Attachment 2 - Performance Work Statement.pdf

Performance Work Statement (PWS) Electro/Optical Infrared Sensor Systems (ESS), Star III and SAFIRE 380HD Repair Support Services

PERFORMANCE WORK STATEMENT

(PWS)

For the Electro/Optical Infrared Sensor Systems (ESS), STAR III and SAFIRE 380HD Repair Support Services

Prepared by:

United States Coast Guard (USCG), Aviation Logistics Center (ALC)

Engineering Services Division (ESD) 1664 Weeksville Road, Building 78

Elizabeth City, NC 27909

1.0 General

1.1 Background

The United States Coast Guard (USCG) requires repair services for the Electro/Optical Infrared Sensor (ESS), Star III and SAFIRE 380HD systems used on USCG aircraft. These systems provide aircrews with enhanced search capabilities to locate, identify and track surface targets day or night; a critical capability for both search and rescue and law enforcement missions.

1.2 Scope

The contractor shall provide repair support for the ESS, Star III and SAFIRE 380HD spare components/systems on a firm fixed price basis as detailed in the schedule of Supplies/Services. That support shall include management, logistical and technical support, contractor-generated Engineering changes, mandatory Service Bulletins, asset accountability, obsolescence management, repair, modification support, shipping, labor (except for limited labor required for field level maintenance that will be performed by the USCG), parts, line replaceable units (LRUs), special tools, test equipment and facilities, necessary to perform the services set forth herein at the rates specified in the Schedule. Under this contract, all support required is for the three (3) systems listed above.

1.2.1 The contractor shall maintain configuration control of the ESS, Star III, and SAFIRE 380HD.

The contractor will not be responsible for redesign costs for obsolescence initiatives producing class 1 changes. Redesign efforts will proceed only after the contractor has exhausted all options to accomplish engineering efforts for drop-in replacement. The objective of the support system is to maximize system Fully Mission Capable (FMC) availability rate and reduce failed dispatch rate due to system failures.

1.2.2 The contractor shall develop product changes to incorporate technical upgrades to continuously improve mission effectiveness which are limited to product baseline ESS, Star III and SAFIRE 380HD changes. The contractor shall provide ready-for-issue (RFI) assets to various USCG sites and shall submit all data requirements as specified herein.

1.2.3 Any requested engineering changes, exclusion costs, or any service or supply in support of the ESS, Star III, SAFIRE 380HD that require costs beyond those described in this PWS, will require a proposal that will be negotiated and either funded by modification to a previous task/delivery order, or by a new task/delivery order.

1.3 Contracting Officer’s Representative (COR)

The COR is responsible for the technical administration of the contract and is the technical liaison with the contractor. The COR is not authorized to change the scope of work or specifications as stated in the contract, to make any commitments or otherwise obligate the Government or authorize any changes which affect the contract price, delivery schedule, period of performance or other terms or conditions.

1.3.1 The COR for this contract will be located at the USCG, Aviation Logistics Center (ALC) in Elizabeth City, North Carolina unless otherwise notified in writing by the Contracting Officer.

1.3.2 The Contracting Officer is the only individual who can legally obligate the Government for the expenditure of public funds. Technical administration of this contract shall not be construed to authorize revision of the terms and conditions of this contract. Any such revision shall be authorized in writing by the Contracting Officer.

1.3.3 An alternate COR may also be appointed to this contract. In the absence of the primary COR, all responsibilities and functions assigned to the COR shall be the responsibility of the alternate COR.

1.3.4 The COR, and alternate COR if required, will be appointed at time of contract award.

2.0 Applicable Documents

2.1 Government Documents

The Government documents listed below are part of this specification by reference. If the referenced documents conflict with the specification, the contents of this specification shall be considered the superseding requirement.

2.1.1 Instructions

Commandant Instruction (COMDINST) M3710.1 (series), USCG Air Operations Manual Chief of Naval Operations Instruction (OPNAVINST) 5100.27(series), Navy Laser Hazards Control Program

2.1.2 Specifications and Standards

Various USCG Maintenance Procedure Cards (MPC’s) MIL-G-174 Glass, Optical MIL- STD-464A Electromagnetic Environmental Effects Requirements for

Systems Castings Classification and Inspection SAE-AS8879 Screw Threads - UNJ Profile, Inch Controlled Radius Root with Increased Minor Diameterm General Specification MIL-M-7793 Meter, Time Totalizing MIL-I-8500 Interchangeability and Replaceability of Component

Parts for Aerospace Vehicles MIL-STD-2219A Fusion Welding for Aerospace Applications MIL-STD-13231 Marking of Electronic Items MIL-DTL-18307H(AS) Nomenclature and Identification for Aeronautical

Systems Including Joint Electronics Type Designated Systems and Associated Support Systems

MIL-N-25027/1A Nut, Self-Locking, Heavy Hex,(Non-Metallic Insert) 250” and 450”F,UNJC-3B, ¼ Through 2-1/2 Inch Nominal Diameters, Nickel-Copper A

SAE-AS85049B Connector Accessories, Electrical General Specification MIL-HDBK-46855A Human Engineering Program Process and Procedures MIL-F-48616 Coating, General Specifications for Infrared Interference

Filter FED-STD 595B(1) Colors Used in Government Procurement MIL-STD-130M Identification Marking of U.S. Military Property

MIL-HDBK-217E Reliability Predictions of Electronic Equipment MIL HDBK 454A General Guidelines for Electronic Equipment MIL STD 461E Requirements for the Control of Electromagnetic

Interference Characteristics of Subsystems and Equipment MIL STD 464A Electromagnetic Environmental Effects Requirements for

Systems MIL-STD-704F Aircraft Electric Power Characteristics MIL STD 810F Test Method Standard Environmental Engineering

Considerations and Laboratory Tests MIL STD 883G Test Method Standard Microcircuits MIL STD 965 Parts Control Programs MIL-STD-1425A Safety Design Requirements for Military Lasers and

Associated Support Equipment MIL STD 1472F Design Criteria Standard Human Engineering MIL STD 1523 Age Controls of Age Sensitive Elastomeric Material MIL-STD-1553B Aircraft Internal Digital Time Division

Command/Response Multiplex Data Bus MIL-STD-2073-1D Standard Practice for Military Packaging MIL STD 2084 Handbook for Maintainability of Avionic and Electronic

Systems and Equipment MIL-HDBK-2165 Testability Handbook for Systems and Equipment

2.1.3 Other Documents

Radio Technical Commission for Aeronautics (RTCA)/Document -160E is an acceptable commercial standard. Unless specifically stated otherwise, commercial standards and specifications may be utilized in lieu of military specifications if evidence is presented to the satisfaction of the Government that the commercial standard is equivalent to the required military specification. When a specific military specification is referenced in the following sections, the commercial alternative shall be identified.

2.2 Non-Government Documents

The following documents are referenced to form a part of this specification. If the referenced documents conflict with the specification, the contents of this specification shall be considered a superseding requirement.

ANSI Z136.1 (2000) Safe Use of Lasers RS-170A NTSC National Television System Committee

Standard for composite video

Optical Engineering, Vol. 42, No. 3

J.L. Miller, J.M. Wiltse, “Resolution requirements for alphanumeric readability,” Opt. Eng. 42(3), 846-852 (March 2003).

IPC J-STD 001D Soldering Standards

IPC-A-610 Soldering Standards JTD-001 Soldering Standards

2.3 Industry Documents

Industry documents consist of any Original Equipment Manufacturer (OEM) specifications for the components set forth in the schedule. A list of applicable technical publications can be found in Attachment 2.

2.4 Availability of Documents

The contractor shall have access to all applicable documents and obtain current editions of all applicable documents for the entire life of the contract. The USCG does not own nor can it provide the technical documents specified herein.

2.5 Order of Precedence

In the event of conflicts between OEM specifications and procedures and USCG specifications and procedures, the order of precedence is as follows:

1. USCG specifications and procedures

2. OEM specifications and procedures

2.5.1 The contractor shall notify the USCG when differences between USCG specifications and OEM specifications exist. The USCG will review the differences and either correct the issue or inform the contractor that the differences will remain.

3.0 Test, Tear down, Evaluation (TTE) and Repair for ESS, Star III and SAFIRE 380HD Systems, Sub-assemblies & components

3.1 The contractor shall perform TTE and all necessary repairs on the ESS, Star III and Safire 380HD systems and sub-assemblies currently owned by the USCG, and any future systems purchased under this contract. All repairs shall be performed at an OEM-approved facility. The USCG is not responsible for any repairs. All maintenance shall be accomplished IAW the current OEM specifications. The specifications shall include OEM-approved test procedures that ensure repaired systems meet their design performance requirements and reliability targets prior to return to service. The decision to repair shall be made by the Government, the contractor will complete repairs based on the procedures established by the OEM.

3.1.2 The contractor shall perform investigative system and component testing and/or analysis as required to determine the condition and identify corrective repair actions if required.

3.1.3 The contractor shall schedule system and component inspections for units stored at the contractor’s facility, as required to maintain serviceable condition IAW latest version of the publications listed in Attachment 2.

3.1.4 Any defective material removed from a Non-RFI component shall become the property of the contractor. To minimize repair turn-around time (TAT), the contractor may repair any

LRU, Shop Replaceable Unit (SRU), or remove any serviceable piece part from a Non-RFI asset to complete a repair and/or modification. The contractor shall inspect and/or test to determine the serviceability of removed repaired and piece parts. It is preferred that factory new parts be used in repairs, however; after appropriate test and/or inspection, any RFI material removed from a Non-RFI asset may be used in the repair of other USCG assets, with USCG approval.

3.1.5 The contractor shall notify the Government of mandatory and optional service bulletins.

Optional service bulletins shall be incorporated IAW Section 13.5.1.

3.2 Receipt of Systems and Components at Repair Facility

The contractor shall record the date any system and/or components are received at the repair facility and notify the COR in writing (via email) within 48 hours of receipt. The contractor shall advise the USCG in writing about shipping damages (including but not limited to missing parts and potential damage due to loose packing) within twenty-four (24) hours of receipt. Pictures depicting damage shall accompany the written notification.

3.2.1 Upon receipt, the contractor shall complete a TTE of the item. If, after visual and functional inspections, an item is found to meet manufacturer's minimum performance specifications and is considered to be RFI or is considered to be Beyond Economical Repair (BER) (as determined by the COR), the contractor will be allowed the firm fixed price for TTE only. The contractor shall prepare a failure data report IAW Section 3.4 in these instances. This report shall be included with the returned component. The parts shall be marked "RFI” or “BER” and returned to the ALC “As-Is”.

3.2.2 If an item can be repaired, the contractor shall submit a quotation for the repair to the Contracting Officer. The quotation shall be valid for thirty (30) days and shall include the following:

• Description of each discrepancy found.

• Number of man-hours per discipline required to complete each discrepancy.

• Parts costs.

• Total dollar amount for each discrepancy.

• Total dollar amount for complete list of discrepancies.

• Estimated TAT.

• Task Order and applicable Line Item.

3.2.3 The Government will be responsible for reviewing the list of discrepancies and either accept, negotiate or decline the contractor’s proposal. The Government will provide a response to the quotation within thirty (30) business days after receipt. Additional work shall not be performed until the quotation is accepted and an executed modification to the task order is provided by the Contracting Officer. The contractor will have the turnaround time quoted for repair (plus the number of calendar days it takes the Contracting Officer to provide a response to the repair quotation) to complete the repairs and return the items to the Government. In the event that a quotation is declined by the Contracting Officer, the contractor shall return the item “As-Is”. The contractor will be authorized the firm fixed TTE price established in the contract for items returned “As-Is”.

3.3 Unserviceable Tag

Components shall be repaired for at least the specific fault for which they were returned. A DD Form 1577-2, Unserviceable (Repairable) Tag-Material, or CG-1577-A (11-90), Unsatisfactory Report Tag, will be attached to each Non-RFI item by the USCG describing faults.

3.4 Failure Data Report

The contractor shall submit a failure data report for each repaired component. This report may be in the contractor’s format, but shall include:

• National Stock Number (NSN)

• Part Number

• Serial Number

• Nomenclature

• Date of repair

• Task Order Number

• Line Item Number

• Description of repaired failure

• The USCG’s reported failure

• Listing of parts repaired and a listing of parts replaced

• Current Elapsed Time Indicator (ETI) hours

• Laser Range Finder (LRF) counts

• System software version

• Service start date/end date

3.4.1 The contractor’s in-house repair report may be used to satisfy this requirement if it includes the information requested above. This report shall be attached to the packing slip and shipped with the repaired component.

3.5 BER

The USCG will provide disposition instructions IAW Section 16.1.1. The contractor shall not dispose of an item until they have been notified by a written modification to the order. When returning the item to ALC, the items shall be clearly marked as “BER” with the supporting evidence.

3.6 Star III and SAFIRE 380HD Repair Labor Rate

Labor will be priced utilizing the labor rate set forth in the contract for each ordering period in performing repairs on systems and components.

3.7 ESS Repair Labor Rate

Labor will be priced utilizing the labor rate set forth in the contract for each ordering period in performing repairs on systems and components.

3.8 Star III and SAFIRE 380HD TFU Expedite Fee

The Star III SAFIRE 380HD TFU expedite fee will be utilized at the rate set forth in the schedule for all option periods in performing repairs of systems and components. The expedite fee will be a separate line item on each task order for each item being expedited. The required turnaround time for this expedite fee is twenty five (25) days or less After Receipt of Order

(ARO).

3.9 Star III and SAFIRE 380HD SCU Expedite Fee

The Star III and SAFIRE 380HD SCU expedite fee will be utilized at the rate set forth in the schedule for all option periods in performing repairs of systems and components. The expedite fee will be a separate line item on each task order for each item being expedited. The required turnaround time for this expedite fee is fifteen (15) days or less ARO and painting of the SCU is not required under this fee.

3.10 Field Maintenance/Repair

The USCG will provide limited labor for field level maintenance and repair at USCG Air Stations. The scope of the maintenance provided by the USCG will be limited to installing and removing the systems and LRUs and performing manufacturer’s diagnostic test procedures. In no case will USCG personnel perform maintenance operations requiring more than four (4) man-hours to accomplish. Availability of USCG personnel will be subject to the discretion of the Air Station’s Aviation Maintenance Officer (AMO). The classification of assets as FMC or not fully mission capable shall be made by the AMO.

3.10.1 Field maintenance shall consist of Organizational (O) level maintenance only. “O” level maintenance shall consist of testing for proper operation, purging, cleaning and basic fault diagnosis. “O” level maintenance support includes swapping of LRUs and the logistics required to exchange LRU assets with the depot. The Government will perform initial maintenance by installing and inspecting the ESS. The operator crew will perform preventative maintenance (fresh water wash-down and cleaning of lens as defined in the Operator’s Manual).

3.10.2 Follow-on maintenance, as part of “O” level maintenance consists of inspection, testing and removal/replacement of LRUs. Operators will perform inspections of the system as defined by the Operator’s Manual. To test the system, the operator will use the system power-on and operator initiated built-in test (BIT) to troubleshoot the faulty LRU. The operator will perform service functions defined in the Operator’s Manual for removal/replacement of the faulty LRU to restore the system to RFI condition. The USCG will follow the warranty and non-warranty repair procedures to return faulty LRUs to the OEM for repair.

3.10.3 All parts removed from systems during field maintenance or field repair actions will be returned to the contractor. In the event the contractor does not require return of any residual property, the disposition will be determined by the COR IAW Section 16.1.1.

3.11 Notice of Incident

The Government agrees to inform the contractor within twenty-four (24) hours of the first business day of any incident occurring to, or caused by, the covered equipment or any other contractor-owned equipment in the custody of the USCG and, as a general rule, of any situation which will or may result in injury, damage or loss to contractor’s property. A written report will be submitted as soon as practicable. Notice will precede return of any failed equipment.

3.12 Notice of Modification

Unless required for flight safety, the Government agrees NOT to undertake any modification or carry out any servicing, maintenance or repair to contractor-owned equipment that is not provided for in reference documents for the specific equipment, without prior written agreement.

3.13 Acceptance Testing

Assembly and performance testing shall be performed by the contractor IAW the latest version of the publications listed in Attachment 2.

4.0 Asset Management

4.1 Inventory Maintenance

It is the contractor’s responsibility to ensure maintenance consumables, systems, and LRUs are either readily available for use at each location or be able to supply the item within the time frames specified in Section 6.0 based on availability from the contractor.

4.2 Changes to Inventory

4.2.1 It is possible that the systems will undergo configuration changes during the life of this contract due to obsolescence and/or other issues. If this occurs, the contractor shall notify the Contracting Officer in writing, requesting the disposition of any obsolete material within thirty

(30) calendar days of the completion of each modification. Disposition instructions for the material will be provided via modification.

4.2.2 The COR will notify the contractor if the USCG has developed a need to manage the utilization of any particular part or parts. When this occurs, the contractor shall not ship or install any USCG managed parts without approval from the COR. The contractor shall be responsible for shipping items within the time frames specified in Section 6.0, however the time will not start until the COR notifies the contractor as to where the item should be shipped.

4.3 Purchases

The USCG may purchase spare ESS, Star III, SAFIRE 380HD components, or other items as available under this contract as detailed in the schedule of Supplies/Services. Pricing for items that are not already established in the schedule will be negotiated at time of purchase. All systems, components, or other items shall be from an OEM approved facility. All manufacturing shall be accomplished IAW OEM specifications and TOs.

4.4 Warranty

There will be no hourly charge for any system covered by the manufacturer’s warranty. All new systems and components purchased under this contract shall be covered for a minimum of one

(1) year after purchase by standard commercial warranty. The standard commercial warranty shall become effective upon USCG receipt and acceptance of the any system or components.

4.5 Repair Warranty

The contractor’s standard commercial warranty for repaired/replaced systems and new components shall be covered for a minimum of six (6) months after purchase included in the prices listed in the Schedule of Supplies/Services. Acceptance of the standard commercial warranty does not waive the Government's rights under any "Inspection" clause that may be in the contract nor does it limit the Government’s rights with regard to the other terms and conditions of this contract. In the event of a conflict, the terms and conditions of the contract shall take precedence over the standard commercial warranty. The standard commercial warranty period shall become effective upon USCG receipt and acceptance of the repaired system or component.

5.0 USCG Shipment of Units

5.1 Shipping Repairable Units

The USCG will test and ship repairable assets from USCG Air Station sites directly to the contractor repair facilities.

5.1.2 The USCG will provide the following information for each non-RFI asset returned for maintenance:

• Date and time of failure

• Failure symptoms

• Reason for removal

• Status at time of failure (i.e. preflight, in-flight)

• NSN

• Part Number

• Serial Number of failed asset

• Serial Number of the replacement asset

• Aircraft tail number

• Number of hours since installation

5.1.3 For aircraft that are deployed or away from home station, the non-RFI component will be returned as expeditiously as possible to the home unit. The home unit will complete any required testing and ship to the contractor. These components shall be shipped within fifteen (15) business days of receipt at the home unit.

6.0 Contractor Shipment of ESS Assets

6.1 Contractor Shipment Time frames

The contractor shall ship RFI assets from Government storage within the time frames listed in Section

6.0. In the event the contractor is unable to meet the required delivery schedule, the contractor shall immediately notify the COR. The contractor shall provide reasons for the delay, positive actions for overcoming the situation, and a firm date when the USCG RFI asset will be shipped. The contractor shall provide shipment confirmation via email to the COR with applicable tracking numbers.

6.2 Priority 2 and 3

RFI assets shall be shipped, using the fastest means possible, NLT twenty-four (24) hours after notification of the requirement to the COR, if notification is received by 4:00 pm Eastern Time (ET), Monday through Friday. If notification is received after 4:00 pm ET on a Friday, the contractor shall make every effort to ship the item within twenty-four (24) hours but shall ship the item no later than (NLT) 12:00 pm ET on the next business day.

6.3 Priority 5 and 6

RFI assets shall be delivered NLT five (5) business days after notification of the requirement via the COR, except requisitions from ALC's PDM Line (50122) which shall be delivered NLT fifteen (15) business days after notification by the USCG.

6.4 Priority 12 and 13

RFI assets shall be delivered NLT fifteen (15) business days after notification of the requirement via the COR.

7.0 Delivery Requirements

7.1 Government Required Delivery for Priced CLINs

The following table shows the required delivery for each priced CLIN listed in the schedule. Early deliveries, when appropriate, are desired and acceptable. The required delivery dates remain the same for all respective option period CLINs.

CLIN Item Description

IAW

PWS

Section Due:

0001 ESS Test, Teardown and Evaluation (TTE) - TSU 3.0 Seventy five (75) (to include repair)

Days After Receipt of Unit

0002 ESS Test, Teardown and Evaluation (TTE) - CEU 3.0 Seventy five (75) (to include repair)

Days After Receipt of Unit

0003 ESS Test, Teardown and Evaluation (TTE) - DU 3.0 One hundred fifty (150) (to include repair) Days After Receipt of Unit

0004 ESS Test, Teardown and Evaluation (TTE) - JCU 3.0 Forty five (45) (to include repair) Days

After Receipt of Unit

0005 ESS Test, Teardown and Evaluation (TTE) - PCU 3.0 Forty five (45) (to include repair) Days

After Receipt of Unit

0006 SAFIRE 380HD TFU - TTE 3.0 Forty five (45) (to include repair) Days After Receipt of Unit

0007 SAFIRE 380 HD SCU - TTE 3.0 Forty five (45) (to include repair) Days After Receipt of Unit

0008 STAR III TFU - TTE 3.0 Forty five (45) (to include repair) Days After Receipt of Unit

0009 STAR III CEU - TTE 3.0 Forty five (45) (to include repair) Days After Receipt of Unit

0010 STAR III SCU - TTE 3.0 Forty five (45) (to include repair) Days

After Receipt of Unit

0011 SAFIRE 380HD TFU Expedite Fee 3.8 Twenty five (25) Days After Receipt of Order

0012 SAFIRE 380HD SCU Expedite Fee 3.9 Fifteen (15) Days After Receipt of Order

0013 Purchase of SAFIRE 380HD TFU- P/N: 3290004-851 Schedule One hundred eighty (180) Days After

Receipt of Order

0014 Purchase of SAFIRE 380HD SCU – P/N: 3204853-10 Schedule One hundred eighty (180) Days After

Receipt of Order

0015 Purchase of ESS JCU – P/N: 23857- 203 Schedule One hundred twenty (120) Days After

Receipt of Order

0016 Purchase of ESS JCU Bracket – P/N:

4132826 Schedule One hundred twenty (120) Days After

Receipt of Order

0017 Purchase of ESS JCU Mount – P/N:

29164-200 Schedule One hundred twenty (120) Days After

Receipt of Order

0018 Purchase of Shipping Container – SAFIRE 380HD TFU – P/N: 4121318 Schedule Sixty (60) Days After Receipt of Order

0019 Purchase of Shipping Container – SAFIRE 380HD SCU Schedule Sixty (60) Days After Receipt of Order

0020 Purchase of Shipping Container – ESS TSU with liner - P/N: 20385-200 Schedule Sixty (60) Days After Receipt of Order

Purchase of Shipping Container – ESS CEU with liner – P/N: 20391-

Schedule Sixty (60) Days After Receipt of Order

0022 Purchase of Shipping Container – ESS JCU with liner – P/N: 24015-200 Schedule Sixty (60) Days After Receipt of Order

0023 Purchase of Shipping Container – ESS DU with liner – P/N: 20388-200 Schedule Sixty (60) Days After Receipt of Order

0024 Purchase of Shipping Container – ESS PCU Schedule Sixty (60) Days After Receipt of Order

0025 SAFIRE 380HD & STAR III Repair Labor Rate 3.6 Included on Repair Quote

0026 ESS Repair Labor Rate 3.7 Included on Repair Quote 0027 Field Service Technical Support 8.1 As Needed

0028 Operator Training 9.1 As Required and determined on individual orders.

0029 Product Engineering Change Proposal 13.4

Proposal due within thirty (30) business days after notification that there is a need for a Product/Engineering Change Proposal.

0030 Optional Service Bulletins 13.5

Proposal due within thirty (30) calendar days after notification that USCG requires incorporation of an optional service bulletin

0031 Travel 19.1 As Required and based on actual cost

7.2 Government Required Delivery for Not Separately Priced (NSP) CLINs NSP CLINs represent items that are provided by the contractor to the USCG at no additional cost.

The following table shows the required delivery for each NSP CLIN. Early deliveries, when appropriate, are desired and acceptable. The required delivery dates and CLIN numbers remain the same throughout the contract period of performance.

CLIN Item Description

IAW

PWS

Section

Due:

NSP01 Contractor Shipment of Assets 6.0

Priority 2 and 3: Shipped NLT twenty-four (24) hours ARO Priority 5 and 6: Delivered NLT five (5) business days ARO Priority 12 and 13: Delivered NLT fifteen (15) business days ARO

NSP02 Post Award Conference 10.1.1 After contract award upon mutual agreement

NSP03 Annual Contract Review Meeting 10.1.2 Annually

NSP04 Configuration Management Report 13.2

NLT fifteen (15) calendar days after change

NSP05 Service Bulletins 13.5 NLT ten (10) calendar days after receipt

NSP06 Monthly Support Report 14.1 Monthly

NSP07 Component Repair Record

(CRR) 14.3

NLT five (5) business days following completion of the repair /modification effort

NSP08 Government Property Reports 14.4 NLT the 20th of each month

NSP09 Report of Lost or Damaged Property 14.4.1 NLT ten (10) calendar days after the event

NSP10 Subcontracting Plan 14.5 Due one (1) month after receipt of intent to exercise an Option Period

NSP11 Trip Reports 14.6 NLT ten (10) business days following trip completion

NSP12 Technical Publications 15.4 NLT ten (10) calendar days after date of publication of updates

NSP13 Insurance Certification 18.1 Within ten (10) business days of contract award file:///%5C%5Cd05ms-cr4h903%5CPublic%5CESD%5CESD%20IOD%20Procurement%5CAcquisition%20Team%5CWorking%20Folders%5CD05MS-CR4H903%5CPublic%5CESD%5CESD%20IOD%20Procurement%5CAcquisition%20Team%5CWorking%20Folders%5CWorking%20Folder%20-%20Katie%5C%25PREAWARDS%5CFLIR%20FOLLOW%20ON%5Ctab%2012%5CFLIR%20PWS%202022%20-%20COR%20Reviewed%20-%20SMS%20MP%20EP%20RT%20Reviewed.docx

8.0 Technical Support

8.1 Field Service Technical Support

The USCG may require field service technical support. When specific field service technical support is required, the Government will submit a Request for Proposal (RFP) to the contractor. The contractor shall, within thirty (30) calendar days respond with a firm fixed priced proposal which includes a breakdown of hours and materials, using the contractual composite rate established in the schedule of services. Subject to negotiation, the Contracting Officer will issue a task order, authorizing the contractor to proceed.

8.2 Technical support shall be rendered by personnel familiar with the USCG’s use of systems the Configuration Maintenance Management (CMM) system and any/all technical documents related.

Familiarity with USCG directives and publications is desired. Technical personnel may be required to interface with other contractors required by the Government in support of aviation upgrade programs conducted by the USCG.

8.3 To provide support, contractor personnel may be required to travel to various USCG units within the U.S., its possessions and other locations to assist with troubleshooting, training, damage evaluation or salvage operations as required. The travel will be established on individual task orders.

9.0 Training

9.1 Operator Training

The contractor shall provide comprehensive training which covers operator use, maintenance, trouble-shooting and in-flight geo-position calibration on an as-needed basis. The contractor shall be responsible for developing visual presentations to cover complete operation of any system under this contract, including all modes and functions such that user efficiency is maximized. Training shall also include procedures required by the applicable MPCs for performing geo-point calibration.

9.2 The contractor shall ensure that training is conducted by personnel thoroughly knowledgeable in every operational facet of the ESS. The firm fixed prices in in the schedule for each period of performance shall cover a minimum of three (3) day training events with a class size limit of no more than eight (8) personnel. The USCG does not guarantee that every class will be filled and reserves the right to order/fund training at its discretion. Travel associated with training will be reimbursed IAW Section 19.0.

10.0 Post Award Conference (PAC) and Annual Contract Review

10.1.1 The contractor agrees to attend a Post Award Conference (PAC) convened by the contracting activity in accordance with FAR Subpart 42.5, Post Award Orientation. The PAC will be scheduled at a mutually agreed upon time by the contractor and Contracting Officer.

10.1.2 The Contracting Officer and other Government personnel, as appropriate, may meet periodically but not less than annually with the contractor to review the contractor’s performance. These meetings shall be held via teleconference unless otherwise mutually agreed to at either the contractor or Government facility. 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 and travel is not authorized for the contractor to attend any meetings held under this contract. The contractor shall report all performance metrics and the status of on-going continuous improvement efforts as required. Changes to meeting requirements may be initiated by either the contractor or the Contracting Officer with the final decision resting with the Contracting Officer.

10.1.3 Additional meetings will be held on an as-needed basis via teleconference. These meetings can be requested by either the USCG or the contractor and will include members of the Integrated Product Team, as required.

11.0 Performance Metrics

11.1 Quality Assurance Surveillance Plan (QASP)

This PWS and the QASP detail the performance standards and Acceptable Quality Levels (AQL) the contractor is required to meet. Failure to meet the performance standards/AQL may result in a disincentive to the contractor. The performance measurements are detailed in the QASP.

12.0 Quality Assurance (QA)

12.1 Contractor’s Quality System

The contractor is required to maintain a documented quality management system. The contractor is responsible for performing or assuring all inspections, tests and calibration necessary to substantiate the goods or services furnished conform to the Government’s requirements. The contractor shall take prompt action to correct conditions that have or could result in goods or services that do not conform to contractual requirements. Records of conformance shall be maintained on file at the contractor’s facility and made available or provided for review by the Government upon request. The Government reserves the right to conduct surveillance at the contractor’s facility to verify the existence, adequacy and effectiveness of the quality system.

Upon request of the Government, the contractor shall forward a copy of their current Quality Management Manual for review.

12.1.1 The contractor shall, immediately upon discovery, notify and disclose conditions to the Contracting Officer of any event, supply change, material change, supply malfunction, counterfeit/suspect parts or materiel, defect or non-airworthy condition of any product or component (to include components used in repairs) found to potentially cause a non-conformity to the original specifications of this contract. The Government reserves the right to inspect any non-conforming product or component. Therefore, the contractor shall obtain approval from the Contracting Officer prior to the disposition of any non-conforming product or component.

12.1.2 The contractor’s quality control manual shall address in detail the contractor’s risk management, test, inspection, non-conforming product and counterfeit/suspect parts processes.

12.1.3 The contractor shall immediately notify the COR of any changes that potentially have an impact on the product reliability and/or quality. Changes may include but are not limited to products, processes, materiel, supplier sources, manufacturing facility location and personnel qualifications.

12.1.4 Upon notification of the change, the USCG will approve or deny the change. Facility location changes may require the Government to perform a facility inspection. The contractor shall allow the Government access to all applicable areas of the contractor’s facilities to ensure compliance with contractual requirements. In the event that the change is not approved by the USCG, the contract, delivery order or task order may be cancelled or terminated IAW Federal Acquisition Regulations (FAR).

12.1.5 The contractor shall retain all records IAW FAR 4.7, Contractor Records Retention. The contractor shall be required to permit Government access to applicable records retained at any level of the supply chain.

12.1.6 Unless otherwise specified, the contractor shall flow down all requirements in this contract to their supply chain, to include all subcontractors and suppliers.

12.2 Responsibility for Inspections and Tests

The USCG reserves the right to review the contractor operation and/or facilities at any time throughout the duration of the contract.

12.3 Quality Assurance Checks

The USCG ALC conducts regular checks of its inventory accuracy. Inventory count checks are on a quarterly basis via random sampling. Therefore, the USCG may periodically request, in writing, that the contractor account for USCG assets at their facility. In the event that assets on this contract are chosen in the quarterly random sample, the contractor shall physically verify the P/N and S/N of the particular assets in their possession. The USCG will provide a standard inventory form for the contractor to fill out and sign. Response to these request shall be done within two (2) business days by the contractor, at no additional cost to the Government.

13.0 Configuration Management

13.1 Configuration Management Program

The contractor shall establish and maintain a USCG verifiable, configuration management program with control systems in place for any complete system including configuration identification of each hardware and software configuration item. The program shall be able to readily provide accurate and timely information describing the approved configuration of all USCG assets purchased or repaired under this contract.

13.1.1 As part of configuration management, the contractor shall maintain parts control IAW Procedure 1 of MIL-HDBK-965. The contractor shall utilize the requirements for procuring and maintaining parts IAW Procedure 1 of MIL-HDBK-965. A listing of all parts, including revision levels shall be submitted to the contractor’s parts control database to ensure limited part variation is followed. Subsequent parts revisions shall also be submitted and shall be controlled using a baseline configuration plan on major items. This shall apply to all military grade piece parts.

13.2 Configuration Changes

The contractor has responsibility for configuration changes with the exception of any change(s) that could impact aircraft interface features. The contractor shall put the USCG on distribution for notification of all system configuration changes to enable the USCG to update its Master Identification Data (MID) records.

13.2.1 The contractor shall submit, in writing to the Contracting Officer and the COR, any plans for configuration changes that would impact aircraft interface features NLT thirty (30) calendar days following identification of such configuration changes so that the MID can be updated. The COR shall have thirty (30) calendar days to respond to the contractor's plans for configuration change. The contractor shall not proceed with changes without COR approval.

13.2.2 The contractor shall notify the USCG Contracting Officer/Contract Specialist, Project Manager and COR, of any proposed software configuration changes to the USCG’s Systems. Changes shall be submitted in writing, thirty (30) calendar days prior to the proposed software change. No new software configuration changes shall be installed on any of the USCG’s systems without USCG approval. The USCG shall respond to the contractor by written notification within ten (10) working days upon receipt of the proposed change with approval.

The USCG and the contractor will work together to ensure that any software configurations are mutually managed and approved throughout the life of this contract.

13.3 Continuous Enhancement Program

The contractor may submit proposals to the Government to continuously enhance any EO/IR systems under this contract which are designed to reduce support costs while improving reliability, availability and system performance.

13.4 Product Engineering Changes

The USCG will provide written notification to the contractor when there is a need for a Product Engineering Change Proposal. Within thirty (30) business days after receipt of this notification, the contractor shall submit a proposal to the Contracting Officer for the non-recurring costs (if any) and an incremental charge to be assessed each time the Product Engineering Change Proposal is incorporated into a system or component. The proposal shall contain a list of required parts and associated prices based on the parts catalog, the number of engineering and technician labor hours required, and any impact on the contract delivery schedule. The labor rates will be as specified in the schedule of services.

Additional labor charges will not apply for Product Engineering Change Proposals if they are incorporated during a systems normal repair visit and do not result in any over-and-above labor. The contractor shall fully describe all changes to form, fit, and function of the original design. The contractor shall include any request for deviations, request for waivers, and notice of revisions. Upon agreement of the price for incorporation of the Product Engineering Change Proposal, the Contracting Officer will issue written notification to the contractor reflecting the incorporation of the approved

Product Engineering Change Proposal. The contractor shall not incorporate approved Product Engineering Change Proposals prior to written notification from the Contracting Officer.

13.5 Optional Service Bulletins

Optional service bulletins which do not affect safety of flight may be implemented at either the USCG’s request or the contractor’s request, with the USCG having final approval of incorporation for all optional service bulletins. The contractor shall not incorporate optional service bulletins prior to written notification from the COR.

13.5.1 When the USCG requires incorporation of an optional service bulletin, the COR will notify the contractor in writing. The contractor shall submit, within thirty (30) calendar days after receipt of this notification, a detailed proposal which shall include a listing of replacement parts and/or materials required, estimated price breakdown of each part based on contractor's current commercial catalog minus the best commercial discount or best commercial price (whichever results in the lower price to the Government), the time needed to affect the modifications, the proposed plan to complete the modifications to include how anomalies will be handled, and the number of labor hours required. The labor rate will be as specified in the schedule of services. The USCG will review the proposal and if the USCG decides to incorporate the optional service bulletin, a task order with the required funding will be provided.

13.5.1.1 If the contractor requests the incorporation of an optional service bulletin, a request shall be submitted in writing to the Contracting Officer to include all pertinent documentation detailing why the incorporation of the optional service bulletin is beneficial to the USCG and the information listed in Section 13.5.1. If the optional service bulletin will result in a cost to the USCG, a complete proposal detailing all costs shall also be submitted. The USCG will review the proposal and if the USCG decides to incorporate the optional service bulletin, a task order will be provided.

13.5.1.2 Optional service bulletins, even when the incorporation will result in no cost to the USCG, shall not be incorporated without a task order outlining the procedures that will be taken to complete the incorporation of the service bulletin.

14.0 Reports and Records

14.1 Monthly Support Report

The contractor shall prepare a monthly report to be submitted to the Contract Specialist and the COR prior to the monthly meeting, typically conducted as a teleconference. The reports shall be provided in electronic format with data organized such that it can be imported into standard commercial software programs such as Microsoft Word, Excel, etc. Both the report elements and the monthly teleconference will be an ever-evolving requirement as the needs for more or less information occur. The USCG and the contractor will make joint determinations as to what needs to be added or removed as requirements change. Unless otherwise determined, the reports shall contain the following information:

• Deliverable status: an overview of deliveries and any production issues that affect the delivery schedule.

• Contract status: A spreadsheet that lists all open contract issues, such as open items, due items and past due items.

• Service status: A summary of all LRU’s in the repair cycle by location, by NSN, serial number, induction date, point of origin, identified fault and estimated repair date.

• Engineering and Program Actions: A narrative with observations, recommendations, and planned contractor actions.

• A Failure Report and Corrective Action System (FRACAS) report shall be included in the monthly report within thirty days (30) of the exercise of each option period. The FRACAS report will function as a closed loop coordination system in the identification and repair of products/process failures and the identification, implementation and verification of a corrective action to preclude recurrence of a failure. The information shall be used to identify negative trends, contribute to process improvement and increase reliability.

• Revision Changes: Updated version/revision changes for all systems.

14.2 Significant Component History Report (SCHR)

The components covered under this PWS are tracked in the USCG’s ACMS. ACMS is the information management system used to schedule, track, and record all USCG equipment maintenance actions and calibration intervals. The SCHR records the maintenance history of the serial number tracked components. It remains with its corresponding part until reinstalled on an aircraft or is annotated scrapped. The disposition procedures in Section 16.1.1 apply to all scrapped items. Written approval from the COR is required prior to scrapping a serial number tracked component. The SCHR for scrapped components shall be returned to the COR. The contractor shall retain a copy of the SCHR for ninety (90) calendar days.

14.3 CRR

The CRR records the maintenance performed on the serial number tracked component and enrolls or disenrolls components from the USCG system when those components are scrapped, added to, or removed from the USCG inventory. The contractor shall document repair/ modification actions, including the specifications and/or TO’s used as authority, on the CRR. In addition, the contractor shall record the completion of any service bulletin and/or Time Compliance Technical Order (TCTO). The contractor shall provide one (1) copy of the CRR to the COR NLT five (5) business days following completion of the repair/ modification effort. The original CRR shall be packed with the component.

The contractor shall retain a copy of each CRR for ninety (90) calendar days. An electronic copy of the CRR shall be provided to the COR NLT the 5th day of each month.

14.4 Government Property Reports

The contractor shall provide Government Property Reports IAW FAR 52.245-1. Upon receipt of items, the contractor shall update Government property records based on the DD Form 1577-2, Unserviceable (Repairable) Tag-Material, CG-1577-A (11-90), Unsatisfactory Report Tag or Form 1348 information provided and any discrepancies. The contractor shall account for all end-items received from, and shipped to the Government. The report shall contain a complete inventory of LRUs by part number, serial number, location (Air Station/Government storage/in-transit), and condition (A or F).

The contractor’s format is acceptable, so that it contains all the required information in this section. The contractor shall provide a copy of its Government property reports to the Contracting Officer NLT the 30th of September each calendar year. Government property reports shall include the following minimum information:

• Nomenclature

• Part Number

• NSN

• Serial Number

• Date received

• Location and estimated date of return

14.4.1 Loss or Damage of Government Property

Responsibility for loss or damage of Government Property in the contractor's facility will be IAW FAR 52.245-1. Losses or damaged property shall be reported to the USCG NLT ten (10) business days after the event is noted. NLT thirty (30) calendar days following the contract expiration, all Government property shall be returned to the USCG, ALC Elizabeth City, NC or to other locations designated by the USCG at contractor's expense.

14.5 Subcontracting Plan & Reports

The contractor shall provide subcontracting reports IAW FAR 52.219-9. Reports are due NLT one (1) month after receipt of the intent to exercise an option letter.

14.6 Trip Reports

The contractor shall submit trip reports within ten (10) business days after completion of any travel. Trip reports, not in excess of one (1) page in length, shall include the following information:

• Date of trip

• Air Station/Government site visited

• Point of Contact (POC) at site

• Brief description of service(s) provided

• Any training materials presented during the trip

15.0 Technical Performance Access and Disclosure

15.1 Technical Support Access and Disclosure

Information provided under this section shall not be disclosed outside of the Government without prior written authorization from the party that provided the data.