693KA8-19-R-00006 - Attachment J-5 DIDs.pdf

693KA8-19-R-00006

PART III - LIST OF DOCUMENTS, EXHIBITS, AND OTHER ATTACHMENTS

ATTACHMENT J-5 – DATA ITEM DESCRIPTIONS

Table of Contents

CDRL 001 Meeting Minutes CDRL 002 Program Management Plan CDRL 003 Quality Management Plan CDRL 004 Monthly Status Report CDRL 005 Transition Plan CDRL 006 Transition-Out Plan CDRL 007 Academy Requirements and Staffing Report CDRL 008 Invoice Back-Up /Actuals Report CDRL 009 Curriculum Development & Maintenance Status Report CDRL 010 Personnel Resume Submission CDRL 011 CTS Management Database

CDRL 001 Meeting Minutes

DATA ITEM DESCRIPTION

1. CDRL TITLE

Meeting Minutes

2. CDRL NUMBER

CDRL-001

3. DESCRIPTION/PURPOSE

The Contractor must provide meeting minutes at meetings pertaining to the execution of the Controller

Training Solutions (CTS) contract as requested by the Government. The meeting minutes must document the discussions, actions, and decisions resulting from the specified meeting. Meetings include but are not limited to the Post Award Conference, Task Order Kick Off Meetings, and Program Management

Reviews (PMRs). The FAA reserves the right to request meeting minutes be taken at additional meetings pertaining to the execution of the CTS contract.

4. DATA REQUIREMENTS

Reference: Section C.4.2.5

The minutes must include, as a minimum, the following information:

Meeting Date

Meeting Location

List of attendees with name and organization

Meeting purpose or objective

Summary of discussions, decisions, or agreements reached

Action items and related due dates resulting from the meeting, if applicable

The Contractor may provide their own format. The draft minutes are required 5 business days after the date of each meeting unless otherwise specified by the FAA designee. The FAA will provide comments, if required, within 15 calendar days of receipt of minutes.

CDRL 002 Program Management Plan

Program Management Plan (PMP)

CDRL-002

The Program Management Plan (PMP) must describe the Contractor’s comprehensive management approach to managing resources nationwide. The PMP is an all-inclusive management plan that provides the details of the specific procedures to be used for managing the performance of the contract including, but not limited to, risk management, schedule management, staffing management, and security management. Additionally, the PMP must include an organizational structure, including the roles and responsibilities of key personnel and teammates, a subcontractor management process, and staff training and certifications process.

Reference: Section C.4.2

Contents:

The Contractor’s Program Management Plan (PMP) must contain the following information at a minimum:

Introduction. This section must contain an overview of the Contractor’s Program Management approach to meeting all of the requirements outlined in Section C.4.2, Program Management.

Management Organization. This section must provide an organizational chart of the Contractor’s

Program Management Organization, including the key personnel and a narrative describing how the Contractor will fully integrate the management of all elements of the contract, as outlined in section C.4.2 Program Management. This section must describe working relationships the

Contractor will establish with the FAA to ensure successful delivery of contract requirements.

Academy Program Management. This section must describe the Contractor’s approach to managing the requirements and resources deployed at the FAA Academy in Oklahoma City. This section must include the approach to delivering all requirements outlined in Section C.4.2.1.

Field Program Management. This section must describe the Contractor’s approach to managing the requirements and resources deployed at FAA field facilities. This section must include the approach to delivering all requirements outlined in Section C.4.2.2.

Staffing and Recruitment. This section must describe the Contractor’s detailed approach to recruiting qualified personnel to perform the efforts required under this contract in accordance with the requirements outlined in Section J-2.

Program Management Plan (PMP)

CDRL-002

Resource Management. This section must describe the Contractor’s approach to resource management. The Contractor must provide a detailed approach to hiring, training, and maintaining quality resources to satisfy the requirements under this contract. The Contractor must provide a detailed approach to training and obtaining the Contractor certifications required in

Attachment J-2 Appendix A.

Training Schedule Coordination and Delivery. This section must describe the Contractor’s detailed approach to delivering training requirements in accordance with the monthly schedules provided by the FAA, as outlined in section C.4.2.4.

Subcontract Management. This section must describe the Contractor’s approach to managing subcontractor activities. This approach must include but is not limited to the organizational relationship the Contractor will maintain with subcontractors, the methods the Contractor will use to flow requirements down to subcontractors, and the methods the Contractor will use to monitor the performance of subcontracted requirements.

Risk Management. This section must describe the internal approach and method for the identification, assessment, and mitigation of program risks. The risk management approach must include, but is not limited to, provisions for identifying risk areas, assessing risk factors, assigning appropriate resources to reduce risk factors, and identifying and analyzing alternative actions available.

Security. This section must describe the Contractor’s approach to implementation of security provisions, including security authorization and certification activities, personnel, and physical security.

CDRL 003 Quality Management Plan

1. TITLE

Quality Management Plan

2. NUMBER

CDRL-003

3. DESCRIPTION/PURPOSE

The purpose of the Quality Management Plan (QMP) is to document and describe the Contractor’s plan, procedures, and controls that will be used to satisfy the requirements of the CTS contract and substantiate the quality of service provided and delivered under the contract.

Reference: Section C.4.2.6

The Contractor’s QMP must describe the Quality Control/Quality Assurance (QA/QC) systems and processes that will be used to measure, maintain and ensure the quality of CTS services and products.

QA/QC must be completed in accordance with applicable FAA orders and policies referenced in Section

C.2.1.

The Contractor’s QMP must include, but is not limited to, detailed plans and procedures to analyze and measure the following:

• Timeliness of recruitment of personnel and staffing of open positions

• Accuracy and completeness of Contractor-entered records in the FAA’s national training database

• Timeliness of certification of newly hired instructors and RPOs

• Performance of instructors and RPOs in classroom and simulation lab environments

• Completeness of feedback on student performance and quality of student evaluations

• Quality of course materials developed, maintained, and/or revised by the Contractor

The QMP must detail the Contractor’s approach to advising the Government when deficiencies and negative trends are identified, and corrective action is required.

CDRL 004 Monthly Status Report

Monthly Status Report (MSR)

CDRL-004

The Monthly Status Report (MSR) provides the Contractor’s assessment of overall contractual progress, risk identification and mitigation strategies, progress against schedule baseline (as applicable) and identification of variances, performance data, and cost reporting.

The MSR is intended to provide the FAA with an accurate, consistent, timely, and clearly understandable summary assessment of contract performance.

References: Section C.4.2.7, Section H.20

The MSR must contain the following information at a minimum:

1) Executive Summary. This section must describe the overall status and must contain a narrative summary of Contractor and subcontractor performance in meeting the cost, schedule, and technical baseline plans, including significant problem areas, corrective actions taken, and any required Government action(s).

2) Monthly Services Delivered. This section must describe the accomplishments during the last reporting period, including the current status of major events and milestones. The report will discuss any problems associated with each milestone as well as their resolutions. The report will include a 30-day outlook of contract events and milestones.

3) Risk Management. This section must provide any risks being tracked from previous months or identified within this month and mitigation approaches.

4) Cumulative Totals. This section must include cumulative totals for the Government fiscal year to date and address significant cost variances, the causes(s) of the cost variance, the impact on the total contract costs and corrective actions taken or required consistent with contract performance reporting.

5) Quality Metrics. Metrics must be collected as described in Contract Section C.4.2.6 and H.20 with Contractor analysis, conclusions, and recommendations documented as part of the MSR.

CDRL 005 Transition Plan

Transition Plan

2. CDRL NUMBER

CDRL-005

3. DESCRIPTION/PURPOSE

The Contractor's Transition Plan describes the Contractor’s approach to ensuring a smooth transition from the legacy CTC program to CTS. The transition plan also describes the Contractor’s management organization to include interrelationships among the prime Contractor, major subcontractor(s), and the contracting activity. The transition plan is an all-inclusive management plan that provides the details of the specific techniques, tasks, and procedures to be used for transitioning the contract including, but not limited to, risk management, staffing, knowledge transfer, schedule, communication and operational readiness.

Reference: Section C.4.1.1

The Contractor’s Transition Plan must contain the following information at a minimum:

Transition Approach: This section must contain a comprehensive description of how the Contractor will transfer services from the concluding (incumbent) contract to full performance under CTS.

Transition Schedule: This section must contain a detailed transition schedule, created in Microsoft

Project, and baselined at the kickoff of the transition period. The schedule must include a description of the sequence of activities from contract award through the full implementation of the contract services on

CTS.

Program Management Plan: This section must contain the Contractor's detailed approach to establishing their CTS PMO, as it pertains to the transition. This section must contain a list of designated key and essential personnel and staff assigned to support the transition.

Risk Management Plan: This section must describe the internal approach and method for the identification, assessment, and mitigation of transition risks. The description must include, but is not limited to, provisions for identifying risk areas, assessing risk factors, assigning appropriate resources to reduce risk factors, identifying and analyzing alternative actions available, identifying the most promising alternatives, and planning for implementation of risk reduction.

Staffing Ramp-up Plan: This section must describe the Contractor’s detailed approach to recruiting, hiring, and onboarding new and/or incumbent staff.

Transition Plan

CDRL-005

Interim and Final Operational Readiness Review (ORR): This section must describe the Contractor’s detailed approach to the Operational Readiness Review process. The purpose of the ORR is to provide a formal process to assess the Contractor’s readiness to assume CTS operational responsibilities at interim periods during the transition and then at the end of the transition.

Communication and Reporting Plan: This section must detail the Contractor’s communication and reporting plan, including proposed meetings and reporting deliverables to be provided to the FAA during transition.

CDRL 006 Transition-Out Plan

Transition-Out Plan

2. CDRL NUMBER

CDRL-006

3. DESCRIPTION/PURPOSE

The Contractor's Transition-Out Plan describes the Contractor’s approach to a smooth transition from the

CTS program to a future contract. The Transition-Out Plan is an all-inclusive management plan that provides the details of the specific tasks, and procedures to be used to assist the Government in transitioning from the CTS contract to a future contract.

Reference: Section C.4.1.2

Contractor must provide a Transition-Out Plan. The Transition-Out Plan must include:

Knowledge Transfer plan: This section must describe the Contractor’s high-level approach to knowledge transfer including but not limited to necessary personnel records, and all documentation developed or maintained under CTS.

CDRL 007 Academy Requirements and Staffing Report

Academy Requirements and Staffing Report

2. CDRL NUMBER

CDRL-007

3. DESCRIPTION/PURPOSE

The Contractor’s Academy Requirements and Staffing Report must provide the Government with a projection of requirements delivery at the FAA Academy. The Academy Requirements and Staffing

Report must provide an 8 week look-back (actuals), and 12 weeks forward look-ahead (projections) for planning purposes. This report must be provided to the Government weekly.

The Academy Requirements and Staffing Report must be submitted and maintained through the CTS

Management Database (CDRL 011).

Reference: Section C.4.2.1

The Contractor’s Academy Requirements and Staffing Report must include, by week:

Date (week ending)

Domain requirements:

o AT Basics

Total requirements- Average of the daily requirements that week in the AT Basics

Domain at the Academy

Total AT Basics certified staff- Total AT Basics Certified Staff on contract

Total certified staff available to work – Average number of AT Basics certified staff available to work that week

Double shifts required to meet requirements- Average of the daily number of double shifts utilized or contracted in the AT Basics domain

Total requirements filled by Contractor- Average of the daily number of requirements fulfilled by Contractor

Total shifts requirements filled by FAA staff (if needed)- Average of the daily requirements fulfilled by FAA due to lack of Contractor resources (if needed) o En Route

Total requirements

Total EnRoute certified staff (INIII & RSO)

Total certified staff available to work

Double shifts required to meet requirements

Total requirements filled by Contractor

Total shifts requirements filled by FAA staff (if needed) o RTF/TSEW

Total requirements

Academy Requirements and Staffing Report

2. CDRL NUMBER

CDRL-007

Total RTF/TSEW recertified Staff

Total certified staff available to work

Double Shifts required to meet requirements

Total requirements filled by Contractor

Total Shifts requirements filled by FAA staff (if needed) o Specialized

Total requirements

Total Specialized certified staff

Total certified staff available to work

Double shifts required to meet requirements

Total requirements filled by Contractor

Total shifts requirements filled by FAA staff (if needed) o Tower

Total requirements

Total Tower certified staff

Total certified staff available to work

Double shifts required to meet requirements

Total requirements filled by Contractor

Total shifts requirements filled by FAA staff (if needed) o TETRA

Total requirements

Total TETRA Certified Staff

Total certified staff available to work

Double shifts required to meet requirements

Total requirements filled by Contractor

Total shifts requirements filled by FAA staff (if needed)

The Academy Requirements and Staffing Report must be provided in the Government-approved format:

the Government will provide the Contractor with this format following contract award.

CDRL 008 Invoice Back-Up /Actuals Report

Invoice Back-Up /Actuals Report

2. CDRL NUMBER

CDRL-008

3. DESCRIPTION/PURPOSE

The Invoice Back-Up is a report of actual services delivered monthly at FAA Field Facilities and the

Academy. This monthly report should reflect actual work performed against the monthly schedule of requirements provided by the FAA to the Contractor.

The FAA will utilize the Invoice Back-Up / Actuals Report to run a direct comparison of planned requirements to actual services delivered.

Reference: Section G.7

The FAA will provide the format for the Invoice Back-Up/Actuals report at contract award.

The invoice backup information should be divided into separate excel reporting files based on the schedule provided. Each file should reflect an individual training service task order.

This report may include the following as applicable by Task Order:

Service Area

District Code

Facility Code

Labor Category

Activity Category

Course

Training Type

Stage

Planned Start Date

Actual Start Dates

Planned End Date

Actual End Dates

CLIN

Labor Type

Planned Labor Hours

Actual Labor Hours

Labor Rate

Planned Labor Cost

Actual Labor Cost

Invoice Back-Up /Actuals Report

2. CDRL NUMBER

CDRL-008

Delta Labor Hours

Delta Labor Cost

Plan Month

Plan Year

Students Started

Students Completed

Change Authorized by TA (Date)

Group

CDRL 009 Curriculum Development & Maintenance Status

Report

DATA ITEM DESCRIPTION

1. CDRL TITLE

Curriculum Development & Maintenance Status Reports

2. CDRL NUMBER

CDRL-009

3. DESCRIPTION/PURPOSE

The Curriculum Development & Maintenance Status Report provides the Contractor’s assessment of overall contractual progress, progress against schedule baseline and identification of variances, and performance data as it pertains to Curriculum Development and Maintenance on a bi-weekly basis.

References: Section C.4.5

The Curriculum Development & Maintenance Status Reports must contain the following information at a minimum:

1) Executive Summary. This section must describe the overall status and must contain a narrative summary of contractor and subcontractor performance in meeting the cost, schedule, and technical baseline plans, including significant problem areas, corrective actions taken, and any required Government action(s).

2) Monthly Services Delivered. This section must describe the accomplishments during the last reporting period, including the current status of major events and milestones. The report will discuss any problems associated with each milestone as well as their resolutions. The report will include a 30-day outlook on contracted accomplishments.

3) Schedule. This section must provide a schedule of Curriculum Maintenance and Development delivery.

CDRL 010 Personnel Resume Submission

Personnel Resume Submission

2. CDRL NUMBER

CDRL-010

3. DESCRIPTION/PURPOSE

All Contractor personnel must satisfy the specific educational, experience, and technical qualifications described in Attachment J-2. Labor categories describe the type of experience or expertise and specific degree type needed. Skill levels describe the amount of experience required and level of education needed or preferred. The FAA reserves the right to review and approve resumes of proposed Contractor staff to ensure that personnel being assigned to a task meet the minimum requirements for the labor category.

All resume submissions must be completed through the CTS Management Database (CDRL 011).

References: Section C.4.2.3

Contents:

The Personnel Resume must include:

Employee Name

Company Name

Proposed Position

Task Order Number

New Hire or Incumbent

Work Location: Region/District/Facility

FAA Certifications

Waiver Requirements

Background

Work History

Education

Resumes must be provided in the Government-approved format: the Government will provide the

Contractor with this format following contract award.

CDRL 011 CTS Management Database

CTS Management Database

2. CDRL NUMBER

CDRL-011

3. DESCRIPTION/PURPOSE

The CTS Management Database provides the Government with access to contractor-maintained, Government-owned Contractor information.

References: Section C.4.2.7, H.7.2

Contents:

The Contractor must develop and maintain an online database that provides the Government access to all documents, deliverables, and information used to manage the CTS Contract. The online database must have the ability to export reports upon Government request. This online database must include, but is not limited to:

Contract Staffing List:

o The CTS Management Database must maintain an active list of staffing numbers. This list should be broken down by location and labor category and include the following information:

Total certified staff per LCAT and location

Total staff in training to be certified per LCAT and location

Total staff attrition per LCAT and location

Resumes:

o All personnel resume submissions, in the format outlined in CDRL 010, must be completed through this online database. The CTS Management Database must provide a system from which the Government COR can review, approve, or decline resumes directly.

Waivers:

o All waiver submissions must be completed through this online database. The CTS

Management Database must provide a system from which the Government CO can review, approve or decline waivers.

o The CTS Management Database must provide the Government access to a list of all approved and pending waivers. This list must include:

Employee Name

LCAT

Service Area

District

CTS Management Database

2. CDRL NUMBER

CDRL-011

Facility

Description of Waiver Request

Employee Certifications:

o All employee certification forms, which include dates of initial certification training, all required training, and data results of any FAA-requested proficiency demos must be uploaded and maintained within this database. The Government will provide the

Contractor with employee certification forms that align with the certification requirements outlined in Section J-2 Appendix A following contract award.

Quality Audits:

o The CTS Management Database must provide the Government access to all documents and deliverables established in the Government approved Quality Management Plan, as outlined in CDRL-003. This must include but it not limited to:

Quality Audit Site Visit Requests

The qualification database must provide a system from which the

Government COR can review, approve or decline quality audit site visit requests

Quality Audit Corrective action plans, if applicable

Travel Requests:

o All travel request submissions must be completed through the CTS Management

Database. The CTS Management Database must provide a system from which the

Government COR can review, approve or decline travel requests.

Site Visits:

o All site visit request submissions must be completed through the CTS Management

Database. The CTS Management Database must provide a system from which the

Government COR can review, approve or decline site visit requests.

The FAA reserves the right to request additional documents or deliverables be maintained within the CTS

Management Database as they are identified over the period of performance of CTS.