Calibration SOW FY22.pdf

Introduction and Overview

The Materials Laboratory performs testing for the Eastern Federal Lands Highway Division (EFLHD) of the Federal Lands Highway Administration (FHWA). The Lab performs testing materials used in highway construction. The testing includes materials information needed for project development and during active construction projects. Testing services are also provided to other government agencies upon request.

The laboratory is AASHTO R 18, ASTM C 1077 and ISO/IEC 17025 accredited.

The lab is divided into four main testing areas: the Soils & Aggregate section, the Asphalt Mixture section, the Asphalt Binder & Emulsion section, and the Concrete section. The Soils and Aggregate sections are in different room numbers with the same section leader for both rooms.

Binder and Emulsion are the same room and same section leader. A different EFLHD Lab Technician coordinates the work in each section and is designated as Section Leader.

The laboratory utilizes external calibration service providers (Provider) to perform calibration work on its equipment.

Ordering the Work

The laboratory's representative will initiate, in writing, the cost quotation process with details of items to receive Calibration, Standardization, or Check (C/S/C work), and identify the appropriate AASHTO/ASTM test method criteria governing the use of the items. The service Provider then replies with a written price quote. Upon the laboratories acceptance of the price quote, the C/S/C work will be authorized and scheduled.

Cost estimate quotations from the Provider must be itemized for travel, qualified labor, equipment, shipping, parts and materials needed to perform the C/S/C work and provide the certificate.

Work Requirements

Calibration work must conform to the most current published standard of AASHTO R-18, ASTM C 1077 and ISO/IEC 17025 and is designated as Calibration, Standardization, or Check (C/S/C work).

The calibration service provider (Provider) furnishes own equipment/tools and materials, as well as the trained, qualified technician(s), to perform the C/S/C work. Provider must be ISO/IEC 17025 certified.

Attachment “C” “EQUIPMENT CALIBRATION PROCEDURES AND WORKSHEETS” provided as a reference only and minimum standard of calibration. All AASHTO R-18, ASTM C 1077 and ISO/IEC 17025 C/SC requirements supersede the Attachmet "C". Additionally, no requirement to use the worksheets provided. Not all calibration procedures for every piece of equipment are available.

Work Hours and Laboratory Facility Access

The C/S/C work typically occurs on-site in the laboratory. On-site work must occur between regular shift hours, 0700 to 1530 Monday through Friday, except observed holidays when closed. A temporary gate access code and temporary access badge will be issued and returned badge upon completion of work.

On site calibration service provider personnel should follow the common standards of conduct and ensure contagious infections are not spread throughout the laboratory personnel.

On-Site C/S/C Work

Attachment "A" is a list of C/S/C work items in the laboratory.

The C/S/C work must conform to the requirements of the AASHTO R-18 Tables, and in compliance with specified AASHTO and ASTM test methods/specifications; and includes minor adjustments necessary to bring the item within specified tolerances, as well as routine maintenance (such as cleaning) necessary to perform the calibration accurately. Typically equipment will be cleaned prior to arrival. Laboratory section leaders should be notified if any adjustments were necessary or equipment needs attention prior to calibration.

Laboratory section leaders should be notified if equipment does not meet specification. In the event that unforeseen repairs or maintenance are found to be necessary that work must be authorized separately prior to performing the additional work.

The Section Leaders and Laboratory Manager are responsible for identifying and providing the items of C/S/C work to the Provider's technician(s). Deviations from the pre-approved written work order must be approved and authorized in advance of any additional work by laboratory manager. A minimum one hour of reviewing the statement of work, equipment and approach with laboratory manager required prior to beginning work.

Items from Attachment “A” may be removed by Laboratory Manager and including such actions as equipment repairs that offer calibration as part of completion of repair. Additions to Attachment “A” may be added with agreement of Laboratory Manager. A cost shall be provided in the case of additions. The total amount cannot be exceeded as well and no new work performed after last date of the order. New work excludes re-work from previous calibration schedule.

When there are large quantities of the same item, such as wire sieves, a detailed list of work to be done in each section will be given to the Provider's service technician the day the C/S/C work takes place.

As the C/S/C work is being completed, a laboratory employee (usually the Section Leader) approves completed work per the approved work order. Any deficiency in C/S/C work for compliance to AASHTO R-18, ASTM C 1077 and ISO/IEC 17025 requirements must be corrected if found incomplete at no cost to the government. At the end of each day a photocopy of the signed work order is received as documentation for invoice approval.

Provider places a calibration sticker on each piece of equipment showing identification, calibration date, next due date, and the service technician's signature. The calibration sticker identification must match the calibration certificate and consistent with attachment “B”.

Equipment not feasible for calibration sticker placement, such as specific gravity pycnometers, will have designated worksheet for sticker placement.

All measures made in calibration shall be provided. A copy of worksheets must be provided when averages are reported. Otherwise all measurements shall be reported in entirety on the final calibration report.

If any items must be taken off-site or shipped to the Provider's facility, this must be approved in advance by the Laboratory Manager or designee. Provider is responsible to create the list of equipment to be removed for Laboratory Manager to sign and retain a copy and to return equipment back to the Sevierville, TN laboratory and includes any shipping fees.

After the equipment portion of the C/S/C work has been performed and approved, the Provider submits an invoice to the Laboratory Manager in addition to I-supplier. An advance copy may be faxed; but to be processed, the original invoice must be submitted.

Certificates

Due to strict accreditation requirements, after the C/S/C work is performed, Provider must supply the laboratory with calibration certificates that conform to AASHTO Accreditation Program's policy Guide on Calibration and Traceability, and ISO/IEC 17025, which includes statements of measurements of uncertainty. Attachment "B" (Checklist) is information currently required on all certificates. The Checklist may be amended from time to time by the laboratory as dictated by AASHTO and ISO/IEC 17025 requirements and updates will be supplied to the Provider.

Certificates are to be delivered in the order of Attachment “B” (Checklist) as closely as possible.

Certificates are due within 15 business days after the C/S/C work has been performed.

Certificates will be checked by laboratory personnel within 15 business days of receipt and if errors are found will be returned to the Provider for corrections and re-submitted. The C/S/C work will not be paid until correct certificates have been received.

Schedule

The established frequencies and intervals, which are required by AASHTO R-18 and the laboratories current schedule, will remain in effect and the C/S/C work ordered must occur within the specified month in order to maintain the appropriate schedule. However, unanticipated repairs or new equipment may affect the intervals or schedule and will be handled on a case- by-case basis. No work will be performed on inoperable equipment.

Typically, the C/S/C work is priced and ordered one to two months in advance. When the Provider calls the laboratory to schedule work, a minimum of five days advance notice is required to accommodate testing activities, which may be affected by C/S/C work.

Payment

C/S/C work services will be considered complete and payable one week after the receipt of the completed, correct certificates and the invoice for work performed.

Payment will not be made for work not completed.

***Contractor shall use the Department of Transportation’s eInvoicing system to create and submit invoices at https://einvoice.esc.gov/ (note to previous contractors: this is a new invoicing system, please be sure to update your invoicing procedure accordingly).***