A02 - TASS PWS-Draft - 06062024.pdf

SECTION C - DESCRIPTION/SPECIFICATIONS/WORK STATEMENT

C.1 INTRODUCTION

The mission of the Drug Enforcement Administration (DEA) is to enforce the controlled substances laws and regulations of the United States and to bring to the criminal and civil justice systems those organizations and/or individuals involved in the growing, manufacture, or distribution of controlled substances appearing in or destined for illicit traffic in the United

States and its territories. DEA mission responsibilities are worldwide. The Aviation

Division’s role in this mission is to provide total aviation support to DEA Field Divisions and other law enforcement agencies in all aspects of Drug Law Enforcement. The provision of a total aviation support system will ensure that the security and integrity of all flight-related systems and support functions are maintained. In addition to domestic operations, the

DEA Aviation Division operates outside the United States in cooperation with individual host countries, and as such, conducts flight missions the nature of which vary from country-to-country.

C.2 BACKGROUND

The Aviation Division is an IS-BAO SMS Stage 3 certified operator, who’s mission includes, but is not limited to aerial surveillance, intelligence gathering, flight training, special operations, cargo delivery, personnel transport, administrative and maintenance operations. DEA has no spare aircraft for mission support during maintenance events; therefore, timely inspections, modifications, overhaul and accurate diagnosis and repair of discrepancies are critical.

The Aviation Division has historically flown annually approximately 29,000 hours, made approximately 4100 purchases for aircraft maintenance, training and support, and completed approximately 350 annual training events. The Aviation Division has 139 Special

Agent/Pilot positions. Actual on board varies from year to year. The Aviation Division has historically performed approximately 1200 maintenance events each year.

The DEA assets include a variety of commercial aircraft consisting of single and twin turbine rotorcraft, as well as, single and twin-engine piston, single and twin turbo-prop and twin-engine jet fixed wing platforms, many of which are modified and equipped with state- of-the-art, highly sophisticated sensor equipment and designed to facilitate detection and apprehension of violators. DEA aviation operations are primarily spontaneous on demand with few, if any, regularly scheduled missions. The Aviation Division currently has a fleet of 109 aircraft; comprised of 81 fixed wing and 28 rotor wing. The average age of this fleet is approximately 20 years old. Aviation Division operations are conducted under FAA FAR

Part 61, 65 and 91.

C.3 SCOPE OF WORK

The Aviation Division’s mission is to provide tactical, technical, and administrative aviation support to enhance and enable DEA’s worldwide mission. These capabilities are critical to

DEA’s strategic goal of disrupting and dismantling Drug Trafficking. Such support includes air and ground surveillance, maritime surveillance, electronic surveillance, photographic reconnaissance, undercover operations, marijuana eradication, prisoner transport and special helicopter operations for DEA’s global enforcement operations. By providing immediate technical, and administrative aviation support, the Aviation Division is a vital force multiplier not only for DEA, but for our interagency and international partners, as well. The purpose of this contract is to provide the Aviation Division, with mission support for the full range of aviation operations, to include: Program Management, Aircraft Maintenance, Flight

Simulators & Avionics, Training, Logistical, Inventory Management, and Administrative

Support necessary to sustain the worldwide DEA aircraft fleet in a safe, reliable and full mission capable condition. The Contractor shall provide aircraft and/or equipment, pilot services and special operations support as required.

C.4 DEFINITIONS

C.4.1 Aircraft: Any manned or unmanned vehicle which requires FAA approvals to operate in the national airspace system.

C.4.2 Best Commercial Practice: - Refers to the methods, processes, procedures, systems, and/or usage that are commonly implemented in industry, and generally have produced the most satisfactory or desirable continuous outcomes.

C.4.3 Betterment: Any non-routine modification that enhances the useful life and/or the functionality of the aircraft.

C.4.4 Beyond Economical Repair (BER): This is defined as when the expected cost of repairs in parts and labor exceeds the value of the tool in question.

C.4.5 Calibration: The comparison between items of equipment, one of which is a measurement standard of known accuracy, to detect, correlate, adjust and report any variation in the accuracy of the other.

C.4.6 Calibration Certificate: A document stating the traceability to the National Institute of

Standards and Technology (NIST).

C.4.7 Common Hand Tool: Any locally available tool of the aviation maintenance trade that requires no calibration or non-destructive inspection (NDI) and is not a specialized tool required for a specific task or project.

C.4.8 Consolidation: The placing of one hazardous waste container inside another container meeting applicable Federal, state and local regulations (see “Repackage” for comparison).

C.4.9 Consumable: Any item or substance which, upon installation, loses its identity and/or is normally consumed in use (such as nuts, bolts, gaskets, washers, paint, fuel, lubricants, and cleaning and preserving materials; includes Pre-Ex bin-type items) or cannot be economically repaired.

C.4.10 Depot-Level Maintenance: Includes, but not limited to major inspection, repair, major modification, fabrication, overhaul, disassembly/reassembly, refurbishment, upgrading, of aircraft, aircraft components and subcomponents. Depot Level Maintenance includes the enhancement, modification, and upgrading of software, avionics, and special mission equipment.

C.4.11 Essential Chemical: Any of those hazardous waste chemicals defined in 21 CFR

1310.02(b).Field-Level Maintenance: Includes, but not limited to, minor inspections, repairs, servicing, lubricating, and adjusting as well as the replacement of parts, minor assemblies and subassemblies. This level of maintenance may be performed in the field, on the flight line, or at the location of the aircraft or equipment.

C.4.12 Flight Hours: The number of hours of flight logged during any reportable period.

C.4.13 Hazardous Waste: Any hazardous materials, hazardous substance, waste chemicals, waste containing controlled substances, contaminated debris, equipment, apparatus, etc. or waste chemicals from Office of Aviation Operations maintenance work site or other waste generating activity.

C.4.14 Incoming Manifest: The hazardous waste manifest prepared at the work site for the shipment of hazardous waste to the initial permitted treatment, storage, or disposal facility.

C.4.15 Induction: The date Contractor begins work on aircraft or component. This date shall be the first day of in-process time.

C.4.16 Intermediate-Level Maintenance: Includes, but not limited to, intermediate inspections, replacement, repair, or calibration of unserviceable aircraft, parts, assemblies.

This work also includes the fabrication and manufacture of parts, and technical assistance.

C.4.17 Lab Pack: Two or more hazardous waste containers of compatible waste or one container placed in a Department of Transportation (DOT) specification container and protected by absorbent and/or protective material.

C.4.18 Mission Capable: The material condition of an aircraft indicating that it is safe for flight and can perform all of its designated missions.

C.4.19 Mission Hours: The number of hours reported by the pilot in support of missions.

C.4.20 Neutralization: The treatment of liquid hazardous waste that is defined as a

“corrosive: according to 40 CFR 261.22, whose treatment adjusts the pH to between 5 and 9, inclusive, and whose treatment is in accordance with the treatment facility’s permit.

C.4.21 New: Previously unused or composed of previously unused materials and may include unused residual inventory or unused former government surplus property.

C.4.22 Non-Mission Capable Maintenance: An aircraft is not safe for flight and or is not capable of performing the required mission due to on-going maintenance of aircraft or systems.

C.4.23 Non-Mission Capable Supply: An aircraft is not safe for flight or is not capable of performing the required mission due to maintenance work stoppage for the non-availability of parts.

C.4.24 Non-Reporting Time: Time that is not counted against the operational readiness rate due to an Excusable Delay (Clause 52.249-14), Government directed modification or mandate that the aircraft is grounded. Federal Aviation Administration (FAA) Air worthiness

Directives will not be considered Non- Reporting Time. It is requested by the Contractor to the Contracting Officer’s Representative (COR) and is approved with the concurrence of the

Maintenance Supervisor or his designee.

C.4.25 Operational Readiness Rate: The percentage of total days all aircraft were available for mission performance during the reporting period.

C.4.26 Other than New: Includes, but is not limited to, recycled, recovered, remanufactured, used, and reconditioned.

C.4.27 Outgoing Manifest: The hazardous waste manifest prepared for the shipment of hazardous waste shipped from a permitted storage facility to a permitted treatment, storage or disposal facility.

C.4.28 Precursor: Any chemicals defined in 21 CFR 1310.02(a).

C.4.29 Quality Assurance (QA): Is defined as “a planned and systematic pattern of all actions necessary to provide adequate confidence that an item or product conforms to established technical requirements.” QA can be broken down into two main areas: product assurance and process assurance.

Product Assurance involves making sure that the final product meets design specifications of form, fit and function. And verifying the requirements are correct, the design meets the requirements including implementation reflects the design.

Process Assurance validates/verifies the process used to create final products that are effectively planned, followed and implemented including best practices. QA provides management with objective feedback regarding compliance to approved plans, procedures, standards and analyses.

C.4.30 Rebuild: Factory rebuilt to new equipment performance specifications and used subsequent to rebuilding.

C.4.31 Repackage: The removing of hazardous waste from one container and placing or pouring (decanting) it into another container (see “Consolidation” for comparison).

C.4.32 Repaired: Restored to an earlier normal operating condition by readjustments and replacement of parts.

C.4.33 Rework: Any corrections of defective work, either before, during or after inspection.

C.4.34 Scheduled Completion Date: Calendar date determined by adding the in-process time to the induction date.

C.4.35 Shall: Denotes the imperative.

C.4.36 Should: Indicates a desire, though not required outcome.

C.4.37 Special Mission Equipment: Equipment installed in aircraft for mission performance, not required or directly related to aircraft operation (i.e. Gyro-stabilized camera systems and associated equipment, Law Enforcement Specific communication systems).

C.4.38 Special Tool: Tool required by maintenance manual, designed for special use in accordance with drawings, sketches, or prints and any tool requiring calibration or nondestructive inspection.

C.4.39 Stabilization: The treatment of any liquid or solid in accordance with the treatment facilities permit in such a way as to bind the liquid or solid in a concrete/fly ash-type matrix, diminish the recoverability and leachability of any of the constituents, and minimize the diversion of any of the constituents - especially precursor and essential chemicals, and waste continuing controller substances.

C.5 APPLICABLE STANDARDS AND REGULATIONS

The Contractor shall comply with all applicable local, state, county, Federal, Agency, and

Office of Aviation Operations standards, laws, codes and regulations in the performance of this requirement and the City of Fort Worth, Tarrant County, Texas to include all facility, environmental, security, safety, human engineering, and other related industry entities.

The Contractor shall perform all work and maintain conformance with all standards, regulations, codes, policies and procedures applicable to the requirements stated herein to include, but not limited to the following:

• Airborne Law Enforcement Standard, Public Safety Aviation Accreditation

Commission (PSAAC)

• Department of Justice (DOJ) Order 264.2F

• Department of Labor (DOL)

• Department of State (DOS)

• Department of Transportation (DOT)

• DEA Aviation Operations Manual (AOM)

• DEA Aviation Maintenance Manual (AMM)

• DEA Property Management Handbook

• DEA Records System Information (DEARIS) Handbook

• DEA Aviation Division Fleet Campaigns

• FAA Order VS8000.367

• FAA Order 8000.369

• FAA Order 8000.370

• FAA AC 120-92A

• Property Management Regulations (FPMR)

• General Services Administration (GSA)

• International Business Aviation Council, International Standard for Business

Aircraft Operations

• International Convention Aviation Organization (ICAO)

• ICAO ANNEX 6

• ICAO Safety Management Manual, Document 9859

• Joint Federal Travel Regulations

• National Aerospace Standard 412, Foreign Object Damage/ Foreign Object

Debris Prevention

• National Fire Protection Association (NFPA)

• National Institute of Standards and Technology (NIST) 800 series Special

Publications (SP)

• Occupational Safety and Health Administration (OSHA)

• Office of Management and Budget (OMB) Circular A-130

• Title 5 Code of Federal Regulations (CFR), Administrative Personnel

• Title 14 CFR, Aeronautics and Space

• Title 29 CFR, Labor

• Title 21 CFR, Food and Drugs

• Title 40 CFR, Environmental Protection Administration (EPA)

• Title 41 CFR, Rules and Regulations Governing Conduct on Federal Property

• Title 48 CFR, Federal Acquisition Regulations (FAR)

• Title 49 CFR, Transportation

C.6 TRANSITION

The Contractor shall address transition of all services defined in this contract with minimal cost and without impacting operational availability. The Contractor shall include the specific requirements of this contract section. The transition plan of the successful offeror shall be incorporated into the contract.

C.6.1 Transition Phase-In

The Contractor’s proposal shall include a plan for assuming 100 percent responsibility for services required in performance of this contract. The plan shall include a timeline for completion of all phase-in activities using 30-day completion intervals, with total completion within 120 days. Transition is an integral part of contract start up. The intent of providing

120 days for transition is to provide additional time for analysis of the program and databases currently in use. Transitioning of employees to the new contract should be completed in the first 30-45 days. The plan for transition – it shall include, but is not limited to:

• Management of Phase-In Activities

• Initial Manning Levels and Timeline to achieve Full Manning Level

• Development and Dissemination of Operational Instructions, Procedures, and

Control Directives

• Prevention of Disrupting Work and Operations in Progress

• Transfer of Government Furnished Property, Material, Equipment and Data

• Transfer of subscription-based programs and services

• Manage and maintain the Maintenance, Repair and Overhaul (MRO) automated computerized system, without disruption of operations.

• Obtain FAA Part 145 Repair Station Certificate

The Contractor shall conduct a 100 percent transition-in inventory at all contract performance locations, to be conducted jointly with the Government within the first 120 days of contract start date. Any discrepancies in inventories will be handled on a case by case basis on the value of the items that are not found in the inventories.

The Contractor shall conduct an in-depth analysis of the Government provided inventory, and make required changes to maximize the efficiency and cost effectiveness of the inventory with particular emphasis placed on; reducing excess, eliminating unnecessary repair actions that create an overstock condition, improving repair/replenishment pipelines and reducing overall material costs. The Contractor shall conduct an analysis of the Government MRO and recommend changes to maximize utilization. MRO work processes shall be reviewed throughout program areas to enhance understanding and functionality. The Contractor shall develop and create any new reports identified by this requirement. In the event enhancements to the MRO are identified or additional modules are necessary, the Contractor shall provide the Contracting Officer and the COR with a cost proposal identifying cost savings and work process efficiencies to be implemented.

C.6.2 Transition Phase-Out

The Contractor’s proposal shall develop a plan for a transition-out period, in the event that the Contractor is not selected for a follow-on contract, or if the Government elects not to exercise any options to extend the performance period. This plan shall be reviewed, updated to assure all guidance and changes have been incorporated and submitted to the COR for review and approval within the first 30 days of each exercised option period.

The plan for transition-out shall include, but is not limited to:

• Transferring of all data used in the performance of this contract.

• Transfer of subscription-based programs and services

• Providing all completed reports, permits, documents, forms, and technical data used in contract performance as approved by the CO.

• Return of all materials (serviceable, repairable and consumable inventory) to the

Government in quantities established and approved during the contract period.

• Cooperation with the Government and/or new Contractor(s) in: conducting wall-to-wall inventories, ensuring continuity of on-going maintenance operations during the transition period, and executing transfer of responsibility and custody of Government

Furnished Property (GFP), Government Furnished Material (GFM), and Government

Furnished Equipment (GFE) to a new contractor.

• Return all pilot support equipment and material to the Government.

• Provide MRO Training

All technical data developed under this contract shall be marked “Property of the U.S.

Government.” All data pertaining to the MRO becomes the property of the Government and shall be turned over prior to the expiration of the contract.

The Contractor shall provide copies of all documents pertaining to the DEA-generated waste within thirty (30) days of the end of each year of performance and extension periods, if any.

C.7 ADMINISTRATIVE INFORMATION

C.7.1 General

The Contractor shall operate in accordance with all Federal, State, Local, International and

DEA regulations, and shall be responsible for obtaining any rights-of-way, permits, waivers, approvals or licenses and/or certificates required in connection with the operation, maintenance and related support services at the DEA-owned Alliance Facility.

C.7.2 Facility Access

The required Contractor personnel shall have access to the DEA Fort Worth, Texas, Aviation

Operations Center (AOC) Monday through Friday, from 5:30 a.m. to 7:00 p.m. The

Contractor shall ensure that all personnel involved in operations and maintenance services, and related work thereof, meet the security requirements identified in Section H of this contract, prior to the commencement of work.

C.7.3 Hours of Operations

Normal hours of operation for DEA are Monday through Friday from 8:30 a.m. to 5:00 p.m., which allows one-half hour for lunch. The Contractors’ work schedules shall be in accordance with the reporting DEA offices’ hours of operation. Personnel assigned to work space located on the main floor (hangar, offices, and shops) shall work hours that closely mirror the domestic work site supported. The Contractor shall assess the requirements of personnel requiring access to the DEA administrative area (second floor). Upon completion of this assessment, the Contractor shall propose a work schedule that provides the necessary support with supervision (if applicable) for the respective Aviation Division department.

This proposal shall be reviewed annually and submitted to the COR for approval. The

Government reserves the right to change the normal hours of operation for DEA offices.

Contractor personnel may be required to be available at earlier or later times than the normal access hours. The Contractor shall obtain prior written approval from the COR for all support services that require other than normal access hours or weekend access to the Government facility.

Specific support hours of operation for all off-site locations, including ARO’s shall be proposed in writing. All Aviation Resident Office (ARO) and field site contract employees shall have access to their respective work facilities.

C.7.4 Alternate Work Hours

The Contractor may request approval for alternate work hours for contractor employees working in areas without air conditioning during seasons where temperatures exceed 95 degrees Fahrenheit. Application for approval shall be submitted to the COR for concurrence from the DEA Supervisor for the area where services are provided. The contractor shall assure adequate support remains available during the normal hours of operation to support Aviation Division operations.

C.7.5 Remote/Telework

Contract personnel who can perform their duties at a remote location may participate in telework on a situational basis only, and must have advance approval. Application for approval shall be submitted to the COR for concurrence from the DEA representative for the area where services are provided, and approval by the Aviation Division Special Agent in

Charge. Situational telework is allowed for, but are not limited to, extreme weather, facility closures and epidemic or pandemic illness situations.

C.7.6 Disruption to Facility Occupants

The Contractor shall coordinate with the COR and DEA Maintenance Officer for all scheduled maintenance support requirements 24 hours in advance of any work performance that may be disruptive to facility occupants or interfere with normal facility operations.

C.7.7 Housekeeping

Contractor personnel shall maintain good housekeeping practices in all office, shop areas, maintenance and supply areas, the hangar floor, flight line and other maintenance work areas to minimize the production of industrial scrap and waste. Spills shall be cleaned immediately.

Housekeeping function in maintenance and hangar space to include shop areas shall include operations necessary to present a neat, clean appearance at all times thereby preventing safety and health hazards. All rubbish and waste materials shall be properly removed and disposed of at the end of each day.

C.7.8 Distinctive Attire and Safety Apparel

The Contractor shall be responsible for providing contract personnel directly associated with aircraft maintenance safety apparel and distinctive work attire, such as uniform shirt and trousers or shorts, to allow easy identification from a distance. The uniform shall have the contract employee’s name permanently affixed thereon. Contractor personnel indirectly associated with aircraft maintenance, with the exception of administrative personnel, shall wear distinctive work attire, such as polo shirts with Contractor logo permanently affixed thereon. All contractor personnel with assigned work spaces shall have their work space identified with the employee name, position, and contractor’s company name or logo. Emails must have a signature identifying the individual’s Contractor Company and position. The

Contractor shall be responsible for requirements of and ensuring the use of all safety apparel and equipment by Contractor personnel when required by OSHA or other Government regulations.

C.7.9 Forms

The Contractor shall propose all forms for use in contract compliance. All forms developed for use on this contract shall be submitted to the COR for review. The COR will coordinate with the appropriate DEA official to evaluate the proposed forms. The COR will in turn notify the Contractor of approval or disapproval. Approval by the COR shall be obtained prior to any form being implemented. Once approved, these forms shall become the property of DEA.

Electronic forms are preferable to paper.

C.7.10 Document Support

The Contractor shall maintain copies of all documents prepared as part of this contract for a minimum of five (5) years after closeout, unless otherwise specifically extended or otherwise revised in writing by the CO, or required by Law. The Contractor’s records shall include an identifier and a method for distinguishing DEA manifest from the other client’s manifests.

C.7.11 Safety

The Contractor shall perform all operations in a prudent, conscientious, safe and professional manner. The Contractor shall coordinate and align policies and procedures to support the

Aviation Division IS-BAO Stage 3 SMS Program. The Contractor shall comply with all safety requirements set forth in applicable Federal, State and Local laws, standards and regulations and ensure employees and subcontractors perform the work in a safe manner.

C.8 GOVERNMENT FURNISHED PROPERTY

The Government will provide only the Property and Material set forth in Exhibits 6, 7, 8, 9, 10, 11, 12 for use in the performance of this contract. Government Furnished Material means property that may be incorporated into or attached to a deliverable end item or that may be consumed or expanded in performing this contract.

C.8.1 Equipment, Material, and Space

For Contractor personnel performing work on Government premises, the Government will provide: on-site office space, furniture, telephone service. All other supplies and equipment determined necessary shall be requested and approved by the COR.

The Government will provide supplies and equipment (if available) to include aircraft spares, repair parts, ground support equipment, aircraft tools, and other associated aircraft supplies and equipment at contract start to sustain the operational tempo at the required level. The

Contractor shall use, maintain and replenish as necessary Government Furnished Property for aircraft services, supplies and equipment support. The Contractor shall purchase additional material, supplies or equipment required for contract performance. All material, supplies and equipment will become property of the Government upon receipt and reimbursement.

Available Government Furnished Property is identified in Exhibits 6, 7, 8, 9, 10, 11, 12.

C.8.2 Facility Storage Space

The Government will provide facility storage space for any Contractor/Contractor employee-owned hand tools, required ground support equipment used by the Contractor, hangar space and utilities on a no charge for use basis.

C.8.3 Technical Publications

The Government shall provide technical publications to support the requirements herein. The

Contractor shall use, update and maintain the government-furnished technical publications.

All technical material purchased by the Contractor for contract performance shall become government property and part of the Technical Publication Library upon receipt and reimbursement. The Contractor shall maximize utilization of electronic technical publications to minimize environmental impact and maximize efficiency and cost savings.

Paper technical publications/manuals, and any related subscription cost, unless required by

Law, Regulation or Manufacturer, must be submitted in advance to the COR with concurrence from the DEA Supervisor for the area supported.

C.8.4 Subscription Based Aircraft Support Programs and Services

The Government subscribes to several cost per-flight-hour offerings that provide flexibility and cost predictability benefits on an annual basis. These programs and services contribute to sustaining an acceptable level of Operational Readiness and Aircraft Availability by providing 24/7 Customer Support and access to exclusive OEM rotable inventories.

Additionally, various aircraft in the DEA Aviation Division fleet are equipped with cloud-based Health Usage and Monitoring Systems, (HUMS), Flight Data Monitoring (FDM), and Rotor Track and Balance (RTB) systems. These systems enable Aviation Division to remotely monitor the health of aircraft, engines, components and subcomponents and also provide maintenance personnel with the ability to troubleshoot, predict and perform corrective actions necessary to maintain continued airworthiness.

The Contractor shall be responsible for administering, sustaining, and maximizing the use of all Subscription Based Aircraft Support Programs and Services on aircraft and parts with coverage as listed in Exhibit 25. The Contractor shall determine optimal rotable inventory levels required to facilitate operational readiness and parts availability while assuring lower operating cost so as to encourage use of these programs and services. The period of performance (PoP) for such programs and services shall provide consideration for annual funding allotments for continuation.

All Contractor generated data recorded utilizing the Subscription Based Aircraft Support

Programs and Services shall be considered government property.

C.8.5 Government Furnished Data

The Government shall provide to the Contractor the data currently residing on the

Government provided MRO computer system. Title to Government Furnished Data shall remain with the Government throughout contract performance. The Contractor shall use the

Government Furnished Data only in connection with this contract.

C.8.6 Automated Aviation Maintenance, Repair, and Overhaul System

The Government’s Aviation MRO system is IBM Maximo for Aviation (MfA). The

Contractor shall be responsible for the on-site operation, administration, development, maintenance, documentation, and security support services to maintain the operation and enhancement of the system. The modules associated with the operation of Maximo for

Aviation are listed in Exhibit 26.

The Contractor shall utilize DEA’s Aviation MRO system as its primary source to track all aspects of contract performance including time and manpower. Other computer systems may be utilized to perform corporate functions such as financial system of record and payroll.

Transfer of financial, time and manpower data will be allowed from the primary MRO to the

Contractor’s system, if needed. All contractor generated data developed utilizing the

Government Furnished MRO System shall be considered government property.

The Contractor shall ensure that all information contained in the MRO system is accurate and up-to-date. The Contractor shall maintain the capability to produce reports from the MRO system at any time the government requests. The Contractor shall provide personnel that have experience with MfA or a similar/like large scale enterprise wide aviation tracking system to ensure that the data is maintained with 100 percent accuracy.

C.8.7 Automated Flight Tracking System

The Government’s current Flight Tracking system shall be maintained on-site at the Aviation

Division Office.

The Contractor shall utilize the Aviation Flight Tracking System to track all aspects of flight following and aircraft tracking. The Contractor shall ensure that all information contained in the database is accurate and up-to-date.

C.9 CONTRACTOR FURNISHED PROPERTY

The Contractor shall be responsible for obtaining and providing all property support (i.e.

uniforms, cell phones, etc.) necessary to perform the requirements stated herein, unless specifically stated otherwise. All contractor generated data entered utilizing the Government

Furnished MRO or Tracking System shall be considered government property.

All Contractor employees shall utilize their own common hand tools in the performance of work at no cost to the Government.

C.10 DIRECTIONAL AUTHORITY

NOTE: In Domestic or Foreign locations, operational directional authority does not include authority to change any of the terms and conditions, costs or scope of the Contract. Only the Contracting Officer has the authority to change any of the terms and conditions or costs of the contract.

C.10.1 Domestic Operations

Domestic Operations fall under the directional authority of the Contracting Officer (CO). In the domestic locations, the Contractor receives guidance and/or technical direction through the Contracting Officer’s Representative (COR), and/or authorized Office of Aviation

Operations representative. A full range of Government personnel, to include operations, maintenance, training, safety, administrative, quality and contract administration personnel will be co-located at the main operating site, Alliance Facility, to assist in providing oversight and evaluation of contract performance. The COR will provide the Contractor with a list of authorized representatives.

C.10.2 Foreign Operations

Foreign operational direction authority lies with the Host Country. However, in the host country, the principal advisor for guidance and/or technical direction remains with the COR, and/or authorized representative as stated in paragraph C.10.1 above.

C.11 ADMINISTRATIVE REQUIREMENTS

The Contractor shall develop an administrative plan to support contract requirement performance and ensure compliance with all applicable Federal and State Regulations and

Government Policy.

The Contractor may propose any philosophy that will result in streamlining procedures and enhancing timeliness, accuracy and cost savings.

C.11.1 Main Operating Site

The government-owned, Aviation Operations Center (AOC) at Alliance Airport in Fort

Worth, Texas serves as the primary management facility for all Aviation Division operations and support, and shall be operated as an FAA Part 145 Repair Station, while also maintaining a line maintenance capability to support operational aircraft assigned to AOC and other transient aircraft. The Contractor shall maintain accurate documentation, electronic and/or manual records, of all aircraft and equipment maintenance performed.

Main Operating Site Level Maintenance shall include scheduled and unscheduled maintenance and inspections including the capability of field, intermediate and depot level maintenance, major repair, alteration, fabrication and overhaul of aircraft, engines, systems, components, equipment, avionics components, specialized mission equipment and ground service equipment.

C.11.1.1 Hangar Space

The Contractor shall develop and maintain a hangar floor plan at the Aviation

Operations Center with a continuous methodology for improvement and productivity.

The floor plan shall include designated maintenance bays to maximize efficiency and standardization for the following maintenance requirements:

• Two (2) B300/B300C Phase inspections (performed concurrently)

• Two (2) rotor-wing major maintenance inspections (performed concurrently)

• Two (2) Cessna 206 50-Hour inspections (performed concurrently)

• Two (2) special mission equipment installs (performed concurrently)

C.11.2 Foreign and Domestic Field Operating Sites

Field Operating Site Maintenance shall include capabilities as defined in C.11.3 to maintain aircraft in a mission capable condition.

Satellite Part 145 Repair Station locations may be proposed; however, personnel manning these locations must be properly licensed, certificated and/or authorized (i.e. FAA Airframe, Powerplant, Inspection Authorization, Repairman, etc.) to perform the adequate level of maintenance, inspection and repair activities at each location. All tasks shall be coordinated and performed in a manner to minimize daily mission impact.

Field operating sites shall be equipped with adequate resources to perform quality checks of critical tasks and tool control verification upon completion of all aircraft inspection, maintenance and repair activities.

Field work sites identified below in both domestic and foreign locations, are government provided facilities. However, foreign location contract employee lodging/housing accommodations, where necessary, shall be provided by the Contractor.

C.11.3 Work Sites

The Contractor shall provide maintenance support at all Aviation Division designated work sites. The Aviation Division has four (4) Domestic Aviation Resident Office (AROs) work sites, and three (3) foreign work site locations. Support may be required at other locations in instances where it is not feasible to perform the work at a DEA facility.

The Contractor shall provide personnel as a permanent duty assignment to appropriately conduct operations at the sites listed below. Contractor personnel assigned to foreign locations are not guaranteed tax free status by the Government.

Repositioning of aircraft for maintenance purposes shall be provided by government authorized pilots.

C.11.3.1 Work Sites – Domestic

C.11.3.1.1 TEXAS

Fort Worth - Aviation Operations Center (AOC): Field, Intermediate and Heavy/Depot Level Aircraft, Engine, Avionics, Component and Special Mission

Equipment Maintenance, Repair, Overhaul, Inspection, Installation, Modification, Fabrication, ATR Crew Chief/Attendant Support, Ground Service Equipment (GSE) maintenance and Logistics Support Facility.

The Contractor shall provide personnel required to assure continuous support of the AOC capabilities during routine/special mission, and mobile maintenance deployment support. The Contractor shall assure continuous ATR Crew Chief/Attendant availability.

Conroe: Field and Intermediate Level Aircraft, Engine, Avionics, and Special Mission

Equipment Maintenance, Inspection, and Repair capabilities, with GSE maintenance, Inventory and Logistics support Facility.

The Contractor shall provide personnel required to assure continuous support of the

Conroe Field Site capabilities. The Contractor shall maximize utilization of the Conroe facility capabilities to support aircraft assigned to this geographical region and minimize sub-contractor requirements to the greatest extent possible.

C.11.3.1.2 CALIFORNIA:

Long Beach: Field and Intermediate Level Aircraft, Engine, Avionics, and Special

Mission Equipment Maintenance, Inspection, and Repair capabilities, with GSE maintenance, Inventory and Logistics support Facility.

Long Beach Field Site capabilities. The Contractor shall maximize utilization of the

Long Beach facility capabilities to support aircraft assigned to this geographical region and minimize sub-contractor requirements to the greatest extent possible.

C.11.3.1.3 FLORIDA:

Fort Lauderdale: Field and Intermediate Level Aircraft, Engine, Avionics, and

Special Mission Equipment Maintenance, Inspection, and Repair capabilities, with

ATR Crew Chief/Attendant Support, GSE maintenance, Inventory and Logistics support Facility.

Fort Lauderdale Field Site capabilities. The Contractor shall assure continuous ATR

Crew Chief/Attendant availability, and maximize utilization of the Fort Lauderdale facility capabilities to support aircraft assigned to this geographical region and

C.11.3.1.4 NEW JERSEY:

Fairfield: Field and Intermediate Level Aircraft, Engine, Avionics, and Special

Mission Equipment Maintenance, Inspection, and Repair capabilities, with GSE maintenance, Inventory and Logistics support Facility.

Fairfield Field Site capabilities. The Contractor shall maximize utilization of the

Fairfield facility capabilities to support aircraft assigned to this geographical region and

C.11.3.2 Work Sites – Foreign

C.11.3.2.1 COLOMBIA:

Bogota: Field Level Aircraft Maintenance and Inspection Facility, with GSE maintenance and Logistics support for site equipment and inventory.

Bogota Field Site capabilities.

C.11.3.2.2 PERU:

Lima: Field Level Aircraft Maintenance and Inspection Facility, with GSE maintenance and Logistics support for site equipment and inventory.

Lima Field Site capabilities.

C.11.3.2.3 PUERTO RICO:

San Juan: Field and Intermediate Level Aircraft/Avionics and Special Mission

Equipment Maintenance and Inspection Facility. GSE maintenance and Logistics support for site equipment and inventory.

San Juan Field Site capabilities. The Contractor shall maximize utilization of the San

Juan facility capabilities to support aircraft assigned to this geographical region and

C.11.3.3 Work Sites – Other

Other work site locations may be required as deemed necessary by mission performance. These new locations will be authorized by contract modification.

C.11.4 Travel

The Contractor shall provide support personnel in a Temporary Duty (TDY) status for durations up to 180 days per trip/location as required by the DEA mission. Personnel assigned as permanent duty at the AOC, ARO’s or in foreign locations are subject to

TDY to CONUS and OCONUS locations, as well as, other countries as dictated by mission requirements.

The Government does not guarantee tax free status to personnel assigned to foreign locations.

A. The Contractor shall ensure that all employees that travel outside CONUS have a current valid U.S. Tourist Passport, medical vaccination/immunizations, visa or other required clearance for the designated location. In the event official passports are determined to be necessary for foreign travel, issuance will be coordinated with the

Government on a case by case basis.

B. The Contractor is responsible for establishing stringent administrative controls at sufficiently high levels to ensure that reimbursement for travel costs are authorized only when justifiable with the scope of “official business.” All costs submitted for reimbursement under this contract shall be in compliance with Joint Federal Travel

Regulations and all applicable Standards and Regulations.

C. The Contractor should expect austere living and working conditions at most foreign operating locations. Spouses and other dependents are highly discouraged from accompanying Contractor personnel. If such individuals do accompany Contractor personnel, the Government assumes no responsibility financial or otherwise, for them. Lodging, transportation, and meals for Contractor personnel will generally be obtained from the local economy.

D. The Contractor shall establish a system to monitor and document all costs submitted for reimbursement to include the places designated, the allowable rates, and the regulations that are prescribed for payment of allowances and differentials to each contract employee subject to periodic review at the discretion of the COR. The

Contractor shall make warranted changes to ensure that payments will continue only during the continuance of conditions justifying payment and will not in any instance exceed the timeframe or amounts allowable.

E. The Contractor shall implement procedures for contract employees engaging in travel under this contract to receive a credit card or cash advance for travel expense purposes.

F. The Contractor shall obtain prior written approval of all contract-related travel requirements from the COR and/or designated DEA representative, and ensure that travel occurs during normal workdays and hours whenever possible.

C.11.5 Availability

The Contractor shall propose a plan that assures continuous availability of all necessary personnel, equipment, supplies, tools, facilities, accessories, transportation, and any additional support as requested to meet the DEA Aviation Division contract performance requirements.

Safety, Efficiency, Continuity and Best-Value shall be prioritized during all aspects of contract performance.

The Contractor shall submit a written program plan for their approach and strategy for planning, controlling, and directing each of the areas specified in this contract. These program plans serve as the blueprint for successful program implementation. Each program plan shall include the proposed manning/personnel, skill mix and organizational structure.

C.11.6 Flexibility

The Contractor shall be flexible and effectively support the changing needs of the Aviation

Division. All program plans shall provide insight into the Contractor’s ability to respond to program crisis, day-to-day problems and changes in operational requirements. There shall also be evidence that in case of problems, immediate access is available through the organizational structure to the highest level of Contractor management. This evidence shall be detailed in the contractor’s Program Management Plan.

C.11.6 Maintenance Area Security

The Contractor shall maintain strict security in all maintenance work sites to ensure that facility access is controlled during the performance of work, due to the nature of the open area. Maintenance personnel shall challenge all unauthorized personnel observed in their work area. Maintenance personnel shall not loiter in or around their place of duty during off-duty hours.

C.11.7 Emergency or Contingency Maintenance Support

The Contractor shall provide personnel support to work on a short notice basis to meet emergency or contingency requirements that may occur after hours. The Contractor shall coordinate any overtime, and confirm in writing, approval by the COR and either

Maintenance Officer or Administrative Officer, whichever is applicable.

C.11.8 Off-Duty Recall System

The Contractor shall establish an employee off-duty recall system by designating a 24-hour point of contact for each area of responsibility. The Government may require the Contractor to have personnel return to the required place of work in response to an emergency and/or contingency support requirement.

In those events, the Government will verbally notify the Contractor’s designated point of contact. The Contractor’s designated point of contact shall notify the appropriate

Contractor employee(s) that the services are required and make all arrangements necessary to ensure that all Contractor employee(s) are present for the performance of work. The response time shall be within 30 minutes during normal duty hours when mechanics/ technicians are in the facility; within two (2) hours of notification by the Government for non-duty hours.

The Contractor shall submit to the COR, for dissemination, a list of the 24-hour designated point of contacts for off-duty recall to include the name, position, and the day/night telephone number(s). The Contractor shall submit revisions to the list as changes occur, or within the first two (2) hours of the next workday.

C.11.9 Recruitment and Retention

The Contractor shall develop and provide a robust recruitment and retention plan for total support in all areas of contract performance, as is the need to avoid unnecessary delays in the hiring process. Recruitment and retention of qualified employees is critical to the operational flow of DEA’s Aviation Division, and the need to retain qualified personnel motivated and dedicated to supporting DEA is paramount to the overall success of mission. There are six(6) areas of support personnel that have been identified with special concern that the contractor shall address: 1) Pilots; 2) Mechanics; 3) Fleet Management/Production Control;

4) Management; 5) IT; 6) Site Lead/Supervisor.

C.11.10 Contractor Employee Training

The Contractor shall develop and provide a plan to minimize delays in the on-boarding process. The plan shall include formal training for select maintenance, technical, and administrative personnel to ensure proficiencies are current. Informal training shall be conducted to ensure procedures are followed. Informal training shall include, but is not limited to, contract orientation, administration functions and procedures, MRO familiarization, safety training, security training, and hazardous material control training.

The Contractor shall establish Formal and Informal Training to maintain compliance with all applicable Standards and Regulations specific in paragraph C.5.

C.11.10.0 Maintenance Formal Training

The Contractor shall provide OEM/Factory (formal) initial and recurrent training to mechanics, avionics and mission equipment technicians on all aircraft, avionics and systems each employee will be responsible for maintaining. Initial OEM/Factory training for new-hire personnel will be completed within six (6) calendar months of their employment start date, and recurrent OEM/Factory training will be required, at a minimum, every four (4) years. The Contractor shall provide FAA approved recurrent training for Inspection

Authorization renewal for all personnel as required to support each site-level maintenance, repair, overhaul and modification activities. Documentation of all formal OEM/Factory initial and recurrent training shall be maintained within the Personnel Training Program, as required in C.11.11.

The Contractor shall obtain prior written approval of all contact-related training requirements anticipated to be passed on the Government for reimbursement from the COR and the designated Aviation Division representative. Travel in support of training attendance shall meet the requirements stated in paragraph C.11.4.

C.11.10.1 Informal (On-Site) Training

The Contractor shall provide all necessary initial and recurring informal (on-site) training in support of the requirements of this contract. Documentation of all informal (on-site) initial and recurrent training shall be maintained with the Personnel Training Program, as required in C.11.11. Any “on the job” training (OJT) shall be conducted in accordance with the

Contractor’s OJT program. The OJT program shall specify details, procedures, lesson plans and documentation from onset to the completion of training. Specific training may include the following:

A. Maintenance OJT. The Contractor shall establish an OJT program for any tasks necessary to accomplish maintenance at the AOC and Offsite locations.

B. Administrative Training. The Contractor shall provide initial and recurrent

Administrative Training to include contract requirement orientation with special emphasis on processing responsibilities such as, but not limited to, travel, TDY and/or

PCS, overtime requests, Alliance Facility restrictions; safety, security, levels of authority, related policies and procedures, and…