International Organization for Standardization 9001 14001 and 45001 Registrar Services Draft Statement of Work.pdf

STATEMENT OF WORK

Federal Aviation Administration Mike Monroney Aeronautical Center

International Organization for Standardization (ISO) 9001, 14001, and 45001 Registrar Services

Page ii

Table of Contents

1.0 BACKGROUND

2.0 PURPOSE

3.0 SCOPE

4.0 CONTRACTOR QUALIFICATIONS

5.0 DELIVERABLES AND PERFORMANCE REQUIREMENTS

6.0 EQUIPMENT, MATERIALS, AND FACILITIES

7.0 FAA RESPONSIBILITIES

8.0 PERFORMANCE LOCATION AND SCHEDULE

9.0 OTHER DIRECT COSTS (TRAVEL)

10.0 PERIOD OF PERFORMANCE

1.0 Background

The FAA (Federal Aviation Administration) is the United States government agency responsible for regulating and overseeing all aspects of civil aviation in the country. It operates under the Department of Transportation (DOT) and has several critical functions, including Air Traffic Management, Safety Regulations, Pilot Certification, Airport Development, Airspace Design, Investigation and Enforcement, and Research and Development. The Mike Monroney Aeronautical Center (MMAC) is a major facility operated by the Federal Aviation Administration in Oklahoma City, Oklahoma. The MMAC complex is a leased facility through the Oklahoma City Airport Trust (OCAT) in Oklahoma City, Oklahoma. The MMAC provides technical training, facility management operations, logistical support, medical examination, United States civil airmen certification, and Federal Shared Services, including financial, information systems security, and other technology solutions supporting the National Aerospace System (NAS).

The MMAC is certified by the International Organization for Standardization (ISO) for the 9001, 14001, and 45001 standards. The International Organization for Standardization is an internationally recognized business practice designed to provide methods for organizations to achieve and demonstrate compliance with international standards. The aviation industry has made significant in-roads into establishing the ISO business model. Industry best practices necessitate that MMAC lines of businesses maintain compliance with international standards to effectively provide and foster continual improvement in quality, environmental, and occupational safety and health management. It is imperative that MMAC lines of businesses manage the quality process and educate our workforce in continual process improvement. The most effective means to achieve this goal is for MMAC to maintain the following certifications: ISO 9001, 14001, and 45001. These ISO certifications are critical for MMAC lines of businesses to meet their performance goals and overall objectives.

MMAC lines of businesses requiring ISO 9001, 14001, and 45001 standards, procedures, and audits for industry certification include the MMAC Office of the Director (AMC), the FAA Academy (AMA), Facility Management (AMP), Aeronautical Center Acquisitions Services (AAQ-700), and the Enterprise Services Center (AMK). AMA provides technical training for the agency and other aviation organizations, including other governmental and non‐ governmental employees (both domestic and international). AMK is a Federal Shared Services provider in financial services, information systems security, and technological solutions. AMK customers include FAA and DOT organizations and external agencies who have agreements in place with them. AMP provides facility support functions, including emergency operations, physical security, and facility maintenance services. AAQ‐700 provides acquisition and administration support services.

Some tenant organizations located at the MMAC are only under the scope of ISO I4001 and 45001. These organizations include the Logistics Support Facility (AJW-L), the Office of Budget and Program (ABP), and the DOT Transportation Safety Institute (TSI). AJW-L provides support for aviation safety and airspace management. This logistical support includes centralized maintenance and repair of National Airspace Systems equipment and supply chain management, warehousing, distribution, and other logistics services. ABP manages financial activities, including commitments, obligations, and expenditures for MMAC. TSI provides safety training courses for all modes of travel, covering the transport of either people or material.

Some tenant organizations located at the MMAC are only included in the scope of ISO 14001.

These organizations include the Office of Aerospace Medicine (AAM), the NAS Engineering Group (AJW-1), the Office of Foundational Business (AFB), Flight Standards Division (AFS), Aeronautical Information Services (AJV-A), Safety and Technical Training (AJI), Office of Human Resource Management (AHR), Information and Technology Services (AIT), the DOT Office of Inspector General (OIG), and Security and Hazardous Materials Safety (ASH). AAM operates the Civil Aerospace Medical Institute (CAMI), which provides medical certification, research, education, and occupational health services. AJW-1 provides engineering support for the NAS systems. AFB is responsible for developing, maintaining, and operating national programs to register United States civil aircraft and airmen certification. AFS develops, delivers, and manages airmen standards, publications, testing, policy, training, and oversight of airmen, air operators, air agencies, and designees. AJV-A develops, publishes, and disseminates aeronautical charts and products to support aviation and the NAS. AJI provides a technical training program to build and maintain certified and mission-ready operations. AHR provides human resources functions and labor relations. AIT delivers core information technology services and develops innovative IT solutions for the FAA. OIG provides leadership and audit services for DOT modal and Secretarial offices. ASH provides personnel security, infrastructure security, intelligence, law enforcement support, insider threat detection, and hazardous materials safety.

MMAC received the following initial ISO certifications:

• ISO 9001 initial certification was received on January 15, 2009; the MMAC migrated from ISO 9001:2008 to 9001:2015 in July 2020, with the last recertification occurring on May 12, 2023 (9001:2015).

• ISO 14001 initial certification was received on September 17, 2008; the MMAC migrated from ISO 14001:2008 to 14001:2015 on June 9, 2017, and the current certification was issued on May 29, 2024 (14001:2015).

• ISO OHSAS 18001 certification was received on September 29, 2010; the MMAC migrated the OHSAS 18001:2007 certification to ISO 45001:2018 on September 9, 2020, with the last recertification occurring on July 11, 2022 (45001:2018).

2.0 Purpose

This contract provides registrar services needed to maintain MMAC’s certifications in ISO 9001, 14001, and 45001. The MMAC Quality, Environmental, and Occupational Safety and Health Management and BMx systems are fully integrated quality management systems designed to manage ISO standards and track internal processes.

The registrar services will be required to manage and maintain the MMAC ISO quality processes and registration. The contract requires a Project Manager/Certified Lead Auditor and support lead auditor services for the appropriate ISO standards (i.e., 9001, 14001, and 45001), demonstrating expertise, experience, and technical qualifications to successfully support MMAC’s goal of obtaining and maintaining ISO registration(s).

3.0 Scope

The MMAC lines of business and organizations included in the scope of each business management system differ by ISO certification.

ISO 9001 SCOPE: The Contractor will conduct external audits of the MMAC Business Management System (BMS) annually with the participating lines of businesses and provide a written report detailing conformity to BMS requirements and ISO 9001:2015 standards. All ISO 9001 services will be provided remotely and through electronic media; the FAA determines remote audit viability.

ISO 9001 Scope Supported Organization [Approx.] Number of Federal

Employees

AMA 323

AMC 18

AMK 602

AMP 63

AAQ-700 52

TOTAL ESTIMATED SIZE 1058

ISO 14001 SCOPE: The Contractor will conduct external audits of the MMAC’s physical environment annually and provide a written report detailing compliance with ISO 14001:2015 standards, as applicable. Audit services are routinely conducted on-site. Audit services may also be provided remotely and through electronic media; the FAA determines remote audit viability.

The ISO 14001 scope will include conducting audit services for all MMAC organizations listed below, including operations currently performed at AJW-L’s offsite warehouse, located approximately two miles north of the MMAC. Contractor operations are also included in the scope at the locations listed below.

ISO 14001 Scope

Organization # Employees Admin Space (ft2)

Industrial (ft2) Lab (ft2)

Warehouse (ft2)

AMA 690 114,884 2,294 185,419 1,902

AMC 20 5,893 0 0 0

AMK 801 120,350 3,336 0 0

AMP 247 30,958 37,761 263 16,674

AAQ-700 71 5,972 0 0 0

ABP 9 3,589 0 0 0

AJW-L 767 121,193 158,932 6,759 666,197

TSI 59 16,179 0 9,144 1,010

AAM 287 77,741 3,363 59,553 0

AJW-1 647 86,933 2,158 14,111 7,877

AFB 178 43,070 0 0 964

ISO 14001 Scope

Organization # Employees Admin

Space (ft2) Industrial

(ft2) Lab (ft2) Warehouse

(ft2)

AFS 95 10,018 0 6,832 0

AJV-A 212 35,231 0 166 0

AJI 78 8,332 0 943 0

AHR 80 17,753 0 0 0

AIT 62 6,938 0 2,354 0

OIG 4 1,703 0 0 0

ASH 36 10,586 0 0 0

TOTAL 4,343 717,413 207,844 255,544 694,624

ISO 45001 SCOPE: The Contractor will conduct annual external audits of the MMAC’s physical environment and provide a written report detailing conformance with the ISO 45001:2018 standard. Audit services are routinely conducted on-site but may be provided remotely and through electronic media; the FAA determines remote audit viability.

The ISO 45001 scope will include conducting audit services for the organization listed below, including operations currently performed at AJW-L’s offsite warehouse located approximately two miles north of MMAC. Contractor operations are included in the scope at the locations listed below.

ISO 45001 Scope Organization # Employees Admin

Space (ft2) Industrial (ft2)

Lab (ft2) Warehouse (ft2)

AMA 690 114,884 2,294 185,419 1,902

AMC 20 5,893 0 0 0

AMK 801 120,350 3,336 0 0

AMP 247 30,958 37,761 263 16,674

AAQ-700 71 5,972 0 0 0

ABP 9 3,589 0 0 0

AJW-L 767 121,193 158,932 6,759 666,197

TSI 59 16,179 0 9,144 1,010

TOTAL 2,664 419,018 202,323 201,585 685,783

Administrative space includes offices, workstations, conference rooms, break rooms, files, and supply storage areas.

Industrial space includes electronic and equipment repair and maintenance, vehicle maintenance, sanding and painting operations for FAA equipment, welding and part fabrication, and other associated activities.

Lab space includes research, testing, analysis, and specialized equipment.

Warehousing space includes storing National Air Space (NAS) parts, equipment, and FAA property.

EXCLUSIONS: The following locations are excluded from the scope of this contract:

• Crude oil pumping stations located on MMAC property; pumping stations are not controlled by the MMAC.

• Flight Program Operations (AJF) aircraft maintenance and engineering services at MMAC Hangar 8, Hangar 9, and Flight Program Operations (AJF); Flight Program Operations has a stand-alone Environmental Management System and maintains ISO 14001 self-certification from the FAA.

• Oklahoma City Airport Trust (OCAT). The MMAC leases the land from OCAT and some of the buildings on campus; OCAT routinely hires contractors to perform work on their behalf, and the MMAC has minimal control or influence over OCAT contractor activities.

4.0 Contractor Qualifications

The Contract Auditors must have successfully completed training in an accredited Lead Auditor course through Exemplar Global or the International Registrar of Certified Auditors (IRCA) in their area of expertise (i.e., ISO 9001, 14001, and 45001) and currently hold the appropriate certificate to which they will audit. The Contract Auditors must fulfill all experience and certification requirements described in this statement of work. The Contractor must be accredited by the ANSI-ASQ National Accreditation Board (ANAB) (or equivalent) and be authorized to provide third-party certification and auditing services. The Contractor must provide current ISO certification(s) to demonstrate board accreditation. The audit team members must be ISO certified in the standard for which they will conduct audits. Certification in all three standards (ISO 9001, 14001, and 45001) is not required for individual team members;

however, collectively, the team must hold the necessary certifications and experience to conduct the audits.

The FAA will have the final approval of auditors assigned to work on all tasks, and contract personnel must possess the minimum qualifications necessary to perform the registration services. Registration services include, but are not limited to, certification audits, surveillance audits, recertification audits, and other registrar services required to sufficiently complete the defined task. Registration services are requested and authorized through the issuance of a task order. The Contractor will provide contract personnel and services to meet the deliverables specified in the task order. The FAA and the Contractor will negotiate an acceptable audit plan and project schedule. The Contractor will provide detailed project plans, tools, and project timelines to facilitate concurrent audits of the management system(s) and specify their plans to maximize operations and reduce duplication of efforts. These plans will address actions to prevent certification lapses during alignment and integration activities. The FAA requires audits to be completed within one workweek (Monday through Friday) and during regular business hours. The Contractor will provide the necessary contract personnel to accomplish concurrent and integrated audits within one workweek. The Contractor will respond to all requests from the FAA within two (2) business days of receiving all communications. Deliverable due dates, travel requirements, and tentative audit schedules will be coordinated prior to the issuance of a task order.

At a minimum, one Lead Auditor will work directly with FAA personnel to perform the services required by this contract. A part-time Support Auditor(s) may be required to assist with audits and technical activities. The Lead Auditor will serve in a full-time capacity on this contract and will be considered essential personnel. The Lead or Support Auditor may also serve as the Project Manager. The program points of contact at the FAA MMAC will be the FAA Program Manager and the Contracting Officer Representative (COR).

LABOR CATEGORY QUALIFICATION REQUIREMENTS

Lead Auditor • Must be Lead Auditor certified with the Exemplar Global or the International Registry of Certificated Auditors (IRCA)

• Must be certified in the standard they will audit against (i.e., ISO 9001, ISO 14001, and ISO 45001)

• Must meet years of experience performing audits to the standard they will perform auditing activities against as listed below:

o ISO 9001 auditors must have at least four (4) years of field experience with quality management system compliance.

o ISO 14001 auditors must have at least four (4) years of field experience with environmental compliance.

o ISO 45001 auditors must have at least four (4) years of field experience with Occupational Safety and Health compliance.

• ISO 14001/45001: Lead Auditors must have, at a minimum, a bachelor’s degree or certification of formal training in the field of work for the standard they will perform auditing activities.

Support Auditor • Must be Lead Auditor certified with the Exemplar Global or the

LABOR CATEGORY QUALIFICATION REQUIREMENTS

International Registry of Certificated Auditors (IRCA)

• Must be certified in the standard they will audit against (i.e., ISO

9001, ISO 14001, and ISO 45001)

• Must meet the years of experience performing audits to the standard they will perform auditing activities against as listed below:

o ISO 9001 auditors must have at least three (3) years of field experience with quality management system compliance.

o ISO 14001 auditors must have at least three (3) years of field experience with environmental compliance.

o ISO 45001 auditors must have at least three (3) years of field experience with Occupational Safety and Health compliance.

Project Manager

(PM)

The PM must have experience that includes a practical and theoretical understanding of surveillance and recertification audits and project management principles and methodologies, with at least two (2) years of experience creating ISO 9001, ISO 14001, and ISO 45001 based systems.

5.0 Deliverables and Performance Requirements

The Contractor will provide all deliverables in compliance with the applicable ISO requirements and industry standards. The contractor will comply with existing FAA guidance, policies, and procedures.

• MASTER AUDIT PLAN, PROJECT SCHEDULE, AND MEETINGS:

o Provide a detailed audit plan and project schedule to include dates, times, events, locations, and team members no later than sixty (60) calendar days prior to each scheduled audit.

Audit schedules are determined by current certification date requirements

(i.e., triennial recertifications or annual surveillance audits).

The Contractor will maintain an audit plan and project schedule, and audit reports will be provided to the FAA.

The audit report will ensure compliance with the applicable ISO requirements and/or current standard, ensure consistency with other organizational documents, inform of other issues that may impact registration, and, at a minimum, include:

• An Executive Summary of the audit.

• Audit findings/results that define non-conformities, opportunities for improvement, and system strengths/weaknesses/opportunities/ threats (SWOT) analysis.

• Verification of corrective actions from previous audit findings.

• Lead Auditor/Audit Team recommendation(s) for maintaining ISO certifications.

o The Contractor will conduct an opening meeting (kickoff), daily debriefs, and a closing meeting to outline the audit plan, schedule, expectations, and findings.

• CONDUCT SURVEILLANCE AUDITS

o The surveillance audits apply to ISO 9001, ISO 14001, and ISO 45001standards.

o The Contractor will conduct surveillance audits to maintain existing certifications against the applicable ISO standard (i.e., 9001, 14001, and 45001).

o The Contractor will provide professional advice based on industry best practices and will participate in external audit activities using qualified personnel identified in Section 4 when performing audit activities.

o The Contractor will review and provide guidance for all documents prepared by divisions in support of their implementation, including corrective actions and reporting.

o The Contractor will review and verify the effectiveness of process measures.

o The Contractor may be required to attend internal meetings held at the FAA to acquire an understanding of the deliverable(s) and to prepare a progress report to obtain and or maintain certification(s).

o The Contractor will ensure compliance with task order requirements.

• CONDUCT TRIENNIAL RECERTIFICATION AUDITS

o The audits related to this deliverable apply to ISO standards 9001, 14001, and

45001 certifications.

o The Contractor will conduct triennial ISO recertification audits in compliance with current ISO standards.

The Contractor will perform document reviews and evaluate ISO documents and system documents to make determinations, notes, and issue a formal report.

o The Contractor will ensure compliance with task order requirements.

• REPORTS AND PRESENTATIONS

The Contractor will provide the following services:

Technical assistance and professional recommendations to MMAC’s lines of businesses with internal corrective actions (i.e., identification and resolution of issues and concerns or conflicts associated with the ISO certification process).

An audit report is required within thirty (30) days following the end of each audit and submitted electronically to the respective FAA Program Manager.

The audit report will contain the overall project performance as described in this scope.

Reports will be provided electronically to the FAA Program Manager, with a copy to the organization who originally submitted the document, when applicable or as directed by the FAA Program Manager.

• CLOSE-OUT TASKS

The Contractor will perform the following close-out audit tasks:

o Debrief management of the organizations audited at the end of each audit day unless otherwise instructed.

o Conduct a closing meeting after each audit to summarize the debriefings held and to provide the final audit outcome.

6.0 Equipment, Materials, and Facilities

While conducting on-site audits, the FAA will provide Contract personnel with workspace at the MMAC, including desk space and meeting rooms. The Contractor will not have access to the FAA intranet. The Contractor will return all Government furnished equipment and materials at the end of each audit session and contract closeout.

A government official will escort contract personnel during on-site visits at the MMAC.

Contract personnel will be issued a temporary visitor’s badge requiring an escort, which must be worn at all times while on-site at the MMAC. All Contract personnel will be subject to the same standards of conduct applicable to Government personnel while on-site at the MMAC or any federally occupied facility. Site-specific regulations regarding access to sensitive materials, computer facility access, issuance of temporary visitor’s security badges, etc., may be provided if required to conduct on-site audits. The Contractor will coordinate all on-site activities with the FAA Program Manager and COR.

The FAA will provide materials needed for the auditing activities, including copyright materials approved for reproduction. Audit Materials and Advisory Services: All audit materials developed under this contract will become the property of the Government to use at their discretion.

7.0 FAA Responsibilities

This statement of work will not include personal services. Government personnel will not supervise contract personnel. The FAA will provide limited assistance in the form of technical information and policy guidance to assist in auditing tasks as needed, and it will be arranged through the COR.

Formal communication channels exist between contract personnel and Government personnel, including contractors working for the FAA. If the Contract personnel (i.e., the Auditor) requires information from a Government contractor, the Auditor will initiate a request through the COR.

The specific tasks and assignments, as well as the dates of travel, are to be determined by and coordinated with the FAA Program Manager and COR, with travel preauthorization facilitated by the COR.

8.0 Performance Location and Schedule

The Contractor will provide all hardware and software needed to perform assigned auditing tasks during the period of performance. The Contractor will align on-site auditing services within the Government’s regular business days and hours of operation. The Government’s business days operate Monday through Friday (excluding federal holidays and unforeseen circumstances such as inclement weather conditions and furloughs), and the business hours are 8:00 am to 4:30 pm

CST. Any services provided remotely will be conducted through electronic media and coordinated and approved by the FAA Program Manager and COR. All deliverables provided electronically must be compatible with existing FAA software and hardware. The deliverables become the property of the FAA to be used at their discretion.

Registrar services will be performed at the following government site (specific building and room location will be coordinated with the FAA Program Manager:

Federal Aviation Administration Mike Monroney Aeronautical Center 6500 S. MacArthur Blvd.

Oklahoma City, Oklahoma, 73169

9.0 Other Direct Costs (Travel)

Travel may be required to conduct on-site services located at the MMAC. Travel is identified as Other Direct Costs (ODCs). The date and location of travel will be determined by the FAA Program Manager and the contractor’s auditing team and coordinated with the COR. Travel requires final approval by the Contracting Officer prior to the travel occurring. Task orders will be issued detailing specifications for deliverables and associated travel requirements. All task assignments and travel will be coordinated with the FAA Program Manager and require pre-approval.

Travel expenses will be reimbursed in accordance with Federal Travel Regulations (www.gsa.gov), AMS contract cost principles for travel costs, contract terms and conditions, and AMS Clause 3.3.2-2 Reimbursement for Travel and Subsistence. Valid travel receipts and a travel voucher will be required for travel reimbursement and will be submitted to the COR.

10.0 Period of Performance

The period of performance will be December 15, 2025, through December 14, 2030. The period of performance will be a base year plus four (4) additional one-year option periods. Option periods may be exercised as determined to be in the Government's best interest to continue this service and when the Contractor meets performance expectations.