices such as, transformers, surge suppressors, etc., to make these BEP provided utilities compatible with proper functioning and operation of the design and install a system that controls the flow of chilled water to the Komori presses. The contractor shall be responsible for utilities connections from disconnect points. The BEP will furnish all utilities to within six (6) meters (20 feet) of the installation site for the equipment.

EQUIPMENT: The Contractor shall supply all equipment required to perform work under this contract that are not listed in the SOW.

End of Statement of Work