BPM007303__Attachment_10__Method_of_Approach.pdf

Request for Proposal

Solicitation No. BPM007303

All-Inclusive Single Engine Air Tankers (SEATs) and Services

State of Arizona Department of Forestry and

Fire Management Procurement Services

1110 West Washington, Suite 500

Phoenix, Arizona 85007

Solicitation Attachment – Method of Approach | Revision No. 1 | Revised 11-22

Attachment 10 – Method of Approach

The Offeror shall provide a narrative response to each section that demonstrates their understanding of the Scope of Work requirements and describes the company’s overall method of approach for providing the Service(s) stated in this Solicitation.

Offeror shall provide a response either after each section or in a separate document entitled: “Attachment - Method of Approach.” If a separate document is used, please clearly designate each section and double-check to ensure that each question has been answered. If any information provided is considered CONFIDENTIAL by Offeror, the information must be specifically included in the Confidential Information Designation Attachment and related documentation to be assessed for confidential treatment under A.A.C. R2-7-103.

1. Safety Management System (SMS)

1.1. Key Safety Personnel

1.1.1. Provide evidence your company has an aviation safety manager and/or accountable executive if applicable?

1.1.1.1. Describe if their position in the company is stand alone, or dual responsibilities via org chart etc.

1.1.1.1.1. Your response should include years of service with the company, position if applicable, and relevant qualifications for the position.

1.1.2. Describe specific responsibilities for safety manager in the oversight of your SMS program.

1.1.3. Provide a copy of your organizational structure.

1.1.3.1. Your submission should clearly define each employee’s responsibilities, duties and authorities relevant to their role in the SMS program.

1.2. Operations Manual

1.2.1. Provide a complete copy of your Standard Operating Procedures (SOP).

1.2.2. Identify the flight operations policy and maintenance policy via table of contents, or specific reference section.

1.2.3. Provide a copy of the policy that outlines the process for your employees to review and obtain a copy of the Operations Manual.

1.2.4. Provide a copy of the policy that addresses modifications or revisions to the Operations Manual.

1.2.4.1. Your response should include copies of the most recent revisions from the previous calendar year and/or evidence of the last time your OPS manual was revised.

Department of Forestry and

Fire Management Procurement Services

1110 West Washington,

1.3. Emergency Response Plan

1.3.1. Provide evidence of your emergency response plan.

1.3.2. Describe the notification process in the event of an emergency.

1.3.2.1. Your response should include supporting documentation to validate if you have a structured quick reference or checklist for employees to follow.

1.3.3. Identify and describe each employee’s role and responsibilities in an emergency response.

1.3.4. Identify sections in your policy that lay out the schedule for training for emergency response, and provide evidence of the most recent training for employees.

1.4. Safety Risk Management

1.4.1. Provide evidence of the formal process for identifying risk.

1.4.1.1. Your response should include, analysis, assessment, decision making, and control validation.

1.4.2. Describe your method of approach for identifying and tracking hazards/threats internally.

1.4.2.1. Your response should include supporting evidence and a copy of the policy.

1.4.3. Describe your method of approach for operational risk assessment.

1.4.3.1. Your response should reference the applicable policy, and include any company specific tools used by your employees during operational periods.

1.4.4. Describe the process and procedures implemented for your employees to mitigate high levels of risk.

1.4.4.1. Your response should include a clear outline of the approval process from management when risk exceeds acceptable levels.

1.4.4.2. Your response should include the applicable reference(s) from your Standard Operating Procedures (SOP).

1.5. Safety Assurance

1.5.1. List the section in your policy that outlines safety performance objectives.

1.5.2. Describe the process for safety monitoring and communication, and outline how you ensure safety objectives are met.

1.5.2.1. Identify the system for internal safety communications. Your response should identify the applicable policy or SOP for utilization.

Department of Forestry and

Fire Management Procurement Services

1110 West Washington,

1.5.3. Provide supporting evidence of any changes made to policy to achieve safety objectives in response to changes in the operational environment or the type of operation.

1.5.4. Describe and identify the policy for monitoring the SMS process and outline how you ensure compliance and improve effectiveness.

1.5.5. Identify the policy and provide supporting evidence of the most recent audit of your SMS program.

1.5.5.1. Your response should include any relevant certification letter(s), audit results, and a list of any resulting changes implemented in your policy.

1.6. Safety Promotion

1.6.1. Describe and identify the policy for your internal safety reporting system.

1.6.2. Identify the policy or process for issuing safety awards.

1.6.2.1. Your response should include standards or metrics used for awarding.

1.6.2.2. Your response should detail if awards are awarded on an individual basis for “above and beyond” performance, or if they are awarded company-wide for achieving company safety objectives.

1.6.3. Provide evidence and identify your policy for requirements related to certification. Your response should clearly outline all training programs that ensures all employees remain proficient and current in their respective positions, this includes both aircrews and ground crews.

1.6.4. Provide a copy of all current training plans and provide supporting evidence of completion (i.e.

certificates, etc).

1.6.5. Describe your process for maintaining records for aircrews. Outline the process for ensuring your aircrews training certificates, flight proficiency, and medical certification are maintained internally.

1.7. Maintenance

1.7.1. Identify the policy for the maintenance control system. The policy should be internal company policy and tailored to the size and complexity of your operation.

1.7.2. Identify if your maintenance control/monitoring program is computer based. If it is not, describe the process.

1.7.3. Provide documentation of the status of offered aircraft currently using your maintenance control system, this may be computer based printout or summary based off of your maintenance monitoring and tracking program.

Department of Forestry and

Fire Management Procurement Services

1110 West Washington,

1.8. Accident/Incident

1.8.1. Outline if your company has had any incidents or accidents prescribed in 14CFR Part 830, in the past five

(5) years.

1.8.2. List total number of flight hours your company has accrued in the past five years for all aircraft operating under your Operating certificate. Separate Fixed wing and Rotor wing, if applicable.

1.8.3. If there have been reportable incidents or accidents, provide the report numbers for reference.

1.8.3.1. Offeror shall provide case numbers and related safecom numbers for each accident or incident, if applicable.

1.8.4. If your company has had a reportable incident or accident, provide documentation of changes to your operating plan and sms to address the cause).

2. Administrative Operations

2.1. During daily operations, when conflict arises operationally, what is your company’s chain of command for resolution?

2.1.1. Your response should clearly outline who the direct contact is for the Contract Officer or State Aviation

Manager once an issue has been elevated past the base staff and contract representative.

2.2. Confirm if your billing and invoicing is performed in-house or if it is managed by a third party.

2.2.1. Your response should identify who is responsible for all invoicing and billing related matters, including identifying the billing specialist.

2.3. Describe your process for accounting billable hours for flight time and availability?

2.4. Provide the contact for billing or invoicing discrepancies.

2.5. Describe your process for replacing staff due to improper or unsafe performance, including timelines.

2.5.1. Your response should clearly outline if your contract representative at the designated base has this authority or provide personnel with this authority.

2.6. Describe your employee retention plan.

2.6.1. Outline if it is a structured plan and identify how you reward and invest in your employees outside of the

SMS system.