ATIS Section C.pdf

DTFAWA-17-R-00032

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PART I - SECTION C

STATEMENT OF WORK

C.1.0 INTRODUCTION

The Federal Aviation Administration (FAA) has a requirement to procure Automatic Terminal Information Service (ATIS) systems for installation in the Federal Aviation Administration’s (FAA’s) fleet of Mobile Air Traffic Control Towers (MATCTs), the modular Deployable Air Traffic Control Facilities (DATCF), and fixed Air Traffic Control Towers (ATCTs). The FAA’s MATCTs and DATCFs function as air traffic control facilities when a fixed ATCT is unable to perform its mission, and may be deployed throughout the United States and its territories. These assets are very constrained in terms of the space available for the installation of equipment. The capabilities of these mobile assets are modelled after a Level 1 air traffic control tower.

The ATIS provides current, routine, non-control information to arriving and departing aircraft, by means of continuous and repetitive broadcasts throughout the day or a specified portion of the day.

Supporting this service is the ATIS equipment which is an automatic announcement device designed to record a message and continuously supply it to a transmitter for ground-to-air communications or to the public telephone system for users who call into the service. The system is installed in racks in the MATCTs, DATCFs, and ATCTs. ATIS is used to record and play back routine information that is normally given to aircraft pilots by FAA controllers. Examples of this routine information include weather conditions, runway conditions, approach or departure information, and other items of interest to aircraft pilots entering or leaving the terminal environment.

C.2.0 SCOPE

The Contractor must provide all labor, materials, equipment, transportation, training, supervision, and management necessary to provide the stated requirements herein. The ATIS system must be a fully assembled, finished product in accordance with this Section C and Attachment J-1, ATIS High- Level Specification, the specification for the system.

C.3.0 GENERAL REQUIREMENTS

C.3.1 ATIS BASIC SYSTEM

The contractor must provide a basic system that is designed to meet the specified requirements of Section C and Attachment J-1. The Basic System consists of the hardware and software necessary to receive automated and manual inputs on weather and airfield conditions and provide that information to pilots in aircraft and pilots who might use the telephone system to obtain preflight information in preparation for flight.

Inherent in the Basic System is the use of effective quality control processes and procedures that must be in place for all ordering amounts of the ATIS systems for the entirety of the contract and task orders.

The contractor must provide a production, installation, and training schedule for each system ordered which will be coordinated in advance with the appointed FAA Contracting Officer’s Representative (COR). Updates to the schedule are required monthly for as long as systems are on order and have not completed formal acceptance and determined to be free of defects by the FAA. An updated schedule that shows the schedule for each unit produced is required for each system.

Included in the Basic System is a system manual or manuals that details the installation, operation, and maintenance of the ATIS system; orientation training for up to four (4) personnel at the site of delivery of each unit; a warranty; and packaging of the system. Each of these items in the Basic System must be

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FAA approved and coordinated with the COR. The manual or manuals must be delivered to the FAA for approval a minimum of ten (10) calendar days prior to the delivery of the first system and prior to delivering systems with any hardware and/or software changes.

The Contractor must provide (1) hard copy of the system-level Installation, Operations, and Maintenance technical manual(s) and one (1) electronic (.pdf format) copy for each ATIS system.

The manuals may consist of a single manual or an individual manual for each topic. The manual(s) will be in Contractor’s format and must contain the following:

A. Installation – This section must include instructions and visual aids for the installation of the ATIS system in 19-inch equipment racks and interfacing the system to the National Airspace Systems (NAS) equipment required for broadcasting the information, receiving weather data, and connecting to the Public Switched Telephone Network (PSTN).

B. Operations – This section must include all procedures needed to power-up and operate the Contractor’s ATIS system. The Operations section should also address requirements for safe operation of the ATIS equipment, including relevant safety warnings.

C. Maintenance – This section must include recommendations and procedures regarding preventive maintenance for the ATIS equipment. Commercial manuals, supplemented as necessary, may be used to satisfy the maintenance requirements for equipment provided by other vendors. The use of these commercial manuals is subject to FAA review and approval.

The maintenance section must include relevant safety warnings and cautions related to maintenance on the system.

All manual(s) delivered for subsequent ATIS systems must be updated to reflect any modifications to the design, equipment, or procedures of the ATIS.

This documentation is to be provided in paper and in one (1) electronic formats (.pdf format). The required quantity is one (1) set per ATIS system ordered. Commercial manuals for the system subcomponents are not required to be in a Microsoft Office format if they are not available from the Original Equipment Manufacturer.

The Contractor must conduct hands-on orientation training on the operation of the ATIS at the time of delivery. This training must include, at a minimum, a review of documentation associated with the unit, powering up and initializing the system, recording messages, and shutting down the unit. The Contractor must conduct this training for Government and Government-designated personnel in conjunction with the Contractor Acceptance Inspection (CAI).

The FAA will provide equipment rack space for the ATIS systems. The ATIS system must be complete with the necessary wiring harness for installation within the FAA provided rack. The FAA systems to which the Contractor’s ATIS must interface, such as Very High Frequency (VHF) or Ultra High Frequency (UHF) transmitters, will have a demarcation point in the mobile asset or facility where the ATIS system is installed.

C.3.2 SPARE PARTS

The contractor must provide a full list of recommended spare parts with associated pricing at time of proposal. The list of spares must include those spares recommended for the ATIS Basic System as well as those recommended for the upgraded systems. Should the list change at any time during the period of performance, the vendor will notify the FAA and the list will be updated through a contract modification. When ordered, the spare must be delivered to the ordering FAA office within 48 hours of receipt of the order.

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C.3.3 SITE SURVEY

The Contractor must conduct site surveys, with the Contracting Officer (CO) or representative of the CO as designated in the Task Order. When ordered, the Contractor will be provided the location of the mobile asset or fixed facility and will be provided the CLINs ordered and general information on the asset or facility in order to have the advance information needed to conduct the survey. The site survey will ascertain the existing conditions and new requirements in preparation for the installation of the ATIS system. When a site survey is ordered, the Contractor must provide the following deliverables:

A. COST ESTIMATE AND SCHEDULE FOR THE SURVEY – No later than 5 calendar days after receipt of the Task Order, the Contractor must provide a Time & Materials plus Cost Reimbursement cost estimate for the site survey. The Cost Estimate will include the travel associated with the ordered site survey.

B. SITE SURVEY REPORT – At the conclusion of the site survey, the Contractor must prepare a site survey report within 10 calendar days for approval by the CO or designated representative. The site survey report must show the total scope of the installation work, including support requirements, to be performed during the installation, including all associated costs such as personnel travel and shipping. Because mobile assets may change locations, the Contractor will be advised if the installation of the system will be at a location that is different from the site survey.

C.3.4 INSTALLATION SERVICES

When ordered, the Contractor will execute the installation of ATIS systems in accordance with the Site Survey report that has been approved by the FAA. The Contractor must provide all tools and consumable parts, such as cables and connectors, necessary for the installation. The installation of the system will include, at a minimum, the completion of an inventory of the equipment shipped to the site of the installation, the installation of the equipment in the FAA provided equipment racks, the installation of required cabling, interfacing the ATIS system with the FAA’s equipment required for proper functioning of the system, and testing of the ATIS system to the maximum extent possible given the storage environment. At the completion of the installation, the FAA will perform a Contractor Acceptance Inspection (CAI). Any discrepancies discovered must be corrected prior to final acceptance of the system.

The Contractor must provide an installation report to document the installation and any problems or discrepancies that occurred and/or remain after the completion of the installation. The installation report will list the part numbers and serial numbers of the equipment installed. The Contractor must provide the Installation Report within ten (10) calendar days after the completion of a system installation in the contractor’s format, subject to FAA approval.

The FAA will be responsible for the removal of any old ATIS equipment.

The FAA will provide power for the asset and a local point of contact for local support. Travel for site surveys and installation will be in accordance with Sections C.4.0.

C.3.5 UNPLANNED SUPPORT SERVICES

The Contractor must provide unplanned support services and ATIS system upgrades as ordered. This support is separate from installation activities. When unplanned support services are requested, the Contractor must provide to the COR, within three (3) calendar days, a time and materials plus cost reimbursement quote for the unplanned support services requested. Upon acceptance of the time and materials price quote, the Contractor will dispatch personnel to the site within two (2) calendar days of the acceptance of the quote unless otherwise negotiated.

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The travel associated with Unplanned Support Services will be ordered separately.

The Contractor must deliver a Support Services Report within ten (10) calendar days after the completion of the service. The report must summarize the service or upgrade that was provided, state the action taken to resolve issues, list any unresolved issues, and provide recommendations for the prevention of a recurrence of any problems encountered.

Upon completion of the service or upgrade, the Contractor must provide a one (1) year warranty against design defects and defects in materials and workmanship as it applies to the originally requested service or upgrade.

C.3.6 HOT STANDBY SYSTEM UPGRADE

The Hot Standby System Upgrade is an addition to the basic system that is provided. A Hot Standby System is an additional basic ATIS system plus the equipment needed to cutover the Hot Standby system when the operating basic system fails or is taken off-line. The Contractor must provide the additional equipment and software/firmware/hardware, including manual cutover equipment, needed to provide a fully redundant, powered up ATIS system in fixed ATCTs.

C.3.7 DUAL BROADCAST SYSTEM UPGRADE

The Dual Broadcast System Upgrade provides the FAA the opportunity to order an ATIS system that is capable of broadcasting services over two radio frequencies simultaneously. The broadcasts could be over either Very High Frequency (VHF) or Ultra High Frequency (UHF) channels. This capability supports the requirement to transmit on different frequencies to incoming and outgoing aircraft or to transmit different information to different air traffic control sectors around an airport. The Contractor must provide the equipment and software/firmware/hardware necessary to enable the Basic System to transmit the ATIS information of two frequencies simultaneously.

C.3.8 DUAL BROADCAST AND HOT STANDBY SYSTEM UPGRADE

The Dual Broadcast and Hot Standby System Upgrade are required for those facilities that have a requirement for the ability to broadcast on multiple frequencies and have fully redundant systems. The Contractor must provide the equipment and software/firmware/hardware necessary to give the ATIS Basic System the capability to broadcast on two radio frequencies and have a completely redundant system (Basic plus dual broadcast) that is powered up and ready to assume the ATIS function in the event that the Basic system with dual broadcast fails or is taken off-line.

C.4.0 TRAVEL

The Contractor will be required to travel in support of Delivery/Task Orders under and in support of site surveys, installations, and Post Delivery Unplanned Services. Travel in support of site surveys, system installation, and Post Delivery Unplanned Services will be billed at rates and following the guidelines to the Federal Travel Regulations as outlined in Section H.4.

C.5.0 PROGRAM MANAGEMENT

The Contractor must have an established program management approach that delineates its method(s) of communication, particularly in the area of problem and issue resolution. The Contractor must maintain a management structure capable of interfacing and coordinating with the FAA’s operational and contract-management structures. Coordination will consist of calendar with the Contracting Officer (CO), the Contracting Officer’s Representative (COR), and the Mobile Asset Management Program (MAMP) office to work out specific delivery and warranty support issues as they occur.

C.5.1 PROGRAM MANAGEMENT PLAN (PMP)

The Contractor must prepare a Program Management Plan which clearly identifies the prime Contractor and all subcontractor relationships. The PMP must provide information on the division of

C-5 roles, responsibilities, and distribution of effort (by type and percentage) between the parties to any such relationship in performance of the requirements. The information provided must detail the primary point of contact for the prime and each subcontractor for all correspondence and the processes that will be followed to disseminate information to other team members. The PMP will be in Contractor’s format and must be submitted within fifteen (15) calendar days after contract award.

C.5.2 PROGRAM SCHEDULE

The Contractor must develop and adhere to a schedule that provides, at a minimum, the details of staffing, parts ordering, system fabrication, and system delivery and installation for the contract and the delivery of the minimum number of systems outlined in Section B and Attachment B.4. The Contractor must submit the program schedule within fifteen (15) calendar days after contract award and after systems are ordered. The program schedule will be in a Microsoft Project format and is subject to the FAA’s approval.

C.5.3 QUALITY CONTROL

The Contractor must establish and maintain a Quality Assurance program and provide the procedures and controls to ensure that all requirements of the contract are met for the first year and all subsequent ordering amounts of the ATIS for all option years and delivery/task orders that extend beyond the final exercised option period, as outlined in Section E.3.

C.5.4 MONTHLY PROGRESS REPORT (MPR)

The Contractor must provide a MPR which provides the status of contract delivery/task orders and addresses any slip/delays to schedule or deliverables, and the mitigation plan to get back on track within ten (10) calendar days of every month when systems have been ordered but not delivered. The MPR will be in Contractor format. The schedule baseline must be updated in the event of a change order or additional scope of work is provided by the Contracting Officer.

C.6.0 WARRANTY

The Contractor must provide a two (2) year warranty on all ATIS systems, including design defects, upgrades, and spare parts as outlined in Section H.5.

C.7.0 DELIVERABLES

Deliverables must be submitted to the COR designated in the COR Appointment letter. Electronic submission must be made through email, unless otherwise agreed to by the COR. Deliverables that utilize the mailing systems (i.e., standard, express or overnight), the COR shall be notified by the contractor of the intended method of delivery, with the ability to track the expected deliverable. The COR has the right to reject or require correction of any deficiencies found in the deliverables. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reasons for rejection.

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The following table specifies the deliverables for this requirement:

Deliverable Number

SOW

Reference

Deliverable Title

Format Delivery Time

Frequency Deliver To

1 C.3.1 ATIS Systems Contractor’s Format three (3) months of contract award

TBD TBD

2 C.3.1 System Manuals

One (1) Paper;

Two (2) electronic formats, one in a Microsoft Office format and one in a .pdf format

Once with each system

At least 10 calendar days prior to first system delivery and when hardware or software is changed

COR &

TBD

Location

3 C.3.2 Recommended Spares List

Contractor’s Format

Within 48 hours of receipt of the order

When updates are required COR

4 C.3.3(A) Site Survey

Cost Estimate and Schedule

Contractor’s Format

Once per occurrence

Within 5 calendar days of order COR

5 C.3.3(B) Site Survey Report

Contractor’s Format

Once per occurrence

Within 10 calendar days after site survey completion

COR

C.3.4

Installation

Report

Contractor’s Format

Once per occurrence

Within 10 calendar days after the completion of a system installation

COR

7 C3.5

Unplanned Support Services

Components Cost Estimate

Contractor’s Format

Once per occurrence

Within 3 calendar days after the support is requested

C.3.5

Unplanned Support Services Report

Contractor’s Format

Once per occurrence

Within 10 calendar days after the completion of an unplanned service

9 C.3.6

ATIS Upgrade Cost Estimate

(ref C.3.6, C.3.7, C.3.8)

Contractor’s Format

Once per occurrence

Within 10 calendar days of request COR

10 C.6.1 Program

Management Plan

Contractor’s Format Once

Within 15 calendar days after contract award

COR

C.6.2

Program Schedule

Microsoft

Project

Once per occurrence

Within 15 calendar days after contract award and after systems are placed on order

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C.6.4

Monthly Progress Report

Contractor’s Format

Once per occurrence

Within 10th calendar day of every month when systems have been ordered but not delivered

13 C.5.3 Quality

Assurance Report

Contractor’s Format N/A Monthly COR

Deliverables will be identified in each task order placed against this IDIQ contract. The individual task orders will specify the individual deliverables, the due dates, formats to be used, and distribution.

C.8.0 TERMINOLOGY

A. ATCT – This term refers to Air Traffic Control Towers located in fixed, permanent facilities.

B. ATIS – This term refers to the Automatic Terminal Information Service, that is provided to pilots and air crews.

C. ATIS System – This term refers to the contractor provided equipment that provides the ATIS service.

D. DATCF – This term refers to a modular, Deployable Air Traffic Control Facility that is constructed from modified twenty (20) foot long International Standards Organization (ISO) intermodal shipping modules. The DATCF is used to assume the functions of a fixed ATCT that is not operational when the down time for the ATCT is expected to exceed six (6) months.

E. MATCT – This term refers to a trailer based Mobile Air Traffic Control Tower. These may be large trailers modified with an ATCT cab, large 5th wheel trailers with a cab, or medium-sized towable trailers with a structure that provides a workspace for air traffic controllers.

F. PSTN – This term refers to the Public Switched Telephone Network that provides telecommunications connectivity to the MATCT or DATCF.

G. RACK – This term refers to the enclosure in which the FAA’s National Airspace System (NAS) equipment, including the ATIS equipment, is mounted. The racks used in the FAA’s MATCTs and DATCFs are standard nineteen (19) inch racks.

H. NAS Equipment – This term refers to the National Airspace Systems (NAS) equipment in the MATCT, DATCF, or ATCT that directly supports the control of aircraft, including, but not limited to, the radios, voice switch, and Automatic Terminal Information Service (ATIS) system.