DRAFT Statement of Work (SOW)_H6TM05 30 Micron X-ray Exciting XRF Spectrometer_1 Dec 25_with Appendices.pdf

Statement of Work (SOW) Energy dispersive micro-focusing X-ray fluorescence spectrometer (µEDXRF) with poly-capillary optics.

Project Number: H6TM05

Department of the Air Force (DAF) Air Force Materiel Command

Oklahoma City Air Logistics Complex (OC-ALC) Analytical Chemistry Section

76 MXSS/MXDTAA

Jeffrey D. Childs, PhD

Distribution Statement A.

Approved for public release: distribution is unlimited.

01 December 2025

SCOPE

This Statement of Work (SOW) provides the requirements/specifications for the furnishing, shipping, assembling, installing, verifying, calibrating, testing, and training of an energy dispersive micro-focusing x- ray fluorescence (µEDXRF) spectrometer with poly-capillary optics to provide a small X-ray spot suitable for nondestructive spectral mapping. The µEDXRF instrument shall detect all elements from Carbon to Uranium with sufficient resolution, sensitivity, accuracy, precision, and reproducibility to satisfy all items in this SOW. The Contractor shall provide all labor, tools, equipment, materials, parts, personal protective equipment (PPE), transportation, shipping, and any other incidentals necessary to complete the requirements of this SOW. Following installation and acceptance by Government personnel, the Contractor shall provide basic operational training for all equipment/software supplied to Tinker Air Force Base (AFB).

The Contractor shall provide to the Government Point of Contact (GPOC) and the Contracting Officer, within 30 days of receipt of award, the following estimated milestone dates:

Estimated Delivery Date: July 30, 2026 Estimated Installation Date: Aug 30, 2026 Estimated Verification/Calibration Date: Aug 30, 2026 Estimated Training Date: Aug 30, 2026 Estimated Full Operational Capacity Date: Sept 30, 2026

Background: The Analytical Chemistry Section, Oklahoma City Air Logistics Center (OC- ALC), TAFB, Okla., is responsible for the chemical analysis of metals and other materials used in the Department of the Air Force (DAF) aircraft and jet engines managed at OC-ALC.

The Analytical Chemistry Section frequently encounters alloy families including iron base, nickel base, cobalt base, aluminum base, titanium base, magnesium base, and copper base.

The DAF requires µEDXRF-spectral-mapping of samples from aircraft comprised of the above alloys to support depot activity involving engine wear debris analysis, aircraft/engine filtrate-particle analysis, plating operations, plasma spray operations, cleaning, stripping, etc.

The µEDXRF-spectral-mapping is used to quantify the elemental composition for identification of each particle on the filter patch as well as to gain information about size and morphology of particles comprised of each type of metallic alloy represented in the filter patch.

A typical sample is a 60mm x 60 mm filter patch that contains thousands of particles corresponding to engine alloy classifications to include the following:

M50 LA steel Geological materials corresponding to the inorganic components of common dirt (quartz/gypsum/alkali-feldspars/ aluminosilicates)

9310 Ag 4340 W carbide 17-4 Cr plate 310 Ni plate Metal-oxide-corrosion products where particles range in size over four orders of magnitude from 1 mil2 to 5000 mil2

347 316 steel A286 304 steel Inco 718 cellulose fibers

1. REQUIREMENTS/SPECIFICATIONS

1.1. DESIGN - The instrument shall be of the manufacturer’s current design. It shall be a new unit and include any additional features necessary to comply with the requirements specified herein. Additional features which are not specified herein, but are part of the manufacturer’s current design, shall be included in the furnished equipment.

1.2. SAFETY - The instrument shall be equipped with all necessary safety devices per American National Standard for X-ray fluorescence instrumentation for protection against exposure to X-rays. It shall have any other protective devices as necessary to prevent X-ray exposure to the operator, damage to the equipment, or erroneous data input or output. X-ray safety requirements are Less than 1 μSv/hour at 10 cm from the outside surface.

1.3. WARRANTY – The vendor shall provide a complete standard commercial warranty on the instrument and X-ray tube.

1.4. GENERAL SPECIFICATIONS

1.4.1. The instrument shall be an energy dispersive X-ray fluorescence spectrometer with poly- capillary optics suitable for chemical laboratory use.

1.4.2. The instrument shall not contain radioactive material.

1.4.3. The primary excitation source shall be an air-cooled 50kV of minimum 35W Rhodium X-ray tube for production of X-ray energy.

1.4.4. The instrument shall have a high voltage generator that allows the X-ray tube parameters to be controlled by the computer. The X-ray tube voltage shall be controllable from 10-50 kilovolts (1.0kV steps) and the X-ray tube current shall be controllable from 0.02-0.6 mA (0.01 mA steps).

1.4.5. The X-ray beam from the primary excitation shall directly excite the sample. The poly-capillary optics will focus the point source from tube anode to spot on sample with beam diameter no greater than 20 microns. The beam shall be at a slight angle to the surface. The primary excitation emanating from poly-capillary shall exhibit a depth of field of no less than 20 mm.

1.4.6. The instrument shall include a primary beam filter system that includes at least six filters which are located on a filter wheel located between the Rhodium X-ray tube and poly-capillary.

1.4.7. The instrument shall include at least two peltier-cooled silicon drift detectors (SDDs). Each detector’s active area shall be ≥ 60 mm2 and include a window that allows for light element (<Na) quantification. The two detectors shall be located above the sample for analysis of elements from C to U. Each detector’s Mn Kα resolution shall be 145eV or better, measured at MnK, with 200,000 CPS input.

1.4.8. The spectrometer sample chamber shall allow for a cuboid sample with minimum dimensions of width=160mm, length=187mm, and height =110mm to be entirely mapped such that elemental composition as a function of (x,y) coordinates can be obtained at a pixel/step size of 10-microns using a 20-micron-X-ray-spot-size for a 1/2 beam overlap in mapping applications. Therefore, the minimum spectrometer chamber volume shall be width=350mm, length=600mm, and height=260mm. The stage shall have a weight specification of no less than 7 kg. motorized stage under computer control of the XYZ coordinates. Stage travel shall be at least width=160 mm, length=200mm, and height=110mm. Minimum step size for stage-travel shall not be greater than 2.0 μm. Stage precision must be no worse than ±1 μm for XY axes and ±2 μm for Z axis.

1.4.9. The system shall have an additional secondary collimated X-ray source (50kV of minimum 40W, Rh-anode) equipped with collimator changer and collimator sizes ranging from 1 mm to 5 mm for bulk analysis.

1.4.10. The system shall be capable of being upgraded onsite at Tinker AFB to include additional silicon drift detectors (SDD) equipped with special windows that are specialized for light element analysis that detects elements down to carbon.

1.4.11. The video system shall have the capability of scanning simultaneously on low power of nominal 10X to locate the area of analytical interest and high-power of no less than 100X to allow accurate viewing of the analytical area while simultaneously collecting X-ray fluorescence spectra. The graphic board and software should allow copying of the view in a graphic format compatible with standard word processing software to allow pasting the view into the laboratory report. High magnification video path shall be perpendicular to the sample and at a slight angle with the X-ray beam so that high magnification image is available while X-ray fluorescence spectra are being generated. Two simultaneous live images from above with different magnifications shall be available for sample overview and precise positioning while X-ray fluorescence spectra are generated.

1.4.12. The system shall include both vacuum systems including pump and He-flush capability.

1.4.13. The instrument shall be capable of analyzing all elements within the maximum and minimum limits given in Appendix A in both vacuum and Helium environments when using the 20-micron X-ray spot emanating from the poly-capillary optic.

There shall be sufficient flux density in the 20-micron X-ray spot to meet the minima for the alloys AND concentrations (relative weight percent) represented in Appendix 1 for dwell times of 20 milliseconds (msec) in mapping applications. The total summed counts per second at 40% dead time for both detectors using 50kV tube voltage shall be no less than 200,000 cps for a pure iron sample.

1.4.14. The software must allow viewing of the sample coupled with positioning of the area of analytical interest by mouse.

1.4.15. The software must allow single point analysis. It should also allow automated multiple points, points on a line, and matrix point sequences to be configured and analyzed.

1.4.16. The software must allow element imaging via spectral mapping.

1.4.17. The software must allow peak identification with energy line markers, automatic and manual background fitting routines, peak subtraction, normalization, and intensity calculations by various deconvolution curve fitting routines. The deconvoluted best fit spectrum should overlay the actual spectrum to visibly discern the quality of the calculated best fit spectrum. The software shall have the capability to deconvolute all k-lines, L-lines, and M-lines for all elements from C to U in the range of 0.25KeV to 40KeV simultaneously while successfully deconvoluting overlapped peaks. Multi-element glass pellet certified reference materials should be successfully deconvoluted.

1.4.18. The software shall allow for quantitative analysis using both standardless fundamental parameters and fundamental parameters with standards.

1.4.19. The software shall allow for quantitative analysis using semi-empirical algorithms.

1.4.20. The instrument computer software shall save results and allow retrieval for later viewing and re-processing.

1.4.21. The instrument computer software shall allow data to be exported to Microsoft (MS) applications such as MS Excel.

1.4.22. The instrument shall provide multiple adjacent camera fields of view to be collected with the elemental images stitched together as a montage in an unattended mode of operation.

1.4.23. The instrument shall provide multiple uncorrelated camera fields of view to be collected in an unattended mode of operation.

1.4.24. The instrument shall provide the ability to reprocess spectral database with new elements identified.

1.4.25. The instrument shall provide the ability for relative-elemental-weight-percent maps with FP quantification.

1.4.26. The instrument shall provide for precise control of size and location of spectral display regions within the element map. The spectral display regions shall be by point, by line, and by matrix where size and position of matrix can be specified to make absolute spectral comparisons between regions of the map.

1.4.27. The instrument shall provide for total sum spectrum over entire map.

1.4.28. The instrument shall provide for total spectral count map image where each map pixel represents the total counts in the spectrum at that map pixel.

1.4.29. The instrument shall collect X-ray spectra at a selected pixel resolution with capability of ≥ 6,000 x 6,000 pixels over a selected sample region. The spectrum at each of the 36,000,000 map pixels shall be capable of being saved for future data processing.

1.4.30. After collecting a spectral map, the instrument shall provide a user the capability to recall a particular spectrum or create spectral summations by location in the video and elemental map images and shall provide for elemental spectral maps to be used to steer the stage to a particular location on the sample for further in-depth analysis following the acquisition of a spectral map.

1.4.31. The instrument shall allow X-ray line profiles to be acquired from any orientation on the sample whereby both intensity and semi-quantitative data can be acquired and graphically displayed on the monitor. The instrument shall provide the capability for linescan data to be displayed separately or overlaid on the video image.

1.4.32. The instrument shall provide μEDXRF-spectral-mapping resulting in 2-dimensional-intensity-maps which are X-ray energy dispersive spectra where an X-ray fluorescence spectrum originating from X-ray excitation-spot-size-of 20-micron-diameter is saved at each 10-micronpixel. The generated spectrum at each 10-micron-increment shall be auto-deconvoluted with background subtraction for a total of 36,000,000 spectra comprising a 60mm x 60mm area where each spectrum is auto-deconvoluted to give peak intensities for each element of interest (Fe(Kα) =

6.403 KeV, V(Kα) = 4.952 KeV, Ca(Kα) = 3.691 KeV, etc.) at each of the 36,000,000 pixels. Therefore, the mapped 60mm x 60mm region shall be associated with an X-ray-energy dispersive-spectrum for each 10-micron-pixel. The resulting deconvoluted spectral map for each element of interest shall be displayed using unique color for each element and pseudo-gray scale for total-X-ray-fluorescence-counts of all elements where the displayed element is assigned a specific color (red, blue, green, etc.) with maximum-deconvoluted-peak-intensity at a given pixel being proportional to the intensity of the assigned color for that element. For example, if red is assigned to Fe, then the spectral map for Fe should be bright red at pixels occupied by low alloy steel particles, completely dark for pixels occupied by particles of Ag-plating, and semi-bright for pixels containing particles of A286.

Element maps should then be able to be combined/mixed/overlayed and magnified so that each 10-micron-pixel is visibly discernable.

1.4.33. The instrument shall provide μEDXRF-spectral-mapping and be capable of discerning and quantifying the particles of a 60 mm x 60 mm filter patch that contains thousands of particles corresponding to engine alloy classifications: M50, 9310, 4340, 17-4, 310, 347, A286, Inco 718, LA steel, Ag, W carbide, Cr plate, Ni plate, 316 steel, 304 steel, geological materials corresponding to the inorganic components of common dirt (quartz/gypsum/alkali-feldspars/ aluminosilicates), cellulose fibers, and metal-oxide-corrosion products where particles range in size over four orders of magnitude from 1 mil2 to 5000 mil2 using a 20 millisecond (msec) dwell time in a spectral mapping application.

1.4.34. The design of the instrument shall allow it to be field-serviceable and field-upgradable.

1.4.35. When using the high magnification camera, a small red circle with crosshairs representing the 20-micron-X-ray-excitation-spot and indicating precise location of 20-micron-X-ray-excitationspot on sample shall be clearly visible so that precise location of 20-micron-X-ray spot on sample is known while viewing sample under the live high magnification camera.

1.4.36. The escape line of selected element line shall be viewed where the escape peak is represented at bottom of spectrum by a marker. The sum peak (2x main energy) of selected element line can be viewed at bottom of spectrum by a marker that is distinct (different color) from the escape peak. Absorption edge of the element line selected should be viewed where it is depicted at bottom of spectrum by a marker that is distinct (different color from the escape peak and sum peak). For a given atomic element line, the sum peak, escape peak, and absorption edge should be viewed and discerned simultaneously.

1.4.37. The instrument and software shall be capable of producing an element image overlay for three atomic elements where each is assigned a distinct color (red, green, blue). A RED-GREEN-BLUE-mixer shall be applied using a triangular color scale showing the color of each image pixel as a function of relative-ROI-intensity and/or relative-weight-percent of the three atomic elements.

1.4.38. The instrument and software shall be capable of producing an element image overlay for five atomic elements where each is assigned a distinct color (red, green, blue, yellow, or gray) and is overlayed to show the color of the dominant atomic element at each map pixel.

1.4.39. The instrument and software shall have advanced “data mining” features including breaking a map of an atomic element (e.g. Silicon) into three logarithmic scales (0 to 1%), (1 to 10%), and (10 to 100%) where 1) red mono-color scale represents the mapped region where element runs from 10 to 100%, 2) bluemono-color-scale represents 1 to 10%, and 3) green mono-color-scale represents 0 to 1%.

1.4.40. The Contractor shall provide a user manual with the instrument. The user manual shall include at least the following information – safety notices, instrument description, instrument specifications, operating instructions, maintenance and servicing, software description and detailed software operating instructions, calibration/standardization procedures, and troubleshooting.

2. ON-SITE INSTRUMENT INSTALLATION VERIFICATION AND TRAINING

2.1. The Contractor shall provide on-site installation and verification by demonstrating that the instrument is in working order and meets all the requirements of this SOW.

Installation and verification shall be accomplished during normal operating hours of Monday – Friday 7:00 am – 3:00 pm.

2.2. The Contractor shall include no less than 80 hours of application support via phone, MS Teams, and email by an applications specialist during the first year of operation as the user is learning how to use the instrument. The application support shall be provided during normal operating hours of Monday – Friday 7:00 am – 3:00 pm

3. QUALITY ASSURANCE

3.1. QUALITY CONFORMANCE INSPECTION

3.1.1. A quality conformance inspection shall be conducted after the Contractor completes installing the instrument, ensuring calibrations have been tested and verified to be accurate under supervision of Government representatives and/or subject matter experts (SMEs). Failure of any item to pass any examination or test shall be cause for rejection. The μEDXRF spectrometer and its associated equipment, within this purchase will remain the property of the Contractor until all items of this quality conformance inspection have been passed and accepted by the Government representative(s).

3.1.2. The installed instrument shall meet all the requirements stated in this SOW and shall conform to the manufacturer’s drawings, specifications, standards, and quality assurance practices.

4. COMPUTER SYSTEM

4.1. The computer system shall have at minimum a 6th Gen Intel® Core™ i7 6700 Quad- Core Processor (3.20GHz, 4.0Ghz Turbo, 8MB w/ HD Graphics 530) Windows® 10 64-bit Operating System, 500 GB Hard Drive with 34” widescreen monitor.

4.2. The pre-installed software licensed to be used on the computer shall include the Windows 10 operating system with MS Word, MS Excel, and MS PowerPoint.

5. ACCESSORIES

5.1. The Contractor shall supply any unique supplies required for the operation of the instrument and shall supply consumables to allow the operation of the instrument for 60 days. This will allow the end user sufficient time to establish a source and acquire suppliers.

5.2. The Contractor shall supply with the instrument any special tools required for routine maintenance.

6. SECURITY BRIEFINGS AND OPERATIONAL SECURITY (OPSEC) BRIEFINGS

6.1. The GPOC shall provide OC-ALC security briefings and OPSEC briefings to all contractor personnel working on TAFB in support of this requirement.

Appendix A

Each element listed under each base metal below shall be accurately quantified in the given base metal alloy in the given range with units of relative weight when using the 20-micron X-ray spot at 20ms dwell times where discernable peaks above background will exist that are able to be quantified standardless fundamental parameters, fundamental parameters with standards, or semi-empirical algorithms implying that the minima represent concentrations above LOD at 20ms dwell times.

Iron-base (Low alloy, Tool, cast, and stainless steels)

Si 0.1 - 19 Nb 0.05 - 3.0 Bi 0.05 - 0.04 Mn 0.1 - 19 Ti 0.05 - 3.0 Ca 0.05 - 0.02 P 0.05 - 2 V 0.01 - 10 Ce 0.05 - 0.5 S 0.05 - 0.4 W 0.02 - 20 Sb 0.02 - 0.2 Cr 0.02 - 32 Pb 0.005 - 0.4 Te 0.01 - 0.05 Mo 0.05 - 9.5 Sn 0.1 - 0.3 Se 0.02 - 0.3 Al 0.02 - 3.0 Mg 0.1 - 0.2 Ta 0.05 - 0.7 Co 0.02 - 21 As 0.05 - 0.2 Zn 0.05 - 0.04 Cu 0.05 - 8 Zr 0.02 - 0.2 La 0.01 - 0.2

Aluminum-base

Si 0.05 - 20 Zn 0.05-12 La 0.02 - 0.05 Fe 0.05 - 12 Ti 0.05 - 0.3 P 0.05 - 1 Cu 0.05 - 10 Ag 0.01 - 1 Pb 0.01 - 1.5 Mn 0.05 - 0.9 Bi 0.01 - 0.1 Sb 0.01 - 0.6 Mg 0.1 - 12 Ca 0.05 - 0.04 Sn 0.01 - 0.1 Cr 0.05 - 0.5 Cd 0.005 - 0.5 V 0.05 - 0.1 Ni 0.05 - 2.8 Ga 0.02 - 0.1 Zr 0.05 - 0.3

Copper-base

Zn 0.05 - 45 Si 0.05 - 6.1 Bi 0.01 - 5.0 Pb 0.01 - 17 Mg 0.1 - 0.18 Ag 0.02 - 1.6 Sn 0.05 - 14.8 Cr 0.05 - 2.4 Co 0.05 - 2.4 P 0.05-1 Te 0.01 - 0.15 Al 0.05 - 12.0 Mn 0.05 - 5.5 As 0.01 - 0.4 S 0.05 - 0.20 Ni 0.05 - 34 Sb 0.01 - 1.7

Ni-Fe-Co high temperature alloys

Si 0.05 - 4.0 V 0.05 - 3 Zr 0.05 - 0.3 Mn 0.05 - 10 Cu 0.05 - 41 Ta 0.05 - 12.0 P 0.05 - 0.9 W 0.05 - 13 Hf 0.05 - 2.0 S 0.05 - 0.3 Co 0.05-100 Re 0.02 - 5 Cr 0.05 - 36 Nb 0.05 - 6 Y 0.05 - 5 Fe 0.05 - 100 Al 0.05 - 6 Pt 0.02 - 0.5 Mo 0.05 - 34 Ti 0.05 - 6

Titanium-base

Al 0.1 - 8 Mn 0.02 - 7 Pd 0.02 - 0.2 Sn 0.05 - 11 Cr 0.05 - 4 Y 0.05 - 0.05 Zr 0.02 - 6 Ni 0.05 - 0.6 Ta 0.05 - 0.2 Mo 0.05 - 16 Fe 0.05 - 3 Ru 0.02 - 0.2 V 0.05 - 5.6 Cu 0.05 - 2.5 Si 0.05 - 1 Nb 0.05 - 7

Pb-base

Sn 0.1 - 64.4 Au 0.02 - 0.3 P 0.05 - 0.02 Ag 0.05 - 3.4 Ca 0.1 - 0.16 S 0.05 - 0.03 Sb 0.1 - 17 Cu 0.1 - 0.6 Se 0.05- 0.03 Bi 0.1 - 54 Fe 0.05 - 0.03 Te 0.05 - 0.09 Cd 0.05 - 0.5 In 0.05 - 0.3 Zn 0.05 - 0.06 As 0.03 - 1.5 Ni 0.05 - 0.02 Pd 0.05 - 0.008

Appx C Ver: 20200729 HR

CONTRACT SAFETY APPENDIX C

“HIGH RISK”

Safety Requirements

A. Preface

1. Commander’s Safety Intent: The safety of everyone on Tinker AFB is our top priority. All individuals must accept personal responsibility for safety and seek opportunities for improving the safety of our collective work environment. Everyone working on Tinker AFB is challenged to find, fix (if able) and report all hazards and near-misses. It is our shared duty to take every reasonable step and precaution to prevent accidents and preserve the health/safety of each contractor and government employee.

2. Speak Out for Safety (SOS): Safety surety is an integral part of our overall goal of establishing a world class safety and health program. Our “Speak Out for Safety” initiative is a partnership with contractors and government employees to further enhance safety to ensure we are looking out for all our partners and empowers all employees to actively participate in each other’s safety. A safe workplace is everyone's business. As part of the contract team, military, civilian and contractor personnel are empowered to Speak Out for Safety (S.O.S.) when they observe unsafe acts that present imminent danger to personnel or catastrophic damage to property. We encourage our employees to intervene to ensure continued safe operations.

B. General Safety Requirements:

1. If the Safety Plan is modified, the Contractor shall submit the proposed modification, in writing, to the Government Contract Official Representative (COR). The COR will forward a copy of the Safety Plan upon receipt to the applicable Safety Office, located on Tinker AFB, OK.

2. The Contractor shall be solely responsible for compliance with all federal, state and local laws, the Occupational, Safety and Health Act (OSHA) (Public Law 91-596) and the resulting standards, and the protection of their employees and the public. Additionally, the Contractor is responsible for the safety and health of all Sub-Contractor employees, if applicable.

3. The Contractor shall ensure assigned personnel are adequately trained and qualified for the task being performed and brief all personnel on the hazards involved with operations and applicable precautions to be taken. Should unidentified hazards arise, cease operations until actions are taken to eliminate or mitigate hazards to safe levels.

4. The contractor shall establish a system to identify, correct and document unsafe conditions and acts related to their contract work.

5. The contractor shall establish a system to report unsafe conditions caused by elements out of their control (for example, public or DoD personnel adjacent process or work activity and so forth) to the contracting officer or COR.

6. Compliance with OSHA and other applicable laws and regulations for the protection of Contractor employees shall exclusively the obligation of the Contractor. The Government will assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. The Contractor shall brief his/her employees on the safety requirements of this contract and on hazards associated with prescribed tasks. In addition, the Contractor shall be required to communicate down the safety requirements/specification to all Sub-Contractors, if applicable. This contract shall in no way require persons to work in surroundings or under working conditions which are unsafe or dangerous to their health. The Contractor shall coordinate and perform work so as not to impact the safety of Government employees or cause damage to Government property or to the public. Contractor employees shall utilize protective equipment and associated safety equipment when necessary.

C. Specific Requirements:

The Contractor’s safety program shall clearly define procedures, personnel qualifications, facilities and required equipment necessary to fulfill the following elements as to the type of work being performed within the scope of the contract.

Element/Requirement Reference

OSHA Standards for General Industry 29 CFR 1910

OSHA Standards for Construction 29 CFR 1926

Air Force Occupational Safety, Fire, AFMAN 91-203 and Health Standards

The US Air Force Traffic Safety Program AFI 91-207

TAFBSUP; Air Force Motor Vehicle Traffic AFMAN 31-116 Supervision

Fire Prevention-Fire Protection Program TAFBI 32-2001

USAF Explosive Safety Manual AFMAN 91-201

D. Safety Plan:

1. Not more than 10 days after contract award, the contractor shall submit a Safety and Health Plan for the work to be performed. The government will review the contractor’s proposed Safety and Health Plan, and the contractor shall promptly resolve any comments arising from government review. When requested by the contracting officer, DoD qualified safety and health personnel may participate in the government review of the contractor’s proposed Safety and Health Plan. Upon the contracting officer’s determination that the government’s comments (if any) have been satisfactorily resolved, the government shall approve the Safety and Health Plan in writing, and the approved Safety and Health Plan will be considered part of this contract. Unless approved in writing by the contracting officer, the contractor shall not commence physical on-site work at the government installation/facility prior to approval of the Safety and Health Plan. At a minimum, the Safety and Health Plan must include:

a. Safety and Health Points of Contact. Provide names and contact information for key contractor personnel, and alternates, who may be contacted 24 hours a day concerning safety and health matters or emergencies.

b. Application of Safety and Health Capabilities and Processes. Describe in detail how the contractor and all major subcontractors will manage and perform the safety and health aspects of the work accomplished under this contract, including how the contractor and subcontractor(s) will apply the processes, equipment, training, specialized resources, etc., that were described in the contractor’s “safety and health capabilities and processes” narrative submitted in response to the solicitation for this contract.

c. Workplace Safety and Health Inspections. Describe how the contractor will accomplish frequent safety and health inspections of contractor and subcontractor work sites, material, and equipment to ensure conformance to the contractor’s Safety and Health Plan and the requirements of this contract. Inspection frequency shall be at least monthly, or as described in the contractor’s “safety and health capabilities and processes” narrative submitted in response to the solicitation for this contract, whichever is more frequent. Identify the personnel who will perform these inspections, and describe their qualifications. Inspections shall be documented in writing and made available to the contracting officer upon request.

Inspection documentation shall include the name of the inspector, date of inspection, and all identified safety and health problems and deficiencies. Follow-up inspections to ensure correction of any identified deficiencies must also be conducted and documented in inspection reports.

d. Safety and Health Deficiency Tracking System. Describe the contractor’s

Safety and Health Deficiency Tracking System that lists and monitors the status of safety and health deficiencies, regardless of how identified, including hazards/deficiencies identified via the Workplace Safety and Health Inspection Program (see above) and by contractor/subcontractor employees. At a minimum, the System shall provide the following information: date deficiency identified, person who identified the deficiency, description of deficiency, description of planned/actual corrective action, person responsible for correcting deficiency, projected resolution date, actual resolution date, date the person who identified the deficiency was notified of deficiency resolution. Records of deficiencies and actions taken shall be provided to the contracting officer.

e. Safety and Health Training Program. Describe how the contractor will implement and operate a Safety and Health Training Program encompassing all contractor and sub-contractor employees who will work on-site at the government installation/facility. All affected employees shall be trained in accordance with the Safety and Health Training Program prior to performing work on-site at the government installation/facility, except where an alternative training schedule is approved in writing by the contracting officer. The training program shall include the following, at a minimum:

i. Written procedures and schedules for training of affected employees in the following:

1. Employee rights under the Occupational Safety and Health Act.

2. Hazardous conditions that may be encountered during the performance of work at the government installation/facility, how to recognize hazardous conditions, and the signs and symptoms of workplace related illnesses and injuries.

3. The hazard control methods, safe work methods, and personal protective equipment that will be applied to prevent work related illnesses and injuries, including the proper use and limitations of personal protective equipment.

4. Procedures to be followed in the event of a fire/emergency or fire/emergency drill, while employees are working on-site at the government installation/facility, including procedures for obtaining medical treatment/assistance when needed.

5. Responsibilities and procedures for reporting of hazardous conditions and work related accidents, illnesses, and injuries.

6. Applicable safety and health rules of the government installation/facility that must be followed by contractor employees.

(NOTE: Obtain information on applicable Safety and Health rules of the government installation/facility from the contracting officer)

7. For contracts involving work at a government installation/facility that is participating in the OSHA Voluntary Protection Programs (VPP), training will also include notification to affected employees of the site’s participation in VPP, and VPP fundamentals.

8. Other safety and health training as deemed necessary/appropriate by the contractor.

ii. The methods and resources the contractor will apply to complete the above training in a timely and satisfactory manner, including information such as descriptions of training locations/facilities, training materials to be used, sources of training and training materials, instructor qualifications, communication of training to employees who cannot communicate effectively in English, refresher training, etc., as applicable.

iii. Documentation of the training provided, including date(s) of training, name(s) of employees trained, training topic, instructor (if applicable), and means used to verify that the training was understood. This documentation shall be retained for the duration of the contract, and shall be made available to the contracting officer upon request.

f. Reporting and Investigation of Mishaps, Injuries, and Illnesses. The contractor shall immediately notify the contracting officer of any work related mishaps that involves, or appears that it may involve, fatality, total or partial permanent disability of any employee, inpatient hospitalization of any employee, or property damage over $1,000, regardless of whether such matters involve government or private personnel/property. The contractor shall also notify the contracting officer of any illness or injury that is, or appears that it may be, an OSHA recordable illness/injury as defined by 29 CFR 1904 as soon as reasonably possible, but not later than on the first business day following the day on which the illness/injury occurred, regardless of whether such matters involve government or non-government personnel. The contractor shall investigate all mishaps, illnesses, and injuries, report the results of such investigations, and cooperate with any government investigation of such matters, as requested by the contracting officer.

g. Inspections by Regulatory Agencies. The contractor shall immediately notify the contracting officer of any OSHA or other regulatory agency inspection of contractor or subcontractor workplaces or operations at the government installation/facility, and provide the contracting officer an opportunity to accompany the contractor during the inspection. Regulatory agency inspections shall not be delayed due to non-availability of the contracting officer. The contractor shall provide the contracting officer with a copy of any citations/reports issued by the inspector, and any corrective action responses to the citation(s)/report(s).

h. Other Records and Reports. In addition to any other records and reports required by this contract, the contractor shall maintain records of all illnesses and injuries experienced by contractor and subcontractor employees in the course performing work at the government installation/facility under this contract. At a minimum this shall include maintaining an up-to-date OSHA Form 300 or equivalent log in accordance with 29 CFR 1904. The contractor shall also maintain records of all on-duty paid hours worked at the government installation/facility by employees of the contractor and each subcontractor. The contractor shall provide a monthly report to the contracting officer including a copy of the updated OSHA Form 300 or equivalent log and the total hours worked at the government installation/facility by contractor and subcontractor employees.

This monthly report shall only include injuries, illnesses, and work hours for work under this contract that is performed at the government installation/facility specified by this contract. Illnesses, injuries and work hours occurring at other locations shall not be included. Where the contract requires work at more than one government installation/facility, the monthly report shall be broken down by location as requested by the contracting officer. This monthly report shall be submitted to the contracting officer not later than the 15th of each month, and each report shall be updated to reflect total illnesses, injuries, and work hours for the current calendar year to date, through the end of the preceding month. The report due by the 15th of January shall provide data totals for the entire preceding calendar year.

i. Investigation and Resolution of Safety and Health Matters. In addition to any other requirements of this contract, when requested by the contracting officer the contractor shall investigate any safety and health matter connected with the performance of work under this contract. Matters for which investigations may be requested include, but are not limited to, significant failures to control hazardous conditions, significant compliance failures, significant unfavorable mishap or compliance trends, etc. When investigation is requested, the contractor shall complete the investigation and provide a report of investigation findings, actions planned/taken resolve the problem and/or improve future performance, and target/actual dates for action completion. This report shall be provided to the contracting officer within 15 days of the request to investigate, except when an extension is granted in writing by the contracting officer.

H6TM05 - APPENDIX C HIGH RISK.pdf