SOW Aviation Document Management SoftwareAJF.pdf

Aviation Document Management Software

STATEMENT OF WORK

FLIGHT PROGRAM OPERATIONS

May 7, 2024

1.0 GENERAL

1.1 SCOPE OF WORK

Flight Program Operations requires a turn-key aviation-specific document management software solution that provides the ability to create, edit, review, and provide access to policy and technical publications.

1.2 REQUIRED SOFTWARE CAPABILITY

1.2.1 The document creation and editing solution must meet the following requirements at award:

• Does not require hardware installation or any additional IT requirements (Web based).

• Ability to link document content to regulatory requirements to facilitate compliance audits (i.e., 14 CFR Parts 135 and 145).

• Ability to establish cross-references between content in separate, but related documents.

• Enable users to suggest changes to document content.

• Ability to collect, track, and adjudicate document change requests.

• Imports documents from Word and PDF formats, maintaining hyperlinks.

• Exports documents in PDF format, maintaining hyperlinks.

• Provides a standardized document structure, templates, and compliance libraries to support part 135 operations and maintenance and part 145 repair station activities, which will enable Flight Program Operations to readily perform compliance audits (e.g., List of Effective Pages, Minimum Equipment Lists).

• Tracks revisions to documents and automatically generates change bars and logs of revisions.

• Provides version control and an audit trail for all activity in the document lifecycle.

• Enables multiple users to collaborate on the same documents simultaneously.

• Provides role-based permissions and an approval workflow that enables users to review changes, accept/reject individual changes, and respond with comments.

• Enables users involved in the document editing process to add individualized highlights and markup.

• Ability to distribute documents to users based on roles in the organization.

• Ability to distribute documents and require users to read and acknowledge.

1.2.2 The software distribution solution must meet the following requirements throughout the contract:

• Provides administrative control to ensure all users have the latest versions of documents.

• Provides an Electronic Flight Bag (EFB) application that is IOS compatible which enables users to download documents and access them offline. The EFB application should automatically search for and prompt the user to download updated material.

• Enables EFB users to add individuals highlights, comments, notes, and hyperlinks.

• Ability for the user to read and acknowledge documents when assigned.

• Ability to track user performance.

2.0 TECHNICAL SUPPORT

The contractor must provide the following related technical services and support throughout the contract:

2.1 Provide product training and necessary guidance for program development.

2.2 Must identify the central point of contact for the Contracting Officer’s Representative (COR), or designee on all matters relating to the day-to-day operation of this contract.

2.3 Support the FAA with any operational challenges.

2.4 Continuous operations 24 hours a day, 7 days a week.

2.5 Technical support and prompt resolution in the event the system becomes unavailable due to service interruptions caused by the manufacturer.

2.6 Provide suitable technical and organizational measures to protect Customer Data against accidental or unlawful destruction or accidental loss, alteration, or unauthorized disclosure, use or access.

3.0 DELIVERY SCHEDULE

The Contractor will provide the FAA annual subscription services as established within the Schedule B, Pricing, upon contract award.