Attachment 0001 - PWS Spectroscopy System PM and OQ (Calibration) Repairs.pdf

PERFORMANCE WORK STATEMENT

Crane Army Ammunition Activity

2025 CAAA Chem Lab’s FTIR Spectroscopy PREVENTATIVE MAINTENANCE, INSTRUMENT QUALIFICATION AND EMERGENCY SERVICE CONTRACT

30 APR 2025

DESCRIPTION OF REQUIREMENT. Crane Army Ammunition Activity (CAAA), Crane, IN, has a requirement to obtain a preventive maintenance (PM) operational qualification (OQ) and emergency service agreement for CAAA’s Chem Lab Fourier Transform InfraRed (FTIR) spectroscopy system. The PM/OQ and repair services will be in direct support of production and manufacturing of ammunition products.

1.0 OBJECTIVE. A key mission of the Chem Lab is to provide advanced instrumental testing for materials for all CAAA commodities and divisions. CAAA does not have the technical expertise to perform detailed maintenance and repair for its advanced FTIR spectroscopy equipment. This service must be performed by a factory trained, certified technician. The objective of this PWS is to obtain a contract to provide PM/OQ and emergency service for CAAA Chem Lab’s FTIR spectroscopy equipment.

2.0 SCOPE. The scope of this effort includes services necessary to provide a full range of PM/OQ and support on the FTIR system identified below. Primarily, services provided will focus on the hardware components but also include software applications/updates as well.

2.1 The FTIR system is made of 2 major parts. The Spectrum 3 FTIR bench is the portion of the system that makes the light and the Spotlight 400 FTIR Microscope is the microscope component. Under each major part there is an accessory piece that will require a performance check but would need to be replaced if presented with issues.

2.1.1 Spotlight 400 SP3 DTGS FTIR system - Serial Number: 124877-124570

2.1.1.1 Part 1 - Spectrum 3 FTIR bench Serial Number: 124570 (Part No. L1280171)

2.1.1.1.1 With KRS5 UATR (for performance checks only – not

covered by repair service)

2.1.1.2 Part 2 - Spotlight 400 FTIR Microscope Serial Number: 124877 (Part No. L1860090)

2.1.1.2.1 ATR Imaging Accessory Serial Number: 124575

2.1.1.3 Preventive Maintenance and Software update service.

2.1.1.4 Universal Operational Qualification service.

2.1.1.5 Emergency Repair services.

2.2 Any contract resulting from this Performance Work Statement (PWS) may be modified at any time to accommodate hardware and software system changes that affect the FTIR spectroscopy application/technique/systems and/or calibration data requirements.

3.0 PLACE OF PERFORMANCE.

W53W9L Crane Army Ammunition Activity 300 Highway 361 Crane IN 47522-5001

BLDG 3295

4.0 FACILITY ACCESS. The contractor will be granted access to the physical location identified in section 3.0. The Contractor shall access the installation through the Visitors Center and the Crane Gate. The CAAA COR or other AQA personnel will escort the contractor to the building where the instrument is located. The contractor will provide transportation for the technician(s) and equipment required to perform service.

5.0 PERIOD OF PERFORMANCE. This contract shall cover one (1) year of service and a possible one (1) option year. Within fourteen (14) days from notice of award, the contractor will contact the Contracting Officer Representative (COR) to establish the schedule of service.

6.0 SERVICE REQUIREMENTS. This instrumental system contains unique, proprietary hardware/software that cannot be serviced by outside individuals or companies. All service and repairs to the instrument will be performed by factory trained technicians and authorized FTIR spectroscopy specialists.

6.1 The contractor shall provide one (1) PM/OQ service visit per annual period of performance for the system identified in section 2.1.

6.1.1 The contractor shall provide this technical service within the scope of the

PWS.

6.1.2 PM/OQ service will be scheduled within 30 days of the anniversary of the previous contractor performed PM service.

6.1.3 All consumable preventive maintenance supplies (solvents, wipes, etc) shall be furnished by the contractor and included in the contract.

6.1.4 Should the equipment fail qualification tests, or routine inspection indicates a need for a preventative replacement, the contractor shall forward a cost estimate for the repair service to CAAA’s QC Chemist and the Contracting Officer. The cost estimate shall include a list of parts, labor and details outlining what is and is not covered (free) in the contracted emergency services package.

6.2 Preventative maintenance and operational qualification (PM/OQ) services shall be in compliance with ISO 17025 and USP protocols as applicable. All standards or reference materials must be certified NIST materials or traceable equivalent.

6.3 Accredited, endorsed qualification certificate and preventative maintenance reports shall be provided for all components of the system (2.1) upon completion of service or repair.

6.4 Contractor shall provide verification sticker/label for each component of the system (2.1) upon completion of service or repair.

6.5 Contractor shall respond to emergency requests in a timely manner (email or phone response within 48 hours or 2 business days).

6.6 The Contractor shall notify the Contracting Officer of any return visits needed to repair the instruments to a fully operational condition. The Contractor shall get approval from the Contracting Officer PRIOR to return to CAAA and installation of the parts.

6.7 The contractor shall provide unlimited emergency repair service visits, non-consumable parts, labor, travel and remote/phone support during the contract period.

6.8 The contract shall cover all non-consumable instrument parts, labor, travel, and for all required site visits. Any consumable parts (not covered in contract) identified as failing/in need of repair during inspection will be quoted and submitted to the Contracting Officer for purchase approval PRIOR to order, installation, or continuation of repair. Contractor will provide a list of parts considered “consumable” upon request.

6.9 The contractor shall provide software updates, repair, and support. Updates are to be installed when Contractor is on site, or provided as they are released on CD, DVD, or Thumb drive and mailed to the following address:

Crane Army Ammunition Activity B148 ATTN Elaina Hughbanks B2167 300 Hwy 361 Crane, IN 47522-5001

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

7.1 Preventative Maintenance/ Operational Qualification will include at minimum:

7.1.1 Spectrum 3 Spectrometer bench

7.1.1.1 General checks for correct appearance (clean) and operation -

Source and Source mirror, Beam Splitter, Optical Unit Windows, Mirrors. Check and clean PSU Cooling Fan.

7.1.1.2 Check desiccant life, change if spent.

7.1.1.3 Diagnostic tests for correct operation of components - PSU output values, Laser Amplitude, Alignment of Solenoids, Igram Peak Values, IR Energy Output; optimize or recalibrate as needed and retest as required.

7.1.1.4 Performance tests - Signal to Noise Ratio of Detectors, Error on Calibration Peak for MIR, NIRA Performance Test, System Suitability Test for instrument accessories (UATR PODS);

optimize and retest as required.

7.1.2 KRS5 UATR Accessory

7.1.2.1 Check energy and signal to noise ratio of the objective.

7.1.2.2 Collect polystyrene spectrum and compare to standard spectrum.

7.1.3 Spotlight 400 Microscope

7.1.3.1 General checks for correct appearance (clean) and operation –

Stage, stage controls, Cassegrains,

7.1.3.2 Performance tests - check Signal to Noise Ratio on all detectors

(array and single element) in transmission and reflectance.

Optimize and retest as required.

7.1.3.3 Performance tests - check for Cut-off and Linearity on array detector for large and small pixels.

7.1.3.4 Collect polystyrene standard and compare to standard spectrum.

7.1.4 ATR Imaging Accessory

7.1.4.1 Visual inspection of diamond surface.

7.1.4.2 Performance tests as prescribed in PerkinElmer UPM protocols.

7.1.5 IR Software

7.1.5.1 Install most recent updates and patches to all software programs utilized by the instrument system.

7.2 Emergency repair will include at minimum:

7.2.1 Assessment of the current state of the instrument and determination of repairs needed.

7.2.2 Repair and return of instrument to fully operational condition, including software updates and/or patches.

7.2.3 Performance verification tests (see 7.1 above) needed to verify the instrument is fully operational.

7.3 Documentation. The following are required:

7.3.1 Upon completion of the Preventive Maintenance or emergency repair assessment, the assigned technician/service engineer will provide documentation of findings and recommendations.

7.3.2 The Contractor shall provide a PM/OQ Service Report within five (5) working days to the CAAA Chemist and COR after each onsite visit.

7.3.3 The Contractor shall notify the COR, listed in the contract, and the AQA Chemist seven (7) calendar days prior to routine onsite PM/OQ visits and/or twenty-four (24) hours prior to an emergency/return repair visit. The Contractor shall provide the arrival date and time so that appropriate work permits can be issued to the Contractor.

7.3.4 The Contractor shall provide visitor pass forms to the COR, listed in the contract, seven (7) calendar days prior to routine onsite PM/OQ visits and/or twenty-four (24) hours prior to an emergency repair visit.

8.0 DELIVERY SCHEDULE.

Deliverable

Deliverable Due Date PM/Repair Service and Calibration Reports (contractor)

Within 5 working days after onsite visit

Email notification to COR and Chemist before each onsite visit (contractor)

7 calendar days prior to routine onsite PM visit; 24 hours prior to emergency repair visit

Visitor pass forms to COR (contractor) 7 calendar days prior to routine onsite PM visit; 24 hours prior to emergency repair visit Reply to Emergency Repair Request Within 2 working days (48 hours) of request

Preventative Maintenance and Calibration Service

Annually, within 1 month of the previous calibration service visit.

Telephone Technical Support Service M-F 8AM-4PM EST

8.1 The contractor shall notify CAAA’s Chemist, or the Laboratory QAS, as soon as it becomes apparent if a scheduled visit must be moved. The contractor must include in the notification the rationale for late delivery of service and the expected date for the new delivery of service.

8.2 The Contracting Officer (with the input of the Chemist) will review the notice 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 PSW. See section 7.0.

9.2 The contractor shall provide a single point of contact that shall serve as the Service Manager for the life of the contract.

10.0 QUALITY ASSURANCE AND MONITORING OF DELIVERABLES

10.1 All work under this contract shall be monitored by the Contracting Officer and COR(s).

10.2 The Chem Lab representative (AQA Chemist) will act as the primary technical representative of the Government.

10.3 The CORs will formally assess the level of contractor performance and ascribing the extent to which acceptable performance levels have been met.

11.0 SECURITY CONSIDERATIONS

11.1 AT Level I training. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled access areas shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. 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, within 5 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: http://jko.jten.mil.

11.2 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.

11.3 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.

11.4 iWATCH Training. 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 within 30 calendar days of contract award and within 5 calendar days of new employees commencing performance, with the results reported to the COR NLT 45 calendar days after contract award.

11.5 For contracts that require OPSEC Training. Per AR 530-1, Operations Security, the contractor employees must complete Level I OPSEC Awareness training.

New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter.

12.0 ADDITIONAL SAFETY INFORMATION

12.1 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 http://jko.jten.mil/ as far as reasonably possible away from the Contractor while maintenance/repair work is being performed.

12.2 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.

12.3 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).

12.4 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.

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

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

13.0 CONTRACT POINT OF CONTACT

Contracting Officer Representative (COR) Technical POC: Elaina Hughbanks, elaina.d.hughbanks.civ@army.mil, (812) 854-4572

Contracting Officer Representative (COR) Technical POC: Bridgette Bundy, bridgette.m.bundy.civ@army.mil, (812) 854-4610 mailto:elaina.d.hughbanks.civ@army.mil mailto:bridgette.m.bundy.civ@army.mil

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

This Performance Requirements Summary includes performance standards. The Government will use these standards to exercise surveillance, determine contractor performance, and shall compare contractor performance to the Acceptable Quality Level (AQL).

Performance Evaluation. Performance of a service will be evaluated to determine whether or not it meets the performance threshold. The contractor shall provide the Government a written response as to why the performance threshold was not met, how performance will be returned to acceptable levels, and how recurrence of the cause will be prevented in the future. When documentation does not meet performance thresholds, revising and resubmitting the documentation at no cost to the Government is the preferred method for correcting unacceptable performance.

Performance Objectives, Indicators, Thresholds, and Surveillance Methods. The services required by the contractor are summarized into performance objectives and indicators, along with the minimum standards that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Note 1: Positive incentives for meeting or exceeding the expected standards or performance may result in an above average rating in the Contractor’s past performance evaluation at the end of the contract performance period. Negative performance will be reflected on the Contractor’s past performance evaluation.

PERFORMANCE

OBJECTIVE

STANDARD PERFORMANCE

THRESHOLD

ACCEPTABLE

QUALITY

LEVELS (AQLs)

METHODS OF

SURVEILLANCE

The Contractor shall provide contract deliverables in accordance with the instructions in the PWS

Accurate, timely, and complete IAW PWS

One time deliverable:

100%

Inspections, observations and employee/customer feedback

IAW PWS 6.1 The contractor shall provide one (1) PM/OQ service visit per annual period of performance for the system identified in section 2.1.

One time deliverable:

100% observation and employee/customer feedback

IAW PWS 6.1.3

All consumable preventive maintenance supplies (solvents, wipes, etc) shall be furnished by the contractor and included in the contract.

Satisfactory or higher

Random checks, observations, inspections, complaints and review of those records and files

IAW PWS 6.1.4 Should the equipment fail qualification tests, or routine inspection indicates a need for a preventative

100% of the time Random checks, inspections replacement, the contractor shall forward a cost estimate for the repair service to CAAA’s QC Chemist and the Contracting Officer. The cost estimate shall include a list of parts, labor and details outlining what is and is not covered (free) in the contracted emergency services package.

IAW PWS 6.2 Preventative maintenance and operational qualification (PM/OQ) services shall be in compliance with ISO 17025 and USP protocols as applicable. All standards or reference materials must be certified NIST materials or traceable equivalent.

100% of the time Random checks, observations, inspections

IAW PWS 6.3 Accredited, endorsed qualification certificate and preventative maintenance reports shall be provided for all components of the system (2.1) upon completion of service or repair.

100% of the time Observations, inspections

IAW PWS 6.4 Contractor shall provide verification sticker/label for each component of the system (2.1) upon completion of service or repair.

100% of the time Observations, inspections

IAW PWS 6.5 Contractor shall respond to emergency requests in a timely manner (email or phone response within 48 hours or 2 business days).

100% of the time Observations

IAW PWS 6.6 The Contractor shall notify the Contracting Officer of any return visits needed to repair the instruments to a fully operational condition. The Contractor shall get approval from the Contracting Officer PRIOR to return to CAAA and installation of the parts.

100% of the time Random checks, observations, inspections

IAW PWS 6.8 The contract shall cover all non-consumable instrument parts, labor, travel, and for all required site visits. Any consumable parts (not covered in contract) identified

100% of the time Random checks, as failing/in need of repair during inspection will be quoted and submitted to the Contracting Officer for purchase approval PRIOR to order, installation, or continuation of repair.

Contractor will provide a list of parts considered “consumable” upon request.

IAW PWS 6.9 The contractor shall provide software updates, repair, and support. Updates are to be installed when Contractor is on site, or provided as they are released on CD, DVD, or Thumb drive and mailed in accordance with the PWS

100% of the time Random checks, The evaluation ratings are as follows:

Very Good - Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the task and sub-task being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

Satisfactory - Performance meets contractual requirements. The contractual performance of the task and sub-task contain some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal - Performance does not meet some contractual requirements. The contractual performance of the task and sub-task being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the task or sub-task contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.