Attachment 3 - APHIS Aviation Operations Manual.pdf

Animal and Plant Health Inspection Service APHIS Aviation Operations Manual

Issuance Number: APHIS 5800.1 Date Issued: September 30, 2023 Office of Primary Interest: MRPBS

For inquiries about this manual contact Thomas McLeary (WS) (Primary), Sherry Sanderson (PPQ) (Secondary)

Revision Log

REVISION

NUMBER

REVISION

DATE

INSERTION

DATE

REMARKS

ORIGINAL

1 5/21/24 5/21/24 Added issuance number, issue date, office of primary interest, and inquiries details to cover page; added a header row to the Appendix B table

Contents CHAPTER 1 – Introduction

1. Purpose

2. Applicability

3. Authority

4. Deviations

5. Waivers

6. Revisions

7. References

8. Explanation of Abbreviations and Terms

CHAPTER 2 – Management Roles

1. Purpose

2. General

3. Administrator

4. Program Deputy Administrators

5. Aviation Safety Council

6. Senior Aviation Management Official

7. AAMD Aviation Fleet and Equipment Specialist

8. Aviation Program Manager

9. Responsibilities

CHAPTER 3 – Flight Program Standards

1. Purpose

2. General

3. Flight Program Administrative Standards

4. Flight Program Operational Standards

5. Flight Program Training Standards

6. Flight Program Safety Standards

7. Flight Program Accident Incident Reporting Standards

8. Flight Program Accounting Standards

9. Flight Program Standards for Aircraft Parts

10. Flight Program Standards for Fleet Fuel Card Use and Hangar Leases

CHAPTER 4 – Safety

1. Purpose

2. Applicability

3. Accident / Incident Reporting

4. Hazard Identification and Reporting

5. Risk Management

6. Accident/Incident Determination

7. National Transportation Safety Board Notification

8. Initiating Search and Rescue

CHAPTER 5 – Aircraft Acquisition ………………………………………………………………………………………………………… 18

1. Purpose

2. Applicability

3. Overview

4. Program Responsibilities

CHAPTER 6 – Aircraft Disposal

1. Purpose

2. Applicability

3. Overview

4. General

5. Program Responsibilities

APPENDIX A – References

APPENDIX B – Acronyms

APPENDIX C – Terms and Definitions

APPENDIX D – SAFECOM

APPENDIX E - Disclosure Statement

CHAPTER 1 – Introduction

1. Purpose This manual is directive in nature and establishes policies and procedures for Agency manned and unmanned aircraft operations, standardized regulatory guidance, flight rules, and general aviation provisions.

In addition to the policies set forth in this manual, Agency employees are obligated to comply with:

• Applicable Federal regulations

• Federal Aviation Regulations (FARs)

• National Transportation Safety Board (NTSB) guidance

• Occupational Safety and Health Administration (OSHA) regulations

Policies in this manual are not a replacement for, nor do they supersede, the above-listed rules and regulations. Memoranda of Understanding (MOU) and interagency/cooperative service agreements may further describe Agency aviation activities, but they do not supersede safety and operations policies set forth herein.

2. Applicability The policies set forth in this manual apply to United States Department of Agriculture (USDA) Animal and Plant Health Inspection Service (APHIS) personnel and APHIS contractors involved in aviation activities. This manual is not all encompassing, programs will consult with the Agency Senior Aviation Management Official (SAMO) before performing aviation activities not covered in the manual or delegated to the Agency performing aviation activity. If there is a conflict in policies set forth in this manual and any other Federal regulation, the most restrictive guidance will apply.

3. Authority The Air Commerce Act of 1926, as amended (49 U.S.C. § 171-214), provides the authority for:

a. APHIS aviation management functions and safety in operating public aircraft used exclusively by the Government; and

b. The rulemaking, enforcement, and investigative responsibilities governing civil aircraft operations.

The Civil Aeronautics Act of 1938, as amended; the Federal Aviation Act of 1958, as amended (49 U.S.C. §1301 et seq.); the FARs codified in Title 14 of the Code of Federal Regulations (CFR) and 49 U.S.C § 40102(a)(41) and § 40125 provide authorization for functions such as aircraft and pilot approvals, operational standards, evaluations, and accident prevention and investigation.

4. Deviations Individuals may deviate from provisions of this manual during emergencies.

https://www.govinfo.gov/content/pkg/USCODE-2011-title49/html/USCODE-2011-title49.htm

Individuals will report deviations from the provisions of this regulation and Federal Aviation Administration (FAA) regulations with details of the incident directly to their supervisor, who will report through their management team to the APHIS SAMO. Report incidents within 24 hours. If necessary, the Agency SAMO will notify the FAA Flight Standards District Office (FSDO) with jurisdiction over the area involved.

5. Waivers A waiver is an approved request to deviate from the guidance provided in this manual. The Agency SAMO or other individuals delegated by the Administrator is the approval authority for all waivers.

Individuals who fail to meet a standard outlined in this manual and/or an applicable Federal, State, or local regulation will not perform duties associated with aviation activities until the standard is met or a waiver has been approved.

6. Revisions Any APHIS personnel involved in aviation activities may submit a request for revision to this manual to their program SAMO.

Revisions to this manual will be issued as required by:

• Changes in Federal regulations

• Changes in APHIS policies and procedures

• Recommendations of the APHIS Aviation Safety Council and approved by the APHIS

Management Team

• Decisions of the APHIS Management Team

• Decisions of the APHIS Administrator

7. References Refer to APPENDIX A – References.

8. Explanation of Abbreviations and Terms Refer to APPENDIX B – Acronyms and APPENDIX C – Terms and Definitions.

CHAPTER 2 – Management Roles

Various levels of APHIS management and aviation personnel will be referenced throughout this manual. The purpose of this section is to provide a brief overview of APHIS management and aviation personnel functions. Understanding the management and personnel structure assists personnel in finding information on policy and procedure.

2. General The APHIS aviation structure includes:

• Administrator

• Deputy Administrators

• Aviation Safety Council

• Senior Aviation Management Official (SAMO)

• AAMD Aviation Fleet and Equipment Specialist

• Aviation Program Manager (APM)

3. Administrator The Administrator provides oversight of aviation safety and operations with intent and strategic direction. Overall responsibility and authority for the APHIS aviation program remains with the Administrator.

4. Program Deputy Administrators A Deputy Administrator is responsible for their respective program’s aviation mission, including, but not limited to, training, contracting, compliance, aviation safety and operational policies, risk management, and loss-prevention programs. Deputy Administrators review and approve all business cases for acquiring aircraft.

5. Aviation Safety Council A council comprised of members from all APHIS programs who are responsible for advising the Administrator on aviation matters. The chairperson will rotate between Program Deputy Administrators every 2 years.

6. Senior Aviation Management Official The APHIS Administrator will appoint a SAMO. They are responsible for advising the APHIS Administrator and Deputy Administrators on APHIS aviation training, compliance, aviation safety and operational policies, risk management, and loss-prevention programs to minimize the potential loss of human life and property. The SAMO:

a. Will have served as pilots, crewmembers, maintenance personnel, or have experience in aviation management or aviation maintenance program management; and

b. Will have graduated from or been certified by an aviation safety officer course provided by a recognized training provider and authority in aviation safety before their appointment or within 1 year after their appointment; and

c. Serves as the Agency representative to the Interagency Committee on Aviation Policy

(ICAP).

7. AAMD Aviation Fleet and Equipment Specialist

a. Provides guidance and support to Agency programs for acquisition, stewardship, utilization, accountability, and disposition to include asset life-cycle planning and developing aviation business cases.

b. Serves as the Agency’s lead management official for the Federal Aviation Interactive Reporting System (FAIRS) and Agency representative to the ICAP FAIRS subcommittee.

c. Serves as the Agency Fleet Program Coordinator (AFPC) for the aviation fleet fuel card program and Component Program Manager (CPM) of the Defense Logistics Agency (DLA) Aviation-Into-Plane (AIR) card program.

8. Aviation Program Manager

Deputy Administrators will appoint an APM. The APM is responsible for program aviation training, compliance, aviation safety and operational policies, risk management, and loss-prevention programs to minimize the potential loss of human life and property. For programs with Government-owned aircraft, the APM will have:

a. Experience as pilots, crewmembers, maintenance personnel, or have experience in aviation management or aviation maintenance program management; and

b. Graduated from or been certified by an aviation safety officer course provided by a recognized training provider and authority in aviation safety before their appointment or within 1 year after their appointment.

9. Responsibilities The APHIS Administrator has delegated responsibility and management for Agency flight safety and training to the program Deputy Administrators of programs that own aircraft or contract commercial aviation services (CAS). The program Deputy Administrators are responsible for:

a. Program-specific flight standards

b. Accounting for the cost of acquiring, operating, and supporting their aircraft

c. Accounting for the use of their aircraft

d. Maintaining and accounting for aircraft parts

e. Reporting inventory, cost, and utilization data

f. Properly disposing of aircraft and parts

g. Remaining informed on aviation industry, National Transportation Safety Board (NTSB), and Federal Aviation Administration (FAA) best practices to include incorporating necessary changes to program manuals and policies

h. Developing and administrating an aviation safety program

i. Providing oversight and compliance as required by Federal regulations, Department, and other applicable policies

CHAPTER 3 – Flight Program Standards

Flight program standards are the minimum requirements for Agency flight programs to ensure aircraft are operated safely, effectively, and efficiently.

Flight Program Standards must be established because Title 14 of the Code of Federal Regulations (14 CFR) may not cover or address all aspects of the Agency’s flight program, such as noncertificated aircraft, high-risk operations, special personnel requirements, etc.

2. General Agency flight program standards must:

a. Be specific to aviation operations including any Commercial Aviation Services (CAS).

b. Establish applicable written policies and procedures for the following:

1) Flight program administrative standards

2) Flight program operational standards

3) Flight program training standards

4) Flight program safety standards

5) Flight program accident, incident reporting, and investigation standards

6) Flight program accounting standards

7) Flight program standards for aircraft parts

8) Flight program standards for fleet fuel card use and hangar leases

3. Flight Program Administrative Standards Deputy Administrators will establish:

a. A management structure for the administration, operation, safety, training, maintenance, and financial needs of their program’s aviation operation (including establishing minimum requirements for the listed items for any commercial contracts).

b. Guidance describing the roles, responsibilities, and authorities of their flight program’s personnel, e.g., managers, pilots and other crewmembers, flight safety personnel, maintenance personnel, administrative personnel, and dispatchers.

4. Flight Program Operational Standards Deputy Administrators will:

a. Establish basic qualifications and current requirements for their pilots and other crewmembers, maintenance personnel, administrative personnel, and other mission-related personnel.

b. Establish limitations on duty time and flight time for pilots and other crewmembers.

c. Establish procedures to record and track flight time, duty time, crewmember training, and applicable medical requirements.

https://www.ecfr.gov/current/title-14 https://www.ecfr.gov/current/title-14

d. Comply with Airworthiness Directives and Operational Service Bulletins.

e. Establish flight-following procedures notifying management and initiating search and rescue (SAR) operations for lost or downed aircraft.

f. Disseminate, as their program determines appropriate, a disclosure statement to all crewmembers and qualified non crewmembers who fly aboard their program's Government aircraft (refer to APPENDIX E - Disclosure Statement).

g. Create a manifest, at the origin of each flight, containing the full names of all persons on board for each leg of the flight, a point of contact for each person, and phone numbers for the points of contact.

h. Document any changes in the manifest by leg and retain manifests for 2 years from the time of flight.

i. Establish procedures for reconciling flight manifests with persons on board and a method to periodically test those procedures.

j. Prepare, at the origin of each flight, a complete weight and balance computation and a cargo-loading manifest and retain this computation and manifest for 30 days from the date of flight.

k. Establish appropriate emergency procedures and provide appropriate equipment for specific missions.

l. Establish procedures to ensure required Aviation Life Support (ALSE) is inspected and serviceable.

m. Implement a risk assessment before each flight and/or as frequently as necessary, which includes variables such as weather, crew rest, type of flight (low-level, Instrument Flight Rules (IFR), night, etc.), crew makeup, etc. This implementation process should be accomplished in accordance with their Program’s operations, flight dispatch, or flight-following procedures/program.

5. Flight Program Training Standards Deputy Administrators will establish:

a. An instructional program to train their flight program personnel, initially and on a recurrent basis, in their roles, responsibilities, authorities, and in the relevant operational skills. Flight program personnel may include managers, pilots and other crewmembers, flight safety personnel, maintenance personnel, administrative personnel, and dispatchers.

b. An instructional program meeting the specific requirements for safety manager training.

6. Flight Program Safety Standards

Deputy Administrators will establish, implement, and support provisions outlined in the APHIS Safety Management System Manual.

7. Flight Program Accident Incident Reporting Standards Deputy Administrators will establish:

a. An aircraft accident/incident reporting policy to ensure compliance with the National Transportation Safety Board's (NTSB) regulations (49 CFR parts 830 and 831), including notifying NTSB immediately when there is an aircraft accident or incident as defined in 49 CFR 830.5. In addition, this policy must contain a method of notifying the U.S.

General Services Administration (GSA) of an accident or incident reported to the NTSB.

Refer to §§ 102-33.445 and 102-33.450 for further information.

b. A field level accident/incident response plan, modeled on the NTSB's “Federal Plan for Aviation Accidents Involving Aircraft Operated by or Chartered by Federal Agencies,” and periodic disaster response exercises to test the plan. The plan should also refer to or incorporate procedures (as outlined in Federal Aviation Administration (FAA) Advisory Circular 120-92) to identify the potential for accidents or incidents.

c. Procedures (refer to 49 CFR 831.11) for participating as a party to NTSB accident or incident investigations involving aircraft their program either owns or hires, and for conducting parallel investigations, as appropriate.

d. Training in investigating accidents or incidents for their program's personnel who may be asked to participate in NTSB investigations or to conduct a parallel investigation.

e. Procedures for disseminating, in the event of an aviation disaster involving one of their Government aircraft, information about eligibility for benefits contained in the disclosure statement in APPENDIX E - Disclosure Statement to anyone injured, to the points of contact for any injured or deceased person (listed on the manifest), and to the families of injured or deceased crewmembers and qualified non crewmembers.

8. Flight Program Accounting Standards The Deputy Administrator for each program will account for operations and ownership costs of their Government aircraft, including their Unmanned Aircraft Systems (UAS), as described in the “U.S. Government Aircraft Cost Accounting Guide” (CAG)and OMB Circular A-126.

a. The aircraft costs program must:

1) Justify acquisitions to support the Agency's aviation program; and

2) Justify the use of Government aircraft in lieu of commercially available aircraft, and the use of one Government aircraft in lieu of another; and

3) Develop a variable cost rate for each aircraft or aircraft type in their inventory;

and

4) Recover the costs of operating Government aircraft; and

5) Determine the cost effectiveness of various aspects of Agency aircraft programs; and

6) Accumulate aircraft program costs following the procedures defined in the

CAG.

b. Aircraft ownership must be justified by the Deputy Administrator every 5 years by:

https://www.ecfr.gov/current/title-49/subtitle-B/chapter-VIII/part-830 https://www.ecfr.gov/current/title-49/subtitle-B/chapter-VIII/part-830/subpart-B https://www.ntsb.gov/about/Documents/SPC9904.pdf https://www.ntsb.gov/about/Documents/SPC9904.pdf https://www.ecfr.gov/current/title-49/subtitle-B/chapter-VIII/part-831/subpart-A/section-831.11 http://www.gsa.gov/aviationpolicy http://www.whitehouse.gov/omb http://www.gsa.gov/aviationpolicy

1) Reviewing their operations and establishing a continuing need for the aircraft, using the procedures required in OMB Circular A-76 and OMB Circular A- 11, Part 7, Appendix B, Budgetary treatment of lease-purchases and leases of capital assets; and

2) Reviewing the cost effectiveness of their aircraft operations as directed by OMB Circulars A-11 and A-76.

c. To account for using Government aircraft, including their UAS, programs must document all flights and maintain the documentation for 2 years after the date of the flight. For each flight, record:

1) Aircraft's registration mark; and

2) Owner and operator (the owner may not be the operator, as is the case when a

CAS aircraft, owned commercially, is operated by U.S. Government personnel); and

3) Purpose of the flight (the Governmental function for which the aircraft was dispatched); and

4) Departure and destination points; and

5) Flight date(s) and times; and

6) Manifest (refer to § 102-33.165(g) and (h)); and

7) Name(s) of the pilot(s) and crewmembers.

d. Programs must designate a Federal Aviation Interactive Reporting System (FAIRS) representative who is responsible for ensuring all required aircraft data is entered into FAIRS on a quarterly basis as mandated by GSA.

9. Flight Program Standards for Aircraft Parts Deputy Administrators will establish procedures for maintaining proper storage, protection, maintenance procedures, and records for aircraft parts throughout their life cycles.

10. Flight Program Standards for Fleet Fuel Card Use and Hangar Leases Deputy Administrators will ensure their programs adhere to DR5400.46 “Use of the Fleet Charge Card and Alternative Payment Methods” to procure fuel and services necessary to operate and maintain their aviation fleet. The following are examples of authorized aviation fleet card purchases.

• Fuel (all types)

• Oil and fluids

• Washes

• Maintenance

• Tires/tire repair

• Tie-down fees

• Landing fees

• Deicing services

• Structural repairs

The process of acquiring aircraft hangar space must be coordinated through the APHIS MRPBS AAMD realty team. Hangar space cannot be secured using the Fleet Charge Card or Government Purchase Card. All hangar space acquisitions must go through the AAMD realty team. Programs will submit an MRP Form 114, providing as much detail as possible, including potential hangar locations.

Otherwise AAMD Realty will assist in surveying the market and locating hangar options to meet mission requirements.

CHAPTER 4 – Safety

To establish the required components and standards for the APHIS aviation safety program.

2. Applicability This chapter is applicable to APHIS personnel and contractors engaged in APHIS aviation activities.

3. Accident / Incident Reporting An APHIS First Report is required for all accidents and incidents. In addition, the following will be immediately reported to the program APM:

a. Flight accidents

b. Flight-related accidents

c. Precautionary landings

d. Aircraft ground accident(s)

e. Malfunction or failure of an aircraft component or part

f. Personnel injury that occurred during aviation activities

g. Property damage that occurred because of aviation activities

Additional incidents requiring immediate reporting to the program APM include:

a. Fire or smoke

b. Engine failure, engine malfunctions, and engine shutdowns other than for training or maintenance purposes

c. Failure of any aircraft and/or engine component

d. Electrical failure or malfunction

e. Hydraulic system failure or malfunction

f. Damage to any aircraft component or structure

g. Damage to property other than the aircraft

h. Oxygen, fuel, or hydraulic system contamination

i. Evacuation of an aircraft

j. Hard landing or evidence of hard landing

k. Exceeding published aircraft limitations (i.e., over-G, over-Torque) requiring inspection

l. Unselected system or component activation

m. Lightning strike https://my.aphis.usda.gov/myportal/myaphis/programs/business-services/emss/on_line_first_report

n. Structural tire failure

o. Brake failure

p. Wildlife strike

q. Significant fuel spills

r. Controlled substance and hazardous material spills

s. Fuel cell contamination

t. Acts of vandalism, sabotage, or violence

u. Personnel injuries, hypoxia, or other incapacitation or inability to perform assigned duties

v. Chip detector light activations

w. Propeller or rotor blade strikes

x. Aircraft collisions

y. Runway obstructions of any kind that interfere with safe take-off and landing

z. Wire strikes

aa. Flight control system malfunction or failure

bb. Conditions that require declaring an emergency or implementing emergency procedures

cc. Conditions or occurrences that affect the airworthiness of the aircraft

dd. Off-airport landings caused by any malfunction or failure

ee. Unplanned/unintentional departure from intended takeoff or landing surface

At a minimum, the report shall contain:

a. Who was involved.

b. What happened.

c. When it happened.

d. Where it happened.

e. Any additional information explaining why and/or how the accident or incident occurred.

Upon notification, the APM shall report the accident or incident immediately to their Deputy Administrator.

4. Hazard Identification and Reporting APHIS uses the interagency Aviation Safety Communique (SAFECOM) database for hazard identification and reporting to promote lessons learned and prevent future accidents. Aviation Program Managers (APM) will establish a SAFECOM account for their aviation program.

https://www.safecom.gov/

The SAFECOM is an internet-based system allowing anyone involved in APHIS aviation activities to report their concerns. The SAFECOM provides the framework for APHIS aviation safety management systems (SMS) communications. The SAFECOM system is not punitive.

Programs will use the SAFECOM database to develop safety alerts, lessons learned, technical bulletins, accident-prevention bulletins, and SAFECOM safety summaries to distribute and promote lessons from the field.

A SAFECOM can be generated to report any condition, observance, act, maintenance problem, or circumstance with the potential to cause an aviation-related mishap. Submitting a SAFECOM is not a substitute for on-the-spot corrections to a safety concern. It is a tool to identify, document, track, and correct safety-related issues.

At a minimum, the following types of events will be reported using a SAFECOM:

• Aircraft maintenance deficiencies

• Aviation safety hazards

• Airspace intrusions

• Incident with potential (near miss)

The Agency Senior Aviation Management Official (SAMO) will process and report their SAFECOM findings within 10 working days of receiving them. Safety Alerts, Lessons, Technical Bulletins, Accident Prevention Bulletins, as applicable, shall be distributed to Agency aviation users and managers as soon as possible after receiving a SAFECOM.

A SAFECOM does not replace the requirement for initiating an accident or incident report.

5. Risk Management The APHIS aviation SMS is the framework that shall be used to evaluate and measure risk across all APHIS Aviation programs.

6. Accident/Incident Determination Upon receiving notification of an accident and/or incident, the APM will review the report to determine if an aircraft accident has occurred or if an aircraft National Transportation Safety Board (NTSB) reportable incident has occurred in accordance with 49 CFR § 830.5).

7. National Transportation Safety Board Notification If the APM determines an aircraft accident or NTSB reportable incident has occurred, the program APM or designated representative shall immediately notify the NTSB at 844-373-9922.

8. Initiating Search and Rescue Programs shall establish the process and procedures for initiating search and rescue (SAR) for missing aircraft. Processes and procedures shall ensure essential personnel are notified and a record is kept of the steps taken and time of each event during the search and rescue.

https://www.ecfr.gov/current/title-49/subtitle-B/chapter-VIII/part-830/subpart-B/section-830.5

CHAPTER 5 – Aircraft Acquisition

To establish the process and procedures for acquiring owned aircraft and Commercial Aviation Services (CAS).

2. Applicability This chapter is applicable to all APHIS programs.

3. Overview Aircraft (fixed-wing, helicopter, and unmanned) transfer and acquisition of both replacement and aircraft additions must be coordinated through the AAMD Aviation Fleet and Equipment Specialist, Senior Aviation Management Official (SAMO), and ultimately approved by the Program Deputy Administrator.

4. Program Responsibilities When acquiring aircraft, programs must adhere to all requirements and directives set forth in FMR 102-33 and OMB Circulars A-11 and A-76.

Programs must initiate all aircraft transfers and acquisitions using OMB Circular A-11, Business Case (Aviation Business Case).

Programs must account for and manage their aircraft in accordance with standards outlined in the MRP Personal Property Manual.

https://www.aphis.usda.gov/library/manuals/pdf/mrp-personal-property.pdf

CHAPTER 6 – Aircraft Disposal

To establish the process and procedures for disposing APHIS-owned aircraft and aircraft parts.

2. Applicability This chapter is applicable to all APHIS programs.

3. Overview Programs interested in disposing aircraft and/or aircraft parts including unmanned aircraft systems (UAS), are to contact the AAMD Aviation Fleet and Equipment Specialist prior to initiating any action. The Aviation Fleet and Equipment Specialist will provide guidance and coordinate actions and is the contact with the General Services Administration (GSA).

All aircraft must be reported to GSA for disposal regardless of condition – NO EXCEPTIONS.

Aircraft are not eligible for abandonment or destruction.

The USDA follows GSA’s personal property disposal regulations contained in FMR 102-35.5 and the aviation-specific instructions found in FMR 102-33.240 – 260. Depending on the excess/disposal method, there are various forms required to initiate the excess/disposal process as identified in the MRP Personal Property Manual.

4. General All aircraft, including UAS, will be disposed of according to Federal property management regulations (41 CFR § 101). Aircraft to be disposed of will be reported to GSA using the Personal Property Management System (PPMS). Before becoming eligible for sale, GSA is required to offer aircraft to other Federal entities, authorized non-Federal recipients, and State agencies for surplus property (SASP).

Aircraft will always be processed for exchange/sale and proceeds from the sale will be returned to the program for use.

Note: There may be exceptional circumstances when it is determined the aircraft may be disposed of without reimbursement. This decision is made by the property management officer (PMO), the accountable property officer (APO), and program leadership.

5. Program Responsibilities For all aircraft disposal or sale/exchange requests, the program APO will complete and sign an SF-120, “Report of Excess Personal Property” and complete the GSA questionnaire, “Aircraft Information Requirements for Exchange/Sale,” both documents can be found on the APHIS Aviation SharePoint page. The completed form and questionnaire will be submitted to the AAMD Personal Property Branch at SM.APHIS.AAMD.Aviation@usda.gov. The APO will provide:

a. Registration (N#) and serial number https://www.ecfr.gov/current/title-41/subtitle-C/chapter-101 https://www.gsa.gov/system/files/SF120-16.pdf mailto:SM.APHIS.AAMD.Aviation@usda.gov

b. Make, model, year

c. Operational status

d. Condition of aircraft – be descriptive; include items that are in the aircraft and those that are missing or will not be included in the disposal/sale (i.e., avionics, props, etc.)

e. List of the spare parts (if any) and their condition

f. Data plate transfer status

g. Availability of logbooks/cycle time information; are they in a digitized format or only available for in-person inspection?

h. Physical location/address of the aircraft

i. Reserve price if any

j. Digital photos for aircraft – eight to ten for each aircraft. Include exterior shots from various angles and interior shots of cockpit and seating/cargo areas. Include photos that may be of particular interest to a buyer (missing/included equipment, damage)

k. Name and contact information for the person who will be the technical contact, on site for inspection by prospective bidders, and on site for ultimate physical transfer of the aircraft

l. Target date or end date by which the aircraft must be disposed or removed

Under exchange/sale procedures, sales proceeds are available for the year in which the aircraft is sold and for 1 year after to apply toward the purchase of a like or similar asset. Funds not used by that time are returned to the U.S. General Treasury. When possible and to maximize the time funds are available, it is recommended that sales be posted as close to the beginning of a new fiscal year as possible.

APPENDIX A – References

Note: please be aware the references listed below are periodically updated. References have been validated as of the date this document is published.

Federal Aviation Administration (FAA) Advisory Circulars (AC)

AC 00-1.1B

FAA, “Public Aircraft Operations—Manned and Unmanned,” Advisory Circular, AC No. 00- 1.1B, 2018.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_00-1.1B.pdf

AC 20-62E

FAA, “Eligibility, Quality, and Identification of Aeronautical Replacement Parts,” Advisory Circular, AC No. 20-62E, 2018.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_20-62E_CHG_1.pdf

AC 20-142 Change 1 FAA, “Eligibility and Evaluation of U.S. Military Surplus Flight Safety Critical Aircraft Parts, Engines, and Propellers”, Advisory Circular, AC No. 20-142, 2010.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_20-142_CHG_1.pdf

AC 21-13

FAA, “Standard Airworthiness Certification of Surplus Military Aircraft and Aircraft Built from Spare and Surplus Parts,” Advisory Circular, AC No. 21-13, 1973.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21-13.pdf

AC 21-23B

FAA, “Airworthiness Certification of Civil Aircraft, Engines, Propellers, and Related Products Imported to the United States,” Advisory Circular, AC No. 21-23B, 2004.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21-23B.pdf

AC 21-29D

FAA, “Detecting and Reporting Suspected Unapproved Parts,” Advisory Circular, AC No. 21- 29D, 2018.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21- 29D_with_change_1.pdf

AC 21-40A

FAA, “Application Guide for Obtaining a Supplemental Type Certificate,” Advisory Circular, AC No. 21-40A, 2007.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21-40A.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_00-1.1B.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_20-62E_CHG_1.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_20-142_CHG_1.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21-13.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21-23B.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21-29D_with_change_1.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21-29D_with_change_1.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_21-40A.pdf

AC 120-45A

FAA, “Airplane Flight Training Device Qualification,” Advisory Circular, AC No. 120-45A, 1992.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_120-45A.pdf

AC 120-50A

FAA, “Guidelines for Operational Approval of Windshear Training Programs,” Advisory Circular, AC No. 120-50A, 1996.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC120-50A.pdf

AC 120-51E

FAA, “Crew Resource Management Training,” Advisory Circular, AC No. 120-51E, 2004.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_120-51E.pdf

AC 120-68G

FAA, “Pilot Records Improvement Act of 1996,” Advisory Circular, AC No. 120-68G, 2016.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_120-68G.pdf

AC 120-72A

FAA, “Maintenance Human Factors Training,” Advisory Circular, AC No. 120-72A, 2017.

https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_120-72A.pdf

FAA Form 7711-2 - Waiver FAA, “Application for Certificate of Waiver or Authorization,” Form 7711-2, 2008.

https://www.faa.gov/documentLibrary/media/Form/FAA_Form_7711-2.pdf

Code of Federal Regulations (CFR)

14 CFR 1

Definitions and Abbreviations https://www.ecfr.gov/current/title-14/chapter-I/subchapter-A/part-1

14 CFR 21

Certification Procedures for Products and Articles https://www.ecfr.gov/current/title-14/chapter-I/subchapter-C/part-21

14 CFR 43

Maintenance, Preventive Maintenance, Rebuilding, and Alterations https://www.ecfr.gov/current/title-14/chapter-I/subchapter-C/part-43?toc=1

14 CFR 61

Certification: Pilots, Flight Instructors, and Ground Instructors https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_120-45A.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC120-50A.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_120-51E.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_120-68G.pdf https://www.faa.gov/documentLibrary/media/Advisory_Circular/AC_120-72A.pdf https://www.faa.gov/documentLibrary/media/Form/FAA_Form_7711-2.pdf https://www.ecfr.gov/current/title-14/chapter-I/subchapter-A/part-1 https://www.ecfr.gov/current/title-14/chapter-I/subchapter-C/part-21 https://www.ecfr.gov/current/title-14/chapter-I/subchapter-C/part-43?toc=1 https://www.ecfr.gov/current/title-14/chapter-I/subchapter-D/part-61

14 CFR 65

Certification: Airmen other than Crewmembers https://www.ecfr.gov/current/title-14/chapter-I/subchapter-D/part-65

14 CFR 91

General Operating and Flight Rules https://www.ecfr.gov/current/title-14/chapter-I/subchapter-F/part-91

14 CFR Part 119 Certification: Air Carriers and Commercial Operators https://www.ecfr.gov/current/title-14/chapter-I/subchapter-G/part-119

14 CFR Part 121 Operating Requirements: Domestic, Flag and Supplemental Operations https://www.ecfr.gov/current/title-14/chapter-I/subchapter-G/part-121

14 CFR Part 133 Rotorcraft External-Load Operations https://www.ecfr.gov/current/title-14/chapter-I/subchapter-G/part-133

29 CFR 1910

Occupational Safety and Health Standards https://www.ecfr.gov/current/title-29/subtitle-B/chapter-XVII

40 CFR 112

Oil Pollution Prevention https://www.epa.gov/sites/production/files/2014-04/documents/b_40cfr112.pdf

41 CFR 102-2

Federal Management Regulation System https://www.ecfr.gov/current/title-41/subtitle-C/chapter-102/subchapter-A/part-102-2

United States Code (USC)

5 USC Ch. 51 Classifications, Title 5 Government Organization and Employees https://uscode.house.gov/view.xhtml?path=/prelim@title5/part3/subpartD/chapter51&edition=pr elim

49 USC 40125

Qualifications for public aircraft status https://www.ecfr.gov/current/title-14/chapter-I/subchapter-D/part-61 https://www.ecfr.gov/current/title-14/chapter-I/subchapter-D/part-65 https://www.ecfr.gov/current/title-14/chapter-I/subchapter-F/part-91 https://www.ecfr.gov/current/title-14/chapter-I/subchapter-G/part-119 https://www.ecfr.gov/current/title-14/chapter-I/subchapter-G/part-121 https://www.ecfr.gov/current/title-14/chapter-I/subchapter-G/part-133 https://www.ecfr.gov/current/title-29/subtitle-B/chapter-XVII https://www.epa.gov/sites/production/files/2014-04/documents/b_40cfr112.pdf https://www.ecfr.gov/current/title-41/subtitle-C/chapter-102/subchapter-A/part-102-2 https://uscode.house.gov/view.xhtml?path=/prelim@title5/part3/subpartD/chapter51&edition=prelim https://uscode.house.gov/view.xhtml?path=/prelim@title5/part3/subpartD/chapter51&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title49-section40125&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title49-section40125&num=0&edition=prelim https://uscode.house.gov/view.xhtml?req=granuleid:USC-prelim-title49-section40125&num=0&edition=prelim

APPENDIX B – Acronyms

Letter Acronym Meaning A AAMD Acquisition and asset management division AD Airworthiness Directive AFF Automated Flight Following AFPC Agency Fleet Program Coordinator AIR aviation-in-plane AirCom Aviation Safety Communique database (SAFECOM) ALSE Aviation Life Support Equipment APHIS Animal and Plant Health Inspection Service APM Aviation Program Manager APO accountable property office

B

C CAG Cost Accounting Guide CAS Commercial Aviation Services CFR Code of Federal Regulations COA Certificate of Authorization CPM component program manager

D DLA Defense Logistics Agency DOD Department of Defense DOJ Department of Justice

E ELT Emergency Locator Transmitter ERP Emergency Response Plan ETA estimated time of arrival

F FAA Federal Aviation Administration FAIRS Federal Aviation Interactive Reporting System FAR Federal Aviation Regulation FBI Federal Bureau of Investigation FECA Federal Employees’ Compensation Act FEGLI Federal Employees’ Group Life Insurance program FERS Federal Employees Retirement System FRAT Flight Risk Assessment Tool

FSCAP flight safety critical aircraft parts FSDO Flight Standards District Office FTCA Federal Tort Claims Act

G GSA General Services Administration

H

I ICAP Interagency Committee on Aviation Policy IFR Instrument Flight Rules IS International Services ISSA Interservice Support Agreement

J

K

L

M MOU Memoranda of Understanding

N NAC National Aviation Coordinator NTSB National Transportation Safety Board

O OMB Office of Management and Budget OPM Office of Personnel Management OSHA Occupational Safety and Health Administration

P PIC Pilot in Command PMO Property Management Officer PPE Personal Protective Equipment PPMS Personal Property Management System PPQ Plant Protection and Quarantine

Q

R

S SAMO Senior Aviation Management Official SAR Search and Rescue SASP State agencies for surplus property SMS Safety Management System SOP Standard Operating Procedure

T TSA Transportation Safety Agency

U UA Unmanned Aircraft UAS Unmanned Aircraft System USDA United States Department of Agriculture USDI United States Department of Interior USFS United States Forest Service

V VFR Visual Flight Rules VS Veterinary Services

W WS Wildlife Services

X

Y

Z

APPENDIX C – Terms and Definitions

This is a merged list of terms and definitions used in Federal aviation activities, policies, and regulations. It is derived from the Wildlife Services Manual, the FMR 102-33, and other sources.

Not all definitions included may be required upon completion of the draft APHIS Aviation Operations Manual.

A

Acquisition date - date APHIS took responsibility for the aircraft, e.g., received title (through purchase, exchange, or gift), signed a bailment agreement with the Department of Defense (DOD), took physical custody (in the case of reassignment or interagency transfer), received a court order (in the case of forfeiture), put into operational status an aircraft that is newly manufactured by the Agency, or otherwise accepted physical transfer (e.g., in the case of a borrowed aircraft).

Administrator – The APHIS Administrator or any person to whom they have delegated their authority in the matter concerned. When applicable, Administrator may refer to the Federal Aviation Administrator, those instances will be preceded with FAA Administrator.

Agency aircraft - aircraft operated for the Agency’s exclusive use and which the Agency owns, bails, loans, or borrows; or commercial aircraft hired as commercial aviation services (CAS), which the Agency leases or lease-purchases with the intent to take title; charters or rents; or hires as part of a full-service contract or an interservice support agreement (ISSA).

Aircraft - device used or intended to be used for flight in the air and includes airplanes, helicopters, and unmanned aircraft.

Aircraft accident - occurrence, associated with operating an aircraft, that takes place between the time any person boards the aircraft intending to fly and until those persons have disembarked, and in which any person suffers death or serious injury, or in which the aircraft receives substantial damage. Aspects of the exceptions to substantial damage (refer to "Substantial damage") should be considered before making a final substantial damage determination that would classify the occurrence as an accident.

Aircraft engine - engine used or intended to be used for propelling aircraft. An engine includes turbochargers, appurtenances, and accessories necessary for its functioning, but does not include propellers.

Aircraft flight manual - manual furnished with each aircraft containing:

• Operating limitations

• Operating procedures

• Performance information

• Loading information

Aircraft ground accident - injury or property damage accidents involving APHIS-owned or contracted aircraft in which no intent for flight exists.

Aircraft incident - occurrence, other than an accident, associated with the operation of an aircraft, which affects or could affect the safety of operations.

Aircraft incident with potential - "in-flight incident" that narrowly misses being an accident by the National Transportation Safety Board (NTSB) definition, and circumstances involving some aircraft damage, property damage, or minor injury to crew or passengers.

Aircraft part - individual component or assembly of components primarily designated for and used on aircraft.

Aircrew members - perform duties directly related to operating the aircraft (e.g., pilots, copilots, flight engineers, navigators) or duties assisting in operating the aircraft (e.g., flight directors, crew chiefs, electronics technicians, mechanics). For public aircraft operations, an aircrew member is also defined as a “qualified noncrewmember” (refer to definition for qualified noncrewmember below).

Airframe - fuselage, booms, nacelles, cowlings, fairings, airfoil surfaces (including rotors, but excluding propellers and rotating airfoils of engines), and landing gear of an aircraft and their accessories and controls.

Airplane - engine-driven aircraft, heavier than air, which is supported in flight by the dynamic reaction of the air against its wings.

Airport - area of land/or water used or intended to be used for aircraft landing and takeoff including its buildings and facilities, if any.

Air traffic control - service operated by the appropriate authority to promote the safe, orderly, and expeditious flow of air traffic.

Airworthiness –primary safety factor directly affecting the fundamental integrity of an aircraft and its capability to perform within the manufacturer-specified performance parameters. Aircraft with a discrepancy affecting airworthiness will be grounded until the discrepancy has been corrected in accordance with the manufacturers' maintenance instructions.

The aircraft shall conform to its type certificate. Conformity to type design is attained when the aircraft configuration and the installed components are consistent with the drawings, specifications, and other data that are part of the type certificate, including any supplemental type certificate and field-approved alterations incorporated into the aircraft. The aircraft shall be in safe operating condition. Safe operating condition refers to the state of the aircraft relative to wear and deterioration (e.g., skin corrosion, window delaminating, fluid leaks, tire wear, etc.).

Airworthiness Directive (AD) - notification from the Federal Aviation Administration (FAA) about a discrepancy on a particular model of aircraft, engine, propeller, or accessory that is detrimental to flying safety. AD compliance shall be conducted within the time prescribed by the Administrator (FAA Scheduled Inspections and Maintenance).

Appliance - any instrument, mechanism, equipment, part, apparatus, appurtenance, or accessory, including communications equipment, used or intended to be used in operating or controlling an aircraft in flight. The appliance must be installed in or attached to the aircraft and not a part of an airframe, engine, or propeller.

Approved - unless used in reference to another person, approved means approved by the APHIS Administrator.

Aviation life support equipment (ALSE) - equipment that protects flight crewmembers and others aboard an aircraft by assisting with their escape, survival, and recovery during an accident or other emergency.

Aviation program unit - organizational unit within APHIS utilizing aircraft in support of its mission.

B

Bailed aircraft - aircraft that is owned by one executive agency but is in the custody of and operated by another executive agency under an agreement that may or may not include cost reimbursement.

Bailments - executive agency-to-executive agency agreements and involve only aircraft, not services.

Base of operations - location where the aircraft is based.

Borrowed aircraft - aircraft provided to an executive agency for use without compensation. The executive agency operates and maintains the aircraft.

C

Ceiling - height of the lowest layer of clouds or obscuring phenomena above the Earth’s surface that is reported as “broken,” “overcast,” or “obscuration,” and not classified as “thin” or “partial.”

Chartered aircraft - aircraft the Agency commercially hires under a contractual agreement specifying performance and one-time exclusive use. The commercial source operates and maintains a charter aircraft. A charter is one form of a full-service contract.

Civil aircraft - aircraft other than public.

Commercial aviation services (CAS) - includes leasing an aircraft for exclusive use or lease-purchasing an aircraft with the intent of taking title; chartering or renting aircraft for exclusive use; contracting for full services (i.e., aircraft and related aviation services for exclusive use) or obtaining full services through an interservice support agreement (ISSA); or obtaining related aviation services (i.e., services, but not aircraft) by commercial contract or ISSA, except those services acquired to support a Federal aircraft.

Commercial operator - person who, for compensation or hire, conveys, by aircraft in air commerce, persons, or property other than as an air carrier, foreign air carrier, or under the authority of Part 375 of this title. Where it is doubtful an operation is for “compensation or hire,” the test applied is whether the carriage by air is merely incidental to the person’s other business or is, in itself, a major enterprise for profit.

Contract aircraft - commercially operated aircraft or aircraft services procured by the Agency under detailed specifications and all applicable Federal Acquisition Regulations. The four basic types of use under aviation contracts are:

(1) Chartered aircraft;

(2) Rented aircraft;

(3) Exclusive-use aircraft or aircraft services; and

(4) Call-when-needed use aircraft or aircraft services.

Contract pilot - non-Federal pilots who fly for the USDA under specific terms and agreements.

Crewmember - person assigned to operate or assist in operating an aircraft during flight time.

Crewmembers perform duties directly related to the aircraft operation (e.g., pilots, copilots, flight engineers, navigators) or duties assisting in aircraft operation (e.g., flight directors, crew chiefs, electronics technicians, mechanics).

Criticality code - single-digit code DOD assigns to military flight safety critical aircraft parts

(FSCAP).

D

Data plate - fireproof plate inscribed with certain information required by the Federal Aviation Regulations (FAR) (14 CFR part 45) and secured to an aircraft, aircraft engine, propeller, or propeller blade. The information must be marked by etching, stamping, engraving, or other approved method of fireproof marking. The plate must be attached in such a manner that it is not likely to be defaced or removed during normal service or lost or destroyed in an accident. Data plates are required only on certificated aircraft; however, uncertificated aircraft may also have data plates.

https://www.ecfr.gov/current/title-14/chapter-I/subchapter-C/part-45

Declassify - to remove a nonoperational aircraft from the Federal aircraft inventory.