22 - Data Item Descriptions (DIDs) 20200207.docx

Data Item Descriptions (DIDs) February 7, 2020 DID R001 – Certificate of Calibration

DATA ITEM DESCRIPTION

1. TITLE:

Certificate of Calibration

2. IDENTIFICATION NUMBER:

DID-R001

3. DESCRIPTION/PURPOSE:

The Certificate of Calibration provides vendor, certification of the technician, methods, standards, conditions, accuracy, results, and traceability to NIST for each calibration performed by the calibration provider.

N/A 6b. GIDEP APPLICABLE:

Yes

7. APPLICATION/INTERRELATIONSHIP

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 4.1.7/4.1.11

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A Certificate of Calibration is issued to document the results of each calibration, or series of calibration, and must be accurate, clear, unambiguous and objective, in accordance with any instructions in the authorized calibration methods.

A. Each calibration certificate must include pertinent calibration data required to meet standards outlined in American National Standard for Calibration, ANSI/NCSL Z540-1-1994 B. Each calibration certificate must include the following information:

1) Calibration Provider’s Name, Address, City, State, Zip Code, and Phone Number

2) Title: “Certificate of Calibration”

3) Certificate Number - A unique identification of the calibration certificate

4) System Support Center - Unique name for the scheduled onsite calibration location where the TMDE owning organization normally stages equipment for annual calibration.

5) Service Area -FAA assigned Service Area code. (ESA= Eastern Service Area CSA = Central Service Area, WSA = Western Service Area)

6) CCC- FAA designated Cost Center Code of the TMDE owner

7) Barcode- Unique TMDE identifier assigned by FAA for tacking personal property records.

8) Model- OEM’s assigned part number for TMDE

9) Manufacturer- TMDE’s Original Equipment Manufacturer (OEM)

10) Description - standard description of the TMDE

11) Serial Number- A unique identification number that is assigned by manufacturer

12) Calibration Interval- The FAA defined standard periodic interval established for calibration on the CCRT.

13) Calibration Date-Date calibrated

14) Calibration Date-Date next calibration is due in accordance with current CCRT.

15) Calibration Code-A code that identifies the type of calibration service that was completed, Calibrated , Limited , Rejected (Spell words out)

16) Temperature - Recorded temperature reading in calibration laboratory during performance of calibration.

17) Humidity- Recorded humidity reading in calibration laboratory during performance of calibration.

18) As Received- Text field for technician to enter information concerning the condition of the TMDE at time of calibration along with references to tables, as appropriate. When significantly Out of Tolerance (OOT) conditions observed technician will annotate field.

19) As Returned- Text field for technician to enter calibration results.

20) OOTCalAnalysis- Text field for technician to annotate any out of tolerance conditions or failures identified, or special limitation of use defined by user, or specifications applicable along with information concerning any deviation from, additions to or exclusions from the calibration method relevant to a specific calibration such as environmental conditions. When/if significantly out-of-tolerance (OOT) conditions are applicable, the technician will annotate the OOT data here Significantly OOT for the purpose of this specification/report, must mean a deviation of 100% or more from the unit of TMDE rated accuracy for any reading, range, or function (example: if specification is = -1v, significantly OOT is 2v).

21) CalProcedure- A number for the accepted procedure utilized to calibrate the TMDE. The numbered document contains the technical specification of the unit of TMDE to be calibrated, a step-by-step description of the calibration method, and a list of Primary or Transfer Standards necessary to accomplish calibration of TMDE.

22) Calibration Equipment Used: A list of all equipment utilized to calibrate the applicable TMDE that includes for each: Manufacturer, Model NO., Description, Serial No., Asset No., Cal Date, and Due Date.

23) CertifiedBy- A signature and title, or an equivalent identification of the person(s) accepting responsibility for the content of the certificate and date of issue.

24) Declarations:

a. Statement that the results relate only to the items calibrated;

b. Statement that the certificate must not be reproduced except in full, without the written approval of the laboratory;

c. Statement of trace ability to the National Institute of Standards and Technology (NIST);

d. Statement how frequency accuracy is derived;

e. Statement attesting that the company’s quality system is compliant with ISO-9001-2000, ANSI/ NCSL Z540-1-1994 and MIL-STD 45662A standards.

f. Statement attesting that the expanded measurement uncertainty of the measurement process does not exceed 25% of the tolerance allowed for the individual characteristics measured.

g. Where the certificate contains results of calibration performed by subcontractors, these results must be clearly identified

25) VendorFacilityCode- A unique identifier of the Mobile Calibration Laboratory (MCL), Transportable Facility Calibration Unit (TFCU), Fixed Laboratory (SHOP), or Subcontracted Facility (VEND) where the calibration is performed.

26) Quality Assurance – A signature or an equivalent identification of the person(s), accepting vendor responsibility for performing quality assurance inspections/audits of the certificate accuracy. The individual who provides QA signature will not be the same person who calibrates the unit, (or the same ID as noted in 10.27 above)

27) Page No. Identification of each page, and the total number of pages.

C. Limited Calibrations are authorized by the program office. Each calibration certificate with a Limited Calibration applicable must include:

1) Statement “Limited authorization was provided by the FAA NTEPM”

2) Detailed information concerning the limits applicable IAW ANSI-Z540.

11. DISTRIBUTION:

A. The contractor must ensure staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

B. The certificates of calibration must be delivered and accepted by the site coordinator (SC) at each applicable location, on each item calibrated as described in the data item description (DID-R001).

C. The contractor must load electronic version of Calibration Certificates to the NTEP FAA website/KSN/etc. within 14 days upon completion of calibration for review and for archiving purposes. Also should provide calibration standards cross check prior to cal and after calibration.

D. Applicable addressee of the site and SC for each calibration location will be provided and updated by the FAA as required.

DID R002 – Calibration Procedures Inventory

DATA ITEM DESCRIPTION

1. TITLE:

Calibration Procedures Inventory

2. IDENTIFICATION NUMBER:

DID-R002

3. DESCRIPTION/PURPOSE:

The Calibration Procedures Inventory is the instrument for the FAA to review and verify FAA accepted calibration procedures are utilized by the contractor to calibrate all TMDE, available for review, in accordance with manufacturer’s recommended specifications, and in compliance with international standards to meet quality, procedure and traceability specifications.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

N/A

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 4.1.1/4.1.5

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. A Calibration Procedures Inventory must be provided for each of the contractor’s Mobile Calibration Laboratory, Transportable Facility Calibration Unit, and Fixed Calibration Laboratory.

B. Each Calibration Procedures Inventory must be continually updated to reflect procedure changes.

C. Updates to any Calibration Procedures Inventory must include a revision number and date of update for document control, D. Each Calibration Procedures Inventory must include at least the following information.

1) Calibration Provider’s Name, Address, City, State, Zip Code, and Phone Number

2) Title: “Calibration Procedures Inventory”

3) A VendorFacilityCode- A unique identifier of the applicable Mobile Calibration Laboratory (MCL), Transportable Facility Calibration Unit (TFCU), Fixed Laboratory (SHOP).

4) Cal Procedure number- Any Unique identifier assigned by the OEM, DOD, FAA, or the vendor.

5) Previous Procedure Number- When applicable to a changed procedure the prior procedure utilized should be referenced

6) ModelNo- OEM’s assigned part number for the type of TMDE applicable to the procedure

7) Manufacturer- Applicable TMDE’s OEM

8) Description- Applicable OEM’s standard description of the TMDE

9) FAA Acceptance Date- Date of acceptance by FAA for use of the applicable procedure

10) Page No.- Identification of each page, and the total number of pages.

11. DISTRIBUTION:

A. Deliver to the COR via electronic application (word/excel/website/etc).

B. Provide the Calibration Procedures Inventory 15 days after contract award and 30 days prior to the beginning of each contract year.

C. The Government will review and provide a disposition within fifteen (15) calendar days of receipt of the inventory. If required, the Contractor must correct and resubmit the revised inventory within 7 calendar days.

D. The contractor must maintain a copy of the most current Calibration Procedure Inventory at each applicable facility.

E. The contractor must ensure vendor staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

F. dor will provide a copy of vendor calibration procedures not in GIDEP.

DID R003 – FAA Calibration Standard Failure Reporting Procedures

DATA ITEM DESCRIPTION

1. TITLE:

FAA Calibration Standard Failure Report

2. IDENTIFICATION NUMBER:

DID-R003

3. DESCRIPTION/PURPOSE

The Contractor must report any standard found to be out of tolerance (invalid calibration) within 48 hours after it is discovered. The report includes all pertinent data relating to the out-of-tolerance condition.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY :

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 4.1.4

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. At a minimum, the report must include all pertinent data relating to the out-of-tolerance condition, including ‘as found’ calibration data, and number and type of TMDE calibrated using the out-of-tolerance standard. Contractor format is acceptable.

11. DISTRIBUTION:

A. NLT 30 days after each contract year ends, provide an electronic report (Word, Excel, etc) showing all failed standards and the TMDE it measured by Service Area.

B. The contractor must ensure staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/Z540-1-1004 are met, and that data accuracy, data security, and confidentiality is preserved.

DID R004 – Facility Working Standards Inventory

DATA ITEM DESCRIPTION

1. TITLE:

Facility Working Standards Inventory

2. IDENTIFICATION NUMBER:

DID-R004

3. DESCRIPTION/PURPOSE

The Standards Inventory is the instrument for the FAA to review and verify calibration labs are equipped with all required test equipment standards to calibrate TMDE, and are in compliance with international standards to meet quality, procedure and traceability specifications.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 4.1.6

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. Facility Working Standards Inventory must be provided for each of the contractor’s Mobile Calibration Laboratory, Transportable Facility Calibration Unit, and Fixed Calibration Laboratory.

B. Each Facility Working Standards Inventory must be continually updated to reflect changes.

C. Updates to any Facility Working Standards Inventory must include a revision number and date of update for document control D. Each Facility Working Standards Inventory must include at least the following information.

1) Calibration Provider’s Name, Address, City, State, Zip Code, and Phone Number

2) Title: “Facility Standards Inventory”

3) VendorFacilityCode- A unique identifier of the applicable Mobile Calibration Laboratory (MCL), Transportable Facility Calibration Unit (TFCU), Fixed Laboratory (SHOP).

4) SerialNo- A unique number that creates unambiguous identification of applicable standard, usually affixed to the equipment by the OEM.

5) Asset number- Any Unique identifier assigned by the contractor.

6) ModelNo- OEM’s assigned part number for the type of TMDE

7) Manufacturer- TMDE’s Original Equipment Manufacturer (OEM)

8) Description- OEM’s standard description of the TMDE

9) CertNo- A unique identification of the calibration certificate applicable to the standard

10) LastCalDate- Date of the Last Calibration applicable to the standard, from last calibration label affixed to the calibration item

11) DueDate-Date next calibration is due in accordance with OEM recommended calibration interval.

12) Page No.- Identification of each page, and the total number of pages.

11. DISTRIBUTION:

A. Deliver to the COR via email in electronic form (MS Excel, Word, etc.). NLT15 days after contract award, the Contractor must provide a listing of their calibration working standards and its physical location (example, in MCL # 123) for all facilities.

B. Any changes to the Contractor’s lab working standards must be provided to the COR within 10 business days. Maintain a copy of the most current Facility Standards Inventory for review at each applicable facility C. The Government will inform the Contractor bi-annually of newly acquired TMDE. The Contractor must provide the standards to support newly-acquired FAA TMDE within 60-90 days of notification.

D. If contractor has an upgraded standard not listed in a GIDEP procedure, vendor will provide a list of all standards the new equipment replaces.

E. The contractor must ensure vendor staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R005 – Return Material Authorization Form

DATA ITEM DESCRIPTION

1. TITLE:

Return Material Authorization Form

2. IDENTIFICATION NUMBER:

DID-R005

3. DESCRIPTION/PURPOSE:

The Return Material Authorization Form provides a format for the contractor to authorize and schedule the shipment of FAA TMDE for offsite calibration service and provide required tracking of each government asset.

4. ACCEPTANCE BY:

FAA COR

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 4.1.7

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. A Return Material Authorization Form is required to schedule authorized TMDE for offsite calibration and to establish vendor accountability for tracking TMDE from request for service, throughout the calibration process, until return delivery at the FAA owner facility.

B. Each RMA form must include at least the following information:

1) Calibration Provider’s Name, Address, City, State, Zip Code, Point of Contact, Phone Number, & Fax Number

2) Title: “Return Material Authorization (RMA) Form Number”

3) RMA No- A unique identification number provided by the contractor to authorize shipment and for tracking TMDE from shipment by FAA to vendor facility throughout return to FAA.

4) RMADate: Month, day, and year FAA requested authorization.

5) System Support Center Designation- Unique name for the scheduled onsite calibration location where the TMDE owning organization normally stages equipment for annual calibration.

6) Service Area -FAA assigned service area code (ESA = Eastern Service Area, CSA = Central Service Area, WSA = Western Service Area)

7) SSC- Supply Support Code, a unique identifier for the GSA address

8) StreetAddress- Shipping address

9) City- City

10) State/ZipCode-State & Zip Code

11) FAA Point of Contact, phone number, fax number, and email address.

12) Barcode- Unique TMDE identifier assigned by FAA for tacking personal property records.

13) SerialNo- A unique number that creates unambiguous identification of TMDE calibrated, usually affixed to the equipment by the OEM, however if not, one is required before calibration.

14) Manufacturer- TMDE’s Original Equipment Manufacturer (OEM)

15) ModelNo- OEM’s assigned part number for the type of TMDE

16) Description- OEM’s standard description of the TMDE

17) Shipment Container Required (Y or N): Text field for FAA to request shipping containers when applicable

18) RMA Form#/Revision#-A unique identifier that identifies the accepted form, a revision number for each form change, and a revision date for each form change.

19) Page No.- Identification of each page, and the total number of pages.

20) Declaration Statement “Protective Shipping Containers will be provided when need is indicated in box 20”.

21) CCC - FAA designated Cost Center Code

10. PREPARATION INSTRUCTIONS: (continued) C. An RMA log of all equipment listed on each RMA form must be maintained to ensure tracking of each asset’s:

1) Date Rcvd - Text field for Contractor to enter date TMDE was received at fixed calibration facility

2) Date Completed - Text field for Contractor to enter date TMDE was shipped from fixed calibration facility

3) Shipment Tracking Number - Text field for Contractor to enter tracking number for return shipment provided by shipment provider.

11. DISTRIBUTION:

A. Deliver the form via email in PDF to the FAA SSC upon assignment of an RMA number.

B. Include the printed RMA form with each return shipment of TMDE.

C. Provide all completed RMA forms, via email in PDF to the SSC, once all TMDE listed is shipped and the shipment and turn-around time (TAT) info is updated. The contractor must ensure staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R006 – RMA Packing Slip Form

DATA ITEM DESCRIPTION

1. TITLE:

RMA Packing Slip Form

2. IDENTIFICATION NUMBER:

DID-R006

3. DESCRIPTION/PURPOSE:

A RMA Packing Slip Form must be completed and included with the return shipment of all TMDE. The RMA Packing Slip Form will provide a standardized format for the contractor and FAA to track, verify delivery, and report on TMDE shipments to the FAA.

4. ACCEPTANCE BY:

FAA COR

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. Each RMA Packing Slip Form must include at least the following information:

1) Calibration Provider’s Name, Address, City, State, Zip Code, and Phone Number

2) The Contract Number

3) VendorFacilityCode- A unique identifier of the Fixed Laboratory (SHOP###), or Subcontracted Facility (VEN###) where the calibration is performed.

4) Ship To- The below information must be entered using the RMA form:

i. FAA Point of Contact, phone number, and physical address

ii. SSC- Supply Support Code, a unique identifier for the GSA Address of the TMDE owner

iii. StreetAddress- Shipping Address of TMDE owner

iv. City- City of TMDE owner

v. State/ZipCode-State & Zip Code of the TMDE Owner

5) Control#- RMA# provided for tracking TMDE

6) Ship Via-Company Name of Shipment Provider and type of shipment service (i.e. 2 day, overnight, etc.)

7) Shipped By- A signature or an equivalent identification of the person(s) accepting responsibility for return shipment of TMDE

8) Description Asset#- This Text field must include the MFG, Model#, and FAA Barcode number

9) Serial# -A unique number that creates unambiguous identification of TMDE calibrated, usually affixed to the equipment by the OEM, however if not, one is required before calibration.

10) Total items- Quantity of each listed TMDE shipped

11) Accessories-Text field for contractor to indicate any TMDE accessories included with return shipment

12) Shipment Tracking #-Shipment provider’s shipment tracking number

13) Weight: Recorded package weight at time of shipment

14) Freight Charges-Total Freight charges for return shipment

15) Received By-Place holder for FAA to enter FAA Point of Contact who signed for delivery of return shipment.

16) Delivery Date- Place holder for FAA to enter Month, day, and year (mm/dd/yyyy) the return shipment was received by FAA.

17) Page No.- Identification of each page, and the total number of pages.

10. PREPARATION INSTRUCTIONS: (continued) B. The contractor must ensure internet online tracking services are provided by all shipment providers of FAA TMDE. FAA COR will verify TMDE signature for delivery at the site as needed. Online Information required:

1) Signed/Received By-FAA Point of Contact who signed for delivery of return shipment.

2) Delivery Date- Month, day, and year (mm/dd/yyyy) the return shipment was received by FAA.

3) Shipment Status: Current location of the shipment

11. DISTRIBUTION:

A. A printed copy of the Packing Slip must be attached to a printed copy of the applicable RMA form and included with return shipment of TMDE.

B. Provide each packing slip, via email in PDF to the Service Area Test Equipment Program Manager (SATEPM) and COR, with the applicable invoice copy(s).

C. The contractor must ensure vendor staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R007 – Monthly Report of YTD RMA Status

DATA ITEM DESCRIPTION

1. TITLE

Monthly Report of YTD RMA Status

2. IDENTIFICATION NUMBER

DID-R007

3. DESCRIPTION/PURPOSE

This is a consolidated listing of all equipment shipped to a fixed calibration facility throughout each contracted FY year. The report will be utilized to confirm delivery of all returned RMA shipments; resolve discrepancies resulting from TMDE received without an RMA number, and evaluate the contractor’s performance in tracking offsite TMDE and meeting turnaround time standards.

4. Acceptance by:

FAA COR

N/A 6b. GIDEP Applicable

7. APPLICATION/INTERRELATIONSHIP

8. Approval Limitation:

9a. References

9b. AMSC Number

10. PREPARATION Instructions E. Each Monthly Report of YTD RMA Status must include at least the following information:

1) The Contract Number

2) Calibration Provider’s Name, Address, City, State, Zip Code, Point of Contact, Phone Number, & Fax Number

3) Title: “Monthly Report of YTD RMA Status”

4) A listing of all RMA numbers and dates issued throughout each contracted option year.

5) RMA listing must include each unit of TMDE authorized for each RMA number.

6) A Status for each TMDE with an RMA number. Status should indicate one of the following conditions:

i. RMA number issued-Pending receipt of TMDE at calibration lab

ii. TMDE received and Provide the Date TMDE was received at fixed laboratory

iii. Completed- -Pending return shipment

iv. Shipped- and Provide shipment tracking number and Shipment Date

v. Indicator noting when a subcontractor performed the Calibration and the name of the Sub-Contractor.

vi. Cost Center Code

7) Report any TMDE received from a FAA facility without a valid RMA number, and provide any available information about the TMDE owner.

8) Page No.- Identification of each page, and the total number of pages.

11. Distribution Statement (s):

A. Provide monthly in electronic form (MS Excel, Word, etc) via email to the COR and all SATEPMs, NLT the 15th of each month.

B. The contractor must ensure staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R008 – Report of TMDE Requiring Offsite Calibration

DATA ITEM DESCRIPTION

1. TITLE:

Report of TMDE Requiring Offsite Calibration

2. IDENTIFICATION NUMBER:

DID-R008

3. DESCRIPTION/PURPOSE:

The Report of TMDE Requiring Offsite Calibration is the instrument for contractor notification to FAA of any TMDE that cannot be calibrated onsite. The contractor should review the CCRT for TE that can be calibrated on the MCL or TFCU before sending to RMA for calibration.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

SOW 4.1.8.1

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. Each Report of TMDE Requiring Offsite Calibration must include at least the following information:

1) Calibration Provider’s Name, Address, City, State, Zip Code, and Phone Number

2) Title: “TMDE Requiring Offsite Calibration”

3) A listing of each type of TMDE that includes at least the following information:

a. ModelNo- OEM’s assigned part number for the type of TMDE

b. Manufacturer- TMDE’s Original Equipment Manufacturer (OEM)

c. Description- OEM’s standard description of the TMDE

d. Authorized Calibration Interval

e. Brief explanation why item cannot be calibrated onsite.

f. A VendorFacilityCode for the Facility that will provide the Calibration

g. Name of Subcontractor Facility when applicable

h. Most economical subcontracted calibration rate available.

11. DISTRIBUTION:

A. Provide the Report to the COR, via email in electronic form (MS Word, Excel, etc) within 15 days after contract award and 90 days prior to the beginning of each FY contract year. Updates must be provided within 7 working days to the COR, after the Contractor determines the TE cannot be calibrated onsite.

B. The contractor must ensure vendor staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R009 – MCL Onsite Schedule

DATA ITEM DESCRIPTION

1. TITLE:

MCF Onsite Schedule

2. IDENTIFICATION NUMBER:

DID-R009

3. DESCRIPTION/PURPOSE:

The FAA MCL Onsite Schedule is the instrument for the contractor to identify a unique name for each scheduled onsite calibration location, document each facility’s scheduled arrival dates and applicable TMDE quantities, and facilitate a common terminology for communications of scheduling changes required as well as impacts of changes to all locations. The Service Area Test Equipment Program Managers (SATEPMs) will utilize the information collected to coordinate accepted schedule dates by site coordinators within their respective service areas and regions. The COR will utilize the information as a basis for evaluating the contractors’ performance in meeting schedules.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 4.1.9

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. A FAA MCF Schedule must be developed and provided to include all stops listed in Attachments B-1 and B-2 (FAA Calibration Sites (CONUS and OCONUS).

B. Arrival dates scheduled for each stop must be within five (5) days of the current site arrival (due) date, unless approved by Service Area Test Equipment Program Managers (SATEPMs) or the COR.

C. Revisions to any FAA MCL Schedule must be numbered and dated for document control.

D. Scheduling a new stop (location) requires:

1) Do a site survey consisting of Site location, Amount and type of equipment located at the site, and due date of the site

2) Coordinate with site to gain access and identify a parking location and required power for the trailer at the site along with a place for the customer to stage the equipment.

3) Review schedule make adjustments as needed to fit the stop into the existing route based on amount of equipment and travel time to the site

4) Receive list of equipment to include Bar Code, Part Number, Serial number, Manufacturer along with any other required information for each unit and load them into the information management system.

E. In the event of scheduling changes +/- ten (10) days, a revised schedule must be posted.

F. Each MCF Schedule must include at least the following header information;

1) Applicable Service Area-FAA assigned service area code for the applicable FAA facility

2) Applicable technicians’ names and phone number G. Each scheduled location must include at minimum the following information:

1) Address, City, State- Physical address, city & state where calibrations are scheduled to be performed

3) Applicable Vendor Facility Code- A unique identifier of the calibration laboratory applicable

4) SiteDueDate-The scheduled date established for each location by which it requires recalibration.

5) Estimated Arrival Date- Date established by the contractor, when the calibration team will arrive and setup calibration operations.

6) Prior FY Qty- Quantity of Items Calibrated in the prior fiscal year at the location.

7) CY Est. Qty- Quantity of TMDE scheduled for calibration. Current year estimated quantity will reflect adjusted quantity based on notifications of equipment changes provided by Site Coordinators during preliminary review for acceptance.

8) Actual Date of Completion- Date of signature on the Service Areas final End of Site Summary (s).

9) Actual Qty Calibrations- Total quantity of TMDE actually calibrated. (i.e. totals from all applicable End of Site Summary (s).

10) Applicable VendorFacilityCode- A unique identifier of the Mobile Calibration Laboratory (MCL), Transportable Facility Calibration Unit (TFCU), Fixed Laboratory (SHOP), or Subcontracted Facility (VEND) where the calibration is performed.

11. DISTRIBUTION:

A. Coordinate all FY calibration schedules with the FAA COR, NTEPM and SATEPMs.

B. Initial submission of the schedule is due seven (7) days after contract award and must define the schedule of calibration of activities beginning thirty (30) days after contract award through the base year of the contract. For each FY contract period, the Contractor must submit a proposed schedule of calibration activities thirty (30) days prior to the beginning of each FY contract year that addresses the 12-month option period.

C. Provide draft schedules and schedule revisions via email (both in MS Excel) for SATEM coordination and acceptance.

D. After calibration schedule acceptance by the SATEPMs, upload the calibration schedules electronically (in MS Excel) to the FAA NTEP KSN site, Website, etc., and provide email notification to the CO, COR, and SATEPMS, for both CONUS and OCONUS that a new schedule has been uploaded.

E. Include tab in calibration schedule for updating Point of Contacts for contractor.

F. Accommodate the rescheduling of locations when notified by the COR.

G. Upload any schedule revisions electronically (in MS Excel) to the FAA NTEP KSN site, Website, etc., and provide email notification to the CO, COR, and SATEMS, for both CONUS and OCONUS, that advises them of the schedule revision and summarizes the changes to the schedule in terms of the specific sites, affected equipment items, and dates (original and revised).

H. The contractor must ensure vendor staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R010 – Written Service Delay Notice

DATA ITEM DESCRIPTION

1. TITLE:

Written Service Delay Notice

2. IDENTIFICATION NUMBER:

DID-R010

3. DESCRIPTION/PURPOSE:

The Written Service Delay Notice is the instrument for the contractor to provide required notification of schedule delays. The submission of a Written Service Delay Notice is required for delays of 3 days or more. The Contractor, Service Area Test Equipment Managers (SATEMs), and Test Equipment Site Coordinators (TESCs) will utilize the information to coordinate revised schedules for impacted locations. The COR will utilize the information as a basis for evaluating the contractor’s performance.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 4.1.9

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. A Written Service Delay Notice must be developed and provided that includes all locations and dates impacted by the delay.

B. Each Written Service Delay Notice must include at least the following header information;

1) Applicable System Service Center-FAA assigned region code for the FAA region of the applicable FAA facility

2) Applicable VendorFacilityCode

3) Applicable Technicians’ names and phone number

4) Date C. Each Service Delay Notice must include at least the following information

1) Address, City, State of each Service Area impacted

2) SiteArrivalDate-The scheduled date established for each location by which it requires recalibration.

3) Schedule Arrival Date- Estimated date established by the contractor, when the calibration team will arrive and setup calibration operations.

4) Projected New Arrival Date for each location impacted

5) CY Est. Qty- Quantity of TMDE scheduled for calibration. Current year estimated quantity will reflect adjusted quantity based on notifications of equipment changes provided by Site Coordinators during preliminary review for acceptance.

6) Brief summary of the Reason for Delay

7) Date the contractor plans to be operating in accordance with original planned schedule

8) Brief Summary of how contractor plans to get back on schedule, and the first site not impacted by the delay.

11. DISTRIBUTION:

A. Provide via email, in MS Excel or MS Word Format, Written Service Delay Notices immediately, and NLT 2 working days after recognition of a potential delay.

B. Provide the notice to the applicable Service Area Test Equipment Managers (SATEMs), National Test Equipment Program Manager (NTEPM), and the COR, along with a request for coordination and acceptance of revised schedules for all impacted locations.

C. Post accepted schedule revisions to the FAA NTEP KSN Site.

D. The contractor must ensure staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R011 – FAA Calibration Failure Reporting Procedures

DATA ITEM DESCRIPTION

1. TITLE:

FAA Calibration Failure Reporting Procedures

2. IDENTIFICATION NUMBER:

DID-R011

3. DESCRIPTION/PURPOSE

The purpose of the FAA Calibration Failure Procedures is to define the procedures that the Contractor must follow when a unit of TMDE cannot be adjusted to tolerance and requires repair other than incidental.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY :

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 4.1.11

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

Rejection Tags:

The contract must affix Red Rejection Tags to all rejected TMDE. Rejection Tags must be marked “REJECTION” and include at least the following information: Contractor’s name, date of rejection, FAA barcode number, instrument model number, serial number, cause for rejection, and the calibration technician’s name or initials.

11. DISTRIBUTION:

A. Provide all rejected calibration records, in excel format, not later than 30 days after the completion of each contract year.

B. The contractor must ensure staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/Z540-1-1004 are met, and that data accuracy, data security, and confidentiality is preserved.

DID R012 – End of Site Summary (EOSS)

DATA ITEM DESCRIPTION

1. TITLE:

End of Site Summary (EOSS)

2. IDENTIFICATION NUMBER:

DID-R012

3. DESCRIPTION/PURPOSE:

The End of Site Summary provides a consolidated listing of all calibrations performed for each FAA facility, at each scheduled location, that can be reviewed for accuracy and acceptance of services by Test Equipment Site Coordinators (TESCs), and utilized by the COR to validate invoices.

4. Acceptance by:

FAA COR

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

SOW 1.3/4.1.11

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. Each End of Site Summary (EOSS) must include at least the following information:

1) The Calibration Provider’s Company Name

2) VendorFacilityCode- A unique identifier of the Mobile Calibration Laboratory (MCL), Transportable Facility Calibration Unit (TFCU), Fixed Laboratory (SHOP), or Subcontracted Facility (VEND) where the calibration is performed.

3) Title-“FAA End of Site Summary”

4) System Support Center- Unique name for the scheduled onsite calibration location where the TMDE owning organization normally stages equipment for annual calibration.

5) City-City where onsite services were scheduled

6) State/ZipCode-State & Zip Code where onsite services were scheduled

7) Service Area-FAA assigned service area code (Eastern Service Area =ESA, Central Service Area =CSA, Western Service Area =WSA).

8) Codes-A legend of codes and description

9) Barcode- Unique TMDE identifier assigned by FAA for tacking personal property records.

10) CCC- FAA designated Cost Center Code

11) SerialNo- A unique number that creates unambiguous identification of TMDE calibrated, usually affixed to the equipment by the OEM, however if not, one is required before calibration.

12) Certificate#- A unique identification of the calibration certificate

13) Manufacturer- TMDE’s Original Equipment Manufacturer (OEM)

14) ModelNo- OEM’s assigned part number for the type of TMDE

15) Description- OEM’s standard description of the TMDE

16) CalInterval- The FAA defined standard periodic interval established for calibration of the TMDE model.

17) CalCode-A code that identifies the type of calibration service that was completed (see legend in A.7 above)

i. C=Calibrated

ii. L=Limited Calibration

iii. R=Rejected 18)

19) CalDate-Date of the TMDE was calibrated

20) DueDate-Date next calibration is due in accordance with current FAA authorized Calibration interval.

21) Page No.- Identification of each page, and the total number of pages.

22) Date: Month, day, and year (mm/dd/yyyy) hard copy was printed for review and acceptance by FAA site representative.

23) Summary of units: Tabular Subtotals of all listed Calibration Codes (see A.7 above), and the Total number of Units.

11. DISTRIBUTION:

A. Upon completion of all work at the site, provide the EOSS via email in PDF, to the System Support Center (SSC) and load to the NTEP KSN site/Website/etc.

B. The contractor must provide the NTEPM and/or COR the EOSS with the applicable invoice within 14 days of site visit.

C. The contractor must ensure staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R013 – Receiving Report (FAA Form 4650-15)

DATA ITEM DESCRIPTION

1. TITLE:

Receiving Report (FAA Form 4650-15)

2. IDENTIFICATION NUMBER:

DID-R013

3. DESCRIPTION/PURPOSE:

Receiving Report (FAA Form 4650-15) will be used to document FAA acceptance of services by the SSC POC. It will also be used to validate invoices.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. The contractor must complete the below sections of FAA Standard Form 4650-15, Calibration Receiving Report with at least the following information:

1) Block 5: Site Name, City, and State where service is provided

2) Block 7. Receipts are: Box should be checked indicating if this report is for Partial No (not all calibrations performed at this stop number), or for Complete (All calibrations performed at this stop number).

3) Block 13. Vendor T&M MCL# and Scheduled Stop#

4) Blocks 17 & 18. Quantity Received. Quantity(s) for Calibrations, Limited Calibrations, and total of all Certificates.

B. FAA Test Equipment Site Coordinator (TESC) will sign for all services received, by completing the below sections of FAA Standard Form4650-15, Calibration Receiving Report with at least the following information:

1) Block 11a. Printed Name of FAA personnel who signs this document will be written here

2) Block 11b. TESC will enter the email address of the FAA personnel with responsibility for completing an online customer satisfaction questionnaire. FAA will utilize feedback from field unit customer surveys to report field unit satisfaction with service provided and to focus process improvement initiatives.

3) Block 14. Accounting Data. TESC will enter the 6 digit Supply Support Code (SSC), the Facility/SSC/Section Name, and the 10 digit cost center code for the organization owning the calibrated equipment serviced. (Note: Local Logistics Specialists who order supplies/equipment can provide FAA coordinators with SSC and CCC information.)

4) Block 18. Quantity Received. TESC personnel will verify quantity of each Item No listed is accurate, discrepancies with End of Site Summary quantity(s) are corrected, and initial for any changes if required.

5) Block 22. Date: TESC will enter the date when the quantity of services indicated in block 18 was verified and received.

6) Block 23. Signature: TESC personnel will sign this document here to certify for delivery of all services as documented.

7) Block 25. Organization: The Organization ID (Routing Symbol) of TESC personnel signing the form will be completed here.

11. DISTRIBUTION:

A. Upon completion of all calibrations at an onsite location, provide a completed printed hard copy and a PDF version of each 4650-15 WITH REQUIRED SIGNATURES, to the SSC, SATEPM, and also upload to the NTEP KSN, website, etc.

B. Provide 4650-15s with the applicable invoice.

C. The contractor must ensure staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

D. Attach report of failed/rejected of test equipment and notify SSC, Site Coordinator, and SATEPM

DID R014 – Quarterly Onsite Scheduled vs. Actual Report

DATA ITEM DESCRIPTION

1. TITLE:

Quarterly Onsite Scheduled vs. Actual Report

2. IDENTIFICATION NUMBER:

DID-R014

3. DESCRIPTION/PURPOSE:

The Quarterly Onsite Scheduled vs. Actual Report is the instrument for documenting and assessing the contractor’s performance in scheduling and meeting scheduled timelines for calibrating TMDE at each location. The COR will utilize this report to evaluate the contractor’s ability to meet scheduled arrival dates, and/or factor in unplanned changes to TMDE quantity levels that impact the contactor’s performance.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. APPROVAL LIMITATION:

9a. REFERENCES:

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. This report must include scheduled calibration sites and quantity of calibrations vs. actual site and actual quantities. At a minimum, each Report must include:

1) All Information included on MCL Onsite Schedule (s)

2) Updates of Actual Dates of Completion – Date of signature on the Receiving Report and End of Site Summary (s).

3) Updates of Actual Qty of Calibrations – Total quantity of TMDE actually calibrated. (i.e. totals from all applicable End of Site Summary (s).

11. DISTRIBUTION:

A. Provide via email in MS Excel, NLT 15 Working days after the end of each Fiscal Year (FY) Quarter, capturing data for the most recent completed FY quarter.

B. The contractor must ensure vendor staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R015 – Calibration Team Cell Phone Listing

DATA ITEM DESCRIPTION

1. TITLE:

Mobile Calibration Team’s Cell Phone Listing

2. IDENTIFICATION NUMBER:

DID-R015

3. DESCRIPTION/PURPOSE:

The List of Cell Phone Numbers is the instrument utilized by FAA personnel to contact the contractor’s mobile calibration team. The listing will be distributed to FAA employees with the need to contact the contractor’s mobile calibration team.

4. ACCEPTANCE BY:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC APPLICABLE:

N/A 6b. GIDEP APPLICABLE:

7. APPLICATION/INTERRELATIONSHIP:

8. Approval Limitation:

9a. REFERENCES:

SOW 5.1.1

9b. AMSC NUMBER:

10. PREPARATION INSTRUCTIONS:

A. Each Mobile Calibration Team’s Cell Phone Listing must include at least the following information:

1) Calibration Provider’s Name, Address, City, State, Zip Code, and Phone Number

2) Title: “Calibration Facilities’ Cell Phone Numbers”

3) A list of all cell phone number per Vendor Facility Code

4) The applicable technicians’ names for each cell phone number listed

5) Service Areas serviced by the applicable facility/phone number

11. DISTRIBUTION:

A. Provide via email in either MS Word or MS Excel each Mobile Calibration Team’s Cell Phone Listing, B. Provide to the COR, SATEPM, NTEPM no later than (NLT) 7 working days prior to the start of each FY’s schedule and NLT 7 working days after a change in cell phone numbers.

C. The contractor must ensure vendor staff follows documented procedures when providing electronic data that ensures requirements of this contract and ANSI/NCSL Z540-1-1004 are met and confidentiality and data security is preserved.

DID R016 – FAA Calibration Records Database

DATA ITEM DESCRIPTION

1. TITLE

FAA Calibration Records Database

2. IDENTIFICATION NUMBER

DID-R016

3. DESCRIPTION/PURPOSE

The Calibration Records Database is the instrument for collecting and storing critical information about each calibration performed on a unit of TMDE. This accurate collection, maintenance, and storage of this data is critical for establishing traceability of calibrations to NIST standards, assessing the contractor’s technical performance, and required for analysis to improve efficiencies in test equipment management. At completion of a calibration contract, the contractor must provide download of all records.

4. Acceptance by:

FAA COR

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR):

6a. DTC Applicable N/A 6b. GIDEP Applicable

7. APPLICATION/INTERRELATIONSHIP

8. Approval Limitation:

9a. References

9b. AMSC Number

10. PREPARATION Instructions A. The Contractor must develop and maintain a database for the storage, and reporting of accurate information records applicable to the calibration of each unit of TMDE performed under the scope of this contract.

B. Information records must be safely stored and held secure and in confidence to the customer for the period specified in the contract.

C. Adequate Records must be maintained in the database to meet all industry standards identified in ANSI Z540-1-1994, American National Standard for Calibration.

D. Query, filter, sort, and exporting capability is required in various formats including but not limited to MS Excel and MS Word., to meet flexible reporting requirements.

E. The contractor must ensure documented procedures are in place and utilized by staff, which ensure data integrity, data accuracy, data security, and confidentiality is preserved during data entry, storage and transmission of information records contained in the database.

F. Standardized Data Fields, Data Definitions, and Data Sources for information records contained in the database are required to ensure a common understanding of the information, and facilitate the accurate use of information for analysis and subsequent decision making.

G. The database must include at least the following technical data fields from each Calibration Certificate issued under the scope of this contract, using data fields and data definitions exactly as indicated.

1) Cert No- A unique identification of the calibration certificate

2) Service Area ID -FAA assigned service area code (ESA = Eastern Service Area, CSA = Central Service Area, WSA = Western Service Area)

3) System Support Center- Unique name for the scheduled onsite calibration location where the TMDE owning organization normally stages equipment for annual calibration.

4) SSC- Supply Support Code, a unique identifier address

5) Street Address- Shipping address

6) City- City

7) State-State

8) CCC- FAA designated Cost Center Code

9) Calibration Interval - The FAA defined standard periodic interval established for calibration of the TMDE model.

10) Calibration Date - Date of the TMDE was calibrated

11) Due Date - Date next calibration is due in accordance with current FAA authorized Calibration interval.

12) Barcode - Unique TMDE identifier assigned by FAA for tacking personal property records.

13) Serial Number - A unique number that creates unambiguous identification of TMDE calibrated, usually affixed to the equipment by the OEM, however if not, one is required before calibration.

14) Manufacturer- Original Equipment Manufacturer (OEM) of applicable TMDE

15) Model Number - OEM’s assigned part number for the type of TMDE

16) Description- OEM’s standard description of the TMDE

17) Equipment Data -Text field for technician to enter information concerning the characterization and condition of the TMDE at time of calibration, and/or special limitation of use defined by user

18) Cal Code - A code that identifies the type of calibration service that was completed, Calibrated –C, Limited Calibration-L, Rejected-R

19) OOT Calibration Analysis - Text field for technician to enter referenced tables, graphs, photos as appropriate and annotate any out of tolerance conditions or failures identified.

20) As Rcvd As Left Data- Text field for technician to enter measurements,…