04 Announcement_CBP AVDL Support_SOW_CBP BMS AVDL Support.pdf

Federal Aviation Administration

STATEMENT OF WORK (SOW)

For

Aircraft Video Downlink (AVDL) Equipment

Acquisition, Repair and Engineering Support

PREPARATION DATE: December 15, 2020

REVISION NUMBER: -

1.0 Background

The Department of Homeland Security (DHS) has comprehensive multi-year plans to secure America’s borders and reduce illegal immigration. The Federal Aviation Administration Logistics Center (FAALC) has been designated by Customs and Border Protection (CBP) as the Servicing Agency and independent government entity with Primary Inventory Control Activity (PICA) responsibility (with depot-level authority) throughout the life-cycle of the CBP's border security programs. The FAALC will provide engineering, technical and logistical services to support CBP in the areas of Integrated Logistics

Support, management consulting, primary inventory control point, provisioning and repair of CBP equipment.

FAALC will develop, award and administer a contractual agreement on behalf of CBP to establish a maintenance and sustainability capability that supports this effort.

2.0 Purpose

The FAALC requires repair and acquisition services as applicable for Aircraft Video Downlink

(AVDL) equipment referenced in Section 3 of this Statement of Work (SOW) including but not limited to, procurement of materials, repair and replacement coordination with the equipment Original

Equipment Manufacturer (OEM), specialized logistics and technical support, maintenance support, and decommissioning and/or disposal. In addition, the contractor must provide Engineering Services consisting of Factory Service Engineering, Field Service Support as well as new site stand up support as required.

3.0 Scope of Work

The expected period of performance (PoP) will be one (1) base year with four (4) option years. Location of work will vary including the Contractor’s facility and the FAALC, but also at AVDL sites within the

Continental US, Puerto Rico, and U.S. Virgin Islands.

3.1.1 See Appendix A for list of Line Replaceable Units (LRU)

3.2 Purchase

During the performance of this contract, the FAALC may have a requirement to procure Line

Replaceable Units (LRU), extended warranties and/or other related support and installation equipment.

3.3 Repair Services

The Contractor must provide repair services for the LRUs and their subcomponents as specified in Appendix A. Repair services include testing, repairing, trend analysis and reporting all work performed.

3.3.1 Return Material Authorization (RMA)

The Contractor must assist the Government with Return Material Authorization (RMA) support to facilitate timely repairs, and quick returns to service.

3.3.2 Repairs of the assets identified in Appendix A will be accomplished to ensure assets meet current specifications. Upon completion of the evaluation by the Contractor and approval by the

Contracting Officer (CO) or other authorized user delegated by the Contracting Officer, the assets will be repaired to ensure assets meet current specifications. The serviceable component will be returned within the timelines specified in this paragraph. Upon occasion, the Government may request shipment to a different location. This information will be relayed via the CO or

Contracting Officer’s Representative (COR).

3.3.2.1 Repair Support

The contractor must perform an incoming evaluation and provide results in accordance with section 6.2 of this SOW. Once approved, the contractor must complete repairs, any service bulletins required, and final operational testing.

3.3.2.2 Repair Levels

• Evaluation: The contractor will evaluate each asset within five (5) business days and determine the appropriate level of repair required to return the asset to a fully-operational status.

• Tier 1 – Minor Repair: Minor level component swap/repair; e.g., easily accessible, simple single component swap, general equipment maintenance.

Minor repairs must be completed within fifteen (15) business days after receipt of the product (includes the evaluation period).

• Tier 2 – Medium Repair: Medium level component swap/repair; e.g., more complex with increased difficulty to access component swaps or wiring. Medium level repairs must be completed within thirty (30) business days after receipt of the product (includes the evaluation period).

• Tier 3 – Major Repair: Major component swap/repair; e.g., multiple component swaps, wiring, or replacements due to extensive damage. Major level repairs must be completed within forty-five (45) business days after receipt of the product (includes the evaluation period).

• Tier 4 – Warrantied Repair: Repairs which are under warranty

3.3.2.3 Beyond Economical Repair (BER):

Cost to repair the item exceeds 75% of the Acquisition/Replacement Price. The

Contractor must notify the FAA Contracting Officer of the BER finding and must send the Evaluation Report to the Contracting Officer’s Representative (COR) within fifteen (15) calendar days of the receipt of the asset and the approved

Delivery/Task Order.

3.3.2.4 No Fault Found (NFF):

The asset is free of defect. The Contractor will notify the FAA Contracting

Officer of the NFF finding within fifteen (15) calendar days of the receipt of the asset and the approved Delivery/Task Order. The Contractor must return the asset within ten (10) calendar days of NFF finding.

3.3.2.5 Repair Turn-Around Time

Repair turn-around time must not exceed 45 calendar days. Repair time will start when repairable asset is delivered to Contractor’s repair facility.

3.3.2.6 Temporary use Assets

The Contractor must provide rental units for temporary use if spares are not available while the governments units are in for repair

3.3.3 Shipping and Receiving

The Contractor must be responsible for recording and documenting equipment received from and shipped to the government. The contractor must have sufficient warehousing space and support to facilitate the rotation of AVDL equipment to and from the field.

3.4 Engineering

The Contractor must provide Engineering Services including new equipment support, factory engineering services, and field engineering services

3.4.1 New Equipment Support:

The Contractor must support requests from the Government to design, test and produce new equipment when directed by the Contracting Officer.

3.3.2 Factory Service Engineering

The Contractor must support requests to assist troubleshooting problems over the phone at sites or at the test bed maintained by the FAA Logistics Center (FAALC). Assistance must include isolation of system faults to repairable units or components in units. As well as diagnose, repair and test failed units returned for evaluation/ repair. All dispositions must be documented and included in the Monthly Report as described in section 6.1 of this SOW.

3.3.3 Field Service Engineering

The Contractor must supply personnel to include tower climbing, on site to facilitate the troubleshooting and fault isolation or the end to end system and LRU problems with field technicians They must isolate system and LRU faults to repairable units, install configure and test replacement LRUs. Field service personnel must also perform authorized system field repairs to non-LRUs such as cables, etc. All work performed must be documented in the

Monthly Report due to the Government as described in section 6.1 of this SOW.

3.3.4 Engineering Support for New Sites

The Contractor must support government requests for new site selection, preparation and stand up. These activities must include, but are not limited to, leading site surveys and or studies for new ground station locations. Develop new system designs, RF coverage maps and comprehensive Bills of Material (BOMs), as well as leading installation and test activities.

3.5 Training

The FAA Academy has the responsibility for providing technical and operational training to US

Customs and Border Protection personnel. The Contractor must provide technical content for

AVDL systems intended for inclusion in FAA developed training. Content must include, but not limited to, operational procedures, system descriptions, theory of operation, and maintenance practices, wiring diagrams and system schematics.

3.6 Program Management Reviews

, Contractor participation may be required during Program Management Reviews (PMRs) conducted by the Program Office. The Contractor may be required to participate in data calls in order to brief repair status of assets repaired and/or replaced. PMR dates will be coordinated with the Contracting Officer (CO) or COR. Data requested for the PMRs must be submitted within ten (10) business days after the CO or COR request.

4.0 Shipment

The FAALC will be responsible for coordinating and paying for shipments of reparable LRUs to the

Contractor’s repair facility. The Contractor will be responsible for coordinating and paying for shipping assets back to the field, unless otherwise directed and approved by the CO/COR. Upon occasion, the

Government may request priority processing and shipping faster than the standard seven (7) to ten (10) calendar day shipping interval (for shipment from the Contractor’s facility to the Government). The

Contractor will provide this as an over and above effort outlined in the Statement of Work. Priority shipping must be approved in advance by the CO/COR.

5.0 Travel

The Contractor may be required to travel to support this contract. Travel must be authorized by the CO.

Government reimbursement for claimed travel costs, including per diem, will be made in accordance with (IAW) the Federal Travel Regulations (FTR), as amended, issued by the General Services

Administration and relevant contract travel clause.

The Contractor must comply with the current laws, regulations, policies, and directives of DHS while on a Border Patrol site.

6.0 Schedule of Deliverables

6.1 Monthly Reporting

The Contractor must provide a monthly Failure Reporting Analysis and Corrective Action

Summary (FRACAS) that details repair actions by part number, which includes the applicable failure repair analysis.

6.1.1 The monthly FRACAS report must be delivered to the CO and the COR no later than the 5th day of each month.

6.1.2 The report must contain historical as well as current repair data.

6.1.3 The FRACAS report will be delivered electronically in a spreadsheet format (.xls, .xlsx). The content of the FRACAS report will be agreed to by both parties. FRACAS Report Template for the proposed format of the FRACAS report is Appendix B.

6.1.4 In the case of an engineering study or analysis, a separate in-depth report will be delivered within five (5) days after the study is completed. In the case of a lengthy study, a progress report will be delivered every two (2) weeks unless otherwise agreed to by the CO or COR. The format of the report must be agreed upon by all parties.

6.2 Evaluation & Repair Reports

6.2.1 Evaluation Report

6.2.1.1 The Contractor must provide Evaluation Reports that detail all findings prior to any repair action to the CO and COR within five (5) calendar days for minor, medium and major repair after receipt of asset.

6.2.1.2 This will include, but is not limited to, problem found, major components to be replaced or updated, classification of repair, and cost of repair.

6.2.1.3 The evaluation report will also be provided for all BER, NFF and warrantied equipment as described in section 3.2 of this SOW.

6.2.2 Failure Analysis Report

6.2.2.1 The Contractor must provide individual Failure Analysis Reports after completion of repair actions to the CO and COR when the repaired unit is returned.

6.2.2.2 This information will also be included in the monthly FRACAS report.

6.2.3 Monthly Activity Report

The contractor must report any Field Service activities performed at the sites. The contractor must also report summaries of incoming requests for Service Engineering and dispositions provided.

6.2.4 Obsolescence Report

The Contractor must report Obsolescence issues in accordance with Section 8.0. The report must include a list of previously reported obsolescence issues reported to the Government and previously identified solutions.

7.0 Inspection, Compliance and Acceptance

The COR or system engineer may periodically visit the Contractor facility to ensure compliance with the terms of the contract. Upon receipt of assets, the COR or system engineer will perform inspection of the assets and certify acceptance of the replacement and repaired LRUs in order to ensure compliance with the contract.

8.0 Obsolescence- Replacements when Identical Parts become unavailable

The Contractor must notify the Government COR no later than five (5) days after discovering that an item(s):

(1) Is no longer manufactured and cannot be procured from known sources; or

(2) That a source may soon be out of business; or

(3) Is no longer repairable because the piece parts used for repair are no longer available, or

(4) Will be replaced by a non-identical item

8.1 The Contractor must identify options for non-identical replacement items when identical items become unavailable and repair is no longer feasible.

8.2 The Contractor must ensure that proposed replacements are form, fit, and function compatible with respect to operation and to the original parts identified in the approved system baseline.

8.3 The Contractor must propose non-identical items that meet the requirements of the original system performance.

8.4 The Contractor must provide full technical data, drawings, and test results in support of assertions of form, fit, function replacement suitability to the Government COR in order to demonstrate that the replacement parts do not degrade performance, introduce incompatibilities to the normal operation of system elements, impact the functions performed, or degrade performance of the operating system, application software or interfaces.

8.5 The Contractor must not replace items with non-identical items without prior approval by the

Contracting Officer.

9.0 Packaging and Marking

Follow packaging and marking requirements as defined in attached FAA Provision 61 (Appendix C).

Items being returned as Beyond Economical Repair (BER) must be plainly identified as BER on the outside of the shipping package, and on the shipping documents.

10.0 Repair Warranty

The Contractor warrants that products conform to contract requirements. The Contractor also warrants that products are free of defects in design, materials, and workmanship. The Contractor also warrants that all newly purchased items supplied are free of defects in materials, and workmanship for a period of two (2) years after delivery. Repairs to items other than as covered by the initial warranty will have a one (1) year warranty.

11.0 Reporting Requirements

The Contractor must notify the CO and COR of any condition that may delay Contractor's performance.

Examples of instances where this may occur are as follows:

• When it is suspected or confirmed material failure may cause a system failure

• A condition or material fault that is a hazard to personnel, equipment and missions

• When a prescribed installation or maintenance action cannot be accomplished or when operational characteristics or durability cannot be obtained because of faulty design or materials

• Conditions which are direct results of poor quality workmanship during manufacture, modification, repair or overhaul, a Standard Form (SF) 368 Quality Deficiency Report (QDR) within seven (7) calendar days after discovery.

• Deterioration of installed components or operational equipment due to effects of climatic or environmental conditions

• Inadequate, insufficient or otherwise deficient technical publications or Original Equipment

Manufacturer (OEM) manuals which prevent or hinder accomplishment of the contracted maintenance which, if not corrected, may cause a hazard.

• Conditions which prevent proper operation of the equipment

• When equipment does not perform to published operational or maintenance standards

12.0 Over and Above

The Contractor will provide, through mutual agreement from FAA CO, Over and Above Services as required to support the listed equipment throughout the period of performance. The Government will provide funding as required.

13.0 Quality System

An auditable system containing all elements of the ASQ/ANSI/ISO 9001:2015 standard exists. Product will be inspected and accepted/rejected at destination by the FAA for Technical Specifications and

Packaging Specifications, as stated in the contract. Certificates of Compliance shall be supplied where applicable.

3.3.3 Shipping and Receiving