ISO_SOW_4_20012_rev 1.pdf

5/4/2012 Page 1 of 8

FPI’s ISO REGISTRAR (SOW)

PRISON INDUSTRIES/UNICOR

ISO REGISTRAR (SOW)

SECTION A

BACKGROUND

Federal Prison Industries, Inc. (FPI), which operates under the trade name UNICOR, is a wholly-owned Government Corporation within the Department of Justice, under the Federal Bureau of Prison. FPI was created by Congress in 1934; it provides employment, education, and training opportunities to inmates in federal custody. FPI possesses more than 88 operations at over 60 locations throughout the United States.

FPI’s production lines are extensive, including over 80 separate products/services sold exclusively to Federal Government Agencies. FPI’s mission is to employ and provide training and skills to the greatest practical number of inmates in federal correctional facilities, to ensure the safe and secure operation of these correctional institutions, while producing market priced quality goods in a self-sustained manner that minimizes potential impact on private business and labor.

FPI is interested in obtaining an ANSI – ASQ National Accreditation Board (ANAB) accredited registrar to perform evaluations of FPI’s Quality Management Systems (QMS), and/or Environmental Management Systems (EMS) programs, to assess their compliance with the ISO-9001:2008 (or current version) Quality Management Systems standard, and/or, the ISO-14001:2004 (or current version) Environmental Management Systems standard, at various FPI locations.

Currently, 39 FPI locations maintain formal ISO-9001:2008 registrations (see Appendix “A”).

5/4/2012 Page 2 of 8

FPI’s ISO REGISTRAR (SOW)

SECTION B - SUPPLIES OR SERVICES AND PRICES/COSTS

These services shall be purchased according to the requirements listed within C.1:

Required Services Min Max C.2: Evaluation of QMS/EMS Manuals 0 10

QMS/EMS Audit Days

C.3: PAA - Pre-Assessment Audit Day(s) 0 52 C.4: AA - Assessment Audits Day(s) 0 130 C.5: SA - Surveillance Audits Day(s) 102 310 C.6: RAA - Re-Assessment Audits Day(s) 185 275

Total Audit Days 287 767

SECTION C - DESCRIPTION/SPECS/WORK STATEMENT

C.1 STATEMENT OF WORK

The selected registrar shall provide evaluation, assessment, and audit services (C.2, 3, 4, 5, and 6) leading to, and for the maintaining of ISO 9001:2008 (or current version), Quality Management Systems, “AND/OR” ISO 14001:2004 (or current version), Environmental Management Systems registration(s), as required by the current /requesting FPI factories. (See Appendix “A”)

The registrar shall:

1) Provide proof of, and maintain, their organizations’ ANSI – ASQ National Accreditation Board (ANAB) certification.

2) Maintain a minimum of (3) three Lead Auditors, serving as FPI’s audit team (upon contract award).

3) Provide biographies and certifications for each Lead Auditor/Auditor to be utilized to audit FPI’s sites (upon contract award).

4) Ensure that auditors who are selected to audit the FPI sites are capable of clearing the Federal Correctional Institutions’ required National Crime Information Center (NCIC) security check, which will enable the auditors to gain access into the correctional institutions, where FPI’s operations are conducted (upon contract award).

5/4/2012 Page 3 of 8

FPI’s ISO REGISTRAR (SOW)

5) Utilizing International Accreditation Forum, Inc. (IAF) Guidance Documents – IAF

MD 5(or current standard/s)the registrars shall establish and provide (with QUOTE) FPI with an AUDITOR MANDAY matrix charts for the various systems to be audited according to: (1) QMS, (2) EMS, and (3) both QMS/EMS that indicates the number of audit days required, per PAA, AA, SA, and RAA.

All bids/documents shall be submitted on a CD ROM, with the data placed in the Portable Document Format (PDF) format. FPI will not accept any bids submitted via paper.

C.2 Evaluation of the local QMS/EMS Manual

The registrar will conduct off-site QMS and/or EMS Manual reviews, of manuals submitted by FPI, for comparison and conformance with the ISO 9001:2008 and/or ISO- 14001:2004 standard requirements (or most current version). The evaluation of the QMS and/or EMS Manual, including a full report, shall be completed and e-mailed to the FPI site’s representative and OCIB’s Deputy Chief of Quality, within (15) calendar days from its receipt. Any discrepancies will be documented and reported in a structured format.

C.3 Pre-Assessment Audit (PAA)

When requested by an individual FPI site, the select registrar is responsible for providing an “on-site” PAA to evaluate conformance to the ISO-9001:2008, and/or the ISO-14001:2004 standard(s), for approach, implementation, and documentation requirements for the requesting FPI site seeking registration.

The registrar will conduct a minimum of (1) PAA day, additional PAA days may be conducted when warranted (i.e. multiple site operations/product types), and agreed upon by the local FPI site. However, the number of PAA days will not exceed 30% more days than the number of days that would be required to conduct that site’s AA.

The registrar, upon completion of its PAA evaluation, shall prepare a formal written report delineating areas of strengths, and weaknesses/failure(s) requiring attention or necessitating compliance of any element or requirement

C.4 Assessment Audit (AA)

Registrar shall conduct an on-site AA to evaluate the requesting FPI site’s requirements

5/4/2012 Page 4 of 8

FPI’s ISO REGISTRAR (SOW) for qualification and certification to ISO 9001:2008 and/or ISO-14001:2004 standard requirements (or most current version). The registrar shall initiate the on site AA evaluation within (90) calendar days from the date the AA purchase agreement has been issued by the FPI site seeking registration.

The Lead Auditor shall conduct an AA debriefing with the local FPI staff to discuss any elements of non-conformance(s) identified by the on-site audit team.

C.5 Surveillance Audits (SA)

The registrar shall provide SA to ensure continuing compliance with ISO 9001:2008 and/ or ISO-14001:2004 standard requirements (or most current version).

SA will be conducted on a “semi”-annual basis (in (6) month intervals, totaling (5) SAs over 2 ½ years), only when any one of these conditions is met:

1) The site’s QMS/EMS is 4 years, or less, in maturity, or

2) The site’s QMS/EMS received a category l, or 3 or more category ll, findings, or

3) The site’s newly assigned Quality Representative has less than 4 years of experience managing a QMS/EMS

When semi-annual SA are warranted, the registrar will take the total number of annual SA days required, and conduct half the required audit SA days once every six months.

C.6 Re-Assessment Audits (RAA)

The registrar shall provide RAA audits, based on a three year schedule, to ensure continuing compliance with the QMS, ISO 9001:2008 and/or EMS, ISO-14001:2004 standard requirements (or most current versions).

C.7 Scheduling Audit dates

In order for an FPI site to secure their scheduled (PAA, AA, SA, and RAA) audit date(s), the site must first provide the registrar with a copy of the Purchase Order.

C.8 Audit Report Requirements

The local Quality Manager/Representative will be the site’s point of contact to make arrangements for audit schedule dates, securing auditor’s access to the site, assisting the auditor, and setting the time and place for debriefing.

5/4/2012 Page 5 of 8

FPI’s ISO REGISTRAR (SOW)

All reports (PAA, AA, SA, and RAA) will be completed / issued to the FPI site within 5 business days from the day that the final service is tendered; the individual reports shall be provided to the local Quality Manager/Representative, and FPI’s Deputy Chief of the Quality & Continuous Improvement Branch (QCIB).

5/4/2012 Page 6 of 8

FPI’s ISO REGISTRAR (SOW)

C.9 Pricing

The registrar shall quote “firm/fixed” prices for providing FPI with:

1) an evaluation of QMS and/or EMS Manuals (in accordance with C.2)

a) Quoted price must include any and all of the registrar’s expenses required to perform this services (i.e. fees associated with report generation, processing, copying, and distribution).

2) a single audit day, for conducting PAA, AA, SA, and RAA (in accordance with C.3, 4, 5, and 6)

a) Quoted pricing must “all-inclusive”, including any and all of the registrar’s expenses required to perform these services; (i.e. fees associated with “travel,” report generation, processing, copying, and distribution) regardless of the requesting FPI’s location.

b) Utilizing International Accreditation Forum, Inc. (IAF) IAF MD 5 Manadatory Document For Duration of QMS and EMS Audits. The registrars shall establish and provide FPI with AUDITOR MANDAY matrix charts for the various systems to be audited according to C.1: (a) QMS, (b) EMS, and (c) both QMS/EMS that indicates the number of audit days required, per PAA, AA, SA, and RAA (i.a.w.

C.1), for 1 – 3450 employees; FPI sites currently average 230 employees per factory.

All bids/documents shall be submitted on a CD ROM, with the data placed in the Portable Document Format (PDF) format. FPI will not accept any bids submitted via paper.

C.10 Multiple Requirements and Expected Performance

All noted times to conduct the requested services, and delivery of the appropriate reports, are sequential for each individual factory seeking registration(s). When FPI has multiple factory locations seeking registration(s) within the same time frames, the registrar will be required to provide the required services to each requesting factory, for up to and including the maximum of (5) factory sites at one time, without undue delay.

5/4/2012 Page 7 of 8

FPI’s ISO REGISTRAR (SOW)

Appendix “A” FPI - FACTORY LOCATIONS

Level Facility Location/Zip Code Products Employees FCC Allenwood Montgomery, PA, 17752 Furniture* 668 FCI Ashland Ashland, KY, 41101 Furniture* 215 USP Atlanta Atlanta, GA, 30315 Textiles 387 FCI Bastrop Bastrop, TX, 78602 Fleet* 325 FCC Beaumont Beaumont, TX, 77705 Textiles 429 FCI Beckley Beckley, WV, 25813 Furniture* 134 USP Big Sandy Inez, KY, 41224 Textiles* 145

FCC Butner Butner, NC, 27509 Textiles* Metals* 466

FPC Bryan Bryan, TX, 77805 Services 214 USP Canaan Waymart, PA, 18472 Services 126 Corporate Central Office Washington, DC, 20534 Support 328 FCC Coleman Coleman, FL, 33521 Furniture* 588 FCI Cumberland Cumberland, MD, 21502 Metals 107 FCI Danbury Danbury, CT, 06811 Electronics* 195

FCI Dublin Dublin, CA, 94568 Textiles Services 162

FCI Edgefield Edgefield, SC, 29824 Textiles* 238 FCI El Reno El Reno, OK, 73036 Metals* 289 FCI Elkton Elkton, OH, 44415 Services 175 FCI Englewood Littleton, CO, 80123 Textiles* 36 FCI Fairton Fairton, NJ, 08320 Electronics* 82 FCC Florence Florence, CO, 81226 Furniture* 271 FCC Forrest City Forrest City, AR, 72335 Furniture* 390 FCI Fort Dix Fort Dix, NJ, 08640 Textiles 214 FCI Gilmer Glenville, WV, 26351 Fleet* 134 FCI Greenville Greenville, IL, 62246 Textiles 154 USP Hazleton Hazleton, WV, 26525 Services 165 FCI Jesup Jesup, GA, 31545 Textiles* 293 FCI La Tuna Anthony, TX, 79821 Fleet* 180

USP Leavenworth Leavenworth, KS, 66048 Services* Textiles 274

USP Lee Pennington Gap, VA, 24277 Textiles* 105

FMC Lexington Lexington, KY, 40511 Electronics* Support 149

FCC Lompoc Lompoc, CA, 93436 Metals* 148 FCI Loretto Loretto, PA, 15940 Electronics* 109 FCI Manchester Manchester, KY, 40962 Textiles 349 FCI Marianna Marianna, FL, 32425 Services 265 FCI Marion Marion, IL, 62959 Electronics* 85 USP McCreary Pine Knot, KY, 42635 Services 33 FCI Memphis Memphis, TN, 38124 Electronics* 213 FCI Miami Miami, FL, 33177 Textiles* 123 FCI Milan Milan, MI, 48160 Furniture* 312 FCI Oakdale Oakdale, LA, 71463 Textiles 136

5/4/2012 Page 8 of 8

FPI’s ISO REGISTRAR (SOW)

FCI Otisville Otisville, NY, 10963 Electronics* 150 FCI Pekin Pekin, IL, 61554 Metals* 142 FCI Petersburg Petersburg, VA, 23804 Services* 391 USP Pollock Pollock, LA, 71467 Textiles* 256 FCI Ray Brook Ray Brook, NY, 12997 Textiles* 198 FCI Safford Safford, AZ , 85548 Textiles 118

FCI Sandstone Sandstone, MN, 55072 Textiles * Services 103

FCI Schuylkill Minersville, PA, 17954 Furniture* 345 FCI Seagoville Seagoville, TX, 75159 Textiles 177 FCI Sheridan Sheridan, OR, 97378 Electronics 77 FCI Talladega Talladega, AL, 35160 Metals 157 FCI Tallahassee Tallahassee, FL, 32301 Services 91 FCI Terminal Island Terminal Island, CA, 90731 Metals* 257 FCC Terre Haute Terre Haute, IN, 47802 Textiles 340 FCI Texarkana Texarkana, TX, 75501 Metals* 170 FCC Victorville Victorville, CA, 92394 Fleet* 183 FCI Waseca Waseca, MN, 56093 Textiles* 124 FCI Yazoo City Yazoo City, MS, 39194 Textiles* 1023

FCI = Federal Correctional Institution, FCC = Federal Correctional Complex, USP = United States Penitentiary, FPC = Federal Prison Camp, FMC = Federal Medical Center

* Indicates FPI factories that are currently ISO-9001:2008 registered

Note: This chart reflects FPI’s current locations, products and number of employees (staff & inmates), which may be subject to change, at any given time, in order to meet FPI’s operational needs.