Attachment 0001 - Draft PWS (13May2024).docx

PERFORMANCE WORK STATEMENT

CRANE ARMY AMMUNITION ACTIVITY - 2024 CAAA NEW CALIBRATION CONTRACT

January 22, 2024

1.0 DESCRIPTION OF REQUIREMENT: Crane Army Ammunition Activity (CAAA), Crane, IN, has a requirement to obtain calibration services for approximately 4,650 total active and inactive gages. Typically, of those 4,650 gages, 2200-2500 are calibrated on a yearly basis. We need an Accredited Calibration Laboratory to ISO/IEC 17025 to calibrate our Dimensional, Electrical, Mechanical, Mass, Force, and Weighing Gages, Test, Measuring and Diagnostic Equipment (TMDE). These calibration services will be in direct support of production and manufacturing of ammunition products.

2.0 OBJECTIVE: A key mission of the Gage Lab at CAAA is to provide calibrated gages/TMDE to our many production facilities that manufacture ammunition products. CAAA does not have an accredited calibration laboratory onsite. CAAA contracts this service out. The objective of this PWS is to obtain a contract to provide calibration service as described in this PWS to support our CAAA Gage Lab. Calibration of gages/TMDE by an ISO/IEC 17025:2005 accredited lab is required by JMC Quality Statement of Requirements (SOR) and JMC Command Policy Memorandum (CPM 702-01) for the manufacture of ammunition products.

3.0 DELIVERY SCHEDULE.

3.1 Required delivery date. Services must be delivered as follows:

3.1.1 Base year: 1 July 2024 to 30 June 2025

3.1.2 Option Year 1: 1 July 2025 to 30 June 2026

3.1.3 Option Year 2: 1 July 2026 to 30 June 2027

3.1.4 Option Year 3: 1 July 2027 to 30 June 2028

3.1.5 Option Year 4: 1 July 2028 to 30 June 2029

3.1.6 Service Delivery Terms: Additional delivery information. The contractor shall be located within 150 miles of CAAA. The schedule for calibration is controlled by the calibration due dates of the Test & Measuring Equipment. The contractor shall pick up items that are due for calibration one day per week (preferably Thursdays) as well as deliver items that were calibrated from the previous week’s “pick up”. The contractor shall come in and calibrate items “in place” once a month (preferably the third Thursday of each month). The Activity’s Calibration Coordinator does not need to make a request for normal weekly pick-up/delivery, this service is done automatically per the agreed upon delivery schedule. Notification and scheduling confirmation shall be coordinated by calling 812-854-2791 (primary) or 812-854-2907 (alternate). Delivery/Pick up shall be scheduled to ensure contractor arrival at CAAA only Monday-Thursday (excluding federal holidays) between the hours of 6:30 a.m. to 4:30 p.m. EST. Fridays are not acceptable.

3.1.7 PERIOD OF PERFORMANCE. Within 14 days from notice of award, the company will be required to contact the Activity’s Calibration Coordinator or Calibration Assistant to coordinate a kickoff meeting to be held virtually or in person to ensure that everyone is aware of the requirements for the Calibration Services. Period of Performance is for five (5) years in one-year increments after the date of award.

4.0 PLACE OF PERFORMANCE. All small items are to be picked up and delivered to the following location:

W53W9L Crane Army Ammunition Activity Building 3308, Gage Lab 300 Highway 361 Crane IN 47522-5001

5.0 FACILITY ACCESS. The contractor will be granted access to the physical location identified in section 4.0. If the gages are located in other building locations other than the gage lab Building 3308, then the Activity’s Calibration Coordinator or Calibration Assistant shall escort the contractor to those building locations. The Activity’s Calibration Coordinator or Calibration Assistant will remain with the contractor until work is completed. Access will be limited to the hours of 7:00 a.m. to 3:30 p.m. EST Monday-Thursday (excluding federal holidays). Fridays are not acceptable.

6.0 CALIBRATION SERVICE. The contractor shall provide calibration service to Crane Army Ammunition Activity in compliance with ISO 17025. All Gages/TMDE are to be calibrated to NIST Standards per ISO 17025. Site visits are to be scheduled for items that are best calibrated in place (ex: If an instrument is too large to transfer (ovens, scales) or requires the calibration procedure to be performed in place (pressure transmitters, scales) to avoid production disruption or is best calibrated in the environment/building it is installed in, then these items are best calibrated in place. The vast majority items requiring in place calibration are scales and oven recorders.

6.1 An accredited, endorsed calibration certificate shall be provided for each item calibrated and shall include the following information at a minimum:

6.1.1 A title (e.g. “Calibration Certificate”);

6.1.2 The name and address of the laboratory and the location where the calibrations were carried out, if different from the address of the laboratory;

6.1.3 Unique identification of the calibration certificate (such as the serial number);

6.1.4 Inclusion on each page an identification in order to ensure that the page is recognized as a part of the calibration certificate (i.e. page 1 of 3), and a clear identification of the end of the calibration certificate;

6.1.5 The name and address of the customer (Crane Army Ammunition Activity);

6.1.6 Identification of the method used;

6.1.7 A description of, the condition of, and unambiguous identification of the item(s) tested or calibrated;

6.1.8 The date of receipt of the calibration item and the date of performance of the calibration;

6.1.9 Reference to the sampling plan and procedures used by the laboratory or other bodies where these are relevant to the validity or application of the results;

6.1.10 The calibration results with, where appropriate, the units of measurement;

6.1.11 The name, function and signature or equivalent identification of those authorizing the calibration certificate;

6.1.12 A statement to the effect that the results relate only to the items calibrated;

6.1.13 The conditions (e.g. environmental) under which the calibrations were made that have an influence on the measurement results;

6.1.14 In cases of adjustment or repair of an instrument, the before and after results adjustment, are to be reported;

6.1.15 The uncertainty of measurement (and/or statement of compliance with a specification).

6.1.16 All certificates will be traceable to the NIST and have a statement certifying the instrument was calibrated in accordance to procedures traceable to the National Institute of Standards and Technology NIST and call out the NIST traceable numbers and gages that apply.

6.2 Contractor shall provide a calibration sticker/label for each item calibrated item that indicates the gage ID, the date calibrated, and the date due for the next calibration. The sticker/label shall be smudge proof (because CAAA uses solvents in our processes and around our gages which will wipe off ink). Stickers/labels shall have a protective cover to ensure information remains legible.

6.3 Contractor shall be able to respond to unforeseen, urgent requirements in a timely manner (pick up at Crane, calibrate, and return items to Crane within 24-48 hours.) This time frame includes conditioning of the gage, calibration of the gage and returning the gage to CAAA. These are EXTREMELY rare occurrences. Only special emergencies may require overnight shipping to and from contractor’s address. Crane Army Ammunition Activity can also drop off or pick up TMDE from the contractor in emergency situations.

6.4 Should an instrument fail calibration, but it is able to be repaired or adjusted; the contractor shall forward a cost estimate for the repair/adjustment service and the CAAA provided form to the Activity’s Calibration Coordinator and the Contracting Officer. The repair/adjustment cost estimate shall include a list of parts, labor, and state whether the repair work will be done in house by qualified personnel, outsourced, or shipped to a factory. The Activity’s Calibration Coordinator will determine if the repair/adjustment work is worth the cost and respond to the Contracting Officer on what action to take with the instrument (i.e. to proceed with repair/adjustment or to send back to Crane as failed). The Contracting Officer will then relay the information to the Contractor.

7.0 SPECIFIC TASKS: Tasks to be performed by the Contractor shall include:

7.1 Contractor shall apply for a 1-year DBIDS (Base Access Card) at contractor’s expense. If the need to coordinate a visitor pass is necessary, coordination shall occur through the Calibration Coordinator or Calibration Assistant as far in advance as possible, at minimum 7 days unless an emergency situation.

7.2 Contractors shall provide a copy of all accreditations, as well as anytime that the accreditation is updated. CAAA needs an updated copy of all accreditations on file at all times.

7.3 Contractor must provide shipping containers, baskets, or totes for pickup of gages, must be plastic and have a lid; cardboard boxes are not approved containers. CAAA will provide packing material for transportation to contractor facility, contractor will provide proper packing for return to CAAA.

7.4 Pickup and delivery of gages on a weekly basis (preferably Thursdays). If a gage is found to be broken or damaged in transit to contractor facility, the contractor shall immediately notify CAAA Calibration Coordinator or Calibration Assistant upon discovery. Failure to do so will result in CAAA holding contractor accountable for damages.

7.5 Calibrate all gages/TMDE submitted by the Activity’s Calibration Coordinator or Calibration Assistant within a one (1) week turnaround time, except on-site calibrations. If a gage/TMDE takes longer, contractor will submit in writing an email explaining the reason for the delay and provide estimated completion date. This includes but not limited to: needing drawings, tolerance information, or if the contractor is unable to perform the calibration due to lack of equipment, personnel, or process.

7.6 Provide Calibration Certificate electronically through email for each item calibrated or found out of tolerance at the time of delivery or within five (5) business days after on-site calibration. Additionally, the calibration certificates shall be available through a dedicated website for easy reference.

7.7 Provide smudge proof calibration sticker/label for each item calibrated, at the time of delivery.

7.8 Provide the ability to apply rubber coating to all applicable gage surfaces.

7.9 Immediately communicate with Activity Calibration Coordinator/Contracting Officer when gages fail calibration or are in need of repair/adjustment for approval to repair/adjust/recalibrate. Contractor should have the ability to repair or adjust gages onsite. If gages are sent back to CAAA, “Out Of Tolerance” or unable to be calibrated, then they will be segregated and marked for easy identification upon return.

7.10 Coordinate site visits to calibrate items that are best calibrated in place and on-site (scales, ovens, pressure gages, currently in use) on a monthly basis (preferably on the third Thursday of each month). (Note: from time to time, it may take two days on-site to get through all of the on-site calibrations.)

7.11 Submit one (1) invoice in WAWF at the beginning of each month (within five business days of the start of the month) for all items calibrated, including any approved repairs, adjustments, & recalibrations, within that month after the services have been rendered).

8.0 NOTICE REGARDING LATE DELIVERY

8.1 The contractor shall notify the Activity’s Calibration Coordinator, or Calibration Assistant, as soon as it becomes apparent to the contractor, that a scheduled pickup/delivery or on-site calibration service will be late. CAAA will provide the contractor with a form to submit to the Activity’s Calibration Coordinator, or Calibration Assistant and to the Contracting Officer Representative (COR) as to why this pickup/delivery/onsite will be delayed. The contractor shall include in the notification the rationale for late delivery of service, the expected date for the new delivery service, and request for any additional information.

8.2 The Contracting Officer (with input from the Calibration Coordinator) will review the new schedule and provide guidance to the contractor. Such notification in no way limits the Government's right to any and all rights and remedies up to and including termination.

9.0 PERSONNEL

9.1 The Contractor shall provide personnel with the necessary level of expertise to support the task activities and requirements in this PWS. The contractor shall provide a single point of contact that shall serve as the Service Manager for the life of the Contract.

9.2 All correspondence between Service Manager and Gage Lab personnel will be accomplished in a timely manner. All correspondence during normal work week schedule will be made within 24 hours. Correspondence on or after Thursday will NOT be responded to until the following Monday. CAAA normal operating work week is Monday thru Thursday, 6:30 AM until 5:00 PM.

9.3 The contractor shall ensure that all contractor personnel meet the physical requirement to perform the function(s) and task(s) to which they are assigned. This may include walking long distances into and throughout a building, carrying heavy items for a long distance into and throughout the building, walking and carrying items into buildings using stairs (no elevators available), lifting loaded totes in and out of the delivery vehicle (totes should weigh no more than 50-70 lbs. a piece according to size of the tubs).

9.4 Personal wireless medical devices (e.g. hearing aids, body monitors, insulin/chemo pumps, and artificial limb controls) which can automatically transmit RF energy without operator action must be disabled and if possible left in vehicle or building office.

10.0 QUALITY ASSURANCE AND MONITORING OF DELIVERABLES

All work under this contract shall be monitored by the Contracting Officer, and Primary and Alternate Contracting Officer Representative (COR). The Activity Calibration Coordinator will act as the primary technical representative of the Government. Final inspection and acceptance of all calibration work performed, calibration certificates, and invoices shall be performed by the Primary and Alternate CORs. The Primary and Alternate CORs will formally assess the level of contractor performance and ascribing the extent to which acceptable performance levels have been met.

11.0 GENERAL ACCEPTANCE CRITERIA

General quality measures as set forth below shall be applied to each deliverable received from the contractor under this PWS.

11.1 Accuracy - Deliverables shall be accurate in presentation, technical content, and adherence to accepted elements of style. Any/All Calibration Certificates and WAWF Invoices shall be accurate. Inaccurate Calibration Certificates and WAWF invoices will be rejected and shall be fixed by the contractor prior to resubmission.

11.2 Clarity - Deliverables shall be clear and concise. Any/All Calibration Certificates and WAWF Invoices shall be easy to understand and be relevant to the PWS.

11.3 Consistency to Requirements - All work products must satisfy the requirements of this PWS.

11.4 Timeliness - Deliverables shall be submitted on or before the due date specified in this statement of work or as described in specific tasks or submitted in accordance with a later scheduled date determined by or approved by the Government.

12.0 SECURITY CONSIDERATIONS

12.1 AT Level I training. This standard language is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level I awareness training prior to coming to CAAA. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee to the COR or to the contracting officer, if a COR is not assigned, at least 3 working days prior to coming onsite. AT Level I awareness training is available at the following website: http://jko.jten.mil.

12.2 Access and general protection/security policy and procedures. This standard language is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by the installation Provost Marshal Office, Director of Emergency Services, or Security Office. Contractor workforce must comply with all personal identity verification requirements (CFR clause 52.204-9, Personal Identity Verification of Contract Personnel) as directed by DoD, HQDA and/or local policy. In addition to the changes otherwise authorized by the changes clause of this contract, should the Force Protection Condition (FPCON) at any individual facility or installation change, the Government may require changes in contractor security matters or processes.

12.3 For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated subcontractor employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (Army Directive 2014-05/AR 190-13); applicable installation, facility and area commander installation and facility access and local security policies and procedures (provided by Government representative); or, at OCONUS locations, in accordance with status-of-forces agreements and other theater regulations.

12.4 iWATCH Training. This standard language is for contractor employees with an area of performance within an Army-controlled installation, facility, or area. The contractor and all associated subcontractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed by all Contractor employees coming onsite not less than 3 working days prior to coming onsite.

13.0 ADDITIONAL SAFETY INFORMATION

13.1 The Contractor is advised that they will at times be working inside of buildings that contain explosives. CAAA will mitigate the risk to the Contractor by ensuring explosives remain outside of the immediate area where the contractor is working. Explosive items will be kept as far as reasonably possible away from the Contractor while maintenance/repair work is being performed.

13.2 The Contractor is required to receive a safety briefing outlining all of the possible hazards prior to beginning any work in the building. Contractor shall not start any work prior to receiving this safety briefing. Safety briefings will be given by the Building Supervisor of each explosive-operating building visited.

13.3 Contractors shall wear all PPE required for an explosive area (i.e safety glasses, steel toed shoes). If the contractor does not bring the proper PPE, CAAA shall provide the PPE (i.e. shoe protectors, conductive booties, safety eyewear, etc).

13.4 Contractor shall not bring any electronic smart device into buildings containing explosives (i.e. cell phones, smart watches, fitness trackers, Bluetooth devices, headphones, laptops, printers). These items must be left in vehicle or in the building office.

13.5 Contractor shall not bring any flame producing devices, cigarettes, chewing tobacco, or vape pens into a any CAAA building. No food or drinks will be allowed in the buildings.

13.6 The Contractor shall notify the building Supervisor that they have entered the building and sign the visitors log.

14.0 Contract Point of Contact

Contracting Officer at ACC-RI:

Bryce Willett

(309) 782-5820 Bryce.t.willett.civ@army.mil

Contract Officer Representative (COR):

Brandon Snack, Calibration Coordinator Office (812)854-2791 Cell (812)296-1835 Brandon.l.snack.civ@army.mil