Attachment_I_-_Statement_of_Work.pdf

Calibration Services Statement of Work (SOW)

Contract Duration:

Base Plus 4 Option Periods

Contract Work Period:

Base: 10/30/2017 – 10/29/2018 Option 1: 10/30/2018 – 10/29/2019 Option 2: 10/30/2019 – 10/29/2020 Option 3: 10/30/2020 – 10/29/2021 Option 4: 10/30/2021 – 10/29/2022

Delivery / Performance Time Base Period of Performance: 10/30/2017 – 10/29/2018 Estimated Delivery Schedule:

On-site Calibration: 10/30/2017 – 12/11/2017 Calibration Certificates: 10/30/2017 – 03/19/2018

Option Period One Period of Performance: 10/30/2018 – 10/29/2019 Estimated Delivery Schedule:

On-site Calibration: 10/30/2018 – 12/11/2018 Calibration Certificates: 10/30/2018 – 03/19/2019

Option Period Two Period of Performance: 10/30/2019 – 10/29/2020 Estimated Delivery Schedule:

On-site Calibration: 10/30/2019 – 12/11/2019 Calibration Certificates: 10/30/2019 – 03/19/2020

Option Period Three Period of Performance: 10/30/2020 – 10/29/2021 Estimated Delivery Schedule:

On-site Calibration: 10/30/2020 – 12/11/2020 Calibration Certificates: 10/30/2020 – 03/19/2021

Option Period Three Period of Performance: 10/30/2021 – 10/29/2022 Estimated Delivery Schedule:

On-site Calibration: 10/30/2021 – 12/11/2021 Calibration Certificates: 10/30/2021 – 03/19/2022

Contract Work Location:

Approval & Certification Center (A&CC) 765 Technology Drive Triadelphia, WV 26059

Scope of Work:

Reference Attachment A (A&CC Calibration Bid Sheet) for list of instruments. The COR will provide an updated instruments list to the contractor, as applicable.

The Mine Safety and Health Administration (MSHA) Approval & Certification Center (A&CC) requires calibration of:

electrical measurement instruments such as multi-meters, oscilloscopes, waveform generators, power supplies, chart recorders, RF analyzer, etc.

fluid and gas measurement instruments such as pressure gauges, pressure and barometric transducers, electrical and mechanical flow instruments, anemometers etc.

mechanical and electrical tension, weight, and force instruments such as brake meters, strain gages, dead weight tester, load cells, accelerometers, scales, etc.

miscellaneous instruments such as temperature indicators (both mechanical and electrical), thermometer calibrators, light meters, tachometers, dynablenders, vibration monitors, acidity meters, flash point ignition temperature meters, etc.

measuring instruments such as calipers, micrometers, torque wrenches, gage blocks, dial indicators, compression and tension gauges, depth gauges, pin gages, etc.

Contractor Accreditation:

The contractor must be accredited by a nationally recognized organization for standardization in accordance with ISO/IEC 17025:2005 (General Requirements for the Competence of Testing and Calibration Laboratories) and provide documentation to this regard.

Traceability:

All calibrations must be traceable through National Institute of Standards and Technology (NIST) or another National Metrology Institute to the international system of units (SI units).

A certificate of calibration will be provided for every instrument calibrated. This certificate shall comply with ANSI/NCSL Z540.1 1994. In addition, the following information will be included on the calibration certificate:

A&CC Equipment ID number, instrument manufacturer, model number, and serial number;

Calibration date and calibration due date. A traceability statement is provided.

Complete before/after measurement data is provided, listing the test name, measured value and test limits for each parameter tested during the calibration process. Calibration intervals shall be one year

Provide an out of tolerance notification for any instrument found out of tolerance with the manufacturer's specifications. The notification will identify all parameters that are out of tolerance and the margin of error detected.

Contractor Bids:

Contractor must supply a list of instruments that will be subcontracted to other companies. The bid cost for each subcontracted instrument must include all shipping and insurance charges, if any.

Contractor must supply a list of instruments that will be calibrated by the contractor, but must be performed off-site. The bid cost for each subcontracted instrument must include all shipping and insurance charges, if any.

Contractor must provide shipping costs for calibration equipment that will be used at the A&CC facility to calibrate the instruments.

A&CC personnel may visit the facilities of all potential contractors to evaluate the suitability of their laboratories.

Calibration Process:

Calibration must be in accordance with full manufacturer's specifications and within the range of the adjustments for each instrument. Instruments that cannot be adjusted to meet the manufacturer’s specifications will be identified with a tag or label. The tag or label shall indicate the instrument did not meet the manufacturer’s specification. Notations such as “reject”, “failed”, etc. are acceptable.

Where part of an instrument’s function is out of tolerance, but the remainder of the instrument functions are in tolerance, a limited certification shall be issued.

The limitations of the instrument will be adequately identified on the certification and on the instrument.

Instruments taken off-site for calibration must be signed out by the contractor and returned no later than 30 days from the date taken off-site.

Instruments that will not function and therefore cannot be calibrated will be returned to the Contracting Officer’s Representative (COR). The calibration cost for these instruments will be deducted from the contract price. The calibration contractor is responsible for any shipping costs.

Non-functional instruments that can be made functional (for example - replacing dead batteries) will be returned to the calibration contractor for calibration. The A&CC is responsible for any shipping costs. Instruments made functional by the A&CC will be added back to the contract price.

Calibration certificates must be delivered within 4 weeks from the start of the on-site calibration process. Calibration certificates shall be provided in portable document (pdf) format on CD/DVD. The instrument identification number shall be the first number in the certificate file name, followed by the instrument type/name and calibration certificate number. For example: “1193 DEAD WEIGHT TESTER-496235.pdf”.

All on-site calibration must be performed between 8:00 am and 4:00 pm, Monday through Friday. The A&CC facility is closed on US Federal holidays and no on-site calibration can be performed. Scheduling of the calibration will be based upon a mutually agreeable date and time between the contractor and the COR.

The contractor must repair or replace any item damaged by improper handling and/or operation with an equivalent instrument deemed suitable by the COR with cost of replacement at the responsibility of the contractor. If it is not possible to repair or replace an instrument, the value of the damaged instrument will be deducted from the contract price. The contractor will not be held liable for instruments which fail to function or become damaged through normal calibration procedures.

Travel Requirements:

Travel will be required for Contractor staff to conduct instrument calibration. All travel must be coordinated and authorized in advance, in writing, by the COR. The following requirements apply:

The Contractor shall be reimbursed for direct costs of transportation, lodging, meals and incidental expenses of personnel who are authorized to undertake out-of-town and/or overnight travel under this SOW. Such costs shall be reimbursed in accordance with the Federal Travel Regulations and to the extent that they are reasonable and allowable as provided in FAR 31.205-46, 31.3, 31.6, or 31.7.

Costs incurred for lodging, meals, and incidental expenses shall be reimbursed 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 the Federal Travel Regulations, published by the General Services Administration (GSA).

Air fare costs in excess of the lowest customary standard, coach, or equivalent air fare offered during normal business hours will not be reimbursed unless such accommodations are not available and the Contractor certifies to this fact in the voucher or in their documents submitted for reimbursement. Reimbursement rates shall be calculated by rate per mile based on the rates published by the

GSA.

The Contractor shall be reimbursed for the cost of out-of-town and/or overnight travel performed by its personnel in their privately owned automobiles, at the current mileage reimbursement rate set forth in the Federal Travel Regulations, not to exceed the cost by the most direct economy air route between the points so traveled. If more than one person travels in such automobiles, the Contractor shall make no additional charge for such travel.

No travel costs for contractor personnel traveling from place of residence to and from the normally assigned work site shall be reimbursed by the Government.

In the event that the Contractor’s travel expenses will exceed the total funding allocated on the contract for travel, all travel must then be authorized, in advance, in writing, by the Contracting Officer.

Additional fringe benefits to travel expenses will NOT be reimbursed by the Government.

Security:

All contractor equipment, personnel and vehicles are subject to inspection and search by security officials (or designated representatives) upon entry to any government owned and/or operated installations and facilities.

Contractor personnel shall comply with all facility security procedures required to gain access to the facility.

The Government reserves the right to visit and inspect the contractor’s assets/facilities used in support of this requirement.

Authorized Changes:

The Contracting Officer is the only person authorized to approve changes in any of the requirements of this contract and notwithstanding provisions contained elsewhere in this contract, the said authority remains solely the Contracting Officer’s.