FINALSOW Seismic Telemetry System Upgrade 59-12MR-205.doc

Telemetry System Upgrade for the Trapped Miner Seismic Location System Statement of Work (SOW)

PART 1

1.0 Background

MSHA has utilized a Miner Seismic Location System for search and rescue of trapped miners for more than 35 years. The system detects distress signals from trapped miners who strike the mine roof with heavy objects to generate a low frequency pressure wave. The pressure waves travel to the surface where they are converted to electric signals by seismic transducers (geophones). The signals are amplified, filtered, recorded and analyzed. The trapped miner is located by comparing the pressure wave arrival times from several different geophone arrays installed on the surface. The truck mounted Trapped Miner Seismic Location System is stationed at MSHA’s Mine Emergency Operations (MEO) facilities located in Bruceton, Pennsylvania.

The current system is functional, however it is dependent on dated technology and some equipment replacement parts are unavailable. MSHA has initiated a strategic upgrade of the Trapped Miner Seismic Location System. A new computer system with a custom software platform, Astro-Med digital chart recorder, new Ectron amplifiers and a new uninterruptible power supply have been installed and are operational. All of the work has been completed without rendering the seismic location system unavailable for responding to mine emergencies. This objective was accomplished through strategic planning and careful project management.

1.1 Objective

MSHA is seeking a responsible vendor to upgrade the telemetry system for the Trapped Miner Seismic Location System. The seismic telemetry system upgrade shall include replacing the VHF radio transmitters, VHF radio receivers, receiver preamplifier, 10x combiner, signal level meters, signal level controls, associated cabling, and designing a replacement receiver rack. The VHF transmitter must integrate into the geophone array preamplifiers currently under development. A compliant solution shall include 10-field deployable VHF radio transmitters integrated into the geophone array preamplifiers, 10 VHF radio receivers and one rack containing the one preamplifier, one 10x combiner, ten signal meters, and ten signal level adjustment controls.

The new telemetry system must meet or exceed the performance specifications of the existing Monitron VHF Transmitters (model T16V27) and Monitron 10 channel VHF receiver (model R16-17-F-10). The telemetry frequencies must match existing carrier frequencies and modulation requirements. The telemetry system must be compatible with existing antennas and preamplifiers.

1.2 Scope of Work

Work must include identifying, developing, and retrofitting VHF radio transmitters into the seismic geophone array preamplifier enclosures. VHF radio receivers, preamplifier, 10x combiner, and signal level meters and controls must be integrated into the rack system inside the Trapped Miner Seismic Location System truck.

The radio upgrade requires four main tasks:

• Radio Research and Identification

• Transmitter and Receiver Mechanical Retrofit

• Transmitter, Receiver, and Integration Testing

• Documentation

The contractor must submit designs including electrical diagrams to MSHA for approval. If commercially available transmitters and receivers are utilized, sample units must be provided to MSHA for evaluation before finalizing the agreement.

1.3 Period of Performance

The period of performance will be 5 months from the initiation date of the contract.

1.4 Quality Control

The contract shall develop and maintain an effective quality control program to ensure services are performed in accordance with this SOW. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means which assures the work complies with the requirement of the contract. The Quality Control Plan is to be delivered with the contractor’s proposal. After acceptance of the quality control plan, the contract shall receive the contracting officer’s acceptance in writing of any proposed change to his QC system.

1.5 Recognized Holidays

The contractor is not required to perform services on the following holidays:

1.5.1 Hours of Operation

The Contractor is responsible for conducting business, between the hours of 8:00 am and 4:00 pm (all time zones); Monday thru Friday, except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

1.6 Place of Performance

The work completed under this contract will be performed primarily at the contractor’s place of business but may also be performed at government facilities, and other locations in the United States that are approved by the COR.

1.7 Type of Contract

This is a firm fixed price contract not to exceed $150,000.

1.8 Security Requirements

Access to the MEO government work site will require government issued photo identification. Foreign visitors will be required to submit personal security information at least one month in advance to allow time for security clearance processing.

1.9 Data Rights

The Government has unlimited rights to all documents/material produced under this Task Order. All documents and materials, to include the source codes of any software, produced under this Task Orders shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the Contracting Officer (CO). All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

1.10 Reporting Requirements

All project schedules, analysis and survey documents, monthly reports, and documentation generated from work performed under this Performance Work Statement shall be delivered in printed hard copy and electronic form with read/write capability using applications that are compatible with MSHA Standard Workstation. Electronic submission of reports shall be on CD-Rom. The Contractor may transmit reports electronically via electronic mail in lieu of the CD method. Electronic mail addresses for the COR and Contracting Officer shall be exchanged with the Contractor during the Kick-Off meeting to facilitate reporting and other communication between the offices. The COR has discretion to suspend the requirement for hard copies of progress reports when electronic mail submission alone provides effective and reliable results.

The monthly progress reports shall include, but not be limited to: a summary of work performed and results obtained; current or projected problems and issues; an explanation of deviations from the last month's projections; and, any recommendations related to the effort, assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous month.

Final reports should include; description of key terms, method of survey and calculations, description of field locations, participants in the survey, and summaries of each performance measure analyzed. Data should be analyzed using statistical references.

The Contractor shall provide twice monthly written progress reports to the COR and Contracting Officer throughout the Task Order period. Progress reports shall contain a brief summary of efforts, accomplishments, problems and action plans, analyses results and reports for the next week. An updated project schedule shall also be delivered periodically, approximately once per month.

Reports shall be delivered to the Contracting Officer and COR by the close of business, or 5:00 PM Eastern Standard Time every other Friday (or as directed by COR) throughout the contract.

The Contractor shall take notes of conference calls and/or meetings. Copies of these notes shall be filed in an area accessible to the COR. Legible handwritten notes are acceptable. Any important issues shall be included in the next progress report.

1.11 Contracting Officer Representative (COR)

The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure that the Contractor performs the technical requirements of the contract: perform inspections necessary in connection with contract performance: maintain written and oral communications with the Contractor concerning technical aspects of the contract: issue written interpretations of technical requirements, including Government drawings, designs, specifications: monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting order.

1.12 Contractor Travel

Contractor travel will be required to complete the integration of the new telemetry system into the existing trapped miner seismic location system All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with FAR Part 31.205-46, Travel Costs. The Contractor shall be responsible for obtaining COR approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event. The Contractor's request for travel shall be in writing and contain the dates, locations and estimated costs of the travel.

If any travel arrangements cause additional costs to the Task Order that exceed those previously negotiated, written approval by Task Order modification issued by the CO is required, prior to undertaking such travel. The Contractor shall, to the maximum extent practicable, minimize overall travel costs by taking advantage of discounted airfare rates available through advance purchase. Travel performed for personal convenience or daily travel to and from work at the Contractor's facility or local Government facility (i.e., designated work site) shall not be reimbursed hereunder. Costs associated with Contractor travel shall be in accordance with FAR Part 31.205-46, Travel Costs.

1.13 Notice to the Government of Delay

Whenever the contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this Agreement, the contractor will notify the Contract Officer Representative (COR) within ten days.

PART 2

DEFINITIONS AND ACRONYMS

2.0 DEFINITIONS AND ACRONYMS

2.1 DEFINITIONS

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.6. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.7. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.2 ACRONYMS

CO – Contracting Officer

COR – Contracting Officer’s Representative

FAR – Federal Acquisition Regulation

MEO – Mine Emergency Operation MSHA – Mine Safety and Health Administration

QC – Quality control

SOW – Statement of work

PWS - Performance Work Statement VHF – Very High Frequency

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.0 Government Furnished Materials and Services

MSHA will provide access to the existing trapped miner seismic location system equipment and consultation with key system engineers and technicians.

3.1 Equipment

The Government will provide access to the existing trapped miner seismic locator equipment for review, photographic recording and inspection at the MEO facility located in Bruceton, PA. Available equipment specifications will so be provided upon request.

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4.0 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES

The Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract that are not listed under Part 3 of this SOW.

PART 5

SPECIFIC TASKS

5.0 Requirements

The Contractor shall deliver 10 Transmitters mounted inside the new preamplifiers and a completed receiver system with signal strength indicators for each channel integrated into the seismic systems processing center.

Deliverables include prototype units for MSHA lab and field test including documentation as listed;

• 10 VHF Radio Transmitters

• 10 VHF Radio Receivers

• 1 Rack Mount Unit

10 Signal Level Meters

10 Signal Level Adjustment Controls

1 Preamplifier

1 10x Combiners

Associated Cables

• Documentation Package

Monthly Report

Schematic Diagrams

Block Diagram

Wiring Diagrams

Cable drawings

Test Plan

Test Report

Interconnect document

After successful completion of the telemetry system research, development, manufacturing and testing, the system with required documentation must be delivered to the Contracting Officer’s Representative (COR). Circuit designs, Operations Manuals, and Maintenance Manuals must be produced in hard copy and electronic format compatible with MSHA software.

5.1 Products, Tasks, Services and the Standards for Success

5.1.1 Products

· summary of work completed each month

· detailed report addressing each task/goal

· summary of work planned for the next month

· list of problems encountered

· proposed solutions for problems encountered

· list of outstanding items needed from MSHA

1b. Must be provided by the last day of the month

· detailed design plan

· timeline linking tasks and deliverables to specific dates

· strategies for accomplishing goals

· detailed list of information or assistance needed from MSHA

2b. Must be provided within 30 days of the kickoff meeting

· detailed report addressing each task/goal

3b. Draft must be provided at least 30 days before the end of the contract

3c. Final Report – 10 copies must be delivered to MSHA

4b. Must include a detailed parts lists for the telemetry units (10 copies) 4c. Designs must be in hard copy and electronic formats.

5a. Prototypes must pass operations tests with the existing Trapped Miner Seismic Location System components.

5.1.2 Tasks

3a. Prototypes must perform at least as well or better than the existing preamplifier with new transmitter and receiver systems.

4a. Preamplifiers transmitters must be capable of withstanding the effects of extreme high (120 degrees F) and low (-20 degree F) temperatures, and humidity (100%).

5.1.3 Inspection and Acceptance

Testing of the prototypes will be performed before final payment. If modifications to the designs are necessary, revised prototypes will be re-tested. Upon completion of successful tests, circuit drawings must be supplied; identifying all components in a Parts List, for the new telemetry design. Operations and Maintenance Manuals must be delivered to MSHA.

An authorized MSHA representative will perform inspection and acceptance of the unit when delivered to U.S. Department of Labor, Mine Safety and Health Administration, 626 Cochrans Mill Road, Pittsburgh, PA 15236.

The Government reserves the right to inspect work at any time during the project.

The Government reserves the right to an inspection period of 7 calendar days upon delivery of the unit. Any need for modifications identified in the inspection process shall be completed within 10 calendar days.

The Contractor shall notify the Government 7 days in advance of completion of tasks identified in Part 5 by e-mail to the Contracting Officer.

PART 6

APPLICABLE PUBLICATIONS

6.0 Applicable Publications

The Contractor must abide by all applicable regulations, publications, manuals, and local policies and procedures.

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