Updated EPD Statement of Work - 26 July 2023.pdf

Statement of Work

Electronic Personal Dosimeter (EPD)

Date: 26 July 2023

SCOPE: Naval Surface Warfare Center Carderock Division (NSWCCD), Radiation

Detection Technology Branch (RDTB) is procuring Electronic Personal Dosimeters

(EPDs). The EPD shall conform to the performance requirements specified herein.

1. APPLICABLE DOCUMENTS: The following documents are applicable to this requirement and are hereby incorporated by reference. The Contractor shall use the most recent revision of the below referenced documents at the time of contract award, unless otherwise specified. This Statement of Work (SOW) shall take precedence over all applicable documents. The Contractor shall consider the reference documents cited in the applicable documents as guidance only. The Contractor shall note that nothing in this document supersedes applicable laws and regulations unless specifically exempted, in writing, by the Government.

REF Document Number Title

A Dated 26 July 2023 Performance Specification for the Electronic

Personal Dosimeter

B MIL-STD-130N Identification Marking of U.S. Military Property

C MIL-DTL-15024G General Specification for Plates, Tags, and Bands for Identification of Equipment

D MIL-HDBK-61B Configuration Management Guidance

E ANSI/ISA 12.12.01-

Nonincendive Electrical Equipment For Use In

Class I And II, Division 2 And Class III, Divisions

1 And 2 Hazardous (Classified) Locations Note: Documents identified in the table above can be found within ASSIST at https://quicksearch.dla.mil/qsSearch.aspx

2. REQUIREMENTS

3.1 General

3.1.1 The EPD is a Radiation Detection, Indication and Computation (RADIAC) device used as a secondary dosimeter to monitor required end-use radiological operations in real time.

3.1.2 A total of 30,600 photon EPDs will be procured during the five-year contract (if all options are exercised), delivered in five production lots, where a lot is defined as a quantity of EPDs delivered at one time as specified below. The color of EPD for end-use physical distinction will be determined and provided to the Contractor via

Government Furnished Information (GFI) at time of award. See full delivery schedule within Section F for additional information:

Base Year – 1,270 EPDs, and 50 software-interface readers

Option Year One – 4,500 EPDs, 300 neutron-photon EPDs, and 300 beta-photon EPDs

Option Year Two – 6,130 EPDs

Option Year Three – 8,050 EPDs https://quicksearch.dla.mil/qsSearch.aspx

Option Year Four – 10,050 EPDs

3.2 Testing

3.2.1 The Contractor shall only deliver the EPDs that adhere and are in compliance with the Performance Specifications for Electronic Personal Dosimeter (Applicable

Documents, Section 2 REF A).

3.2.1.1 Random Sample Testing and Conformance Verification: From the first production lot during the Base Year, the Contractor shall perform testing on a random sample of 125 out of the 1,270 EPDs, for conformance with the EPD Performance

Specification (Applicable Documents, Section 2 REF A) requirements at Section

4 Verification 4.1.1, 4.1.6.2, 4.1.13, 4.2.5 through 4.2.7, 4.2.13.1 through

4.2.13.4, 4.3.1 through 4.3.9, and 4.4. The Contractor shall submit a test report covering each EPD sample tested, in accordance with CDRL A001.

3.2.1.2 Within 180 days of contract award, the Contractor shall deliver a random sampling of 125 out of the 1,270 EPDs from the first production lot for the

Government Technical Advisor(s) to perform conformance testing. Government verification testing will be in accordance with Section 4 Verification 4.1.2 through 4.1.5, 4.1.6.1, 4.1.7 through 4.1.9, 4.2.1 through 4.2.4, 4.2.8 through

4.2.12, 4.2.13.5, 4.2.14, 4.3.10 and 4.3.11. The Contractor shall submit a test report covering each EPD sample tested, in accordance with CDRL A001.

3.2.1.3 From the second production lot during Option Year One, the Contractor shall perform testing on a random sample of 50 neutron EPDs out of the 300 neutron

EPDs and 50 beta EPDs out of the 300 beta EPDs, for conformance verification with the EPD Performance Specification (Applicable Documents, Section 2 REF

A) requirements at Section 4 Verification 4.1.10 through 4.1.12. The Contractor shall submit a test report covering each EPD sample tested, in accordance with

CDRL A001.

3.2.1.4 The Government Technical Advisor(s) will perform all conformance verification testing, and notify the contractor 60 days after completion, and prior to production unit delivery to the Government. Any and all non-conformance with the performance specifications for EPDs as specified, detected during the conformance verification testing, will render the EPDs “unacceptable” for subsequent delivery.

The Government Technical Advisor(s) will perform verification testing on all subsequent EPDs delivered in each production lot, for conformance with the performance specifications for the EPDs, as specified in Reference A of Section 2 herein.

3.2.1.5 All random sample testing and conformance verification testing shall be completed prior to delivery of the EPDs.

3.2.1.6 The Contractor shall warrant that all subsequent EPDs delivered in each production lot, conform to the performance specifications and are free from defect. The Contractor shall remove all non-crepair any defect detected during the inspection of subsequent EPDs delivered as specified in CDRL A001.

3.2.2. Explosive Safety Testing: The Contractor shall select a random sample of 125 out of the 1,270 photon EPDs during the Base Year production lot, and test compliance to ANSI/ISA 12.12.01-2015 (Applicable Documents, Section 2 REF

E) for use in areas where the most severe explosive mixtures (liquids, gases, vapors, and dusts) are present within the atmosphere. This testing does not apply to neutron or beta EPDs. The Contractor shall submit a test report covering each

EPD tested in accordance with CDRL A001.

3.2.3. Government Witnessing of Testing: Government Representatives may witness

Conformance Testing and Explosive Safety Testing both in-person and remotely.

3.2.3.1.The Contractor shall support Government Representatives witnessing of instrument testing by providing written notice of the test dates at least 30 calendar days prior to execution of testing to the Contracting Officer’s Representative

(COR) and Technical Advisor (TA) identified in Contract Clause G-242-H001

GOVERNMENT CONTRACT ADMINISTRATION POINTS-OF-CONTACT

AND RESPONSIBILITIES (NAVSEA) (OCT 2018) within Section G.

3.2.3.2. The Contractor shall provide any required documentation that must be completed to enable the Government to gain access to contractor facilities at the time of notification.

3.2.3.3. The Contractor shall provide a video and audio stream of the testing either set up via Microsoft Teams, or other suitable web-based application, or set up via a teleconference line.

3.2.3.4. Witnessing of Conformance Testing shall accommodate a minimum of ten

Government Representatives. The Government reserves the right to waive this requirement to witness testing at any time during the contract period of performance in writing.

3.2.4. Bi-weekly Status Calls: The Contractor shall relay status and schedule of upcoming tests on bi-weekly status calls. The Government will schedule the bi-weekly status calls 15 calendar days after contract award or option exercise.

3.2.5. The Contractor shall communicate test failures to the COR and TA identified at

Contract Clause G-242-H001 GOVERNMENT CONTRACT

ADMINISTRATION POINTS-OF-CONTACT AND RESPONSIBILITIES

(NAVSEA) (OCT 2018) within Section G. within three business days of discovery. In accordance with CDRL A001, the Contractor shall submit a test report summarizing the failed test(s) with specific narratives and identifying areas of noncompliance compared to the technical specification.

3.2.6. To remediate a Conformance Testing failure encountered during testing, the

Contractor shall correct and remove all nonconformities. The Contractor shall then re-perform Conformance Testing on the EPDs that failed testing prior to delivery. The Contractor shall submit a test report covering each EPD tested in accordance with CDRL A001.

3.3. Calibration/Performance Verification

3.3.1 For each EPD produced, the Contractor shall provide a calibration certificate in accordance with CDRL A002. Multiple EPDs may be listed on one calibration certificate.

3.3.2. The Contractor shall provide an EPD Performance Verification procedure in accordance with CDRL A003.

3.4. Product Support

3.4.1 IUID (Item Unique Identification) Registration and Labeling

3.4.1.1 The Contractor shall register each EPD with the Department of Defense (DoD).

The Contractor shall follow the guidance provided by CDRL A004. In registering the EPDs, the Contractor shall generate an IUID for each EPD. The Contractor shall utilize http://www.acq.osd.mil/dpap/pdi/uid/data_submission_information.html for registration information.

3.4.1.2 Each EPD shall include a label. The label shall contain both Human-Readable

Information (HRI) and Machine-Readable Information (MRI).

HRI shall include:

Manufacturer: CAGE Code, to be provided by the vendor

Part Number (PN): Military Nomenclature, to be provided by Government after contract award

Serial Number (SN): to be provided by the vendor

Description: to be provided by Government two months after contract award.

MRI shall conform to section 5.2 of MIL-STD-130N (Specified in Applicable

Documents, Section 2 REF B) for a Unique Item Identifier (UII) Construct #2 --

Format 06. Of note in the military standard:

http://www.acq.osd.mil/dpap/pdi/uid/data_submission_information.html

Section 5.2.1 contains minimum data requirements.

Section 5.2.2 details the protocol to be used (use MH10.8.7).

Section 5.2.3.2 denotes the requirements for the two dimensional symbol.

3.4.1.3 The Contractor shall generate nameplates in accordance with MIL-DTL-15024G

(Specified in Applicable Documents, Section 2 REF C).

3.4.1.4 The TA will approve the design and placement of nameplates on the unit before delivery of production units. At a minimum, the nameplates shall meet the following guidelines:

a) Type G adhesive back plate.

b) The material shall be adhesive backed metal foil.

c) All characters shall be integrated into the plate.

d) Whatever process (e.g. screening, anodizing, chemical etching, or photographic process) is used, the nameplates shall meet the durability requirements in accordance to MIL-DTL-15024G (Applicable Documents, Section 2 REF C).

e) The durability requirements include, but are not limited to, temperature and moisture resistance, solvent and salt fog resistance, flammability resistance, and cleaning resistance.

f) Additional information may be added by a serializing device, which will not break through the foil or produce an impression or raised surface, which would affect the adhesive qualities of the plate.

3.4.1.5 In accordance with MIL-STD-130N Style II specified in Section 2 REF B, Black

Background with White Characters for color shall be utilized for labels. The size of the characters shall not be less than 3/32 inch in height. Nomenclature characters shall not be less than 3/16 inch in height. MIL-STD-130N Sections 4.2

- 4.9 provides more detailed guidance on characters.

3.4.1.6 The Contractor shall deliver the following data products in accordance with the applicable CDRL:

CDRL Title Data Item Description

A004 IUID Marking DI-MGMT-81804A

3.4.2 Technical Manual (TM), Technical Repair Standard (TRS), and Validation

3.4.2.1 The Contractor shall develop a TM and a TRS for the EPD in accordance with

CDRL B001 and CDRL B002, respectively.

3.4.2.2 The Contractor shall not reference the TM in the TRS. Text that applies to both the TM and TRS shall be included in full text in both documents.

3.4.2.3 The Contractor shall host a TM and TRS Validation Meeting 145 calendar days after exercise of option year one.

3.4.2.3.1 The Contractor shall validate the TM and TRS in accordance with the

Technical Manual Contract Requirements (TMCRs) identified in the TM

CDRL and TRS CDRL.

3.4.2.3.2 The Contractor shall support Government Representatives witnessing of the validation by providing written notice of the validation date at least 30 calendar days prior to execution of the validation to the COR and TA identified in Section G herein.

3.4.2.3.3 The Contractor shall provide any required documentation that must be completed to enable the Government to gain access to the facilities at the time of notification.

3.4.2.3.4 The Contractor shall provide a video and audio stream of the validation set up via Microsoft Teams, any other suitable web-based application, or via a teleconference line.

3.4.2.3.5 The TM and TRS Validation Meeting shall accommodate a minimum of ten

Government Representatives. The Government reserves the right to waive

Government attendance at any time during the duration of the contract in writing.

3.4.2.4 Theory and principles of operation, system and component description, Source, Maintenance and Recoverability (SM&R) codes, schematic, and wiring data shall be validated against engineering source data in accordance with the validation plan for the TM and TRS.

3.4.2.5 Operating and maintenance procedures shall be validated against the EPD by actual demonstration during the TM and TRS validation.

3.4.2.6 Malfunctions shall not be introduced into the EPD for the purpose of validation unless specifically required for certification of procedural tasks or system tests.

Destructive malfunctions shall not be introduced to the EPD for any purpose.

3.4.2.7 The Contractor shall reassemble and bring the EPD back to production quality upon completion of the validation. Production quality includes meeting the testing requirements as described in 3.2.2 herein.

3.4.2.8 The Contractor shall repair or replace any part or component damaged during the validation.

3.4.2.9 Contract Data Deliverables:

CDRL Title Data Item Description or Technical Manual Contract

Requirement

B001 Technical Manual SNIPP-220073-000

B002 Technical Repair Standard SNIPP-220074-000

B003 Validation Plan for the TM and TRS

DI-TMSS-81818

B004 Validation Report for the TM and TRS

DI-SESS-80792B

B005 Validation Certificate for the

TM and TRS

DI-TMSS-81819A

3.4.3 Configuration Management

3.4.3.1 The Contractor shall perform a Configuration Audit that meets the following timeframes:

a) Within 30 calendar days after the Configuration Audit Plan is approved by the

TA.

b) After the first production lot of 1,270 EPDs during the Base Year are manufactured and the random sample of 125 EPDs tested in accordance with section 3.2.2 herein.

c) Prior to delivery of the first production lot during the Base Year to the

Government.

3.4.3.2 The Contractor shall perform the Configuration Audit in accordance with MIL-

HDBK-61B (specified in the Applicable Documents, Section 2 REF D).

3.4.3.3 The Contractor shall deliver the Configuration Audit Plan and Summary Report in accordance with CDRL A005 and CDRL A006, respectively.

3.4.3.4 The Contractor shall adjudicate any findings from the Configuration Audit prior to delivery of the manufactured units. Unless otherwise stated, findings shall be adjudicated by retesting to verify compliance with the item specification in accordance with CDRL A006.

3.4.3.5 The Contractor shall perform the Configuration Audit at the Contractor’s facility.

3.4.3.5.1 Government Representatives will witness the audit in-person and remotely.

3.4.3.5.2 The Contractor shall provide written notice of the Configuration Audit at least 30 calendar days prior to execution of the audit to the COR and TA specified in Section G herein.

3.4.3.5.3 The Contractor shall provide any required documentation that must be completed to enable the Government to gain access to the facilities at the time of notification.

3.4.3.5.4 The Contractor shall provide a video and audio stream of the audit set up via Microsoft Teams, or any other suitable web-based application, or via a teleconference line.

3.4.3.5.5 The Configuration Audit shall accommodate a minimum of ten Government

Representatives. The Government reserves the right to waive this

Government attendance at any time during the contract in writing.

3.4.3.6 The Contractor shall reassemble EPDs used for the Configuration Audit to production quality prior to delivery to the Government. Production quality includes meeting the testing requirements as described in 3.2.2 herein. The

Contractor shall deliver a test report in accordance with CDRL A001.

3.4.3.7 The Contractor shall provide a Notice of Revision (NOR) in accordance with

CDRL A007.

3.4.3.8 The Contractor shall provide Revisions to Existing Government Documents in accordance with CDRL A008.

3.4.3.9 The Contractor shall perform a Configuration Audit on the neutron and beta EPDs from the second production lot during the Option Year One in accordance with

Sections 3.4.3.2 through 3.4.3.8.

3.4.3.10 The Contractor shall deliver the following data products in accordance with the applicable CDRL:

A001 Test Report DI-NDTI-80809B

A005 Configuration Audit Plan DI-SESS-81646C

A006 Configuration Audit

Summary Report and

Certification

DI-SESS-81022E

A007 Notice of Revision DI-SESS-80642E

A008 Revision to Existing

Government Documents

DI-ADMN-80925A

3.4.4 Training

3.4.4.1 The Contractor shall provide training to staff that covers the detection method of the EPD, how to maintain and repair the EPD, and how to execute a performance verification on the EPD.

3.4.4.2 The Contractor shall provide training over the course of one (1) business day at the Yorktown, Virginia RADIAC Calibration Laboratory (RCL) and by teleconference.

3.4.4.3 The Contractor shall prepare to train 20 Government Personnel on a mutually agreed upon date and time, within 90 calendar days after the TA’s approval of the training materials.

3.4.4.4 Contractor shall provide training materials in accordance with CDRL A009.

3.4.5 The Contractor shall provide Engineering Data for Provisioning, in the

Contractor's format, in accordance with CDRL A010.

3.4.6 The Contractor shall provide Product Drawings/Models and Associated Lists in accordance with CDRL C001. The Contractor may limit both design disclosure and data rights for commercial engineering design data and for associated lists to the extent necessary.

3.4.7 The Contractor shall deliver the following data products in accordance with the applicable CDRL:

A009 Training Material DI-PSSS-82354

A010 Engineering Data For

Provisioning

DI-SESS-81874

C001 Drawing and Product Models

– System Drawings

DI-SESS-81003F

3.5 Information Technology

3.5.1 EPD Software Product Package: The Contractor shall provide the EPD software, for both operation and performance verification of the EPD, in accordance with

CDRL A011.

3.5.2 Software shall be compatible with the Microsoft Windows 10® Operating

System.

3.5.3 The Contractor shall notify the COR and TA specified in Section G herein of all software updates, for operation and performance verification of the EPD, as updates are available, for the duration of the contract.

3.5.4 The EPD shall not require internet access for operation or software updates.

Additionally, EDP Software cannot be cloud related or require cloud functionality.

3.5.5 The Contractor shall provide answers to TA questions and shall provide requested documentation during TA effort to Navy-certify software.

3.6 Logistics Data Products

3.6.1. The Contractor shall deliver the following logistics data products in accordance with the applicable CDRL:

A012 Diminishing Manufacturing Sources and Material Shortages (DMSMS)

Plan

DI-MGMT-81948

A013 Provisioning Parts List DI-MGMT-82106

A014 Reliability and Maintainability

Predictions Report

DI-SESS-81497B

A015 Logistics Management Information

(LMI) for Interactive Computer

Aided Provisioning System (ICAPS)

Database

DI-MGMT-82106

A016 Government Industry Data Exchange

Program (GIDEP) Alert/Safe-Alert

Report

DI-QCIC-80125B

A017 Proposed Spare Parts List DI-PSSS-80134B

3.7.1 THIS SECTION INTENTIONALLY LEFT BLANK

3.7.2 Provisioning Conference

3.7.2.1 The Contractor shall host a Provisioning Conference at the Contractor’s facility, or via teleconference, 270 calendar days after contract award.

3.7.2.2 At the Provisioning Conference, the Contractor shall provide an EPD to be disassembled for demonstration purposes, such that the SM&R codes and maintenance philosophies can be established for each part. The disassembled unit shall be separate from the production lots specified herein.

3.7.2.3 The Contractor shall provide a representative capable of disassembling and reassembling the EPD with expert knowledge to answer support/repair questions.

3.7.3 Quarterly Program Review (QPR)

3.7.3.1 The Contractor shall conduct quarterly program reviews starting 90 calendar days after contract award.

3.7.3.2 Each QPR shall be a one-day (a normal business day between the hours of 0800 and 1700, in the time zone of the Contractor facility location) event that is held in-person at the Contractor’s facility and by teleconference with video and audio stream capability via Microsoft Teams or other suitable web-based application.

3.7.3.3 The teleconference/video/audio line shall accommodate up to 20 Government personnel.

3.7.3.4 The Contractor shall deliver a Program Progress Report in accordance with

CDRL D004.

3.7.3.5 At a minimum, the Contractor shall discuss testing issues, manufacturing issues, risks to the schedule and the corresponding risk mitigation methods.

3.7.4 The Contractor shall provide the following CDRLs for Section 3.7:

CDRL Title Data Item Description

D001 Meeting Agenda DI-ADMN-81249C

D002 Presentation Material DI-ADMN-81373

D003 Report, Record of

Meeting Minutes

DI-ADMN-81505

D004 Program Progress Report DI-MGMT-80555A

3.8 Security Requirements

The work of this contract is unclassified.