ATTACHMENT 3 - PWS.pdf

Attachment 3 Page 1 of 18

Modular Airborne Fire Fighting Systems (MAFFS) (2nd Generation) II Sustainability, Maintenance, and Coordination Services

US Forest Service (FS) Performance Work Statement (PWS)

August 2020

1. Background

Established in 1905, the Forest Service is a federal agency that manages public lands in national forests and grasslands under a founding principle, “To provide the greatest amount of good for the greatest amount of people in the long run.” The agency’s mission is to “sustain the health, diversity, and productivity of the Nation’s forests and grasslands to meet the needs of present and future generations.” The Forest Service has the responsibility for stewardship of more than 193 million acres of the nation’s forests and grasslands; for developing and communicating scientific knowledge through research and development that leads to informed natural resource decision-making; for delivering technical assistance through state and private forestry programs; and for sharing knowledge and experience with others in the global community through international forestry. To meet this mission, the Forest Service, in support of the National Incident and Fire Center, requires services to manage the operations of its Modular Airborne Fire Fighting Systems in times when primary aerial resources have exceeded capacity.

2. RESERVED

3. Description of Work

The Contractor shall provide all personnel, tools, parts, transportation, supplies, equipment, travel, supervision and management, unless otherwise specified, operational sustainment, maintenance, training and coordination activities for the MAFFS II program in support of national wildland fire suppression efforts when primary air resources are exhausted. The MAFFS II program must be able to respond 100% of the time if activated. Work includes inspection, maintenance, repair, inventory management, engineering support, training and coordination activities to ensure operational readiness for eight (8) Modular Airborne Firefighting Systems, second generation, and associated ground equipment during fire season and throughout the year. There are 8 MAFFS II, 5 ground compressors, 13 trailers, 2 depot kits and 5 field kits. Pre and post season maintenance work is performed at four different military installations in WY, NV, CA and CO. Maintenance work in support of wildfire suppression efforts will be performed in various locations throughout the United States and is occasionally required in foreign countries. The Contractor performs work in accordance with the terms and conditions of the contract, the requirements of this PWS, work issued by task order, technical specifications, operating plans and applicable federal, state and local laws and regulations.

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TASK 3.1 PROJECT MANAGEMENT (ITEMS 1 and 2)

a. Provide management and oversight of the MAFFS II program to include MAFFS II program management, personnel supervision; assignment of work, scheduling, provisioning of qualified engineer(s) and mechanics; quality control plan; safety program; coordination, scheduling and execution of pre/post season maintenance; support for scheduled and unscheduled MAFFS II fire activations; accomplishment of inspections, maintenance, repair, refurbishment, and inventory management for spare parts; identification of issues and recommendation for improvement(s) for long-term product support initiatives; maintenance and updates to technical data; and training.

b. Delegate a Project Manager (Key Personnel) to act as the central point of contact for the Forest Service and specifically the COR. The Project Manager has full authority to act for the Contractor under the Contract in the execution of the day to day program operations. Provide a letter of designation and authority to the Contracting Officer (CO) and Contracting Officer’s Representative (COR) within 5 business days after award.

c. Provide a comprehensive Operations Plan for the oversight and management of the MAFFS II program to include processes, procedures, Communications Plan, Quality Control Plan, Safety Program, pre and post season inspection and recertification exercise schedule, inventory management, personnel, inspection, repair and maintenance, engineering, system activations, and training. Provide annual schedule for pre and post season inspections and recertification exercises. Deliver the Management Plan no later than 45 calendar days after award and after the Phase In meeting.

e. Coordinate the meeting, agenda, location and schedule for a Phase In meeting with the COR within 5 business days after award. As a minimum the agenda will include review of the program requirements, Contractors high level management and communications plan, status reporting and transfer of inventory. Prepare final agenda and distribute to meeting attendees at least one day before the meeting. Document meeting discussions and submit to the COR within 3 business days after the meeting.

f. Establish and maintain communications with the Forest Service, interagency partners and DoD partners for timely execution of objectives.

g. Provide presentations as requested to Forest Service personnel, DoD Military Liaison personnel, and interested parties, as approved and coordinated, with the COR on the operational aspects of the MAFFS II. Presentations may include addressing system status, historical and current issues with MAFFSII or improvement recommendations. Briefings average 3 per year.

h. Provide program daily operational status during activations and exercises.

i. Facilitate monthly communications with the COR throughout the year and daily or weekly during fire season activation periods. The communications as minimum include:

1) Scheduled activities and personnel at acceptable configuration levels for sustainment/maintenance efforts.

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2) Problems or potential problems affecting performance with recommended mitigation strategies/plans to ensure availability and performance of MAFFS II.

3) Communications are professional, proactive and solution oriented.

j. Present historical and current issues for MAFFS II to user groups as requested by the COR.

k. Plans and coordinates the movement of all MAFFS II equipment, systems, trailers, parts, field kits and ground compressors in support of activations and obtains concurrence from the COR prior to execution of planned movements.

l. Ensure that a sufficient level of qualified personnel are available and cleared for access to facilities to meet all activation and scheduled/unscheduled sustainment/maintenance activities.

Personnel will be required to pass Transportation Security Administration (TSA) and/or military screening to access the work sites and facilities.

m. MAFFS II project management results in systems and ground equipment that are maintained in a 100% operational readiness state and ability to respond to activations 100% of the time in accordance with the MAFFS II Operating Plan and system/equipment Technical Exhibits.

n. Administers the business and contract administrative efforts within the terms and conditions of the Contract and associated Task Orders.

TASK 3.2 INSPECTION, MAINTENANCE, AND REPAIR (ITEMS 1 and 2)

Provide routine inspections, maintenance and repair activities for the MAFFS II systems and equipment required during preseason and post season and for fire season activations that results in operational readiness at all times. Maintain and revise Technical Exhibits as appropriate.

Revised Technical Exhibits shall be submitted through the COR to the Contracting Officer, and the contract modified to include the revised Technical Exhibits. The systems, equipment and kits are located primarily at the following four military air wings that provide the C-130 aircraft that transport the MAFFS II during activations:

153rd Airlift Wing, Wyoming Air National Guard, Cheyenne, WY;

152nd Airlift Wing, Nevada Air National Guard, Reno, NV;

146th Airlift Wing, California Air National Guard, Port Hueneme, CA; and 302nd Airlift Wing, Air Force Reserve, Peterson Air Force Base, CO

Maintain the MAFFS II, trailers, ground based compressors and supply containers in a state of readiness. All labor, parts, supplies and equipment required for maintenance and repair shall be provided by the contractor.

3.2.1 SCHEDULED INSPECTION AND MAINTENANCE - (ITEMS 1, 2 & 7)

Conduct timely, annual, routine scheduled pre and post season inspection and Maintenance for 8 MAFFS II, 5 Bauer diesel ground compressors, 5 field kits (tools and spare parts), 2 depot parts

Attachment 3 Page 4 of 18 kits, and 8 trailers. There are 2 MAFFS II, 1 compressor, 1 field kit and 2 trailers at each military installation. There is 1 spare field kit, 2 spare depot kits, and 5 spare trailers at other locations that may be used to replace the primary equipment in the event replacement is required.

The Contractor shall become responsible for replacement equipment at the time of replacement.

b. Perform pre and post season scheduled inspection and maintenance activities in accordance with the MAFFS II System Operations and Maintenance publications, technical manuals, Operating Plan and manufacturers recommended maintenance in Technical Exhibits 1, 2, 3, 4, 5, 6, 8, 9, and 10.

c. Pre-season – Ensure all MAFFS II systems, compressors and trailers are fully mission capable (FMC) for fire season by March 15th of each year or as scheduled by the COR. Includes inspections, maintenance, functional checks and cleaning. Document inspection and work accomplished.

d. Post season – Perform end of fire season inspection, maintenance, functional check and cleaning. Document work accomplished. The COR will notify the Contractor when fire season is considered ended.

e. Coordinate inspection and maintenance schedules with the COR. Any deviation to the schedule must be acceptable to the COR.

f. Maintain MAFFS II System Operations and Maintenance Publications.

g. Document on agency provided maintenance log(s) (or equal method) for MAFFS II, ground compressor and support trailer, daily post flight inspections and other work. An electronic copy of the log(s) must be kept current and maintained by the contractor for each system. Copies of electronic documents must be made available upon request and/or periodically as scheduled to the COR and system operator for tracking each system’s status. Maintenance logs must be provided in print, electronic, or both as requested. Documentation shall include the following: 1) Inspections, 2) Repairs, 3) Parts replacements, 4) Current weight & balance form, 5) Component serial numbers, and 6) Discrepancy forms (AF Technical Order Form 781A, Maintenance Discrepancy and Work Document). Sample forms are provided in Technical Exhibits 8 and 9.

h. Document maintenance activity, recommended improvements, solutions and updates to publications, as deemed necessary. Maintain and update current configuration of each system.

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3.2.2 MAINTENANCE AND REPAIRS ALL TASKS (ITEMS 0008)

Perform maintenance and repairs in such a manner that minimizes down time and operational readiness. Maintenance and repairs represent work required outside of routinely scheduled pre and post season inspections and maintenance. Work will be in accordance with Technical Exhibits 1, 2, 3, 4, 5, 6, 8, 9, and 10. Coordinate this work as identified with the COR in advance of incurring any cost.

a. Respond to the COR request for service within 24 hours and initiate diagnosis within 72 hours after notification of system or equipment malfunctions or as agreed upon with the COR. Perform repairs in accordance with the appropriate Technical Exhibits. Minimize down time to MAFFS II and/or ground equipment. Maintain the MAFFS II program in an overall operational readiness status at all times.

b. Coordinate all recommended repairs, parts and/or replacement of malfunctioning components with the COR. Provide the COR with a detailed estimate of the cost of repair or replacement to include parts. The COR must authorize all repairs over $10,000 prior to the Contractor incurring any expenses. All repair costs must be within the Task Order funding limits.

c. Document malfunctions and required repairs on Forest Service provided maintenance log(s) (or equal method) for MAFFS II, ground compressor and support trailer, daily post flight inspections and other work. An electronic copy of the log(s) must be kept current and maintained by the contractor for each system. Copies of electronic documents must be made available upon request or as scheduled to the COR for tracking each system’s status. Documents must be provided in print, electronically, or both as requested. Documentation shall include the following: 1) Inspections, 2) Repairs, 3) Parts replacements, 4) Current weight & balance form,

5) Component serial numbers, 6) Discrepancy forms (AF Technical Order Form 781A, Maintenance Discrepancy and Work Document) and 7) cost detail. Sample forms are provided in Technical Exhibits 8 and 9.

c. Provide repair status to the COR and how the repair may affect operational readiness.

Recommend work around solutions, if required, to maintain operational readiness.

TASK 3.2.3 ACTIVATION SUPPORT SERVICES – (ITEMS 3, 4, 5, 6)

Upon notification by the COR that the MAFFS II is being activated, mobilize maintenance personnel to the designated location in accordance with the MAFFS II Operating Plan (Technical Exhibit 3). Coordinate contractor activation activities with the COR.

Provide continuous support for services for the MAFFS II activation through deactivation and any required cleaning, inspection, maintenance or repair required to store the system and equipment in an operational readiness state. MAFFS Maintenance Personnel should generally arrive at the designated location 30 minutes before the morning briefing (time provided by the COR) to conduct preflight inspections. At the end of the day MAFFS. Maintenance Personnel accomplish a post flight inspection and attempt to clear discrepancies, resolve deficiencies, and

Attachment 3 Page 6 of 18 schedule necessary preventative maintenance. MAFFS Maintenance Personnel are normally released with others unless there is critical work to be accomplished to return systems to Fully Mission Capable (FMC) status.

3.2.3 Unscheduled Activation Fire (ITEM 5)

Fire activations are on an as required basis and only when other air resources are exhausted.

Historically activations last an average of 14 to 21 consecutive calendar days and are supported by a crew of 2 to 4 MAFFS Maintenance Personnel. On rare occasions an activation could last 30-45 days.

3.2.3 Unscheduled Non Fire Activations (ITEMS 3, 4, 5 & 6)

Non-fire activations include any use of MAFFS II equipment not in response to a fire. Examples include media events and up to 4 MAFFS II annual pilot recertification exercises.

Annual pilot recertification exercises may consist of one training exercise at each military installation, a semi-combined exercise, or a completely combined exercise with all four (4) airwings at one military installation. In all cases, recertification exercises will be prescheduled by the Forest Service and held typically in April and May. All certification exercises will require Field Service Representatives (FSR – mechanics) to be physically present on site for the duration of the exercise to provide repair and maintenance support.

3.2.3.3 All Activation Support

Provide continuous support for MAFFS II and ground support equipment during fire season activations. Fire season will not be limited to any set dates, however, normally activations occur following the annual re-certifying exercises that are conducted jointly (FS, Contractor, Military Liaison personnel) at the military base and between May and October.

The contractor will be notified by the COR at least 48 hours prior to any MAFFS II activation identifying the deployed location, MAFFS II Military Liaison Officer (Federal employee), number of MAFFS II aircraft assigned, and date and time MAFFS II aircraft are expected to be operational. The Contractor must be operational on site within 48 hours of notification.

Coordinate all MAFFS II activities with the COR and MLO.

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3.2.3.4 MAFFS II Activations Outside the US

On rare occasions, MAFFS II may be activated to a foreign location. The contractor will be required to provide the same level of support at a foreign MAFFS II installation as a US MAFFS II installation. A minimum of four (4) contractor personnel shall have passports and be able to respond to foreign activations. The COR will provide advanced notice of the activation and coordinate schedule, logistics and travel with the Contractor.

3.3 Contractor Interface/Coordination (Applies to all MAFFS II Activations)

Once the MAFFSII is activated, coordinate all activation activities with the COR for expected support, starting dates and times on the movement of MAFFS II and field support equipment and spare parts kits from host military facilities. The contractor is responsible to insure field support representatives (FSR) arrive at the MAFFS II Base on time. The contractor may coordinate with the MLO on colocating agency and FSRs with respect to lodging facilities.

a. FSR personnel will be on site prior to any MAFFS II aircraft arriving at the activation site. FSR personnel will be at the MAFFS II Base and ready to provide support during all operational periods as determined by the COR/MLO. Each duty day will normally begin one (1) hour prior to a daily briefing provided on or about 9 AM. Provide on-site inspection and repairs to all MAFFS II systems and equipment in a timely manner.

Assign a minimum number of FSRs based on the number of activated MAFFS II aircraft.

Additional personnel may be ordered by the COR. Typically this effort has required a minimum of the following Contractor FSRs:

Number Activated MAFFS II Aircraft Field Support Representatives (FSR)

1 – 4 2 3 – 8 3-4

c. The Contractor (through the MLO) will be provided FSR shelter and an adequate working area at the MAFFS II Base. This is commonly accomplished with large tents or trailers. The MLO is responsible for providing the FSR and contractor equipment access to the MAFFS II Base provided the FSR and equipment are allowed access by the MAFFS II base host.

d. The MLO may determine a MAFFS II Reload Base is necessary on an extended basis. In this event, the MLO, COR and contractor will coordinate if support is required at the reload base.

e. If the COR determines the entire MAFFS II activation needs to relocate to a new location. The MLO and COR will coordinate with the Contractor on MAFFS II Base relocation logistics and if additional Contractor resources are required.

f. The COR and MLO will inform the Contractor when the MAFFS II is deactivated. The

Contractor then ensures that all activated MAFFS II equipment is serviceable and

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MAFFS II field kits are restocked prior to returning to home base to the extent possible.

Where equipment is not serviceable, discrepancies shall be noted, and a repair plan provided to the COR. The MLO or COR will coordinate release from MAFFSII activations with the Contractor.

g. Observe and report operation of systems by aircrews during activations. Address mission operational issues in regards to systems and equipment deployed in support of MAFFS II operations.

TASK 3.4 ENGINEERING SERVICES – (ITEMS 7)

a. Respond to request for engineering services within 24 hours after positive contact by the

COR.

b. Recommend improvements and/or modifications to MAFFS II, and all related ground support equipment.

c, Provide integrity analysis for MAFFS II system components as necessary to ensure safety of operations.

d. Upon approval of the COR to implement improvements or modifications, provide engineering support to prepare specifications and plans; perform system or equipment analysis, prepare design modifications, prepare engineering reports and address software and hardware solutions particular to MAFFS II. The scope involves practical studies for MAFFSII applications on DoD and commercial type aircraft. Historically this effort has required up to 80 hours of engineering support annually depending on the complexity of the issue.

e. Maintain and document system configuration, continuity between systems and equipment and provide documentation where differences exist. Brief the MLO and COR daily on the status of each system.

f. Provide periodic review and update to the MAFFS II system operations and maintenance publications and configuration. Recommend updates to the COR, as necessary.

TASK 3.5 INVENTORY MANAGEMENT SERVICES – (ITEMS 1 & 2)

3.5.1 Assume responsibility for inventory management of the MAFFS II, ground equipment, containers, supplies, tools and other requirements needed to maintain the MAFFS II program in an operational readiness state. Use a common electronic inventory management software program or other means that can be easily transferred and used by the Forest Service.

Maintain an inventory list, provide for the ordering, reordering and receipt of quality parts, tools, supplies, equipment and other items. Document inventory and ordering activities.

Purchase parts using competitive procedures to the maximum extent practical and document purchasing and pricing decisions.

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3.5.2 The Contractor shall provide new or factory reconditioned parts and components when providing maintenance and repair services as described herein. All replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of systems and equipment shall be compatible with existing on which it is to be used; shall be of equal or better quality than original equipment specifications; and used in accordance with original design and manufacturer intent (“form, fit, and function”). Other material shall be of acceptable industrial grade and quality. If the original manufacturer has updated the quality of parts supplied under this contract, material shall equal or exceed the updated quality. The Contractor shall retain the parts replaced for at least ten (10) working days after completion of a repair and make these parts readily available for inspection by the Contracting Officer or the COR upon request. If a dispute should arise concerning material or supplies selected by the Contractor for work already accomplished, the Contractor must, upon direction of the Contracting Officer or the COR, remove, replace, or rework materials and supplies so that the work complies with contract requirements. The Contractor shall obtain and maintain any manufacturer's updated operating instructions and maintenance manuals for all MAFFS II and equipment installed by the Contractor. These documents shall become property of the Government and shall be turned into the COR within five (5) working days after completion or termination of the contract.

3.5.3 All parts, supplies, tools and equipment shall be approved or engineered specifically for MAFFS II in accordance with the manufacturers publications or FS guidance unless waivers are in place or subsequently issued.

3.5.4 Maintain fully stocked Field Kits, Depot Kits and containers at all times to meet operational readiness. Kits must be ready to deploy upon activation.

3.5.5 The Contractor is responsible for procuring and managing all tools, parts, equipment and components required to perform the work and log in the inventory system.

3.5.6 In the provisioning of such parts, competitive purchasing/consideration for the cost of parts is critical. In the base year of performance, coordinate initial purchasing activities with the COR prior to purchase of parts, supplies or equipment. Thereafter, the Contractor may purchase up to $10,000 per purchase without coordination with the COR or to restock the inventory.

Document all expenditure of funds and as a minimum reflect the purchase order number, cost, and supplier. Include the Purchasing function in the Contractor’s inventory management processes and documentation.

3.5.7 When major parts or replacement items exceed $10,000 per item, coordinate and obtain approval from the COR in regards to the ordering activity and price prior to incurring any expenses.

3.5.8 Provide for and keep current an electronic inventory list of all items associated with the MAFFS II and ground equipment. Include documentation such as the item, part number, quantity on hand, on order, purchase order number, supplier name, location of inventory, due in date, price, total inventory count and total inventory value. Audit the inventory during

Attachment 3 Page 10 of 18 preseason, rectify any discrepancies, fill stock where needed and certify inventory is accurate and can support operational readiness. The audit ensures serviceability, usefulness and adequate stocking levels. Submit the contractor certified inventory list to the COR 5 business days after the pre season audit. The COR and Contractor will mutually resolve any discrepancies or refer to the CO.

3.5.9 Purchase, stock and maintain field kits, depot kits, tools, supplies, and equipment related to MAFFS II. Ship parts and equipment to MAFFS II locations if necessary, update and revise repair manuals and drawings and provide copies of both manuals and drawings to the COR upon request.

3.5.10 Within 30 calendar days after award, the Contractor and COR shall inventory existing stock and its condition prior the Contractor assuming responsibility for the Government Furnished Property (GFP). Once transferred to the Contractor, the Contractor assumes responsibility for the inventory until the end of the Contract. During contract close out or termination, the Contractor and COR shall inventory the stock, prior to the FS reassuming responsibility or the GFP unless transferred directly to another contract. Any missing or damaged items shall be corrected by the party turning over responsibility to the other party unless otherwise agreed to.

4.0 Next Generation MAFFS – The Forest Service contemplates replacing the MAFFS II units with the next generation of the MAFFS. Replacement of units is anticipated to start over the next 5 years. The Contractor will be required to maintain the new units as they replace the MAFFS II units. The Contractor may be required to assist with new system testing and/or attend indoctrination events. Replacing the MAFFS units with newer units will be by modification to the contract and/or task order.

5.0 General Requirements

5.1 Government Furnished Information: The following information is provided as Technical Exhibits attached to this PWS.

a. Technical Exhibit 1 - MAFFS II Maintenance Manual

b. Technical Exhibit 2 - MAFFS II Operation Manual

c. Technical Exhibit 3 – MAFFS II Operating Plan

d. Technical Exhibit 4 - ASD267C AFFS System Description

e. Technical Exhibit 5 - ASD494C, C-130 AFFS Requirements

Specification

f. Technical Exhibit 6 - Bauer Ground Compressor

g. Technical Exhibit 7 - Inventory List dated April 2018

h. Technical Exhibit 8 – FS 781 Maintenance and Repair Forms

i. Technical Exhibit 9 - MAFFS Maintenance Inspection Record

j. Technical Exhibit 10 – MAFFS Trailer Manual

k. Technical Exhibit 11 – MAFFS II History and Workload

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5.2 Government Furnished Property (GFP)

In accordance with FAR 52.245-1, Government Furnished Property, the Forest Service will deliver to the Contractor the GFP described below. The Contractor will initiate and maintain the processes, systems, procedures, records, and methodologies necessary for effective and efficient control of Government property. Disclose any significant changes to its property management system to the COR prior to implementation of the changes. The Contractor may employ customary commercial practices, voluntary consensus standards, or industry-leading practices and standards that provide effective and efficient Government property management that are necessary and appropriate for the performance of this contract (except where inconsistent with law or regulation).

Technical Exhibit 7 – Inventory List dated April 2018 Value: $500,000

In coordination with the CO/COR transfer GFP to any subsequent incoming contractor in an orderly fashion upon expiration of this contract. Inventory shall be appropriately stocked and documented to maintain systems and equipment operational readiness. Transfers shall be documented by modifications to both gaining and losing contracts. Once transferred, all property shall be considered Government Furnished Property to the gaining contract. The warranties of suitability of use and timely delivery of GFP do not apply to property acquired or fabricated by the contractor as contractor-acquired property that is subsequently transferred to another contract with the same contractor.

5.3 SAFETY PROGRAM

Develop and implement a Safety Program in accordance with commercial practices that ensures the safety of its personnel in the performance of this contract. Include such items as handling tools, and inspecting and maintaining the MAFFS II and ground equipment.

Consideration shall be given to Compressed Natural Gas (CNG) Fuel Systems, human factors, personnel protective equipment for high heat and loud noise conditions, Hazmat or other safety procedures, and use of SAFECOM (see para 4.3.2).

Provide the COR a comprehensive Safety Plan in conjunction with the Management Plan under Task 3.1.

5.4 SAFECOMS

The Aviation Safety Communique (SAFECOM) database fulfills the Aviation Mishap Information System (AMIS) requirements for aviation mishap reporting for the Department of Interior agencies and the US Forest Service. Categories of reports include incidents, hazards, maintenance, and airspace. The system uses the SAFECOM Form AMD-34/FS-5700-14 to report any condition, observation, act, maintenance problem, or circumstance with personnel or the aircraft that has the potential to cause an aviation-related mishap. The SAFECOM system is not intended for initiating punitive actions. Submitting a SAFECOM is not a substitute for "on-the-spot" correction(s) to a safety concern. It is a tool used to identify, document, track and correct safety related issues. A SAFECOM does not replace the https://www.safecom.gov/safecom_form_instr.pdf

Attachment 3 Page 12 of 18 requirement for initiating an accident or incident report.

1. Notify the COR immediately of any potential or actual safety issue or mishap.

2. Within three (3) days of an event, submit to the COR/MLO and directly to the

"SAFECOM" website any condition, observance, act, maintenance problem, or circumstance that has potential to cause an aviation-related mishap.

3. Blank SAFECOMs and assistance in submitting SAFECOMs may be obtained from the COR. SAFECOMs may be submitted electronically at:

www.safecom.gov

5.5 Contractor Personnel

Key Personnel: The Contractor shall designate a Project Manager (PM) as the single point of contact (POC) for the Forest Service for communications issues, concerns, or problems that arise on the basic contract or Task Orders. The PM shall have the authority to commit the Contractor and make decisions for the Contractor and shall be the single Contractor representative responsible for all issues, concerns, or problems. The PM shall readily respond to FS questions, concerns, and comments. The PM shall proactively alert the COR to potential contractual issues.

The Contractor shall employ and maintain personnel in the management and Key Personnel positions who meet the minimum requirements for each of the skill levels to which they are assigned, and shall be capable of performing the functions described in a competent and professional manner.

The Contractor shall submit resumes to the CO and COR for coordination and review prior to formally adding or changing employees designated as Key Personnel. The Contractor is responsible to hire and retain individuals of the highest ability who are appropriate for the assigned task. The COR may raise performance issues to the CO and subsequently a meeting will promptly be scheduled to resolve with the Project Manager.

The Contractor agrees that no Key Personnel substitutions or additions will be made unless necessitated by compelling reasons including, but not limited to, illness, death, maternity leave, or termination of employment. In such event, the Contractor must promptly provide the information required below to the COR for approval prior to any substitution or addition of Key Personnel. Proposed substitutes must have qualifications that meet or exceed the qualifications of the persons replaced. Whenever possible, fully compliant requests for substitutions or additions must be submitted, in writing to the COR for approval at least fifteen (15) business days in advance of the proposed change. The COR/CO will notify the Contractor within 15 business days after receipt of all required information of the decision on substitutions or additions. All disapprovals will require re-submission of another substitution or addition within 10 business days by the Contractor.

Request for Key Personnel changes must provide a detailed explanation of the circumstances necessitating the proposed substitutions or additions and a complete resume for the person to be substituted or added. The request is submitted to the CO and COR.

http://www.safecom.gov/

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5.6 Personnel Qualifications - Project Manager, Field Support Representatives (FSRs) and Engineer(s) shall have the following minimum qualifications:

Project Manager (PM) The PM shall have a minimum of five years’ work experience providing oversight, management, supervision and practical technical expertise with modular airborne fighting systems and ground equipment or similar systems and equipment and at least five years of project management experience that includes successfully managing projects with multiple partners, stakeholders and the Public. Knowledgeable of aircraft, loading aircraft, associated ground equipment and the maintenance and repair of mechanical systems. As a minimum, the PM shall have a bachelor’s degree in a related technical course of study. A Master’s degree or professional certification in Project/Program Management is desirable.

Field Service Representative(s) (FSR) - Mechanics Skills equivalent to a master mechanic with at least eight (8) years’ of practical experience, and journeyman mechanic with at least four (4) years of practical experience. Skills include inspecting, maintaining and repairing ground compressors, ground equipment such as trailers, large electro mechanical equipment and systems requiring expertise with electrical, air, hydraulics, corrosion, pressure switches, calibration, programmable logic controls, and manufacturer specifications, or actual mechanical experience supporting MAFFS. Individuals with a Federal Aviation Administration (FAA) Airframe and Powerplant (A&P) licenses may substitute up to one year of experience on large aircraft (over 12,500 lbs) for one year of experience above. FSR individuals must read and write English, be able to obtain a U.S.

passport, have access to or own a laptop, and be able to perform basic functions in Microsoft Office products, i.e., Excel and Word.

Minimum of one (1) year work experience as a Mechanic Apprentice inspecting, maintaining and repairing the same or similar systems and equipment as described above.

Engineer Ten (10) years work experience with modular airborne firefighting systems and equipment or equivalent systems and equipment, experience in the aerospace industry and at least five years of project experience relating to maintaining and modifying electro mechanical systems and equipment. The principle engineer shall have a current/valid professional engineering (PE) license from one of the states in the United States with a specialization in Aeronautics, Aerospace or Mechanical Engineering.

5.7 Personnel Access Requirements:

All personnel must be able to obtain and maintain DoD facility (base) security badges in order to access military installations. Badges require security background checks and current State Driver’s License. Current Passports are required for at least four (4) FSRs, as the MAFFS II systems may be activated internationally to locations outside the United States.

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5.8 Payment

The Contractor may invoice a minimum of every 30 calendar days for services performed and accepted by the COR or after completion of a deployment. Request for payment shall be supported by sufficient work summaries attached to the invoice aligning with the Task Order Contract Line Item Numbers (CLINs) that supports the invoiced work. Request for travel reimbursement shall include travel receipts. Receipts are required for shipping, parts/materials, rental cars, gas receipts, airline tickets, hotel and travel agent fees.

Payments will be made through the Internet Payment Processing (IPP) system.

An invoice to be paid shall include the following information (as a minimum):

Name of Vendor Contract Number / Task Order Number DUNS Number Date of Services Time Card validated by the MLO or COR Itemized list of supplies or services furnished Quantity, unit price, and any applicable discounts Signature of person receiving services or supplies Resource Order Number

5.9 Period of Performance

The Contract period of performance is a base year of service plus 4 option years of service exercisable at the discretion of the Forest Service. Individual Task Order performance periods will be determined at the time of issue.

5.10 Contracting Officer’s Representative (COR)

A COR will be identified by separate letter issued by the Contracting Officer for the contract/order prior to the start of work. The COR monitors all technical aspects of the contract and assists in the contract administration. The COR is the Contractor’s main point of contract for work related issues. The COR is not authorized to change the terms and conditions of the resulting contract. Work issues leading to contract changes to the terms and condition must be referred to the Contracting Officer (CO) for resolution. A copy of the COR delegation letter shall be provided to the Contractor with in (10) ten business days after award.

5.11 Travel (ITEMS 9 & 10)

Travel may be required in support of this contract. Coordinate all travel with the COR prior to incurring any cost. The Government will reimburse fair and reasonable expenses using the Federal Travel Regulations (https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr) and established per diem rates (https://www.gsa.gov/travel/plan-book/per-diem-rates) as a guideline and FAR Part 31.205-46 in determining allowability of costs. Travel receipts are required to accompany and support the Contractor’s request for reimbursement. Any travel under this contract, all contractor personnel shall follow the applicable COVID-19 protocols required by the federal, state and local governments at the work area.

https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr https://www.gsa.gov/travel/plan-book/per-diem-rates https://www.gsa.gov/travel/plan-book/per-diem-rates

Attachment 3 Page 15 of 18

5.12 Quality Control and Assurance

The Forest Service relies on the Contractor’s existing quality control system for commercial services as a substitute for Government inspection and testing before tender for acceptance unless customary market practices for the commercial service being acquired include in-process inspection. Any in-process inspection by the Government shall be conducted in a manner consistent with commercial practice. The Forest Service may conduct quality assurance for its benefit and has the right to refuse acceptance of nonconforming services. Quality issues with services tendered for acceptance or rejected by the Government shall be resolved under Contract Clause FAR 52.212-4(a), “Contract Terms and Conditions-Commercial Items”.

Provide the COR a comprehensive Contractor Quality Control Plan with submission of the Management Plan under Task 3.1

5.13 Performance Requirement Summary – The Performance Requirements Summary (PRS) table describes the acceptable quality level of performance expected by the FS and the means by which the FS validates acceptable services.

Task # Performance Standards Acceptable Quality Level

(AQL)

Monitoring Method

3.1 Project Management

Project Management results in 100% operational readiness and

100% ability to respond to activations. Communications and relationships are professional, proactive and solution oriented.

The MAFFS II program is staffed with qualified personnel, available 100% of the time to provide support services for activations, unit and ground equipment are maintained in a fully mission capable manner.

Communications and relationships are professional, proactive and solution oriented results in no more than 2 customer/stakeholder complaints. Communications and relationships results in no more than 2 valid complaints.

COR review of deliverables Partner and stakeholder feedback COR observations

3.2.1 Scheduled

Maintenance

Conduct timely, routine scheduled pre and post season maintenance and inspections for 8 MAFFS II, 5 Bauer diesel ground compressors, 5 field kits, 2 depot kits, and 13 trailers.

Maintenance and Inspection activities are completed within schedule and result in MAFFS II systems and equipment remaining in an operational readiness state

COR observations COR review of deliverables Partner/Stakeholder feedback

3.2.2 Maintenance and

Repairs all TasksUnscheduled

Maintenance

Perform unscheduled maintenance and repairs in such a manner that minimizes down time and operational readiness.

Contractor responds to request for service within 24 hours 100% of the time, coordinates actions with the COR. All service calls are documented and statused

COR Observations Review of

Deliverables

Attachment 3 Page 16 of 18

Monitoring Method with the COR 100% of the time.

Down time does not result in mission failure.

3.2.3. Non Fire

Activation/Cerification and Media events

MAFFS II units support recertification exercises and media events in a timely manner.

MAFFS II units are operational for recertification exercise, are accomplished in accordance with the schedule and technical exhibits 100% of the time.

COR Observations COR review of deliverables Partner and

Stakeholder feedback

3.2.3.1 Fire Activation

And

3.2.3.4 Activations Outside

US

Respond to COR activation notification and have personnel on site within 48hours of activation notification in accordance with the Operating Plan. Coordinate with the COR and MLO.

MAFFS II FSRs are on site within 48 hours of notification 100% of the time. Coordination experiences no more than 2 miscommunications per activation.

COR Observations MLO feedback

3.3. Contractor

Interface /

Coordination

Contractor’s interface and coordination during activations/deactivations meets mission objectives

Communications, coordination and documentation of MAFFS II activations/deactivations are timely, proactive, and accurately documented. Critical system related status documentation experiences no errors. No more than 3 documentation errors are experienced on general reporting documentation.

COR Observations COR Review of

Deliverables MLO Feedback

3.4 Engineering

Respond to request for service within 24 hours of COR contact, analyze issues, recommend solutions and/or validate operability and airworthiness of systems. Necessary updates are incorporated into system operations and maintenance publications. Configuration documentation is maintained.

Engineering solutions and recommendations are available and viable within agreed upon schedule. Schedule is met 100% of the time unless otherwise agreed upon. Approved recommendations or solutions are accurately updated in MAFFS II publications and configuration documents with no more than 2 errors.

COR observations COR review of deliverables

3.5 Inventory

Management

Maintain inventory and a competitive purchasing practice in support of the MAFFS II program.

Inventory Management system is audited and certified during preseason, is cost effective and supports MAFFS II program operational readiness 100% of the time. Inventory reports are delivered as specified with specified information. Required purchasing approvals are received 100% of the time prior to incurring expenses and are within contract funding 100% of the time. Only 3 minor ordering, delivery or communication issues are experienced annually.

COR review of deliverables

COR observations

Attachment 3 Page 17 of 18

Monitoring Method

4.3 and 5.12 Safety Program

Develop and implement Safety Program and Quality Control Plan.

All team members (contractors/subcontractors) are trained on the plans.

100% of employees are trained on quality control and safety policies and procedures contained within the Plans.

There are no negative quality or safety trends experienced during performance of services.

COR approval of

Safety and Quality Control Plan

COR Observations COR review of incident reports.

Customer or Stakeholder feedback.

6.0 Deliverables

The following table includes deliverables that may be required by Task Order and the required due dates. Provide Deliverables electronically in Microsoft Office or other widely accepted medium. Submit deliverables to the CO and COR no later than the due date. Coordinate medium with the COR, unless otherwise stated in the Task Order. The COR will review, comment or approve deliverables within 10 business days. Where the Contractor is required to correct deficiencies and resubmit deliverables, resubmission will be due within 5 business days after receipt of the COR comments.

PWS

Task #

Deliverable Due Date

Task 3.1 3.5, 4.3, 4.9

Operations Plan (includes MAFFSII Oversight and Management Plan, Schedule, Safety Plan, Inventory Management Plan and Quality Control Plan)

45 Calendar Days after Task Order Award

Task 3.1 Project Manager Designation Letter 5 Business Days After Award

Task 3.1 Phase In Meeting Minutes 3 Business Days after Meeting

Task 3.4 Integrity Analysis Report 5 Business Days after each test is completed.

Task 3.5 Certified Inventory List 5 Business Days after Inventory Audit

7.0 Ordering Services

This is an indefinite delivery, indefinite quantity, requirements contract that allows for flexibility in both quantities and delivery scheduling for ordering services after requirements materialize.

The contract provides for filling all MAFFS II Program service needs when needed and in accordance with the Performance Work Statement.

Attachment 3 Page 18 of 18

Task orders will be issued and funded for services by citing the applicable items from the Schedule of Items at the established contract prices. Orders shall clearly state the items of work, quantity, prices, performance period, place of performance, any special instructions, funding and instructions for any items ordered that may be subject to availability of funds. All orders shall be firm fixed price at the established contract unit prices.

Items 1 and 2 in the Schedule of Items represents an annual requirement for project and inventory management, and pre and post season inspections, and maintenance. A Task Order will be issued for the Base Year of service and each year thereafter if option years for performance are exercised by the Forest Service. This is a firm fixed price and is not subject to adjustment.

Items 3 through 8 in the Schedule of Items provide for quantities and fixed unit prices for services requested on an as needed basis. The Forest Service will determine the lump sum amount for these Items. The COR will order services against these items drawing down from this lump sum throughout the performance period. The lump sum amount is adjustable based on actual services performed and the needs of the Forest Service. The authorized ordering official is the COR. The COR may activate support services as needed not to exceed the quantities and funding provided in the Task Order. The COR shall document each service activation to show date of order, items, quantity ordered, pricing, and performance period.

Items 9 and 10 represents travel. Travel is a reimbursable CLIN based on actual travel expenses incurred when the Contractor is preapproved to travel by the COR to perform services under the contract. The funded amount of this Item is adjustable any time during the performance period to meet mission needs.

6.0 WARRANTY

All workmanship and materials shall be free of defect. All parts, materials and labor furnished by the contractor shall follow standard industry practices and be guaranteed for a minimum period of ninety (90) days parts and labor.

8.0 Technical Exhibits

Technical Exhibit 1 – MAFFS Maintenance Manual Technical Exhibit 2 – MAFFS Operation Manual Technical Exhibit 3 – MAFFS Operating Plan Technical Exhibit 4 – ASD267C AFFS System Description Technical Exhibit 5 – ASD494C, C-130 AFFS Requirements Specification Technical Exhibit 6 – Bauer Ground Compressor Technical Exhibit 7 - Inventory list dated 4/11/2018 Technical Exhibit 8 – FS781 Maintenance and Repair Forms (FS 781 version 1) Technical Exhibit 9 – MAFFS Maintenance Inspection Record (FS MIR version 1) Technical Exhibit 10 – MAFFS Trailer Manual Technical Exhibit 11 – MAFFS II History and Workload