IRSP_SOW_draft.pdf

STATEMENT OF WORK FOR THE

INSTRUMENTATION RANGE SUPPORT PROGRAM (IRSP)

1.0 SCOPE AND OBJECTIVES:

1.1 Scope: The Instrumentation Range Support Program (IRSP) contract provides serviceable components and subsystems for Instrumentation Tracking Systems (ITS), world-wide for both foreign and domestic government agencies to include radars, telemetry, optical range mission systems, Flight Termination Systems (FTS), Data Acquisition Systems (DAS), and GPS Systems.

Throughout the rest of this document any radar, telemetry, optical, FTS, DAS, GPS ITS supported by the program will be referred to as ITS. The primary purpose for this acquisition is for items of supply that include but are not limited to components and subsystems for ITS with a secondary purpose of tasks to include but not limited to obsolescence engineering and inventory Management. The extent of the effort to be accomplished within this Statement of Work (SOW) is outlined below. Each participant establishes annual support requirements with the program office.

Each participant is responsible for local configuration management. No central repository of configuration drawings is available.

1.2 Objectives: This SOW defines the contractor efforts required to meet participating ranges’ mission requirements.

2.0 GENERAL BACKGROUND: The IRSP Program Office is located at the 45th Space Wing (45 SW), Patrick AFB FL. The program office is the focal point for both the contractor and the program participants. The IRSP supports many fixed, transportable and shipboard ITS located throughout the world. Program supported ITS are included in Attachment 7. These systems, while having basic similarities, have been individually modified for the special purpose of each user's mission requirements.

There are currently 26 ranges participating in the program; including Air Force, Army, Navy, NASA, Department of Energy, as well as 6 foreign ranges, United Kingdom, Germany, Norway, Sweden, Republic of Korea, and Switzerland. The number of ranges and systems supported will fluctuate throughout the duration of this contract. Historically, the number of ranges typically fluctuates one or two, up or down. It will be necessary for the contractor to interface with other range contractors to provide support in a timely manner consistent with mission requirements.

3.0 GENERAL REQUIREMENTS: The contractor shall perform the following work in support of all participating ranges and their specific ITS listed in Attachment 7.

3.1 Phase-In (CLIN X001): The contractor shall prepare a phase-in plan to coincide with the incumbent’s phase-out plan. The phase-in plan will define the activities with a timeline detailing the methods and milestones the contractor will employ to assure all IRSP requirements are executable on Day 1 of the full period of performance. The plan should outline an orderly phase-in of support, personnel and receipt of government furnished equipment/property while beginning support to the range participants with minimal disruption of essential functions. A designated government representative will oversee the transfer of goods. The phase-in plan must work in conjunction with the incumbent’s phase-out plan. The phase-in period shall be during the last 90 days of the current IRSP contract. During this time, the incoming contractor shall interface with the incumbent staff to understand work flows, develop labor mixes, and ensure a smooth exchange of all GFP.

3.2 Inventory and Program Management (CLIN X002)

3.2.1 Inventory Management: The contractor shall provide inventory management of approximately 1.4 million government-owned parts, in an access controlled contractor furnished facility/facilities, as well as all government owned parts tools/test equipment, major hardware, technical data support packages, and software support packages. The contractor shall maintain an automated controlled access inventory of materials. The inventory will consist of those government-owned materials remaining from the previous contract and those specific items added under this contract from stock replenishment or other actions.

The contractor shall verify that appropriate stock levels for all depot items are maintained during inventory management. Depot stock levels also include expendable material required to support material acquisition, overhaul support, component remanufacture, fabrication and bench stock, to include common bench stock. Bench Stock includes, but is not limited to, materials such as common hardware, paint, compounds, fabrics, raw stock, and other miscellaneous common supplies. Prior to any stock being deleted from inventory or turned in for disposal, the contractor must identify those items to the program office and receive approval prior to taking any disposition actions. During contract performance, the contractor may recommend additional inventory that the government may need. No additional equipment will be acquired without adequate funding and approval from the program office where further approval is indicated within the SOW. CDRLs XXXX and XXXX

3.2.1.1 High Cost Tube Management: The contractor shall develop and maintain a management plan to ensure availability of long-lead high-cost tubes. The contractor shall provide a quarterly report providing status of long-lead high cost tubes in the inventory, to include as a minimum quantity on hand, recommended stock levels, and recommended changes. CDRL XXXX

3.2.2 Program Management:

3.2.2.1 Program Status: The contractor shall provide a monthly program status report to cover the status of all program requirements. The contractor shall provide all participating ranges and the program office the capability to electronically research, order parts, obtain needed reports, CDRLs, and determine status for all program elements on a near real-time basis. The contractor shall conduct jointly with the program office, and arrange for a meeting location as determined by the program office semiannual meetings to review the program status and provide a forum for technical interchange for attending range participants. These meetings shall be rotated around participating ranges or other locations as selected by the program office. In addition, quarterly program status reviews will be conducted as determined by the program office. The contractor will prepare minutes for program status reviews. CDRLs XXXX, XXXX, and XXXX

3.2.2.2 Range Manager's Handbook: The contractor shall update the existing handbook and submit to the program office for approval 6 months after contract award and as requested thereafter as program requirements necessitates changes, but not more frequently than annually. Upon approval by the program office, the contractor shall make the finalized document available to current range managers.

Any additional topics to be included will be furnished by the program office no later than 90 days before the document is submitted for approval. CDRL XXXX

3.2.2.3 Contractor Manpower Reporting Application (CMRA): The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance for each Government fiscal year (FY), which runs 1 October through 30 September.

http://www.ecmra.mil/

While inputs may be reported any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk.

Uses and Safeguarding of Information: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be released to the public with the contractor name and contract number associated with the data.

User Manuals: Data for Air Force service requirements must be input at the Air Force CMRA link. However, user manuals for government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

3.2.2.4 Government Records: A government record generated by the contractor is a document prepared by the contractor to fulfill a requirement of the IRSP in accordance with the Statement of Work (SOW). The contractor shall securely maintain and store, for the government, all records including those which the IRSP contract does not expressly require the contractor to deliver to the government. At the completion of the contract, the contractor shall turn over to the government or a successor contractor all government records under the contractor’s management at the direction of the Contracting Officer.

3.3 Obsolescence (CLIN X003): The contractor shall investigate, evaluate, develop and replace, where applicable, obsolete and non-obtainable parts and components for all supported ITS. The contractor may recommend engineering changes which would improve technical performance, improve reliability and maintainability, or reduce operating costs. Recommendations and technical solutions to obsolescence issues shall be identified to IRSP range customers in Field Information Bulletins (FIBS). No engineering changes will be implemented until adequate funding is provided and approval is received from the program office and contracting officer. CDRL XXXX

3.4 Test and Specialized Equipment (CLIN X004): The contractor shall be responsible for notifying the government when test and specialized equipment needs to be acquired or replaced.

Test equipment for acquisitions costing less than $2,000 can be acquired on a funding availability basis. Test equipment costing more than $2,000 must be approved by the program office and will be subject to funding availability. The contractor shall be responsible for coordinating with the program office for those items identified by ranges as no longer needed at the range but still required by other ranges for their ITS. Once the program office concurs, the contractor shall arrange for those items to be transported to the depot and will add them to the Government furnished equipment listing. CDRL XXXX

3.5 Remanufacture and Fabrication (CLIN X005): The contractor may encounter a situation where they must remanufacture or fabricate ITS components and subsystems not directly related to a specific range. This will be tracked under the Program Management Remanufacture and Fabrication CLIN. The remanufacture/fabrication actions will be listed using actual loaded total cost of the action and will be identified in the appropriate CDRL. CDRL XXXX

3.6 Contractor Travel in Support of IRSP Quarterly Reviews and Technical Interchange Meetings (CLIN X006): The contractor shall travel to the IRSP office at Patrick AFB, FL once per year to accomplish a Quarterly Review of program requirements. Semi-annually the contractor will travel to a pre-determined location identified to meet with program office personnel, contracting officer, and IRSP range personnel to discuss programmatic initiatives during the Technical Interchange Meetings (TIM). The contractor will factor in the cost of the hotel meeting room and transportation services (if applicable) related to a range tour for purposes of each TIM.

3.7 Phase-Out (CLIN X007): During this period, the incumbent will be fully responsible for continued operations of all contract requirements. The incumbent shall prepare a phase-out plan defining the activities with a timeline detailing the methods and milestones the contractor will employ to assure all IRSP requirements are completed by the phase out completion date. The phase out plan will outline an orderly phase-out of personnel, contracted work remaining after http://www.ecmra.mil/ transition to the new contractor, and transition of government furnished equipment/property while continuing support to the range participants with minimal disruption of essential functions.A designated government representative will oversee the transfer of goods. CDRL XXXX

3.8 Data (CLIN X008): The contractor shall provide data required IAW the specific CDRL as identified throughout this document.

4.0 RANGE REQUIREMENTS: The contractor shall perform the following work in support of each individual range and their specific ITS listed in Attachment 7.

4.1 Material Acquisition:

4.1.1 Requisitioning: The contractor shall fill both routine and emergency requisitions received from participating ranges for items supporting their listed ITS. For those requisitions received that are considered repairable, the contractor shall maintain a listing of all reparable IRSP items IAW CDRL G003. Requisitions may be submitted electronically or in hard copy to the contractor. The contractor shall analyze requirements for bulk buy opportunities across ranges. Requisitions that are less than $20,000 may be filled with no further approval. Requisitions greater than $20,000 will be considered High Cost Requisitions (HCR) and will require range and program office approval. CDRLs XXXX and XXXX

4.1.1.1 Routine Requisitions (CLIN X009): Routine requisitions shall be filled within 5 workdays if the material is in stock. If the item is not in stock, the requester and program office shall be notified within 3 workdays and an estimated delivery date shall be provided by the contractor within 15 workdays.

4.1.1.2 Emergency Requisitions: Requisitions submitted as emergency requisitions shall be filled within 24 hours if material is in stock. The contractor shall respond to the requesting range as to the availability within 120 minutes.

If the item is not in stock, the contractor shall immediately notify the requesting range and the program office. The contractor shall attempt to alleviate the shortage by the most expeditious method available; check to see if the part is available to purchase, or fabricate the part on an expedited basis, or see if the part can be loaned from another range to meet range mission timelines. The contractor shall continue to inform the requester and program office of status and changes in delivery status until the emergency requisition has been filled.

4.1.1.3 High Cost Requisitions (CLIN X010): Requisitions greater than $20,000 will be considered High Cost Requisitions (HCR) and will require range and program office approval. The contractor will provide a HCR package (e.g.

cover letter, financial data, and quote data) to the program office via e-mail.

The cover letter only will be provided to the range manager under separate e-mail. Once the range manager provides approval through the program office the HCR will be funded to the range delivery order or a HCR letter to proceed will be provided by the contracting officer to the support contractor.

4.1.2 Stock Level and Replenishment: The contractor shall re-supply depot item(s) to the appropriate stock levels for the above requisitions. The contractor shall replenish items of stock by the most cost effective means. CDRLs XXXX

4.2 Component Remanufacture and Fabrication: The contractor shall remanufacture or fabricate ITS components and subsystems. The contractor shall maintain a listing of all reparable IRSP items IAW CDRL G003. All component remanufacture/fabrication actions will be listed using actual loaded total cost of the action and will be identified in the appropriate

CDRL. CDRL XXXX

4.2.1 In-House and Vendor Component Remanufacture: The contractor shall remanufacture ITS components and subsystems. Remanufacture consists of restoring an item to a like new physical condition and ensuring its serviceability. Component remanufacture actions that cost less than $20,000 (CLIN X011) may be filled with no further approval. Remanufacture costs that are greater than $20,000 will be considered a HCR and will require approval from the program office prior to execution. The contractor shall arrange for vendor remanufacture for ITS components and subsystems when it is more advantageous to the government to do so, or for those items that are unable to be remanufactured in-house. If the estimated remanufacture cost exceeds 75 percent of the replacement of a new item, the defective component shall not be remanufactured unless approved by the range and program office. Remanufactured items will be put into stock or returned to the submitting ranges when stock is not available.

4.2.1.1 Fabrication: The contractor shall fabricate those obsolete items which are not available from other sources, or when it is deemed more advantageous to the government.

A component fabrication action that costs less than $20,000 (CLIN X011) may be filled with no further approval. A component fabrication action that costs greater than $20,000 will be considered a HCR and will require approval from the program office prior to purchase/shipment. CDRLs XXXX

4.2.2 Changes or Modifications: Changes or modifications to the original design of components or subsystem necessary for product improvement or increased reliability, may be made provided the form, fit, function, or interface of the unit remains the same and the program office concurs. Any approved changes in form, fit, function or interface shall be identified to the range customers in FIBS.

4.2.3 High Cost Remanufacture and Fabrication (CLIN X012): Requisitions greater than $20,000 will be considered High Cost Requisitions (HCR) and will require range and program office approval. The contractor will provide a HCR package (e.g. cover letter, financial data, and quote data) to the program office via e-mail. The cover letter only will be provided to the range manager under separate e-mail. Once the range manager provides approval through the program office the HCR will be funded to the range delivery order or a HCR letter to proceed will be provided by the contracting officer to the support contractor.

4.3 Engineering and Technical Support (CLIN X013):

4.3.1 Field Support: The contractor shall provide field support as requested by ranges.

Field support can cover any type of (labor only) support needed to assist ranges with their maintenance, system restoration actions, and other sustainment efforts in support of their ITS. Field Support is typically requested in the form of manweeks or can be a specific SOW.

A manweek for US ranges is based on a 56 labor-hour week plus travel costs when required. The 56 hour week includes 40 hours on-site support and 16 hours for travel. A manweek for FMS ranges is based on a 72 labor hour week plus travel costs when required.

The 72 hour week includes 40 hours on-site support and 32 hours for travel. CDRLs XXXX

4.3.2 Technical Investigations: The contractor shall perform technical studies/investigations to make recommendations to resolve technical problems associated with systems listed in Attachment 7. CDRLs XXXX

4.3.3 White Sands Missile Range (WSMR) Contractor Representative: Typically the contractor representative resides near the WSMR site. The contractor representative will provide engineering and technical support directly to WSMR. Engineering and field support will be covered in the form of manweeks, and is based on 40 hours on-site support per week. Transportation in and around the site is at the support contractor’s expense. Travel to the contractor’s depot at least two times per year and participation to two Technical Interchange Meetings (TIM) per year is permissible per this SOW. The WSMR site will be responsible for the annual cost of labor and travel associated with the contractor representative. Common Access Card (CAC) establishment/renewal will be arranged through the IRSP office with the 45th Space Wing Security Representative.

CDRLs XXXX

4.4 Overhauls:

4.4.1 Pre-Overhauls (CLIN X014): Pre-overhauls will be accomplished for those ITS listed in Attachment 7. A pre-overhaul survey shall be accomplished jointly by the contractor, the range manager or an authorized representative, and site operating personnel. The pre- overhaul survey shall indicate the responsibilities of the range managers and the contractor to complete the overhaul, to include removal and re-installation of equipment. Pre-overhaul surveys shall be conducted at time requested by the range when possible or approximately ninety (90) days prior to the scheduled start of the overhaul when a specific time hasn’t been requested by the range. In the event that an overhaul requires specific certification(s), it shall be noted in the pre-overhaul survey and is the contractor’s responsibility to meet that requirement. CDRLs XXXX

4.4.1.1 System/Equipment: Determine the specific equipment to be overhauled and the condition of the system.

4.4.1.2 Manpower/Skills/Tools: Determine the manpower, skills, test equipment, tooling facilities, material and technical data required to accomplish the overhaul.

4.4.1.3 Testing: Determine the pre and post tests required to ensure that upon completion of the overhaul the equipment meets operational standards.

4.4.1.4 Facilities: Verify that facilities and equipment listed in Attachment 8 will be available to the overhaul team, and determine if any additional range facilities and equipment will be needed and available on a non-reimbursable basis to the overhaul team.

4.4.1.5 Budgetary Estimate: The contractor shall upon completion of each pre- overhaul survey provide a budgetary estimate for the overhaul to the program office.

4.4.2 Overhauls (CLIN X015): The contractor shall perform overhauls on ITS listed in Attachment 7 in accordance with CDRL L001.The contractor will develop a work specification if one is not available in conjunction with the first overhaul of that type of ITS.

All work specifications shall be developed and maintained by the contractor IAW CDRL L001. All new or newly changed work specifications will be coordinated with the program office for approval. The contractor shall overhaul the designated system(s) in accordance with the pre-overhaul survey and the work specification for that ITS. The contractor must be flexible regarding overhaul scheduling. Mission requirements may impact the overhaul schedule causing it to be accelerated or delayed. The overhaul shall be performed with maximum consideration given to site operational support requirements. The contractor will propose an overhaul by Contract Line Item Number (CLIN) to include if applicable material acquisition, remanufacture/fabrication, overhaul labor, transportation, travel, and Other Direct Costs (ODC). CDRL XXXX and XXXX

4.4.2.1 Government Owned Vans: Government owned vans are available to the contractor for use as non-motorized transportable workshops. The contractor shall maintain a complement of material in the vans to support the planned overhauls. Large bulky items and long-lead time items that cannot be prepared and shipped in the van will be pre-shipped by the contractor to the site requiring the overhaul. Unforeseen requirements during the course of the overhaul will be provided by the range to the level indicated in Attachment 8, Range Resource List.

Items obtained from range supply shall be returned at the earliest possible date.

The contractor will arrange for transportation of the mobile overhaul vans, or specified test equipment to the overhaul site.

4.4.2.2 System Testing and Post Overhaul Actions: The contractor shall perform system testing at the conclusion of the overhaul work. The results of these tests and the work accomplished during the overhaul shall be reviewed jointly by the designated government representative and the contractor. The purpose of the review shall be to evaluate the quality of the overhaul, identify post-overhaul actions required by the contractor, and assign specific responsibilities along with estimated timelines for closing all open overhaul items. At the conclusion of the review, the designated government representative will signify technical acceptance of the overhaul and that all open post overhaul actions along with recommended timeframes for accomplishment have been identified. Upon technical acceptance of the overhaul, the system will be returned to the operating agency. Minutes of the review meeting, along with post-overhaul actions required by the contractor, shall be published by the contractor.

4.5 Systems Modifications (CLINs X016 or X017): The contractor shall design, fabricate, install, integrate, and test and document modifications to various ITS when required. The contractor is encouraged to recommend improvements during the design phase of the System Modification. System modifications cannot be used to replace a complete system as listed in contract Attachment 7. System modifications can however be used to replace sub-systems.

The support contractor will propose system modifications all-inclusive of material acquisition, remanufacture/fabrication, labor, transportation, travel, and ODCs associated with the effort.

System modifications will either be proposed FFP or CPFF. CDRLs XXXX, XXXX, XXXX, and

XXXX

4.6 Transportation Services (CLIN X018): The contractor shall arrange commercial transportation of government-owned material. The contractor shall be responsible for shipping government-owned material for foreign participants only to their designated Freight-Forwarder.

4.7 Travel Associated with Engineering and Tech Support, Pre-Overhauls, and Overhauls (CLIN X019): The contractor shall propose and arrange for travel to various range locations identified for systems supported in contract Attachment 7 in support of range engineering and tech support, pre-overhauls, and overhauls.

4.8 Budgetary/Proposal (CLIN X020): The contractor will provide a budgetary for overhauls at the completion of a pre-overhaul. A range may request a budgetary through the program office for support related to system modifications for planning purposes. A budgetary is for planning purposes only, and is not binding. A proposal will be requested and assigned a tracking number from the program office through the contracting officer to the contractor for studies, overhauls, and system modifications.

4.9 Financial Reporting: The contractor shall provide financial reporting that is timely, accurate, and allows visibility of contract status by each range participant’s delivery order and overall program delivery order. The contractor shall establish and maintain business processes that allocate costs by Contract Line Item Number (CLIN) for each range and overall program delivery order. CDRL XXXX

4.9.1 The contractor shall provide to the program office at a minimum, monthly actual costs incurred by range (to include the item, repair or service provided, and the range requisition number if assigned by the range.) CDRL XXXX

4.9.1.1 This data will be provided prior to invoicing. Rate adjustments will be processed on quarterly basis by program and/or range delivery order.

4.9.1.2 Credits associated with program and/or range delivery orders will only be processed against the CLIN in which it was incurred. If credit still exists at closeout of delivery order, then credit will be applied to another CLIN accordingly.

4.9.1.3 The contractor shall validate amounts being billed for accuracy and realism prior to submission to the program office.

4.9.2 The contractor shall support the creation, planning, modification, and management of delivery orders via a funding tracker. This tracking will be submitted bi-monthly to the program office. A monthly teleconference will be conducted between the program office and contractor to review range financial data. CDRL XXXX

4.10 Information Management: The contractor shall provide and maintain an IRSP web site necessary for program office and range manager personnel to perform requirements related to this contract. The web site will allow range personnel to submit and monitor requisitions, repairs, and engineering requests for support.

4.10.1 Each range manager (and associated range personnel) will be established separately, provided access to their range data, and have their respective ITS per contract Attachment 7 displayed on the IRSP web site. Program office personnel will be provided full access to all ranges’ information.

4.10.1.1 Systems will be color coded by green (no issues); yellow (outstanding req/repair/engineering); red (system down-awaiting req/repair/engineering action)

4.10.1.2 Through the IRSP web site the contractor will provide via CDRL G002 data related to requisitions, repairs, and engineering support by contract year. This data will be updated as needed or at a minimum monthly.

4.10.1.3 Management CDRLS B003, B005, and G003 will be made available on the IRSP web site for contractor and program office personnel use only.