ISO 9001-14001:2015 and OHSAS 18001:2007 Re-Assessment Audits, Registration, and Surveillance Audit Services

The Army Contracting Command - Letterkenny Contracting Office (CCAM-ALK) is issuing this Sources Sought/Request for Information as a means of conducting market research to identify parties having an interest in and the resources to support this requirement for. The contractor shall provide all personnel, equipment, tools, materials, supervision, quality control and other items and non-personal services necessary to perform a combined audit for ISO 9001:2015, ISO 14001:2015, and OHSAS 18001:2007 Re-Assessment Audit, Registration, and Surveillance Audits Services as defined in the Attached PWS, except as specified in Paragraph 3.0 as Government Furnished. The result of this market research will contribute to determining the method of procurement. The applicable North American Industry Classification System (NAICS) code assigned to this procurement is 541614, SUPPORT- MANAGEMENT, AUDITING : PROCESS, PHYSICAL DISTRIBUTION, AND LOGISTICS.

There is no solicitation at this time. This request for capability information does not constitute a request for proposals; submission of any information in response to this market survey is purely voluntary; the government assumes no financial responsibility for any costs incurred. Contractor should not provide any pricing information. The sole purpose of this request is to locate qualified, experienced, and interested potential sources.

If your organization has the potential capacity to perform these contract services, please provide the following information:

1) Business name, mailing address, email address, website address, Point of Contact (POC), telephone number

2) Business size, any socioeconomic status (i.e. HUB Zone,8(a) Veteran-Owned, Women-Owned, etc.), company Cage Code and DUNS number, type of ownership for the organization

3) Tailored capability statements addressing the particulars of this effort, with appropriate documentation supporting claims of organizational and staff capability. If significant subcontracting or teaming is anticipated in order to deliver technical capability, organizations should address the administrative and management structure of such arrangements

4) The NAICS code(s) and PSCs/FSCs your company usually performs under Government contracts

5) Past performance with government agencies.

The government will evaluate market information to ascertain potential market capacity to 1) provide services consistent in scope and scale with those described in this notice and otherwise anticipated; 2) secure and apply the full range of corporate financial, human capital, and technical resources required to successfully perform similar requirements; 3) implement a successful project management plan that includes: compliance with program schedules; cost containment; meeting and tracking performance; hiring and retention of key personnel and risk mitigation; and 4) provide services under a performance based service acquisition contract.

Based on the responses to this sources sought/market research, this requirement may be set-aside for small businesses or procured through full and open competition, and multiple awards may be made. Telephone inquiries will not be accepted or acknowledged, and no feedback or evaluations will be provided to companies regarding their submissions.

Contractors are required to be registered in the System for Award Management (SAM) and Wide Area Work Flow (WAWF) in order to be awarded government contracts.

Submission Instructions: Interested parties who consider themselves qualified to provide the llisted services are invited to submit a response to this Sources Sought by 22 FEB 18 by 4:00 P.M.Eastern Standard Time. The response/statement of capabilities must be complete and sufficiently detailed to allow the Government to determine the contractor's qualifications. All responses under this Sources Sought must be emailed to Kevin Duffy, at kevin.a.duffy4.civ@mail.mil .

If you have any questions concerning this opportunity please contact: Kevin Duffy at kevin.a.duffy4.civ@mail.mil .

 

APPENDIX 1: Requirement(s)

PERFORMANCE WORK STATEMENT (PWS) FOR Combined ISO 9001:2015, ISO 14001:2015, and OHSAS 18001:2007 Re-Assessment Audit, Registration, and Surveillance Audits Services

1.0 General:

1.1 Scope: The contractor shall provide all personnel, equipment, tools, materials,
supervision, quality control and other items and non-personal services necessary to
perform a combined audit for ISO 9001:2015, ISO 14001:2015, and OHSAS
18001:2007 Re-Assessment Audit, Registration, and Surveillance Audits Services as
defined in this PWS, except as specified in Paragraph 3.0 as Government Furnished.
The contractor shall perform to the standards in this contract.

1.2 Background: Letterkenny Army Depot (LEAD) is a Maintenance Repair and
Overhaul (MRO) depot and is currently registered to the ISO 9001, ISO 14001, and
OHSAS 18001 Standards and is due for the ISO 9001:2015 certification in April 2019.

1.3 Period of Performance (PoP): The Period of Performance shall be one Base Year
of 12 months and four 12-month option years for each Re-assessment Audit,
Registration, and Surveillance Audits. The Period of Performance reads as follows:

1.3.1 Base Year: 01 August 2018 to 31 July 2019
1.3.2 Option Year One: 01 August 2019 to 31 July 2020
1.3.3 Option Year Two: 01 August 2020 to 31 July 2021
1.3.4 Option Year Three: 01 August 2021 to 31 July 2022
1.3.5 Option Year Four: 01 August 2022 to 31July 2023

1.4 General Information:

1.4.1 Recognized Holidays: The following are recognized US holidays. The contractor
shall not perform services on these days:

1.4.1.1 New Year's Day: January 1st
1.4.1.2 Martin Luther King, Jr.'s Birthday: Third Monday in January
1.4.1.3 President's Day: Third Monday in February
1.4.1.4 Memorial Day: Last Monday in May
1.4.1.5 Independence Day: July 4th
1.4.1.6 Labor Day: First Monday in September
1.4.1.7 Columbus Day: First Monday in October
1.4.1.8 Veteran's Day: November 11th
1.4.1.9 Thanksgiving Day: Third Thursday in November
1.4.1.10 Christmas Day: Third Thursday in December

1.4.2 Place and Performance of Services: The contractor shall have access to all
facilities during the certification visit, with an escort in secure areas. LEAD's normal
working hours are Monday-Friday, 0600-1530, for the first week in the pay period, and
Monday-Thursday, 0600-1530, for the second week in the pay period, but the contractor
shall have access to LEAD no matter the shift in order to complete the audits (except on
recognized US holidays or when the Government facility/installation is closed due to
local or national emergencies, administrative closings, or similar Government-directed
facility/installation closings). The contractor shall at all times maintain an adequate work
force for the uninterrupted performance of all tasks defined within this PWS when the
Government facility/installation is not closed for the above reasons. When hiring
personnel, the contractor shall keep in mind that the stability and continuity of the work
force are essential.

1.4.3 Security Requirements: Contractor and all associated sub-contractor's employees
shall comply with applicable installation, facility and area commander installation/facility
access and local security policies and procedures (provided by government
representative). The contractor shall also provide all information required for
background checks to meet installation access requirements to be accomplished by
installation Provost Marshal Office, Director of Emergency Services or Security Office.
Contractor workforce shall comply with all personal identity verification requirements as
directed by DOD, HQDA and/or local policy. Should the Force Protection Condition
(FPCON) change, the Government may require changes in contractor security matters
or processes. Performance of work will require limited access to classified information
or equipment. DD 254, DoD Contractor Security Classification Specification, is not
required.

1.4.3.1 Physical Security: The contractor shall safeguard all Government property
provided for contractor use. At the close of each work period, Government facilities,
equipment and materials shall be secured.

1.4.3.2 AT Level 1 Awareness Training: All contractor employees, to included
subcontractor employees, requiring access to Army Installations, facilities, and
controlled access areas shall complete AT Level 1 awareness training within 30
calendar days after contract start date and within 30 calendar days of new employees
commencing performance. The contractor shall submit certificates of completion for
each affected contractor employee and subcontractor employee, to the COR or to the
contracting officer, if a COR is not assigned, within 15 calendar days after completion of
training. AT level 1 awareness training is available on the Letterkenny Army Depot
homepage - www.lead.army.mil.

1.4.3.3 iWATCH Training: The contractor and all associated sub-contractors with an
area of performance within an Army-controlled installation, facilities or area shall brief all
employees on the local iWATCH program. This local developed training will be used to
inform employees of the types of behavior to watch for and instruct employees to report
suspicious activity to the COR or contracting officer. This training shall be completed
within 30 calendar days of contract award and within 30 calendar days of new
employees commencing performance. The contractor shall report completion for each
affected contractor employee and subcontractor employee, to the COR or to the
contracting officer, if a COR is not assigned, within 15 calendar days after completion of
training. iWATCH training is available on the Letterkenny Army Depot homepage -
www.lead.army.mil.

1.4.3.4 OPSEC Training: Per AR 530-1, Operations Security, new contractor employees
and associated sub-contractor employees shall complete Level I OPSEC training within
30 calendar days of their reporting for duty and annually thereafter. The contractor shall
submit certificates of completion for each affected contractor employee and
subcontractor employee, to the COR or to the contracting officer, if a COR is not
assigned, within 15 calendar days after completion of training. Level 1 OPSEC training
is available on the Letterkenny Army Depot homepage - www.lead.army.mil.

1.4.4 Conservation of Utilities: The contractor shall instruct employees in utilities
conservation practices. The contractor shall operate under conditions that preclude the
waste of utilities, which include turning off the water faucets or valves after using the
required amount.

1.4.5 Post Award Conference/Periodic Progress Meetings: The contractor agrees to
attend any post award conference convened by the Contracting Officer in accordance
with Federal Acquisition Regulations Subpart 42.5. The Contracting Officer, Contracting
Officer's Representative (COR), and other Government personnel, as appropriate, may
meet periodically with the contractor to review the contactor's performance. At these
meetings, the Contacting Officer will apprise the contractor of how the Government
views the contractor's performance and the contractor shall apprise the Government of
problems, if any, being experienced The contractor shall resolve outstanding issues
raised by the Government. Contractor attendance at these meetings shall be at no
additional cost to the Government.

1.4.6 Contract Manager (CM): The contactor shall provide a CM who shall ensure
performance under this contract. The name of this person, and an alternate who shall
act for the contractor when the CM is absent, shall be designated in writing to the KO.
The CM or alternate shall have full authority to act for the contractor on all contract
matters relating to daily operation of this contract.

1.4.7 Identification of Contractor Employees: All contact personnel attending meetings,
answering Government telephones and working in other situations where their
contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The contractor shall also ensure that all documents or reports
produced by contractor personnel are suitably marked as contractor products or that
contractor participation is appropriately disclosed.
1.4.8 Organizational Conflicts of Interest (OCI): The contractor and subcontractor
personnel performing work under this contract may receive, have access to or
participate in the development of proprietary or source selection information (e.g., cost
or pricing information, budget information or analyses, specifications or work
statements, etc.) or perform evaluation services which may create a current or
subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO
immediately whenever it becomes aware that such access or participation may result in
any actual or potential OCI and shall promptly submit a plan to the KO to avoid or
mitigate any such OCI. The contractor's mitigation plan will be determined to be
acceptable solely at the discretion of the KO and in the event the KO unilaterally
determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may
affect other remedies as he or she deems necessary, including prohibiting the
contractor from participation in subsequent contracted requirements which may be
affected by the OCI.

2.0 Definitions and Acronyms:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific
supplies or service to the government. The term used in this contract refers to the
prime.

2.1.2 CONTRACTING OFFICER (KO). A person with authority to enter into,
administer, and or terminate contracts, and make related determinations and findings on
behalf of the government. Note: The only individual who can legally bind the
government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the
U.S. Government designated by the KO to monitor contractor performance. Such
appointment shall be in writing and shall state the scope of authority and limitations.
This individual has authority to provide technical direction to the Contractor as long as
that direction is within the scope of the contract, does not constitute a change, and has
no funding implications. This individual does NOT have authority to change the terms
and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of
performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes nonmanufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection
process and that may be required to be used in the performance of a contract by the

Key Personnel listed in the PWS. When key personnel are used as an evaluation factor
in best value procurement, an offer can be rejected if it does not have a firm
commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government
property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services
being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written
document specifying the surveillance methodology to be used for surveillance of
contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to
assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor.
The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in
accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement
AR Army Regulation
CFR Code of Federal Regulations
CONUS Continental United States (excludes Alaska and Hawaii)
COR Contracting Officer Representative
COTS Commercial-Off-the-Shelf
DA Department of the Army
DD250 Department of Defense Form 250 (Receiving Report)
DD254 Department of Defense Contract Security Requirement List
DFARS Defense Federal Acquisition Regulation Supplement
DOD Department of Defense
FAR Federal Acquisition Regulation
KO Contracting Officer
OCI Organizational Conflict of Interest
ODC Other Direct Costs
PIPO Phase In/Phase Out
POC Point of Contact
PRS Performance Requirements Summary
PWS Performance Work Statement
QA Quality Assurance
QAP Quality Assurance Program
QASP Quality Assurance Surveillance Plan
QC Quality Control
QCP Quality Control Program
TE Technical Exhibit

3.0 Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):
The Government will provide the facilities, equipment, materials, and/or services listed
below:

3.1 Facilities: The Government will furnish the necessary workspace for the contractor
to perform the audits. The contractor will not have access to the LEAD network, copier,
and fax machines.

3.2 Utilities: All utilities in the facility will be available for the contactor's use in the
performance of this contract.

3.3 Personal Protective Equipment (PPE). The Government will provide the contractor
eye protection and hearing protection while working on site.

4.0 Contractor Furnished Property, Materials, Equipment (CFP/M/E):

4.1 General: Except for those items specifically stated to be Government-Furnished in
Paragraph 3.0, the contractor shall furnish everything required to perform these services
as indicated in Paragraph 1.1.

4.2. The contractor shall provide its own computer equipment which is subject to a
controlled inventory while on site.

4.3 The contractor shall provide steel-toed foot protection for its employees and ensure
employees comply with requirements to wear PPE.

5.0 Requirements: The contractor shall:

5.1 Ensure, upon successful completion of the necessary audits,
registration/certification of the Quality Management System of LEAD as ISO 9001:2015,
ISO 14001:2015, and OHSAS 18001:2007 compliant in accordance with ANSI-ANAB
accreditation requirements.

5.2 Perform a document review of LEAD's Quality System Manual (QSM) and the
various Quality System Procedures (QSPs) and Environmental Management System
Procedures to ensure LEAD's documented systems meets the requirements of the
respective standards.

5.3 Conduct all audits to ensure there is no lapse in certification/registrations for ISO
9001:2015, ISO 14001:2015, and OHSAS 18001:2007.

5.4 Provide registration/certification/re-assessment audits and/or
surveillance/maintenance audits to be conducted, as scheduled by LEAD, to maintain
ISO and OHSAS registration through the end of the contract.

5.5 Coordinate with the Contracting Officer's Representative (COR) the specific
schedule for each of these audits. The number of Audit Days for each audit shall meet,
at a minimum, the ANSI-ANAB or RvA (whichever applies) minimum audit
requirements.

5.6 Provide an Audit Plan at least 21 days prior to each audit to allow coordination with
the COR to schedule dates, times, and functional areas to be audited.

5.7 Provide an audit report within 10 days after each audit is completed.

5.8 Notify, upon an initial or re-registration audit, the COR of the decision whether to
register/certify or not. If the decision is to register, the contractor shall provide a
registration/certification document.

5.9 Communicate all audit results during and after an audit and respond to LEAD's
responses to any nonconformance. The contractor shall report its review results of
nonconformities responses to the COR.

5.10 Ensure that within 30 days of completion of the audit, the assessment results are
uploaded in an online database.

5.11 CONTRACTOR MANPOWER REPORTING (CMR): The Office of the Assistant
Secretary of the Army (Manpower & Reserve Affairs) operates and maintains a secure
Army data collection site where the Contractor shall report ALL Contractor manpower
(including subcontractor manpower) required for performance of this contract. The
contractor shall completely fill in all the information in the format using the following web
address https://Contractormanpower.army.pentagon.mil. The required information
includes: (1) Contracting Office, KO, Contracting Officer's Technical Representative
(COTR) or also known as the Contracting Officer's Representative (COR); (2) Contract
number, including task and delivery order number; (3) Beginning and ending dates
covered by reporting period; (4) Contractor's name, address, phone number, e-mail
address, identity of Contractor employee entering data; (5) Estimated direct labor hours
(including sub-Contractors); (6) Estimated direct labor dollars paid this reporting period
(including sub-Contractors); (7) Total payments (including sub-Contractors); (8)
Predominant Federal Service Code (FSC) reflecting services provided by Contractor
(and separate predominant FSC for each sub-Contractor if different); (9) Estimated
data collection cost; (10) Organizational title associated with the Unit Identification
Code (UIC) for the Army Requiring Activity (the Army Requiring Activity is responsible
for providing the Contractor with its UIC for the purposes of reporting this information);
(11) Locations where Contractor and sub-Contractors perform the work (specified by
zip code in the United States and nearest city, country, when in an overseas location,
using standardized nomenclature provided on website); (12) Presence of deployment
or contingency contract language; and (13) Number of Contractor and sub-Contractor
employees deployed in theater this reporting period (by country). As part of its
submission, the Contractor shall provide the estimated total cost (if any) incurred to
comply with this reporting requirement. Reporting period shall be the period of
performance not to exceed 12 months ending September 30 of each government fiscal
year and must be reported by 31 October of each calendar year. Contractors may use
a direct XML data transfer to the database server or fill in the fields on the website. The
XML direct transfer is a format for transferring files from a Contractor's system to the
secure website without the need for separate data entries for each required data
element at the website. The specific formats for the XML direct transfer may be
downloaded from the website.

6.0 Applicable Publications: Publications applicable to this PWS are listed below:

Publication (Chapter /Page) Date of Publication Mandatory or Advisory Website

ANSI-ANAB (ANSIASQ National Accreditation Board) 2017 Mandatory www.anab.org/
LEAD-R 385-1 Safety and Occupational Health Program ;

LEAD-P 385-4 Requirements for Security, Safety, and Fire Prevention for Contractors
Performing Work on LEAD 2017 Mandatory Copies may be obtained from LEAD
Directorate of Contracting, Bldg. 2

7.0 Statement of Compliance

7.1 Each Bidder must fully complete the attached Statement of Compliance. Failure to
complete the Statement of Compliance can result in a bidder not being considered for
award of this project.

7.2 If the Bidder is unable to meet the required specification for any paragraph, the
Bidder needs to mark "Non-comply" and the reason they are unable to comply.
Alternatives to the specified requirement should be described in sufficient detail to allow
the government to determine if the alternative meets the performance intent of the
specification.

7.3 Indication that the Bidder complies with a listed paragraph means that the Bidder
understands and intends to comply with that paragraph and its sub-paragraphs. If the
Bidder feels that any paragraph in the specification is unclear or needs to be revised,
this needs to be covered with the Contracting Officer and resolved prior to submitting
the Statement of Compliance. Any revisions to the SOW and/or Statement of
Compliance will be coordinated through the Contract Officer's representative so that all
parties involved in the bidding process are notified in a timely manner.

7.4 Sub-paragraphs are included in this Statement of Compliance when the government
feels that the contents of that sub-paragraph merit specific compliance certification.
Omission of certain paragraph's or sub-paragraphs from this Statement does not mean
that compliance with the requirement is optional.

TECHNICAL EXHIBIT 1

PERFORMANCE REQUIREMENTS SUMMARY

Desired
Outcomes
Required
Service
Performanc
e Standard
Acceptable
Quality
Level
(AQL)
Monitorin
g Method
Incentives/Disincentives
For Meeting or Not
Meeting the
Performance Standards
Document
Review
Review the
QSM,QSPs
and other
documents
for
compliance
with
requirements
Paragraph
5.2 of this
PWS
100%
Compliance

visual Incentive: Contractor
will receive payment for
completion of work.
Disincentive: No
payment until work
completed
Certification
assessment
Audit (No
Lapse)
Certification
and
registration
Paragraph
5.3 of this
PWS
100%
Complianc
e
Visual
Site Visit
Incentive: Contractor
will receive payment for
completion of work.
Disincentive: No
payment until audit
completed.
Annual
Surveillance/r
e-assessment
Audits
Surveillance
Audit to
determine
LEADs
continued
compliance
with the
standards.
Paragraph
5.4 of this
PWS
100%
Compliance

Visual
Site Visit
Incentive: Contractor
will receive payment for
completion of work.
Disincentive: No
payment until audit
completed.

TECHNICAL EXHIBIT 2

Deliverables Schedule

Deliverable Frequency Number of
Copies
Medium/For
mat
Submit To
5.6 - Audit Plan At least 21 days
prior to each audit
1 Hard Copy COR
5.7 - Audit
Report
10 days after
completion of each
audit
1 Hard Copy COR
5.10 - Database
Update
Within 30 days of
completion of the
audit
N/A Electronic
Submission
Website

TECHNICAL EXHIBIT 3

OFFEROR'S STATEMENT OF COMPLANCE
Paragraph
#
Description Comply Non-
Comply
Rationale for Non-
Compliance /
Alternative

5.1
The contractor shall provide
registration/certification IAW
ANSI-ANAB accreditation
requirements.

5.2.
The contractor shall perform a
document review to ensure
continued compliance to the
standards.

5.3
The contractor shall conduct
audits to ensure there is no
lapse in ISO and OHSAS
certifications.
5.4

The contractor shall conduct reassessment
and surveillance
audits for ISO 9001:2015, ISO
14001:2015, and OHSAS
18001:2007.

5.5
The contractor shall coordinate
the schedule with the COR and
provide the necessary number
of audit days to comply with
ANSI-ANAB or RvA, whichever
applies.

5.6
The contractor shall provide an
Audit Plan at least 21 days for
each type of audit.

Paragraph
#
Description Comply Non-
Comply
Rationale for Non-
Compliance /
Alternative

5.7
The contractor shall provide an
Audit Report within 10 days
after each type of audit.

5.8
The contractor shall notify the
COR with the decision to
continue certification/registration
or reasons for not
recommending continued
certification/registration.

5.9 The contractor shall
communicate all audit results
during and after audit.

5.10 The contractor shall within 30
days of audit completion upload