CBP-RFI-03272024-001-J.07_Draft RFP MPA Maintenance PWS_RFI2.pdf

U.S. Department of Homeland Security U.S. Customs and Border Protection

Performance Work Statement For

Air and Marine Operations Maritime Patrol Aircraft Program Management Office

MARITIME PATROL AIRCRAFT MAINTENANCE AND

LOGISTICAL SERVICES DRAFT

CBP-RFI-03272024-001

Table of Contents

C.1 PERFORMANCE WORK STATEMENT (PWS)

C.1.1 GENERAL

C.1.1.1 BACKGROUND 6

C.1.1.2 INTRODUCTION 6

C.1.1.3 OBJECTIVES 7

C.1.1.4 APPLICABLE DOCUMENTS, INSTRUCTIONS, NOTICES, AND AIRCRAFT

REGULATIONS 7

C.1.2 PROGRAM MANAGEMENT (PM)

C.1.2.1 OBJECTIVES 8

C.1.2.3 PROGRAM COMMUNICATIONS

C.1.2.4 FINANCIAL MANAGEMENT 11

C.1.2.5 RISK MANAGEMENT 12

C.1.2.6 QUALITY ASSURANCE SURVEILLANCE PLAN

C.1.2.7 QUALITY CONTROL 13

C.1.2.8 GOVERNMENT FURNISHED EQUIPMENT (GFE), PROPERTY (GFP) AND

INFORMATION (GFI) 14

C.1.2.9 CONTRACTOR FURNISHED PROPERTY/ INFORMATION/ EQUIPMENT 15

C.1.2.10 OFFICE AND WAREHOUSE SPACE

C.1.2.11 VENDOR MANAGEMENT 17

C.1.2.12 ENGINEERING SERVICES 18

C.1.2.13 DEFICIENCY REPORTING 18

C.1.2.14 TECHNICAL DIRECTION LETTERS

C.1.2.15 CONFIGURATION MANAGEMENT

C.1.2.16 AIRCRAFT MAINTENANCE MANAGEMENT SYSTEMS AND INFORMATION

SYSTEMS 20

C.1.2.17 DOCUMENT MANAGEMENT 21

C.1.2.18 DOCUMENT PROCESSES 21

C.1.2.19 PROGRAM MANAGEMENT REVIEWS (PMRs)

C.1.2.20 STAFFING 22

C.1.2.21 KEY PERSONNEL 23

C.1.2.22 TRAVEL 24

DRAFT

C.1.2.23 TRAINING and CERTIFICATION REQUIREMENTS

C.1.2.24 CONTRACTOR PERFORMANCE ASSESSMENT REPORT SYSTEM26

C.1.2.25 SECURITY 26

C.1.2.26 ENVIRONMENTAL, SAFETY AND HEALTH

C.1.2.27 CONTRACT DATA REQUIREMENTS LIST (CDRLs)

C.1.2.28 POST AWARD 32

C.1.2.29 TRANSITION-IN / STARTUP 32

C.1.2.30 TRANSITION-OUT 35

C.1.2.31 ACCESS FOR GOVERNMENT REPRESENTATIVES

C.1.3 SITE MAINTENANCE (O-Level)

C.1.3.1 OBJECTIVES 35

C.1.3.2 AIRCRAFT SERVICING AND MAINTENANCE

C.1.3.3 AVIATION FUEL AND POL MANAGEMENT PROGRAM

C.1.3.4 AIRCRAFT GROUND SUPPORT EQUIPMENT

C.1.3.5 CORROSION CONTROL PROGRAM

C.1.3.6 AVIONICS 39

C.1.3.7 ENGINE AND PROPELLERS 39

C.1.3.8 SURVIVAL EQUIPMENT 40

C.1.3.9 SITE SUPPLY 40

C.1.3.10 FOREIGN OBJECT DAMAGE (FOD)

C.1.3.11 CANNIBALIZATION 40

C.1.3.12 CRASH DAMAGE AIRCRAFT SUPPORT

C.1.3.13 TRANSIENT AIRCRAFT MAINTENANCE SUPPORT

C.1.3.14 AIRCRAFT LOGS AND RECORD KEEPING

C.1.3.15 TECHNICAL LIBRARY 41

C.1.3.16 UNIFORMS 41

C.1.3.17 OFF-SITE MAINTENANCE/DETACHMENTS

C.1.4 MATERIAL MANAGEMENT/INVENTORY CONTROL MANAGEMENT

C.1.4.1 OBJECTIVES 42

C.1.4.2 INVENTORY CONTROL MANAGEMENT

C.1.4.3 INVENTORY CONTROL POINT

C.1.4.4 PURCHASING CLASSIFICATIONS (Integrated Logistics Support) .. 48

C.1.4.5 INVENTORY ANALYSIS 49

C.1.4.6 OBSOLESCENCE MANAGEMENT

C.1.4.7 SUPPORT AND TEST EQUIPMENT INVENTORY

C.1.4.8 CALIBRATION PROGRAM 50

C.1.4.9 ANNUAL INVENTORY 51

C.1.4.10 DETACHMENT SITE PACKUP INVENTORY

C.1.4.11 SPECIAL INVENTORIES 52

C.1.4.12 EXCESS INVENTORY MANAGEMENT

C.1.4.13 GOVERNMENT PROVIDED SUPPORT VENDORS

C.1.4.14 IN-HOUSE REPAIR (IHR) 52

C.1.7 APPENDIXES

Appendix 1.7.1 ACRONYMS

Appendix 1.7.2 DEFINITIONS

Appendix 1.7.3 REGULATIONS, TRAINING, CERTIFICATIONS

Appendix 1.7.4 SUMMARY LIST OF SOPs & FORMS

Appendix 1.7.5 CONTRACT DATA REQUIREMENTS LIST (CDRLs)

Appendix 1.7.6 P-3 MAINTENANCE INFORMATION

Appendix 1.7.7 DHC-8 MAINTENANCE INFORMATION

Change Log

Description of Change Date Name

C.1 PERFORMANCE WORK STATEMENT (PWS)

C.1.1 GENERAL

C.1.1.1 BACKGROUND

As a component of the United States (U.S.) Department of Homeland Security (DHS), Customs and Border Protection (CBP) Air and Marine Operations (AMO) is responsible for protecting our Nations’ borders to prevent terrorists and terrorist weapons from entering the U.S.; apprehending individuals attempting to enter the U.S. illegally; and stemming the flow of drugs and other contraband while facilitating the flow of legitimate trade and travel. CBP AMO accomplishes this mission through the application of advanced aeronautical and maritime capabilities and the employment of uniquely skilled federal law enforcement agents and supporting personnel.

During aviation enforcement, AMO utilizes a fleet of Maritime Patrol Aircraft (MPA) to accomplish its core competencies of interdiction, investigation, domain awareness and contingency operations and national tasking. To keep this aviation fleet operational, AMO requires continuous aviation maintenance and logistics support services at its various operating sites within Continental United States (CONUS) and Outside the Continental United States (OCONUS).

C.1.1.2 INTRODUCTION

This contract encompasses aircraft maintenance and logistics support at the Organizational (O) and Intermediate (I) levels necessary to ensure that the Government has the numbers and types of properly configured aircraft available where and when required to meet operational commitments. The Government aircraft are assigned on a permanent basis at Aviation Operational Sites (AOS) however, tasks will also be required on a concurrent and temporary basis at detachments and forward operating locations, both in CONUS and OCONUS locations. CBP has infrequent special operational assignments and supports other government agencies in other world locations that will be coordinated with the Contractor.

The MPA fleet currently consist of long range, high-endurance, all-weather, multi-engine turbo-prop aircraft. The aircraft are modified and equipped with state-of-the-art, highly sophisticated sensor equipment, i.e., radar, electro-optical and infrared (EO/IR) detecting systems designed to facilitate smuggling detection, interdiction, tracking and apprehension. See Appendix 1.7.6 and 1.7.7 for types of aircraft by location, representative flight hours, and facilities operational hours. Hours of operation will vary by site. Contractor can expect to work a combination of day, night, shift, and weekend hours as needed.

The Contractor will be required to fly on the aircraft as part of the crew to and from detachment (CONUS and OCONUS) locations and during maintenance flight checks for the purpose of conducting maintenance activities, flight checks, and provide troubleshooting that cannot be completed on the ground.

The primary purpose of aircraft maintenance is to keep the MPA fleet ready and in a fully operational condition.

C.1.1.3 OBJECTIVES

The Contractor shall conduct Organizational (O) and Intermediate (I) level maintenance and aircraft logistics support through a Material Management/Inventory Control Management area. These requirements are applicable to all aircraft systems and subsystems (including but not limited to engines, propellers, avionics, environmental, hydraulic, electrical, etc.), aircrew systems, Support Equipment (SE), Ground Support Equipment (GSE), and tooling.

The Contractor shall maintain a level of aircraft availability in a Full Mission Capable (FMC) configuration, to meet or exceed CBP AMO annual flight hour requirements when and where needed to satisfy CBP AMO requirements, surge capacity, or to meet other mission requirements while:

Ensuring strict adherence to quality and safety.

Conducting data collection and analytics to improve efficiency, effectiveness, quality, and safety.

The Contractor shall implement material sustainment measurements (Reliability, Availability, Maintainability, and ownership Cost) to conduct material analysis to identify and mitigate readiness degraders, which directly impact Mission Capability while:

Maximizing efficient repair of aeronautical equipment and material.

Minimizing the degradation of material through planned maintenance.

The Contractor shall support execution of the CBP MPA preservations or retirements by:

Conducting aircraft preservation procedures when directed by the COR.

Removing and storing aircraft systems and equipment as directed by the COR.

C.1.1.4 APPLICABLE DOCUMENTS, INSTRUCTIONS, NOTICES, AND AIRCRAFT REGULATIONS

The Contractor shall maintain CBP aircraft in accordance with 14 CFR, Department of Defense (DOD) Manuals/Directives/Instructions/Regulations and Original Equipment Manufacturer (OEM) specifications, as applicable and listed in the Appendix 1.7.6 and Appendix 1.7.7, and any other referenced aviation, aircraft, and safety regulation. Not all manuals/directives/instructions/regulations and OEM specifications are listed.

CBP will provide all applicable technical manuals, forms, publications, bulletins, directives, specifications, standards, and CBP Standard Operating Procedures (SOPs) currently used or known by the Government as applicable (CBP does not own or maintain technical manuals, forms, publications, bulletins, directives, specifications, and standards).

The Contractor shall be responsible for maintaining and obtaining regulations outside of those provided by the Government. When a maintenance or technical publication provided by the Government via a Technical Library is subsequently revised, supplemented, replaced, or rescinded, the Contractor shall be required to comply with the update. It is the Contractor’s responsibility to obtain updates to all applicable regulations.

Any conflicts or discrepancies between any referenced documentation shall be referred to the Contracting Officer’s Representative (COR) for resolution.

The Contractor shall obtain all applicable documents, instructions, notices, and aircraft regulations that are not provided by the government in order to maintain the aircraft in accordance with bulletins and manuals.

The Contractor shall obtain and maintain subscription agreements with all related vendors to ensure they have the latest documents available.

DoD Sourced aircraft are being operated and maintained as Public Use Aircraft as defined by Title 14 of the Code of Federal Regulations (14 CFR). CBP MPA are NOT subject to FAA aircraft certification or oversight; however, FAA regulations and policies shall be adhered to whenever applicable (e.g., aircraft registration, Automatic Dependent Surveillance-Broadcast (ADS-B), etc.).

The Contractor shall produce Standard Operating Procedures (SOP) using established CBP processes and SOPs that encompass maintenance (scheduled and unscheduled), material management, in-house repair, ground support equipment, and forward deployed aircraft support.

The Contractor shall submit tailored SOPs to the COR for review and approval before the end of the transition period. Once signed, the procedures shall be reviewed annually by the Contractor and updated accordingly.

At times, to gain efficiencies, the Contractor may need to deviate from approved technical service maintenance procedures (e.g., replacing an entire assembly instead of repairing a component of the assembly). The Contractor shall request such deviations through the Designated Agency Representative (DAR) with approval by the COR.

CBP reserves the right to deviate from criteria established by the approved technical service maintenance procedures. The COR will notify the Contractor, in writing, of deviations to the approved maintenance requirements. Due to frequent changes to Documents and Directives, it is expected and required that the most current versions shall be used.

C.1.2 PROGRAM MANAGEMENT (PM)

C.1.2.1 OBJECTIVES

The Contractor shall provide Program Management (PM) oversight for the life of the contract to ensure both the CBP Maritime Patrol Aircraft Program Management Office (MPA PMO) and the Contractor can successfully prioritize, coordinate, monitor, and programmatically manage this contract as an integrated solution. CBP, in conjunction with the Contractor, must establish a coordinated and successful partnership that fulfills the CBP mission and the contract.

The Contractor shall develop and submit to the COR for review a Program Management Plan (PMP) (A001) identifying the organization and procedures used to fulfill the requirements of this PWS. The Contractor’s PMP shall depict the organizational structure, the assignment of functions, duties, responsibilities, the procedures and policies, and the reporting requirements that are established for completing the activities assigned under this PWS. The PMP will be reviewed and approved by the

COR.

The main objectives for Contractor Program Management are:

(a) To provide an operationally safe, well-maintained, airworthy, effective, and efficient fleet of aircraft following original equipment manufacturer (OEM), Department of Defense (DoD), and federal regulation requirements, as applicable, to ensure assets are available while improving cost effectiveness, efficiency, and responsiveness of the associated logistics and maintenance program.

(b) Maintain a level of aircraft availability in a Fully Mission Capable (FMC) configuration to support AMO mission requirements.

(c) Provide timely and effective aircraft maintenance and logistics support per CBP standards to ensure operational requirements are met with airworthy, fully mission-capable aircraft.

(d) Make informed, timely decisions and actions for both scheduled and unscheduled maintenance.

(e) Achieve program excellence by delivering on-time performance, quality deliverables, and continuous improvement through effective management.

(f) Improve the integration of cost and schedule reporting consistent with good, disciplined program management.

(g) Maintain a highly skilled staff that meet all personnel training and certification requirements

(Appendix 1.7.3 Regulations, Training, Certifications)

C.1.2.2 ORGANIZATIONAL AND WORK BREAKDOWN STRUCTURE (WBS)

Contractor’s Organizational Structure

To ensure efficient management and administration of all work and to provide a direct recurring interface between the Contractor and CBP, the Contractor shall provide principal point of contacts (POC), Program Manager (PM) and Deputy PM.

The Contractor shall employ a program management structure that ensures the efficient execution of the work, responsive to task requirements and the capability to report on the status of work performed.

All Contractor program management personnel considered direct reports shall be classified as key personnel, see Key Personnel Section C.1.2.21. The Contractor shall annotate Key Personnel in the monthly Personnel Report, (A019).

The Contractors staffing levels must consider facility operating hours, shift coverage, as well as mission coverage for deployments.

The Contractor shall obtain written Government approval via signed overtime (OT) notification form (CBPAVP-P3-064) prior to proceeding with overtime hours. Emergency OT may be approved by the Government via telephone or email but shall be followed up as soon as practical with signed OT notification forms.

The Contractor shall ensure final OT hours on the OT notification form are consistent with the monthly OT report (A020).

The Contractor shall obtain written Government approval for all over-and-above (O&A) work orders prior to proceeding with the work.

Work Breakdown Structure (WBS)

The Contractor shall develop and submit a WBS and WBS Dictionary based on the Contractor proposed structural view of this PWS NLT 90 days after the start of Period of Performance (A018).

The Contractor shall include detailed elements and definitions necessary to produce a schedule of tasks and milestones. WBS shall be reported at Level 3, at a minimum, to provide an adequate level of detail and understanding to support the Performance Measurement Baseline (PMB). The WBS shall be updated based on changes in scope or when requested by the COR.

C.1.2.3 PROGRAM COMMUNICATIONS

The Contractor shall develop, deliver, and maintain a Communications Management Plan (CMP) (A002).

The CMP shall be reviewed and updated as required or annually at a minimum.

The Contractor shall notify (by phone and email) the CBP Contracting Officer (CO) and COR/ACOR within 24 hours of any issues or problems requiring a CBP notification or response. If the issue or risk involves safety, it shall also be communicated to the appropriate Designated Agency Representative (DAR) immediately either in person, by phone or email. Examples of issues requiring CBP notification or response include:

• Personnel injury requiring medical attention.

• Aircraft damage or mishap.

• Matters affecting Safety of Flight

The Contractor shall establish weekly program meetings (conference calls) between the Contractor and MPA PMO. Below is a suggested list of baseline meetings. Meetings may be modified, combined or additional meetings added. These meetings will track open action items involving both CBP and the Contractor, provide status updates, discuss current issues, concerns, and risks.

• Program/Finance/Contract Management (EVM, CFSR, Contract Mods, Staffing, etc.)

• Maintenance/Logistics Management (A/C Status, In-House Repairs, Supply, Metrics, etc.)

• Engineering (A/C Modifications, Upgrades, etc.)

C.1.2.4 FINANCIAL MANAGEMENT

The contract is a hybrid cost plus incentive fee, cost plus fixed fee, cost reimbursement and firm-fixed-price (CPIF/CPFF/CR/FFP) contract. The Contractor shall comply with Government regulated accounting procedures (FAR, HSAM, CFR, CAS, GAAP and DCAA)

(a) Funding: Funding shall be made available for this contract based on the approved funding and allotment process for distribution of all obligational authority made available to the Department of Homeland Security. Contract line items (CLINS) may be incrementally funded in accordance with specific controls, ceiling and limitation imposed by Congress. Each allotment of funding may have various appropriation limits. All funding allotments will follow all regulation, policy, and laws. Due to funding limitation(s), all CLINs may not be funded (incrementally or full).

(b) Contract Modifications: Contract Modifications shall be coordinated between the Government and Contractor. Contract modifications may include, but are not limited to, incorporating Technical Direction Letters (TDL), updating CDRLs, funding changes, and requirements changes.

(c) Reporting: The Contractor shall develop and submit a monthly Contract Funding Status Report

(CFSR) (A007). The CFSR is to supply funding data to the CBP MPA PMO for:

a. updating and forecasting contract funds requirements.

b. planning and making decisions on funding changes to contracts.

c. developing funds requirements and budget estimates in support of approved programs.

d. determining funds in excess of contract needs and available for de-obligation.

e. obtaining rough estimates of termination costs (if applicable).

f. burn-rate analysis and cost variance analysis explaining any variance that exceeds 10% at each CLIN level.

The Contractor shall explain significant changes between monthly CFSRs and Estimate at Completion (EACs). The level of detail in estimating shall be such that any significant cost can be compared with actual cost accumulated and reported.

The Contractor shall notify the Contracting Officer in writing whenever there is reason to believe that the costs it expects to incur under this contract, when added to all costs previously incurred, will exceed 75 percent of the total amount so far allotted to the contract by the Government. The notice shall state the estimated amount of additional funds required to continue performance for the period specified in the Schedule.

The Contractor shall use the most current Government-provided Maintenance Management System. This application is used to track the maintenance, logistics, purchasing and readiness of the fleet. This system includes flight records, aircraft configuration tracking, mission readiness, inspection and maintenance schedules, parts inventory, financial accounting, purchase records, and reports.

The Contractor shall use the Government-provided Maintenance Management System to develop and submit a monthly ILS Financial Summary Report (A008) comparing the following data points between the Government provided Maintenance Management System and the Contractor’s approved financial system:

funding levels, commitments, obligations, receipt of purchases and forecasting cost (full price repairs).

(d) Earned Value Management:

The contractor shall have an Earned Value Management System (EVMS) that complies with the guidelines of American National Standards Institute/ Electronic Industries Alliance (ANSI/EIA) 748 or shall submit a comprehensive plan for compliance with these EVMS standards.

An Integrated Baseline Review (IBR) shall be completed within 90 days of contract award by the program manager and each year afterwards NLT 120 days prior to the establishment of the next option year. The IBR shall be a joint assessment by the Contractor and the Government.

The Contractor shall develop, deliver, and maintain the Performance Measurement Baseline (PMB) (A025) within 10 days of IBR completion.

In conjunction with the CFSR, the Contractor shall provide a monthly Integrated Program Management Report (IPMR) presentation (A007) containing EVM performance information for the current period of performance.

C.1.2.5 RISK MANAGEMENT

The Contractor shall plan, implement, and control a process for managing risk (AS9100 Rev D). Risk Management is required for identifying, controlling, and managing risk through all phases of program execution; evaluating any emerging opportunities for program improvement; and detailing specific risk mitigation actions and is part of the IBR.

The Contractor shall incorporate controls for managing issues, risk events, and assign appropriate resources and personnel to initiate corrective actions in accordance with agreed remediation schedules:

(a) Communicate, to the COR both verbally and via email, any significant program or contract issues discovered, and risks deemed likely to occur with significant negative impact within 24 hours after identified. Significant issues and negative impacts include those associated with work stoppage, personnel injury, aircraft damage, or flight safety.

(b) Develop and record risks in a risk register, assign a risk level, status, and develop risk mitigation strategies. The risk register shall have two parts, the active risks, and the historical mitigated risks.

(c) Develop and record issues in an issue register providing the issue resolution, required actions, and status. The issue register shall have two parts: the active issues and the closed issues.

(d) The issues and risks register review will be part of a weekly program status meeting. The registers shall be sent to the COR one (1) day before the program meeting.

(e) Results of the weekly issues and risks review shall be recorded in the registers and summarized in the Contractor’s monthly Program Management Report (PMR) (A006). The report’s risk section shall also contain a forward-looking risk mitigation matrix with risks, their potential impact, what is being done to mitigate them, and the schedule.

(f) The Contractor shall brief risks and mitigation status at each quarterly Program Management Review.

C.1.2.6 QUALITY ASSURANCE SURVEILLANCE PLAN

The Quality Assurance Surveillance Plan (QASP) is a key component of the Government-developed surveillance process. The QASP is based on the premise that the Government desires to maintain a quality standard for required services. The document defines a systematic surveillance method for the services by which the Contractor's performance will be monitored.

The QASP:

(a) Identifies the services and products that will be measured.

(b) Establishes the specific standards of performance for each required output.

(c) Establishes the responsibilities for performing the measurement.

(d) Defines the Government's role in overseeing the performance.

(e) Provides for feedback to the Contractor regarding quality, quantity, and timeliness of the service outputs.

(f) Establishes timeframes for communicating needed performance improvements.

(g) Will be reviewed/revised as needed or annually for applicability and the impact of contract mods.

C.1.2.7 QUALITY CONTROL

The Contractor shall provide, maintain, and control an effective Quality Control (QC) program to ensure proper compliance with the maintenance requirements, practices, and procedures with emphasis on material condition of aircraft.

The Contractor’s Quality Management System shall be certified AS9100 Rev D, Quality Management systems – Requirements for Aviation, Aerospace and Defense Organization. The Contractor is encouraged to continually identify and submit ideas for cost-effective tailoring of requirements or alternative solutions to the Government’s needs. The Government may perform any inspection, verification, and evaluation to ascertain conformance to the requirements and the adequacy of the quality system.

The Contractor shall ensure quality control of services is maintained throughout the life of the contract and shall prepare and implement (upon Government approval) a Quality Control Plan (QCP) (A003). The QCP shall reflect the Contractor’s overall approach, internal controls, and establishment of procedures for evaluating each of the major service areas (who, method, how often), for reporting to the Government, for resolving deficiencies, for identifying potential improvements, and for maintaining and making available to the Government, documentation reflecting quality control inspections and any corrective actions taken. The QCP shall outline processes and activities that will be implemented and include a schedule that covers initial development through to reporting requirements.

The Contractor shall provide objective trend data on all high and moderate risk systems, processes, and characteristics.

The Contractor shall retain all QC records for the life of the contract. The QC data shall be made available to the Government at any time.

The QCP is intended to organize, plan, and implement quality standards, processes, and activities.

This will ensure the relevant and required performance, quality standards and service levels are achieved.

The QCP shall support the Safety Management System (SMS) Program (section C.1.2.26).

The Contractor shall develop the QCP (A003) and deliver to the COR for review and acceptance. The QCP shall be reviewed and updated annually at a minimum. The COR will review and approve all proposed changes and revisions to the QCP before implementation.

The Contractor shall maintain all records and data (notes from investigations of incidents, DRFs etc.) related to quality control in a shared technical library accessible to the Government. All records and data, that cannot be kept in this library, shall be made available to the Government within 7 business days of the request.

The Contractor shall ensure records, data or other inspection documentation used for ensuring proper compliance with the PWS are verified, reviewed for accuracy, formatted in an agreed upon format, and accessible to the Government.

C.1.2.8 GOVERNMENT FURNISHED EQUIPMENT (GFE), PROPERTY (GFP) AND

INFORMATION (GFI)

The Government will provide the necessary work and office space at Government provided facilities to include aircraft hangar space, maintenance shop space, maintenance administrative space, and parts storage.

The Government will provide the required office equipment (for access to CBP IT systems, only) to the Contractor.

The Contractor shall conduct all program related Email communications on the CBP IT system.

The Government will provide Support Equipment (SE), test equipment, and special tools for use at the AOS and forward operating locations and detachment sites (foreign and domestic).

The Contractor shall identify furniture requirements for Government provided spaces and notify CBP of the need to replace or augment the initial inventory within 90 days of the start date.

The Contractor will have access to use Government available Ground Support Equipment (GSE), tooling and other major equipment for use on this contract to include major production equipment and tooling in public and private sector inventory management systems.

The Contractor shall be responsible for maintenance, inspection, inventory control, management, and disposal of GFE and GFP (at the direction and approval of the COR) at all CBP and Contractor locations including detachment sites and forward operating locations.

NOTE: The Contractor is responsible for CBP’s major Original Equipment Manufacturer (OEM) GFE and GFP located throughout the world but is only limited to management, inventory control, and disposal if directed by the COR.

The Government will provide an aircraft logistics maintenance management system (IT system).

During the performance of this contract, the Contractor may receive Government Furnished Information (GFI), to include CAD models, to use in the manufacturing of new parts. Any GFI made available to the Contractor shall be used only for the purpose of carrying out the provisions of this contract and shall not be divulged or made known to any persons except as may be necessary in the performance of this contract.

The Contractor shall be required to sign non-Disclosure statements. All GFI must be protected to the degree and extent required by local rules, regulations, and procedures. The Contractor shall conform to all security policies.

C.1.2.9 CONTRACTOR FURNISHED PROPERTY/ INFORMATION/ EQUIPMENT

The Contractor shall furnish its own hand tools, shop upkeep supplies, office supplies, company IT network equipment, such as desktop computers, laptops, tablets, and printers for use on the Contractor’s own information management system, necessary for contract performance at no direct cost to the Government.

C.1.2.10 OFFICE AND WAREHOUSE SPACE

The Contractor shall provide office space, and storage/warehouse space for the Material Management/Inventory Control section of this PWS to include Aircraft Component Repair – Intermediate

(I) Maintenance (In-House Repair). See Appendixes 1.7.6 and 1.7.7 for spaces occupied and/ or leased by current contractor.

The Contractor shall maintain the facilities with security access, security monitoring, and fire suppression systems to ensure CBP, Occupational Safety and Health Administration (OSHA) and all applicable government requirements are met for physical, personnel and information security.

The Contractor shall be responsible for all utilities (water, trash/janitorial, electrical, phones) and up-keep of the building and grounds.

Material Management Offices and Radar and Sensor Repair Facilities: The Contractor shall provide offices and sensor repair facilities within a common facility located within 50 miles of AOS Jacksonville, FL. The

Contractor shall provide for access by personnel on other contracts to work in the office space and sensor facilities on a regular and daily basis to provide support to the Material Management office and provide radar and other sensor repair services to CBP. This facility shall have a designated clean space for radar and sensor repair to include the APS-145 repair bench and 400hz electrical power. The clean space shall conform to or improve upon current standards as implemented and practiced at the existing Radar and Sensor Repair Facility at Cecil Field. Current standards are that a clean space cannot be in an open-air space and must be climate controlled with air filtration that meets or exceeds Class 100,000 ISO 8 clean room.

The Material Management Office and Radar and Sensor Repair facility shall be minimum of 2,000 square feet (threshold) and 6,000 square feet (objective) of total floor space.

Warehouse Space: The Contractor shall provide a minimum of 50,000 (threshold) to a maximum of 75,000 (objective) square feet for both the short and long-term storage of spare parts, equipment, and other materiel to support the PWS specified activities at the CBP AOS, Material Management, Radar and Sensor Repair, and IHR locations. The Warehouse space location shall be centralized and approved by the government.

This warehouse shall be configured and equipped for shipping, receiving and short to long-term storage of aircraft parts and materiel to include, but not limited to engines, rotodomes, props and blades, aircraft manufacturing tooling, which may exceed 30 feet in length, servicing mechanical handling equipment (MHE) provided by the Contractor, and other items as necessary and required in both floor and vertical storage configurations. If the Contractor stores hazardous or flammable material in this warehouse, the Contractor shall provide or install appropriate fire suppression, safety equipment, or protective equipment as per applicable local, state, and federal law, rules, and guidelines and take reasonable and adequate precautions to segregate such material for the protection of equipment, and personnel from loss, injury, or damage. Outside storage areas for CONEX boxes, stands, ladders, aircraft jigs, MHE, trucks, trailers, hazardous material lockers, etc., will not count towards the fulfillment of either the threshold or objective requirements for the provision of warehouse space.

In-House Repair (Minor/Major) Facility: The Contractor shall provide In-House Repair (Minor/Major) facilities to be located within, adjacent to, or otherwise co-located to the provided warehouse space. The floor space occupied or designated for the In-House Repair (Minor/Major) facility shall not count towards the fulfillment of the threshold or objective requirements for the provision of the warehouse space. The In- House Repair (Major) facility shall have space, power, and ventilation to house and operate tooling and equipment for the repair and fabrication of large aircraft components such as ailerons, elevators, and engines. The In-House Repair (Major) facility shall also be capable of sandblasting and heat treatment of major aircraft parts, structures, and components, wheel and tire build up, propeller build up and balancing as well as space for additional work bench for future repair capabilities.

The Contractor shall provide the vehicles necessary to transport equipment, aircraft parts, materiel, etc.

between the various facilities and hangars (locally between current leased facilities and CBP AOS Cecil Field).

Jacksonville Space Requirements are summarized in the below table:

Aircraft Facility Warehouse Admin Space (shops and office) 72,000 (T) 108,000 Sq 35,000 (T) 75,000 Sq Ft 34000 (T) 51,000 Sq Ft.

Ft (O) (O) (O) Government Contract Employees

TBD 0 10

Government Employees 5 0 TBD Contract Employees 80-160 6-8 TBD Conference Room optional N/A 50-60 personnel

The Contractor shall use the current hangar, storage and office space provided at the AOS Houston. See Appendix 1.7.7 for facilities occupied by current contractor.

The Contractor shall establish In House Repair (Minor) capabilities within the existing AOS Houston space.

Houston existing AOS spaces are summarized in the below table:

Hangars Office Space 15A: 50,000 Sq Ft

15B: 13,440 Sq Ft

CBP 15A

12 Offices/28Cubicles

Contractor Employees 15A 5 Offices/5 Workstations

Conference Room 15A 20 personnel

C.1.2.11 VENDOR MANAGEMENT

Contractor shall manage, meet deliverable requirements, report status, and process all financial matters for any vendors they engage to fulfill tasks or work under this contract.

Contractor shall establish contracts and the requisite working relationships with vendors to meet the requirements of the contract and the FAR.

The Contractor shall have a vendor certification program in place to complete vendor certifications within the transition period.

The Contractor shall ensure vendor certification/re-certification process does not interfere with or delay contract performance to meet PWS requirements.

The Contractor shall utilize 14 CFR Part 145 compliant vendors to purchase the necessary parts, supplies and material for the DHC-8 aircraft.

The Contractor shall use Original Equipment Manufacturer (OEM) approved sources to purchase the necessary parts, and material for the P-3s.

Note: CBP has GFE installed at vendor locations. The GFE is specific to the P-3 aircraft systems and supports all P-3 operators (internationally and DOD).

C.1.2.12 ENGINEERING SERVICES

The goal of engineering services is to enhance aircraft mission availability, performance, reliability, and safety while reducing overall program maintenance, repair, refurbishment, acquisition, modification, and modernization costs.

Where applicable, the contractor shall employ a system engineering approach to provide integrated engineering support that considers, explicitly, the goals of the engineering support services stated above.

Engineering services shall support organizational, intermediate, in-house major and minor repair, depot level maintenance (if applicable), and all associated maintenance, repair, refurbishment, modification, and modernization activities by producing assessments, analysis, recommendations, methods, processes, procedures, and drawings as required in the following functional areas: (1) quality assurance, (2) material receipt, inspection, and storage, (3) system, component, and material reliability, (4) scheduled and unscheduled maintenance, (5) safety to include review of bulletins, alerts, and notices pertaining to aircraft and associated materials, components, and systems, (6) obsolescence management and mitigation, (7) test and evaluation (T&E), specifically T&E requirements generation, review of T&E results, and recommendations for corrective action, (8) petroleum, oils, and lubricant quality, and (9) act as an independent airworthiness authority for the contractor.

C.1.2.13 DEFICIENCY REPORTING

The Deficiency Reporting Forms (DRF) provides identification, description, analysis, notification, and acknowledgment of a contract performance discrepancy requiring root cause analysis and corrective actions to prevent recurring deficiencies.

Deficiency reporting is a Government contract administrative process utilizing a Deficiency Report Form (DRF) to identify, document, and correct inefficient, defective, and/or unsafe actions by the Contractor. Deficiencies can be but are not limited to: designs, drawings, specification, work orders, contract administration action, purchasing, supply/material, manufacturing, and workmanship that result in a product not fulfilling its fit, form, and/or function by the Contractor or subcontractor.

DRF classifications are as follows and are assessed against the incentive fee:

• Level 1 - DEFECT, CRITICAL - A critical defect that could cause death, injury, severe occupational illness, loss or major damage to an aircraft, aircraft sub-systems, government equipment, facility, loss of availability or work stoppage.

• Level 2 - DEFECT, MAJOR - A defect, that could result in failure or materially reduce the usability of a unit or part or facility for its intended purpose. A major defect includes administrative non-compliance with policy, procedures, or contractual requirements or internal controls going unchecked that can lead to misalignment or misreporting of data/information.

Major defects may also be the result of an accumulation or repetition of otherwise minor defects that are not corrected, especially, but not exclusively, those minor Level – 3 Defects recorded in previous deficiency reports.

• Level 3 - DEFECT, MINOR - A defect that does not materially reduce the usability of the unit or part for its intended purpose or is a departure from standards which has no significant bearing on the effective use or operation of the unit or part or service. The defect is less than desirable to the Government but does not adversely affect maintenance or logistic operations.

The Contractor shall respond within 10 business days to provide a root cause analysis and a corrective action plan (AS9100/SMS) upon receipt of a Government issued DRF. The Government shall have 5 business days to review the contractor’s response for acknowledgement or rejection with explanation and a determination of DRF status as closed or open. The Contractor may challenge a DRF issuance and level assigned to the Contracting Officer. The Contracting Officer’s decision shall be final.

The Contractor shall develop and maintain a DRF tracking tool and deliver a quarterly DRF Report (A011). DRF status shall also be included in the DRF section of the monthly Program Management Report. DRFs will be used as an input to performance metrics as described in the QASP.

C.1.2.14 TECHNICAL DIRECTION LETTERS

Technical Direction Letters (TDL) are a formal communication periodically issued by CBP during the course of the contract to provide direction and approval to the Contractor relating, but not limited to, sub-contracts, decisions and/or guidance, funding, CLIN utilization, and direction between contract modifications. TDLs are signed by the CBP CO, COR, and PM. These TDLs will subsequently be incorporated into the contract via contract modification issued to the Contractor by the CO. TDLs have an assigned serial number, approval signatures (COR, PM, and CO), and are to be recorded in the Contractor’s quarterly TDL Report (A012).

C.1.2.15 CONFIGURATION MANAGEMENT

The Contractor shall establish Configuration Management (CM) processes that allow the MPA program to maintain consistency between each aircraft’s configuration information and the aircraft throughout its lifecycle.

The Contractor shall develop and deliver a Configuration Management Plan (A016) that addresses the following five CM functions as they pertain to managing the MPA fleet.:

1. Configuration Planning and Management

2. Configuration Identification

3. Configuration and Change Management

4. Configuration Status and Accounting

5. Configuration Verification and Audit

The Contractor shall perform a configuration audit of all aircraft and provide recommendations for aircraft items (hardware, software, interfaces, data, drawings, cost etc.) to be placed under configuration management for Government approval and provide recommendations with cost estimates to achieve standardized configurations for all aircraft types. (A005).

The Contractor shall establish and maintain an updated configuration file (Excel spreadsheet) to reflect current configurations, changes approved by CBP and new aircraft acquisitions and losses. The file shall include separate tabs for each aircraft type. The data file shall identify each aircraft by BUNO/FAA registration number, the latest and historical compliance or changes by date, make/model/part number, equipment type (communications, navigation, mission), engines, and any other items that may be identified by the COR as required Configuration Items. Unless an aircraft configuration management tool is provided by the Government, the Contractor shall also establish and maintain an updated configuration database to reflect new aircraft acquisitions and losses and changes approved by the Government Configuration Control Committee and make this information available to the Government.

The Contractor shall develop and deliver monthly Aircraft Configuration Reports (A029).

The Contractor shall provide the COR a cost, schedule, completion date estimate, and obtain COR approval before incorporating Technical Directives (TD), Engineering Change Proposals (ECP), Airframe/Power Plant Changes, Service Bulletins (SB), Aircraft Maintenance Bulletins (AMB), and Product Advisories.

The Contractor shall also provide a recommendation with supporting rationale as to whether ECPs and SBs should be implemented.

The Contractor shall incorporate Aircraft Configuration Control Requests (ACCRs) for alterations to CBP aircraft (as defined in 14 CFR Part 43, Appendix A). These alterations shall be approved and signed by the CBP Authority. The Contractor shall not perform any other alterations on CBP aircraft unless that alteration is a prototype approved in writing by the COR.

The Contractor shall incorporate OEM or DoD approved alterations or continued airworthiness inspection requirements with CBP COR approval. Alterations may include, but are not limited to, the installation of special mission equipment, complete communication packages, and sensor systems.

C.1.2.16 AIRCRAFT MAINTENANCE MANAGEMENT SYSTEMS AND INFORMATION

SYSTEMS

The Government will provide an Aircraft Maintenance Management System to be used as a logistics and aircraft maintenance module. The system will be a multi-faceted system that is fully integrated; web interface for maintenance actions, tracking of maintenance actions, financial, Integrated Logistics Support (ILS), manhours and GFP/GFE. These applications are critical to day-to-day operations. The system will automate many aircraft maintenances related activities, such as: inventory control and aircraft maintenance tracking, funds distribution, non-expendable inventory, and depreciation tracking (GFP/GFE), and purchasing and accounts payable (ILS).

Some CDRL reports are initially generated via the Government-provided Aircraft Maintenance Management System and include:

1. ILS Financial Summary (A008)

2. Aircraft Consumption Report (A013)

3. Aircraft Utilization Report (A014)

Refer to Appendix 1.7.5 for more specific data requirements descriptions.

CBP will provide training to the Contractor on all CBP provided systems.

The Contractor is informed that this contract is covered by HSAR clause 3052.204-71Alt I Contractor Employee Access.

C.1.2.17 DOCUMENT MANAGEMENT

All CBP approved maintenance related documentation including forms, standard operating procedures (SOPs), maintenance operating procedures (MOPs), technical documents (TD), software applications developed under and for this contract including databases, and/or related data content in either electronic or hardcopy form become the property of the CBP. The Contractor shall, at CBP request, provide any underlying algorithms, calculations, formulas used as well as any other related pertinent information deemed necessary to support and interpret Contractor produced data outputs or reports.

The Contractor shall consolidate and maintain all documentation in a central document repository to facilitate accessing, archiving, and modifying. An online web-based library and/or similar online project management application (SharePoint, other) is desirable. The document repository must be secure and accessible by both CBP and Contractor personnel.

The Contractor shall provide a copy of the library annually to CBP for archiving.

The Contractor shall ensure all forms are consistent with existing information requirements to support compatibility with CBP aircraft maintenance management system. Forms, MOPs, SOPs, and technical libraries include, but are not limited to, documenting and recording flight time, maintenance actions, discrepancies, material and parts requirements, work orders, and any other documents required for flight time, maintenance, or material actions.

The Contractor shall include a flight release statement on any forms that document the performance of maintenance actions or scheduled and unscheduled aircraft maintenance inspections.

The Contractor shall provide program communications and documentation via the MS Office Suite (e.g., Outlook, Word, Excel, PowerPoint, Project, etc.). Adobe PDF documents or other formats are allowed where agreed to by CBP, but the underlying document must remain available in its native format for CBP’s utilization. The Contractor shall not identify or label any documents or data as Contractor proprietary.

C.1.2.18 DOCUMENT PROCESSES

CBP will provide the current implemented processes (Standard Operating Procedures (SOP)) to the Contractor. The CBP SOPs are the base documents that the Contractor can use to expand and improve on their MOPs with COR approval and incorporate into their program including their continuous quality improvement process and safety management system.

The Contractor shall be responsible for development and implementation of new processes, as situations dictate, as part of this process.

C.1.2.19 PROGRAM MANAGEMENT REVIEWS (PMRs)

The purpose of a PMR is to review and determine the Contractor’s quarterly activities related to achievements, work accomplished, projected work efforts, problems encountered, and corrective action(s) taken or contemplated to resolve problems, assess risk and related mitigation strategies, and develop initiatives to improve aircraft readiness, aircraft condition, safety, and cost control.

The Contractor shall conduct a quarterly Program Management Review (PMR) (A010).

The Contractor shall prepare the presentation materials to support the PMRs.

The Contractor shall provide the proposed agenda at least 10 business days prior to the agreed upon PMR date to the COR.

The Contractor shall provide electronic copies of the briefings 5 business days prior to the agreed upon PMR date and hardcopies at the PMR meeting.

The Contractor shall provide meeting minutes and action items with agreed upon suspense dates upon completion of the PMR (A010).

The Contractor shall not label PMR documents as proprietary and shall archive the documents as part of the central document repository.

Depending upon schedules, needed personnel, and associated contract project activities; PMRs shall be held at mutually agreeable locations (e.g., Contractor’s corporate office, operational site, etc.).

The Contractor shall make the necessary security arrangements to provide visitor access to the PMRs. PMR participation may include third parties e.g., CBP PMO support Contractors, ICP/Site/Quality Contractor leadership and major sub-Contractor management. Where possible, PMRs topics should be consolidated into a single meeting (e.g., financial, site, special projects, etc.) for greatest travel efficiency. Follow-on PMR dates will be established at the completion of each PMR as agreed to by both parties.

C.1.2.20 STAFFING

The Contractor shall provide qualified and certified personnel with experience, education, certifications, and licenses appropriate to fulfill the PWS tasks and support the technical efforts associated with the aircraft.

The CO and COR retain the right to challenge the qualifications or performance of ANY individual, proposed or performing, under this contract:

• All employees shall be capable of favorably passing a CBP Background Investigation (BI).

• CBP has identified positions within this contract, which in addition to the CBP BI, also require a DOD Secret clearance.

• All employees must be willing to subject themselves to random drug tests.

The Contractor shall comply with the Service Contract Labor Standards (SCLS) (formerly known as the Service Contract Act (SCA)).