Attachment A - Draft SOW HVAC Maintenance Training.pdf

STATEMENT OF WORK

FOR

INDUSTRY CERTIFIED HVAC TRAINING AND CERTIFICATION

Date: 06/10/21

Federal Aviation Administration ATO

Technical Training

AJI-2320

1. BACKGROUND

Federal Aviation Administration (FAA) National Airspace System (NAS) environmental technicians are tasked with maintaining the FAA’s Heating Ventilation and Air Conditioning (HVAC) systems, ranging from ultra-small window units to large industrial systems, each with its own manufacturer-specific maintenance schedule, tools, and federal regulations. Currently, the FAA conducts fundamental air conditioning maintenance training for environmental technicians at the FAA Academy in Oklahoma City, Oklahoma, however this training structure consumes significant resources and does not sufficiently address the range of the FAA’s HVAC training needs.

The FAA requires training to replace the existing air conditioning maintenance curriculum. The need is for an accredited, commercially developed, maintained, and delivered HVAC training and certification program that utilizes 21st-century tools and technology that align the FAA HVAC workforce with nationally recognized standards and credentials. Replacing the current air conditioning training will ensure that NAS environmental technicians are able to meet the challenges of maintaining today’s modern HVAC systems.

2. OBJECTIVE

The objective of this requirement is to obtain accredited HVAC training. Training is required for NAS Airway Transportation System Specialists (ATSS) and engineering support organizations located in all 50 states and US territories.

3. SCOPE OF WORK

The Contractor must provide certified training for FAA site technicians, Technical Services Operations Group (TSOG), Operations Engineering Support Group (OESG), Second Level Engineering, and Engineering Service employees that operate, maintain, and support NAS facilities.

The FAA anticipates a minimum of 5070 and a maximum of 7070 employees will require industry certified accredited HVAC training over the life of this contract. Required training includes virtual HVAC fundamentals training, virtual EPA 608 training and certification, virtual HVAC continuing education (annual), regional hands-on HVAC maintainer lab, regional hands-on HVAC operation and maintenance training, regional hands-on HVAC service and repair training, and local FAA site-specific HVAC training. The estimated student throughput for the base period and option periods for each training course is as follows:

Current, and possibly long-term future, COVID-19 Pandemic restrictions may restrict training to only occurring in appropriate, socially distanced in-person environments and may require future determinations.

4. REQUIREMENTS

The Contractor must furnish the necessary personnel, plant, equipment, facilities, materials, and other necessary resources to deliver the training described in this Statement of Work (SOW). All such training must be supplied in conformance with the terms and conditions of this SOW and the complete contract, including references.

4.1. Training

Training must be conducted on an 8-hour academic day, Monday through Friday schedule.

Training must not be held on weekends or federal holidays. Training may be conducted at the Contractor’s facility, at mutually agreed-upon regionally located non-Government training facilities, at the Government’s facility, and virtually/online depending on the training offering and as directed by the Contracting Officer (CO).

4.1.1. The Contractor must provide accredited training and delivery for the following HVAC training courses. Specific training course titles are included in Appendix A. Courses must not exceed 40 hours in total length.

1. Virtual Instructor – Commercially developed, HVAC fundamentals training

a. Virtual curriculum must include:

i. Modern High Definition (HD) Simulations

ii. Instructor-Led Lectures: Live and Recorded

iii. Modern HD Laboratory Exercises

2. Virtual Instructor – Commercially developed, EPA 608 training and certification

a. Virtual curriculum must include:

i. Modern HD Simulations

ii. Instructor-Led Lectures: Live and Recorded

iii. Modern HD Laboratory Exercises

Min Max Min Max Min Max Min Max Min Max

Vitrual HVAC Fundamentals Training 100 120 125 150 150 175 175 200 200 225

Virtual EPA 608 Training and Certificaiton 100 120 125 150 150 175 175 200 200 225

Virtual HVAC Continuing Education (Annual) 0 0 100 120 250 300 425 600 825 1000

Regional Hands-On HVAC Maintainer Lab 100 120 125 150 150 175 175 200 200 225

Regional Hands-On HVAC Operation and Maintenance Training 10 15 50 65 100 120 125 150 175 200

Regional Hands-On HVAC Service and Repair Training 10 15 50 65 100 120 125 150 175 200

Local FAA Site Specific HVAC Training 2 3 4 5 6 7 8 9 10 110

Projected Number of Students per Contract Year

Base Year Option Year 1 Option Year 2 Option Year 3 Option Year 4

SUPPLIES/SERVICES

3. Virtual Instructor – Commercially developed, HVAC continuing education (Annual beginning in Option Period 1)

a. Virtual curriculum must include:

i. Modern HD Simulations

ii. Instructor-Led Lectures: Live and Recorded

iii. Modern HD Laboratory Exercises

4. Regional Hands-On – Commercially developed, HVAC maintainer lab

a. Enhanced knowledge including:

i. Instructor-Led Lectures: Live

ii. Instructor-Led Demonstrations: Live

iii. Instructor-Led Hands-on Laboratory Exercises

5. Regional Hands-On – Commercially developed, HVAC operation and maintenance training

a. Advanced knowledge including:

i. Instructor-Led Lectures: Live

6. Regional Hands-On – Commercially developed, HVAC service and repair training

a. Advanced knowledge including:

i. Instructor-Led Lectures: Live

7. Local FAA Site Specific – Commercially developed, HVAC training

a. Advanced knowledge including:

i. Instructor-Led Lectures: Live

4.1.2. The Contractor must provide accessible Instructor virtual office hours for at least two (2) hours daily Monday – Friday.

4.1.3. With the exception of local FAA site-specific training, each training session is anticipated to consist of no fewer than twelve (12) students, however classroom sizes may depend on future determinations related to COVID-19 or other pandemic restrictions.

4.1.4. The Contractor must maintain Daily Class Attendance records (Deliverable 001) for both virtual and regionally delivered training offerings.

4.1.4.1. Student no-shows or tardiness in excess of 15 minutes must be reported within one hour of the class start time to the Contracting Officer’s Representative (COR) or other FAA-designated POC.

4.1.5. The Contractor must submit to each student pre-course knowledge and post-course knowledge examinations.

4.1.5.1. The following are minimum requirements for the successful completion of training.

• Student must be present 80% or greater.

• Student must obtain a minimum score of 70% on the post-course knowledge examination.

4.1.5.2. Upon successful completion of a course, the Contractor must provide each student with a Certificate of Course Completion and any associated Continuing Education Units and/or Certifications or technical support offered as part of the training.

4.1.5.3. Upon failure, the Contractor must:

• Not administer a retest without written direction from the COR or designated FAA POC.

• Contact the COR or designated FAA POC immediately for further instructions.

• Provide the FAA with matrices that include exam questions, answers, and associated time stamps for AJI management’s review (Deliverable 002).

4.1.6. The Contractor must administer end-of-class evaluations to all student attendees. The end-of-class evaluations must, at a minimum, assess the course’s quality of content, instructors, learning environment, perception of knowledge gained, structure, format, and job applicability. The FAA Program Office may elect to provide the Contractor with additional end-of-class student evaluation questions. If the FAA provides questions, they will be furnished at least thirty calendar days before each class is conducted.

4.1.7. Upon completion of a course, and with the submission of each invoice, the Contractor must provide the CO and COR with the Daily Class Attendance Records showing the students that attended the courses, a graded roster indicating the scores attained by each student on the pre and post course knowledge exams, and students’ responses to the end-of-class evaluations (Deliverable 003).

4.1.8. The Contractor must provide online access to the training records for FAA students attending either the virtual or regionally delivered training session. Online training records should include, at a minimum, documentation of how each student performed in a given course. Such access must be provided to the COR or other FAA-designated POC.

4.2. Courses

The Contractor must cover HVAC training concepts for all courses from a user perspective.

Training must include practical sessions or modern HD simulations. Training must address standard commercial HVAC maintenance training topics depending on the course subject.

4.2.1. Course Format

Twenty (20) days prior to the start of each course, the Contractor must provide the following pre-course information (Deliverable 004) to the COR:

a. Course title and a brief description of the course content

b. Course Format for:

i. Lecture

ii. Discussion

iii. Hands-on Training

c. Course Length

d. Mandatory prerequisites

e. Desirable prerequisites

f. Minimum and Maximum number of students per class

g. Virtual Log-In and Passwords for virtual training.

h. Provide a detailed list of training objectives and expected outcomes for each section of training.

4.2.2. Course Accessibility

4.2.2.1. The Contractor must provide training materials accessible by FAA-approved mobile devices inside and outside the FAA network.

a. Laptops

b. Desktops

c. Smart Phones

d. Tablets

4.2.2.2. The Contractor must deliver and maintain the accessibility of materials on FAA web browser technologies. It should not require the installation of external software on the student’s host devices including web browser plugins. Currently, the FAA utilizes Windows 10 and the following browsers:

a. Google Chrome Version 88.x

b. Internet Explorer 11

4.3. Training Schedule

The Contractor will be notified no less than thirty (30) calendar days prior to starting a course of the desired dates. The FAA will not be charged for a canceled class when the Contractor is notified fifteen (15) calendar days before starting the scheduled class.

4.4. Student Training Materials

4.4.1. The Contractor must provide each student with a complete set of course materials

(Deliverable 005) for the course no less than seven (7) day prior to class start date.

Course materials must be submitted to the COR or FAA-designated POC for review no less than thirty (30) days post award, before issuance to students. Course conduct must make maximum use of all materials distributed. Student manuals and guides will encompass a “how to” approach and work in concert with the instructor materials, e.g., lesson plans, PowerPoint presentations, figures, handouts, etc.

4.4.2. The Contractor must provide students with logon information, connectivity verification, troubleshooting solutions, electronic format syllabus, POCs, learner expectations, and class hours.

4.4.3. The Contractor must provide all training materials and/or manufacturer-specific equipment required for activities performed during all training events. Additionally, the contractor must provide the proper software licenses for all proprietary software used during training.

4.4.4. The Contractor must furnish and maintain all reference, instruction, and student materials for each class. At the conclusion of each class, students will retain all student course materials issued to them. Such documentation will become the property of the student upon completion of the training for example:

a. Manuals

b. Handbooks

c. Publications

4.5. Contractor-Furnished Training Supplies

For training conducted at the Contractor’s facility and mutually agreed-upon regionally located non-Government training facilities, the Contractor must furnish all training supplies; e.g., appropriate HVAC model, portable HVAC simulators, insulated and non-insulated hand tools, interconnect cables, test equipment, and safety/protective gear; e.g., face shields, goggles, eye wash stations, aprons, gloves, necessary to conduct training. The Contractor must maintain all supplies, test equipment, and safety/community protective equipment (CPE) in clean, well maintained and suitable for training condition and in accordance with Occupational Safety and Health Administration Standards.

The Contractor must furnish all training supplies necessary to conduct training to include:

1. Appropriate HVAC trainer hardware and simulators

2. Interconnect cables

3. Test equipment

4. Personal safety/protective gear to include all necessary and appropriate equipment to conduct training. (except at FAA Facility Training)

The Contractor must maintain all training supplies for:

1. Test equipment

2. Simulators

3. Cables

4. Software

5. Personal safety/protective gear in clean, well maintained and suitable condition for training and in accordance with this statement of work and Occupational Safety and Health Administrations Standards.

4.6. Instructor(s)

4.6.1. All Instructors must possess a professional theoretical and practical knowledge of and have a minimum two (2) years history of teaching HVAC Fundamentals, to include enhanced and advanced system training or equivalent materials, to students.

4.7. Hearing Impaired Student Management

The Contractor must provide support to hearing-impaired students and signing interpreters during training sessions. The COR will coordinate the attendance of interpreters at scheduled classes when required. While the government will provide the interpreters, accommodations must be provided for the interpreter by the Contractor to see training presentations, have continual access to course student instructional material, and be in the hearing-impaired student’s line of sight while the student is also observing training presentations. Two interpreters will be assigned to each class attended by a hearing-impaired student, and they will alternate signing duties. The Contractor must also provide training materials for interpreters. Note: This requirement does not include hiring interpreters. The Government will provide interpreters.

5. PROGRAM MANAGEMENT SUPPORT

5.1. Program Manager

The Contractor must designate a Program Manager (PM) who will manage all Contractor resources, personnel, subcontractors, and activities involved in the performance of the contract.

The PM is designated as a key individual and must possess a minimum of two (2) years of program management experience with a contract of similar size, scope, and complexity in a government or corporate environment. The PM must be the focal point within the Contractor’s organization for all required program efforts involving the management, coordination, and training delivery.

The PM will be required to provide all of the necessary management, business, and administrative planning and coordination activities required to successfully perform all SOW requirements and task orders. The PM must also manage and administer submission of all data items required in each task order.

As the primary focal point for the Contractor, the PM must coordinate interaction with the COR to support the successful performance of the contract and be prepared to discuss the status of contract activities with the CO and COR.

5.2. Meeting Attendance

As requested by the CO or COR, the Contractor must participate in technical or programmatic meetings at Government-designated facilities and/or the Contractor’s facilities. The Government will indicate whether participation must be in-person or whether it may be via teleconference depending on the nature of the meeting. The personnel representing the Contractor must have the requisite knowledge and skills to discuss the topics identified on the meeting agenda. As requested by the Government, the Contractor must prepare and submit agendas, minutes, and presentation materials for meetings and reviews (Deliverable 006).

5.3. Quarterly Program Management Review (PMR) Meetings

The Contractor must participate in a quarterly program management review to discuss the program and contract status in terms of performance, schedule, and cost. However, PMRs may be called at any time to discuss contract anomalies. The Contractor must prepare an agenda, action items, and minutes for the PMR (Deliverable 007). The Contractor must coordinate the scheduling of PMRs with the COR or other designated official. Quarterly reviews may be conducted at the Contractor’s facility, FAA facilities, or via teleconference. In addition, the PMR’s proposed agenda must be delivered to the FAA fourteen (14) days in advance, along with the status of action items. The list of items to review may include, but are not limited to:

• Contract implementation

• Accomplishments and shortfalls of performance during the reporting period

• Planned activities for the next reporting period

• Problems and issues

• Outstanding action items

Meeting minutes must be submitted within five (5) days after the conclusion of the PMR.

5.4. Program Plan

The Contractor must provide a Program Plan (Deliverable 008) fifteen (15) days after contract award indicating the method in which the FAA’s work will be functionally integrated into the Contractor’s existing management structure. The Program Plan may be submitted in an FAA-approved format. It must provide information on the Contractor’s organization, practices, and techniques to manage the program and its management of subcontracts, if any.

The Program Plan must contain, but is not limited to, the following:

1. A chart showing the structure of the program organization by title and name.

2. Identify the program office, support contractors, and all subcontractors.

3. Course Number/s for training.

5.5. Monthly Status Report (MSR)

The Contractor must submit a MSR (Deliverable 009) in the Contractor’s format (FAA approved) to the COR with the monthly invoices. The MSR must list all task orders in a way that shows the current status of:

1. Training

2. Funding and invoice status, including invoice number/date and task order number/date issued

3. Description of training/course number

4. Number of students in attendance for each course

5. Locations for training

6. Date of training

7. Status of action items from last PMR or any other meeting.

For months in which training does not occur, submission of a MSR is not required.

5.6. Post Award Meeting

The Contractor must participate in a post-award meeting, at an FAA-approved location, or via a virtual interactive presentation pending COVID-19 and/or other pandemic limitations or restrictions. The meeting will occur no later than thirty (30) calendar days after the contract award. The purpose of the meeting is to provide details on and clarify the requirements outlined in this SOW.

6. PLACE(S) OF PERFORMANCE

The Contractor must provide Online/Virtual Instructor Led training virtually/online and Regionally Delivered Hands-On training at regional Contractor locations. Regional Contractor locations must be mutually agreed-upon by the FAA and the Contractor. Local FAA Site Specific – Commercially developed, HVAC Training will be conducted at the FAA’s facility.

Specific FAA facility locations will be identified no less than thirty (30) calendar days prior to course start date.

7. PERIOD OF PERFORMANCE (POP)

The period of performance for this effort is the date of award for a period of one (1) year thereafter, hereto referred to as the Base Period, and four (4) one (1) year option periods. Each option period shall not exceed one year in duration, unless mutually agreed upon and a formal modification issued. All terms and conditions applicable to the base period shall extend to the options unless otherwise agreed upon.

8. DELIVERABLES

In fulfillment of this effort, the Contractor shall provide the following deliverables. All deliverables shall be submitted to the COR, unless otherwise agreed upon.

Unless otherwise specified, the Government will have a maximum of ten (10) working days from the day the draft deliverable is received to review the document, provide comments back to the contractor, approve or disapprove the deliverable(s). The contractor will also have a maximum of ten (10) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified below are intended to be workdays unless otherwise specified.

8.1. General Acceptance Criteria

General measures as set forth below shall be applied to each work product received from the contractor under this statement of work.

• Accuracy - Work Products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

• Clarity - Work Products shall be clear and concise. Any/All diagrams shall be easy to understand and be relevant to the supporting narrative.

• Consistency to Requirements - All work products must satisfy the requirements of this statement of work.

• File Editing - All text and diagrammatic files shall be editable by the Government.

• Format - Work Products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals.

• Timeliness - Work Products shall be submitted on or before the due date specified in this statement of work or as described in assigned task

8.2. Deliverables Schedule

Reference Deliverable Number

Deliverable Title Due Date

4.1.4 001 Daily Class Attendance Records As requested.

Report no-shows or tardiness in excess of 15 minutes to the

COR within one hour of the class start time.

4.1.5.3 002 Exam Question/Answer Matrices As needed upon student course failure.

4.1.7 003 Course Completion/Invoice Package (final attendance records, grades, and end-of-class evaluation results)

Upon course completion and with each invoice submission

4.2.1 004 Pre-Course Information No later than 20 days prior to the start of a course

4.4.1 005 Student Course Materials Submitted for COR review no later than 30 days post award

5.2 006 Meeting Agendas, Minutes, Presentation Materials

As requested by the Government

5.3 007 PMR Agenda, Action Items, Minutes Agenda and Action Item Status: 14 days prior to PMR Minutes: 5 days after PMR

5.4 008 Program Plan 15 days post award

5.5 009 Monthly Status Report Monthly with invoice submission

9. SECURITY

For on-site training and/or PMRs or other meetings held on-site at the Government’s facility, the Contractor must provide the FAA with a list of the personnel who will require access to the facilities. Contractor personnel must not violate any security regulations pertaining to the facility.

Violators may be removed from the premises with the right to reenter revoked.

Per the FAA Office of Personnel Security (AXP), Contractor employees that may need to make occasional facility visits, such as short-term on-site instructors, do not warrant the need for a security background investigation. In these cases, no additional contractor employee vetting is required by the Office of Personnel Security and these types of visitors must be escorted at all times while on-site. If the instructors are not a US citizen, they will required to submit information to FAA International Visitor Application: https://visitors.faa.gov, at least 10 days prior to their visit.

10. GOVERNMENT FURNISHED PROPERTY

For training held on-site at the Government’s facility, the FAA will provide space for both classroom instruction and hands-on learning, a projector, and/or a TV, and all necessary training equipment. It is the responsibility of the Contractor to check with the COR no later than twenty

(20) calendar days prior to the beginning of the training events to coordinate access to FAA drawings, specifications, and any other documentation, as required.

11. OTHER DIRECT COSTS (ODCs)

The Contractor must obtain COR approval in writing prior to any ODC purchase. The Contractor shall provide the required supplies/materials and submit invoices for reimbursement citing the appropriate CLIN. Payment will be made for actual costs only; handling fees, G&A, and profit will not be allowed on ODCs. (Examples include but not limited to: reproduction, and shipping expenses associated with training activities.)

12. CONTRACTOR TRAVEL

Travel may be required for Contractor personnel attending PMRs or other meetings held on-site at the Government’s facility, and for Instructors performing on-site training. Such travel must be accomplished in accordance with the Federal Travel Regulations. All travel must be approved at least twenty (20) calendar days prior to the date of travel. Contractor travel to the Contractor’s facility to conduct training will not be separately reimbursed.

13. ADMINISTRATIVE CONSIDERATIONS

13.1. Hours of Operation

The contractor is responsible for conducting business between the hours of 0800 to 1700 Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. Overtime will not be authorized.

It is anticipated that students attending the Online/Virtual Instructor Led training may be dispersed throughout the United States. To the greatest extent practicable, the Contractor must accommodate students located in time zones other than the time zone in which the Instructor is located. This may be accomplished by adjusting training start/end times to ensure the student is not required to attend training significantly outside the business hours listed above.

13.2. Federal Holidays

The days specified below are legal Federal holidays during which non-essential work will not be required of the contractor. If the holiday falls on a Saturday, it is observed on Friday; if the holiday falls on Sunday, it is observed on Monday.

Holiday Day of Observation

• New Year’s Day January 1

• Martin Luther King Birthday 3rd Monday in January

• Presidents Day 3rd Monday in February

• Memorial Day Last Monday in May

• Independence Day July 4

• Labor Day 1st Monday in September

• Columbus Day 2nd Monday in October

• Veterans Day November 11

• Thanksgiving Day 4th Thursday in November

• Christmas Day December 25

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APPENDIX A

Waste Water Welding

Enhanced HVAC Skills Training

Advanced HVAC Skills Training

Ch em ic al H az ar d

Pr og ra m m ab le L og ic C on tr ol le rs

In du st ria l R ig gi ng

P rin ci pl es a nd

P ra ct ic es

Eq ui pm en t I ns ta lla tio ns

Process Control

Ammonia Electronics Energy Conservation Mechanical Maintenance

Process Control Instrumentation

HVAC Fundamentals

Environmental Fundamentals Electrical Systems Mechanical Systems

Environmental Core Competencies

Air Conditioning & Refrigeration

EP

A

Ex am in at io n

4.7. Hearing Impaired Student Management

DRAFT SOW HVAC Maintenance Training Appendix A