13-RFP ZP-250274 Flight Simulation Systems, Equipment, and Maintenance Services - Scope of Work.pdf

RFP ZP-250274 Flight Simulation Systems, Equipment, and Maintenance Services

Scope of Work

OVERVIEW

Dallas Independent School District seeks to procure, install, and commission a comprehensive suite of flight simulation systems, along with establishing ongoing annual service and maintenance agreements for both new and existing systems across District campuses on an as-needed basis. This initiative will commence with the design and installation of a fully integrated flight simulation system at the District’s Career Institute West campus.

The agreement encompasses the design, fabrication, delivery, installation, and commissioning of multiple simulator types, along with operator training for campus staff, a structured maintenance and service program, and ongoing support for Federal Aviation Administration (FAA) Hobbs hour reporting. The selected vendor must possess demonstrated experience delivering and servicing certified flight simulation environments in educational or aviation training settings.

Career Institute West is a newly constructed career-focused campus that will continue in the tradition of Dallas I.S.D.’s other Career Institute campuses by offering aviation flight training to high school students. To meet the needs of the flight training program, the district will procure and use FAA-approved and certified simulators of several types. These simulators will be in a dedicated flight training lab.

SIMULATOR TYPES AND TECHNICAL REQUIREMENTS

The vendor shall furnish, deliver, and install the following categories of flight simulation systems at campuses across the District on an as-needed basis. All simulators shall be procured with the appropriate hardware, software, instructor operating station (IOS), display systems, controls, and integration components necessary for full, uninterrupted instructional use.

Specific requirements for each simulator type are detailed below:

Full-Motion, Single Engine Simulators

• Six degrees of freedom (6-DOF) motion platform with realistic pitch, roll, yaw, heave, surge, and sway responses

• Simulated instrument panel replicating a FAA-certifiable single engine piston aircraft cockpit

Scope of Work

• High-fidelity visual display system with wide field-of-view scenery database including approach and airport environments

• Instructor operating station with the ability to inject failures, weather conditions, and emergency scenarios

• Audio system replicating engine, wind, and avionics sounds consistent with single engine aircraft

• FAA certification appropriate to the intended training level, obtained prior to delivery

Full-Motion, Citation Jet Simulator

• Multi-axis motion platform configured for a light jet aircraft flight envelope

• Cockpit replication consistent with a Citation-class jet aircraft, including dual pilot positions, glass cockpit displays, autopilot functionality, and jet-specific systems

• High-resolution out-the-window visual system with approach lighting, runway environments, and instrument meteorological conditions (IMC) capability

• Instructor operating station with scenario scripting, weather manipulation, and systems failure injection

• FAA qualification documentation and certification secured prior to delivery and installation

• Jet performance modeling validated against published aircraft performance data

Stationary, Single Engine Simulators

• Fixed-base cockpit with accurate single engine aircraft instrument and control layout

• Multi-screen or wrap-around display system providing forward and peripheral visual cues

• Instructor operating station with scenario management tools

Scope of Work

• Suitable for foundational instrument training, navigation, and procedures practice

• FAA approval appropriate to the device level prior to delivery

Specialty Simulators

• Dedicated simulation devices focusing on crosswind landings, takeoff scenarios, and landing technique proficiency

• Motion or dynamic control loading as appropriate to deliver realistic lateral control inputs and ground effect simulation

• Configurable difficulty levels to accommodate students at varying stages of training progression

• Scenario libraries preloaded with a range of crosswind components, gusts, and surface conditions

• Visual and tactile feedback systems calibrated to reinforce correct pilot technique

• FAA review and applicable approval status documented prior to delivery

Desktop, Non-Motion, Introductory Simulators

• Workstation-based simulation platforms designed for introductory aviation coursework

• Realistic cockpit interface including yoke or stick, rudder pedals, and throttle controls

• Software simulation environment capable of basic VFR flight, navigation, and systems familiarization

• Networked capability to allow instructor monitoring of multiple simultaneous student sessions

• Compatible with standard educational network infrastructure

FAA APPROVALS AND CERTIFICATIONS

Scope of Work

Prior to delivery and installation of any simulator, the vendor shall obtain all applicable FAA approvals, qualifications, and certifications relevant to each simulator type. This requirement applies equally to any future and/or existing simulator acquisitions added to the Dallas Independent School District inventory under this contract. This includes but is not limited to:

• FAA Flight Training Device (FTD) qualification documentation where applicable

• FAA Aviation Training Device (ATD) or Basic Aviation Training Device (BATD) approval as appropriate to device type

• Full Flight Simulator (FFS) qualification documentation for motion-based devices where required

• All documentation, data packages, and qualification test guides (QTG) required by the FAA for each device level

• Coordination of any FAA inspection or evaluation required prior to or following installation

The vendor shall maintain copies of all FAA qualification and approval records for every simulator within the Dallas Independent School District inventory, including pre-existing devices at any other district campuses, and shall provide full documentation packages to Dallas Independent School District upon request or at the time of each contract renewal or maintenance cycle. Any lapse in certification status during the contract term for any simulator across the district shall be remediated by the vendor at no additional cost to Dallas Independent School District.

DELIVERY, INSTALLATION, AND SITE PREPARATION

The vendor shall be responsible for all logistics associated with delivering new simulators to all campus locations. Site preparation requirements, including electrical, flooring, structural, and environmental specifications, shall be communicated to Dallas Independent School District in sufficient time prior to installation to allow for facility readiness. For future and/or existing simulator additions at any Dallas Independent School District campus, the vendor shall conduct equivalent site assessment and preparation coordination activities prior to each installation.

Vendor responsibilities include:

Scope of Work

• Conducting a pre-installation site assessment at Career Institute West, and at any additional Dallas Independent School District campus location designated for future simulator installations, to identify any modifications required

• Providing detailed specifications for power supply, HVAC, network connectivity, and floor loading requirements for each installation site

• Coordinating delivery schedules with Dallas Independent School District campus administration to minimize disruption to existing operations

• Performing complete assembly, installation, and calibration of all simulator systems

• Conducting acceptance testing and commissioning of each device prior to go-live

• Documenting final installed configurations and providing as-built records to Dallas Independent School District for every installed location across the district

• Achieving full operational status of all new simulator types at Career Institute West by Summer 2027

• Coordinating installation timelines for future simulator acquisitions in alignment with Dallas Independent School District academic calendar and operational requirements

STAFF TRAINING

The vendor shall provide comprehensive operational training to designated campus staff at Career Institute West and at any other Dallas Independent School District campus location where simulators are installed or added under this contract. Training shall be delivered at the time of each simulator installation and shall cover all aspects of safe and effective simulator operation for instructional use.

Training content shall include, at minimum:

• Instructor operating station (IOS) navigation and scenario management for each simulator type

• Configuring and launching training sessions, failure injections, weather settings, and scenario scripts

• Monitoring and evaluating student performance from the instructor station

Scope of Work

• Powering equipment on and off, performing daily preflight checks, and executing emergency shutdown procedures

• Basic troubleshooting of common technical issues at the operator level

• Logging simulator use and capturing Hobbs meter readings accurately

• Understanding FAA documentation requirements relevant to simulator operation at an approved training facility

Refresher training shall be included within the contract term and made available to Dallas Independent School District upon request or at defined intervals agreed upon during contract execution. Refresher sessions shall accommodate staff turnover and new personnel assignments at all district campus locations without additional cost escalation beyond the agreed contract structure. When new simulators are added to any Dallas Independent School District campus, the vendor shall provide corresponding training for that device and location as part of the standard contract scope.

Training shall be delivered on-site at the applicable Dallas Independent School District campus by qualified vendor personnel with demonstrated experience in flight simulation instruction and FAA-approved device operation. Training materials, user manuals, and quick-reference guides shall be provided in both printed and electronic formats for each simulator type and at each campus where devices are installed.

MAINTENANCE AND SERVICE PROGRAM

The vendor shall provide a structured maintenance and service program combining fixed scheduled maintenance with responsive on-demand work order capabilities. This program shall apply to all flight simulation equipment within the Dallas Independent School District inventory, encompassing simulators installed at Career Institute West under this contract, existing simulators previously installed at any other district campus prior to contract award, and all future simulator additions incorporated into the district inventory during the contract term. This combined approach ensures both proactive system health and rapid resolution of unplanned issues affecting simulator availability across all campus locations.

Existing Simulator Coverage

Upon contract award, the vendor shall conduct an initial assessment of all flight simulation equipment currently installed at Dallas Independent School District campuses other than

Scope of Work

Career Institute West. This assessment shall establish a baseline condition record for each existing device and shall identify any deferred maintenance, outstanding repairs, or certification status issues that require attention. Findings shall be documented and presented to Dallas Independent School District with recommended remediation actions and associated timelines. Existing simulators shall be incorporated into the scheduled preventive maintenance and on-demand work order program as of the contract start date.

Future Simulator Coverage

Any flight simulation equipment acquired by Dallas Independent School District and installed at any district campus during the contract term shall be automatically incorporated into the maintenance and service program at the time of installation acceptance. The vendor shall treat each future addition with the same scope of scheduled and on-demand service provided to simulators installed under the initial procurement.

Coverage terms, response commitments, and reporting obligations shall apply uniformly to all district simulator inventory regardless of installation date or campus location.

Scheduled Preventive Maintenance

• Annual preventive maintenance visits to each Dallas Independent School District campus with installed simulators, conducted by factory-trained technicians

• Annual scheduled preventative maintenance shall be coordinated with Dallas Independent School District campus administration to minimize disruption to existing operations

• Inspection, calibration, and servicing of motion platforms, control loading systems, visual systems, computers, and avionics simulation components across all device types and locations

• Software updates, firmware patches, and database refreshes applied during scheduled maintenance windows

• Documentation of all maintenance activities provided to Dallas Independent School District following each visit, organized by campus location and device

• Verification testing following maintenance to confirm all systems are operating within certified tolerances

Scope of Work

On-Demand Work Orders

• Dedicated support contact available to staff at any Dallas Independent School District campus for reporting unplanned system issues on any district simulator

• Defined response time commitments for remote diagnostic support and on-site technician dispatch applicable to all campus locations within the district

• Vendor-supplied replacement parts and components, with critical spares availability commitments to minimize downtime across the full district simulator inventory

• Work order tracking system or portal through which Dallas Independent School District can submit, monitor, and close service requests for any device at any campus location

• Written service reports provided to Dallas Independent School District for each completed work order, referencing the specific campus, device, and issue addressed

The vendor shall maintain a minimum spare parts inventory sufficient to support all installed simulator types across all Dallas Independent School District campuses. The contract shall include provisions addressing maximum allowable downtime per simulator at each location and remediation procedures if response or resolution time commitments are not met at any campus.

FAA HOBBS HOUR REPORTING SUPPORT

The vendor shall provide support to Dallas Independent School District for tracking and reporting simulator Hobbs meter hours to the FAA in accordance with applicable requirements for FAA-approved training devices. This support shall encompass all simulators within the Dallas Independent School District inventory, including devices at Career Institute West, existing simulators at other district campuses, and future acquisitions added during the contract term. Support shall be designed to build internal capability among staff at all applicable campuses while ensuring accuracy and compliance.

Vendor support shall include:

Scope of Work

• Instruction and documentation for campus staff at each Dallas Independent School District location on how to accurately read, record, and report Hobbs meter hours for each applicable simulator

• Guidance on FAA reporting intervals, formats, and submission procedures applicable to all simulator types installed across the district

• Integration or configuration of any available software tools within the simulator platforms to automate or assist in Hobbs hour tracking and log generation at each campus

• Provision of reporting templates, logs, or electronic records compatible with FAA submission requirements for each device and location

• Ongoing technical assistance to Dallas Independent School District staff at any campus when questions or discrepancies arise related to Hobbs hour records

The vendor shall ensure that all Hobbs hour tracking mechanisms are functioning correctly at the time of installation acceptance for new devices and are verified as operational for existing simulators at the outset of the contract term. All tracking mechanisms shall remain operational throughout the contract period as part of the standard maintenance program.

CONTRACT TERM AND DELIVERABLES SUMMARY

The contract shall cover the full lifecycle of activities from award through the end of the defined maintenance and service period. This includes obligations related to new simulator installations at Career Institute West, service coverage for pre-existing simulators at other Dallas Independent School District campuses, and the integration of future simulator acquisitions into the service program as they are added to the district inventory. Key deliverables include:

• Initial condition assessment of all existing flight simulation equipment at Dallas Independent School District campuses prior to or concurrent with contract start

• Completed site assessment and pre-installation specifications for Career Institute West and any future installation sites

• FAA certification and qualification documentation for all simulator types prior to delivery, including future acquisitions

Scope of Work

• Delivery, installation, and commissioning of all new simulator types at Career Institute West by Summer 2027

• Acceptance testing reports for each newly installed device

• Initial staff training at the time of each simulator installation across all district campus locations

• Refresher training available throughout the contract term for all campus locations

• Annual and semi-annual preventive maintenance services covering all simulators in the Dallas Independent School District inventory

• On-demand work order support with defined response time commitments applicable to all campus locations

• Hobbs hour reporting guidance, tools, and ongoing support for all applicable simulators across the district

• All technical documentation, manuals, and warranty records delivered to Dallas Independent School District for every device in the district inventory

• District-wide simulator inventory log maintained and updated by the vendor throughout the contract term to reflect additions, removals, and status changes at any campus location