2 - SOW INTERNATIONAL GROUND HANDLING TRIP SUPPORT _WA-20-05198_072020.docx

SOW Page 7 of 7 August 14, 2020

FEDERAL AVIATION ADMINISTRATION

FLIGHT PROGRAM OPERATIONS

STATEMENT OF WORK

INTERNATIONAL GROUND HANDLING & TRIP SUPPORT SERVICES

GENERAL

This Statement of Work (SOW) describes International Ground Handling &Trip Support Services required by the Federal Aviation Administration (FAA), Flight Program Operations (FPO).

Scope of Work for International Ground Handling & Trip Support Services: The contract shall provide unlimited international ground handling & trip support services. The contract must provide 24 hours-a-day/365 days-a-year trip support services, assistance and technical support. The contract shall also provide international administrative and operational support for the international required services.

FPO conducts approximately 25 international missions annually (including Pacific/Asia, Europe/Middle East, Caribbean, South America, and African theaters), averaging 21 days in length. This equates to 525 individual Trip Support Services a year, which take about a day to complete.

Support services will be coordinated through the FAA Flight Program Office (FPO.

REGULATORY COMPLIANCE

All services provided herein must allow the FPO to obtain any operational authorizations required under the applicable 14 CFR parts or rules of any foreign country in which the FPO conducts operations.

PERFORMANCE OF SERVICES

Flight Coordination The Contractor will be responsible for obtaining and maintaining access to APACS (Aircraft and Personnel Automated Clearance System) website. Trip support service will include APACS submissions for all origination, enroute, intra country and termination overflight/landing clearances. APACS submissions will adhere to all regulations within the FCG (Foreign Clearance Guide), which can be found within the APACS website. When transiting military fields, the FAA dispatch team typically contacts the Airfield Base Operations to obtain a PPR (Prior Permission Required) permit. FAA Dispatch will provide the PPR number to be filed with the flight plan.

Online Trip Support The Contractor shall provide the FPO with their established, internet and mobile based customer-facing trip support portals to display information on international administrative and operational support services, ground handling support, and reports. Portal is to provide a detailed list of all required trip tasking and status of tasking to include but not limited to:

· Ground handling/agent information

· Aircraft servicing confirmations

· Approved routing

· List of all countries overflown

· PPR and permit numbers for all required landing and overflight clearances

· Ground transportation details

· Hotel confirmation (if requested)

· Aircraft security details (if requested)

· Customs clearance confirmations and details

· Preliminary flight plans

· Filed flight plans

This Contractor shall ensure customer-facing trip support portal has continuous updating during the day to ensure FAA FPO Dispatch Center can monitor the progress of mission planning. It is incumbent to notify FAA FPO Dispatch Center with any situations that may impact execution as soon as possible. Contractor providing international trip planning will keep the FAA flight planning Contractor advised of all issues and copied on all communications with FAA FPO. Contractor will provide Contractor with access to the customer-facing trip support portal.

International Ground Handling with Trip Support Services The required services include, but is not limited to the following:

· Facilitating fuel

· Identify the DLA Fueler at each refueling location

· If a DLA Fueler is not available, coordinate with DLA for a DLA Fueler at that location

· If a DLA Fueler is not available, identify a Fueler and a method of payment that the FAA can use for fuel.

· The FAA will be responsible to pay for all fuel purchases

· Aircraft servicing (i.e. ground power, lavatory, etc.)

· Customs

· Obtaining foreign government clearances (upon request via APACS website or electronic means),

· Catering (upon request)

· Crew/passenger transport and baggage handling from the secure ramp area to the customs/in-processing area (upon request),

· Overnight accommodations and crew transportation (to/from hotel etc., as requested)

· Arrange aircraft security ground handling support on behalf of the Government at

· International locations (upon request) ***The United States considers FAA aircraft to be state aircraft. Under U.S. Government policy on aviation-related fees, state aircraft are not required to pay navigation or overflight fees. *** Airport Expenses Any additional fees billed from airport handlers for items such as but not limited to:

· Hangars

· Landing fees

· Parking fees

· Security screening (if required)

· Crew identification badges (as required)

· Vendor communications/arrangement fees

· Departure fees and ramp fees (not subject to U.S. Government exemption for FAA aircraft) Invoicing

· Fuel purchases will be direct billed by the FAA FPO and are not included under this contract

Flight Planning Requirements & Procedures The Contractor will be required to use ARINCDirect Flight Planning, Weight and Balance, Runway Analysis and Safety Management System tools. A login will be provided to access the FAA account for flight planning purposes.

The flight planning requirements include:

· FCG (Foreign Clearance Guide) must be reviewed for International flight plans ensuring approved country overflight/entry exit routes are adhered to. This routing is then submitted to APACS for appropriate permits. FAA Dispatch Center and crew must be notified immediately if a route must be changed. All re-routes must ensure that diplomatic clearances are not affected. All selected routes must be CFMU/Eurocontrol/Host nation approved.

· Consult with the crew on the day of the flight to see if they would like the flight plan filed. They may file locally themselves at certain military airfields.

· File flight plan with callsign FLCXX (with XX being the numerical part of the tail number) and as flight type IX

· FAA usually advises minimizing the number of countries overflown; they don’t mind spending more time en route to ensure feasibility of obtaining clearances provided it doesn’t create a max endurance flight

· Flight Briefs to include Flight Plan, runway analysis, NOTAMS, weather, upper air wind (at flight level) and weather charts

· Oceanic operations to also include wind charts at FL100 and FL240

· APACS (Aircraft and Personnel Automated Clearance System) Overflight and Landing permissions.

· Account access must be obtained through the FAA or APACS user directly

· Account must be maintained by logging in at least once every 30 days, otherwise, it will be marked as “Inactive.”

· Initial schedule submitted to all countries overflown, along with entry/exit points, ETA/ETD info, route of flight, crew data etc.

· Must update, edit, and re-submit information whenever the trip schedule is altered

· Responsible for all follow up from country embassy and DAO offices

· Occasionally additional information or follow-up is necessary to obtain approval

CONTRACT TRANSITION: The Contractor must provide a detailed transition plan including its policies and procedures for providing adequate support for contract requirements.

Phase-In Effort. A period not-to-exceed 30 days will be allowed for the transition from one contractor to another to be accomplished in a well-planned, orderly, and efficient manner. This period will be the time for initial orientation for contract administration and will provide a time for detailed operational orientation for contact supervisory personnel. It will include transfer of processes and responsibility upon the expiration of the current contract, and start date for the new services.

Phase-Out Effort. At the conclusion of any performance period, including option periods or extensions, the services provided under this contract may revert to an in-house Government operation or may be awarded to another contractor. The contractor shall be required to assist in transition activities as identified by CO/ COR. The Contractor must provide a detailed transition plan including its policies and procedures for providing adequate support upon contract award.

DELIVERABLES

Reports: The Contractor shall provide a monthly summary of services utilized through Internet, Support services, or Call orders for international support. The summary shall identify the services rendered by aircraft identification number (tail number) and date of service. Contractor format for this report may be acceptable. An example of this report shall be submitted to the Contracting Officer or delegated representative for review and approval. (See CDRL A001, attachment 1) Invoicing - The Contractor shall submit billing information as support for the payment of invoice as described in Section G of the contract document on a per mission basis. Acceptance and payment is contingent upon FAA receipt of acceptable service, accurate invoice, and the supporting documentation of services rendered (e.g., handler’s bill).

List of Deliverables by Task

SECURITY

The Information Technology (IT) internet-based system shall be protected by a Hypertext Transfer Protocol over Secure Socket Layer (HTTPS) with password encryption and reliable authentication at a minimum.

DEFINITION OF TERMS

Attachment 1: CDRL

A. Contract line Item No.

TDP

TM

Other

D. System/Item

Aero App

WA-20-00308

Hilton Software LLC

1. Data Item No.

2. Title of Data Item

3. Subtitle

A002

PROGRAM MONTHLY STATUS REPORTS

6. Requiring Office

3.3.2.2

AJF-1000

10. Frequency

11. As of Date (AOD)

ONE/R

15. Distribution

14. REMARKS:

a.

Format. The Status Report shall be in contractor format.

Content. The report shall contain the following:

· Summary of services utilized through Internet, Support services, or Call orders for international support

· identify the services rendered by aircraft identification number (tail number) and date of service

· Top Issues & Risks

· Planned Services for Next Month

· Customer Engagement

· Conclusion

11. End of calendar month.

12. 30 days after contract authorization.

13. Submittal within 10 days after the end of the month. Government will provide comments/approval within 30 days after receipt. Contractor must update report, as required, within 14 days after receipt of Government comments.

15. All electronic deliveries must be without restrictions that would prevent the Government from reproducing or editing the information. Electronic deliveries must be submitted via a secure online internet based web site that is vendor managed in .DOC format and/or compatible with:

· Microsoft Office Suite ’2016

· Microsoft Project ‘2016

· Adobe Acrobat Reader

AJF1000

AJG-R23

17. Price Group

N/A

18. Estimated Total Price:

N/A

CDRL EMAIL ADDRESSES:

OFFICE SYMBOL

TITLE/OFFICE

EMAIL ADDRESS

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