Attachment_E-_PWS_ISO_Registrar_revised_09-02-15.pdf

ISO Registrars

PERFORMANCE WORK STATEMENT

Revised 02 September 2015

1.0 Background

The Bureau of Engraving and Printing (BEP) is responsible for the design, engraving, and printing of all United States paper currency. The BEP operates two printing facilities, the main facility in Washington, D.C. (DCF), and a second facility located in

Fort Worth, Texas (WCF). The major industrial operations at the facilities includes 1) the printing and processing of U.S. currency, and other securities, 2) printing ink production, 3) engraving and electrolytic plate production, 4) photo processing, and 5) other ancillary support services; laboratory facilities, maintenance, product development, procurement, information technology, administrative functions, etc. Major printing equipment components operated by BEP include both sheet fed and web presses, which utilize intaglio, offset, letter press, and gravure printing processes.

The BEP is committed to maintaining certification of its Environmental Management

System (EMS) and Quality Management System (QMS). DCF and WCF maintain separate registrations to ISO14001:2004. The DCF most recently completed a surveillance audit in April 2015; WCF is due for a full re-assessment in October 2015.

The BEP maintains registration to ISO9001:2008. A single registration covers both DCF and WCF. The BEP last underwent full recertification assessment in June 2015.

The BEP will require the existing registrations to be honored and respective audits completed to maintain continued certification.

Critical Dates:

DCF ISO14001 (DQS) expiration date: May 02, 2016

WCF ISO14001 (TUV:SUD) expiration date: November 9, 2015

BEP ISO9001 (DQS) expiration date: September 8, 2015 (note: BEP passed a recertification audit for ISO9001 in June 2015. The certificate has not been posted. The next scheduled

ISO9001audit will be a surveillance audit in June 2016 )

The objective of this procurement is to secure the services of an accredited registrar to maintain registration of the Bureau’s Environmental Management System(s) under the

ISO14001:2004 standard and QMS under the ISO 9001:2008 standard or current version of the ISO 9001 standard (potentially, it is anticipated that the standard(s) will be updated during the contract period).

2.0 Scope

The scope of the Bureau's EMS and QMS for all security printing and packaging activities at the DCF facility and the WCF facility which are under the control of the

Director of the Bureau of Engraving and Printing. This includes, but is not limited to, the major processes and operations associated with the design and production of currency for the United States of America.

Both facilities have wastewater pre-treatment plants that are permitted by a local POTW.

The pre-treatment plant treats waste streams from the presses and from the nickel and chromium plating operations. Both facilities are large quantity generators. DCF is beginning major construction on a new wastewater pre-treatment facility.

The BEP requires separate certificates for the EMS each facility (WCF and DCF) due to the differences in environmental regulations between the jurisdictions. The BEP requires a single certificate for the QMS covering BOTH facilities.

Miscellaneous Information

• The DCF has two buildings:

o ~1.6 million square ft.

o 1300 employees and contractors o Operating on three shifts

• WCF has one building o ~630,000 square ft.

o 600 employees and contractors

• Applicable Scope: 09 Printing

• Complexity Category: Medium

• Clearance is not required. Auditors will be escorted by BEP employees at all times.

• Both facilities run 3 shifts:

1st shift: 6:00-2:30

2nd shift: 2:00-10:30

3rd shift: 10-6:30

• No exceptions are noted on ISO9001 Section 7.

• Current certificates will be provided to the contractor upon contract award.

• The certificates are current (no suspensions or threat of suspensions).

3.0 Contractor Requirements:

3.1 Scheduling of Audits

3.1.1 Audit dates, times of opening and closing meetings, and number of auditors, shall be set and agreed upon by the contractor, the COR, and the respective Facility

Representative(s).

3.1.2 Changes to audit dates must be approved by the COR and the respective Facility Management Representative(s).

3.1.3 All auditors, who are scheduled to perform work at the Bureau of Engraving and Printing, shall be approved by the COR prior to the start of the audit.

3.1.4 The contractor shall provide information regarding the

qualification of auditors (i.e. bios, resumes, specific work history in the printing industry) upon request from the COR.

3.1.5 The contractor shall plan, perform, and report on audits in conformance with the requirements of the most current revision of ISO19011.

3.1.6 When interpreting the requirements of ISO19011, the

following cross-references shall be used:

3.1.6.1 The “client” shall be the Bureau of Engraving and

Printing’s Office of Environment, Health and Safety located at the DCF and the Office of Quality (also located at the DCF);

3.1.6.2 The “auditor” shall be the contractor or contractor’s representative; and,

3.1.6.3 The “auditee” shall be the specific facility (DCF or

WCF) being audited.

3.2 Audit Planning

3.2.1 The contractor shall deliver a draft audit schedule to the COR and the Facility Management Representative, at least twenty-five working days prior to the start of the audit.

3.2.2 Weekends, federal holidays, and dates of the BEP’s annual shut-down shall not be considered working days.

3.2.3 The contractor shall respond to any suggested revisions to the audit schedule within four working days from date of suggested revision.

3.2.4 Final audit plans shall be approved by the COR and Facility

Management Representative.

3.2.5 The auditor and Facility Management Representative may

modify the audit plan during the audit provided the modification does not increase or decrease the number of planned audit days and no increase in travel expenses are incurred.

3.2.6 Modification to the number of planned audit days must be approved by the Contract Officer.

3.3 On-site audit activities

3.3.1 The contractor is responsible for producing the identification necessary to gain admittance to the Bureau of Engraving and

Printing’s operations.

3.3.2 Contractors shall be admitted as visitors and shall be escorted at all times.

3.3.3 Contractors shall follow BEP’s security requirements while inside the buildings.

3.3.4 Violations of BEP’s security requirements or failure to follow instructions from BEP escorts may result in the contractor being removed from the premise and barred from re-admittance.

3.3.5 The contractor is responsible for all travel expenses related to the removal of an auditor due to security violations.

3.3.6 The contractor shall schedule and attend a meeting at the end of each audit day for the purpose of informing the BEP as to the progress of the audit.

3.4 Reporting

3.4.1 The auditor shall submit a final audit report that conforms to the requirements of ISO19011.

3.4.2 The final audit report is due no later than 25 calendar days after the last scheduled audit day or after satisfactory responses to audit nonconformities have been received by the registrar.

3.4.3 When audit nonconformities are part of the final audit report, the nonconformities shall be clearly written and include:

3.4.3.1 Description of audit evidence found;

3.4.3.2 source (i.e. location, date) of the evidence

3.4.3.3 requirement statement

3.4.3.4 source of the requirement

3.4.4 Audit reports that contain nonconformity statements considered to be unclear will be returned and requested to be recomposed.

4.0 Contractor Qualification

1. The Contractor shall be an ANSI-ASQ National Accreditation Board (ANAB) or an equivalent accrediting body that is certified by the International Accreditation Forum (IAF) with an identified main scope of Management System Certification conforming to ISO/IEC17021 with sub scopes as the Management Systems, and the certification scope code to include Code 09 for Printing.

2. Lead Auditors and auditors must be approved by the COR prior to participating on the audit.

3. Audit observers shall obtain written permission from the COR prior to being allowed on-site.

5.0 Work Requirement

1. The Contractor shall provide ISO14001 and ISO 9001 separate assessment and registration services (by contract line item numbers) for each facility which shall include the following:

i. Registration assessment

ii. Annual surveillance audits;

a. Base year

b. Option year 1

c. Option year 2

2. The Contractor shall provide assessment services in the Washington, DC and Fort

Worth, TX facilities for the number of employees as follows:

i. Washington, DC facility 1,300 employees (approximate number).

ii. Fort Worth, TX facility, 600 employees (approximate number).

3. The Contractor shall submit a report in electronic format. Reports shall be provided to the Contracting Officer and Contracting Officer’s Representative

(COR).

4. The Contractor shall provide assessment services to the Bureau of Engraving and

Printing at the Washington, DC, and Fort Worth, Texas facilities for a base period, with option for two (2) one-year option periods to include surveillance audits as noted below:

Base Period: 21 September 2015 to 20 September 2016 Option Period 1: 21 September 2016 to 20 September 2017 Option Period 2: 21 September 2017 to 20 September 2018

5. For the purposes of reducing cost and travel, a contractor may combine the ISO14001 audit with an ISO9001 audit held at the same location.