Warranty Plan.pdf

Warranty Plan FY21 Halon 1301 System Cylinder Refurbishment/Re-certification

DLA Aviation-VO DoD ODS Reserve Program Office

8000 Jefferson Davis Highway Richmond, VA 23297

1) Definitions

Acceptance: A system cylinder must be considered accepted once received and inspected by the

Government. Inspection may include, but not limited to: proper paint, markings and labeling, no active leaks, correct internal pressure, and of correct weight.

Defect: A system cylinder with an active leak, below the standard fill weight for a particular sized cylinder, or a cylinder outside of acceptable pressure range.

DLA: Defense Logistics Agency, Richmond VA.

Ready for Issue (RFI): A cylinder ready to be issued/used that includes conditions of, but not limited to: proper paint, markings and labeling, no active leaks, correct internal pressure, and correct weight.

2) Areas of Coverage/Rights and Remedies

The Contractor must offer a 1-year prorated warranty from the date of acceptance (after delivery and inspection) of system cylinders that are discovered to be actively leaking, low weight, or out of acceptable pressure range. This warranty is specifically for system cylinders received by the government and have been continually stored in DLA warehouses.

The warranty must be prorated into two stages with respect to replacement Halon:

1. 0 through 6 months: The Contractor will be responsible for Halon replacement and all warranty items.

2. 7 through 12 months: DLA responsible for Halon replacement. The Contractor will be responsible for all other warranty items.

The Contractor must be responsible for all labor and transportation throughout the entire contract.

This includes labor to decant the gas, inspect the cylinders, inspect the valves, rebuild the valves, refill and recharge the cylinders with product, and visually inspect prior to shipment. This also includes all shipping and transportation costs of all system and Government Furnished Materials

(GFM) cylinders from DLA to the Contractor as well as from the Contractor back to DLA.

All O-rings, springs, hardware, software, and/or other parts provided with a rebuild kit from the cylinder manufacturer must be utilized and replaced in each valve every time a valve is rebuilt. If any additional hardware or rebuild kits are needed for the valves, they must be furnished and paid for by the Contractor. Valves that fail inspection will be replaced with additional used valves by contacting Contracting Officer’s Representative (COR).

3) Correlation to Statement of Work (SOW)/Statement of Objectives (SOO)/Instructions to Offerors

(ITO)

All warranty work provided by the Contractor must be in accordance with the SOW related to this contract, including MIL-STD-101C, MIL-STD-1411C, and US Navy Technical Repair Standard:

S9555-A6-TRS-010 applicable Ansul repair standards

S9555-AT-MMA-010 applicable Kidde repair standards

4) Data Collection Related to Failures

All “Ready for Issue” (RFI) system cylinders in storage at DLA Richmond are leak checked monthly by the ODS Support Contractor. Any information regarding actual or potential warranty repairs must be reported to the Contractor by the government COR.

Leaking: The table below will identify unacceptable leak levels:

Cylinder Size (in pounds) Leak Rate (ounces per year)

10 0.5

15 0.75

60 3.0

95 4.5

125 6.0

Any system cylinder received and accepted in the previous 12 months discovered with a one-time unacceptable leak level or that has reached an unacceptable cumulative leak level within six (6) consecutive months must be considered defective and must require warranty repair.

Low Weight: Any system cylinder received and accepted in the previous 12 months that is found to be below the standard fill weight must be considered defective and must require warranty repair.

Cylinder Pressure: System Cylinders are normally pressurized to 600 psi. If the pressure gauge is above or below this pressure, the temperature of the cylinder body should be measured using an infrared temperature gauge. The table below indicates an Acceptable Cylinder Pressure by cylinder temperature:

Acceptable Cylinder Pressure

Temperature Minimum Maximum

30 Degrees F 425 psi 1075 psi

40 Degrees F 450 psi 1100 psi

50 Degrees F 500 psi 1150 psi

60 Degrees F 525 psi 1175 psi

70 Degrees F 550 psi 1225 psi

80 Degrees F 575 psi 1250 psi

90 Degrees F 625 psi 1300 psi

100 Degrees F 650 psi 1325 psi

110 Degrees F 700 psi 1375 psi

120 Degrees F 775 psi 1450 psi

130 Degrees F 900 psi 1600 psi

Any system cylinder that is outside of the “Acceptable Cylinder Pressure” range must be considered defective and must require warranty repair.

5) Notification Timing

The government must submit Failure Reporting to the Contractor within one (1) working day of discovery of a defective cylinder.

The government must also provide a monthly report to the Contractor including, but not limited to, any system cylinders received and accepted in the previous 12 months with active leaks, found to be low weight or found to be outside of acceptable pressure. The monthly report must be provided to the Contractor within 10 business days of the beginning of each month.

6) Duration

This warranty must be applied to all individual RFI system cylinders received and accepted within the previous 12 months that have been in continual storage at DLA Richmond.

7) Corrective Action Direction

Valve and/or Cylinder Replacement: The Contractor must report to the government any valves and/or cylinders that are determined to be unusable during the warranty repair, and government must provide a replacement valve and/or cylinder. The government will also have the right to choose to purchase replacement valves and/or cylinders for the warranty repair. The Contractor must make any valves and/or cylinders deemed unrepairable available to government for inspection upon government request.

8) Warranty Conditions Pertaining to Government Repairs

The government may utilize the DLA ODS Cylinder Shop to decant cylinders that are actively leaking prior to shipping the cylinder back to the Contractor for warranty repair. The government will provide the Contractor with an ODS Leak Report to document the weight of the cylinder prior to decanting and the amount of gas that was recovered during decanting.

9) Government Furnished Material/Property/Equipment (GFM/GFP/GFE)

The government must provide the following material for recharging system cylinders under warranty repair based upon the date the cylinders were received and accepted until time of discovery:

0 through 6 months: Halon replacement is the Contractor’s responsibility.

7 through 12 months: Halon is furnished to the Contractor by the Government.

All material used for recharging system cylinders must be Halon 1301 Type II. The Contractor will be responsible for the shipping costs of all GFM cylinders both to and from DLA. The

Contractor must also properly account for all full, partially full, and empty cylinders. All GFM cylinders must be returned to Defense Depot Richmond Virginia (DDRV) prior to contract closeout.

The contractor must include a DD250 with each shipment of full, partially full, and/or empty cylinders using the National Stock Number (NSN) shown below:

SIZE FULL EMPTY/PARTIALLY FULL

128 lbs. 6830-00-543-6623 8120-00-531-8193

1,240 lbs. 6830-01-392-5017 8120-01-356-5961

10) Packaging, Handling Storage, and Transportation

The Contractor must be responsible for any cylinders that need transported from DLA to the

Contractor for warranty repair along with returning repaired cylinders from the Contractor back to DLA.

The contractor must repair and return any cylinders needing warranty repair within 60 days of notification of a defective cylinder. Provisions will be made to allow more time if valves and/or cylinders are deemed to be unusable and need to be replaced.

The Contractor must be liable for all loses or damages to warranty items while in transit.

11) Markings

Final markings must be in accordance with the latest revision of MIL-STD 129 and identified with appropriate NSN (cited in the SOW for this contract) and Condition Code “A” (fully refurbished, filled, and Ready for Issue).

12) Exclusions/Limitations

Coverage does not include damage caused by the government or the Government’s other contractor(s).

13) Reporting Requirements

The Contractor must provide Failure Analysis Reports that includes a Correction Action Plan for each cylinder repaired including, but not limited to, the amount of gas that was recovered during recanting, cause of failure, and remedies to repair. The Contractor must develop these forms and submit them to the government for approval within 10 days of contract award.

14) Other Considerations

This warranty applies to system cylinders that have been received and accepted and have been in continual DLA storage and does not apply to System Cylinders not accepted but returned to the

Contractor at the time of receipt as covered in the Statement of Work (SOW).

If a specific system cylinder is returned for repair to the Contractor under this warranty and the cylinder is repaired, returned, and re-accepted by the government, a new 12-month warranty period would begin starting with the most recent acceptance date.

The Contractor will not bill for any repair work covered under this contract as payment should have already been processed and/or paid by the time of discovery.

If the Contractor determines that it is not feasible to repair a system cylinder that is covered under this warranty, the government must receive credit for the full refurbishment cost under this contract.

The warranty does not limit the government's rights under any other contract clause.

The warranty clause must not limit the government’s rights under an inspection clause in relation to latent defects, fraud, or gross mistakes that amount to fraud.

The warranty applies notwithstanding inspection and acceptance or other clauses or terms of the contract.

Redesign is a remedy available to the government.

Rights of the government under the provisions of the warranty include no-cost Engineering

Change Proposals (ECP).

15) Warranty Administration

Assignment of a Contractor Warranty Manager and Government Warranty Manager

The Contractor will appoint and identify representative(s) responsible for communications within 10 working days of contract award.

Any communications with the government regarding this warranty should include:

Contracting Officer Heesun Redmond, Heesun.Redmond@dla.mil, 804-279-2921

Contracting Specialist Tiffany Welch, Tiffany.Welch@dla.mil, 804-279-3400

Contracting Officer Representative Philip Nott, philip.nott@dla.mil, 804-279-5004

The COR will be the primary Government Warranty Manager.

Failure Reporting, Analysis, and Corrective Action System Requirements

All reports will be submitted in Microsoft Office format (including Word or Excel) or

Adobe PDF format. The timeline will be as follows:

Government Failure Reporting: Within one (1) business day of discovery.

Government Monthly Reporting: Within ten (10) business days of the beginning of each month.

ODS Leak Report: Within ten (10) business days of a system cylinder being decanted by the ODS Cylinder Shop.

Failure Analysis Reporting including Corrective Action Plan: Within sixty

(60) days of receiving notification of a defective cylinder.

Traceability and Repair Times

All defective cylinders will be traced from time of discovery until time of repair

(including return, repair, and re-acceptance) by the government COR on the Government

Failure Report.

All repairs must be made by the Contractor and the cylinder must be returned to DLA with sixty (60) days of receiving notification of a defective cylinder.

Disposition for Failed Warranted Items

All warranty work provided by the Contractor must be in accordance with the SOW related to this contract.

Any cylinders and/or valves that the contractor deems to be unrepairable/unrebuildable would need to be reported to the government. The government would have to give authorization prior to disposal of any parts. The government must also have the option to request the parts be shipped back for inspection.

Effect of Contract Options

A considerable number of warranty issues or lack of Contractor response/action on warranty issues must be considered and can affect the Government’s decision to exercise additional Option Years.

16) Contract Closeout Considerations

Verify Warranty is Complete

The government COR must verify that all defective cylinders must have been repaired and returned to DLA prior to contract closeout. All GFM cylinder (full, partially full, or empty) must also be returned to the government prior to contract closeout.

Consider tracking and enforcement mechanisms that need to be in place if the contract period of performance expires before the warranty period of performance.

This warranty is active for one (1) year beyond the end of the Period of Performance

(POP), requiring contract closeout to be at least one (1) year beyond the POP, provided that all defective cylinders have been repaired and returned to DLA along with any and all GFM cylinders.

mailto:philip.nott@dla.mil