FA5205-15-R-0002_Atch1_PWS_Apdx4.pdf

Solicitation No. FA5205-15-R-0002

Contract No.

O&M of Draughon Range

PWS Appendix 4

APPENDIX 4

PLANS, REPORTS, AND LETTERS

A4.1 Appendix 4 provides a tabular summary of key Plans, Reports, Appointment Letters, and other general documents the Contractor is required to produce. A short synopsis is presented that describes the significant details required of each document. The Contractor shall reference the main body of this PWS, any applicable regulations, and technical orders when authoring to ensure all stipulations are met.

A4.1.1 Unless otherwise stipulated here or by the CO, FC/FD, or COR, all Plans, Reports, Letters, Listings, and Documents herein shall be delivered electronically/e-mail with attachment, and retained for the life of the contract.

A4.1.2 UNLIMITED RIGHTS TO DELIVERABLES

“Deliverables” means the documents, regardless of media format (e.g. print or electronic), identified in the PWS, and described in the PWS as “Contractor

Reports”.

“Unlimited Rights” means rights to use, modify, reproduce, perform, display, release or disclose in whole or in part, in any manner and for any purpose whatsoever, and to authorize others to do so. The Government shall have unlimited rights to deliverables procured under this contract. Privacy Act or contractor proprietary information shall not be released without specific authorization.

A4.2 APPROVED PLAN

A4.2.1 PROGRAM MANAGEMENT PLAN (PMP)

Description: The plan shall be identified with the preparing office or Contractor’s title, the identifying numbers or designators of the Contract, the identity of the program, the security classification, and the Government activity issuing the controlling contract. The plan may include descriptive material such as graphs, worksheets, tables, etc. as required to clarify/illustrate matters within the text. The plan shall be legible, reproducible and includes a table of contents.

The plan shall consist of as a minimum: Contractor’s organizational structure, assignment of functions, duties, and responsibilities; Contractor’s procedures, policies, and the reporting requirements that are established for the initiation, monitoring, control, completion, and reporting of contractual tasks, projects, and programs; Contractor’s Phase-in, Contractor’s

Phase-out Plan, Contractor’s maintenance plans; Contractor’s security program and procedures; Contractor’s quality control programs; Contractor’s safety plans and procedures;

Contractor’s Environmental Health and Safety plan(s); Contractor’s key, lock, and lock combinations procedures, and any other specified items or tasks defined in this PWS. See paragraph 1.2.7.2 for reference.

Format: To Be Determined (TBD) by the Contractor

Submit to: FC/FD, CO, and COR

Delivery: Electronic format/E-mail with attachment

Due by: Within 30 days after contract award

Frequency: Annual Review, with updates to Government

A4.2.2 PHASE-IN PLAN

Description: The plan shall specify when each employee/position will transition on-site and include their duties and responsibilities. In addition, the plan shall contain a listing of phase-in team members and their contact information, projected timelines and critical phase-in activities and action item listings. See paragraph 1.10 for reference.

Format: TBD by Contractor

Due by: Prior to transition period

Delivery: Electronic format/E-mail with attachment

A4.2.3 PHASE-OUT PLAN

Description: The plan shall specify: Purpose, scope, the Contractor’s organization and personnel responsibilities; specific tasks requiring accomplishment and the personnel responsible; project status reporting procedures; CFE and personnel transfer procedures (if any); security; financial close-out actions and procedures; and disposition of all documentation and publications. See paragraph 1.2.8. for reference.

Format: TBD by Contractor

Submit to: FC/FD, CO, and COR

Due by: Within the first 30 days from contract start date

Frequency: Updated annually

A4.2.4 MAINTENANCE PLAN

Description: The plan shall describe the Contractor’s basic equipment maintenance policies and procedures, its maintenance resources (personnel, materiel, and equipment). The plan shall stipulate the levels of supervision in place to ensure emphasis on safety, quality, and timeliness in the performance of maintenance. Plan shall emphasize Contractor procedures for maintenance actions such as, but not limited to:

inspection, repair, overhaul, modification, preservations, refurbishment, troubleshooting, testing, and analyzing condition and performance. Plan shall provide Contractor’s preventative maintenance procedures/plans.

Plan shall account for logistics procedures, shipping/receiving, inventory control, and all tracking and reporting requirements.

Format: TBD by the Contractor

Submit to: FC/FD, CO, and COR

Delivery: Electronic format/E-mail with attachment

Due by: In conjunction with PMP timelines

Frequency: Annual Review, with updates to Government

A4.2.5 SYSTEM SECURITY PLAN

Description: This plan shall outline security requirements, procedures, and documentation required.

Format: TBD by the Contractor

Submit to: 35 OSS Security Manager, COR

Delivery: Electronic format/E-mail with attachment

Due by: In conjunction with PMP timelines

Frequency: Annual Review, with updates to Government

A4.2.6 QUALITY CONTROL PLAN

Description: This plan is a part of the Contractor’s PMP. See paragraph 1.9 and sub-paragraphs for full description.

Format: TBD by the Contractor

Submit to: FC/FD, CO, and COR

A4.2.7 ENVIRONMENTAL MANAGEMENT PLAN (EMP)

Description: The plan shall contain as a minimum: Environmental Release Reporting

Procedures – Spill Plan; a Hazardous Materials Management Plan, a

Hazardous Waste Management Plan; Environmental Permit Management

Procedures; Environmental Safety and Occupational Health Compliance

Assessment and Management Program (ESOHCAMP) procedures; and a

Spill Prevention and Countermeasures Plan.

Format: TBD by the Contractor

Submit to: FC/FD, CO, and COR

Delivery: Electronic format/E-mail with attachment

A4.2.8 HAZARDOUS MATERIALS MANAGEMENT PLAN

Description: This plan shall be a portion of the Contractor’s EMP. Contractor reference body of PWS for regulatory and contractual requirements.

Format: TBD by the Contractor

Submit to: FC/FD, CO and COR

Delivery: Electronic format/E-mail with attachment

Due by: In conjunction with EMP timelines, in no case later than commencement of duties

A4.2.9 HAZARDOUS WASTE MANAGEMENT PLAN

Description: This plan shall be a portion of the Contractor’s EMP.

Format: TBD by the Contractor

Submit to: FC/FD, CO, and COR

Delivery: Electronic format/E-mail with attachment

Due by: In conjunction with EMP timelines, in no case later than commencement

A4.2.10 ENVIRONMENTAL HEATH AND SAFETY PLAN

Description: This plan shall be a portion of the Contractor’s EMP.

Format: TBD by the Contractor

Submit to: FC/FD, CO, and COR

Delivery: Electronic format/E-mail with attachment

Due by: In conjunction with EMP timelines, in no case later than commencement

A4.2.11 SPILL PREVENTION AND COUNTERMEASURES PLAN

Description: This plan shall be a portion of the Contractor’s EMP.

Format: TBD by the Contractor

Submit to: FC/FD, CO, and COR

Delivery: Electronic format/E-mail with attachment

Due by: In conjunction with EMP timelines, in no case later than commencement of O&S tasks on Draughon

A4.3 REPORTS

A4.3.1 MONTHLY STATUS REPORT

Description: The Monthly Status Report documents the status of Contractor effort towards achieving contract objectives. It identifies accomplishments, difficulties encountered, and compares the status achieved to planned goals and the resources expended. It is used by the Government to monitor and evaluate Contractor performance.

The Status Report shall contain the following items, where applicable:

(1) The status of milestones/tasks as defined by the Performance

Work Statement and whether or not the program/project/task is on schedule, and if not, the planned efforts to meet the schedule

(2) A comparison of achieved performance capabilities projected against contract baseline values, requirements, and allocations

(3) All key dates, to include forecasts

(4) Summary report of Equipment Status

(5) Summary report of Equipment Availability Rate (for scheduled systems)

(6) Summary of Operational Effectiveness

(7) A narrative of outstanding problems existing as of the previous status report and their resolution status

(8) New problem areas encountered or anticipated effect on overall work and steps taken to remedy such

(9) Significant results of conferences and trips; all future plans, Forecasts or schedules (as applicable)

(10) Financial reporting

(11) All specified monthly reports as defined in this PWS

(12) Any appendices (as required)

Format: TBD by the Contractor

Delivery: Electronic format/E-mail with attachment

Due by: Within 5 business days of month end

Frequency: Monthly

A4.3.2 TECHNICAL REPORTS

Description: Document purpose, assumptions, rationale, alternatives, estimated timeline, estimated resource requirements, recommendations, and relevant issues. Shall also be utilized for unique reporting or documentation requirements as specifically defined in this PWS.

Format: TBD by the Contractor

Submit to: FC/FD, COR

Delivery: Electronic format/E-mail with attachment

Due by: Within a reasonable time stated by the COR.

Frequency: As directed by COR

A4.3.3 MICAP START/STOP REPORT

Description: Provides documentation for historical tracking of MICAP status actions

Format: AFMAN 23-110

Delivery: Electronic format

Submit to: COR

Due by: As required, to be included in the Monthly Status Report

Frequency: As required

A4.3.4 DUE-IN-FOR-MAINTENANCE (DIFM) REPORT

Description: Report indicates items In Work (INW), Awaiting Maintenance

(AWM), Awaiting Parts (AWP), or other status, as required.

Reference: Per AFI 21-101 Chapters 4, 5, 11; AFMAN 64-110 and 23-

110; and T.O. 00-20-3.

Format: T.O. 00-20-3

Delivery: Electronic format

Submit to: COR

Due by: As required, to be included in the Monthly Status Report

A4.3.5 PRODUCT QUALITY DEFICIENCY REPORTS (PQDR)

Description: Report defective accountable parts, supplies, and materials removed from Government equipment as a result of work performed IAW TO

00-35D-54.

Format: IAW TO 00-35D-54

Submit to: COR for approvals

Delivery: Electronic format

Due by: Within 3 duty days

A4.3.6 STATUS OF GOVERNMENT FURNISHED PROPERTY/EQUIPMENT (GFP/GFE)

REPORT

Description: Provide a complete listing of the Government furnished equipment and their status. See paragraph 3.3.1.2 for reference.

Format: TBD by the Contractor with Government concurrence

Submit to: FC/FD, and COR

Due by: 25 October each year

Frequency: Full report annually, with monthly updates

Retention: Original Inventory and annual reports for the life of contract;

Monthly updates for 30 days or until next update is completed.

A4.3.7 GFM (FUEL) CONSUMPTION REPORT

Description: Track fuel and gasses consumption and provide an annual consumption report.

Format: TBD by the Contractor

Submit to: FC/FD, COR, and RA

Delivery: Electronic media acceptable by the Government

Due by: With Monthly Status Report

Frequency: Monthly Status with annual summary

A4.3.8 OVERHAUL FORCAST AND STATUS REPORTS

Description: Forecast and Status of all Command Support/Contractor overhauls

(e.g. Non-Depot supported systems and equipment). This may be embedded in Monthly Status Report. See 1.4.7.4.1 and 1.4.7.5.5.

Format: TBD by the Contractor

Submit to: FD, COR

Delivery: Electronic media acceptable by the Government

Due by: Within 5 business of end of month

Frequency: Monthly

Retention: 1 year

A4.3.9 MISSED PMIS REPORT

Description: Report the cause, Estimated Completion Date (ECD), and action taken to prevent reoccurrence when PMIs with a frequency of 14 days or more are deferred more than once. See paragraph 1.4.7.6.3 for reference.

Format: TBD by the Contractor

Submit to: COR

Delivery: Electronic format

Due by: With Monthly Status Report

A4.3.10 AIRSPACE USAGE REPORT

Description: Report data is of ever-increasing value to airspace managers at all levels. Accurate reporting is critical in many decisions affecting military airspace. This utilization report will be used to substantiate airspace requirements.

Format: Per AFI 13-201 Airspace Management and AFI 13-212 Range

Planning and Operations; see also paragraph 1.3.4.3

Submit to: HQ PACAF A3/5/8

Delivery: Electronic format/E-mail with attachment

Due by: 10 th of January

Frequency: Annual

Retention: Indefinitely, unless otherwise directed by COR

A4.3.11 QUARTERLY RANGE AND EQUIPMENT UTILIZATION REPORT

Description: Range resources are limited, costly, and subject to competing requirements for their use. Range utilization reports provide important data for the management of these resources. This utilization report will be used to substantiate range requirement, to evaluate training adequacy, to identify or eliminate potential problems, and to issue useful information pertaining to Draughon

Range.

Format: AFI 13-212 Range Planning and Operations

Submit to: HQ PACAF A3/5/8

Due by: 10 Jan, 10 Apr, 10 Jul, 10 Oct

Frequency: Quarterly

A4.3.12 QUARTERLY MUNITIONS EXPENDITURE TRACKING REPORT

Description: Maintain permanent records of all expenditures (types, quantities, locations, using organization, and estimated dud rates) per target of ammunition and explosives. This information will be compiled as reported by peers. See paragraph 1.3.4.3.1 for reference.

Format: Per AFI 13-212 Range Planning and Operations and its supplements

Submit to: HQ PACAF A3/5/8, 35 OSS/DO, COR

Delivery: Electronic format/E-mail with attachment

Due by: 10 Jan, 10 Apr, 10 Jul, 10 Oct

Frequency: Quarterly

A4.3.13

TRIP REPORT

Description: When directed by COR, Report shall state: purpose of trip, itinerary, travelers, points of contact, synopsis of meetings or events attended, training received, and/or tasks accomplished. Attach copies of briefings or other documentation received.

Format: TBD by the Contractor

Submit to: FC/FD, COR

Delivery: Electronic format/E-mail with attachment

Due by: Within 3 duty days of TDY completion

Frequency: N/A

A4.3.14 COMSEC INSECURITY REPORT

Description: Identifies cryptographic, personnel, or physical insecurity of

COMSEC materials. See paragraph 1.8.5.6 for reference.

Format: IAW AFI 33-201, Vol 3

Submit to: COMSEC Custodian, and COR

Delivery: TBD

Due by: Immediately

Frequency: As Required

A4.3.15 HAZARDOUS SUBSTANCE RELEASE REPORT (SPILL REPORT)

Description: Identifies specifics of event to measure the significance of release and to determine actions to take in clean up and prevention.

Format: Per 35 FW Plan, Oil and Hazardous Substance Discharge Prevention and Contingency Plan, and latest guidance issued by federal or state agencies

Submit to: As stipulated above copies to: COR

Delivery Electronic format/E-mail with attachment

Due by: Call within 1 hour, report due within 24 hours of spill discovery;

follow-on reporting as required

A4.3.16 VEHICLE ACCIDENT REPORT

Description: Provide operator’s name, list of persons injured and any fatalities; type of injuries; type of vehicle(s) and registration numbers; date, time, and location of accident; whether or not the operator was properly licensed;

how long the operator was on duty prior to the accident; whether a blood alcohol or drug test was administered; and detail circumstances surrounding the accident, to include the cause, if known, who was at fault, and what action is planned to recoup costs of damages. See paragraph 1.4.6.4 for reference.

Format: TBD by the Contractor

Submit to: FC/FD and COR upon request

Delivery: Electronic format/E-mail with attachment

Due by: Within 24 hours of event

A4.3.17 INCIDENT REPORT

Description: Specifics on incidents that occur that did cause or could have potentially caused physical damage to equipment, Government furnished property, or range operations or posed a safety concern.

Format: AF Form 457, USAF Hazard Report

Submit to: COR and Host Base Safety Officer

Delivery: Electronic format/E-mail with attachment

Due by: Within 24 hours of event

A4.4 REQUEST LETTERS, LISTINGS AND DOCUMENTS

A4.4.1 MEETING MINUTES

Description: Meeting minutes will be used by appropriate Government and

Contracting personnel as a record of the deliberations and actions resulting from meetings related to performance of work under contract.

The reports shall contain (as a minimum): Date of report and meeting, type of meeting; title of program/project; contract number (if applicable); participants of the meeting; information covered in the meeting, to include as appropriate: problem areas, discussions, resulting solutions, action items, Office of Primary Responsibility

(OPR) and Office of Collateral Responsibility (OCR), any recommendations, and any follow- on meetings scheduled.

Format: TBD by the Contractor

Submit to: FD and participants of meeting as required

Delivery: Electronic format/E-mail with attachment

Due by: By Close of Business (COB) 5 business days following subject meeting

Frequency: For each Government/Contractor meeting

A4.4.2 REQUEST FOR REQUISITION APPROVAL (OPEN PURCHASE REQUEST)

Description: An Open Purchase Request letter

Format: TBD by the Contractor

Submit to: COR, FC/FD, and CO, in-turn

Delivery: Electronic format/E-mail with attachment

Due by: As Required

A4.4.3 BASE ACCESS LIST

Description: Name, date of birth, social security number, company, and position of each person. See paragraph 4.3.1 for reference.

Format: TBD by the Contractor

Submit to: CO, 35 OSS Security Manager, and COR

Delivery: Electronic format/E-mail with attachment

Due by: Initial list due 1 month prior to start of contract. Subsequent reports

NLT 31 Oct annually.

Frequency: Full list annually, with updates as required upon hiring or release of personnel within 7 days

A4.4.4 PERSONNEL QUALIFICATIONS

Description: A summary listing of employees by: Name, Position, relevant qualifications for task assigned.

Format: TBD by the Contractor

Submit to: CO, FC/FD, and COR

Delivery: Electronic format/E-mail with attachment(s)

Due by: 10 business days prior to performance, then within stated PWS criteria for personnel changes.

Frequency: Upon personnel changes

A4.4.5 CRYPTOGRAPHIC ACCESS CERTIFICATE

Description: A request letter seeking designation of individuals to have access to and ability to handle COMSEC materials.

Format: AFCOMSEC Form 9

Submit to: Local Wing COMSEC Custodian and COR

Delivery: E-mail with signed attachment

Due by: Prior to assumption of duties involving handling of COMSEC

Frequency: As directed by the Government, or upon designated personnel change

A4.4.6 OPERATING PROCEDURES FOR HAZARDOUS MATERIALS

Description: The Contractor’s procedures as derived and/or excerpted from its

Hazardous Materials Management Plan. Stipulate specific procedures with regard to proper handling and safety for hazardous substances to utilized/consumed/disposed of during the course of O&M tasks. See paragraph 4.6.4 for reference.

Format: Contractor format

Submit to: COR

Delivery: Electronic format/E-mail with attachment

Due by: Prior to assumption of tasks

Frequency: Annual review, with updates to the Government