A02 - TASS PWS-DRAFT.pdf

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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’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. Division flight operations operate under FAA FAR Part 61 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

C2 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, Flight Simulators & Avionics Maintenance Support, Training Support, Logistical Support, 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 Essential Chemical: Any of those hazardous waste chemicals defined in 21 CFR

1310.02(b).

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C.4.11 Flight Hours: The number of hours of flight logged during any reportable period.

C.4.12 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.4.13 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.4.14 Induction: The date Contractor begins work on aircraft or component. This date shall be the first day of in-process time.

C.4.15 Lab Pack: Two or more hazardous waste containers of compatible waste or one container placed in a Department of Transportation (DO) specification container and protected by absorbent and/or protective material.

C.4.16 Mission Capable: The material condition of an aircraft indicating that it is safe for flight and can perform all of its designated missions.

C.4.17 Mission Hours: The number of hours reported by the pilot in support of missions.

C.4.18 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.4.19 New: Previously unused or composed of previously unused materials and may include unused residual inventory or unused former government surplus property.

C.4.20 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.4.21 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.4.22 Non-Reporting Time: Time that is not counted against the operational readiness rate due to a 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.4.23 Operational Readiness Rate: The percentage of total days all aircraft were available for mission performance during the reporting period.

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C.4.24 Other than New: Includes, but is not limited to, recycled, recovered, remanufactured, used, and reconditioned.

C.4.25 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.4.26 Precursor: Any of those chemicals defined in 21 CFR 1310.02(a).

C.4.27 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.4.28 Rebuild: Factory rebuilt to new equipment performance specifications and used subsequent to rebuilding.

C.4.29 Repackage: The removing of hazardous waste from one container and placing or pouring (decanting) it into another container (see “Consolidation” for comparison).

C.4.30 Repaired: Restored to an earlier normal operating condition by readjustments and replacement of parts.

C.4.31 Scheduled Completion Date: Calendar date determined by adding the in-process time to the induction date.

C.4.32 Shall: Denotes the imperative.

C.4.33 Should: Indicates a desire, though not required outcome.

C.4.34 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.4.35 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.

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C.4.36 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

• Environmental Protection Administration (EPA)

• FAA Order VS8000.367

• FAA Order 8000.369

• FAA Order 8000.370

• FAA AC 120-92A

• Federal Aviation Administration (FAA) Regulations 14CFR

• Federal Acquisition Regulations (FAR)

• 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)

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• Occupational Safety and Health Administration (OSHA)

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

• Title 5 Code of Federal Regulations (CFR) Part 1315, Prompt Payment Act

• Title 40 Code of Federal Regulations CCFR) Part 261.5, Hazardous Waste

Identification

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

• 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

C7 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 if the Government elects not to exercise any options to extend the performance period.

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

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

• 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 7:00 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.

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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. Personnel requiring access to the DEA administrative area (second floor) must maintain the same work hours as DEA. 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.7.3.1 Remote/Telework

Contract personnel who can perform their duties at a remote location may participate in telework on a situational basis only. Situational telework 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.7.4 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.7.5 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.7.6 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

C8 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.

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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.7.7 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.7.8 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 modified by Law. The Contractor’s records shall include an identifier and a method for distinguishing DEA manifest from the other client’s manifests.

C.7.9 Safety

The Contractor shall perform all operations in a prudent, conscientious, safe and professional manner. At a minimum, Contractor’s personnel and equipment shall comply with all safety requirements set forth in applicable Federal, State and Local laws, standards and regulations and shall ensure that 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 TBD 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, and any other necessary supplies and equipment.

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 to the maximum extent

C10 possible. Available Government Furnished Property is identified in Exhibits TBD.

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 shall be considered government property and part of the Technical Publication Library. The Contractor shall make every effort to minimize annual/bi-annual paper technical publication subscriptions, and transition to electronic technical publications whenever possible to minimize environment impact and maximize efficiency and cost savings.

C.8.4 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. The Contractor shall use the Government Furnished Data only in connection with this contract.

C.8.5 Automated Aviation Maintenance, Repair, and Overhaul System

The Government’s Aviation MRO system is IBM Maximo for Aviation. The system shall be maintained on-site at the Aviation Division Office. 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 TBD.

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.

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 MRO or similar-like large scale enterprise wide aviation tracking system to ensure that the data is maintained with 100 percent accuracy.

The Contractor shall staff personnel with training and experience with the MRO or similar-

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C.8.6 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 DIRECTION AUTHORITY

NOTE: In Domestic or Foreign, 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.

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C.11 ADMINISTRATIVE REQUIREMENTS

The Contractor’s administrative plan shall 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 costs.

C.11.1 Main Operating Site

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

Worth, Texas 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 level maintenance, major repair, alteration, fabrication and overhaul of aircraft, systems, components, equipment, avionics components, specialized mission equipment and ground service equipment.

C.11.2 Foreign and Domestic Field Operating Sites

Field Operating Site Level Maintenance shall include scheduled, unscheduled maintenance and inspections 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, FCC Radio, Radar, etc.) to perform the level of maintenance, inspection and repair activities anticipated at each location. All tasks shall be performed in a manner to avoid daily mission impact.

Field Operating Site Level Maintenance shall include scheduled and unscheduled maintenance and inspections, up to the field level. These capabilities shall include, but are not limited to: routine maintenance tasks; pre- and post-flight inspections; servicing;

maintenance support of functional flight checks; preventive maintenance measures;

troubleshooting; fault isolation, repair, and return to service of aircraft; modular avionics components associated wiring; and Ground Support Equipment (GSE). Field operating sites shall provide adequate resources to perform quality checks of critical tasks and tool control verification upon completion of all inspection maintenance and repair activities.

Field work sites identified below both domestic and foreign, are government provided facilities. However, 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 Aviation Resident Office (AROs) work sites. In addition, there are several 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.

11.3.3 Work Sites – Domestic

TEXAS:

• Fort Worth AOC Heavy/Depot Level Aircraft, Component and Special Mission

(Personnel as required to assure continuous support of the AOC Heavy/Depot Level Aircraft, Component and Special Mission Equipment Maintenance, Repair, Overhaul and Inspection Facility and routine/special mission deployment support)

• Conroe (3 personnel to support a Field Level Aircraft/Special Mission Equipment |

Maintenance and Inspection Facility)

CALIFORNIA:

• Long Beach (3 personnel to support a Field Level Aircraft and Special Mission Equipment Maintenance and Inspection Facility)

FLORIDA:

Fort Lauderdale (6 personnel to support an intermediate Level Aircraft/Avionics/ Special Mission Equipment Maintenance/Inspection Facility and continuous ATR Support for Operational Crew Chief/Attendant duties. One Site Lead/Supervisor position included in 6 personnel requirement)

NEW JERSEY:

• Fairfield (1 personnel to Field Level Aircraft and Special Mission Equipment

Maintenance and Inspection Facility)

11.3.4 Work Sites – Foreign

• COLOMBIA: Bogota (1 personnel to Field Level Maintenance Facility) |

• PERU: Lima (1 personnel to Field Level Maintenance Facility)

• PUERTO RICO: San Juan (1 personnel to support a Field Level Maintenance Facility)

11.3.5 Work Sites – Other

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

C.11.4 Travel

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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 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 the best-value concept for ensuring availability of all services, products and personnel for contract compliance, while also ensuring safety, efficiency and

C15 continuity is maintained 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 Quality Control Plan (QCP).

C.11.7 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.11.8 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.11.9 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

C16 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.11.10 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 five

(5) 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.11.11 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.11.11.1 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.11.12.

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.11.11.2 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

C17 in C.11.12. 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 hands-on training for the MRO computer system. Computer training should provide user level proficiency and competence with the system. The Contractor shall provide either formal or informal training to Acquisition personnel to ensure compliance with applicable Federal

Acquisition Regulations (FAR).

C. Safety Training. The Contractor shall provide initial and recurring Safety Training pursuant to the requirements of OSHA, EPA, DOT and any other applicable Federal, State, or Local training requirements. The Contractor shall ensure that all personnel are informed of real or potential safety problems to include hazardous materials, available protective equipment, fire drill, shelter in place procedures and first aid procedures for the applicable work sites.

D. Security Training. The Contractor shall provide initial and recurring security training relating to the Alliance Facility and other work sites. The training shall include, but is not limited to locking buildings, performing periodic inventory of equipment, security and protection of Government property and materials, and limiting access to areas within the Contractor’s custody. Protection of Government property and materials includes the safeguarding of Personal Identifying Information

(PII) and Sensitive but Unclassified (SBU) materials.

E. Hazardous Material Control Training.

1. The Contractor Shall provide each employee that handles, ships, generates or accumulates Hazardous Materials or waste with all training necessary regarding the specific Hazardous Material Control to meet all Federal, State and Local laws and regulations, as well and applicable DEA and Aviation Division policies and procedures.

2. The Contractor shall provide each employee responsible for the implementation or management of hazardous waste control with training regarding the specific

Hazardous Material Control requirements as required by 29 CFR and 49CFR, as applicable.

C.11.12 Contractor Personnel Training and Certification Records

The Contractor shall establish and maintain a Personnel Training Program for all Formal and

Informal training, certifications, licenses and security clearance qualification information.

This program will identify all requirements, track completion/certification and monitor

C18 recurrent training/certification requirements for each employee. This program will comply with all applicable Standards and Regulations included, but not limited to paragraph C.5. All records shall be maintained at the Alliance Facility and will be made available for inspection by any authorized Government representative, upon request.

C.12 SPECIFIC REQUIREMENTS

C.12.1 PROGRAM MANAGEMENT

The Contractor shall develop a Program Management Plan to be submitted with the proposal and updated as changes and improvements are identified. A comprehensive review and update of this plan shall be completed annually, and submitted to the COR for review and acceptance.

C.12.1.1 Program Management Objectives

• Achieve all contract objectives and meet or exceed all contract, performance and regulatory requirements and standards throughout all areas of contract performance.

• Ensure the contract is adequately staffed with qualified personnel, and open positions are filled without delay or impact to contract objectives.

• Ensure responsive, timely, and appropriate action is taken to address all customer concerns.

• Identify, Evaluate, Recommend and Implement improvements identified to enhance

Safety, Quality, Efficiency and Cost-effectiveness in the performance of contract requirements.

C.12.1.2 Operations Program

The Contractor shall establish an Operations Program to include plans that address all aspects of Maintenance, Training, Flight, Mission and Administrative support required by this contract, to include the main operating site, field operating sites and other locations as deemed necessary. The Contractor shall provide recommendations for improved safety, efficiency and cost savings in the performance of all contract requirements.

Recommendations shall be submitted in writing for approval by the COR, or CO as necessary, prior to implementation.

C.12.1.3 Safety Management System and Quality Assurance Program Plan

C.12.1.3.1 General

The Contractor shall incorporate a Safety Management System with a commitment to

Safety Policy, Risk Management, Safety Assurance and Safety Promotion, and utilize these commitments to develop a comprehensive Quality Assurance Program Plan for all aspects of contract performance. This plan shall be submitted with the proposal and updated as changes and improvements are identified. A comprehensive review and update of this plan shall be completed annually, and submitted to the COR for review and acceptance. The

Safety Management System and Quality Assurance Program shall ensure an environment of Safety Awareness, Hazard/Risk Identification, Hazard/Risk Mitigation, Continuous

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Improvement, timely and satisfactory delivery of all products and services, while also providing adequate protection of personnel and property, and evaluation for efficiency and cost effectiveness. The Safety Management System and Quality Assurance Program shall meet the requirements and adhere to the Regulations, Standards and guidelines specified in

C.5.

C.12.1.3.2 Schedule of Inspections

The Contractor shall establish a schedule of self-inspections specifying the areas to be inspected on a scheduled and unscheduled basis; with special consideration for any Vendor that performs at least 50 percent scheduled or unscheduled maintenance events per aircraft or geographical area. No notice inspections shall be performed as necessary. The schedule shall contain the frequency of inspections, and the position/title of the individual(s) performing the inspection. The Schedule of Inspections shall be submitted as part of the

Safety Management System and Quality Assurance Program.

C.12.1.3.2 Documentation and Reports

The Contractor shall maintain records on the Main Operating Site to document all surveillance methods such as initial, follow-up, or related inspections conducted and the necessary corrective actions taken.

A. The Contractor shall complete and submit all Report of Findings for all initial, follow-up, or related inspections to document all internal reviews and inspections. The

Contractor shall document results of inspections conducted in inspection report format to include a discussion of any corrective action taken by the Contractor. The

Report shall be submitted on a quarterly basis and as requested by the COR. The

Contractor shall follow through to assure that all defects or omissions found are corrected.

B. The Contractor shall document all Safety Management and Quality Assurance related travel and submit a Trip Report to the COR within 5 days of the completion of each trip. The Trip Report shall consist of the following information as a minimum: Name and title of individual(s) in travel status, purpose of travel, destination of travel, duration of travel, summary of accomplishments, highlights and discrepancies found.

C.12.1.3.3 Contractor’s Performance Review

The Contractor’s on-site Program Manager and Quality Assurance Manager shall meet at…