02 - NTEP Calibration SOW 20190918.pdf

Federal Aviation Administration’s

National Test Equipment Program (NTEP) Test, Measurement, and Diagnostic Equipment (TMDE)

Calibration Contract

Statement of Work

AJW-141

09/18/2019

Table of Contents

1.0 INTRODUCTION

1.1 BACKGROUND

1.2 OBJECTIVE

1.3 SCOPE OF SERVICES

2.0 APPLICABLE DOCUMENTS

3.0 TRANSITIONS

3.1 PHASE-IN REQUIREMENTS

3.2 PHASE-OUT TRANSITION

3.3 POST AWARD CONFERENCE

4.0 REQUIREMENTS

4.1 CALIBRATION SERVICES

4.1.1 Calibration Facilities

4.1.2 Contingency Planning

4.1.3 Accommodation and Environment

4.1.4 Measurement and Calibration Out of Tolerance Requirement

4.1.5 Calibration Procedures/Methods

4.1.6 Calibration Working Standards

4.1.7 Handling of Calibration Items

4.1.8 Calibration Intervals

4.1.9 Service Schedule and Locations

4.1.10 Notification Requirements

4.1.11 Certificates and Reports

4.1.12 Incidental Repairs

4.2 QUALITY ASSURANCE FOR TMDE

5.0 PROGRAM MANAGEMENT

5.1 PROGRAM MANAGER

5.1.1 Contractor Points-of-Contact (POCs)

5.1.2 Bi-weekly Detail Invoices of Calibration Certifications

APPENDIX A: GLOSSARY

APPENDIX B 1: LOCATION CONUS SITES

APPENDIX B 2: LOCATION OCONUS SITES

1.0 INTRODUCTION

1.1 BACKGROUND

TMDE is defined as portable, stand-alone (not a component of a system) electronic equipment that is required to perform functional checks, alignment or troubleshooting of NAS systems.

Because TMDE is critical for conducting required maintenance actions to restore NAS equipment to an operational state, the FAA established the National Test Equipment Program Office whose mandate derived from Order 6200.4. The latest version of this order was approved on December 8, 2017.

The NTEP manages the modernization, distribution, and calibration of TMDE required to perform preventive and corrective maintenance in support of the entire National Airspace System (NAS). TMDE is critical to ensure that NAS systems are operating to set standards by enabling troubleshooting, repairing, and certification of both new and legacy systems. These systems include infrastructure, communication, automation, surveillance, power, navigational, and weather platforms that use a broad range of TMDE whose sensitivity is to remain within specific tolerances. Failure to achieve certification of critical NAS systems will result in the restriction of air traffic in the facility’s air space, potentially causing major flight delays.

1.2 OBJECTIVE

The objective of the National Test Equipment Contract is to obtain a broad range of services required by the FAA to support the life cycle management of the TMDE to maintain NAS systems, facilities, and services. This will allow the National Test Equipment Program Manager (NTEPM) and other stakeholders to ensure TMDE is calibrated within the specified interval referenced on the Calibration Cycle Requirements Table (CCRT).

1.3 SCOPE OF SERVICES

The Contractor must furnish the required personnel, material, equipment, and facilities necessary to provide a full range of calibration services for all FAA-owned TMDE, calibrated as required by this Statement of Work. Attachments J-1 (FAA Calibration Sites (CONUS)) and J-2 (FAA Calibrations Sites (OCONUS) are representative of the approximate mix and quantities of TMDE, but are not all-inclusive and are subject to changes as TMDE is replaced and/or excessed.

The Contractor will make it a priority to calibrate TMDE on the Mobile Facilities and upgrade standards accordingly. Equipment not calibrated on the Mobile Facilities will be sent to a fixed laboratory using the Return Material Authorization (RMA) process (see paragraph 4.1.7).

2.0 APPLICABLE DOCUMENTS

The following current versions of FAA, industry, military standards and specifications apply, to the extent applicable, for inspection, testing, incidental repair, and shipping, calibration, and evaluation services pertinent to this contract.

ANSI/NCSL Z540.1-1994 (R2002) Calibration –Calibration Laboratories and

Measuring and Test Equipment – General Requirements

ISO 9001:2008 Quality Management Systems –

Requirements

ISO/IEC 17025:2005 General Requirements for the Competence of Testing and Calibration Laboratories

FAA Order 1600.72 FAA Contractor and Industrial Security

Program ASTM D3951 Standard Practice for Commercial

Packaging

ASTM-D-5077 Standard Terminology Relating to

Electrostatic Discharge (ESD) Packing Materials

FAA Order 6200.4 FAA Test Equipment Program Management

3.0 TRANSITIONS

3.1 PHASE-IN REQUIREMENTS

The transition after contract award to a successor must be accomplished in a well-planned, orderly, and efficient manner. The services under this contract are vital to the Government and must continue without interruption upon contract expiration. The contract successor will be provided no more than a 30-day transition period. The contractor must provide a detailed plan for transitioning to performance under the new contract (phase-in). The transition period will be no more than thirty (30) days or less and defined as the period between the contract award and the performance of all identified contract requirements. The technical proposal must include a detailed phase-in plan.

a. Include details to minimize disruption and start-up requirements

b. Consider recruiting, hiring, training, and security limitations

c. Include coordinating with current contractor

d. Other special considerations

This plan must be ready to implement after contract award and must address the offerors’ proposed plan for conducting the transition of operations from the incumbent contractor. The phase-in plan must clearly outline the steps, processes, and tasks the contractor will take to ensure a timely and effective transition. The phase-in plan must address, at a minimum, the following:

1. Overall timelines outlining the 30-day phase-in process.

2. Procedure(s) used to achieve necessary staffing, meeting specific qualification and equipment requirements.

3. The number and position title(s), including resumes, of all key personnel known at the time of proposal.

4. Steps to meet contractual requirements for personnel roles and responsibilities.

5. Method(s) to identify and transfer existing incumbent contractor files/detailed records for entire calibration contract duration.

6. Process which ensures all on-going contract requirements are identified, reviewed, and executed at the beginning of the period of performance.

7. Methods to be used to identify present task status and transfer the management of these tasks without interruption and loss of quality.

3.2 PHASE-OUT TRANSITION

The contractor will accomplish required phase-out transition activities deemed necessary by the CO and COR at the conclusion of this contract. At the conclusion of any performance period, including option periods or extensions, the services provided under this contract may be awarded to another contractor. This contractor must assist in transition activities as identified by the CO and COR.

a) This includes all calibration documentation and information that would be necessary to continue calibration services after a phase-out transition period from the former contract.

b) Documentation must be valid and accurate, contractor must maintain calibration records of contract duration and available if required up to five years.

3.3 POST AWARD CONFERENCE

A Post Award Conference will be held via teleconference during the first week of phase in, or otherwise agreed to time, after to discuss all contract requirements, specifications, Statement of Work, RMA, procedures, DIDs, CDRLs, calibration schedules, mobile lab technicians and any other issues

At the Post Award Conference the Contractor will provide all calibration procedures they are using as well as those not listed in GIDEP (Government Industry Data Exchange Program).

4.0 REQUIREMENTS

4.1 CALIBRATION SERVICES

The Contractor must provide calibration services and reporting for all Government-owned TMDE. All calibration and analysis must be completed on TMDE with affixed approved barcodes at all CONUS and OCONUS locations in accordance with (IAW) the ANSI/NCSL

Z540-1-1994 standard. The Contractor must furnish the necessary personnel, materials, equipment, travel logistics, all travel expenses, tools, facilities, calibration standards, calibration procedures, transportation and shipping required to perform the services defined by this SOW.

The Contractor is responsible for the transport, clearance to land, movement, and setup of all TFCU to and from all scheduled calibration locations.

Authorized TMDE, not previously designated for off-site calibration, which the contractor determines cannot be calibrated on-site due to lack of calibration standards, technical expertise, technical documentation on the MCLs, or omission by the Contractor, must immediately be reported to the COR in order to resolve the problem. Advance COR authorization is required prior to calibration of any TMDE barcoded international governments or other Federal military/government agencies.

In the event it is necessary to ship equipment to a different location in order to receive calibration services, the Contractor must clean, mark, package and ship to the designated Government locations.

4.1.1 Calibration Facilities

The Contractor must utilize fixed, MCL and TFCU facilities to ensure availability of calibration services at FAA sites when required. All Contractor MCLs and TFCUs must have equally equipped standards.

The Contractor must comply with the current ANSI/NCSL Z540-1-1994 regarding the use of standards within all fixed, portable, and mobile units. The Contractor must maintain MCLs and TFCUs with working standards, current calibration procedures, equipment, and personnel as detailed in DID-R002. The Contractor must maintain FAA-approved calibration schedules on the FAA’s NTEP designated electronic system i.e. (KSN, Website, etc.), and ensure performance of all FAA on-site inspections, testing, incidental repairs, calibrations, and reporting services required at FAA locations.

The Contractor must have a fixed calibration facility(s) to ensure performance of all inspections, testing, incidental repairs, calibrations, and report services of FAA equipment unable to be calibrated on-site by MCL or TFCU.

The MCLs daily working schedule must be oriented to that of each location being serviced (i.e., if the FAA site personnel work from 8 am to 4 pm, the MCLs must be open for business from 8 am to 4 pm). Services must be provided on-site Monday through Friday during normal FAA working hours, with the exception of federal Holidays.

The Contractor’s calibration labs (Fixed/MCLs/TFCUs) must comply with the ANSI/NCSL Z540-1-1994 standard. The Contractor must ensure that the following documents, at a minimum, are available (electronically or in hardcopy) at the Contractor’s calibration labs (Fixed/MLUs/TFCUs):

1. A copy of the applicable documents lists in SOW;

2. A copy of Contractor’s ISO certificate;

3. The Contractor’s quality manual and inspection procedures;

4. A list of all Contractor standards used by model number, manufacturer, serial number, description, and calibration due date;

5. A copy of certificate of calibration and a specification sheet for each standard;

6. A current calibration procedures inventory listing;

7. A copy of each calibration procedure and any necessary equipment handbooks for calibrating government TMDE;

8. Verification of the technicians’ training and experience;

9. All environmental and power maintenance records;

10. A copy of the most recent audit report and records of required quality inspections.

The FAA will conduct random audits to verify that labs are furnished with current standards, reference materials, and pertinent lab records. Any defect discovered during the audit will require:

1. Discussion with Contractor and FAA representatives.

2. Contractor developing and implementing a corrective action plan approved by the COR.

3. Contractor recalibrating of TMDE at current and prior stop locations(s) at no cost to the

FAA.

The Contractor will perform a standards crosscheck before and after calibration services are provided and will give to each site that calibration is performed.

4.1.2 Contingency Planning

In an event of an emergency, travel to a different location may be directed by the FAA NTEPM or COR. For the purpose of this SOW, an “emergency” is defined as any unexpected or sudden event that is cause for immediate action for example, natural disasters, acts of terrorism, or other unforeseeable events. The Contingency Plan is to avoid further disruption to the posted schedule.

Contractor must provide Contingency Plan for all natural/man-made disasters and major events.

Contractor must be prepared to alter schedules or accommodations concerning CONUS or OCONUS calibration in coordination with the NTEPM and COR.

4.1.3 Accommodation and Environment

The Contractor’s MCL must provide and maintain a self-contained power generator source for use in the event of emergencies, in disaster locations, and Government locations where no power source is available. Contract must also provide maintenance documentation for the MCL self-contained generator source. In the event of damage to Government property due to Contractor power anomalies, the Contractor must repair or replace the damaged property at no cost to the Government. Government-furnished power receptacles are not available at all designated service stop locations.

4.1.4 Measurement and Calibration Out of Tolerance Requirement

The Contractor must notify the NTEPM or SATEPM of an out-of-tolerance standard, and provide written guidance as to how the impacted FAA equipment will be re-calibrated IAW DID-R003. Additionally, the COR must be notified with the written guidance provided within 48 hours of an out-of –tolerance standard. The Contractor must re-validate, that prior FAA equipment previously serviced, was not impacted by the Contractor’s defective standard.

Re-calibration of effected standard must take place within five (5) business days of notification to the NTEPM and SATEPM at no additional cost to the FAA.

Recall of all TMDE procedures with out of tolerance standard will be performed at the direction of the COR.

4.1.5 Calibration Procedures/Methods

The Contractor must provide a calibration procedures inventory IAW DID-R002.

The FAA reserves the right to review and disapprove any calibration procedures and have the contractor resubmit within 15 days.

The Contractor will provide a cross reference of standards not listed in procedures they are using.

4.1.6 Calibration Working Standards

The Contractor must have a current listing of their calibration working standards DID-R004 on each MCL at all times and provide to the NTEPM/SATEPM during all audit inspections.

4.1.7 Handling of Calibration Items

The Contractor must provide shipping containers and protective packaging for TMDE sent via the RMA process and transport it in a manner that will not adversely affect the calibration or condition of the equipment IAW DID-R005 and DID-R006. Additionally, the Contractor must provide a Monthly Report of YTD RMA Status with a consolidated listing of all equipment shipped to a fixed calibration facility throughout each contracted year IAW DID-R007.

The contractor must have an RMA process to discuss during the Calibration stop to include:

1. Locations of the fixed calibration lab

2. Provide an avenue for the customer to send TMDE for calibration to the fixed lab

3. All shipping will be provided by the contractor for shipping to and from the fixed lab;

must provide labels to the customers.

4. Have an automated procedure to list multiple TMDE during the approval (link or email)

5. Provide shipping containers when required to the customer for packing TMDE

6. The contractor will utilize the CCRT to determine calibration on TMDE on contract

7. The contractor will return the TMDE to originator with calibration date, calibration due date on the equipment. The TMDE must have a Calibration Certificate IAW the DID-R001.

TMDE requiring plug-in units, required accessories, and multi-purpose should be considered as one unit during all calibration. .

4.1.8 Calibration Intervals

The Contractor must use the Government-defined calibration intervals, listed in the CCRT, to determine calibration requirements. In the event that the Government does not define the calibration interval, the Contractor must use the OEM-recommended calibration intervals.

4.1.8.1 Scheduled Off-Site Calibration

The Contractor must provide a list of authorized TMDE that cannot be calibrated by the MCLs/TFCUs IAW DID-R008. This listing must identify all TMDE that requires scheduled off-site calibration due to the inability to provide on-site MCL/TFCU service.

The Contractor is responsible for scheduling the calibration of TMDE scheduled for off-site calibration at the Contractor’s fixed laboratory, or at another laboratory capable of calibrating the unit in the environment per the ANSI/NCSL Z540-1-1994 standard.

4.1.8.2 Unscheduled Off-Site Calibration

In some cases, TMDE will be in use during the scheduled on-site MCL visit, and require subsequent off-site calibration. The Contractor must perform unscheduled off-site calibrations when the site notifies the Contractor and requests an RMA authorization.

4.1.8.3 Off-Site/On-Site Calibration of Unauthorized TDME

The calibration of unauthorized TMDE is prohibited under this contract. Unauthorized TMDE is equipment that is not included in the CCRT. The Contractor will receive an electronic copy of the CCRT from the COR.

Turn around Times (TATs) are measured from receipt at the calibration facility to the date of return shipment of the item to the Government with proof of delivery. The Contractor must provide a TAT of ten (10) business days for unscheduled off-site TMDE calibration and a TAT of thirty (30) business days for subcontracted off-site TMDE calibration. When an OEM (Original Equipment Manufacturer) calibration will take longer than thirty days, the Contractor will notify the NTEPM and/or the COR.

Certain TMDE may not be listed on the CCRT for calibration and the must have an avenue for customer to pay for calibration service not listed. Wattmeter elements is one type of TMDE not listed on the CCRT but contractor must be capable of calibrating up to 500 MHZ and 250 Watts in support of the field. Contractor must have set funding costs for TMDE not on the CCRT.

4.1.9 Service Schedule and Locations

The Contractor must provide a calibration schedule IAW DID-R009. The calibration schedule must account for site break dates, calibration due dates, and all requirements outlined in this

SOW.

4.1.10 Notification Requirements

The Contractor must provide an e-mail acknowledgement to the NTEPM, SATEPM and FAA site coordinator upon COR approval of:

1. Schedules

2. Schedule revisions

3. Location changes

4. Personnel changes

5. Changes in contact information for calibration team members

The Contractor must provide the following notices to the FAA Site Coordinator, SATEPM, and

COR:

6. Service Delay Notice: The Service Delay Notice must be used by the contractor to provide notification of schedule delays. The submission of a Written Service Delay Notice is required for delays of 3 days or more IAW DID –R010. In the event of an unforeseen delay, the Contractor must call the FAA TESC.

7. Notification of Arrival Date: Advance notification of ten (10) business days prior to arrival on-site at a CONUS location, and (30) business days prior to arrival on-site at an OCONUS location.

8. Second notification/confirmation of Arrival Date: A second notification must be sent two (2) business days prior to the scheduled site visit, to confirm the date and time of the visit and log the call.

The Contractor must maintain a notification log at each MCL and TFCU that identifies the dates, times, and name of individuals contacted, each time a notification is provided by the Contractor’s calibration team.

Contractor must speak to a person; and not leave a notification on voicemail.

If the contractor cannot access anyone on the point of contact list provided by the COR; they should contact the SATEPM and then the COR.

4.1.11 Certificates and Reports

The Contractor must develop, maintain, and make accessible online to the Government a database capturing, IAW DID-R016, the Government’s certificates, equipment, and all other activity related to its performance of calibration services.

The Contractor must provide a Certificate of Calibration for each unit of TMDE calibrated or a rejection report IAW DID-R001.

If a unit of TMDE cannot be adjusted to tolerance and requires repair other than incidental, the Contractor must attach a red rejection tag, issue a report indicating that the item failed calibration, list the standards (on the calibration certificate) to the point where the device failed calibration, and return the unit to the FAA site IAW DID-R011.

The Contractor must not attempt to calibrate any TMDE with a rejection tag attached. The TMDE will require testing and repair prior to any further calibration attempt. The Contractor should only attempt to re-calibrate failed items of TMDE in accordance with the Limited Calibration Procedure approved by the NTEPM.

The Contractor must provide an End of Site Summary (EOSS). Each EOSS must contain a listing all equipment calibrated either for the entire location, or separately for a specific FAA facility, IAW DID-R012.

The Contractor must attempt to resolve any discrepancies with the EOSS before the MCL departs the site. The Contractor must advise the TESC’s supervisor of any disputes, so that the supervisor may assist in the resolution. If an agreement still cannot be reached, the issue must be immediately escalated to the COR.

Upon verification that the EOSS accurately represents the calibration services performed by the Contractor, TESC, will sign FAA Form 4650-15, Receiving Report (DID-R013) documenting satisfactory receipt of calibration services IAW the EOSS.

The Contractor must provide a Quarterly On-site Scheduled versus Actual Report IAW DID- R014.

4.1.12 Incidental Repairs

The Contractor must perform incidental repairs of TMDE Common Replacement Parts to include battery replacement, external TMDE hardware replacement, and TMDE software fixes required before calibration. Incidental repairs intended to include small incidental fixes such as commonly used battery replacement, knob replacement, and tightening of screws.

4.2 QUALITY ASSURANCE FOR TMDE

TMDE must be labeled, with the appropriate calibration sticker to indicate calibration or verification status.

All operations performed by the Contractor in compliance with this contract shall be subject to COR verification at unscheduled intervals defined in the Quality Assurance Surveillance Plan (QASP).

The CO/COR will determine the Contractor’s compliance with this contract utilizing the results of pre-determined standards and metrics during inspections and/or audit findings.

Verification will include but are limited to the following:

o MCLs Readiness Verification: The COR may verify the readiness and capability of the contracted facilities to perform expected calibration and incidental TE parts replacement. The COR or his/her representative reserves the right to make unscheduled inspections of the contracted facilities for compliance with the requirements of this contract.

o Calibration Documentation, Compliance, and Accreditation Report Review: The COR shall perform random audits/reviews of:

o Contractor's documentation that certifies calibrated systems, primary standards, transfer standards, working standards, and calibration procedures requires verification to determine compliance with the detailed requirements of this contract.

o The Contractors’ ISO 9001 Surveillance Reports including the nonconformance reports. If applicable, the CO/COR may review the Contractor’s ISO/IEC 17025-accreditation report and associated documentation.

o Calibration Operations Review: The CO/COR may randomly observe MCL and TFCU calibration operations for conformance with the Contractor's Quality Management System and compliance with ANSI/Z540-1-1994, American National Standard for Calibration-Calibration Laboratories and measuring and Test Equipment-General Requirements.

o Calibration Results Verification: The COR may review calibration results to verify adequacy of the Contractor's calibration procedures. The Contractor must make primary and transfer standards available for inspection by the COR upon request. Contractor personnel shall be made available to assist with such inspections o Random TE Recalibrations: A unit of TE calibrated by the Contractor may be selected at random, tested and recalibrated by an independent calibration laboratory. This quality assurance step is to ensure that the unit of TE is being calibrated to manufacturer's performance parameters. If the unit of TE is found to be in tolerance by the independent laboratory, the Government will pay for the cost of the calibration. If the unit of TE is found to be out-of-tolerance, the Contractor shall pay the cost of recalibration.

Discrepancies and Contractor Response: The COR shall forward the results of all verification, inspections, and audits via a Contract Audit Report (CAR) to the Contracting Officer and Contractor no later than 45 days after review. The Contractor will have fifteen (15) days to reply to the Contracting Officer and COR with a detailed explanation as to how the discrepancy occurred and steps taken by the Contractor to ensure the discrepancy will not re-occur. Minor discrepancies may be resolved between the COR and Contractor by written memo or e-mail. If these minor discrepancies cannot be resolved to both parties satisfaction, either party may request resolution by the Contracting Officer. The designation of a serious or minor discrepancy will be at the CORs discretion except failure to meet turn-around times, which shall be termed serious in all instances.

5.0 PROGRAM MANAGEMENT

5.1 PROGRAM MANAGER

The Contractor must identify a single NTEP Program Manager who must be responsible for control and coordination of all work performed. The program manager must have the authority to ensure efficient and timely program execution. The Program Manager must respond to requests for contract status or other related information from the FAA Contracting Officer and

COR.

A qualified trained Program Manager with a minimum of 5 years’ experience in managing mobile calibration requirements shall be assigned to manage the program and be the single point of contact for the CO/COR.

The Contractor must identify a single point-of-contact (POC), preferably the Program Manager, for all communications on program management issues who has the authority to ensure efficient and timely program execution.

5.1.1 Contractor Points-of-Contact (POCs)

The Contractor must also provide a single POC as well as a backup POC for all communications on calibration service issues who has the authority to enforce adherence to contract requirements and schedules. The Contractor must establish and make available 24-hours per day, seven days per week (24/7) a telephone POC, by name, who has the authority to ensure timely response to urgent requirements. Additionally, the Contractor must supply a list of cell phone numbers of the contractor’s mobile calibration team IAW DID-R015.

5.1.2 Bi-weekly Detail Invoices of Calibration Certifications

The Contactor must submit a Bi-weekly Detailed Report of Calibration Certifications with the applicable invoice and post on the FAA’s NTEP electronic KSN or Website in order to document and validate invoice payment submitted by the contractor. The contractor should concurrently follow the instructions in the contract under AMS clause AC0135. The data will be the Government’s record of individual TMDE costs/charges on a bi-weekly basis that supports and validates the total payment to the vendor. This electronic report reviewed by the NTEP for accuracy and compared with backup documentation to facilitate prompt payment of the invoice.