Halide Detectors Draft PWS PRS 08-12-26.pdf

Vs 202407

Calibration and Repair Services for Halide (Freon) Detectors July 15, 2026

PART 1: GENERAL INFORMATION

1.1 Introduction

This is a non-personal services contract to provide factory calibration, diagnostics, and repair services for Government-owned Halide (Freon) detectors. The Government shall not exercise supervision or control over the Contractor’s employees performing the tasks herein. Such contract employees shall be accountable solely to the Contractor who, in turn, shall be responsible to the U.S. Government.

1.2 Background

Halide/Freon (refrigerant) gas detectors are critical instruments utilized to verify the integrity and performance of specialized filter bank systems designed to contain hazardous vapors. During standard containment testing, a controlled Freon tracer gas is introduced to evaluate whether the filter banks effectively prevent the migration of contaminants. The detectors measure the presence and concentration of this tracer gas to identify leaks or system deficiencies.

Because these detectors provide the primary means of verifying containment safety, their accuracy, responsiveness, and calibration reliability are vital. Out-of-calibration or malfunctioning instruments risk yielding inaccurate measurements, compromising safety margins, and delaying mission capabilities.

1.3 Scope of Work

The Contractor—operating as the Original Equipment Manufacturer (OEM)—shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and non-personal services necessary to perform diagnostic inspection, certified factory calibration, and necessary repairs for the six

(6) Government-owned Halide Detectors listed in Part 5.

1.4 Period of Performance (PoP)

The Period of Performance shall be a twelve (12) month base period from the date of contract award, with all individual instrument turnaround times adhering to the schedule defined in Section 5.4.

1.5 Place of Performance

All calibration, diagnostic, and repair work under this contract shall be performed at the Contractor's authorized factory facility:

NUCON International Inc.

7000 Huntley Rd.

Columbus, OH 43229

1.6 Hours of Operation

The Contractor shall conduct business and receive shipments between the hours of 8:00 AM and 5:00 PM Eastern Standard Time (EST), Monday through Friday, excluding Federal holidays.

1.7 Type of Contract

The Government is contemplating an award for a Firm-Fixed-Price (FFP) contract.

1.8 Government Points of Contact (POC)

Technical Point of Contact (TPOC):

Nathan Otasua Dugway Proving Ground Phone: (435) 830-4260 Email: nathan.j.otasua.civ@army.mil

Contracting Officer's Representative (COR):

Teri Street https://www.google.com/url?q=mailto%3Anathan.j.otasua.civ%40army.mil

Phone: (520) 674-0139 Email: teri.j.street.civ@army.mil

PART 2: DEFINITIONS & ACRONYMS

• BER (Beyond Economical Repair): An instrument where the projected repair cost exceeds 65% of the replacement value of a new unit.

• CO (Contracting Officer): The sole government official authorized to legally bind or modify the terms of the contract.

• COR (Contracting Officer’s Representative): The technical representative designated to monitor contractor performance.

• CUI (Controlled Unclassified Information): Unclassified information that requires safeguarding or dissemination controls pursuant to law and regulations.

• FFP (Firm-Fixed-Price): A contract type where the price is not subject to any adjustment on the basis of the contractor's cost experience.

• NIST (National Institute of Standards and Technology): The federal technology agency that works with industry to develop and apply technology, measurements, and standards.

• OEM (Original Equipment Manufacturer): The original developer/manufacturer of the equipment (NUCON International Inc.).

• TAT (Turnaround Time): The total elapsed time from when the contractor receives the equipment to when it is shipped back to the Government.

• TPOC (Technical Point of Contact): The technical subject matter expert responsible for inspection and acceptance of services.

PART 3: GOVERNMENT FURNISHED PROPERTY & SERVICES

3.1 Government Furnished Property (GFP)

The Government will not provide any tools, materials, or facilities. The only Government property provided under this contract are the physical Halide Detector units listed in Section 5.2, which are shipped to the Contractor strictly for the purpose of receiving calibration and repair services.

PART 4: CONTRACTOR FURNISHED ITEMS AND SERVICES

4.1 General

The Contractor shall furnish all personnel, equipment, certified calibration standards, proprietary diagnostic software, OEM replacement parts, testing facilities, tools, materials, and administrative support necessary to fulfill the requirements of this PWS.

PART 5: SPECIFIC TASKS & DELIVERABLES

5.1 Basic Services

The Contractor shall perform diagnostic inspection, physical repair, and factory calibration for the Government-owned instruments. All work must restore the detectors to full operational parameters and certify their accuracy in accordance with OEM engineering specifications.

5.2 Equipment Inventory to be Serviced

Item Nomenclature Manufacturer Model Serial Number

01 Halide Detector NUCON International Inc. F-1000-HD 3104-HD-SAE-2025A

02 Halide Detector NUCON International Inc. F-1000-HD 3104-HD-SAE-2025B https://www.google.com/url?q=mailto%3Ateri.j.street.civ%40army.mil

03 Halide Detector NUCON International Inc. F-1000-HD 3104-HD-SAE-2025C

04 Halide Detector NUCON International Inc. F-1000-HD 691-HD-SAE-89A

05 Halide Detector NUCON International Inc. F-1000-HD 251-HD-SAE-93A

06 Halide Detector NUCON International Inc. F-1000-HD 251-HD-SAE-93B

5.3 Specific Tasks

5.3.1 Receiving, Diagnostic Inspection, and Evaluation

• Task: Upon receipt of each detector, the Contractor shall perform an initial physical inspection and system diagnostic routine to assess unit integrity, identify any component failures, and evaluate baseline calibration drift.

• Over-and-Above (O&A) Threshold: If the initial diagnostic reveals that an instrument requires extensive repairs (non-standard wear-and-tear) exceeding a pre-authorized threshold of $500.00 in replacement parts, the Contractor shall halt work on that unit and submit a written diagnostic report and repair cost estimate to the Contracting Officer (CO), COR, and TPOC. The Contractor shall not proceed with repairs exceeding this threshold without written authorization from the CO.

• BER Determination: If a unit is deemed Beyond Economical Repair (BER), the Contractor shall notify the COR and TPOC in writing. The Government may elect to have the un-repaired unit returned or designated for scrap.

5.3.2 Equipment Repair

• Task: The Contractor shall execute all necessary repairs to restore the detectors to a fully operational, "like-new" state.

• Standard: Only genuine, brand-new OEM components provided by NUCON International Inc.

shall be utilized. No refurbished, third-party, or aftermarket components are authorized. All repairs must conform to original OEM design tolerances.

5.3.3 Factory Calibration

• Task: The Contractor shall perform factory calibration on each detector utilizing proprietary OEM procedures, specialized calibration test loops, and certified test gases.

• Standard: Calibration must be traceable to the National Institute of Standards and Technology (NIST) or an equivalent recognized national standards body.

5.3.4 Packaging and Return Shipping

• Task: The Contractor shall securely package the serviced instruments to prevent electrostatic, shock, or moisture damage during transit.

• Logistics Responsibility: The Government is responsible for inbound shipping costs to the Contractor's facility. The Contractor is responsible for outbound (return) shipping, packaging, and freight costs from their facility back to the following designated Government delivery location:

WDTC Receiving Dugway Proving Ground ATTN: Nathan Otasua 4223 2nd St.

Dugway, UT 84022

5.4 Performance Metrics & Turnaround Time (TAT)

• Standard Turnaround: The Contractor shall complete the diagnostic, repair, calibration, and shipment of each unit within thirty (30) calendar days from the date the unit is officially received at the Contractor's facility.

• Expedited Request: If the Government requests expedited turnaround due to mission requirements, the Contractor shall coordinate a mutually agreed-upon accelerated schedule, not to be unreasonably withheld.

5.5 Deliverables

Deliverable Format Quantity Due Date Recipients

Diagnostic Report (if repairs exceed $500)

PDF via Email 1 per affected unit

Within 5 business days of unit receipt

CO, COR,

TPOC

Certificate of Calibration Hardcopy with unit & PDF via Email

1 per unit Upon shipment of serviced unit

COR, TPOC

Service & Repair Summary PDF via Email 1 cumulative report

Upon completion of all 6 units

COR, TPOC

5.6 Inspection and Acceptance

Inspection and Acceptance of services and deliverables shall be performed by the TPOC upon receipt of the returned equipment. Invoicing and payment shall be processed via Wide Area Workflow (WAWF).

PART 6: SECURITY & CUI REQUIREMENTS

All work performed under this contract is UNCLASSIFIED. However, the Contractor shall treat all associated equipment lists, serial numbers, shipping schedules, and point-of-contact details as sensitive operational information.

6.2 Operations Security (OPSEC) Requirements

The Contractor shall adhere to the following OPSEC protocols to prevent the unauthorized disclosure of military testing capabilities and activities:

• Non-Disclosure of Mission Data: The Contractor shall not disclose, publish, or release to any third party (including on marketing materials, social media, or company websites) any information linking Dugway Proving Ground (DPG), WDTC, or specific DoW testing programs to the services performed under this contract.

• Protection of Shipping and Logistics Data: The Contractor shall safeguard all shipping documents, tracking numbers, and transport schedules. These details must not be made publicly accessible.

• Critical Information Protection: The Contractor shall protect information that reveals:

1. The specific quantities of detectors are active at Dugway Proving Ground.

2. The exact operational readiness or failure rates of DPG's testing equipment.

3. The names, direct telephone lines, and email addresses of DPG personnel (TPOC/COR).

6.3 Public Release of Information

The Contractor shall not release any public statements, press releases, or promotional material regarding this contract without the prior written approval of the Contracting Officer (CO) and the DPG Public Affairs Office (PAO).

6.4 Access to Government Information Systems

The Contractor does not require, and is not authorized, physical access to Government installations or logical access to Government IT networks/systems under this contract.

PART 7: ATTACHMENT/TECHNICAL EXHIBIT LISTING

7. Attachment and Technical Exhibit List

7.1 Technical Exhibit A – Performance Requirements Summary

7.2 Technical Exhibit B – Deliverables Schedule

7.3 Technical Exhibit C - Government-Furnished Property (GFP) Custody and Accountability

TECHNICAL EXHIBIT A

Performance Requirements Summary

1. Purpose:

This PRS dictates the performance objectives, standards, and Acceptable Quality Levels (AQLs) for the Halide Detector calibration and repair contract. The Government will use this matrix to evaluate the Contractor’s performance, execute Inspection and Acceptance via WAWF, and determine the Contractor’s annual Contractor Performance Assessment Reporting System (CPARS) rating.

2. Performance Matrix:

Performance Objective

Standard Acceptable Quality Level (AQL) / Method of Surveillance

Disincentive (Remedy)

1. Factory Calibration & Certification

PWS 5.3.3, 5.5

Instruments are calibrated to original OEM specifications. A NIST-traceable Certificate of Calibration is provided for each unit.

0% Deviation. All units must be properly calibrated and accompanied by a valid, traceable certificate. / 100% Inspection of Certificates by TPOC upon receipt of shipment.

Re-performance (re-calibration) at Contractor’s expense, including all associated shipping costs.

2. Equipment Repair Quality

PWS 5.3.2

Instruments are restored to fully operational condition using only genuine, new OEM components.

0% Failure Rate.

Instruments must power on and function to specification immediately upon return. / 100% Inspection and functional check by TPOC upon receipt at WDTC Receiving.

Unit returned to Contractor for immediate rework at Contractor’s expense.

Negative CPARS rating.

3. Turnaround Time

(TAT)

PWS 5.4

Diagnostics, repair, calibration, and return shipment are completed within thirty (30) calendar days of unit receipt at Contractor facility.

95% Compliance. (Max 1 unit delayed per cycle without prior CO/COR approval). / Periodic Surveillance (Tracking inbound tracking dates vs. outbound tracking dates).

Documented schedule failure in CPARS. Persistent delays may result in contract termination for default.

4. Cost Control & O&A Reporting

PWS 5.3.1

Contractor provides a Diagnostic Report within 5 business days and halts work if repair parts exceed the $500.00 Over-and- Above (O&A) threshold.

100% Compliance. No unauthorized repairs or parts replacement exceeding the threshold. / 100% Inspection of invoices via WAWF and review of submitted Diagnostic Reports.

Government is not financially liable for, and will not pay for, unauthorized repair costs exceeding the $500 threshold.

5. Packaging and Logistics

PWS 5.3.4

Equipment is securely packaged to prevent electrostatic, shock, or moisture damage during return transit.

0% Deviation. Zero instances of equipment damaged due to improper contractor packaging.

/ 100% Visual Inspection by TPOC upon physical receipt at Dugway Proving Ground.

Contractor assumes full financial liability to repair or replace units damaged in transit due to inadequate packaging.

TECHNICAL EXHIBIT B

Deliverables Schedule

This exhibit summarizes the mandatory deliverables the Contractor must provide to the Government throughout the Period of Performance. Failure to provide these deliverables within the specified timeframes or in the required formats may result in delays with Inspection and Acceptance (WAWF) or payment processing.

2. Deliverables Matrix:

Deliverable Frequency Medium/Format Submit To

1. Diagnostic Report & Cost Estimate

PWS 5.3.1, 5.5

As Required: Within five (5) business days of unit receipt ONLY IF required repairs exceed the $500 Over-and-Above (O&A) threshold, or if the unit is deemed Beyond Economical Repair (BER).

Electronic (PDF) via Email CO, COR, TPOC

2. NIST-Traceable Certificate of Calibration

PWS 5.3.3, 5.5

Per Unit: Provided concurrently with the return shipment of each serviced detector.

Hardcopy (shipped with the physical unit) AND Electronic (PDF) via Email

COR, TPOC

3. Service & Repair Summary

PWS 5.5

Once: Upon final completion and return shipment of all six (6) Halide Detectors. Must summarize all parts replaced, final calibration statuses, and any unrepairable units.

Electronic (PDF) via Email COR, TPOC

3. Delivery Instructions:

• Electronic Deliverables: All emailed deliverables must clearly reference the Contract Number and the specific equipment Serial Number(s) in the subject line.

• Hardcopy Deliverables: Hardcopies of the Calibration Certificates must be placed in a protective sleeve or envelope and packed securely inside the shipping container with the corresponding instrument to ensure immediate availability to the TPOC during WDTC receiving inspections.

TECHNICAL EXHIBIT C

Government-Furnished Property (GFP) Custody and Accountability

This exhibit establishes the accountability, tracking, and hand-off procedures for the six (6) Government-owned Halide Detectors listed in Section 5.2 of the PWS while they are in transit to, residing at, or being returned from the Contractor’s facility.

2. Property Custody Transfer Process:

• Inbound Custody Transfer: Custody of the instruments officially transfers to the Contractor immediately upon physical delivery and signature confirmation at the Contractor's facility (NUCON International Inc., Columbus, OH).

• Receiving Inspection: Within forty-eight (48) hours of receipt, the Contractor shall inspect the shipping containers and instruments for any transit damage. The Contractor shall immediately report any transit damage or discrepancies in serial numbers to the TPOC and COR via email.

• Outbound Custody Transfer: Custody of the instruments transfers back to the Government immediately upon physical delivery and signature acceptance by the TPOC at the WDTC Receiving Dock, Dugway Proving Ground, UT.

3. Contractor Liability for Loss or Damage:

In accordance with FAR 52.245-1 (Government Property), the Contractor shall assume full financial and physical liability for the safe keeping, maintenance, and protection of the instruments while they are in the Contractor's possession.

• Any loss, theft, damage, or destruction of the instruments while at the Contractor's facility or during return transit (due to inadequate packaging) shall be repaired or replaced to "like-new" operational standards at the Contractor's sole expense.

4. Property Custody Log:

The TPOC and the Contractor shall maintain a custody log tracking the status of each instrument using the template below:

Instrument Serial Number

Date Shipped to Contractor

Contractor Receipt

Date

Service Completed

Date

Date Returned to Government

TPOC

Acceptance

Date

3104-HD-SAE-2025A

3104-HD-SAE-2025B

3104-HD-SAE-2025C

691-HD-SAE-89A

251-HD-SAE-93A

251-HD-SAE-93B