1.1.2 - Statement Of Work .docx

Federal Emergency Management Agency

Disaster Emergency Communications Division (DECD)

Test, Measurement, and Diagnostic Equipment (TMDE)

Calibration Contract

Statement of Work

5/22/2025

1.0 INTRODUCTION

This Statement of Work Statement (SOW) describes the requirements for support of the Federal Emergency Management Agency (FEMA) Disaster Emergency Communications Division’s (DECD’s) Test, Measurement, and Diagnostic Equipment (TMDE) Program. The TMDE Support Contract will ensure TMDE calibration within DECD/MERS Frederick. Fixed maintenance/calibration facilities within 75 miles of MERS Frederick will be used for TMDE maintenance and repair services. MERS Frederick TMDE inventory is located at Frederick, MD.

1.1 Background

The TMDE Program is established to manage timely submission of sensitive and critical devices used to maintain, evaluate, measure, calibrate, test, inspect, diagnose, or otherwise examine materials, supplies, equipment, and systems to identify or isolate actual or potential malfunctions, or decide if they meet operational specifications established in technical documents. TMDE Programs is a tool to manage the modernization, distribution, calibration, and inventory of functional test equipment required to perform preventive and corrective maintenance. TMDE is critical to ensure that these systems are operating to set standards by enabling troubleshooting, repairing, and re-certifying both new and legacy systems. These systems include telecommunication, measurement, power, and life-support systems that use a broad range of measuring equipment whose sensitivity is to remain within specific tolerances.

TMDE is defined as portable, stand-alone (not a component of a system) sensitive and critical electronic devices used to maintain, evaluate, measure, calibrate, test, inspect, diagnose, or otherwise examine materials, supplies, equipment, and systems to identify or isolate actual or potential malfunctions, or decide if they meet operational specifications established in technical documents.

1.2 Objective

The objective of the TMDE Support Contract is to obtain a broad range of services required by FEMA DECD to support the life cycle management of TMDE required to maintain Frederick MERS systems, facilities, and services equipment. The contract will allow the TMDE Program Manager and other stakeholders to ensure TMDE is calibrated within the specified interval in accordance with best practices and as determined by the maintenance/calibration facility.

1.3 Scope of Services

The Contractor must furnish technically qualified personnel, materials, industry standard equipment, and facilities necessary to provide a full range of calibration services to FEMA-DECD owned TMDE calibrated as required by this Statement of Work. Attachment A-1 (Master TMDE Calibration List) is 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 at local fixed facilities and upgrade standards as needed.

2.0 APPLICABLE DOCUMENTS

Test Facilities are to apply the below industry standards and specification to the extent applicable for inspection, testing, incidental repair, and shipping, calibration, and evaluation services pertinent to this contract:

ANSI/NCSL Z540.3:2006: Requirements for the Calibration of Measuring and Test Equipment

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

3.0 GOVERNMENT FURNISHED EQUIPMENT:

The Government will provide the Contractor with lists of equipment that require calibration by location, manufacturer, and model number for Frederick MERS detachment (Attachment A-1). The Government will advise the Contractor of changes to the equipment lists that affect the Contractor’s development and submission of calibration schedules per the requirements of SOW paragraph C.4.1.7.

The Government will provide the Contractor with calibration guidance, amending calibration methods and limited calibration on select test equipment. Equipment calibration methods are subject to adjustments. Contracting Officer (CO) will direct the contractor on constructive changes. The Contracting Officer and the Contracting Officer’s Representative will coordinate necessary communications with the Contractor during the contract period via email.

The CO will issue revisions to attachments as needed, throughout the contract period, to authorize calibration services for new models and/or additional TMDE. Similarly, the COR will coordinate requests for deletion of TMDE no longer requiring calibration.

The Government may update calibration Intervals periodically. The Contracting Officer’s Representative (COR) will notify the Contractor of non-constructive changes via e-mail within 2 weeks of change(s).

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 equipment at designated maintenance/calibration facilities in accordance with (IAW) the ANSI/NCSL Z540.3 and ISO/IEC 17025 Standards. The Contractor must furnish the necessary personnel, materials, equipment, tools, facilities, calibration standards, calibration procedures, and shipping materials required to perform the services defined by this SOW.

Contract Transitions

The contractor must provide a detailed Transitioning Plan to performance under the new contract (Phase-In). The transition period will be thirty (30) days and defined as the period between the contract award and the performance of all identified contract requirements.

The contractor will accomplish required phase-out transition activities deemed necessary by the CO and COR at the conclusion of this contract.

Phase-In Requirements

The transition, after award to a successor (contractor), 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 a 30-day transition period. Thus, the technical proposal must include a detailed Phase-In plan. The Phase-In plan must:

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. Consider any other special considerations of the prospective provider

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 contract will take to ensure a timely and effective transition. The Phase-In Plan must address 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 proposal.

4. Steps that address and meet contractual roles and responsibilities.

5. Process to ensure all on-going task requirements are identified and reviewed.

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

Phase-Out Transition

At the conclusion of performance periods, including options and/or extensions, the services provided under this contract may revert to an in-house Government operation or may be awarded to another contractor. The contractor must assist in transition activities as identified by the CO and COR.

4.1.1 Calibration Facilities

The Contractor must utilize a fixed facility within 75 miles of Frederick, MD to ensure availability of calibration services for the Frederick MERS detachment. All Contractor facilities must meet minimum acceptable industry standards.

The Contractor must comply with current ANSI/NCSL Z540.3 and ISO/IEC 17025 Standards and maintain each facility in working order, be adequately staffed with trained-personnel, and maintain equipment within acceptable industry standards.

The Contractor must have fixed calibration facilities to ensure performance of all inspections, testing, incidental repairs, calibrations, and report when calibration services of FEMA DECD equipment cannot be accomplished on-site.

The Contractor’s calibration labs must comply with the ANSI/NCSL Z540.3 and ISO/IEC 17025 standards. The Contractor must ensure the following documents, at a minimum, are available (electronically or in hardcopy) at the Contractor’s calibration labs:

– Copy of the applicable documents lists in SOW paragraph 2.0

– Copy of contractor’s ISO certificate(s)

– Contractor’s Quality Manual and inspection procedures

– List of all contractor standards used by model number, manufacturer, serial number, description, and calibration due date

– Copy of certificate of calibration and a specification sheet for each standard

– Current calibration procedures inventory listing

– Copy of each calibration procedure and any necessary equipment handbooks for calibrating government TMDE

– Verification of the technicians’ training and experience

– All environmental and line power records

– Copy of the most recent audit report and records of required quality inspections.

The Contractor will perform a standards crosscheck before and after calibration services are provided at each site.

4.1.2 Exceptions for Emergencies

In an event of an emergency, delivery to a different location may be directed by the 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 Emergency Plan is to avoid further disruption to the posted schedule.

4.1.3 Measurement and Calibration

The Contractor must notify the TMDE Program Manager of an out-of-tolerance standard and provide written guidance as to how the impacted FEMA DECD equipment will be re-calibrated. 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 FEMA DECD equipment previously serviced, was not impacted by the Contractor’s defective standard.

Re-calibration of effected equipment must take place within five (5) business days of notification to the FEMA DECD TMDE Program Manager and the COR, at no additional cost to FEMA DECD.

Recall procedures will be performed at the direction of the COR.

4.1.4 Calibration Procedures/Methods

The Contractor must provide a calibration procedures inventory to the TMDE Program Manager.

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

The Contractor will provide all calibration procedures they are using as well as a cross-reference of standards not listed in procedures they are using.

4.1.5 Calibration Working Standards

The Contractor must provide a listing of their calibration working standards.

4.1.6 Handling of Calibration Items

The primary means of delivery and pick-up of TMDE at maintenance/calibrations facilities will be in-person by an authorized representative of the contractor.

It is the contractor’s responsibility to pick up and drop off all TMDE equipment to and from the Frederick MERS facility at 4420 Buckeystown Pike, Frederick, MD 21704.

In the event the Frederick MERS detachment requires shipment of TMDE post-calibration, the Contractor must provide durable, protective, shipping containers and packaging for TMDE sent via the Return Material Authorization (RMA) process and transport it in a manner that will not adversely affect the calibration or condition of the equipment at no cost to the Contractor. Additionally, the Contractor must provide a Monthly Report of Year-to-date (YTD) RMA Status with a consolidated listing of all equipment shipped to a fixed calibration facility throughout each contracted year.

TMDE requiring plug-in units, required accessories, and multi-purpose TMDE are considered one unit of TMDE.

4.1.7 Calibration Intervals

The Contractor must use calibration intervals as recommended by the maintenance/calibration facility, and agreed upon by the TMDE Program Manager, to determine calibration requirements. In the event that the maintenance/calibration facility does not define the calibration interval, the Contractor must use the OEM-recommended calibration intervals to determine calibration requirements.

4.1.7.1 Scheduled Off-site Calibration

The Contractor must provide a list of authorized TMDE that cannot be calibrated by the local fixed maintenance/calibration facility. This listing must identify all TMDE that requires scheduled off-site calibration due to the inability to provide on-site 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 maintenance/calibration facility

4.1.7.2 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 approved to be calibrated by the TMDE Program Manager, the CO, and the COR. The Contractor will receive an electronic copy of the approved list 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 on-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 TMDE Program Manager and/or the COR.

4.1.8 Service Schedule and Locations

The Contractor must provide a calibration schedule to the TMDE Program Manager. The calibration schedule must account for site break dates, calibration due dates, and all requirements outlined in this SOW.

4.1.9 Notification Requirements

The Contractor must provide an e-mail acknowledgement to the TMDE Program Manager and Frederick MERS site coordinator upon COR approval of:

– Schedules

– Schedule revisions

– Location changes

– Changes in contact information for calibration team members

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. In the event of an unforeseen delay, the Contractor must contact the Frederick MERS TMDE Representative.

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

The contractor will contact the TMDE Program Manager and then the COR in cases when the contractor cannot access anyone on the point of contact list provided by the COR.

4.1.10 Certificates and Reports

The Contractor must provide a Certificate of Calibration for each unit of TMDE calibrated or a rejection report when a unit of TMDE cannot be adjusted to tolerance and requires other than incidental repair. 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 Frederick MERS Detachment.

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 TMDE Program Manager. The Contractor must provide a Quarterly On-site Scheduled versus Actual Report to the TMDE Program Manager and COR.

4.2 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. The Contractor shall obtain approval from COR (for repairs exceeding $100.00 prior to performing incidental repairs. Incidental repairs intended include small incidental fixes such as commonly used battery replacement, knob replacement, and tightening of screws.

4.3 QUALITY ASSURANCE FOR TMDE

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

4.4 PROGRAM MANAGEMENT

4.4.1 Program Manager

FEMA DECD will appoint a single TMDE Program Manager who will be responsible for coordination of all work performed. The program manager will work with TMDE representatives at the Frederick MERS detachment to ensure timely and efficient execution of the program. The Program Manager must respond to requests for contract status or other related information from FEMA DECD Contracting Officer and COR.

4.4.2 Contractor Points-of-Contact (POCs)

The Contractor must identify a Point-of-Contact (POC) for all communications on program management issues who has the authority to ensure efficient and timely program execution. The Contractor must identify a single 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 - who has the authority to ensure timely response to urgent requirements. Additionally, the Contractor must supply a local point-of-contact for each facility listed.

4.5 Monthly Detail Invoices of Calibration Certifications

The Contractor must bill for services monthly, using a single invoice to capture services rendered. Invoices will list each service action as a separate line item. Furthermore, calibrations and maintenance actions will be listed as separate line items. The data will be the Government’s record of individual TMDE costs/charges, and it will be used to support and validate payment to the Contractor.

4.6 Post Award Conference

A Post Award Conference Review will be held via teleconference during the first week of phase in, or otherwise agreed to time, to discuss the various contract requirements, and specifications.

4.7 Period of Performance

The period of Performance will be a base year with three option years.

APPENDIX A: GLOSSARY

CO Contracting Officer

CONUS Continental United States

COR Contracting Officer’s Representative

DECD Disaster Emergency Communications Division

FEMA Federal Emergency Management Agency

MERS Mobile Emergency Response Support

OEM Original Equipment Manufacturer

TAT Turn-Around Time

TMDE Test Measurement and Diagnostic Equipment

RMA Return Material Authorization

SOW Statement of Work

Attachment A-1: Master TMDE Calibration List