CAVAF_SOW.docx

CAV AF GFM

STATEMENT OF WORK

The purpose of this statement of work (SOW) is to provide Contract Depot Maintenance (CDM) guidance for contractor technical responsibilities and reporting requirements of the Commercial Asset Visibility Air Force (CAV AF) system. CAV AF shall be the primary system of record for providing daily status of all Government owned assets located at contractors facilities. Reporting within CAV AF shall not be limited to end items subject to repair and Government Furnished Materiel (GFM), but are to include assets stored as an inventory control point (ICP). Equipment identified as Government Furnished Equipment (GFE) may be reported within CAV AF. Enhancements to the CAV AF system will be identified on the CAV AF home web page. Contractors are responsible for ensuring current User Guides are utilized by their respective facility.

CAV AF FORMAL TRAINING AND EDUCATION BRIEFING:

1. CAV AF educational briefing will be provided on all awarded contracts by the contracting ALC CAV AF System Administrator (SA). Any follow up training will be the responsibility of the contractor to contact CAV AF SA for additional training. For assistance, guidance or questions to specific contractual reporting requirements may be addressed to the CAV AF contract monitor (CM). ALC CAV AF (SA and/or CM) points of contact may be found in Attachment 1 of the Appendix B.

2. All repair contractors shall be presented the CAV AF Requirements Lifecycle Education Briefing within the initial 3 months of contract award, but no less than once during repair contract duration. A meeting shall be facilitated in which a government repair requirements representative or other designee shall provide said briefing to the supply repair contractor.

3. Proof of presentation materials provided to contract repair supplier must be documented in every instance. Examples of documentation include but are not limited to meeting minutes, checklist, etc. Documented information from briefing shall consist of; date/time, location, contract number, briefer’s name and supplier names. Documentation must be included in CPAR if briefing has been provided as an aid to annotate if contractors are being briefed and the impact it’s having on reporting in CAV AF. The CAV AF Requirements Lifecycle Education Briefing shall be given to the contract repair supplier in the following instances on new contracts:

a. Pre-Solicitation conferences as applicable.

b. Pre- and Post-Award contract meetings as applicable.

c. If none of the above has occurred, brief must be given within first 3 months of new contract award.

NOTE: During Program Management Review(s) (PMR) or separate meeting(s) issues addressing supplier CAV AF reporting performance shall be discussed. This is to rectify inadequate and contractual noncompliance of CAV AF reporting as follows but not limited to; untimely reporting, consistent 1-day repair-turn-around-time (RTAT) reporting, failure to report “all” assets in CAV AF or personnel changes impacting supplier reporting performance.

CONTRACTOR RESPONSIBILITY:

1. Contractor reporting requirements to CAV AF shall be accomplished daily and/or within 24-hours of a supply or maintenance action occurrence IAW the applicable CAV AF CDRL, CAV AF version 8.0.1 or higher Contractor Users Guide and applicable references within the contract (i.e., Appendix B). Accurate and timely reporting of maintenance and supply transactions into CAV AF is critical to the management of repair requirements and the management of world-wide asset distribution. CAV AF transmits daily to Air Force internal data systems for financial and asset tracking. Air Force Expeditionary Logistics for the 21st Century (eLog21) requires total asset visbility, therefore, inaccurate or lack of CAV AF reporting will cause significant loss to the Air Force. Contractor shall ensure asset record in CAV AF is an accurate reflection of physical asset on hand at all times.

2. Contractor shall ensure accountability of all government furnished property (GFP) within their enterprise resource planning (ERP) or commercial off-the-shelf (COTS) system, which must be reported accurately for same GFP records within CAV AF at all times. DCMA will ensure contractor ERP or COTS system records match contractor CAV AF with no variances. In those cases where a variance exist DCMA will make a follow-up review to ensure reporting actions have occurred and timely. NOTE: Per paragraph 1 above, there may be a 1-day lag in reporting.

3. Contractor must change the condition code of an item from Condition Code M (inducted) to Condition Code A (Complete). This condition code change will not occur prior to the DD Form 250 signature or Wide Area Workflow (WAWF) entry. Contractor must have government approval of repair action before Condition Code A status is entered into CAV AF. The “Complete Date” entered into CAV AF cannot be before the DD250 date entered in the same screen. Contractor will validate that the DD250 number and date entered into CAV AF is accurate. This requirement is applicable to Condition Code H (Condemned) only when specifically directed by the contract.

4. Proper usage of DD Form 1348-1A, Issue Release/Receipt Document in relation to CAVAF reporting requirements.

a. Receipt Actions: Contractor will use government issued shipment document numbers for CAV AF end item and GFM receipt transaction reporting only in the absence of missing DD Form 1348-1A or shipment document number. Contractors are not authorized to generate pseudo shipment document numbers for receipt transactions because this creates disconnects in shipment tracking within government inventory systems.

b. Shipping Actions: DD Form 1348-1A shall be used as the shipping document for shipment transactions of all end items and GFM. A DD Form 1348-1A is also applicable to all Consolidated Serviceable Inventory/Consolidated Reparable Inventory (CSI/CRI) assets regardless of tracking or reporting purposes. DD Form 250 or DD Form 1149 are not acceptable or authorized as a shipment document, and shall not accompany any material shipments on repair contracts. CAVAF provides a DD Form 1348-1A in a Portable Document Format (PDF). It is recommended the PDF be saved at the contractor’s facility prior to printing the two copies as required for shipping. DD Form 1348-1A shipping documents will be prepared for each NSN shipment from contractor’s facility, regardless of destination. The entire form, complete with bar coding, will be printed on a laser printer as specified under technical considerations. Place one copy on the outside of the shipment container and one copy inside the shipment container. For end item shipments the DD Form 1348-1A shipment document number shall be comprised as one of the following actions:

i. Back to Depot Shipments:

(1) For a “single” unit NSN shipment, the default shipment document number will be the CAV AF record control document number (RCDN) of item being shipped.

(2) For “multiple” quantity shipments, it is recommended the CAV AF RCDN of the lead item of the shipment be used as the shipment document number.

ii. Amended Shipping Instructions (ASI): Are used to divert material that is due-in from a contractor to a requisitioner. Government disposition instructions will provide a shipment document number to the contractor to be utilized for CAV AF shipment transaction reporting and the DD Form 1348-1A.

iii. For GFM shipments, contractors shall create the shipping document number consisting of the contractor’s six-digit ‘EZ’ DODAAC, four-digit Julian date and four-digit serial number.

c.In the event CAV AF system is inoperable:

i. DD Form 1348-1A shall be manually generated (printed) by contractor

ii. When CAV AF is again operable, the contractor shall resume with transactional reporting actions, including completing a DD Form 1348-1A and the shipment process in CAV AF.

5. Contract/Delivery Order Closure Level Disposition Instructions – Government will provide disposition instructions to contractor. Contractor shall comply with disposition instructions within 10-days of receipted government instructions and shall have complied no later than 30-days after receipt of instructions. Contractor shall be fully responsible to ensure all corresponding CAV AF reporting actions associated with disposition instructions occur within 24-hours of related shipment action.

6. Contractual Induction-at-Risk of end items is prohibited on all AF GFM repair contracts. Authorization of GFM is strictly limited to supportability of contract delivery orders.

7. All NSNs identified as Nuclear Weapon Related Material (NWRM) shall require contractor reporting utilizing CAV AF for production management, to track and report NWRM end items in repair to the Serial Number level. Contractors shall capture each NWRM assets Serial Number when reparable is received. NWRM assets received shall be receipted in CAV AF, with Serial Number identification within 24-hours for asset visibility and serial number tracking. Contractors shall follow all NWRM management requirements outlined in AFI 20-110, NWRM Management, to include but not limited to packaging, marking, labeling, storage, transportation and receipt of all NWRM assets, with emphasis on positive inventory control (PIC) and records management by the contractor and government to assure compliance. The successful application of these procedures requires the full cooperation of all personnel associated with the storage, shipping, transshipping and receiving of all NWRM assets.

CAVAF CONTRACTOR TRANSACTION REPORTING REQUIREMENTS:

1. GFM Transactions (audit trail):

a. Material Receipt – All GFM requisitions with associated Supply Discrepancy Reports (SDR) shall be receipted with proper discrepancy code, as follows:

i. ‘A‘– indicates supply system sent an alternate number, however; according to the receiver it was not a suitable substitute. Contractor shall report discrepancy using AF Web Supply Deficiency Report (SDR).

ii. ‘E’ – received broken or unserviceable.

iii. “F’ – has a quantity shortage.

NOTE: Above actions may constitute increase to Table of Allowance (TOA) based on SDR. Contractor shall contact PMS to ensure TOA increase occurs in timely manner.

b. CAVAF GFM Requisitions – Contractor is responsible for ensuring all Government shipped GFM requisition shipments are receipted in a timely manner. Action requires continual surveillance of open GFM requisitions every 30-days old.

c. Turn-In Transaction - All GFM Issue transactions of ERRC ‘T’ coded assets require a corresponding GFM Turn-In transaction from repair line to the bond room; for same or alternate NIIN within 30-days for asset accountability and to prevent D035A from generating a false future buy. Turn-in transactions require material condition code status;

i. Consumable Items – must be condition code ‘A’ or ‘H’.

ii. Exchangeable Items – must be condition code ‘A’, ‘F’ or ‘H’.

2. “Not-on-Contract” receipt transactions shall be utilized for assets which are not GFM or repair end items. Not-on-contract assets are associated to a contractor facility DoDAAC and not an active contract delivery order. Regardless of asset condition code status, Not-on-contract shall be used for the following reporting actions:

a. Discrepancy Items – Are identified as misrouted shipments, misidentified shipments or damaged end items. Contractor will address discrepancy issues weekly to acquire resolution to discrepancy within 30 days of receipt transaction. The contractor shall comply with disposition instructions provided by the Government within 10 days and complete all associated reporting actions within same period. Contractor reporting actions shall be resolved using reversals of individual record document control numbers (RCDN) or may be accomplished utilizing a ‘bulk’ shipment action of RCDN.

b. Inventory Control Point Items – are identified as assets stored at contractor facility and are not repair end items, GFM or discrepancies items. Movement of assets from “Not-on-Contract” category shall be resolved using reversals of individual record document control numbers (RCDN) or may be accomplished utilizing a ‘bulk’ shipment action of RCDN.

NOTE: Contractor is responsible for all “Not-on-Contract” assets ensuring physical asset balances are reflected and CAVAF reporting actions occur within 24 hr of supply action.

NOTE: Not-on-Contract receipt actions will not be utilized for quality deficiency report (QDR) items.

3. Following contract production completion, contractor will complete 100% inspection. Any assets remaining at the facility within 30-days must be noted in a request for disposition instructions by the government. If none is provided, assets are to be returned to the depot and reported within CAVAF, shipping to the following addresses according to each national stock number (NSN) inventory management location by source of supply (SOS) code:

a. FHZ – Tinker AFB, the ship for disposition address to SW3211:

TYPE/CODE: A SW3211

DEF DISTRIBUTION DEPOT OF OKLAHOMA

CEN REC 3301, F AVE

BLDG 506, DR 22

TINKER AFB, OK, 73145-8000

b. FGZ – Ogden AFB, the ship for disposition address to XXXXXX:

c. FLZ – Robins AFB, the ship for disposition address to XXXXXX:

SUBCONTRACTOR REPORTING REQUIREMENTS:

Utilizing subcontractors in the repair of government assets in partnership by the awarded prime contractor shall conform to all applicable reporting requirements contained within this contract. Inherently, the awarded prime contractor shall bear sole responsibility for all reporting actions.

CAUTIONARY AREAS OF CONTRACTOR CAV AF REPORTING:

1. Systemic data problems created by contractor’s failure to report data accurately or in a timely manner are subject to immediate Program Management Review (PMR). Examples of documented system data problems include but are not limited to:

a. Timely reporting means compliance with 24 hour requirement for all contractor CAV AF reporting of maintenance (and supply) transactions. Actual date information is required for all reporting actions. Contractor’s are not authorized to report all receipt, induction, complete and ship transactions the same day to ‘catch-up’ due to periodic reporting. This affects government inventory management systems and balances creating D035 Stock Control Supply System (SCSS) controlled exceptions (associated with same day reporting issue).

b. Contractors not using government issued DD Form 1348-1A document numbers on CAV AF contractor reporting on end item receipt transactions. This creates a data variance disconnect with government inventory D035 Stock Control System (SCS). Contractors are required to use DD Form 1348-1A document numbers for end item receipt transactions. NOTE: If the DD Form 1348-1A is missing or no shipment document number is available, contractors are to immediately contact Production Management Specialist (PMS) and acquire government issued shipment document number from Inventory Management Specialist (IMS).

2. DD Form 250 number and date entered into CAV AF for Complete (Condition Code A) entries must be accurate and reflect the actual date the government approved the repair action. This requirement is applicable to Condition Code H (Condemned) only when specifically directed by the contract.

3. RCDN information should not be duplicated or fabricated with a suffix. RCDN should be comprised of the CAV AF Contractors DoDAAC, the Julian date the RCDN was produced, a a four digit serial number. This affects government inventory management systems D035 SCSS controlled exceptions.

TECHNICAL CONSIDERATIONS:

1. Contractors accessing CAV AF shall present a valid DoD PKI certificate to log into CAV AF. Contractors working at DoD facilities, who have a common access card (CAC), should already have a PKI certificate. Contractors working outside of DoD facilities can purchase a valid DoD PKI certificate through one of three External Certificate Authorities (ECAs). A listing of ECAs and additional information on purchasing a valid DoD PKI can be found at the following web site: http://iase.disa.mil/pki/eca/ .

2. Each contractor employee accessing CAV AF will need an ECA Medium Token Assurance (FIPS 140 Level 2 • Registration Authority): A "Medium Token Assurance" certificate is a hardware based certificate, and is stored on a FIPS 140-2 Level 2 or higher cryptographic device (either a Smart Card or a USB device). This is a portable certificate and can be used on any computer where the utilities drivers have been installed. A Medium Token Assurance certificate is a higher assurance level certificate than a software based certificate. Identity proofing must be done in-person, but can be performed by an ECA Registration Authority, Trusted Agent, Notary, or Authorized DoD Employee (outside the US).

3. CONTRACTOR RESPONSIBILITY OF CAV AF HARDWARE AND SYSTEM ACCESS: It is the contractor’s responsibility to ensure systemic connectivity with CAV AF system is achieved and reporting capability is successful. When contractor experiences connectivity problem after receiving initial contract delivery order they should contact the Inventory Control Point (ICP) CAV AF SA within 24-hours.

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