Attachment 0008 - DCMA 8210-1D Contractor Flight and Ground Operations.pdf

Attachment 0008 W58RGZ-26-R-0029

DCMA INST 8210-1D

AFI 10-220

AR 95-20

NAVAIRINST 3710.1H

COMDTINST M13020.3B

DCMA Instruction 8210-1D

Contractor’s Flight and Ground Operations

Office of Primary Responsibility DCMA Aircraft Operations

Effective: February 6, 2023

Releasability: Cleared for public release

Incorporates and Cancels: All previous versions of this Instruction/Regulation, Defense Contract Management Agency Instruction (DCMA INST) 8210-1(series), Air Force Instruction (AFI) 10-220, Army Regulation (AR) 95-20, NAVAIR Instruction (NAVAIRINST) 3710.1(series), U.S. Coast Guard (USCG) Commandant Instruction (COMDTINST) M13020.3(series) are superseded by this Instruction for new contracts. Current contracts will follow existing contract requirements.

Internal Control: Not Applicable

Labor Codes: Not Applicable

Resource Page Link: https://www.dcma.mil/Customers/Aircraft-Operations-Resource- Page/

Approved by: David G. Bassett, LTG, USA, Director https://www.dcma.mil/Customers/Aircraft-Operations-Resource-Page/ https://www.dcma.mil/Customers/Aircraft-Operations-Resource-Page/

BY ORDER OF THE DIRECTOR, DEFENSE CONTRACT MANAGEMENT AGENCY,

COMMANDANT, U.S. COAST GUARD, AND THE SECRETARIES OF THE ARMY, THE

AIR FORCE, AND THE NAVY

//signed, November 15, 2022//

JAMES C. MCCONVILLE

General, United States Army Chief of Army

Official:

MARK F. AVERILL

Administrative Assistant to the Secretary of the Army

//signed, July 22, 2022// Carl P. Chebi Vice Admiral, USN Commander, Naval Air Systems Command

//signed, May 2, 2022// JOSEPH T. GUASTELLA Jr.

Lieutenant General, USAF Deputy Chief of Staff, Operations

//signed, January 23, 2023// Carola J. List Rear Admiral, United States Coast Guard Assistant Commandant for Engineering and Logistics

//signed, February 6, 2023// Sonya Ebright Deputy Director, Defense Contract Management Agency

COORDINATION: DCMA (DCMA-AO), Army (HQ AMC: AMPE-SF), Navy (ACC), Air Force (HQ AFMC/A3V), Coast Guard (ALC)

PURPOSE AND SCOPE. This issuance, in accordance with the authority in DoD Directive (DoDD) 5105.64 and DoD Instruction (DoDI) 5025.01:

• Establishes requirements for flight and ground operations involving all contracted work performed on aircraft where this Instruction is incorporated as a contract requirement,

• Establishes requirements for Government Flight Representatives (GFR) and the procedures to be followed by the GFRs,

• Describes the content of the contractor’s aircraft flight and ground operations procedures (hereafter identified as Procedures) and approval for these Procedures,

• Provides for the delegation of authority for such approvals, regardless of Service affiliation,

• Applies to contractor personnel whose responsibilities include duties under any contract which incorporates by reference or includes this Instruction, and to all GFRs appointed pursuant to those contracts,

• Has been coordinated with and concurred by the Military Services (hereafter referred to as the Services),

• Section 10 establishes policy and procedures to be followed by GFRs and does not establish any additional contractor requirements,

• References in this Instruction to Federal Aviation Administration (FAA) certifications or requirements may be substituted with applicable host nation equivalent certifications or procedures.

The lead command for each Service for contractor operations and all Service GFRs is:

• U.S. Army (USA) Army Materiel Command (AMC)

• U.S. Navy (USN) Naval Air Systems Command (NAVAIRSYSCOM)

• U.S. Marine Corps (USMC) NAVAIRSYSCOM

• U.S. Air Force (USAF) Air Force Materiel Command (AFMC)

• U.S. Coast Guard (USCG) Aviation Logistics Center (ALC) Pursuant to Section 552a of Title 5, United States Code (U.S.C.), also known as ‘The Privacy Act of 1974,’ affects this Instruction. This document requires the collection and or maintenance of information protected by the Privacy Act of 1974. The authority to collect and maintain the records prescribed in this Instruction are in Title 10, U.S.C., and implementing Service regulations.

CHANGES

Recommendations for changes should be submitted to HQ DCMA, ATTN: DCMA Aircraft Operations (DCMA-AO) (the Office of Primary Interest for this combined military Regulation/Instruction) for review. Changes must be coordinated with all Services and DCMA prior to incorporation into this Instruction. For specific guidance from each DoD Component, contact the following:

• HQ DCMA:

DCMA-AO (804) 279-6322

6090 STRATHMORE ROAD, BLDG 54

RICHMOND, VA 23237

• ARMY:

COMMANDER (256) 450-7165

U. S. ARMY MATERIEL COMMAND

ATTN: AMPE-SF, 4400 MARTIN ROAD

REDSTONE ARSENAL, AL 35898-5000

• NAVY:

COMMANDER (301) 342-7233

NAVAL AIR SYSTEMS COMMAND (ACC)

22187 ARNOLD CIRCLE, BLDG 401, RM 200

PATUXENT RIVER, MD 20670-1541

• AIR FORCE:

HQ AFMC/A3V (850) 882-7890

508 W CHOCTAWHATCHEE AVE, STE 4

EGLIN AFB, FL 32542-5713

• COAST GUARD:

COMMANDING OFFICER (252) 335-6191

AVIATION LOGISTICS CENTER

US COAST GUARD

1664 WEEKSVILLE RD BLDG 63

ELIZABETH CITY, NC 27909-5001

TABLE OF CONTENTS

Page

PURPOSE AND SCOPE

CHANGES

SECTION 1: RESPONSIBILITIES

1.1. Approving Authority

1.2. Commander Responsibilities

1.3. Government Flight Representative Responsibilities

1.4. Contractor Responsibilities

SECTION 2: PROCEDURES FOR WAIVERS AND APPROVALS

2.1. Waiver Requests

2.2. Approval Requests

2.3. Waivers to this Instruction

2.4. Service Guidance Waivers

2.5. Contract Change Requests

2.6. Processed Waivers

2.7. Waivers with Time Limits

2.8. Waivers to this Instruction Generated by the Government

2.9. Combat Operations

2.10. Waiver Authorities for this Instruction and Routing for

SECTION 3: PROCEDURES

3.1. Contractor's Written Procedures

3.2. Responsibilities

3.3. Questions of Interpretation

3.4. No existing Procedures

3.5. Locations with Multiple Versions of this Instruction

3.6. Modifying Contracts to Update to this Version of this Instruction

3.7. Guidance/Requirements for Procedures

3.8. Procedures Preparation, Format, and Content

3.9. Approvals

3.10. Changes

3.11. Review Requirements

3.12. Deficiencies

3.13. Noncompliance

APPENDIX 3A: PROCEDURES OUTLINE

SECTION 4: FLIGHT OPERATIONS

4.1. Flight Operations

4.2. Flight Management

4.3. Contract Flight Approval

4.4. Approved Flights

4.5. Flights not Under GFR Cognizance

4.6. Flight Supervision

4.7. Publications

4 8. CRO28

4.9. Crewmember/Non-Crewmember Approval

4.10. Crewmember Qualification Requirements

4.11. General Procedures

4.12. Crewmember Training Requirements

4.13. Crewmember/Non-Crewmember Ground Training Requirements

4.14. Crewmember Evaluations

4.15. Forms and Records

SECTION 5: GROUND OPERATIONS

5.1. Ground Operations

5.2. Preparation

5.3. GOPs

5.4. Qualification

5.5. FOD Prevention Program

5.6. Aircraft Engine/APU/GTC Operation

5.7. Engine/APU/GTC Qualification Program

5.8. Aircraft Ground Support Equipment (AGSE)

5.9. Vehicle and Powered Equipment Operation

5.10. Aircraft Servicing

5.11. Aircraft Ground Handling

5.12. Aircraft/Equipment Hydraulic Fluid Analysis Program

5.13. Weight and Balance

5.14. TO/Maintenance Manuals

5.15. Aircraft Records Management

5.16. Safe-for-Flight Release

5.17. Aircraft Related Explosives and Ordnance

5.18. Hangaring of Aircraft

5.19. UAS Ground Control Stations (GCS) and Ground Data Terminals (GDT)

SECTION 6: AVIATION SAFETY MANAGEMENT SYSTEM

6.1. Safety Management System (SMS) Program

6.2. Safety Policy

6 3. SRM54

6.4. Safety Assurance

6.5. Safety Promotion

SECTION 7: INFRASTRUCTURE AND SUPPORT

7.1. Infrastructure and Support

7.2. Contractor Infrastructure Evaluation

7.3. ARFF, Aircraft Facility Fire Response, and Facility Requirements at U.S. Service-

Controlled BPCS Locations

7.4. Documentation

7.5. ARFF and Aircraft Facility Fire Response

7.6. Aircraft Facilities

7.7. Infrastructure for Aircraft Operations Outside of U.S. Territory

7.8. Fuel Equipment, Storage, and Quality

7.9. Painting, Stripping, and Coating

7.10. Supporting Programs/Processes

SECTION 8: UNMANNED AIRCRAFT OPERATIONS

8.1. Unmanned Aircraft Operations

8.2. UA Operations Outside of Special Use Airspace

8.3. Flights Not Under GFR Cognizance

8.4. Aircrew Duty and Rest Limitations

8.5. Multiple Aircraft Qualifications

8.6. Simultaneous Operations

8.7. Crewmember Qualification Requirements

8.8. Contractor Flight Instructor and Flight Examiner Qualifications

8.9. Medical Qualification Requirements

8.10. Weather Minimums for all Flights

8.11. Emergency Procedures

8.12. Crewmember Ground Training Requirements

8.13. Medical/Physical Requirements for Ground Personnel

8.14. FOD Prevention Programs

8.15. Engine Runs by Ground Personnel for Groups 1 and 2 Electric Motor UAS

8.16. Aircraft Servicing for Electric Powered UAS

8.17. Aircraft Ground Handling

8.18. UAS GCSs and GDTs

SECTION 9: NON-STANDARD APPLICATIONS

9.1. Non-Standard Applications

9.2. COCO PAO/State

9.3. COGO Operations

9 4. FMS72

9.5. Other Foreign-Owned Aircraft

9 6. DCS72

9.7. Short-Duration/Limited-Scope Operations

9.8. Lease Agreements

9.9. Miscellaneous/Atypical Agreements

APPENDIX 9A: PROCEDURES MATRIX FOR CONTRACTOR-OWNED

AIRCRAFT PAO/STATE WITHOUT GFRC

SECTION 10: GOVERNMENT FLIGHT REPRESENTATIVES

10.1. GFR Procedures

10.2. GFR Qualifications

10.3. GFR Selection and Appointment

10.4. GFR Training

10.5. GFR/G-GFR Appointment

10.6. PCO Responsibility

10.7. ACO Responsibility

10.8. Contractor Field Team and Contract Logistics Support Operations

10.9. GFR General Responsibilities

10.10. Aviation Program Teams

10.11. Processing and Routing Waivers

10.12. Mishap Response

10.13. Subcontractor Flight Operations

10.14. CAS Responsibilities

10.15. GFR Routine Surveillance

10.16. Contractor Flight and Ground Operations Surveys

10.17. Other GFR Responsibilities

10.18. Infrastructure

10.19. Other Areas

GLOSSARY 1: DEFINITIONS

G.1.1. Aircraft G.1.2. Aircraft Acceptance G.1.3. Aircraft Identification Conventions G.1.4. Aircraft Operations G.1.5. Aircraft Operations (Types) G.1.6. Aircraft Operations (contract arrangements)

G.1.7. ARFF

G.1.8. Airworthiness G.1.9. Annual G.1.10. Approving Authority G.1.11. Army Nonstandard Aircraft

G.1.12. APT

G.1.13. ASO

G.1.14. Bailed Aircraft G.1.15. Care, Custody, Control, or Possession (CCCP) G.1.16. Certificate

G.1.17. COA

G.1.18. Check Flights

G.1.19. CSSO

G.1.20. Combat Operations

G.1.21. CAS

G.1.22. CASC

G.1.23. Contract Flight

G.1.24. CLS

G.1.25. CMO

G.1.26. Contracting Officer G.1.27. Contractor

G.1.28. CRO

G.1.29. Covered Aircraft G.1.30. Crewmember G.1.31. Engineering Test Flights G.1.32. Experimental Test Flights G.1.33. Flight Crews

G.1.34. Flight Operations G.1.35. Flight Services

G.1.36. FMS

G.1.37. FOD Prevention Definitions

G.1.38. GFR

G.1.39. GGR

G.1.40. GFE/Government-Furnished Property G.1.41. Ground Operations G.1.42. Ground Personnel G.1.43. Industrial Procedures

G.1.44. IPI

G.1.45. In The Open G.1.46. Integrated Maintenance G.1.47. Intent for Flight G.1.48. MTF (Army) G.1.49. May

G.1.50. MEP

G.1.51. Mixed Crews G.1.52. Must G.1.53. Non-crewmember G.1.54. Ordnance G.1.55. Orientation Flight

G.1.56. PC/PIC

G.1.57. Privileged Safety Information G.1.58. Procedures G.1.59. Program Manager G.1.60. Program Office G.1.61. Public Aircraft Operations G.1.62. Qualified G.1.63. Quality Procedures G.1.64. Rated G.1.65. Service Guidance G.1.66. Should G.1.67. Similar Aircraft G.1.68. Sortie G.1.69. Support Flights

G.1.70. SCA

G.1.71. Technical Data G.1.72. Test Aircraft

G.1.73. UA

G.1.74. UA Groups G.1.75. UA Observer

G.1.76. UAS

G.1.77. Workmanship Error

GLOSSARY 2: ACRONYMS

REFERENCES

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SECTION 1: RESPONSIBILITIES

1.1. Approving Authority. The Approving Authority will:

1.1.1. Appoint GFRs/Ground GFRs (G-GFR) for contractor aircraft operations where the contractor is required to comply with this Instruction.

1.1.2. Appoint alternate GFRs/G-GFRs when possible.

1.2. Commander Responsibilities. Contract administration services component (CASC) Commanders having the administrative responsibility for any contract or other legal agreement (e.g., Cooperative Research and Development Agreements (CRADA), Other Transactions, or Grants) containing this Instruction will ensure trained GFRs/G-GFRs and alternates are appointed by the Approving Authority to perform the Federal Acquisition Regulation (FAR)

42.302 (a)(56) Contract Administration Services (CAS) responsibilities.

1.3. Government Flight Representative Responsibilities. GFRs and G-GFRs perform the CAS function – FAR 42.302(a)(56) “Maintain surveillance of flight operations.” GFRs and G- GFRs are responsible for ensuring contractors establish and follow written Procedures in accordance with (IAW) this Instruction. Further GFR responsibilities are described in Section 10.

1.4. Contractor Responsibilities. Contractors are contractually required to ensure their responsibilities from this Instruction are fully met. Prime contractors must ensure their subcontractors comply with the applicable provisions of this Instruction.

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SECTION 2: PROCEDURES FOR WAIVERS AND APPROVALS

2.1. Waiver Requests. A waiver is written relief from a specific requirement. Waivers may be limited to specific contracts, locations, individuals or conditions. The contractor should request a waiver when specific requirements add cost or complexity to contract accomplishment without increasing safety or reducing Government’s risk, or when alternate procedures or requirements can be substituted which provide equivalent levels of safety, proficiency and/or risk mitigation.

The contractor must comply with the contract and this Instruction until the waiver is granted.

Procuring contracting officers (PCO) and administrative contracting officers (ACO) must not use the contract modification process for aviation contracts to waive this Instruction or Service Guidance requirements. Defense Federal Acquisition Regulation Supplement (DFARS) Part 228.3, Insurance, subpart 228.370 – Additional Clauses, describe the limits imposed on the PCO for modifying the clause at DFARS 252.228-7001, Ground and Flight Risk (GFRC). When issued, waivers must be attached to the Procedures. All waivers must be reviewed at least annually by the GFR to ensure the requirements for the waiver are still valid. There are three types of waivers that affect contractor aircraft operations: waivers to this Instruction; waivers to Service Guidance; and contract waivers.

2.2. Approval Requests. GFRs approve flights, crewmembers, and Procedures. Contractor approval requests refer to areas in this Instruction that require special attention from the GFR but are approved at the Service waiver authority (SWA) level. Examples include approvals for performing experimental test operations without having attended a U.S. military test pilot school (TPS), multiple aircraft qualifications, alternate aircraft rescue and firefighting (ARFF)/fire protection processes, and orientation flights. Routing for contractor approval requests will follow the same routing as paragraph 2.3.3

2.3. Waivers to this Instruction.

2.3.1. Waiver requests to this Instruction are generated by the contractor.

2.3.2. Content. Waiver requests are written on company letterhead, must be signed, and include a detailed justification for the waiver. Contractor must submit a risk management (RM) analysis and risk mitigation plan to reduce the risk to aircraft operations affected by the waiver. Waiver requests must be in written or electronic format. (USAF: To expedite the waiver process, contractors should document/submit waiver requests on an AFMC Form 73, “AFMC Waiver and Approval Request.”)

2.3.3. Routing. Send all requests for waivers to this Instruction to the GFR. The GFR must ensure the ACO receives a copy of the waiver package. Service GFRs must forward waiver requests with recommendations directly to the waiver authority. (USAF: If the AFMC Form 73 is used, the GFR will be listed as the Action Officer in Section 1. The GFR must indicate their concurrence or non-concurrence (with or without comment) with the contractor waiver request.)

DCMA GFRs will incorporate the contractor’s request into the appropriate DCMA-AO forms and will forward waiver requests with recommendations through their chain of command to DCMA-AO. DCMA-AO will evaluate the waiver, make recommendations, and forward it to the waiver authority of this Instruction.

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2.4. Service Guidance Waivers.

2.4.1. Waivers to Service Guidance are generated by the contractor.

2.4.2. The use of Service Guidance in a contract is intended to align the contractor’s flight and ground operations risk levels with the risk accepted by the Services. Though “contractor” aircraft operations may not have been considered when Service Guidance was developed, contractors must comply with the Service Guidance as written (when required by this Instruction) or seek relief through the waiver process. Use this process when requesting relief from requirements of Service Guidance.

2.4.3. Content. Waiver requests are written on company letterhead, must be signed, and include detailed justification for the waiver. Contractor must submit a RM analysis and risk mitigation plan to reduce the risk to aircraft operations affected by the waiver. Waiver requests must be in written or electronic format. (USAF: To expedite the waiver process, contractors should document/submit waiver requests on an AFMC Form 73.)

2.4.4. Routing. From the contractor’s viewpoint the routing process for Service Guidance is the same as for waivers to this Instruction. Once the waiver package is received by the waiver authority for this Instruction, they will forward it with recommendations to the appropriate Service Guidance waiver authority for final approval or disapproval. (USAF: If the AFMC Form 73 is used, the GFR will be listed as the Action Officer in Section 1. The GFR must indicate their concurrence or non-concurrence (with or without comment) with the contractor waiver request.)

2.5. Contract Change Requests. These requests are routed through the ACO to the PCO for action. If the contract change relates to aircraft operations, route requests generated by contractors through the GFR. The GFR will forward the requests with recommendations to the

ACO.

2.6. Processed Waivers. If approved, the GFR must provide a copy of the approved waiver to, and discuss the scope of the waiver with, the ACO. Processed waivers will be communicated directly to the contractor, from the GFR, with a copy to the ACO.

2.7. Waivers with Time Limits. Contractors should ensure that waivers that are within 90 days of expiring are resubmitted if the original requirement for the waiver still exists. This will ensure no disruptions in contractor aircraft operations occur due to the waiver expiring. When a waiver expires, contractors are bound by the original contract, Service Guidance, and this Instruction.

2.8. Waivers to this Instruction Generated by the Government. See paragraph 10.11.2, for waivers related to requirements for Government personnel in this Instruction (e.g., G-GFR rank waiver request).

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2.9. Combat Operations. The SWA does not have the authority to allow, or approve a waiver which allows, the contractor to place the government aircraft into a situation of expected loss.

Examples are weather related (thunderstorm penetration) or fuel (continue operations below designated bingo, minimum, or emergency fuel). To operate in this manner (e.g., IAW published Special Instructions) requires specific contract language to relieve the contractor from the requirements of DFARS (GFRC) and GFR oversight of flight operations.

2.10. Waiver Authorities for this Instruction and Routing for Service Guidance.

2.10.1. Army - U. S. Army Materiel Command, ATTN: AMPE-SF, 4400 Martin Rd., Redstone Arsenal, AL 35898-5000.

2.10.2. Navy/USMC - Commander, Naval Air System Command. Forward requests to:

Commander, Naval Air System Command, ACC, 22187 Arnold Circle, BLDG 401, RM 200, Patuxent River, MD 20670-1541.

2.10.3. Air Force - Headquarters Air Force Materiel Command, HQ AFMC/A3. Forward requests to HQ AFMC/A3V, 508 W. Choctawhatchee, Eglin AFB, FL 32542-5713.

2.10.4. Coast Guard - Commanding Officer, USCG ALC, 1664 Weeksville Road Building 63, Elizabeth City, NC 27909-5001.

2.10.5. General Services Administration (GSA) Administered Contracts. The Service that places/funds the Purchase Order through a GSA contract vehicle is the SWA.

2.10.6. Non-Signatory Waiver Authorities. When a contract that includes this Instruction is issued by an organization not listed as a signatory to this Instruction (e.g., National Aeronautics and Space Administration, Drug Enforcement Agency, Department of Homeland Security, Missile Defense Agency, foreign governments), contact the organization issuing the contract for guidance on identifying the appropriate waiver authority.

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SECTION 3: PROCEDURES

3.1. Contractor's Written Procedures. Contractors must develop written Procedures to mitigate the risk of aircraft loss or damage during contracted aircraft operations. The requirement to develop and follow Procedures is a contractual requirement and applies independently of the Government’s assumption of risk via the GFRC. Compliance with Procedures is required whenever contractors perform aircraft ground or flight operations under contract. Conducting aircraft operations prior to GFR written approval of the Procedures for those specific aircraft operations may constitute a contractual non-compliance. Aircraft operations conducted without approved Procedures may be considered to place the aircraft under unreasonable conditions and may be grounds for withdrawal of the Government’s assumption of risk as described in the GFRC.

3.2. Responsibilities. The contractor is responsible for writing, implementing and enforcing its Procedures, and identifying and correcting deficiencies.

3.2.1. Subcontractors. The prime contractor is responsible for all contract requirements subcontracted or delegated to other sources. The prime contractor has the responsibility for ensuring that the subcontractor has procedures in place to implement the requirements of this Instruction. The prime contractor must review and sign any subcontractor Procedures.

3.2.2. Access to Contractor’s Facilities. The Prime contractor must provide the GFR and aviation program team (APT) access to the aircraft and facilities upon request and without delay during the contractor’s work hours. If the contractual work is subcontracted to another company, the Prime is responsible to ensure that the GFR and APT have the same privilege to enter the subcontractor's facilities, and the same access to the aircraft being worked. Access is limited to those areas directly related to aircraft operations under this Instruction IAW FAR 52.246.

3.3. Questions of Interpretation. A difference of interpretation between the contractor and GFR concerning the Procedures or this Instruction should be raised in writing (email is acceptable). Send all requests for interpretation through the GFR. Service GFRs must forward interpretation requests with recommendations directly to the waiver authority. DCMA GFRs will forward interpretation requests with recommendations through their chain of command to DCMA-AO. Interpretations will be disseminated in writing back to the GFR, ACO, and the contractor.

3.4. No existing Procedures. For specific contractor aircraft operations with no existing approved Procedures, or where approval has been withdrawn, the contractor should provide those Procedures, to the GFR for approval as soon as possible. Procedures may be approved in sections, however contractors are not authorized to conduct ground operations until the specific procedure has been approved. Flight operations are prohibited until all Procedures have been approved (conditional or full approval).

3.5. Locations with Multiple Versions of this Instruction. Where contractors have multiple contracts that contain older versions of this Instruction, they are bound by the specific version required in each contract. In lieu of maintaining separate Procedures for each contract, contractors may request a contract modification for the older contracts to upgrade to the latest version of this Instruction.

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3.6. Modifying Contracts to Update to this Version of this Instruction. Contractors are encouraged to request an update of older contracts to the latest version of this Instruction.

Updates of this scope will require a contract modification. If a contract modification is issued that requires a more recent version of this Instruction, the contractor may operate for 90 days using the existing version of this Instruction and the associated approved Procedures.

3.7. Guidance/Requirements for Procedures.

3.7.1. Should a conflict occur in the contract between sources of guidance, the following hierarchy must be used in descending order: this Instruction, Service Guidance, and the Procedures. When several of these sources provide guidance that do not conflict but are different, the most restrictive of the sources must be followed. Contracting officers cannot modify any of the requirements of this Instruction or Service Guidance through contract text except as specified in the DFARS 228.370 or the GFRC. If it is discovered that the contract substantially alters the requirements of this Instruction or Service Guidance, elevate concerns to the Waiver Authorities for this Instruction. Contractors must not use Procedures to make specific requirements less restrictive than they appear in this Instruction.

3.7.2. Use of Service Guidance. Where Service Guidance is included in the contract or listed in paragraph G.1.65, the contractor’s Procedures must comply with that Service Guidance.

Contractors are encouraged to base the rest of their Procedures on any available standards (e.g., commercial standards, instructions, manuals, technical directives (TD), technical orders (TO), Programs of Instructions). For all aircraft operations, contractors are bound only by that Service Guidance that is applicable to the aircraft operations being performed under contract. In the development of Procedures, the contractor, GFR, and Program Office should work together closely to ensure that the correct, applicable Service Guidance is used. If Service/commercial standards are not available for a unique aircraft, test program, or flight/ground operation, the contractor must recommend procedures similar to standards for a similar aircraft and/or operation for GFR approval.

3.7.2.1. At locations with multiple Service contracts, the GFR and contractor may elect to specify general guidance from a single source for basic flight rules, evaluations, etc. The contractor is encouraged to develop a common set of Procedures. This will require the contractor to request contract modifications and/or waivers.

3.7.2.2. The GFR, in concert with contractor management personnel, should ensure that existing Procedures are modified, if required, when pertinent Service Guidance changes. This may require a contract change.

3.7.3. Core/Enterprise Procedures. Some contractors develop overarching “Core” procedures to ensure aircraft operations are uniform throughout their multiple locations. When Core procedures do not address site/aircraft specific operations, each site using the Core procedures must address those procedures unique to the specific site and/or aircraft. The Core procedures are treated the same as any referenced procedures (see paragraph 3.8).

3.7.4. Ground Operations Procedures (GOP) for New Production Aircraft. The GFRC delineates when the Government’s assumption of risk of loss begins for new production aircraft.

Though the Combined Instruction applies irrespective of the Government’s assumption of risk, many GOPs have no applicability and are not required prior to when Government liability is attached via the GFRC. Contractors will provide GOPs for the following processes that are

16 of performed when an aircraft is not "in the open" (i.e., not yet a “covered aircraft” IAW the 2023 GFRC): Foreign object damage (FOD) Prevention Program (commensurate with the risk);

Aircraft Servicing; Weight and Balance; and Aircraft/Equipment Hydraulic Fluid Analysis Program.

3.7.5. Contractors perform flight and ground operations not specifically mentioned in this Instruction; however, all aircraft operations (excluding industrial or quality procedures) that introduce increased risk to the aircraft must be addressed in the Procedures (e.g., de-icing). The addition of a new procedure not identified within this Instruction requires concurrence by the GFR and contractor; if either party disagrees, exercise the process described in paragraph 3.3

3.7.6. Procedures for Non-Standard Applications. Procedures may be required for non-standard applications such as foreign military sales (FMS), Lease Agreements, CRADAs, Bailments, contractor-owned/contractor-operated (COCO) operations, etc. See Section 9 for Procedures requirements for these contractor operations.

3.7.7. Procedures for integrated maintenance or contractor logistics support (CLS) contracts on a base, post, camp, or station (BPCS) location may be written to enhance Government and contractor integration. Contractors may use available U.S. Government Service processes, at the point of execution, in order to fulfill procedural requirements unless the contract specifically requires otherwise. If local U.S. Government Service processes are leveraged, the contractor must adhere to local policies associated with the provided service.

3.7.8. Contractor-owned aircraft flying civil aircraft operations (CAO) (i.e., non-public aircraft operations (non-PAO)) follow civil rules. GFRs do not provide oversight for, or approval of, CAO.

3.8. Procedures Preparation, Format, and Content. The contractor must prepare and maintain specific written Procedures, separate and distinct from industrial or quality procedures, which describe aircraft flight and ground operations at all operating facilities. If the contractor references existing company Core/Enterprise Procedures, operating instructions, etc., in these Procedures to fulfill the requirements of this Instruction, the referenced document(s) must be made readily available for review and the sections referenced become part of the contractor’s Procedures for the purposes of this Instruction. Because such referenced documents are now part of the contractor’s Procedures, approval of the Procedures constitutes approval of the referenced documents or those listed sections of the documents. Procedures must address configuration control for referenced documents. Changes to referenced documents affecting process or procedure must be provided to the GFR for review prior to publication. Administrative or maintenance changes to referenced documents not affecting process or procedure do not need GFR approval prior to publication; however, the GFR must be notified of the changes made.

3.8.1. Content. Some paragraphs within this Instruction are directive in nature, provide general guidance, require the contractor to develop procedures, or a combination of these things.

Contractor’s Procedures must include all items from this Instruction that establish a requirement for procedures, item-by-item, as applicable to the contract. Appendix 3A, Procedures Outline, is provided to the 3rd bullet level paragraph, however, lower-tier sub-paragraphs must be addressed as applicable. Appendix 3A also provides direction on how to address Sections and additional guidance for some paragraphs. The Procedures must:

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3.8.1.1. Provide specific guidance describing activities and requirements of this Instruction and contractual provisions pertaining to safety, flight, and ground operations applicable to all aircraft for each specific contractor operation and location;

3.8.1.2. Describe in detail how the contractor ensures that individuals perform only duties they are qualified and authorized to perform;

3.8.1.3. Adequately explain all aspects of a given operation to include (as appropriate) the purpose, scope, and steps to accomplish the task;

3.8.1.4. Identify the office/title of individual or organization responsible;

3.8.1.5. Include requirements to verify the successful completion of the procedure, when appropriate.

3.8.2. Format. Contractors must use one of the approaches listed in paragraphs 3.8.2.1 or 3.8.2.2 for Procedures. Items listed in Appendix 3A that are not applicable to a specific contract/location may be place marked as N/A, with explanation if needed. When addressing individual processes, the contractor may either develop the procedure itself or cite other documents that satisfy the Procedure requirement (see paragraph 3.8). Contractors with separate functional organizations responsible for flight and ground operations may divide their Procedures into parts (e.g., flight operations procedures (FOP), GOPs, and safety procedures (SPs)). Procedures may be in digital format.

3.8.2.1. Organize Procedures to follow the order, structure, and paragraph numbering of this Instruction. For paragraphs listed in Appendix 3A from Sections 4, 5, 6, and 7, paragraph numbering must be maintained to at least the 3rd bullet level. It is not mandatory to maintain lower tier sub-paragraph structure; those requirements may be addressed within the parent paragraph. Paragraphs not listed in Appendix 3A do not require specific written procedures;

rather, they would be placeholders (marked N/A) or used for information/introductions for flow.

Example: Paragraphs 5.1 through 5.3 could be simply “N/A” and paragraph 5.5., FOD Prevention Program, would appear in the Procedures for flow (most likely as a title or introduction to the section), but the actual FOD prevention program procedures would be addressed in the appropriate sub-paragraphs of 5.5 (e.g., 5.5.1, 5.5.2).

3.8.2.2. Organize Procedures at the discretion of the contractor. The contractor will provide a “Table of Contents” that follows the order and structure of this Instruction. The Table of Contents will provide a paragraph cross reference to the location that satisfies each Procedure requirement.

3.9. Approvals.

3.9.1. Contractor forwards the completed Procedures for each location to the cognizant GFR for approval.

3.9.2. Contractor identifies to the GFR a single point of contact with cognizance over the functional organizations (flight, ground, safety) involved and who can coordinate approval issues.

3.9.3. Contractor maintains current copies of the approved Procedures at each operating location.

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3.9.4. GFRs may conditionally approve a contractor’s Procedures in cases where the contractor is making progress towards a complete and satisfactory set of Procedures but schedule constraints make the conditional approval of Procedures advisable. The GFR will document approval/disapproval of the Procedures. If other than full approval, the GFR will provide the conditions of the approval and/or reasons for disapproval to the contractor.

3.9.5. The GFR is not responsible for processes or compliance related to other industrial standards and/or procedures such as building and fire codes, insurance requirements, Occupational Safety and Health Administration, Aerospace Standard 9100 (AS9100), “Quality Management Systems – Requirements for Aviation, Space, and Defense Organizations,” etc.

These types of industrial processes may be found in the Procedures or referenced by the Procedures for clarity or for the convenience of consolidation; however, the GFR's approval of Procedures is only concerned with the protection of aircraft covered under the contract. The GFR's approval is not in any way an acceptance, on the GFR’s part or on the part of the U.S.

Government, of liability for other responsible parties (e.g., fire marshal, insurance, building inspectors).

3.10. Changes. All proposed changes must be submitted to the GFR in writing (email is authorized). Approved changes must be incorporated into all copies of the Procedures. Changes are not in effect until the GFR approves them.

3.11. Review Requirements. Contractors must (at least every 12 months):

3.11.1. Conduct a review of their Procedures. Source documents referenced in the Procedures per paragraph 3.8, must be reviewed to ensure they are still valid, however they need not be re-dated to the date of the Procedures themselves.

3.11.2. Verify the safety and effectiveness of each procedure.

3.11.3. Assess changing Service Guidance and its effect.

3.11.4. At the completion of the review, recommended changes must be forwarded to the GFR for approval.

3.12. Deficiencies. The GFR must notify the contractor if he/she finds deficiencies or inadequacies in the Procedures. Failure to correct the deficiency within the specified time identified in the GFR's notification is grounds for withdrawal of the approval of the Procedures, contractor flight operations, and/or crewmembers.

3.13. Noncompliance. Failure to comply with approved Procedures must be rectified in a timely manner. The Government reserves the right to take such action as may be necessary to preserve the safety and security of the aircraft. The contractor must respond in a timely manner when notified of an observed non-compliance. Corrective actions must correct root causes.

Continuation of noncompliant aircraft operations is unacceptable and may be considered an unreasonable condition for aircraft in the open (“covered aircraft”), within the meaning of the contract, and may be considered grounds for withdrawal of the Government’s assumption of risk for loss or damage to Government aircraft. Withdrawal of the Government’s risk must be accomplished IAW the applicable contract wording.

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APPENDIX 3A: PROCEDURES OUTLINE

The purpose of this outline is to provide a ready reference for those paragraphs that establish a requirement for procedures and for other paragraphs that must be addressed in the Procedures. It also provides contractors with the expected structure for Procedures and some clarifying guidance. Some paragraph titles listed in this outline may not exactly match the text in this Instruction and are included only as a convenient reference to the paragraphs’ purpose. This outline does not negate the contractor’s responsibility to comply with the requirements of this Instruction, even when a paragraph is not listed.

Section 1: RESPONSIBILITIES Contractors need not address the Responsibilities Section in their Procedures.

Section 2: PROCEDURES FOR WAIVERS AND APPROVALS

Contractors need not address the Waivers and Approvals Section in their Procedures. Including waiver procedures as a ready reference or adding organizational specific processes is acceptable.

However, if included, the GFR approval of the Procedures does not extend to waiver process.

Though not required to do so, contractors and GFRs should always use the waiver process in the most recent version of this Instruction. Failure to do so could result in delays in waiver processing. The waiver administrative process is not directive in nature. It merely defines the current process with the most current contact information.

Section 3: PROCEDURES This Section provides overarching guidance and requirements for the development of Procedures and need not be addressed in the Procedures except as noted in the following paragraphs.

3.7.5. Flight and ground operations not specifically mentioned. Include any procedures added to address the requirements of paragraph 3.7.5. These procedures may be placed in the appropriate section of the contractor’s Procedures for ease of use and clarity. For example, if de-icing procedures were added, they could be located in Section 5 of the Procedures.

3.8. Procedures Preparation, Format, and Content. Address configuration control of referenced documents. Subparagraphs of 3.8 need not be addressed.

3.9.2. Procedures POC.

Section 4: FLIGHT OPERATIONS

4.2.1. General flight rules. A simple statement listing which Services’ guidance aircrews must follow is sufficient.

4.2.2. Contractor flight planning.

4.2.3. Flight profiles.

4.3.1. GFR approval.

4.3.3. Flights with Multiple Contractors/Multiple Contracts.

4.5. Flights not Under GFR Cognizance.

4.6.1. Allow for communication.

4.6.2. Identify flight areas.

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4.6.3. Safe-for-flight release.

4.6.4. Record keeping for supersonic flights.

4.6.5. Documentation of certificates, licenses, and permits.

4.6.6. Mixed crew flights.

4.6.7. Minimum crew requirements.

4.6.9. Aircrew duty and rest limitations.

4.6.10. Other aircrew restrictions.

4.7.1. Flight crew information file.

4.7.2. Current publications.

4.8. CRO.

4.9.3. Government approval for crewmember qualification and training.

4.9.4. Government approval for crewmember status.

4.9.5. Multiple aircraft qualification.

4.9.6. Contractor approval for non-crewmember status.

4.9.7. Removal from crewmember status.

4.10. Crewmember qualification requirements. Contractors need not address these paragraphs.

Including these procedures as a ready reference or making them more restrictive is acceptable.

4.11.1. Airfield operations.

4.11.2. Weather requirements.

4.11.4. Flight operations restrictions.

4.11.5. Filing of flight plans.

4.11.6. Arming and disarming.

4.11.7. Live fire, laser, and gunnery operations.

4.11.8. Night vision/low light operations.

4.11.9. Aircrew flight equipment.

4.11.10. Experimental and engineering test operations.

4.11.11. Aircrew and contractor response to emergencies.

4.11.12. Aircrew and flight briefing guides.

4.11.13. Mission briefings (Army).

4.11.14. Weight and balance.

4.11.15. Aircrew FOD awareness.

4.12.1. Initial qualification training.

4.12.2. Crewmember currency and/or proficiency requirements.

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4.12.3. Multiple aircraft qualification currency requirements.

4.12.4. Night and IMC.

4.12.5. Special flight events.

4.12.6. Periods of reduced flight time availability.

4.12.7. Re-currency/re-qualification.

4.13. Crewmember/non-crewmember ground training requirements.

4.13.1. Crewmember and non-crewmember requirements.

4.13.2. Additional requirements for crewmembers.

4.14. Crewmember evaluations.

4.14.1. General.

4.14.2. Flight Evaluations.

4.15.1. Requests for flight approval.

4.15.4. Records (crewmember).

4.15.5. Records (non-crewmember).

Section 5: GROUND OPERATIONS

5.4. Qualification.

5.4.1. Training plan.

5.4.2. Employee qualification records.

5.4.3. Testing.

5.4.4. Recurring training.

5.4.5. Initial and annual egress.

5.4.6. Medical/physical. Document ground operations positions requiring physicals.

5.5.3. FOD prevention meetings.

5.5.4. FOD prevention procedures.

5.7. Engine/APU/GTC qualification program.

5.7.1. Engine/APU/GTC qualification requirements.

5.7.2. Engine/APU/GTC currency/proficiency.

5.7.3. Engine/APU/GTC/motoring/windmill run certifiers.

5.8.1. Indirect support AGSE.

5.8.2. Direct support AGSE.

5.8.3. Small unmanned aircraft systems.

5.9. Vehicle and powered equipment operation.

5.10. Aircraft servicing.

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5.11. Aircraft ground handling.

5.11.1. Towing.

5.11.2. Marshalling.

5.11.3. Parking, mooring and tie down.

5.11.4. Jacking.

5.11.5. Hoisting.

5.11.6. Taxiing by ground personnel.

5.12. Aircraft/equipment hydraulic fluid analysis program.

5.12.1. Hydraulic fluid contamination.

5.12.2. Sampling.

5.12.3. Testing methods.

5.12.4 Documentation of testing results.

5.12.5. Required actions for abnormal results.

5.13. Weight and balance.

5.13.1. Maintenance.

5.13.2. Automated weight and balance.

5.13.3. Documentation of results.

5.14. TOs/maintenance manuals.

5.15. Aircraft records management.

5.16. Safe-for-flight release.

5.16.1. Appointment.

5.16.2. Process for release.

5.16.3. Review items.

5.16.4. Release documentation.

5.17. Aircraft related explosives and ordnance.

5.18. Hangaring of aircraft.

5.18.1. Aircraft fuel status.

5.18.2. Methods to ensure lower explosive limit.

5.18.3. Purging requirements.

5.18.4. Special hangar considerations.

5.19. UAS Ground Control Stations (GCS) and Ground Data Terminals (GDT).

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Section 6: AVIATION SAFETY MANAGEMENT SYSTEM

6.2. Safety Policy.

6.2.1. Procedures.

6.2.2. Designate ASO.

6.2.3. Safety philosophy.

6.2.4. Privileged data.

6.3. Safety risk management.

6.3.1. Flight and aviation ground risk management.

6.3.2. Aviation safety council.

6.3.3. Severe weather.

6.3.4. BASH Program.

6.3.5. MACA Program.

6.4. Safety assurance.

6.4.1. Internal procedural audits/surveillance.

6.4.2. Aircraft damage reporting procedures.

6.4.3. Aircraft mishap notification procedures.

6.4.4. Mishap response plan.

6.5. Safety promotion.

6.5.1. Flight safety meetings.

Section 7: INFRASTRUCTURE AND SUPPORT

7.2. Contractor infrastructure evaluation. This paragraph does not require a procedure but may generate a report from the contractor.

7.5.2. Contractor fire prevention/ARFF focal point. This paragraph does not require a procedure unless the contractor wishes to provide a procedure for their ARFF focal point to use to perform the required functions.

7.5.3. Use of outside agencies.

7.6.2. Contractors at government owned contractor operated facilities. This paragraph will generate a report and procedures for operational considerations.

7.7.1. FMS. Applicable procedures required by this paragraph will be addressed in the corresponding paragraphs of this Section.

7.7.2. U.S. Government Aircraft. Applicable procedures required by this paragraph will be addressed in the corresponding paragraphs of this Section.

7.8. Fuel equipment, storage, and quality.

7.8.1. Use of outside agency to provide aircraft fuel.

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7.8.2. Fuel acquired from FBO.

7.8.3. Fuel acquired from a U.S. Service or host nation.

7.8.4. Fuel acquired from other sources.

7.8.5. Contractor controlled/managed fuel operations.

7.9. Facilities for painting, stripping, and coating.

7.10. Supporting programs/processes.

Section 8: UNMANNED AIRCRAFT OPERATIONS This Section provides special requirements and guidance for UAS operations. The applicable paragraphs in this Section need only be addressed in the corresponding paragraphs from Sections 4 and 5. There is no need for the contractor’s Procedures to have a specific Section 8.

Section 9: NON-STANDARD APPLICATIONS This Section provides guidance on how to apply this Instruction to various unique contract situations. The applicable paragraphs in this Section need only be addressed in the corresponding paragraphs from Sections 4, 5, 6 and 7. There is no requirement for the contractor’s Procedures to have a specific Section 9.

Section 10: GOVERNMENT FLIGHT REPRESENTATIVES Contractors must not include Section 10 in the Procedures.

Glossary 1: DEFINITIONS Contractors need not address the Definitions from this Instruction in their Procedures, however, including them as a ready reference is acceptable. If any definitions from this Instruction are included, they must not be changed from the language of this Instruction. Adding organizational specific definitions is acceptable. GFR approval of the Procedures does not extend to any definitions.

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SECTION 4: FLIGHT OPERATIONS

4.1. Flight Operations. This Section applies to all Contractor Requesting Officials (CRO), crewmembers and non-crewmembers. It applies to all flights under contract regardless of who is on board or operating the aircraft. Optionally piloted aircraft will be treated as unmanned aircraft systems (UAS) when unmanned. Section 8 provides additional requirements for UAS operations. Paragraphs in this Section with specific requirements related to UAS operations are marked with “(UAS)”. The referenced Section 8 paragraphs supplement or replace certain requirements in this Section. Paragraphs marked “(UAS NA)” do not apply to UAS operations.

4.2. Flight Management.

4.2.1. General Flight Rules. Contractor flight operations must follow Service Guidance.

4.2.2. Contractor Flight Planning. The contractor must have a flight planning process that allows crewmembers to properly plan flights. An area should be provided allowing privacy for the aircrew, enabling a thorough, uninterrupted briefing and discussion of the mission.

Government provided flight planning areas meet this requirement.

4.2.3. Flight Profiles. Flight profiles must be prepared for all flights and must detail planned flight checks and events, to include proficiency training and the specific geographical areas or point-to-point routes to be used. Design flight profiles to allow the maximum possible use of ground radar monitoring/advisories, radio communications (status reports at established intervals) or chase aircraft to monitor aircraft position and status. For Flight Services contracts, an approved flight schedule constitutes a flight profile.

4.3. Contract Flight Approval.

4.3.1. GFR approval is required for all contract flights under this Instruction. The Government does not assume the risk for loss under the GFRC for any flight which has not received prior written approval by the GFR. Procedures must delineate processes that ensure flight schedules are developed, and Requests for Flight Approvals submitted, with sufficient lead time to preclude interruption to either Government or contractor operations. Under normal situations, submitting requests during the workday prior to the day of the scheduled flight is considered sufficient lead time.

4.3.2. Embedded Flight Operations. When contractor personnel performing contract activities fly on aircraft owned and operated by a Service organization, the GFR does not authorize the flight. These operations are considered “flight services.” A DD Form 3062, “Request for Flight Approval,” (or GFR-approved alternate) listing only contractor personnel must be approved by the cognizant GFR to authorize contractor personnel participation in the flight(s), document contractor personnel qualifications, facilitate the Service organization’s flight management processes, and activate the Government’s assumption of risk IAW DFARS 252.228-7001.

4.3.3. Flights with Multiple Contractors/Multiple Contracts. The GFR approving flights involving a mixture of contractors and/or contracts must direct which Procedures the aircrew will follow.

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4.4. Approved Flights. Flights approved by the GFR must be:

4.4.1. Conducted by current and qualified crewmembers and non-crewmembers (except as noted in paragraphs 4.12.1 and 4.12.7) in an approved flight area, route, and specified profile.

4.4.2. Performed according to an approved mission profile or test plan, and within applicable safety and engineering limitations. Experimental and engineering test flights require a specific test plan.