EAMS Statement of Objectives 8-5-2024.docx

UNCLASSIFIED//FOR OFFICIAL USE ONLY

UNCLASSIFIED//FOR OFFICIAL USE ONLY

EXECUTIVE AIRLIFT MANAGEMENT SYSTEM (EAMS)

STATEMENT OF OBJECTIVES

Contractor:

Contract #:

June 03, 2024

VERSION 2.0

VERSION HISTORY

Contents

STATEMENT OF NEED

OVERVIEW

Commercial purchase for subscription to Salesforce licenses and the Salesforce cloud hosted application Tripplanner.biz and associated commercial vendor support.

BACKGROUND

AF/A3M specializes in managing Very Important Person Special Air Missions (VIPSAM) for top government officials. This office is responsible for coordinating these missions, validating military airlift support for various high-level entities like the White House and the Office of the Secretary of Defense, and overseeing the Presidential Advance Agent program. Additionally, the Director of the office acts as the Chief of the Executive Airlift Scheduling Activity, handling unique military airlift requirements across the Department of Defense.

The mission of AF/A3M (CVAM) is centered on providing top-tier, secure Executive Airlift Operations support for the Department of Defense (DoD), aligning with strict directives and policies. The current requirement is for mission critical, IL4 compliant Executive Airlift Management System (EAMS) solution. This new system is essential due to significant cybersecurity vulnerabilities identified in the existing scheduling system. The current system not only falls short but is categorically inadequate in meeting the rigorous cybersecurity posture required by the DoD and USAF standards. The updated EAMS will guarantee the secure handling of data, managed either on Air Force Cloud One or the AWS Government Cloud, aligning with the stringent cybersecurity standards required by the DoD.

This initiative is directly in response to the mission requirements outlined in key governing directives such as DoDD 4500.56, DoDI 4500.43, DAFI 24-602v1, DoDD 1300.30, and OMB Circular No. A-126. These documents form the bedrock of our operational and security standards, mandating the urgent need for a more secure, efficient, and compliant management system. The upgrade, slated for completion by the 844 Comm Group before the deadline of 1 October 2024, marks a significant step in enhancing the security and efficiency of DoD executive airlift operations.

OBJECTIVES

The Government requires access to a DoD IL4 compliant airlift scheduling management cloud application with authorized operation (ATO). This system must handle 66 active Department of Defense (DoD) aircraft, totaling around 20,000 flight hours yearly, and accommodate an extra 70 notional DoD aircraft or utilize a forecasting scheduling tool. It should sustain an average of 515 total active login accounts annually, with approximately 15 active users possessing mission command and control oversight, including creating and update privileges monthly. There is no requirement for the vendor to serve as a scheduling agent or utilize the system in in an operational capacity.

NOTE: Authorization to Operate with Air Force is REQUIRED.

General Information

ESSENTIAL CHARACTERISTICS

The airlift scheduling management cloud application shall encompass an extensive range of responsibilities and features and shall have at a minimum:

· Scheduling Request: Capable of attaching DD Form 2768 to request through application (customer request)

· Scheduling: time of day – Inputs have the ability to be local or zulu

· Launch Date: Support mission operations at award

· Aircraft Management: Manage 66 active Department of Defense (DoD) aircraft (28 international scheduling support / 66 scheduling support), which accumulate approximately 20,000 flight hours annually, and an additional 70 notional DoD aircraft.

· Report Conversion and Creation: Conversion or creation of 250 unique reports daily or as needed, tailored to specific operational needs and compliance requirements, ensuring detailed and accurate data representation for decision-making and strategic planning. Report output is available in both PDF and Excel formats to accommodate various user preferences and requirements.

· Systems Integration & Communications: Interface with Foreflight for coordinated operations and information dissemination.

· User Account and Privilege Management: Supporting an average of 515 total active login accounts.

· Traveler Obfuscation: Automate the process of assigning a unique user identification code to the primary and secondary travelers for each mission.

· Cybersecurity Compliance: Ensuring compliance with the DoD, USAF and DoD IL4 cybersecurity framework by aligning all security policies, procedures, and technical controls with the specified requirements. This includes implementing robust monitoring tools, conducting regular risk assessments, enforcing stringent access control measures including multi-factor authentication (MFA) and strong password policies, utilizing encryption technologies for data protection, and managing cloud-based software solutions in accordance with security requirements.

· Crew Duty Day Adjustments: Adjust the Basic Crew Duty Day and Augmented Crew Duty Day by aircraft tail number.

· Traveler Contact Information: Enable the incorporation of six extra, personalized dropdown fields within the Traveler Contact Information page.

· Mission/Trip Status Selector: Capable of adding status values in a drop down or radial button format:

· Notional

· Confirmed

· Completed: Departure and Arrival times are locked

· Cancelled

· Secure Data Management: The updated EAMS must guarantee the secure handling of data, managed either on Air Force Cloud One or the AWS Government Cloud, aligning with the stringent cybersecurity standards required by the DoD (ref. 3.1).

· PreFlight to PostFlight Support: Comprehensive support across all operational phases, including pre-flight planning, in-flight monitoring, and detailed post-flight data management and analysis.

· Scheduling and Planning: Detailed scheduling for ground transportation, lodging, fuel arrangements, and itineraries for crew, passengers, and Fixed Base Operators (FBOs).

· Profiles Management: Management of profiles for airports, vendors, aircraft, and travel documents for streamlined access and organization.

· Calendars and Reporting: Maintenance and configuration of calendars for fleet trips, and generating operational and tax reports and dashboards.

· InFlight and Connectivity Management: Oversight of real-time flight performance data and connectivity status for enhanced in-flight communication and operational efficiency.

· PostFlight and Business Intelligence Reporting: Logging of flight details and engine times for maintenance purposes.

· Crew Application Management: Allow crew members to view, modify, and log data through a designated crew application.

· Aircrew Rostering: Creation and management of crew rosters, considering aircrew availability, legal duty limits, and qualifications to optimize assignments for regulatory and operational compliance.

· Flight Scheduling: Ability to create and manage flight schedules, accounting for aircraft availability, maintenance schedules, airport slots, and route planning.

· Internal Communications: Enabling communication between HAF/CVAM, users, Unit Mission Planning departments, and aircrew for real-time updates and notifications.

· Flight/Mission Cost Analysis: Calculation of cost analysis estimates for assigned aircrew and flight hours.

· Training and Certification Tracking: Management of aircrew training and certification records to ensure crew members are qualified and up-to-date.

· Aircrew Swap and Reserve Management: Handling of aircrew swaps and management of reserve assignments for unforeseen changes.

· Reporting and Analytics: Providing detailed reports and analytics on crew utilization, schedule efficiency, and compliance metrics.

· Current Operations Big Board: Creation of a customizable Current Operations Big Board (Calander) displaying key operational information.

· Post-Mission Crew Rest: Identification of missions requiring extended crew rest and calculation of necessary rest periods.

· Mobile Accessibility: Providing mobile application and web portal access for aircrews for schedule management and updates.

· Current Operations Big Board (COBB): EASMS shall obtain the capability to create an editable user/customer tailored Current Operations Big Board (COBB) graph bar chart that depicts; aircraft tail numbers, aircraft type, Special Access Program (SAP) information, maintenance, local flights, power on trainers, mission backups, alert aircraft w/various user permissions, and identifiable mission overlap visualization.

Period of Performance The Period of Performance (PoP) consists of a 12-month Base licensing period (after award) and four Option Year licensing periods.

Base Year / 01 Sep. 24 – 31 Aug. 25: Access and Associated Operational Support Option Year 1 (OY1) / 01 Sep. 25 – 31 Aug. 26: Access and Associated Operational Support Option Year 2 (OY2) / 01 Sep. 26 – 31 Aug. 27: Access and Associated Operational Support Option Year 3 (OY3) / 01 Sep. 27 – 31 Aug. 28: Access and Associated Operational Support Option Year 4 (OY4) / 01 Sep. 28 – 31 Aug. 29: Access and Associated Operational Support Place of Performance As this is a commercial item, all platform, database development, integration, and support associated with this effort shall be performed at Contractor facilities.

Security Requirements Department of Defense Impact Level Compliance The Contractor shall comply with security requirements specified in the Department of Defense Instruction (DoDI) 8510.01 Risk Management Framework (RMF), Incorporating Change 3, December 29, 2020. DoDI 8510.01 is the implementing policy for the DoD Risk Management Framework (RMF) establishing associated cybersecurity policy and assigning responsibilities for executing and maintaining the RMF for Department of Defense Impact Levels (DoD ILs).

Contract Deliverables Authorization to Operate (ATO) through SalesForce licensing or other ATO accounts required to access to the airlift scheduling management cloud application.

UNCLASSIFIED//FOR OFFICIAL USE ONLY

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UNCLASSIFIED//FOR OFFICIAL USE ONLY

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