10 STS Section J attachment J.01 SOW.pdf

DEPARTMENT OF TRANSPORTATION

STATIC TRANSFER SWITCHES

STATEMENT OF WORK

May 21, 2024

STATEMENT OF WORK (SOW)

STATIC TRANSFER SWITCHES (STS)

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TABLE OF CONTENTS

C.1 INTRODUCTION

C.1.1 Background

C.1.2 Scope

C.2 APPLICABLE DOCUMENTS

C.2.1 Specifications, Standards, and Publications

C.2.2 FAA Orders

C.2.3 FAA Standards

C.2.4 Industry Standards

C.2.5 Military Specifications (Used for Guidance Only)

C.3 REQUIREMENTS

C.3.1 Program Management

C.3.1.1 Program Plan

C.3.1.2 Program Management Report

C.3.1.3 Start Up Report

C.3.1.4 Conference/Meetings

C.3.1.4.1 Post Award Conference (PAC)

C.3.1.4.2 Program Management Review (PMR)

C.3.1.4.3 Technical Interchange Meetings (TIMs)

C.3.1.4.4 Provisioning Guidance Conference

C.3.1.4.5 Integrated Logistics Support Management Team (ILSMT) Meeting

C.3.1.4.6 Contractor Depot Logistics Support Management Review (CDLSMR)

C.3.1.4.7 Training. Post-Award Training Conference and Training Reviews (TR) .. 8

C.3.1.5 Quality Control Program

C.3.1.6 Configuration Management

C.3.2 Software Quality Assurance

C.3.3 Commercial Off-The-Shelf Equipment

C.3.3.1 Software, Firmware and Documentation Copyright, Development and License Rights 10

C.3.3.1.1 Remote Monitoring Software

C.3.3.2 Equipment Data Sheets

C.3.3.3 Equipment Drawings

C.3.3.4 Equipment Bill of Materials

C.3.3.5 Equipment Electrical Wiring/Diagrams

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C.3.3.6 Equipment Identification and Marking

C.3.3.6.1 Bar Code Asset Tracking System

C.3.3.7 Communication Register Map

C.3.3.8 Start Up Service

C.3.4 Logistics

C.3.4.1 Integrated Logistics Support (ILS)

C.3.4.1.1 ILS Program Planning

C.3.4.1.2 ILS Management

C.3.4.1.3 ILS Management Team (ILSMT)

C.3.4.2 Supply Support

C.3.4.2.1 Recommended Spare Parts List (RSPL)

C.3.4.2.2 Site Spare Parts List

C.3.4.2.3 Support Equipment Candidate List (SECL)

C.3.4.2.4 Spare-Parts Peculiar

C.3.4.2.5 Depot Spares

C.3.4.3 Maintenance

C.3.4.3.1 Warranty and Non-Warranty Repairs

C.3.4.3.1.1 Warranty Repairs

C.3.4.3.1.2 Non-Warranty Repairs

C.3.4.3.2 Status Reporting

C.3.4.3.3 Monthly Orders and CDLS Program Management

C.3.4.3.4 Contract Costs Reports

C.3.4.4 Operational Support Services

C.3.5 Contractor Depot Logistics Support (CDLS)

C.3.5.1 CDLS General

C.3.5.2 CDLS Program Management

C.3.5.3 CDLS Management Review (CDLSMR)

C.3.5.4 CDLS Requirements

C.3.5.4.1 Spares Storage Warehouse

C.3.5.4.2 Web-Base Requisition Interface Procedures

C.3.5.4.3 CDLS Definitions

C.3.5.4.4 CDLS Delivery Requirements

C.3.5.4.5 CDLS Technical and Administrative Supply Support Assistance

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C.3.5.5 Logistics Management Information

C.3.5.5.1 LMI Provisioning Guidance Conference

C.3.5.5.2 LMI Data Acceptance Criteria

C.3.5.5.3 LMI Data Reviews

C.3.5.5.4 Provisioning Conference

C.3.5.5.5 Depot Spares

C.3.5.5.6 Depot Spares: Tools and Test Equipment

C.3.5.5.7 Cataloging

C.3.5.6 Operating Procedures

C.3.5.7 Documentation

C.3.5.7.1 Commercial & Technical Documentation

C.3.5.7.2 Point Of Contact

C.3.5.7.3 New Technology and Commercial and Technical

C.3.6 TRAINING AND TRAINING SUPPORT

C.3.6.1 Introduction

C.3.6.2 General Training Information

C.3.6.2.1 Environmental Occupational Safety and Health (EOSH)

C.3.6.2.2 Course Requirements

C.3.6.3 Training Materials and Equipment

C.3.6.3.1 Student Training Materials

C.3.6.3.2 Copyrighted Material

C.3.6.3.3 Contractor-Furnished Training Supplies

C.3.6.3.4 Contractor-Furnished Training Site(s) And Facilities

C.3.6.4 Training Development

C.3.6.4.1 Personnel Qualifications Report

C.3.6.4.2 Task And Skills Analysis Report

C.3.6.4.3 Training Schedule

C.3.6.4.4 Written Exam, Multiple Choice Development

C.3.6.4.5 Performance Exam (Laboratory) Development

C.3.6.4.6 Development Of Training Materials

C.3.6.4.7 Student Welcome Packages

C.3.6.4.8 Validation Of Training Courses

C.3.6.4.8.1 Contractor's Presentation

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C.3.6.4.8.2 Operational Tryout

C.3.6.4.8.3 First Course Conduct

C.3.6.4.9 Training Deliverables

C.3.6.4.9.1 Delivery Of End-Of-Course Evaluations

C.3.6.4.9.2 Delivery Of End-Of-Course Examinations

C.3.6.4.9.3 Certificate Of Training

C.3.6.5 Training Conferences/Meetings

C.3.6.5.1 Post-Award Training Conference

C.3.6.5.2 In-Progress Reviews (IPR)

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C.1 INTRODUCTION

The Federal Aviation Administration (FAA) has a requirement for the acquisition, and life cycle in-service support of Static Transfer Switch (STS) and associated equipment. This Statement of Work (SOW) defines the FAA's requirements for life cycle integrated LOGISTICS (iLOG) technical support services for the STS and associated equipment.

C.1.1 Background The Federal Aviation Administration is currently acquiring Commercial Off-The-Shelf/Non- Developmental Items (COTS/NDI) STSs. This COTS/NDI approach provides the FAA with the most efficient approach to acquire STSs. The STS functions as a selector between two (2) sources of power to critical equipment.

C.1.2 Scope This Statement of Work (SOW) defines the requirements for project management, configuration management, technical support services, test and evaluation, logistics support, training, and quality control for the STS and associated equipment being acquired. The Contractor must provide all necessary equipment; engineering; logistics support;

maintenance/operator training; spares provisioning and maintenance program; and provide the documentation to support the acquisition of the STS and associated equipment.

C.2 APPLICABLE DOCUMENTS

C.2.1 Specifications, Standards, and Publications The Specifications, Standards and Publications referenced below are part of this SOW to the extent specified. However, they are not all encompassing, and additional Specifications, Standards and Publications may be required for a particular task. As part of the delivery order, the Contractor must furnish and follow all applicable Specifications, Standards and Publications. For most projects, in the event there are conflicts between FAA documents and industry standards, the FAA documentation will take precedence unless otherwise directed by the COR. Contractors are required to be in compliance with the latest version of Specifications, Standards and Publications.

C.2.2 FAA Orders FAA Order 1800.66 Configuration Management in the National Airspace System FAA Order 4600.27C Personal Property Management FAA Order 6200.4G National Test Equipment Program Management FAA JO 3000.57A Air Traffic Organization Technical Operations Training and

Personnel Certification Programs FAA Order 1370.121B Information Security and Privacy Program & Policy

C.2.3 FAA Standards FAA-STD-021 Configuration Management, Contractor Requirements FAA-STD-028C Contract Training Programs AMAWI-00002 FAA Academy Training Development and Revision

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C.2.4 Industry Standards EIA 649C Configuration Management Standard IS0-9000 Quality Management and Quality Assurance Standards

C.2.5 Military Specifications (Used for Guidance Only) MIL-PRF-49506 Logistics Management Information MIL-HDBK-61 Configuration Management, Appendix A

C.3 REQUIREMENTS

The Contractor must furnish the necessary personnel, plant, equipment, facilities, materials, and other necessary resources to produce, test, and deliver the items described in this SOW.

All such items must be supplied in conformance with the terms and conditions of this SOW and the complete contract, including references. The Contractor must execute the terms of this contract in accordance with individual delivery orders and be solely responsible for the management of its subcontracts.

C.3.1 Program Management The Contractor must designate the Program Manager (PM). Once approved by the FAA, this individual must interface with the Government and organize, schedule, and report on all elements of this contract. The PM is designated as the "Key Personnel." The individual PM must possess a minimum of three (3) years of program management experience with a contract of similar size and scope in a government or corporate environment. The PM as necessary, must be the focal point within the Contractor's organization for all required program efforts involving equipment orders, equipment documentation, quality control, logistics, and training. The PM must be prepared to discuss the status of contract activities with the Contracting Officer (CO) and Contracting Officer Representative (COR). The Contractor must provide all the necessary management, business and administrative planning, and coordination required to successfully perform all SOW tasking or associated task/delivery orders. The Contractor must also manage and administer submission of all data items required in each task/delivery order. Other functions considered part of Program Management are:

a. Integrated Logistics Support (ILS), SOW Paragraph C.3.4

b. Contractor Depot Logistics Support (CDLS), SOW Paragraph C.3.5

c. Training, SOW Paragraph C.3.6

C.3.1.1 Program Plan Contract Data Requirements List (CDRL) M001: Program Plan The Contractor must provide its existing Program Plan, indicating the method in which the FAA's work (equipment, logistics, and training) will be functionally integrated into the Contractor's existing management structure.

C.3.1.2 Program Management Report CDRL M002: Program Management Report The Contractor must maintain a spreadsheet of equipment, training and service task orders indicating status of each. A soft copy of the report must be e-mailed to the FAA CO or COR

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The Contractor must maintain a spreadsheet of equipment task orders and the status of each line item, a list of all active CDLS Repair Items, including financial accounts receivable statue, systems, and parts trending analysis statistics, along with consolidated reports of all contract activity. Reports are identified in CDRL M002. A soft copy of the report must be e-mailed to the FAA CO or COR monthly.

C.3.1.3 Start Up Report

CDRL M003: Start Up Report The Contractor must prepare and deliver a comprehensive start-up report 10 working days after Start-Up completion. This report should encompass a pre-start-up procedure, a checklist, and a site acceptance test. The purpose of the site acceptance test is to validate the equipment’s functionality after installation in the FAA facility. The startup report must cover essential details including but not limited to the pre-startup checklist and procedure, equipment description (including model, part number, and manufacturing date), test procedures (including site acceptance test), verification of display panels and indicator lamps, data logging, and any associated graphs or attachments.

C.3.1.4 Conference/Meetings CDRL M004: Meeting Agenda;

CDRL M005: Meeting Minutes The Contractor must prepare and deliver to the Government an Agenda (CDRL: M003) five

(5) working days prior to each scheduled conference, review or meeting, and meeting minutes (CDRL: M004) within five (5) working days after each scheduled conference, review and meeting. Contractor administrative support must be provided for meetings and conferences at a Contractor facility. Such support may consist or providing facilities, office equipment, and clerical support. All meetings and conferences held at the Contractor's facility means a facility located in the Continental United States (CONUS). Travel by Contractor's personnel to meetings and conferences in locations other than Contractor's facility, or the Contractor's city or local metropolitan area, are reimbursable in accordance with (IAW) the FAA's Travel Policy (FAATP).

C.3.1.4.1 Post Award Conference (PAC) The Contractor must participate in a PAC to be held at the Contractor's facility or a location determined by the CO. The conference will be scheduled no later than 30 working days after contract award. The purpose of the conference is to thoroughly review the contract to ensure that all parties have a clear understanding of all contractual requirements. The Program Management, Logistics Guidance, initial CDLS, and Training Guidance Conferences may be held concurrently with the PAC; or, at the discretion of the Government, held on separate dates and locations.

C.3.1.4.2 Program Management Review (PMR) The Contractor must conduct Program Management Reviews (PMRs) to review the contract status in terms of Performance and Schedule at the request of the Government. The CO or the COR must notify the Contractor at least 30 working days in advance of all required PMR briefings, reviews, and agenda items. All program review dates will be determined by the CO

C-8 or COR designated representative. The Contractor must propose an agenda to the Government for review and approval for each PMR no later than 15 working days prior to such PMR. The Contractor must prepare minutes and action item list in support of all PMR meetings.

C.3.1.4.3 Technical Interchange Meetings (TIMs) The Contractor must support and participate in TIMs. The purpose of these meetings is to promote a free exchange of ideas between the Contractor and the Government in order to identify and resolve technical problems. The Contractor must provide the appropriate subject matter experts in order to respond to Government questions. The Contractor and FAA will coordinate the best location for the meetings. Meetings will be coordinated with the COR and approved by the CO. Teleconference meetings may be held in lieu of travel. The CO must notify the Contractor of the Government's readiness at least 15 working days in advance of each TIM. The Contractor must propose an agenda to the Government for review and approval for each TIM no later than five (5) working days prior to each TIM. The Contractor must prepare minutes and action item list in support of all TIMs.

C.3.1.4.4 Provisioning Guidance Conference The Contractor must participate in a FAA-sponsored Provisioning Guidance Conference. The provisioning conference is required to determine onsite and depot-sparing levels. The initial conference must convene within 20 working days of contract award and may be held concurrently with the PAC. Subsequent provisioning conferences may be scheduled at the discretion of the Government to resolve any supply support issues that may arise during the contract period of performance.

C.3.1.4.5 Integrated Logistics Support Management Team (ILSMT) Meeting A joint Government and Contractor sponsored ILSMT must be established to serve as the primary management vehicle for coordinating and monitoring ILS contract performance, ensuring adequacy, timeliness, and compliance with contractual requirements. For additional information see Section C.3.4.1.3.

C.3.1.4.6 Contractor Depot Logistics Support Management Review (CDLSMR) The Contractor must hold one post award CDLSMR conference in conjunction with the PAC and then with the ILSMT Conference. For additional information see Section C.3.5.3.

C.3.1.4.7 Training. Post-Award Training Conference and Training Reviews (TR) The Contractor must hold one post award training conference in conjunction with the PAC to provide details on and clarification to the training requirements. For additional information see Section C.3.6.5.1.

C.3.1.5 Quality Control Program CDRL Q001: Quality Assurance Plan (QAP) The Contractor must provide a QAP for the design, development, evaluation, and furnishing of hardware, software, firmware supplies, services, and associated documentation (including any modification to existing hardware and software). The plan must integrate the FAA's

C-9 quality control needs into the existing practices without developing a new quality assurance program. The Contractor must conduct its quality assurance program in accordance with the approved QAP.

C.3.1.6 Configuration Management CDRL Q002: Contractor's Configuration Management Plan The Contractor must incorporate the FAA Configuration Management requirements into their established configuration management program and reporting system. The Contractor's in-place Configuration Management Program will be augmented with FAA Order 1800.66.

Further guidance may be obtained from EIA-649C, FAA-STD-021 and MIL-HDBK-61, Appendix A. The Contractor must describe their process for configuration identification, configuration control, configuration status accounting, and configuration audits. The Contractor must establish a configuration control board that includes FAA representation.

Equipment changes are not authorized without FAA approval. The Configuration Management Plan describing the Contractor's Configuration Management Program must be submitted for approval within 30 working days of contract award. The PM must be the point of contact for all communications on Configuration Management related issues.

Configuration Identification: The Contractor must have a system to identify Hardware Configuration Items (HWCI), Computer Software Configuration Items (CSCI), and Firmware associated with each STS and associated equipment.

Configuration Control:

a. The Contractor will notify the CO of any anticipated or scheduled changes to HWCI, CSCI, Firmware, or documentation associated with the STS and associated equipment using the Contractor's established configuration management notification system. The Contractor must notify the CO via a Formal letter of any "Field Service Bulletins" associated with any STSs procured for the FAA. Access to the information contained within a Field Service Bulletin must be available from the contractor's electronic bulletin board, if available. The Contractor must provide all information and Government Intellectual Property (IP) at no cost to the Government in the event of contract termination.

b. The Contractor must notify the FAA if new equipment, or any new items that are different than the equipment listed on the Bill of Materials, needs to be used for the STSs and associated equipment. The FAA will determine if testing of the new equipment is required.

Configuration Status Accounting: The FAA will utilize the Contractor's Configuration Status Accounting (CSA) system must include the recording and reporting of baseline data, changes to configuration-controlled items and any other items identified in the Configuration Management Plan. CM changes applicable to the STS and associated equipment at FAA sites must be reported to the FAA within 10 working days of Contractor engineering changes.

C.3.2 Software Quality Assurance The Contractor must develop and implement a software quality assurance program aimed at comprehensively eliminating software bugs. All functions must be tested on a software simulator by someone different than the person responsible for the original code or any

C-10 subsequent changes. The Contractor must also develop and implement an organized plan for ensuring all previous software corrections or enhancements developed for previous clients have been incorporated in this project. Configuration management processes must be capable of identifying code changes and software revision levels. Proper functioning of the software must be demonstrated on a simulator. The Contractor must provide a copy of their ISO 9000 series certification or internal corporate documentation to support compliance of the above Quality Assurance requirements.

C.3.3 Commercial Off-The-Shelf Equipment The STS must consist of Commercial-off-the-Shelf /Non-Developmental Item (COTS/NDI) equipment conforming to requirements in "Static Transfer Switch (STS) equipment Specification (STS SPEC)" found in the Section J, Attachment J.0l of this contract.

C.3.3.1 Software, Firmware and Documentation Copyright, Development and License

Rights The FAA must have full and complete data rights to all system software, system firmware, and all supporting documentation. The Contractor must furnish to the FAA any software or firmware necessary to alter or modify the “application” software. The “executable” source code must be furnished. The executable code must be properly annotated and commented. The FAA must have the right to reproduce, copy, alter, use, and modify all data, documentation, software, and firmware. The FAA agrees to maintain this data in a secure manner. The manufacturer must license the FAA to use all applicable software. The contractor must not stipulate or impose any type of restriction or fee for software use or access for the life of the contract.

C.3.3.1.1 Remote Monitoring Software CDRL E001: Monitoring Software/Firmware Documentation The Contractor must develop and provide Government access to STS, and associated equipment Remote Maintenance Monitoring (RMM) interface software information. This contractor software interface documentation will be used by the Government to develop FAA RMM software that interfaces to the STS controller. The Contractor must provide full and complete rights to all system software, system firmware and all supporting documentation.

The Contractor must furnish to the government any software or firmware necessary to alter or modify the "application" software. The Government must have the right to reproduce, copy, alter, use, modify, all data, and documentation, The Government agrees to maintain this data in a secure manner and agrees not to divulge the data to any competitors. The manufacturer must license the Government to use all applicable software.

C.3.3.2 Equipment Data Sheets

CDRL E002 Equipment Data Sheets The Contractor must provide equipment data sheets on all equipment listed in this contract, using in accordance with CDRL. The equipment data sheets, must identify each make and model of equipment. When the Contractor changes equipment, data sheets must be supplied within 30 calendar days following FAA approval to purchase new equipment configurations.

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C.3.3.3 Equipment Drawings CDRL E003 Equipment Drawings

The Contractor must provide equipment dimensional drawings on all equipment listed in this contract. Equipment drawings must be made available for each make and model of equipment.

When the Contractor changes equipment, drawings must be supplied within 30 calendar days following FAA approval to purchase new equipment configurations.

C.3.3.4 Equipment Bill of Materials

CDRL E004 Equipment Bill of Materials The Contractor must provide a Bill of Materials (BOM) on all equipment listed in this contract, using in accordance with CDRL. The BOM must be made available for each make and model of equipment. When the Contractor makes changes to the equipment, the BOM, must be updated within 30 calendar days.

C.3.3.5 Equipment Electrical Wiring/Diagrams

CDRL E005 Equipment Electrical Wiring/ Diagrams The Contractor must provide electrical diagrams (schematics) on all equipment listed in this contract. The diagrams must be made available for each make and model of equipment. When the Contractor makes changes to the equipment, the diagrams must be updated within 30 calendar days.

C.3.3.6 Equipment Identification and Marking

C.3.3.6.1 Bar Code Asset Tracking System The Contractor must ensure that each STS and associated equipment delivered to the FAA has a bar code identifying the item in accordance with the FAA approved Bar Code. STS units will be named, described, identified, classified, and numbered (cataloged) in accordance with Federal Property Management Regulations, specifically Personal Property Management, FAA Order 4600.27C, and the FAA Asset Identification Process and Procedure Guide. The Contractor must provide valid national stock number(s) (NSN) for STS units at acquisition.

If no NSN has been assigned to an item, the Contractor must provide sufficient descriptive data to obtain NSN(s) from the Defense Logistics Information Service (DLIS). Refer to Section D, paragraph D.3.0.

C.3.3.7 Communication Register Map A Communications Register Map must be provided for all equipment with communications capability. The register map must list data from the equipment, define what each data point is, indicate where the data is stored, and indicate how the data is stored. The register map may include but is not limited to register addresses, data descriptions, read/write indicators, data length, data units, and data formatting.

C.3.3.8 Start Up Service All STS and equipment must be shipped by the Contractor to FAA facilities for installation. The Contractor must, as directed by the delivery order, provide equipment start-up service at facilities throughout CONUS and OCONUS. This includes but is not limited to:

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1. The Continental United States

2. The states of Alaska and Hawaii.

3. Puerto Rico, the Northern Mariana Islands, the Bahamas, American Samoa, Guam, and the US Virgin Islands.

C.3.4 Logistics

C.3.4.1 Integrated Logistics Support (ILS) The Contractor must plan, manage, and execute an Integrated Logistics Support (ILS) program that addresses all elements of integrated logistics identified in this SOW. The objective of the ILS Program is to execute and integrate support tasks to ensure the STS program is fully supportable throughout its life cycle. The Contractor must support the FAA ILS Program by performing the tasks included in this section of this SOW.

C.3.4.1.1 ILS Program Planning CDRL L001: Integrated Support Plan The Contractor must establish and manage an integrated product support program which provides integrated logistics support for the STS program. The Contractor must conduct the Integrated Logistics Support Program in accordance with an FAA approved Integrated Support Plan (ISP). The ISP must detail the Contractor's plan for managing the ILS program for the program life cycle. The ISP will include the Contractor's Logistics Management Information (LMI) plan. The Contractor may demonstrate compliance with the above requirement by providing the Government with either the applicable portions of their ISO 9000 series certification documentation or internal corporate documentation that support both the scope and intent of the ISP, as described in CDRL/Data Item Description (DID) L001.

The Contractor must update the FAA approved ISP or the FAA approved applicable portions of their ISO 9000 series certification or internal corporate documentation to reflect approved changes emanating from program changes, reviews, and other actions affecting the integrated logistics aspects of this program and must deliver the updated ISP/ISO 9000 series certification documentation or internal corporate documentation to the Government on an as required basis in accordance with the Contractor's normal update process. The Contractor's Logistic Support Program must be developed to support the following maintenance concept:

a. FAA technicians will perform all the tasks that the Contractor's Customer Service

Personnel or Field Service Technician.

b. Field Service Engineers perform during an assistance visit to a customer site(s). Tasks must include, but are not limited to, inspection of equipment, troubleshoot/diagnosis to fault, removal of failed parts/LRU(s), replacement of failed parts/LRU(s) and validation and certification (if applicable) that the STS is operational and available for operation.

c. The level of documentation and training provided to FAA technicians must therefore be commensurate to that of the Contractor's Customer Service Engineers or Field Service Engineers/Technicians.

The Contractor must be responsible for ensuring that all sub-contractors and vendors comply with the ISP requirements.

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C.3.4.1.2 ILS Management An ILS Program will enable the Government to support operational STS and their associated equipment. In support of the ILS Program, the Contractor's PM or existing ILS Manager must ensure that integrated logistics considerations and integrated logistics planning are integrated into the STS Program and associated equipment engineering. The ILS Manager is responsible for:

a. Establishing tasks and milestones for planning, developing, and validating logistics support.

b. Planning and coordinating the efforts of the following functional logistics elements and activities (10-11); which include:

1. Maintenance Planning

2. Technical Data/Documentation

3. Supply Support

4. Support and Test Equipment

5. Maintenance Support Facilities

6. Direct Work Maintenance Staffing

7. Training and Training Support

8. Computer Resources Support

9. Packaging, Handling, Storage, & Transportation

10. Tracking equipment obsolescence and providing notification with recommendation

11. Tracking failures during installation

c. Coordinating integrated logistics inputs to, and outputs from, the Government's ILS

Manager, ILSMT, subcontractors/vendors and the Contractor's internal management, engineering, manufacturing, financial, reliability, maintainability, quality control, field services, and contracts administration organizations.

C.3.4.1.3 ILS Management Team (ILSMT) CDRL M005: Meeting Minutes

A joint Government/Contractor sponsored ILSMT for the STS Program must be established to serve as the primary management vehicle for coordinating and monitoring the integrated logistics support contract performance ensuring adequacy, timeliness, and compliance with contractual requirements.

The Chairperson for the ILSMT will be the PM STLM or FAA Logistics Manager or his/her appointed representative (CO or COR). As requested by the Government, the Contractor's representative(s) must participate as a member(s) of the ILSMT. ILSMT conferences will be held on an as needed basis to discuss program anomalies. The first ILSMT conference is in conjunction with the PAC and CDLS Management Review conference. These conferences may be held at the Contractor's facility, FAA

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Headquarters, or other facilities, as designated by the CO. Whenever possible, these conferences may be held in conjunction with other meetings/conferences (e.g., Program Management Reviews). Meeting support must include formulation/submission of agenda items, CDRL: M004 Meeting Agenda, reports of the Contractor's Integrated Logistics Support work, administrative support, and attendance by Contractor personnel considered necessary by the Contractor. The Contractor must provide administrative support for meetings. Such support must consist of, but is not limited to, providing meeting/conference room, access to telephones, copy, and facsimile equipment, and clerical support for the recording and preparation of meeting minutes CDRL M005 Meeting Minutes. The Contractor must ensure participation of subcontractor(s).

C.3.4.1.4 Logistics Guidance Conference The Contractor must participate with the Government representatives in a Logistics Guidance Conference (LGC) to be held at the Contractor's facility, as ordered by the Government. The LGC must be not later than 30 working days after Contract Award in conjunction with PAC. The Contractor must co-chair the meeting with the FAA Logistics Manager. The Contractor must present a LGC briefing to detail the Contractor's approach to accomplishing integrated logistics tasks in accordance with this SOW.

C.3.4.2 Supply Support Supply support includes all the considerations necessary to ensure an optimally supportable material system with a defined supply support structure. Supply support includes the management actions, procedures, and techniques necessary to determine requirements to acquire, catalog, receive, store, transfer, issue and dispose of spares, repair parts, and supplies.

The Contractor must participate in the development of the documents listed in this section to ensure the STS is supported throughout the lifecycle.

C.3.4.2.1 Recommended Spare Parts List (RSPL) CDRL L002: Recommended Spare Parts List The Contractor must provide a recommended site and depot spare parts list for all STS units and associated equipment ordered under this contract. This list will be subject to review, modification, and approval by the Government. When ordered, by the Government, the approved spares must be packaged separately and shipped as ordered to the order destination.

C.3.4.2.2 Site Spare Parts List CDRL L003: Site Spare Parts List (SSPL) The Contractor must provide a Site Spare Parts List (SSPL) for all STS units and associated equipment ordered under this contract. The SSPL is a subset of the Recommended Spare Parts List. This list will be subject to review, modification, and approval by the Government.

C.3.4.2.3 Support Equipment Candidate List (SECL) CDRL L004: Support Equipment Candidate List

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The Contractor must develop a SECL package that includes all support equipment/test equipment both common and special, required to inspect, test, calibrate, service, and repair the STS and associated equipment at the installation site. The support equipment must also be listed on the Calibration Cycle Requirements Table of Appendix 1 of Order 6200.4G. The SECL is comprised of common and special equipment.

a. Common SECL items: Tool sets and test equipment available from multiple suppliers, such as metric and standard tool sets, volt-ohm-milliamp meters.

b. Special SECL items: Vendor specific tools; tools sets; meters; Human Machine Interface (HMI) device(s) and the software required by the HMI to inspect, test, calibrate, service, and repair the STS and associated equipment at the installation site.

This list must include only the tools and test equipment required to perform authorized site maintenance tasks (e.g., fault isolation and replacement to the LRU level). The Contractor must ensure that the SECL data on the list agrees with the Contractor's STS technical documentation. This list will be subject to review, modification, and approval by the Government. The Contractor must provide the Government updates, as appropriate or as requested by the FAA.

C.3.4.2.4 Spare-Parts Peculiar CRDL L005: Spare-Parts Peculiar List (SPPL) The Contractor must deliver a Spare Parts Peculiar List and all items specified in CDRL L005.

C.3.4.2.5 Depot Spares Upon completion of a successful provisioning conference, the Government may order depot spares. The Contractor must package and ship the depot spares to the CDLS facility and FAA facilities upon receipt of order in accordance with contract requirements. At any time during the term of this contract or any extension thereof, the Government reserves the right to order additional provisioning conferences and / or updates to the LMI data as deemed necessary.

As a result of the provisioning guidance conference, the Contractor must ensure the availability of an after-market source of recommended spare parts and any recommended support equipment at the OEM/vendor’s national distribution sites.

C.3.4.3 Maintenance

C.3.4.3.1 Warranty and Non-Warranty Repairs The Contractor must furnish Warranty and Non-Warranty repairs in accordance with the provisions of this section for STS repairable items. The Contractor must have the capability and expertise necessary to repair all repairable items and components.

C.3.4.3.1.1 Warranty Repairs

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The Contractor must clearly define their warranty (to include both parts and labor) for all STS and associated equipment, spare parts, and services ordered by the FAA under this contract.

This will enable the FAA Program Office and the FAA Logistics Center (FAALC) to correctly process requests for equipment, spare parts and for services and to accomplish their management, tracking, and payment approval tasks.

C.3.4.3.1.2 Non-Warranty Repairs The Contractor must clearly identify non-warranty repairs that apply to each STS unit and associated equipment that is determined not to be under warranty. Under this concept, the FAALC will manage the depot repair program and store exchange and repair (E&R) spares to support STS units. The Contractor must furnish all qualified labor, supervision, materials, equipment, tools, appliances, and services to repair components of the equipment, to include the special tools and test equipment delivered by the Contractor to support the equipment.

Repairable items and components will be shipped prepaid to the Contractor facility for repair when a Repair Material Authorization (RMA) is provided with the ordered part. The FAALC Inventory Manager (IM)/Planner will furnish shipping instructions through the CDLS Web for field orders.

The Contractor must restore LRUs in such a manner to restore them to a serviceable operating condition and must meet the performance requirements of the Product Descriptions.

a. Contractor repair procedures must include the following:

1. Cleaning, visual inspection, bench tests, and fault isolation;

2. Disassembly as necessary to identify and accomplish required repairs or to establish the item as serviceable;

3. Reassembly, calibration, functionality testing, acceptance inspection, and preparation for shipment; and

4. All repaired LRUs must successfully undergo Production Unit Testing (PUT) prior to being returned to the Government.

b. When the Contractor determines that an item cannot be repaired, the Contractor must promptly notify the CO/COR and submit rationale for that determination. If the CO/COR agrees that an item cannot be repaired, the CO will provide disposition instructions for the item to the Contractor. The Contractor will follow Program Disposition Plans and coordinates all activities with APM-400, Contract Property and Transportation Branch per

AMS 3.10.3.

c. LRU or parts with a value of $600 or above must be repaired if the part can be repaired for less than 60% of the current price. If the repair cost is over 60%, then the part will be deemed expendable with COR or CO concurrence. If an item is at risk of being obsolete, then expendability (option to repair) rests with the CO/COR.

d. All repairs must be made in accordance with the Contractor's established shop methods and procedures developed for the STS and associated equipment.

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e. The Contractor must complete any Government approved modification to items required under this contract and not previously accomplished at the time of repair. Each modified item or LRU must meet form, fit, and function of the item that it replaces and be two-way interchangeable, e.g., unmodified items must operate in place of modified items and modified items must operate in place of unmodified items.

f. The Contractor must be responsible for the initial lay-in of piece parts and for obtaining replenishment units and spare piece parts required for use in the repair of failed items.

These parts must remain the property of the Contractor until incorporated into the repaired items at which time they become Government property. All parts removed during repair become the property of the Contractor.

g. The Contractor must provide support services when requested including; maintenance, restoration, and overhaul (MRO), repair, disposal, and integration of replacement products.

This includes re-engineering, re-qualification, rebuilds/overhauls, and cannibalization of limited salvaged assets.

h. The transportation costs for STS repair parts determined to be non-warranty repairs will be reimbursed to the Contractor.

i. The turn-around-time for repair of the non-warranty repairs must be the same time as warranty repairs must be sufficient enough to ensure stock is available to comply with paragraph C.3.5.4.4 CDLS Delivery Requirements. If stock is not available, the non-warranty repair turnaround time must be the same as warranty repairs after receipt of a response from the CO. For CDLS, the Contractor may purchase new assets to ensure that requirements can meet paragraph C3.5.4.4 but no more than one year of stock, unless obsolescence is a factor, the COR must approve. (See Clause H.3 (e)) after receipt of a response from the CO.

j. Upon receipt of a failed LRU from an FAA site, the Contractor must induct the LRU for repair.

k. The Contractor must maintain the attached FAA Form 4650-12 with the failed LRU.

l. The Contractor must store the repaired in the Contractor supplied CDLS warehouse with a clean copy of the FAA Form 4650-12.

m. The Contractor must maintain a list of failed units/parts on the monthly report addressing failure trends and failure analysis.

n. Should a defective LRU be determined to be out of the scope of the warranty repair by the

Contractor, the Contractor must provide a fixed repair cost for on-site repairs to the CO to determine if the LRU is to be returned to warranty status. CDLS repairs must follow a buildup process of the actual repair cost.

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o. The Contractor must prepare a Packing List to include an RMA if applicable, the Contract

Number, Report Control Number, Serial Number, Item Description, and Parton-sir.

p. GFP will be audited by the Contract Property and Transportation Branch per AMS 3.10.3.

C.3.4.3.2 Status Reporting The Contractor must develop the monthly reports in Microsoft Excel© format. The Contractor must provide one (1) copy each of monthly and cumulative status reports to each of the following Government officials:

a. Contracting Officer

b. Contracting Officer Representative

C.3.4.3.3 Monthly Orders and CDLS Program Management CDRL L006: Repair Status Report The Contractor must submit to the CO/COR Repair Status Reports as defined in CDRL and

DID L006.

C.3.4.3.4 Contract Costs Reports CDRL L007 CDLS Maintenance and Contract Cost Report.

The supply support, technical assistance, and contract cost reports must contain information on orders, technical assistance, items, and components purchased and issued during the reporting period together with the cumulative information indicated for each Fiscal Year, and will include all CDLS contract costs, as defined in CDRL L007 CDLS Maintenance and Contract Cost Report.

C.3.4.4 Operational Support Services The Contractor must provide on-site operational support services as requested by the CO. This service must support the Program Office, FAALC, FAA Academy, FAA Second Level Engineering, and FAA Engineering Field Support. This support will be provided through the Task Order process. The Contractor must respond within 24 hours of receipt of a request for assistance by the Government. Such support must consist of the following:

a. Operational support services include as a minimum: operation and maintenance of the

STS, equipment problem resolution, resolution of interface problems, and operational certification.

b. Hardware maintenance support services including hardware maintenance, repair, restoration, validation, verification, and supply support. The Contractor must replace or repair all failed LRUs.

c. Other Contractor support including, Configuration Management Plan, Integrated Support Plan, Training Materials, and other contractor documentation provided with their proposal.

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C.3.5 Contractor Depot Logistics Support (CDLS) If ordered by the Government, the Contractor must furnish all qualified labor, supervision, materials, piece parts, equipment, tools, and services required to perform depot-level repair of system hardware, software, and ancillary equipment at the Contractor's facility, and include shipment from the Contractor's facility(s) to Government facilities. The Contractor as directed, must provide parts delivery services to facilities located throughout CONUS and OCONUS. This includes but is not limited to:

1. The states of Alaska and Hawaii.

2. Puerto Rico, the Northern Mariana Islands, American Samoa, the Bahamas, Guam, and the US Virgin Islands.

C.3.5.1 CDLS General This section defines requirements for CDLS program management, development and delivery of documentation and planning efforts for the CDLS service to support the FAA STS and associated equipment ordered under this contract, for the period of this contract. The Contractor furnishes all required labor, facilities, materials, and equipment (except GFE) required to provide depot level repair and supply support.

C.3.5.2 CDLS Program Management The Contract Program Manager (PM) will be responsible for control and coordination of all work performed. The Contractor may assign dedicated employees to manage the CDLS Program requirements as described in this SOW, and the guidance set forth in CDLS, Logistics Center’s CDLS Vendor guide, Attachment J.06. The PM must ensure that assigned employees have sufficient experience and authority to ensure efficient and timely CDLS program execution. The PM must ensure a response to contract status requests within 1 working day following a request from the FAA CO or COR.

C.3.5.3 CDLS Management Review (CDLSMR) The Contractor must hold one (1) post award CDLSMR conference in conjunction with the PAC and with the ILSMT Conference, to discuss, review, and resolve supply support technical assistance, cost, and schedule submissions, and other CDLS issues of concern as requested by the Government. Thereafter, the CDLSMR must be held concurrently with the PMR or at the discretion of the Government.

C.3.5.4 CDLS Requirements CDRL L008: Depot Level LRU and Associated Equipment Parts Usage The Contractor must provide CDLS repair and parts support for FAA-STS and associated equipment purchased throughout the contract period. This service must commence with the expiration of warranty for each STS or product purchased. This entails complete supply support which includes issuing serviceable hardware Lowest Replaceable Units (LRU) or replaceable parts, the latest technical documentation, field service bulletins, software, firmware, and spare LRUs for STSs or products purchased throughout the contract period.

Some LRUs may be categorized as expendable, although items should be evaluated to

C-20 determine if it is cost effective to repair. In the event an Exchange and Repair (E&R) or Repair and Return (R&R) part can be repaired for less than 60% of the current price, assuming the items price is $600 or above, the part must be repaired. If the repair cost is over 60%, the part will be deemed expendable with COR or CO concurrence. If an item is at risk of being obsolete or compromised, then expendability rests with the COR. The Contractor must adhere to the shipping response times in paragraph 3.5.4.4 (CDLS Delivery Requirements) for stocked items purchased throughout the contract.

The Contractor must furnish all labor, tools, test equipment, spares, parts, software, and any other technical or administrative support necessary to provide the required CDLS. The Contractor must maintain current RSPLs for STS units and associated equipment. The FAA Program Office(s) will participate in the list development and will approve the range and depth of all CDLS spares. The Contractor must update this list, in response to modifications to the Contractor’s commercial product, modifications to procedures required to inspect, test, calibrate, service, and repair the STS and associated equipment at the installation site, or changes made to the contract CLINs that introduce new variations of equipment into the FAA inventory and submit it to the FAA for approval. This list must include Original Equipment Manufacturers (OEM) part numbers, long lead items, and notification of obsolete part numbers, and their replacement. The Contractor will monitor and document usage and downtime of products, i.e., Mean-Time-Between-Failure (MTFB), long lead items and obsolescence, and stocks spares accordingly. The Equipment Parts List will also identify piece parts that are sub-LRU level, when ordered by the FAA.

C.3.5.4.1 Spares Storage Warehouse The Contractor must furnish warehouse storage sufficient to meet CDLS stocking/inventory and repair requirements. Additional storage space must also be required to facilitate the rapid deployment of Program Office and site orders. Long/Short term storage may be required for some orders dependent upon scheduling of field installations. Storage cost for Program order will be billed to the purchasing Program Office or site Purchase Order (PO).

The CDLS warehouse space or off-site storage areas must be a secure with access door(s) sized to allow free movement of STS equipment and accessories through the portal. Only personnel authorized by the PM or COR are permitted within this secure area.

C.3.5.4.2 Web-Base Requisition Interface Procedures The Contractor will monitor and utilize the FAALC CDLS Web Interface for receipt of CDLS orders. See J.06 Attachment, CDLS Vendor User Guide. All requisitions will be directed to the Contractor’s Point of Contact (POC) by means of the CDLS Web-based ordering system.

Copies of the requisition will be pulled by the Contractor at least every two (2) hours. The Contractor will complete all appropriate interface data fields; provide the required asset and asset return information, as well as any associated shipping information on a daily basis.

The Contractor will monitor the CDLS Web-based interface tool for requisitions during standard working hours, as defined as 07:00 AM – 4:30 PM CST, Monday-Friday, excluding

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Federal Holidays. The Contractor will provide a designated point of contact, by name and telephone number, who can be contacted at any time in the event that an immediate shipment of an asset to a site is required at any time outside of the listed standard working hours.

The Contractor will provide an RMA with the shipped asset for receipt of returned assemblies from the sites and will record information regarding the returned item in the Web-based requisition interface tool, to include originating site, LRU, and shipping information.

C.3.5.4.3 CDLS Definitions The following definitions are applicable:

a. Lowest Replaceable Unit (LRU): An essential support item which is removed and replaced at field level to restore the end item to operationally ready condition. The Contractor must procure Components/Piece parts required to support the repair of a returned LRU.

b. Serviceable Item: The condition of an item in a good state of preservation that can be placed in service in accordance with applicable manufacturer’s overhaul limits and instructions and/or pertinent regulations of the FAA without repair.

c. Expendable Item: Any hardware LRU that can be removed and replaced to restore the system. An expendable LRU possesses characteristics, qualities, and low cost that makes it uneconomical to restore the defective LRU. The Contractor must procure expendables to support the repair and restoration of the COLS systems supported. Expendables must be identical in form, fit and function to the original item.

d. Consumable Item: Any item that can be removed and replaced to restore the system. A consumable item is a low cost, non-repairable items such as fuses, light bulbs, knobs,…