SOW_for_ISO_2015_Transition_(003).doc

Statement of Work (SOW) Watervliet Arsenal 1 Buffington Street Watervliet, NY 12189

REV 12/11/2017

Introduction/Background The Watervliet Arsenal (WVA) has recently approved the ISO 9001:2015 Transition Project in support of its strategic plan to enhance its’ Quality Management System (QMS) and achieve the ISO 9001:2015 certification from National Quality Assurance (NQA), which is the granting authority for WVA. WVA is currently certified and registered as an ISO 9001:2008 company by NQA. The ISO 9001:2008 certification will expire for all suppliers worldwide in September 2018.The ISO 9001:2015 Transition Project will focus on building a simplified and more user-friendly understanding for existing users. It is imperative that WVA utilizes this approach for communicating the new ISO standard, as the new ISO has been written to focus on a risk managed, business model.

Scope of Work The scope of work for the ISO 9001:2015 Transition Project includes all planning, execution, implementation, and training in preparation of NQA’s External Audit and Certification. Training and Learn references should be interpreted by the vendor to mean hands on experiential learning provided by the vendor that results in a usable product by each attendee. The vendor will be responsible for a site assistance visit of the current Quality Management System providing feedback to be used in a gap analysis. This gap analysis training module will identify any differences between the ISO 9001:2008 and ISO 9001:2015 standards. The training will be in 3 stages. Each stage of the project will require approval from WVA management before moving on to the next stage. The vendor must ensure it has adequate resources for conducting Process Reviews and will be assisted by WVA personnel as well. Specific deliverables and milestones will be listed in the Work Requirements and Schedules and Milestones sections of this SOW.

VENDOR will be responsible for all costs to accomplish the tasks including labor, training, materials and travel to Watervliet, NY 12189.

Period of Performance The period of performance for the entire three phases of ISO 9001:2015 training modules is 6 months (180 days) beginning no later than 31 January 2018 through 30 June 2018. All work must be scheduled to complete within this timeframe. Any modifications or extensions will be requested through WVA and the vendor contracting officers for review and discussion.

Place of Performance The vendor for the ISO 9001:2015 Transition Project will perform the work at WVA’s facility. They will be required to meet at WVA’s facility once per week (day and time TBD) for a weekly status meeting. Additionally, WVA will provide and arrange for meeting spaces within its facility for all required vendor meetings. Office space, telephone, and internet access will be provided at WVA’s facility. The vendor will interface with WVA’s Quality Assurance Group (XO-Q). The vendor onsite personnel will be responsible for standard Personal Protective Equipment (PPE). WVA will provide parking for onsite personnel. WVA will also provide to the vendor personnel a Safety and Introduction Briefing, not to exceed one hour.

Work Requirements As part of the ISO 9001:2015 Transition Project the vendor will be responsible for performing tasks throughout various stages of this project. The following is a list of these tasks which will result in the successful completion of this project:

Kickoff:

· VENDOR will review project plan with WVA for approval by XO-Q.

Implementation Phase:

· VENDOR will offer a training modules to 30 WVA personnel on the ISO 9001:2015 standard in the form of practical, hands on experience from an AQS Certified Global Exemplar Lead Auditor, who is approved by WVA.

· WVA personnel means Board of Directors, Process Owners, QMS managers, and internal auditors.

Training will include

· The differences between the ISO 9001:2008 and ISO 9001:2015

· How to review all aspects of its QMS with respect to the 10 Clauses of the ISO 9001:2015 with guidance and support of the vendor.

· How to use templated tools, including a Gap Assessment Checklist, provided by the vendor

· How to interview employees in accordance with the standard to assess process clarity, documentation, understanding, and standardization.

· How to collect objective evidence associated with shortcomings, including an understanding of various types of objective evidence

· How to communicate findings to appropriate parties

· How to create a Gap Assessment Report that can be shared with appropriate parties within the organization, including facilitated development of concise summaries

· How to use the Gap Assessment results to create a plan that will be used to successfully overcome the gaps in order to achieve compliance with ISO 9001:2015

· How to review the current WVA QMS documents including but not limited to:

manuals, procedures, instructions, forms, records, and a guided comparison in the requirements of ISO 9001:2015for the purpose of Gap Assessment

Project Handoff/Closure:

· VENDOR will provide WVA XO-Q with all documentation in accordance with the approved project plan

· VENDOR will present project closure report to WVA’s Quality Management Representative for review and approval

· VENDOR will complete the project requirements checklist showing that all project tasks have been completed and approved by WVA.

· Present written status at weekly meeting for approval by WVA XO-Q Acceptance Criteria

Phase One

For the ISO 9001:2015 Transition Project the acceptance of all deliverables will reside with WVA’s Quality Management Representative. The planned duration for Phase 1 is 2 months and is dependent upon WVA commitment to the project. Dates for all meetings are critical throughout the project Therefore the frequency of meetings may increase or decrease based upon progress being made or activities that may arise. The Quality Management Representative will maintain a small team of advisors in order to ensure the completeness of each stage of the project and that the scope of work has been met. Once a project phase is completed and VENDOR provides their report/presentation for review and approval, The Quality Management Representative will either sign off on the approval for the next phase to begin, or reply to VENDOR, in writing, advising what tasks must still be accomplished.

Phase Two

The prerequisite to the Phase 2 Training Module is completion of the Phase 1 Training Module.

VENDOR offers a Training Module to help organizations to address Quality Management System Gaps by understanding the applicability of the company’s current site documentation and learning how to review and update it in order to assure compliance with ISO 9001:2015. Where documentation doesn’t exist, the VENDOR trainer will provide templates and training, specific to addressing the documentation gaps. During the project, VENDOR will teach Watervliet to assess any opportunities to simplify the company’s current QMS documentation set.

Watervliet Arsenal personnel will receive:

· Management Training: Training will focus on MANAGEMENT RESPONSIBILITY and COMMITMENT, which is essential for success of the Quality Management System.

· Procedure Development Training: Training will focus on the drafting the revised version of procedures for all required processes, and ensuring the company can issue procedures to the system. Where possible, the company’s existing documentation can be used and / or modified as necessary.

· Coaching and Consulting: On an as needed basis the consultant will observe procedure steps, tasks and records. The consultant will provide suggestions, templates and other materials, and answer questions to ensure procedural documentation and corresponding actions taken by employees are mirror images. Items that will receive specific attention include, but are not limited to strategic planning, risk analysis, internal and external interested parties, internal and external factors, and process inputs and outputs.

· Draft ISO 9001:2015 Compliant Quality Manual: Training will focus on the development / editing of a Quality Manual (Microsoft Word document) that establishes policies for all required elements of ISO 9001:2015. Although a Quality Manual is not required by the standard, there are still items that need to be recorded in a centralized location. VENDOR believes the Quality Manual is a good vehicle for accomplishing this. Additionally, in many organizations, customers still request a Quality Manual.

· Employee Understanding & Awareness Training: VENDOR will provide one group of employees with a basic overview of an ISO 9001:2015 compliant QMS, their contributions their responsibilities, and what to expect when the registrar conducts the registration audit. VENDOR will provide the presentation material to a key person at the company and “train the trainer.” The Watervliet “trainer” will train WVA personnel.

Once all project tasks have been completed, the project will enter the handoff/closure stage. During this stage of the project, VENDOR will provide their project closure report and project task checklist to WVA’s The Quality Management Representative. The acceptance of this documentation by WVA’s Quality Management Representative will acknowledge acceptance of all project deliverables and that the vendor has met all assigned tasks.

Planned duration for Phase 2 is 2 months, and is dependent upon Watervliet Arsenal’s commitment to the project. Dates for all meetings (on-site or off-site) are critical throughout the project. Therefore, the frequency of the meetings may increase or decrease based upon progress being made or activities that may arise. The scheduling of meetings will be coordinated with Watervliet Arsenal’s designated, facility-specific ISO 9001:2015 Representatives.

Phase Three

The prerequisite to the Phase 3 Training Module is completion of the Phase 2 Training Module

A sound auditing program is vital to the health and continual improvement of the QMS, and to comply with the requirements of ISO 9001:2015 for certification purposes. VENDOR will deliver an Internal Audit and Management Review Training module to:

· Teach Internal Auditors the requirements of ISO 9001:2015 and the fundamentals of the Internal Audit process. This class is designed to train personnel to become qualified and confident to conduct Internal Audits in a positive, constructive, friendly manner and to improve / fine-tune their auditing, record-gathering, and report-writing skills. The class will include Internal Audit Mentoring, as needed.

· A Management Review meeting must be conducted prior to the Registration Audit. VENDOR will provide training and guidance related to the meeting, and may mentor the meeting.

· Auditors will learn:

· The differences between ISO 9001:2008 and ISO 9001:2015.

· How to plan and schedule the audits to be conducted.

· How to audit processes, understand process inputs, process outputs.

· How to prepare for the specific audits to be conducted using audit preparation tools (i.e., checklists, matrices, documentation, schedules, etc.)

· How to conduct Internal Audits required for Quality Management System maintenance and compliance, and identify gaps.

· How to obtain and review objective evidence of compliance including Management System procedures, work instructions, supporting records, personnel feedback, and implementation practices.

· How to provide written reports that identify audit results; positive implementation aspects, nonconformities that require corrective action, as well as, observations and opportunities for improvement.

Auditors will be given several interactive exercises during the class. A certificate will be issued for each student who successfully completes the course.

Planned duration for Phase 3 is 2 months, and is dependent upon Watervliet Arsenal’s commitment to the project. Dates for all meetings (on-site or off-site) are critical throughout the project. Therefore, the frequency of the meetings may increase or decrease based upon progress being made or activities that may arise. The scheduling of meetings will be coordinated with Watervliet Arsenal’s designated, facility-specific ISO 9001:2015 representatives.

Schedule/ Milestones The entire schedule for the ISO 9001:2015 training modules is 6 months (180 days) beginning no later than 31 January 2018 through 30 June 2018.

The Milestones are determined as each Phase is completed.

All work must be scheduled to complete within this timeframe.

Other Requirements

Any discrepancies involving completion of project tasks or disagreement between WVA and VENDOR will be referred to both organizations’ contracting offices for review and discussion.

Upon end of this project, VENDOR will provide WVA with all documentation in accordance with the approved project plan. VENDOR will present project closure report to WVA’s Quality Management Representative for review and approval. VENDOR will present a project checklist showing that all project tasks have been completed and approved by XO-Q.

All VENDOR project team members will submit security forms to WVA for clearance and access badges to the facility.

QUALIFICATIONS:

VENDOR will provide written proof and reference of at a minimum one successful transition for a same or similar manufacturing facility of the size and structure of not for profit or Government for the purposes of evaluation.

Acceptance Project Handoff/Closure:

VENDOR will provide WVA with all documentation in accordance with the approved project plan

VENDOR will present project closure report to WVA’s Quality Management Representative for review and approval

VENDOR will complete the project requirements checklist showing that all project tasks have been completed

Present written status at weekly meeting Approved by:

Date:

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