Notice of Intent - Sole Source Award

1.1 Description: Remedial Maintenance Services: The contractor shall provide Remedial Maintenance (RM) services for five (5) Service and Repair of Optical Currency Inspection Sensor, Second Generation (OCIS2) Sensor System. All maintenance services performed by the Contractor shall be done at the contractor facility, unless mutually agreed that repairs at the BEP facilities are advantageous. 1.1.1 The Contractor shall provide RM that includes all necessary labor and equipment (e.g. test equipment and tools), in order to identify, interpret, isolate suspected and confirmed malfunctions and then repair and resolve such problems with any part or component on the equipment, thus return the equipment to Proper Operating Condition. 1.1.2 The contractor will use its best efforts to ensure that all maintenance actions performed shall be such that the equipment have a substantial operating life and are capable of operating continuously. 1.1.3 The contractor will use its best efforts to ensure that all maintenance actions performed shall be such that the Equipment are capable of operating in Proper Operating Condition continuously. 1.1.4 The Contractor shall be responsible for supplying all diagnostics and maintenance software and equipment necessary to interpret problems with any component on the equipment list. The Contractor shall be responsible for maintaining the calibration of their equipment, which is used to diagnose and test for problems, at intervals that meet industry standard practice. 1.1.5 Replacement parts will be purchased separately when required and with prior authorization by the Contracting Officer's Representative (hereinafter "COR"). 1.1.6 After an OCIS2 has been repaired, it must be calibrated and verified to ensure proper operating condition. After servicing, the OCIS2 must be returned via secure transportation to a location determined by the BEP. 1.1.7 Repair services for a sensor shall be completed within four weeks of receipt of a defective sensor. The repaired sensor must be shipped to the BEP in less than five weeks. Exceptions can be made if extenuating circumstances become present, the COR must be notified of these in writing by the contractor. The contractor must provide a reason for time change and an estimate for the return of the sensor. If more than one sensor at a location needs repair or assistance with software changes the contractor must be on site within 3 working days of being notified. 1.1.8 The Contractor shall provide a written service report detailing the work performed during repair or maintenance of any serviced OCIS2 sensor system. 1.1.9 The same serial number OCIS2 that is sent to the Contractor's place of performance for service and/or repair must be the same serial number OCIS2 that is returned. These OCIS2s are not to be exchanged with others. The OCIS2 must be returned to the BEP facility that delivered it, unless otherwise specified by the COR. 1.1.10 Certificate of calibration and/or verification must be submitted with each serviced and returned OCIS2 to confirm Proper Operating Condition at the time of repair completion. 1.2 Telephone Technical Support: Support Regarding OCIS2 Sensor Systems: 1.2.1 The Contractor shall provide telephone technical support regarding any issues or malfunctions that arise in the operation of OCIS2 Sensor Systems at the Government facilities listed in 1.6.5 "Place of Performance." 1.2.2 The Contractor shall provide support between the hours of 8:00 a.m. and 4:30 p.m. Central Time five (5) days a week, Monday through Friday during the hours of coverage for the BEP ECF and WCF. Calls received after the hours of coverage shall be responded to immediately by the Contractor the following day. 1.3 Replacement Parts: If replacement parts are required for repair of an OCIS2 Sensor, prior authorization must be given by the COR for the purchase of the replacement parts before work may begin. Once authorization has been given for the purchase of replacement parts, the Contractor shall be responsible for repairing the equipment to proper operating condition. Only new standard and refurbished parts shall be used in effecting repairs and performing maintenance. Refurbished or scavenged parts are only to be used in the event that new standard parts are unavailable and upon authorization by the COR. 1.3.1 The Contractor shall not remove/scavenge parts from equipment for the purpose of repairing another piece of equipment, unless authorized to by the COR. Such approval must be in writing and include the CO in the communication. 1.4 Engineering Change Orders (hereinafter "ECOs"): Alterations/Proposed Engineering Change Orders (ECOs) are in the Contractor's opinion necessary changes to the equipment in order to provide for proper maintenance to be performed in accordance to the contract. For example, the Original Equipment Manufacture determined a change is necessary for the maintenance of the equipment. The ECOs shall be accomplished at no cost to the Government. ECOs must be approved by the COR prior to the Contractor implementing such changes. 1.4.1 The Contractor shall provide the Government thirty (30) days written notice of the proposed ECOs implementation date. The Contractor shall furnish as part of their ECOs notice the part or parts of the equipment to be changed and other documentation concerning the change, including any impact to the cost. 1.4.2 After approval of ECOs the Government will work with the Contractor to schedule the implementation of the approved ECOs. In addition, any modification to the contract resulting from the approved ECO will be negotiated and executed by the CO. 1.4.3 Documentation changes to operating manuals, software manuals, diagnostic routines, maintenance manuals, parts list, etc., necessitated by alterations will be provided at no additional cost to the Government. 1.5 OCIS2 Software Upgrade: The Contractor shall provide the same software and firmware upgrades/updates to all of the BEP's OCIS2s as it does to the sensors used by the Federal Reserve Bank System. 1.5.1 Contractor shall deliver the OCIS2 software upgrade created as specified by the Currency Technology Office (CTO) of the Federal Reserve Bank (FRB) to the DCF and WCF facilities of BEP. The Contractor is responsible for providing all labor, travel, parts, materials, transportation, equipment, tools, supplies, management, supervision and all other supplies and services necessary to supply the Government with the OCIS2 software upgrade for each OCIS2 system. 1.5.2 The Contractor shall provide the software to the DCF and WCF facilities of BEP within 14 days of finalization to the software is made and implemented at the FRB. However, the 14 days shall not include Federal Holidays or the period of year-end shutdown of BEP between December 25, 2018 and January 1, 2019. 1.5.3 The OCIS2 software upgrade provided by the Contractor shall satisfy all technical specifications laid out by the CTO-FRB for the OCIS2 software upgrade. 1.5.4 The Contractor shall provide telephone support to the Government in support of the installation of the OCIS2 software upgrade on all OCIS2 sensors in accordance with the Contractor's standard installation procedures for said OCIS2 software upgrade. The facility COR will contact the Contractor by telephone or email when requesting said telephone support. The Contractor shall provide support between the hours of 8:00 a.m. and 4:30 p.m. Central Time five (5) days a week, Monday through Friday during the hours of coverage for the BEP ECF and WCF. Calls received after the hours of coverage shall be responded to immediately by the Contractor the following day. Messages left during the defined hours of coverage must be responded to by Close of Business the same day that they are left. 1.5.5 Any training on operation of the OCIS2 sensors using the software upgrade will be scheduled and coordinated among the Contractor and the respective facility COR. 1.5.6 Acceptance Testing: After installing the OCIS2 software upgrade on each OCIS2 sensor, the Government will perform acceptance testing to verify the performance of the software on each OCIS2 sensor in accordance with the Quality Assurance Surveillance Plan. If an OCIS2 sensor with the software upgrade installed fails to pass the acceptance testing, the COR will notify the Contractor in writing of the deficiencies identified. The Contractor shall perform at its own cost any modifications or adjustments necessary to correct the identified deficiencies. 1.5.7 Acceptance: The COR will notify the Contractor in writing of the Government's acceptance of the OCIS2 software upgrade delivered herein within forty-five days of delivery, unless a OCIS2 sensor with the software upgrade installed fails to pass the acceptance standards as set forth by CTO-FRB. However, the 45 days shall not include Federal Holidays or the period of year-end shutdown of BEP between December 25, 2018 and January 1, 2019. In the event that an OCIS2 sensor with the upgrade software installed fails to pass the acceptance standards upon initial testing, once the Contractor has remedied the identified deficiencies and the acceptance standards are met in repeated acceptance testing, the Government will notify the Contractor in writing of the Government's acceptance of the OCIS2 software upgrade. 1.5.8 Manuals: The Contractor shall provide two (2) sets of OCIS2 Operation and Maintenance Manuals, as updated for the software, one (1) set for the DCF facility and one (1) set for the WCF facility. Electronic copies are acceptable. 1.5.9 The Government is responsible for the installation of the software upgrade on all OCIS2 sensors. The Government is responsible for performance of the acceptance testing of all OCIS2 sensors. 1.5.10 The Contractor shall provide the following deliverables: OCIS2 software upgrade, OCIS2 Operation and Maintenance Manual for upgrade, Telephone support for installation of OCIS2 sensors with the possibility of a site visit if issues arise during software upgrade. 1.5.11 Quality Assurance Surveillance Plan for OCIS2 Upgrade: The performance requirements for the deliverables and time requirements are below and in TECHNICAL EXHIBIT ONE. 1.5.11.1 The Government will employ 100% inspection of the delivered software upgrade. The Government will install the OCIS2 software upgrade on each OCIS2 sensor in accordance with the installation instructions and guidance provided by the Contractor, and then evaluate the performance of the installed software according to the following method, operating the BPS 3000 using each OCIS2 sensor with the software upgrade installed. 1.5.11.2 Performing the standard OCIS2 verification procedure as stipulated by the CTO-FRB and downloading Per Note reports that document whether the sensor correctly evaluates the test items. 1.6 Consulting Services: On an as-needed basis and as authorized by the BEP's Contracting Officer (hereinafter "CO") and/or COR, the Contractor shall provide consulting services to the BEP to diagnose and correct problems with the OCIS2s not to exceed 40 hours per fiscal year. Phone support must be respond to within working hours as specified in the PWS and after hour calls must be responded to the immediate day after. If during working hours a message is left it must be responded to by close of business that day. 1.6.1 Prior to providing services, the CO/COR will instruct the Contractor with a description of the problem(s) or the required work to be performed and the location(s) that these services are to be performed. The Contractor shall then provide the CO/COR with an estimate of the time, materials, personnel, and costs for providing this service. The schedule for performing these services will be influenced by problem severity/difficulty and BEP's production requirements. 1.7 Annual Report: An annual report that includes, but not limited to the following information: 1) RM performed, including, but not limited to: a) date of Maintenance, b) Type and serial number of equipment RM was performed on, c) Description of malfunction or service, d) the corrective action taken to resolve the problem, and e) Parts and materials used, 2) ECO's performed 3) Pending or implemented Upgrades and 4) current spare parts list. Electronic version of report is acceptable. This must be done within one month after the reporting year is over. The point of contact for this Notice is: Sammatha Davis; Sammatha.Davis@bep.gov Email responses to this Notice shall be sent to the attention of individual listed above. Due date for responses are no later than 5:00pm EDT, June 24, 2019. This Notice does not obligate the Government to award a contract or otherwise pay for the information provided in response. All costs associated with responding to this Notice are solely at the responding party's expense. The Government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Further, the Government may contact the vendor for additional information regarding the information submitted as part of this market research effort. Any organization responding to this Notice should ensure that its response is complete and sufficiently detailed. Information provided will be used to assess tradeoffs and alternatives available for the potential requirement and may lead to the development of a solicitation. Respondents are advised that the Government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. Responses to this notice are not offers and cannot be accepted by the Government to form a binding contract or agreement. The BEP will not be obligated to pursue any particular acquisition alternative as a result of this notice. Responses to the notice will not be returned. Not responding to this notice does not preclude participation in any future solicitation, if one is issued. No proprietary, classified, confidential, or sensitive information should be included in your response. The Government reserves the right to use any non-proprietary technical information in any resultant solicitation(s). If so, respondents are solely responsible for properly marking and identifying such information within their response. Places of Delivery: Bureau of Engraving and Printing Eastern Currency Facility 14th and C Streets, S.W. Washington, D.C. 20228 Bureau of Engraving and Printing Western Currency Facility 9000 Blue Mound Road Fort Worth, TX 76131