6973GH-20-R-00153-0006.pdf

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

1. CONTRACT ID CODE

5. PROJECT NO. (If applicable)2. AMENDMENT/MODIFICATION NO. 3. EFFECTIVE DATE 4. REQUISITION/PURCHASE REQ.NO.

PAGE OF PAGES

6. ISSUED BY CODE 7. ADMINISTERED BY (If other than Item 6)

8. NAME AND ADDRESS OF CONTRACTOR (No., street, county, State and ZIP Code)

CODE

9A. AMENDMENT OF SOLICITATION NO.

9B. DATED (SEE ITEM 11)

10A. MODIFICATION OF CONTRACT/ORDER NO.

10B. DATED (SEE ITEM 13)

CODE FACILITY CODE

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offers

Offers must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended , by one of the following methods: (a) By completing

Items 8 and 15, and returning is extended, is not extended.

12. ACCOUNTING AND APPROPRIATION DATA (If required.)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS. IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

(x) A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE CONTRACT

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO THE AUTHORITY OF:

D. OTHER (Specify type of modification and authority) appropriation date, etc.) SET FORTH IN ITEM 14.

E. IMPORTANT: Contractor is not, is required to sign this document and return

ORDER NO. IN ITEM 10A.

1 2

0006 10/13/2020

AAQ-731 FAC. & AVIATION SAFETY ACQ

FAA AERONAUTICAL CENTER

PO BOX 25082

BLDG 014-AHQ, ROOM 233A

AAQ0731-AFN

OKLAHOMA CITY OK 73125

AAQ-731 FAC. & AVIATION SAFETY ACQ

FAA AERONAUTICAL CENTER

PO BOX 25082

BLDG 014-AHQ, ROOM 233A

AAQ731-AFN

OKLAHOMA CITY OK 73125

x

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

separate letter or telegram which includes a reference to the solicitation and amendment number. FAILURE OF YOUR ACKNOWLEDGEMENT TO BE RECEIVED AT

THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted , such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted ; or (c) By ___________ 1 x x

6973GH-20-R-00153

1 copies to the issuing office.

08/20/2020

(x)

Period of Performance: 12/15/2020 to 12/14/2025

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)15A. NAME AND TITLE OF SIGNER (Type or print)

15C. DATE SIGNED 16B. CONTRACT AUTHORITY 15B. CONTRACTOR/OFFEROR 16C. DATE SIGNED

(Signature of person authorized to sign) (Signature of Contracting Officer)

Stephanie Riddle

Except as provided herein, all terms and conditions of the document referenced in Item 9 A or 10A, as heretofore changed, remains unchanged and in full force and effect .

The purpose of this modification is to incorporate a revised Schedule B (Attachment 1) and add a Questions and Answers attachment.

FIRST: Schedule B (Attachment 1) dated October 13, 2020 is hereby incorporated.

SECOND: Questions and Answers attachment dated October 13, 2020 is hereby incorporated.

THIRD: The Proposal Due Date remains as Thursday, October 22, 2020 at 2:00 p.m. CT.

FOURTH: All other terms and conditions remain unchanged and in full force and effect.

SIR/RFO 6973GH-20-R-00153 Surveillance Audits and Recertification October 13, 2020

Questions and Answers

1. QUESTION: There is a requirement that past performance information be for contracts of greater than

$100,000. This requirement unfairly limits competition and presumes that such projects would be comparable to the SIR/RFO issued by the SIR/RFO issued by the FAA.

ANSWER: Amendment 0001, Sections L.7 and M.5 have lowered the requirement to $20,000.

2. QUESTION: Auditors can be trained or they can be certified which includes accredited training (note the term “registered” is used which is not a term used in our industry. If the Agency is seeking auditors including the project manager to be “certified” then the SIR should be revised to ensure consistency in the use of that term which means much more than “trained.”) . The SIR/RFO requires a trained auditor in one section and then references certified auditors in the evaluation criteria. The language should be consistent between the requirement and the evaluation criteria. In addition, the reference to the Registrar Accreditation Board (RAB) which is non-existent entity and has not existed in 15 years should be replaced by Exemplar Global or the International Registry of Certificated Auditors (IRCA).

ANSWER: The Statement of Work has been revised. Amendment 0001, Section M.5 Factor 4 – Qualified Resources has been revised.

3. QUESTION: ISO 17021 and the IAF do not permit the subcontracting of certification activities. The FAA should limit responses from Offerors who are accredited Certification Bodies (CB) otherwise the award could result in the rescission of any certificate issued by a CB whose services were subcontracted from a non-CB.

ANSWER: Amendment 0001 has added a statement regarding subcontracting.

4. QUESTION: Please provide a copy of the current certificates for each standard (note: please do not reply that these documents are covered by FOIA or will be provided post-award. The certificates are public documents and must be verified by any accredited CB as being valid and free from suspension, revocation, or the threat of suspension or revocation at the time of bidding).

ANSWER: The certificates have been added as attachments in Amendment 0001.

5. QUESTION: State the areas, if any, determined by the MMAC within the ISO 9001 standard to be not applicable to its scope. If the MMAC replies that all areas of ISO 9001 are applicable, then it must have evidence to demonstrate that all areas of the standard have been effectively implemented within its QMS.

ANSWER: There are no exclusions; all areas apply (as evidenced by the above 9001 cert)

6. QUESTION: Using Annex B in the attached IAF MD 5 document (pages 25-28), provide the risk category for the ISO 14001 EMS (note: this category affects audit duration and would be known by the current incumbent CB).

ANSWER: The FAA cannot perform a risk assessment based on non-FAA documents and processes.

Further, it ambiguous which complexity categories apply to the MMAC, since this is not an FAA document; the document lists multiple examples within the different complexity categories that are similar to types of activities performed at the MMAC.

7. QUESTION: Using Annex C in the attached IAF MD 5 document (pages 30-33), provide the complexity category for the ISO 45001 OHSAS (note: this category affects audit duration and would be known by the current incumbent CB).

ANSWER: The FAA cannot perform a risk assessment based on non-FAA documents and processes.

Again it is ambiguous which complexity categories apply to the MMAC, since this is not an FAA document; the document lists multiple examples within the different complexity categories that are similar to types of activities performed at the MMAC.

8. QUESTION: Has the MMAC been issued any MAJOR nonconformances in the past 3 years for any of the 3 standards? If yes, provide specifics on which standard and how many nonconformances were classified as

MAJOR.

ANSWER: One OHSAS 18001 major nonconformance in 2017– failure to implement and complete correction action in the timeframe required by the registrar.

9. QUESTION: Has the MMAC maintained continuous ISO 9001, ISO 14001, and ISO 45001 certification without interruption since first achieving certification for each standard?

ANSWER: The MMAC has maintained continuous ISO 9001, 14001, and OHSAS 18001 certifications.

Certification for 45001 will not be completed until after the September 1-4 audit of the current contract.

10. QUESTION: Does the MMAC have copies of all audit reports and corrective actions, if any, as accepted by the current CB for the past 3 years?

ANSWER: Yes, the MMAC maintains copies of all audit reports and tracks all corrective actions to completion.

11. QUESTION: Does the MMAC have copies of all ISO 9001, ISO 14001, and ISO 45001 certificates ever issued in their possession?

ANSWER: No, since the early history has records being owned by other offices. This is now centralized and controlled by AMP and AMC. Initially the certification for ISO 9001 was only for AML, AMA-200, and AMQ.

12. QUESTION: The SOW indicates that the MMAC wants a surveillance audit for OHSAS 18001 with an upgrade to ISO 45001 in September 2020. However, the pricing spreadsheet has a POP beginning in December 2020. Please clarify. In addition, please ensure that a surveillance audit for each standard has already been completed for calendar year 2020 if the MMAC POP will begin in December 2020 as stated.

ANSWER: The SOW does not indicate a surveillance audit is needed for 18001. 18001 is only mentioned in the context of the MMAC migrating from 18001 to 45001. Section 1.0, paragraph 4 of the SOW reads, “Initial certifications occurred for the following standards on the following dates: ISO 9001 on January 15, 2009 (last recertification in July 2020, i.e., 9001:2015); ISO 14001 on September 17, 2008 (last recertification in September 2020, i.e., 14001:2015); and OHSAS 18001 on September 29, 2010 (last recertification in 2019, i.e., 18001:2007). The MMAC will migrate certification from OHSAS 18001:2007 to ISO 45001:2018 in September 2020.”

The ISO 45001 upgrade audit will be completed with our current registrar in September 2020. The incumbent auditor is labeling the audit surveillance as OHSAS 18001 with an Upgrade to 45001. The Environmental Management System is also being audited during that time, but it is a recertification audit for ISO 14001. This is not applicable to ISO 9001; however, 9001 is current. Also see certifications submitted above.

13. QUESTION: Question #6 and #7 in the Modification posted are unresponsive. As part of the certification process, MMAC personnel would have worked with the incumbent CB to make a determination on the Complexity and Risk Categories associated with MMAC activities and processes. To ensure fair and open competition, MMAC must provide this information to all Offerors.

ANSWER: The information provided regarding Risk and Complexity categories: QMS is assigned a “Risk” score and is considered a High Risk category due to some of the operations at the Aeronautical Center. EMS and OSHMS are assigned “Complexity” scores and both are considered Medium Complexity.

14. QUESTION: Page 6 of the PWS contains language indicating that the offeror shall “provide professional recommendations to organizations in regards to internal corrective actions…”. Accredited Certification Bodies are prohibited from providing consultation and advice to clients. Please remove this statement.

ANSWER: The statement of issue is removed from the SOW.

15. QUESTION: MMAC is not certified as a multi-site organization based upon the certificates you provided to offerors. A multi-site organization is an organization with a headquarters and satellite offices each of which has its own unique physical address. The certificates you sent have a single address. A large organization such as MMAC may have one physical address with many processes, departments, tenants, and entities operating at this single site. This does not make an organization in this situation multi-site.

This issue impacts how past performance is evaluated since the PWS indicates that MMAC is looking for relevant past performance especially multi-site organizations.

ANSWER: The following statement has been removed from the labor category table; “Lead auditors must have experience and ability to audit large multi-site organizations”.

16. QUESTION: Please provide the contract number for the previous contract covering these services.

ANSWER: The contract number is DTFAAC-15-D-00009.

17. QUESTION: Please confirm that the QMS, EMS, and OHSAS systems are integrated. The term “integrated” means that there is one management review covering all systems, one internal audit program covering all 3 systems, one document and record control system, etc.)

ANSWER: No, the QMS is not integrated with the EMS or the OSHMS.