Microspectrophotometer with Excitation Monochromator for Fluorescent Attachment

Statement of Work Microspectrophotometer with Excitation Monochromator for Fluorescence Attachment SECTION I: Background 1.1. The Bureau of Engraving and Printing (BEP), Research Analysis Division/Office of Technology Development (OTD), District Currency Facility (DCF) is a component of the Department of the Treasury and has a requirement for a microspectrophotometer to analyze printing inks, raw materials, fibers, paper, finished currency, and similar materials. To aid in fully characterizing materials, the microspectrophotometer shall include the ability to perform excitation-emission-intensity measurements by including a monochromator as an input to the instrument. This device is critical and essential to BEPs mission. SECTION II: Purpose 2.1. Product, Service or Outcome Needed. The Contractor shall provide and deliver equipment, installation, and training that meets or exceeds the technical requirements and all items outlined in this Statement of Work (SOW). Any reference to brand names or trademarks in this document does not indicate endorsement by the BEP or by the US Government. The acquisition shall be conducted under the purview of the BEP Contracting Officer (CO). The Contractor shall perform to the standards outlined in this contract. 2.2. Scope of the Product, Service, or Outcome. 2.2.1. The Contractor shall provide a microspectrophotometer with an excitation monochromator for fluorescence attachment and shall include all sub-systems and major components listed in the technical requirements below. The instrument shall include the latest and current version of operating and data analysis software. 2.2.2. The Contractor shall provide all labor and materials to deliver and install the instrument. 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. SECTION III: Technical Requirements/Tasks/Outcomes Technical Requirements The Contractor shall provide a microspectrophotometer with an excitation monochromator for fluorescence attachment to the BEP. The instrument shall have the following features: The instrument shall be a spectrophotometer capable of ultraviolet, visible, and near-infrared measurements with the following specifications: The spectrophotometric detection range shall be at least 250 nm to 1700 nm. The resolution shall not be worse than 2 nm (i.e., shall not be a number greater than 2 nm) The instrument shall include a microscope with the following specifications: The microscope shall be part of the beam path of the spectrometer. The microscope shall be capable of performing both reflected and transmitted light analyses. The microscope shall be capable of performing fluorescence analyses. The microscope shall include illumination sources with the following specifications (one source may perform multiple functions): White light (approx. 400-700 nm). A UV light capable of illuminating at approx. 365 nm. A laser (see 3.1.4 for details) Excitation monochromator (see 3.1.5 for details) The Government prefers a UV-Vis broadband source which also provides white light (400-700 nm). The Government prefers the number of individual sources be minimized. The Government prefers that the instrument be capable of having an additional laser installed. Note: a second laser is neither required nor desired for this contract. The laser shall have the following specifications: The laser shall be at least 100 mW and shall have a nominal wavelength of approximately 980 nm. The laser shall be capable of reducing its power through a potentiometer (or similar), software, or both. The laser shall comply with the requirements of 21 CFR 1040.10 including any necessary labels, interlocks, and keys. The microscope shall be outfitted with a method to prevent UV light from being directed to the eyepieces. The instrument shall include an excitation monochromator (i.e., a tunable light source) to allow for fluorescence measurements. A tunable laser does not meet this requirement. The monochromator shall have a wavelength resolution no worse than 2 nm (i.e., shall not have a number greater than 2 nm). The monochromator shall allow for collection of excitation-emission-intensity measurements of the sample. The microscope shall have a motorized stage with the following specifications: The stage shall be motorized in the x- and y-axes. The Government prefers that the stage is also motorized in the z-axis. The stage shall be controlled by software, a joystick or track ball, or both. If the stage can be controlled by a joystick or trackball: A suitable device shall be provided. The Government prefers either a joystick or a track ball capable of changing stage movement speeds. The stage shall have a minimum step size of 0.5 microns (0.02 mils) in each motorized axis. The stage should be equipped to hold a standard microscope slide (i.e., a slide mount). The stage shall be at least approx. 4 inches (100 mm) in the x and y directions and have a travel of at least 2 inches (5 cm) in both the x- and y-axes. The Government prefers a stage sized large enough to hold a US banknote. The area to be measured by the microscope (i.e., spot size, target area) shall be adjustable by one of the following methods: Using different objectives Inserting a mirror into the beampath to capture a portion of the observed area, or similar. Inclusion of a variable aperture The microscope shall be capable of holding multiple objectives in a turret, or similar device. The microscope shall include air objectives (no oil objectives will be acceptable) with the following specifications: A 10x and 20x objective which are suitable for use with the entire spectral range of the instrument A 5x which is suitable for at least the visible spectrum A 50x (+/- 10x) which is suitable for at least UV-Vis wavelengths The offeror shall provide an option for the Government to purchase an additional 40x or higher objective which is optimized for use in the NIR region (i.e., approx. 700-1700 nm). The microscope shall include binocular eyepieces. The Government prefers 10x eyepieces. The microscope shall include a digital camera, detector, or similar device capable of imaging the area being observed. The microscope shall contain filters or other similar devices to illuminate at approximately 365 nm. The offeror may include additional filters if they are part of a set. Neither a laser nor an excitation monochromator meet this requirement. The Government prefers that emission filter cut-on wavelength be approximately 400 nm, or allows for approximately 400-700 nm wavelengths to be passed through. The vendor shall provide a controlling computer with all necessary peripherals and software. The computer shall use Windows 10 or 11 and come installed with the latest patches and updates. The computer shall be capable of functioning off-line without needing to be connected to the Internet. Software upgrades shall be provided by digital media, such as USB or optical disc (i.e., CD). No remote access to the computer is permitted. If software upgrades are provided on optical media, then the computer shall be equipped with a suitable optical drive. The computer shall come with one 27- to 32-inch monitor. The included instrument software shall have, at a minimum, the following capabilities: Mapping: The software shall be able to capture spectra at multiple points within an area. Government prefers spectral capture in both distinct points and regions. Stitching: The software shall be able to capture multiple images from nearby and/or overlapping regions and stitch them into one image. Government prefers this be usable with the mapping requirement to allow for mapping an area larger than the observed area. If a z-axis stage was included under 3.1.6, the Government prefers that the software be able to perform z-stacking of images. Exporting: The software shall allow for exporting in common file formats (e.g., comma-separated [CSV]). Detector switching: If the analysis requires multiple detectors to be used, the software shall automatically switch between them without any user intervention. The software should display the result as a single spectrum (i.e., combine the spectra from each detector into one continuous spectrum). Image Overlays: The Government prefers that the software be able to overlay spectra on top of white light images when using the mapping feature. The instrument shall be compatible with the lab space and operating conditions with the following parameters: The instrument shall be capable of operating in ambient laboratory temperature and humidity conditions (65-75 - F [18-24 - C] and 30-60 %RH, respectively). The instrument shall be compatible with 110/120 VAC at 60 Hz. The instrument, accessories, peripherals (not including the computer), and any required stand-off distances for ventilation and/or cooling, shall fit in a benchtop area not to exceed 30 (76.2 cm) deep and 104 (264 cm) wide. The instrument weight shall not exceed 500 lbs. (227 kg). The system shall include NIST-tracible standards for calibrating the wavelength and photometric response. All parts shall be new. If any supply is unavailable, Contractor shall notify the BEP Contracting Officer Representative (COR) with the recommended replacement part. Installation The Contractor shall deliver, setup, and install all equipment at BEP facilities within 180 days after award. All incoming materials must pass a security inspection which may include examination by X-ray. BEP shall provide escorts for the Contractor's visit(s) to the BEP. BEP will move the box(es) to the installation location. Unboxing and installation are the responsibility of the Contractor. The Contractor shall provide any additional required materials, tools, and/or personnel. BEP reserves the right to perform any inspections for this equipment, to include inventory of parts list and supplies listed in the contract. The Contracting Officer Representative (COR) will observe the incoming spectrophotometer and monitor the installation to ensure receipt of an acceptable product according to specifications in SOW. Any equipment arriving to the BEP damaged, shall be photographed by the BEP for records and returned to the Contractor for repair or replacement at no additional cost to the BEP. The COR will notify the CO and the Contractor should any deliverable item(s) not meet BEP's specifications for this requirement. Any product found unacceptable will be rejected. BEP shall provide 110 VAC electrical power and an appropriate laboratory bench for the instrument. Training The Contractor shall provide training for at least five (5) BEP personnel. Training shall, at a minimum, cover the basics of operation, calibration and validation, optical radiation and laser hazards, and user-level maintenance. Any training materials used for this training (e.g., PowerPoint slides, handouts, etc.) shall be provided to the BEP at the conclusion of the training. The BEP shall have authorization to reproduce this material for internal use. The Contractor shall provide a brief overview of all capable functions of the instrument. The Contractor shall provide a digital copy of any available video tutorials on the computer. Accessing videos via the internet from the instrument computer is not permitted. Validation After installation and training, a test of the system shall be performed by BEP personnel to ensure instrument performs as required in SOW and there are no unintended conflicts with the system. All components of instrument must be provided and fully operational. All specified functions of the instrument must work properly, and all accompanying software runs without errors. BEP personnel may perform additional tests to ensure the instrument meets the technical requirements of the SOW. Instrument Maintenance Service Requirements The Contractor shall provide routine preventative maintenance (PM) and calibration of the equipment, including accessories purchased through this contract, no less frequently than annually with the following specifications: Contractor shall provide a point of contact for maintenance and recalibration support. Contractor shall adhere and conform to original equipment manufacturer (OEM) specifications, manuals, bulletins, etc., in performing services and repairs. Service repair technicians shall perform service using the most up-to-date maintenance techniques and applications for service or repair being performed on equipment. Maintenance to instrument or computer shall be done in-person. Remote access to instrument and computer is not permitted. Any user-level maintenance (e.g., desiccant replacement, instrument alignment performed through software) shall be delineated by the Contractor at the time of delivery. OEM-certified maintenance and repair technicians shall perform all other remedial maintenance, service, and repairs. Preventative Maintenance and Calibration Contractor shall calibrate all appropriate functions of the microspectrophotometer. After calibration, the contractor shall provide a certificate including, at a minimum: The name of the technician performing the calibration Instrument serial number The date of the calibration Whether the instrument is satisfactory - as found or - as left Whether the instrument was in or out of tolerance Any adjustments made Unique identification and calibration status of each traceable standard used Test method or procedure used All replacement parts and software shall be identical to or fully compatible with installed equipment. During the performance period, contractor shall update all software and firmware, as applicable, for the instrument and control computer at no additional cost. Software updates shall be provided by digital media, such as USB or CD. Downloading upgrades from the internet is not allowed as remote access to the computer is not permitted. Unscheduled Maintenance At BEP's request, Contractor shall perform on-site emergency and/or unscheduled service/repair visits including all necessary labor, equipment (e.g., test equipment and tools), replacement equivalent system parts, OEM factory-certified replacement parts, and travel to identify, interpret, and isolate suspected and confirmed malfunctions, then repair and resolve such problems with any part or component, thus returning the equipment to proper operating condition meeting the specifications defined in SOW. On-site support shall be supplied within three (3) business days/best effort onsite service response of service call and shall be accomplished during local business hours, 7:00 AM to 4:00 PM excluding federal holidays and weekends. Unlimited telephone and email technical support relating to the system, during the Contractor's business hours, Monday - Friday (excluding Federal holidays). Documentation of Services Provided After completion of service call or annual routine preventative maintenance, the contractor shall provide the COR with a copy of a field service report/ticket identifying the following: The reason for the service call. Detailed description of the work performed. Test instruments or other equipment used to affect the repair or otherwise perform the service. The name(s) and contact information of the technician who performed the routine preventative maintenance and recalibration or repair service. The on-site hours expended, and parts/components replaced. The Contractor shall provide four (4) one-year options for repair, routine preventative maintenance, and calibration of the instrument and accessories purchased through this contract. The start date for these optional contract terms shall start at the conclusion of the warranty period or one (1) year after installation and acceptance, whichever is later. 3.6 Warranty The Contractor shall provide a minimum one-year warranty for all parts, materials, labor, and travel under this contract. The contractor warrants and implies that the items delivered hereunder are merchantable and fit for use for the particular purpose described in this SOW. Contractor shall provide a point of contact for warranty concerns and/or issues to the Contract Officer Representative (COR) upon completion of installation. SECTION IV: Technical Documents 4.1. The contractor shall provide English-language documentation that describes accurate and current technical information for the microspectrophotometer. The documentation shall include operational manuals, maintenance manuals, training manuals, technical support contact information, and component purchasing information. Technical support contact information shall include but not be limited to; the name of the manufacturer's representative, address, telephone number(s) (e.g., emergency), fax number(s), e-mail address(es) of representatives that can be contacted, and hours of operation. The BEP shall have authorization to reproduce this material for internal use. SECTION V: Deliverables SOW Deliverable Due Date Deliverable Recipient Deliverable Format 3.5 Contact Information for contract and PM At time of award COR PDF/Email/MS Word format 3.1 Microspectrophotometer with Excitation Monochromator for Fluorescence Attachment Within 180 days of contract award COR End Product 3.2 Installation Within 180 days of contract award COR End Product installed and running successfully 3.3 Training Within 180 days of contract award COR Training event and PDF/MS Word format 4.1 Technical Documents At time of installation COR PDF/MS Word format 3.6 One (1) year Product warranty Upon completion of installation COR PDF/MS Word format 3.5.3 4 one-year options for preventative maintenance At time of quote COR Quote RFQ Demonstration of Technical Requirements in Quote (see RFQ for details) At time of quote CO PDF/MS Word and/or .csv format RFQ Diagram of instrument At time of quote CO PDF/MS Word format SECTION VI: Place/ Location of Performance/ Delivery 6.1. Place/ Location of Performance/ Delivery. 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: Washington, DC Currency Facility 14th & C St. SW Washington, DC 20228 If the installation location changes during the performance period, the Government shall notify the vendor of the new address. The new location shall be inside of a 30-mi. (48 km) radius from the District of Columbia 6.2. Access to Government Facilities The BEP is a secure facility, and all instructions of the BEP Police must be obeyed. Weapons, cameras, alcohol, or illegal drugs are not allowed on site and are subject to seizure. Persons entering the BEP will be subject to magnetic and/or hand examination and items under their control shall be examined by x-ray or hand inspection. Note that large items cannot be accepted through the 13th or 14th St. SW entrances and must be delivered through the BEP loading dock. 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 Government reserves the right to require the Contractor's employees to sign in and/or sign out of the Government facility. While located within the District of Columbia, the BEP will not provide parking. When performing services at the place of installation such work must be performed without: Interfering with Government business Unduly restricting traffic Causing unsafe conditions for employees, contractors, or visitors Adversely affecting the operation of BEP Facility. Failure to adhere to BEP security regulations could result in revocation of access to the BEP and termination of the contract. 6.3. Federal Government Holidays: If these holidays fall on Saturday, the preceding Friday shall be observed. If these holidays fall on Sunday, the following Monday shall be observed. New Year's Day 1st day of January Martin Luther King Jr.'s Birthday 3rd Monday of January Presidents Day 3rd Monday of February Memorial Day Last Monday of May Juneteenth Day 19th day of June Independence Day 4th day of July Labor Day 1st Monday of September Columbus Day 2nd Monday of October Veterans Day 11th day of November Thanksgiving Day 4th Thursday of November Christmas Day 25th day of December SECTION VII: Performance Delivery Period 7.1. Performance Delivery Period The period of performance for this contract is five (5) years: A twelve (12) months base period and four (4) option periods each of twelve (12) months. The base period includes delivery, training, and a one (1) year warranty period. One instrument shall be delivered and installed within 180 days of contract award. The one-year base period shall begin following delivery, installation, and acceptance. Training shall be performed on the same day as installation, or on a day mutually agreed to by the Contractor or Government to be held as soon as practicable after installation. SECTION VIII: Contracting Officer Representative 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.