Statement of Work 2.8.23F.pdf

STATEMENT OF WORK

ISO 9001: 2015 Quality Certification Services Federal Aviation Administration (FAA); Mission Support - AJV

Aeronautical Information Services (AIS)

1.0 BACKGROUND

The Federal Aviation Administration (FAA), Mission Support Services (AJV); Office of Aeronautical Information Services (AIS) is the authoritative Government source for collecting, validating, storing, maintaining and disseminating aeronautical data concerning the United States and its territories.

International Organization for Standardization (ISO), an internationally recognized business practice, was designed to provide methods for organizations to achieve and demonstrate compliance with international standards. The aviation industry has already made significant in-roads into establishing the ISO business model. Industry changes necessitate that FAA restructures its organization into an international standards-compliant organization that will be able to continue to effectively provide the safest, most efficient aerospace system in the world.

2.0 PURPOSE

AIS chooses to demonstrate its compliance with ISO 9001 and its regulatory and statutory requirements by obtaining an ISO Certificate of Registration. This effort requires registered Certification Bodies (CBs) with appropriate ISO 9001 expertise, experience and technical qualifications to support FAA's successful effort in obtaining its certification. Due to the size and complexity of the FAA, AIS requires additional support in completing the process. The CB must meet strict standards and be approved to perform certification audits by the ANSI National Accreditation Board (ANAB) or equivalent Accreditation Body (AB). AIS requires a CB to perform services in order to maintain its QMS Certificate of Registration to ISO 9001. The Offeror shall be accredited to ISO 17021 by a member of the International Accreditation Forum (IAF) whose scope of membership includes management system certification. The scope of the Offerors accreditation must include ISO 9001.

3.0 SCOPE OF WORK

The contractor must provide services to include but not be limited to: transfer of certificates, recertification audits, surveillance audits, and other CB services as needed. Services must be coordinated and ordered as one task. The contractor must work closely with AIS to ensure its Certification of Registration does not lapse. Risks to a lapse include: a transfer of certificates between certification bodies in the event an incumbent contractor does not receive a follow-on contract, and providing auditor services in a timely manner that accommodate AIS production schedules. All audits must be conducted virtually.

There will be no travel costs associated with the audits.

4.0 APPLICABLE DOCUMENTS

The latest version of standards referenced in this Statement of Work must be used. The following documents form a part of this specification to the extent specified herein:

ISO 9000 Quality Management Systems – Fundamentals and Vocabulary

ISO 9001 Quality Management Systems – Requirements

ISO 19011 Guidelines for auditing management systems

ISO/IEC 17021 Requirements for bodies providing audit and certification of management systems.

5.0 PERIOD OF PERFORMANCE

The contractor period of performance is a one-year base period, and up to four one-year option periods.

The audits must be performed during normal AIS working hours and must be coordinated with the Contracting Officer’s Representative (COR) and the AIS management representative.

6.0 LOCATION OF WORK PERFORMANCE

The services specified in this contract are mission critical and time sensitive. The contract activities are covered primarily at the following locations Oklahoma City, OK, Silver Spring, MD and Warrenton, VA.

The current Certification is for a twelve (12) executive branch sites with the certificate located at the Oklahoma City location branch. Upon transfer, the certificate will cover all Aeronautical Information Services (AIS) sites listed below with the certificate located at the Oklahoma City location branch. The certificate is an Organizational Certification covering all of Mission Support, Aeronautical Information Services, AJV-A.

The specific tasks and assignments, for the virtual audits are to be determined by and coordinated with the CO and COR.

In addition, the performance of this contract may involve multiple groups and sub group (s) covering 419 and 151 Contract employees:

Aeronautical Information Services (AIS) Address

FTP& OTFTP: 216

Contractor: 58

• 1305 East West Highway, Silver Spring, MD 20910

**FTP - full time permanent; OTFTP - other than fulltime permanent (Full time temporary, part time permanent, part time temporary)**

7.0 LABOR CATEGORIES

The positions and the minimum qualifications considered necessary for successful performance of the work are Lead Auditor and be registered with the Exemplar Global (EG) and International Register of Certificated Auditors (IRCA) or other similar body, be certified in the ISO 9001 standard. The FAA will have final approval of auditors assigned to perform work in this Statement of Work (SOW).

7.1 The contractor will assign a certified Lead Auditor to lead all audit activities accompanied by certified audit team members (as needed). Lead auditors must have experience and ability to audit organizations with 400 plus employees.

7.2 Lead auditors must at least three (3) years of experience performing audits for government agencies. The lead auditor must have certification of formal training in the field of work governed by the position. Resume and certificate (s) must be submitted to validate certification and experience.

7.3 Each audit team member assigned to this contract shall have a minimum of one (1) year of experience as a certified auditor. Because of the complexity of products and services provided by Mission Support Office, it is in the best interest of the Government to have the contractor provide continuity and consistency of audit personnel in order to maintain process familiarity.

FTP& OTFTP: 152

Contractor: 92

• 6500 S. MacArthur Boulevard, Bldg. 5, room

208, Oklahoma City, OK 73169

FTP& OTFTP: 13

Contractor: 1

• 3701 Macintosh Drive, Warrenton, VA 20187

FTP& OTFTP: 38

Contractor: 11

• Multi Remote Sites

**All employees are virtual, however, if required the employees/contractors can go to an FAA approved site**

8.0 REQUIRED TASKS

8.1 The contractor must provide all personnel and services in order to meet the requirements and deliverables as specified in this SOW. All auditing services must maximize the use of offsite planning time allowed by ISO guidance and ANAB (or other equivalent AB).

Days designated for auditing must allow time for auditors to compile and prepare their audit notes and draft a report during these assigned audit and planning days. It is important to reiterate that additional audit time by duty location must be reduced, reconsidered, and potentially eliminated due to duty locations’ loss of meaning and significance in an expanded virtual work posture.

8.2 The contractor must contact the AIS management representative immediately after a task order is awarded in order to review schedules and availability. The management representative and the contractor will negotiate an acceptable audit schedule and audit plan. The schedule must be provided by the contractor 90 days before the audit start date.

The contractor must provide a detailed audit plan (i.e., dates, events, times, locations, team members) no later than forty-five (45) calendar days prior to the audit start date.

8.3 The contractor must conduct an opening meeting virtually on the first day of an audit with the AIS management team to outline the audit objectives. The contractor must conduct a virtual closing meeting on the last day of the audit with the AIS management team to summarize audit results and identify any issues. The contractor must deliver a formal audit report to the AIS management representative within ten business days after the closing meeting, which details the results of the audit, specifies the type of recommendation for certification made by the lead auditor, itemizes any nonconformance, and any requests for corrective action. The contractor must allow AIS to review the formal audit report before requesting a response to any nonconformities.

The contractor will allow AIS 60-90 days after providing an audit report to prepare and submit a corrective action plan for any nonconformities found. AIS will be given an additional 30 days to begin implementing the corrective action. After implementation, AIS will be given an additional 30 days to verify the effectiveness of a major corrective action taken. A minor corrective action does not require verification by the contractor until the next recertification or surveillance audit.

8.4 The contractor must respond to all requests from the Contracting Officer (CO) / Contracting Officer Representative (COR) within 5 calendar days from the date of receipt of all communications. Due dates, travel and tentative audit schedules will be coordinated with the COR prior to the issuance of individual task orders.

8.5 The contractor must carry out all tasks in accordance with the latest revision of the applicable documents reference the SOW.

8.6 The contractor must provide all normally provided CB services that may include applying for certificates, report generation, phone calls, travel, conference calls, mailings, and other administrative functions.

9.0 TASK 1- TRANSFER OF CERTIFICATE

A recertification audit will NOT be required if an AIS Certificate is transferred from one CB to another, e.g., in the case of an unused of unfulfilled task order. If the incumbent contractor is not the successor contractor, the new contractor must agree to accept the transfer the current certificate and make changes to the certificate as necessary in accordance with paragraph 6.0 above.

10.0 TASK 2- RECERTIFICATION AUDIT REQUIREMENTS

The contractor must perform a recertification audit every three years or per the AIS current recertification cycle. A recertification audit will NOT be required if an AIS Certificate is transferred from one CB to another, e.g., in the case of an unused of unfulfilled task order. The contractor must be able to provide detailed plans, tools, and timelines to facilitate audits in order to maximize operations and reduce duplication of efforts where practical. Such plans must address actions to preclude the lapse of certification during business reorganizations. The contractor must debrief site management of the area audited at the end of each audit day or as subsequently agreed to.

The Certificate will be valid for a period of 3 years from the date of issuance. The contractor must make determinations in accordance with its CB credentials. A successful determination of full compliance will result in registration and certification of the AIS QMS. This must include:

The award and presentation of a Certificate of Registration to ISO 9001:2015 and seal of Certification Presentations of camera ready artwork of the Contractor’s quality mark and those of the Contractor’s accreditations for use on AIS publications and stationery.

Completion of the recertification prior to expiration.

11.0 TASK 3 - SURVEILLANCE AUDIT REQUIREMENTS

The contractor must conduct surveillance audits annually between recertification audit years. These audits verify the AIS QMS continues to comply with its requirements and those of ISO 9001 (current version).

The contractor must provide all normal services including but not be limited to: applying for certificates, report generation, phone calls, travel, conference calls, mailings, and other administrative functions.

12.0 REPORTS AND WRITTEN DELIVERABLES

All written reports and/or publications, certificates or other hardcopy items specific to the performance of this contract after award must be delivered to the AIS management representative by either electronic mail, certified, registered mail, or by an express mail service. (Federal Express, UPS or other).

All deliverables that are provided electronically must be compatible with existing FAA software/hardware.

Deliverable Due Date Acceptance Criteria

Transfer of Certificate As specified in each task order Government approval

Recertification Audit As specified in each task order Government approval

Surveillance Audit As specified in each task order Government approval

All documents, including records, schedules, charts, drafts, diagrams, etc., developed by the contractor during the performance of the contract must become the property of the FAA/Aeronautical Information Services with the exception of documents needed for submittal to the ISO registering body. Such documentation and records must be released to the FAA at the end of the performance period or upon the request of the COR.

Deliverables must be provided to the COR and AIS management representative as required by each task order.

10.0 GOVERNMENT FURNISHED EQUIPMENT (GFE) AND SECURITY

The FAA will provide copies of the current Quality Plans, processes, measures, access to the websites and other documents as well as copies of the current certification as necessary.

The FAA will provide access to meeting sharing software and technical expertise through the management representative offices, as applicable, to facilitate remote audits of geographically diverse employees.

11.0 CONTRACTOR RESPONSIBILITIES

The contractor must provide qualified personnel, and when required all space, facilities, materials, and equipment necessary for the successful performance of the requirements in this Statement of Work. The contractor must comply with existing and evolving FAA, AIS office/service/staff guidance policies and procedures.

The contractor must not audit any FAA employee during; Federal Holidays – New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Fourth of July, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas Day.

12.0 PERSONNEL SUPERVISION

This SOW was not formed as nor is it to be administered or performed as personal services. Accordingly, the contractor must designate appropriate and sufficient supervisory personnel to meet task outcomes.

Contractor supervisors will provide day-to-day supervision of all contract personnel including, but not limited to, work assignments and performance monitoring, payroll records, leave approval and monitoring, etc. At no time will any Government employee either by appearance or action be considered the supervisor for the contractor’s personnel. The FAA will provide, as needed by the contractor and its employees, limited assistance in the form of technical and policy guidance through the assigned COR.