Attachment 1_IMTE Calibration Services Statement of Work.pdf

1. General

1.1. Glossary of Acronyms

1.1.1. ARC NASA Ames Research Center, Moffett Field, CA

1.1.2. TS Entry Systems and Technology Division

1.1.3. TSF Thermophysics Facilities Branch

1.1.4. TSM Thermal Protection Materials Branch

1.1.5. AO Wind Tunnel Operations Division

1.1.6. AFS Aerospace Simulation Research & Development Branch

1.1.7. GFE Government Furnished Equipment

1.1.8. GIDEP Government Industry Data Exchange Program

1.1.9. HTML HyperText Markup Language

1.1.10. IM&TE Inspection, Measurement, and Test Equipment

1.1.11. MAP Measurement Assurance Program

1.1.12. MCWG Metrology and Calibration Working Group

1.1.13. NASA National Aeronautics and Space Administration

1.1.14. NIST National Institute of Standards and Technology

1.1.15. OEM Original Equipment Manufacturer

1.1.16. SOW Statement of Work

1.2. Definitions

1.2.1. Contractor

1.2.2. Employees or agents of the company contracted to perform the work detailed in this Statement of Work (SOW).

1.2.3. Customer

1.2.4. NASA procurement officer responsible for contract award and administration.

1.2.5. IM&TE Custodian

1.2.6. Has greater authority than IM&TE Users with responsibilities as outlined in this SOW.

1.2.7. Has authority over all items listed in section 2.5.2 as well as the ability to add or remove an instrument from the calibration list.

1.2.8. IM&TE User

1.2.9. End user of the instrument being calibrated. This individual is assigned to each instrument and is responsible for the care and storage of the instrument at the Customer's site.

1.2.10. Serviceable

1.2.11. That condition wherein articles and materials have been maintained and repaired in conformance with all applicable contractual specification requirements and all required inspections and tests have been successfully completed.

1.2.12. Subcontractor

1.2.13. Vendor performing the work for the Contractor as detailed in this SOW.

1.3. Introduction

1.3.1. This Statement of Work outlines the requirements necessary to provide calibration and repair services for instruments and tools used by Codes AO (Wind Tunnel Operations Division) AFS (Aerospace Simulation Research & Development Branch), TSF (Thermophysics Facilities Branch), TSM (Thermal Protection Materials Branch), and as listed in the Appendix of this SOW.

1.4. Scope of Work

1.4.1. The primary scope of work includes calibration and repair of electronic, electro-mechanical, mechanical, and optical devices. The disciplines involved include but are not limited to: acoustics, pressure/vacuum, chemical analytical, physical/dimensional, temperature, mechanical, and general electronics.

1.4.2. The types of calibration measurements to be performed include but are not limited to: AC/DC current and voltage, resistance, mass, pressure, temperature, flow, humidity, capacitance, inductance, frequency, torque, and dimensional-flatness, length, angle, optical angle, and thread dimensions.

1.4.3. The current scope of work is contingent upon supporting ~5,900 active pieces of inspection, measurement, PLC Cards, and test equipment (IM&TE) per year. This figure is derived from historical data and may change without advance notice. The majority of IM&TE may be calibrated or repaired at the Contractor’s laboratory; however, a percentage of instrument calibrations must be performed “in-place” due to inherent characteristics that make it impractical to remove and/or transport the IM&TE to a laboratory environment.

1.4.4. Under certain circumstances, the Contractor may decide to have calibration or repair services performed at Subcontractor's facility. This usually occurs with non-standard equipment or due to a sudden influx of instruments with a short turn around time. Also, subcontracting may be necessary whenever expertise and/or parts are not available.

1.4.5. Prior to subcontracting the calibration or repair of instrumentation, the Contractor shall obtain approval from the IM&TE Custodian.

1.4.6. A Subcontractor performing calibration or repair services for the Contractor must comply with Sections 1.5.2 and 1.5.3 of this SOW.

1.4.7. The Contractor shall ensure compliance with the policies and procedures as specified in this SOW.

1.4.8. The Contractor may be required to develop or modify equipment calibration procedures as well as develop and fabricate unique test devices, setups, accessories, or equipment.

1.4.9. The contractor shall enhance process efficiency in requesting calibration services and accessing instrumentation records. Streamlined operations may include vendor apps for rapid scanning of barcoded items to be calibrated or allowing ready access to calibration documentation.

1.4.10. The Contractor may be required to refurbish, install, or program process monitoring instrumentation.

1.4.11. When required, the Contractor shall provide methods, uncertainty, statistical methods, and interval analysis as well as measurement automation, measurement consultation, and identification of emerging measurement needs.

1.5. General Conditions

1.5.1. During contract performance, the Contractor may be subject to an audit review to ensure compliance to this SOW.

1.5.2. Compliance

1.5.3. ISO 9001/ASQC Q9001

1.5.4. ANSI/NCSL Z540.1-1994

1.5.5. ANSI/NCSL Z540.3-2006

1.5.6. NASA-STD 8739.12 Metrology and Calibration

1.5.7. APR 8715.1 Ames Health and Safety Manual

1.5.8. Accreditation

1.5.9. ANSI/ISO/IEC 17025:2000

1.6. References and Standards

1.6.1. The Contractor shall have a calibration facility that has primary standards capability one step removed from the National Institute of Standards (NIST) in electronic and mechanical measurement.

1.6.2. Upon certification failure of a primary standard, the Contractor shall notify the Customer within 24 hours.

1.6.3. The Customer retains the right to inspect all calibration standards, of the Contractor or its Subcontractor, at any time to verify that no standards are being used that are overdue for calibration.

1.6.4. The Contractor shall maintain Customer-furnished OEM and Customer-developed calibration and maintenance manuals of IM&TE. These manuals shall be returned to the Customer at the conclusion of the contract.

1.6.5. The Contractor shall maintain any GFE on loan to the Contractor. All GFE must be returned to the Customer at the conclusion of the contract or when requested by the Customer.

1.7. Handling

1.7.1. The Contractor shall ensure, and be held liable for, the safety of instrumentation and documentation during pickup, shipping, or delivery by the Contractor or any third party contracted by the Contractor.

Instrumentation shall be returned in as-found condition, including packaging.

2. Service

2.1. General Requirements

2.1.1. The Contractor shall work from schematics, sketches, OEM procedures, and procedures generated by the Customer. This information shall be documented and easily accessible for each instrument. Enhance process efficiency in requesting calibration services and accessing instrumentation records is encouraged.

2.1.2. The Contractor shall prepare and maintain records of all maintenance, repairs, inspections, and tests performed as well as all written and verbal correspondence pertaining to the instrument for the duration of the contract.

2.1.3. These records shall be appropriate for the type, scope, and significance of the work/inspection performed and sufficient in detail to provide for complete verification and evaluation. These records shall be provided to the Customer when requested.

2.1.4. The Contractor may use undocumented written and/or oral instructions to clarify work on an item, but this information shall then be documented by the Contractor. Undocumented written and/or oral instructions may only be provided by IM&TE Custodians.

2.1.5. If requested, the Contractor shall manage the records of instrumentation calibrated in-house by the Customer or by another third party contracted by the Customer.

2.1.6. The Contractor shall be able to use preexisting asset numbers or stickers for instrumentation.

2.2. Calibration

2.2.1. If the Contractor is unable to obtain calibration instructions or manuals for the IM&TE from the OEM, then the Contractor must create and document calibration procedures. Written approval of these procedures must be obtained from the Customer prior to implementation.

2.2.2. Working standards with the maximum practical accuracy ratio shall be used. Accuracy ratios shall be no lower than 4 to 1 unless written justification is approved by the IM&TE Custodian.

2.2.3. The contractor shall test the performance of instruments and adjust them for proper operation utilizing volt/ohm-meters, frequency meters, auto collimators, alignment telescopes, and other similar test equipment required to meet calibration standards listed in this SOW.

2.2.4. The Customer may specify calibration tolerances outside of the OEM's original specifications.

2.2.5. In the event an instrument fails calibration, a detailed report shall be generated describing the issues with the instrument, including as received and post calibration data.

2.2.6. A limited calibration may be performed, at the discretion of the IM&TE Custodian, for the following reasons:

2.2.7. Instrumentation cannot be made to meet all specifications

2.2.8. Certain functions have not been calibrated or have not been calibrated to full specification.

2.2.9. When the manufacturer's specifications are unknown.

2.2.10. When calibration to the full OEM specification is unnecessary for Customer requirements.

2.2.11. Calibration costs outside of the contracted expense for services must be approved by the IM&TE Custodian or User.

2.3. Repair and Modification

2.3.1. All IM&TE shall be maintained and repaired to ensure compliance with original equipment performance specifications.

2.3.2. The Contractor or its Subcontractor may modify instruments, in accordance with the OEM, to improve operating characteristics or to rectify design defects, but written approval must be sought from the IM&TE Custodian.

2.3.3. In the event an instrument fails calibration and requires repair, the Contractor shall inform the IM&TE Custodian within a period of 2 business days.

2.3.4. Timely repair shall be defined by the Contractor and approved by the IM&TE Custodian for off nominal repairs.

2.3.5. The Contractor shall maintain an adequate working stock of parts to perform timely repair of common test instruments routinely calibrated or repaired.

2.3.6. Repair and maintenance costs outside of the contracted expense for services must be approved by the IM&TE Custodian or User.

2.4. Customer Related Programs

2.4.1. The Contractor may, at the discretion of the Customer, be required to participate in various NASA Measurement Assurance Programs (MAP).

MAP is a technique in which participant measures, using well-defined procedures, an artifact provided by the MAP's pivot lab. After comparing the artifact to local laboratory standards, the participant assigns it a characteristic value. The pivot laboratory then compares the participants' results to the pivot laboratory's own measurement results for that artifact. The participating laboratory receives a report stating the systematic and random error components of its measurement process.

2.4.2. The Contractor may, at the discretion of the Customer, be required to participate in the following metrology-related activities:

2.4.3. The Contractor shall participate in the Metrology and

Calibration Working Group (MCWG). This group is composed of representatives of all calibration contractors at NASA centers. The Contractor shall travel to participate in the annual meetings at the Customer's direction.

2.4.4. The Contractor shall participate in the Government Industry Data Exchange Program (GIDEP). ARC is a participant in

GIDEP.

2.5. Instrumentation Database

2.5.1. The Contractor shall provide an instrumentation database accessible through the Internet or app with appropriate security preventing another party from viewing or modifying its content or format.

2.5.2. The Customer shall be able to modify any field in the database through administrative privileges or through a representative of the Contractor.

2.5.3. Calibration records accessible on the database shall be maintained to be accurate and complete by the Contractor.

2.5.4. The database shall have the ability to include Customer calibrated instruments and their certificates generated by another party or the Customer, at the discretion of the Customer. The information and documentation will be provided to and managed by the Contractor.

2.5.5. Fields shall include, but are not limited to:

2.5.6. Asset Number

2.5.7. Current Asset Number

2.5.8. NASA Asset Number

2.5.9. Instrument Information

2.5.10. Manufacturer

2.5.11. Model

2.5.12. Serial Number

2.5.13. Item Description

2.5.14. Location and Responsibility

2.5.15. IM&TE Custodian Name

2.5.16. Notification Method (e-mail, phone, or both)

2.5.17. IM&TE User Name

2.5.18. Notification Method (e-mail, phone, or both)

2.5.19. Building/Room

2.5.20. Pickup/Delivery Location

2.5.21. Branch Code (i.e. AO, AOO, AOI, AOX, TSF, TSM)

2.5.22. Space should be provided for a minimum of four

characters.

2.5.23. Calibration Information

2.5.24. Calibration Date

2.5.25. Calibration Due Date

2.5.26. This shall be queried by day, month, and/or year.

2.5.27. Certificate Number

2.5.28. Calibration Limits/Modification Calibration

Certificate and Data

2.5.29. Reference the Appendix for data requirements

beyond a standard calibration certificate.

2.5.30. Recall Status

2.5.31. Required Turnaround

2.5.32. Calibration Interval

2.5.33. Automatic Calibration Interval Adjustment

2.5.34. User Calibration (Y/N)

2.5.35. Third Party Calibration Required (Y/N)

2.5.36. GEP Required (Y/N)

2.5.37. On-site Calibration Required (Y/N)

2.5.38. Received By

2.5.39. Date and Time Received

2.5.40. Current Status

2.5.41. Estimated Date of Completion

2.5.42. Actual Date of Completion

2.5.43. Documentation

2.5.44. Calibration Procedure

2.5.45. Standard Reports

2.5.46. Several automatic reports (including automated

Out of Tolerance reports) shall be accessible to the Customer

2.5.47. Due/Overdue for Calibration

2.5.48. Due instruments are those needing calibration

within one month.

2.5.49. Overdue for Calibration

2.5.50. Customer definable fields for queries.

2.5.51. The Customer shall be able to either edit the database fields with administrative privileges or request modification of the database by the Contractor.

2.5.52. One-week turnaround minimum on database modifications.

2.5.53. 24-hour 7 day a week online database access with no noticeable disruption of service.

2.5.54. Scanned copies of original calibration certificate shall be available online.

2.5.55. As received and as calibrated data shall be shown as required (ref. Appendix A and B)

2.5.56. All statistics shall be shown as required (ref. Appendix A and B). The data shall be able to be downloaded in tab-delimited text format, non-image PDF, or Excel spreadsheet format.

3. Execution

3.1. General Requirements

3.1.1. The Contractor shall perform the requirements of this SOW in a competent and timely manner with due regard for economy, efficiency, and safety.

3.1.2. If any job is considered by the Contractor to be outside the scope of the contractual obligation, the Contractor shall refer such questions to the IM&TE Custodian or User for resolution prior to commencing the task.

3.1.3. An instrument's calibration turnaround, as agreed upon by the Customer and Contractor, shall be met. If there is an issue with the completion of the calibration, the IM&TE User and Custodian must be contacted.

3.1.4. The Contractor shall maintain, in good working order, all tools and equipment, whether GFE or Contractor furnished.

3.1.5. If at any time, any government furnished equipment, or tool, is determined to be unsatisfactory or unsuitable for the performance of the task, the IM&TE Custodian or User reserves the right to direct the Contractor to recondition or replace it, and the Contractor shall promptly recondition or replace the faulty equipment or tool.

3.1.6. The Contractor shall ensure that sufficient qualified and trained personnel are assigned to the contract to maintain continuity of schedule and emergency services in the event of unscheduled absences due to illness, vacation, injury, resignation, or other leave.

3.1.7. The Contractor may be required to perform services at times other than during the normal work week, such as after normal work hours, weekends, or holidays.

3.1.8. Requirements for these services shall be coordinated between the IM&TE Custodian or User prior to their performance.

3.1.9. The Contractor, if requested by the Customer, shall train other contract and/or government personnel in the equipment, techniques, methods, and processes that the Contractor utilizes, or expects to utilize in the performance of this SOW.

3.1.10. Automatic adjustments to the calibration intervals of certain instruments may be required for instruments deviating from their calibrated settings or that have been repaired. The formula will be provided by the Customer (ref. Appendix A and B).

3.1.11. The Contractor shall provide all necessary management, personnel, facilities, tools, equipment (except for GFE), and replacement parts and materials that are required to perform the tasks of this SOW. The services shall be performed during the time periods specified in the contract and shall include regularly scheduled maintenance services, emergency maintenance service, and all stocking of replacement parts and materials required to maintain each instrument. All IM&TE shall be maintained and repaired to ensure compliance with original equipment performance and specifications.

3.1.12. The Contractor shall pickup instrumentation on a weekly basis every Tuesday and Thursday, or within one business day of notification, excluding government holidays at the sites located in section

3.2. Identification

3.2.1. Calibration

3.2.2. The Contractor shall affix to all instruments a readily visible calibration sticker showing the asset number, last calibration date, and the next calibration due date. In some cases the IM&TE User may need to designate the label location in advance to eliminate field mounting label visibility issues.

3.2.3. The limited calibration label shall identify the instrument as having a limited calibration and show the asset number, date of calibration, due date, and a brief description of the limitation (ref. 2.2.6).

3.2.4. Seals shall be affixed where needed on calibrated instruments to inhibit or detect unauthorized access to an instrument. If the seal is broken upon receipt, it should be noted in the calibration report.

3.2.5. Repair or Maintenance

3.2.6. Articles and materials maintained and repaired shall be accompanied by a tag, label, certificate, or similar device (whenever practical) stating that the concerned articles and materials are serviceable.

3.2.7. Such tag, label, certificate, or instrument shall be verified by the Contractor inspection/quality organization by means of a signature and/or quality stamp and shall be dated.

3.3. Pickup and Delivery

3.3.1. There will be single pickup and delivery location for hardware located within each of the following buildings at NASA Ames Research Center:

3.3.2. N207 (Balance Calibration Lab), N223, N227A (AOO/AOI), N234 (TSF), N238 (TSF), N242 (TSM), N260 (AOX)

3.3.3. Notification

3.3.4. The Contractor shall use the most recent pickup/delivery location identified on the instrument database

3.3.5. The Contractor shall be able to manage correspondence with multiple IM&TE User contacts.

3.3.6. The Contractor shall notify IM&TE Users via e-mail two months, one month, and one week prior to the instrument's calibration deadline.

3.3.7. If the instrument has not been received by the Contractor prior to one week after the expiration of the calibration deadline, then the Contractor shall notify the IM&TE Custodian.

3.3.8. The Contractor shall include calibrations performed by the Customer in their notification.

3.3.9. If the Contractor has not received documentation of the Customer calibration within one month, the Contractor shall contact the IM&TE custodian.

3.3.10. The IM&TE User or Custodian shall be able to drop off instruments in the locations listed in section 3.3.1 that are not listed as being due for calibration.

3.3.11. No notice on the part of the Customer shall be required.

3.3.12. Tracking documentation listed in section 3.5 shall be modified to provide a record of its pickup.

3.3.13. Upon completion of calibration, the Contractor shall notify the IM&TE Users when the instrument may be picked up from the delivery location.

3.4. Emergency Calibrations

3.4.1. Notification

3.4.2. A maximum of a 24-hour turnaround is required for calibrations classified as "emergency".

3.4.3. The IM&TE Custodian will notify the Contractor via phone, e-mail, or online Contractor sponsored interface.

3.4.4. The Contractor shall notify the IM&TE User via phone and e-mail upon completion of the calibration and when the instrument may be picked up from the delivery location.

3.5. Tracking Documentation

3.5.1. The Contractor shall provide a soft and hard copy record for the Customer of all instrumentation picked up and delivered.

3.5.2. The record shall be provided on site at the time of the pickup and delivery.

3.5.3. The record shall identify each instrument by an asset number and a brief description.

3.5.4. The Contractor shall track instrumentation from pickup through delivery and provide timely updates

3.6. Performance Report

3.6.1. The Contractor shall make available a monthly online report showing the following:

3.6.2. Total units processed to date

3.6.3. Total of units submitted in reporting period

3.6.4. Total on-site calibrations and repairs

3.6.5. Total off-site calibrations and repairs

3.6.6. Total number of third party calibration and/or repairs

3.6.7. Average estimated completion time versus average actual completion time

3.6.8. Total cost accrued for the respective month and all monthly totals trended relative to the agreements cost ceiling.

3.7. Document Retention

3.7.1. All data, certificates, and related documentation shall be retained indefinitely by the Contractor or until otherwise specified by the Customer.

4. Warranty and Work Acceptance

4.1. Warranty

4.1.1. The Contractor shall warrant to the Customer that all materials and workmanship furnished under this statement of work shall be of good quality and in conformance with the requirements of this document. All work not conforming to these requirements shall be considered defective.

4.1.2. The Contractor shall indicate in the proposal the details of the warranty provided. The Customer shall establish a time period for inspection of the work within the contract guarantee period. The Contractor shall comply with the warranty requirements at no additional cost to the Customer.

4.2. Work Acceptance

4.2.1. The Contractor shall correct all work rejected by the Customer as failing to conform to this statement of work.

5. Appendices

5.1.1 Code AOO Equipment List

5.1.2 Code AOI Equipment List

5.1.3 Code AOX Equipment List

5.1.4 Code TSF Equipment List

5.1.5 Code TSM Equipment List

5.1.6 Code AFS Equipment List