Attachment 1 - PWS ISO Surveillance.pdf

PERFORMANCE WORK STATEMENT (PWS)

ISO Surveillance, Certification and Re-Certification Audit Services For

Defense Logistics Agency (DLA) Distribution, Anniston, AL

SECTION C: INTRODUCTION

1.0 Background.

The Defense Logistics Agency (DLA) is the largest logistics support agency in the United States (U.S.) Department of Defense (DoD). The DLA Director reports to the Under Secretary of Defense for Acquisition, Technology and Logistics (USD AT&L) through the Assistant Secretary of Defense for Logistics and Materiel Readiness (ASD L&MR). DLA provides worldwide logistics support, acquisition, and technical services the military services, other federal and civilian agencies, and partner nations in peacetime and wartime.

DLA Distribution, Alabama (DDAA) is a tenant organization located on the Anniston Army Depot (ANAD) in Anniston, Alabama. DDAA provides distribution services for combat weapons systems, small arms weapons, and missile systems for all services. It maintains material to support weapons and combat systems, including radioactive, hazardous, consumables, major end items, and secondary repair parts. DDAA is responsible for the receipt, storage, issue, packing, preservation, and transportation of items on ANAD. Items such as tanks, armored vehicles, small arms packaging, and storage, along with equipment parts to support ANAD’s rebuild efforts are among these items. DDAA employs approximately 240 personnel and manages approximately 47 buildings. Most of these buildings are warehousing operations that include small levels of Hazardous Material (HAZMAT) hazmat storage areas. Management of preservation processing of armor vehicles, a wooden storage box manufacturing facility, and radiological storage are the primary focus of the DDAA mission.

DDAA is required to adhere to ANAD’s safety requirements and environmental permits, and, to the ANAD Environmental Management System (EMS). Additionally, DDAA is required to adhere to the Federal Resource Conservation and Recovery Act, the National Pollution Discharge Elimination System Program, and maintain permits under Title V of the Federal Clean Air Act. DDAA does not hold separate Alabama Department of Environmental Management (ADEM) permits. Consequently, DDAA attained its International Organization for Standardization (lS0) 14001:2004 Environmental Management System (EMS) certification in December 2014 (Certification # C0228599-EM1).

DDAA transitioned the ISO 14001:2004 certification over to an ISO 14001:2015 certification via a Re-Certification Audit in November 2017 and currently been re-certified in August 2020 (Certificate # QSR-EMS-109). DDAA is also certified with International Organization for Standardization (lS0) 45001:2018 Occupational Health and Safety (OH&S) Management System in October 2020 (Certification # SMS-003). The audit process will take place over a three (3) year period and must be verified by a series of annual surveillance audits that will culminate with Re-Certification audits at the end of the three (3) year period. A certified Exemplar Global, International Register of Certificated Auditors (IRCA), or Board of Environmental, Health, and Safety Auditor Certifications (BEAC) Lead Auditor must conduct all audits.

2.0 Objective/Purpose.

The ISO Surveillance and Re-Certification Audits conducted under this contract will help to ensure that DDAA successfully maintains the ISO 14001:2015 and 45001:2018 Certifications.

SECTION C-1: GENERAL CONDITIONS AND REQUIREMENTS

1.0 Scope of Work.

1.1 Scope.

This Scope of Work shall encompass ISO 14001:2015, and ISO 45001:2018 Surveillance and Re-Certification audits for DDAA. DDAA is currently ISO 14001:2015 registered (Certification # QSR-EMS-109) and ISO 45001:2018 registered (Certification # SMS-003) with the Quality Systems Registrars, Inc., (QSR) as the registrar. This Performance Work Statement (PWS) defines the tasks required to provide the ISO Re-Certification and Audits for DDAA to successfully maintain ISO 14001:2015 and ISO 45001:2018 Certifications.

1.2 Description of Services.

The Contractor shall provide all supervision/management, personnel, facilities, travel, equipment, tools, supplies, materials, and other items and non-personal services necessary to perform the ISO Surveillance and Re-Certification Audits defined in this PWS.

The Government may provide technical direction, which will assist the Contractor in accomplishing the work detailed in the PWS; however, the Government will not control the methods used by the Contractor to perform the service requirements set forth in the PWS. The Contractor shall submit to the Contracting Officer's Representative (COR) all documentation generated as a result of these services.

1.3 General Operating Conditions and Requirements.

1.3.1 Place of Performance. The primary place of performance for work performed under this

Contract shall be at DDAA in Anniston, AL.

1.3.2 Period of Performance. The base contract Period of Performance (POP) will begin in December 2021 and will be in effect for 3 years from the actual date of contract award.

Subsequent task orders issued during the base contract period of performance will dictate specific performance periods associated with the action required.

1.3.3 Federal Holidays.

A. Federal holidays generally observed by Government personnel include the following:

Observed Federal Holidays

New Year’s Day Labor Day Martin Luther King Day Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

B. If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. The Contractor shall not be required to perform services on these days.

C. In the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed for a regularly scheduled workday, the COR, in conjunction with the KO and/or the Contract Specialist, will determine and advise the Contractor on whether services are required for that day.

1.3.4 Hours of Operation and Access to the Host Installation.

A. The normal hours of operation for performing the Surveillance and Re-Certification

Audits are Monday through Friday, 0700-1530, excluding Federal Holidays. Contractor personnel shall be on site during the normal hours of operation. Should the need arise, the Contractor shall coordinate, in advance when possible, any requests to work outside of the core duty hours with the COR.

B. The Government understands that situations, such as a power outage, may require work to be performed outside of the normal hours of operation. Should the need arise, the Contractor shall coordinate, in advance when possible, any requests to work outside of the core duty hours with the COR.

C. Due to changing traffic requirements brought on by construction, changing missions, and security concerns within the Host Installation, access to the Host Installation is subject to change, sometimes with little or no warning. Inbound and outbound traffic restrictions exist.

1.4 Government Interaction.

A. Contracting Officer (KO) and Contracting Officer’s Representative (COR). The

Contractor’s primary interaction with the Government shall be through the Contracting Officer (KO) and the Contracting Officer’s Representative (COR). The COR will be identified by a separate letter. The COR monitors all technical aspects of the contract. The COR is authorized to perform the following functions:

1. Provide the primary interface between the Contractor and DDAA Headquarters.

2. Ensure that the Contractor performs the technical requirements of the contract.

3. Perform inspections necessary in connection with contract performance.

4. Maintain written and oral communications with the Contractor concerning technical aspects of the contract.

5. Monitor the Contractor's performance, conduct quality assurance evaluations, and notify the KO, and Contractor of any efficiencies and deficiencies.

6. Provide access and site entry of Contractor personnel.

A letter of designation issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially regarding changes in cost or price and estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the contract.

B. The Government and the Contractor will have personnel working in the same area. The

Government will provide general instructions on limitations.

C. All contract personnel attending meetings, answering Government telephones, corresponding by e-mail, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of the members of the public that they are Government officials. All Contractor employees shall wear required Government ID badges, conspicuously on his or her outer clothing above the waist at all times and shall identify themselves as Contractors while in the workplace and at meetings. Contractor personnel may also wear distinctive clothing bearing the name of the company and/or badges that contain the company name and Contractor personnel name.

During performance of the service requirements set forth in this PWS, all Contractor personnel shall introduce themselves or shall ensure they are introduced as Contractor personnel.

Contractor personnel identification shall not be substituted for DoD required passes or badges.

1.5 Resource Requirements.

1.5.1 Key Personnel. The Contractor shall provide competent Lead Auditors with 10 years of experience, and an ISO 17021(current edition) accredited Certification Body, to perform the required ISO surveillance and Re-Certification audits set forth in this PWS. The Contractor, or Contractor and Subcontractor Team, must have the necessary qualifications to provide these services. The Contractor shall identify all key personnel by name, position, and firm (if other than prime contractor, show the address (city/state) where the firm is located) in the organization chart. Resumes will be presented with the appropriate dates and responses to required qualifications as noted in the corresponding position description. The resumes will be evaluated to ensure that the individuals meet the desired qualifications and experience necessary to perform the roles and responsibilities required of the tasks detailed in this PWS.

Any substitution of personnel following contract award shall also meet the qualification requirements of the PWS. Any permanent substitution of Contractor personnel at time of award or any time thereafter must be approved by the KO and requires the submission of resumes and letters of intent for this purpose.

A. ISO 14001:2015 EMS Lead Auditor.

The Contractor shall provide a certified Global Exemplar Master Lead Auditor for ISO 14001:2015 to perform surveillance and Re-Certification audits. In addition, the proposed Lead Auditor will provide a copy of their certification for the Global Exemplar Master Auditor, upon request. The lead auditor will have a minimum of 10 years compliance experience with the Alabama Department of Environmental Management (ADEM) and the U.S. Environmental Protection Agency, Region IV.

DDAA has the largest storage of radioactive and hazardous material in DLA, which also requires an auditor have a minimum of 10 years’ experience with the management and auditing of radioactive materials and waste at U.S. Department of Energy, Nuclear Regulatory Commission or Department of Defense facilities and a minimum of 10 years’ experience is also required regarding the management of hazardous materials. The scope of registration is environmental programs associated with Defense Logistics Agency, Distribution Anniston, a tenant on the Anniston Army Depot, performs receiving, storing, shipping and administration operations of military equipment, weapons, and parts within the fence line boundaries of storage fields and within identified buildings.

B. ISO 45001:2018 OH&S Lead Auditor.

The Contractor shall provide a certified and competent Lead Auditor for ISO 45001:2018 with a minimum of 10 years compliance experience in Occupational Health & Safety (OH&S) Management System to perform the required ISO surveillance and Re- Certification audits set forth in this PWS. The scope of registration is safety programs associated with Defense Logistics Agency, Distribution Anniston, a tenant on the Anniston

Army Depot, performs receiving, storing, shipping and administration operations of military equipment, weapons, and parts within the fence line boundaries of storage fields and within identified buildings.

1.5.2 Personnel Recruitment and Qualifications.

A. Personnel assigned to or utilized by the Contractor in the performance of this contract shall meet the experience, educational, and other background requirements set forth in Paragraph

1.5.1 and below and shall be fully capable of performing in an efficient, reliable, and professional manner.

B. The Contractor shall not employ any person who is not a citizen or legal resident alien of the United States and who does not have the requisite security check as set forth in Paragraph 1.6.3 Personnel Clearance.

1.6 Security.

A. The contractor or authorized representative shall submit to the COR a roster of names of all employee(s) who will be engaged to work at DDAA, AL. The roster shall contain the following information about each individual:

1. Name (last, first, middle initial), aliases

2. Status (type of employment)

3. Name of Company

4. Office phone number

5. Home Address

6. Date of Birth

7. Weight, height, color of hair and eyes

8. Length of anticipated employment

9. Citizenship

B. The Contractor or any representative of the Contractor entering DoD locations to perform contract requirements shall abide by all security regulations and may be subject to security checks. Contractor personnel and property shall be subject to search and seizure upon entering, while on, and upon leaving the DoD locations pursuant to installation regulations.

C. Contractor personnel shall always conduct and present themselves IAW acceptable professional business etiquette and workplace decorum. The Contractor shall remove any individual from the site whose continued presence or employment on this contract is deemed by the KO or COR to be contrary to the public interest, deemed to adversely affect health, morale, welfare, or good order and discipline on the installation, or inconsistent with the best interests of national security. IAW USC Title 18, Crimes and Criminal Procedure, Part I, Crimes, Chapter 67, Military and Navy, Section 1382, the Installation Commander has the authority to bar individuals from the Host Installation.

D. The Contractor and its personnel shall comply with the following security-related regulatory guidance:

Publication Title ASD (HD&ASA) DoD Antiterrorism (AT) Officer Guide DoDI 2000.12 DoD Antiterrorism (AT) Program

1.6.1 Reporting Criminal Violations.

A. The Contractor shall report any security violations to the COR within one (1) hour of discovery. A security violation is any knowing, willful, or negligent action that could reasonably be expected to result in an unauthorized disclosure of classified information, to include a loss or gain of classified material.

B. The Contractor shall report to the KO or COR, any suspected, alleged, or actual criminal incidents IAW DLAI 5105, Reporting of Criminal Incidents.

1.6.2 Vehicle Registration.

A. The Contractor shall register all Contractor-provided vehicles used in performance of the contract requirements and ensure that Contractor employee vehicles to be driven on the installation, to include motorcycles, are registered with the installation security office and are in conformance with local regulations in effect at the time of registration and as long as employed by the Contractor. The Government will not permit access to the installation without proper vehicle identification and registration. Evidence of a valid driver’s license, vehicle registration card, and insurance are required for registration. Contractor employees shall maintain current registration and proof of insurance on all privately-owned vehicles (POVs) brought on the installation. The Contractor shall maintain current registration and proof of insurance on all Contractor-owned vehicles brought on the installation. The Contractor shall return all Government vehicle passes to the Government either within one working day of the completion of the contract or upon termination of an individual's employment, whichever comes first.

1.6.3 Parking and Traffic Control.

A. The Contractor and its employees shall abide by installation parking and traffic regulations. All vehicles shall be parked in designated parking areas only. The Contractor and its employees shall conform to Federal, State and installation driving regulations.

Parking within the secure area will require the appropriate placard, which the Contractor shall request through the COR and is issued by the installation.

Publication Title DoDI O-2000.16 DoD Antiterrorism (AT) Program Implementation, Volumes 1-2 DoDI 5240.06 Counterintelligence Awareness and Reporting (CIAR) DoDM 5200.01 DoD Information Security Program, Volumes 1-4 DoD 5200.2-R Personnel Security Program DoD 5200.8-R Physical Security Program DoD 5205.02-M DoD Operational Security (OPSEC) Program Manual DoD 5220.22-M National Industrial Security Program Operating Manual (NISPOM) DoD 5220.22-R Industrial Security Regulation DLAI 4306 Physical Security Program DLAI 5205.02 Operations Security (OPSEC) Program DLAI 6401 Information Assurance (IA) Management Controls DLAR 4145.11 Safeguarding of DLA Sensitive Inventory Items, Controlled Substances, and Pilferable Items of Supply

1.6.4 Potential Operational Constraints.

A. Force Protection Conditions (FPCONs) may affect access to the installation. The FPCON is established by the Installation Commander or higher National Command Authorities.

The Installation Commander is responsible for implementing the proper security posture and procedures that correspond with each FPCON Level. The current FPCON Level is normally displayed at most entrance gates and building and office entrances. The Contractor shall adhere to and operate in accordance with (IAW) any restrictions imposed because of each FPCON Level as these may impact the Contractor's normal operational approach to providing services. The Contractor shall ensure that services are sustained during heightened security measures.

1.7 Environmental, Safety, and Occupational Health (ESOH).

A. The Contractor shall formulate and maintain a written safety and health plan and make available to the Government upon request. The written plan shall include the details of the Contractor's responsibilities, method of program implementation, and how hazards and deficiencies shall be identified and corrected. It shall detail Contractor personnel responsibilities for: protection of Government property and safety of others, personnel responsibilities for reporting all mishaps, and establish procedures for reporting to correcting unsafe conditions, hazards, or practices. The Contractor shall have a central POC for safety and health related issues. The POC shall be identified in writing to the KO or COR.

B. The Contractor shall ensure employees have safety education when engaged in activities involving Government facilities, personnel, or equipment.

C. The Contractor shall notify the KO or COR immediately after the occurrence of all accidents and incidents resulting in either personal injury, loss of life, impact to the environment or property damage. To a government facility or equipment. The Contractor shall submit a completed copy of DLA Form 1591 and supplemental information within four (4) working days of the accident or incidents.

D. The Contractor shall comply with all federal, state, DLA, and local environmental, safety, and health law and regulations.

E. Contractor is subject to all DDAA health and safety regulations, security requirements, and environmental requirements.

1.8 Data Rights.

A. The Government has unlimited rights to all documents/material produced under this contract.

All documents and materials, to include the source codes of any software, produced under this contract shall be Government owned and are the property of the Government with all rights and privileges of ownership/copyright belonging exclusively to the Government. These documents and materials may not be used or sold by the contractor without written permission from the KO. All materials supplied to the Government shall be the sole property of the Government and may not be used for any other purpose. This right does not abrogate any other Government rights.

SECTION C-2: DEFINITIONS, ACRONYMS, and APPLICABLE DOCUMENTS.

2.0 General. The following documents of the exact issue form a part of this requirement to the extent specified herein. In the event of a conflict between the documents referenced herein and the contents of this PWS, this PWS shall be considered a superseding requirement. Any final interpretation of standards involving compliance with any applicable regulatory standard, other pertinent Federal/state laws, or codified regulations (e.g., OSHA, NRC, DLA Issuances) will rest with the DDAA Environmental Safety and Occupational Health Office.

2.1 Definitions and Acronyms. The DoD Dictionary of Military and Associated Terms is available on the Internet at http://www.dtic.mil/doctrine/dod_dictionary.

SECTION C-3: GOVERNMENT PROPERTY (GP), SYSTEMS, TRAINING, and

SUPPORT SERVICES.

3.0 General. No Government property, data systems, training, and support services will be provided to perform the work under this contract.

SECTION C-4: CONTRACTOR FURNISHED MATERIAL, SUPPLIES, EQUIPMENT,

TRAINING, SUPPORT SERVICES and RESPONSIBILITIES.

4.0 General. The Contractor shall furnish all material, supplies, equipment, training, and support services required to perform the work under this contract. Title to all Contractor furnished items shall remain with the Contractor. Contractor furnished equipment shall meet the same safety requirements as those established for Government equipment.

SECTION C-5: SPECIFIC TASKS

5.0 ISO 14001:2015 EMS Audits, and ISO 45001:2018 OH&S Audits.

5.1 ISO 14001:2015 EMS Audits.

5.1.1 DDAA is currently ISO 14001:2015 certified. DDAA transitioned the ISO

14001:2004 certification over to an ISO 14001:2015 certification via a Re-Certification Audit in November 2017. The scope of environmental programs associated with Defense Logistics Agency, Distribution Anniston, a tenant on the Anniston Army Depot, performs receiving, storing, shipping and administration operations of military equipment, weapons, and parts within the fence line boundaries of storage fields and within identified buildings. This includes HAZMAT storage, preservation processing of armor vehicles, and radiological storage. To maintain its ISO 14001:2015 certification, DDAA must undergo annual Surveillance Audits and a Re- Certification Audit every three (3) years. A certified and competent Lead ISO 14001 EMS Lead Auditor shall conduct all Audits and meet the requirement of Paragraph 1.5.1 A. Each Audit shall be conducted on site at DDAA over a period of five (5) standard workdays, unless otherwise directed by the COR. The Contractor shall perform a total of three (3) annual Surveillance Audits and one (1) Re- Certification Audit over the three (3) year period beginning in December 2021. The Audits shall include both a document review and a field audit of actual operations. The results of each Audit shall include a recommended path forward and suggest corrective actions for non-conformances identified during the Audit. An Audit Plan and Audit Report shall be prepared for each of the Surveillance Audits and for the Re-Certification Audit. DDAA prefers an individual certificate for the ISO 14001:2015 standard.

http://www.dtic.mil/doctrine/dod_dictionary

5.1.2 The Contractor shall prepare an Audit Plan and Audit Report for each of the Surveillance

Audits and the Re-Certification Audit. The Audit Plan shall include, but not be limited to:

• Documents to be reviewed.

• Length of the Audit; and,

• Areas to be visited during the Audit.

The Audit Report shall include, but not be limited to:

• Identified non-conformances.

• Applicable elements of the ISO 14001:2015 standards; and,

• Suggested corrective actions.

5.2 45001:2018 Audits.

5.2.1 DDAA is ISO 45001:2018 certified. To maintain certification, performance of an annual surveillance audit and a Re-Certification Audit at the end of the three (3) year period is required.

A certified and competent Lead ISO 45001:2018 OH&S Auditor shall conduct all audits and meet the requirement of Paragraph 1.5.1 B. Each Audit shall be conducted on site at DDAA over a period of two (2) or three (3) standard workdays, unless otherwise directed by the COR. The Contractor shall perform a total of five (5) Surveillance, and one (1) Re-Certification Audit over the three (3) year period of performance. The awardee shall provide evidence of certification to ISO 45001:2018 within 90 days from date of contract award. The scope of registration is safety programs associated with Defense Logistics Agency, Distribution Anniston, a tenant on the Anniston Army Depot, performs receiving, storing, shipping and administration operations of military equipment, weapons, and parts within the fence line boundaries of storage fields and within identified buildings.

The audits shall include both a document review and a field audit of actual operations. The results of the audits shall include a recommended path forward and suggest corrective actions for non-conformances identified during the audit. The activities being auditing include the receipt, storage, packing and shipping of parts and equipment to include hazardous chemicals and radioactive material. The certification also includes activities associated with armored vehicle and artillery production and maintenance. All audits shall result in an Audit Plan and an Audit Report. DDAA prefers an individual certificate for the ISO 45001:2018 standard.

5.2.2 The Contractor shall prepare an Audit Plan and Report for each of the Surveillance Audits, and the Re-Certification Audit. The Audit Plan shall include, but not be limited to:

• Documents to be reviewed.

• Length of the Audit; and,

• Areas to be visited during the Audit.

The Assessment/Audit Report shall include, but not be limited to:

• Identified non-conformances.

• Applicable elements of the ISO 45001:2018 standards; and,

• Suggested corrective actions.

5.3 Manpower Reporting.

5.3.1 Contractors are required to report manpower data related to the performance of services consistent with existing service contract reporting requirements under the Federal Acquisition Regulation (FAR) that currently apply only to Federal civilian agencies. It is anticipated this data will be entered into the System for Award Management (www.sam.gov) to allow industry to report all manpower data into a single Federal-wide portal, removing duplicative requirements. Contractors should continue reporting using ECMRA in the interim, as the manpower community still uses it. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2022.

SECTION C-6: CERTIFICATION AND ACCEPTANCE

A. Only a warranted Contracting Officer (either PCO or ACO) acting within their delegated limits has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the Contracting Officer attempts to make changes to the terms and conditions of this contract, the Contractor shall not proceed with the change and shall immediately notify the Contracting Officer.

The COR is designated as the point of final inspection and acceptance by the Government of all items and services required by the contract.

B. This is a non-personal services contract to provide ISO Surveillance and Re-Certification Audits to DDAA. The Government shall not exercise any supervision or control over the contract staff performing the services described herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government. The Government and the Contractor understand that the services to be provided under this contract by the Contractor are non-personal services and that no employer-employee relationship exists between the Government and the Contractor.

END OF PERFORMANCE WORK STATEMENT

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