Attach 3. PWS Flight Dispatch Services.pdf

Performance Work Statement (PWS)

Flight Dispatch Services US Army Aviation Battalion Japan

5 May 2023

1.0 SCOPE

The purpose of this Performance Work Statement (PWS) is to define the tasks to be accomplished for Flight Dispatch of three (3) UC-35 aircraft in support of US Army Aviation Battalion Japan. Crew dispatch support for approximately 2 missions per month, 30 legs per month, 360 legs per year + 5 revisions.

1.1 CONTRACT OVERVIEW & OBJECTIVES

The contractor shall provide Flight Dispatch Services and Support that shall provide the aircrew with access that is essential to international planning support and allow them to provide timely, relevant mission planning and execution details to support senior leaders anywhere in the world, providing maximum flexibility to their dynamic schedules, without breaking crew endurance policy.

1.2 GENERAL INFORMATION

1.2.1 QUALITY CONTROL

The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. As a minimum, the contractor shall develop quality control procedures that address the areas identified in “Services Summary Table”. Contractor shall submit a Quality Control Plan with the initial quote.

1.2.2 Quality Assurance (QA)

The government will evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). The QASP monitors the effectiveness, timeliness, and performance of the contractor. This plan details how the Government will evaluate the effectiveness of the contractor and outlines the performance threshold, and it defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s). Significant problems and risks shall be communicated immediately to the contractor’s management and the Contracting Officer.

1.2.3 Special Qualifications

Aircraft dispatchers shall have, at time of award, and maintain as a minimum, the following certifications and qualifications: Annual Federal Aviation Administration Flight Dispatcher Certification, International Procedures Certification, Global Decision II (GDSS II) Certification, Aircraft and Personnel Automated Clearance System (APACS) Certification, Foreign Clearance Guide Certification, Global Data Center (GDC) Certification, Rockwell Collins Flight Operation System (FOS) Certification, and Department of Defense Information Assurance Awareness Cyber Awareness Training/Certification.

1.2.4 Type of Contract

The government anticipates award of a firm-fixed price contract.

1.2.5 Non-Personal Services

The services required are non-personal in accordance with Federal Acquisition Regulation 37.101.

1.2.6 Work Hours/Holidays

The Contractor shall maintain an adequate workforce required 24/7/365 for the uninterrupted performance of all tasks defined within this performance work statement. Any deviation from this work schedule requires prior approval of the Contracting Officer Representative (COR).

The contractor shall perform Flight Dispatch Support on all recognized U.S. Holidays.

1.2.7 PERIOD OF PERFORMANCE

See Schedule.

1.2.8 PLACE OF PERFORMANCE

Performance shall be at the contractor’s facility.

1.2.9 Post Award Conference/Periodic Progress Meetings

The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At these meetings the contracting officer will apprise the contractor of how the government views the contractor's performance and the contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues.

These meetings shall be at no additional cost to the government.

1.2.10 Primary & Alternate Point of Contact (POC)

The Contractor shall provide the US Army Aviation Battalion Japan representative and Contracting Officer with a primary & alternate POC responsible for the performance of the services or work provided. The name of this person and an alternate(s) shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The POC and alternate shall be designated in writing to the Contracting Officer at least 24 hours after contract award.

1.2.11 Contracting Officer’s Representative

The COR will be nominated by the requiring activity and appointed by the Contracting Officer by separate letter. A copy of the COR’s appointment letter will be sent to the awarded Contractor, identifying the designated duties and limitations of the COR. The COR is authorized to conduct oversight on any and all tasks or requirements and report observations to the Contracting Officer. The COR is not authorized to change any terms or conditions in the contract that pertain to cost, schedule, performance, quality, quantity, or other legal aspects of the resulting contract.

2.0 PERFORMANCE REQUIREMENTS AND TASKS

The contractor shall provide support for Flight Dispatch Services. Contractor shall provide as many FAA Part 65 certified personnel as required to accomplish all aspects of mission planning and execution. Flight/Mission Planning system must be included and available to the customer so that the contractor and customer can plan and execute the same.

2.1 Flight Planning, Flight Dispatch, and Flight Following requirements:

Contractor shall maintain annual subscriptions to:

• Foreflight Military Flight Bag (MFB) and associated Military Charting Service (MCS) Subscription

• Foreflight Dispatch

• Proactive Flight Following Service

Subscriptions listed above are required to successfully interface flight planning, flight filing, and dispatch services and updates. These subscriptions provide a centralized system for all phases of flight planning and dispatch that integrates seamlessly with the ForeFlight MFB application used by US Army Aviation Battalion Japan pilots and aircrew. The above subscriptions allow integration of flight plan releases, dispatch services, and automatic emails containing any changes or flight updates directly to the aircrew and allows visibility to both the dispatcher and pilots without transmittal interruptions or external connectivity issues.

Contractor shall have the capability to plan worldwide missions for the UC-35.

2.2 FLIGHT PLANNING & DISPATCH SUPPORT Flight planning and Aircrew dispatch support.

2.2.1 FAA Part 65 certified dispatcher available 24/7/365 for flight following, execution, and mission planning of planned, no-notice, and short notice high priority missions. Contractor to provide as many FAA Part 65 certified personnel required to accomplish all aspects of mission planning and execution.

2.2.2 Dispatchers must be familiar with UC-35 operating procedures to include but not limited to the various configurations of the UC-35 fleet, departure/destination/alternate weather requirements, fuel policies, crew duty limitations, and the sensitivity of high visibility passengers aboard the UC-35.

2.2.3 Dispatcher provide necessary flight planning, briefings (Notice to Airman, Weather, flight Plans, etc.), and airfield information with regard to aircraft suitability on all departure and arrival runways and taxiways.

2.2.4 Upon notification from US Army Aviation Battalion Japan of a mission, the contractor shall create a mission folder on a secure (128-bit encryption) website, accessible from any internet/VPN connected computer or internet device. The encrypted website shall be the repository for mission flight plans, WX, NOTAMS, charting, DIPS status, PPR status, and airfield information. During the planning phase, information in the folder shall be immediately updated as changes are made to the mission, flight plans are modified, DIPS are requested and received, and other mission information and tasking is being worked. The initial mission planning or work-ups shall be provided for first review not more than 24 hours after mission information is provided to the contractor. Prior to filing the flight plans, the contractor shall validate NOTAMS, airfield operating hours and services, WX, routing, and DIPs. The contractor shall make final delivery of the mission package to include the following: Flight plans, WX, NOTAMS at time of filing/takeoff via the customized web-based system format.

• Mission Itinerary

• Diplomatic log with diplomatic clearance numbers, prior permission required (PPR’s), and slot times.

Contractor shall obtain slot times when required. Contractor will obtain PPR’s.

• A copy of the mission’s Aircraft and Personnel Automated Clearance System (APACS) message

• Messaging capability between unit and dispatch (Comm Center)

• Contact info for all pilots in the unit as well as dispatcher’s pertinent contact information

2.2.5 Contractor shall receive tasking from the tasking agency Point of Contact (POC). Contractor shall perform pre-execution mission analysis in order to ensure tasking is executable. The contractor will upload all mission related data and shall constantly update changes to the mission, flight plan modifications, status of DIPS, and other mission-related information. Upon receipt of a tasking from the tasking agency, the contractor shall:

• Perform an analysis of airfields and routes to be used on each sortie for the purposes of verifying airfield operational and physical suitability for the UC-35

• Establish the suitability of the route of flight based on historical wind data

• Identify limiting factors relative to aircraft operations and performance

2.2.6 The analysis and route development shall include potential/proposed en-route and destination alternate airfields (chock to chock). The analysis will be based on and compliant with:

• Tasking Agency direction

• DoD Foreign Clearance Guide (FCG) [+ other documents to be garnered from unit POCs]

• Aircraft operations manuals and performance data

• Communication, Navigation, Surveillance/Air Traffic Monitoring (CNS/ATM) equipment compliance

• DoD Flight Information Publications (FLIP) o Foreign Clearance Guide (FCG) o FLIP IFR Supplements o FLIP Area Planning o DoD Notice to Airmen (NOTAMS) o Diplomatic Clearances o Suitable approach/departure procedures

• Contractor shall request Foreign Terminal Instrument Procedure (FTIP) Reviews for approach/departure procedures when required (No DoD approach exists and airfield/country is not on the DoD Accepted Host Nation List).

• Applicable local airspace/airfield charts and procedures

2.2.7 Dispatcher running/rerunning of any flight plan to meet customer’s needs. Mission itineraries will change, on average, 5 times/changes between initial planning and actual execution. Required dispatcher initial response time to mission changes or customer queries through the message board will depend on when the change occurs: from initial planning up to 1 week prior to initial response from vendor to customer within 6 hours is required; from 1 week prior to execution to 5 hours prior to execution – initial response from vendor to customer within 2 hours is required;

from 5 hours prior to execution through execution – initial response from vendor to customer within 30 minutes is required.

2.2.8 Flight planning transmissions shall be transmitted through a dispatch service capable of providing an uninterrupted interface with ForeFlight Military Flight Bag, e-mail, and fax if required. This item must provide all required deliverables as well as provide the required updates and support necessary to maintain the services provided by the ForeFlight Military Flight Bag as current and fully functional.

2.2.9 Dispatcher filing of flight plans is required to be available 24/7/365.

2.2.10 Capability to obtain diplomatic clearance for overflight, arrival, and departure of foreign airspace required for high priority, high visibility missions inside and outside of host nation/countries published lead times, at times within only a few hours of being notified.

2.2.11 Dispatcher will review the Country/Airport AIP’s, Foreign Clearance Guide for Host Nation Lead Time & Validity requirements, Holiday Observances, Airport of Arrival/Departure, Entry/Exit waypoints/preferred route of flight information.

2.2.12 Capability to ensure GAT/OAT/Tactical routing/flight plans validate thru Host Nation airspace and abide Host Nation AIP’s, DoD Foreign Clearance Guide, Central Flow Management Unit (CFMU) avoiding any delays of airlift missions.

2.2.13 Capability to plan and avoid designated countries and other designated areas in order to accommodate approved diplomatic clearance restrictions.

2.2.14 Capability to store created flight plans for a minimum of 180 days.

2.2.15 Dispatcher shall coordinate at airfields for fuel and parking with verification that those services have an approved military contract.

2.2.16 Dispatcher shall ensure that Flight Plans are compliant with all ATC agencies to include military base operations locations and coordinate slot management where applicable.

2.3 Flight Filing.

Upon transmission of release, the contractor shall file the computerized flight plan (CFP) with [ATC] no later than 2 hours prior to scheduled take-off. When aircrew determines routing changes are required due to significant weather the contractor shall update the applicable flight release on the customized website within 1 hour of being notified.

2.3.1 Each flight release shall include the following, as applicable:

Work Item/Deliverable Definition Mission Planning The contractor shall track missions and make changes to flight plans/DIPS and other items as changes occur.

The contractor shall coordinate DIPS primarily using the APACS DIP filing system.

Prior Permission Required (PPRs) The contractor shall prepare, send and track PPRs (where required).

Diplomatic Clearances (DIPS) The contractor shall prepare, send and track DIPS (when necessary).

Flight Schedule (PAX) The contractor shall reference data from the Flight Schedule to begin the release process.

Minimum Equipment List (MEL) The contractor shall reference the MEL document in order to add/remove any MEL’s to the release and take into account any flight characteristic changes (i.e.

altitude or airspeed reductions).

Weather & NOTAMS (WX) Before a release is started, the contractor shall review all applicable weather and NOTAMS for the route of flight, covering all routes, boundary crossings, airfields (PODs, POAs, Alt, Diverts). Graphical WX Charting.

Departure Airport Minimums / Alternate (TO ALT) The contractor shall review departure airport RVR in order to determine applicability of a Takeoff Alternate.

(In accordance with Federal Aviation Regulation).

Destination Airport Minimums (DEST) The contractor shall review Destination weather for applicable planning minima.

Alternate Airport Minimums (ALT) The contractor shall review Alternate weather for applicable planning minima.

FIRs (FIR) The contractor shall review FIR NOTAMS for applicable planning minima.

Website Check The contractor shall confirm posting of each release to the customized website. The contractor shall fax each release to enroute aircrew when web access is not available.

Mission Ops eCharts (MOEC) for route The contractor shall provide a MOEC file that includes charting for the route of flight – enroute and terminal charting.

2.4 Foreflight Military Flight Bag, Foreflight Dispatch & Military Charting Service (MCS) (DoD Publications)

2.4.1 Contractor shall maintain annual subscriptions to Foreflight Dispatch, Foreflight Military Flight Bag and associated Military Charting Service (MCS) Subscription to successfully interface flight planning, flight filing, and dispatch services and updates. These subscriptions provide a centralized system for all phases of flight planning and dispatch that integrates flight releases and allows automatic emails containing any changes or flight updates directly to the aircrew and allows visibility to both the dispatcher and pilots without transmittal interruptions or external connectivity issues.

3.0 PERFORMANCE REQUIREMENTS AND TASKING.

The Contractor shall provide personnel and other resources necessary to perform flight planning and dispatch services in support of US Army Aviation Battalion Japan UC-35 aircraft in accordance with this PWS.

3.1 The Contractor shall follow all applicable documents and regulations.

4.0 GOVERNMENT FURNISHED ITEMS

4.1 The Government will provide the Contractor with mission tasking information, mission changes and other information required to accurately plan flight operations such as the following:

Work Item/Deliverable Deliverable

ID

Phase Delivery

Mission/Flight Schedule with load/passenger information

(SCHED) As Applicable w/Schedule

Flight Specific Minimum Equipment List (MEL) As Applicable

4.2 Performance Evaluation. The Contractor shall be evaluated in accordance with the Services Summary Table (S.S.) in Paragraph 4.2.1 of the PWS.

4.2.1 Services Summary Table

SS Number and

Performance Objective

PWS

Paragraph Performance Threshold Method of Assessment

SS# 1. Customer Access: Para. 2.2.1 No unavailability per month 100% inspection

Access is available 24/7/365 by all agreed upon communications means for in-flight support.

SS# 2. Initial Mission Planning:

Initial work-ups are provided for first review not more than 24 hours after information is provided to the contractor

Para 2.2.4

No initial work ups delivered later than 48 hours after initial notification per month

100% inspection

SS# 3. Mission Change Support:

Mission Change Support is available 24/7/365 when aircrew is using contractor’s release and/or flight plan

Para 2.2.7 Not more than one validated complaint per month Customer Complaints

SS# 4. Flight Plan Capabilities:

Flight plans are complete and available 24/7/365

Para 2.2.9 No dropped flight plans per month 100% inspection

SS# 5. Diplomatic Clearances:

Coordination provided for all FIR penetration, foreign overflight, and landing nations

Para 2.2.10 Para 2.2.11 Para 2.2.12

No Diplomatic Clearances missed per month 100% inspection

SS# 6. Fuel and Parking:

Fuel and parking coordinated at airfields with military contract verification

Para 2.2.15 No fuel or parking coordination missed per month

100% inspection

SS# 7. Flight Filing:

Flights are filed no later than 2 hours prior to scheduled take-off

Para 2.3 No missed filing per month 100% inspection

5.0

DEFINITIONS AND ACRONYMS

APACS - Aircraft and Personnel Automated Clearance System ATC – Air Traffic Control CFP – Computerized Flight Plan COR – Contracting Officer’s Representative DIP/DIPS – Diplomatic Clearances DoD – Department of Defense FAA – Federal Aviation Administration FIR – Flight Information Region FLIP – Flight Information Publications MEL – Minimum Equipment List MOEC – Mission Ops eCharts (Jeppesen electronic charting product) NOTAMS – Notice to Airmen POD – Point Of Departure POA - Point of Arrival PPRs – Prior Permission Required Clearances RVR – Runway Visual Range WX – Weather