CAVAF_SOW.pdf

CAVAF CFM

STATEMENT OF WORK

The purpose of this Statement of Work (SOW) is to provide Contract Depot Maintenance (CDM) guidance to all repair contractors who are interested in doing a proposal for this contract. Information presented in this SOW covers technical responsibilities and reporting requirements for the Commercial Asset Visibility Air Force (CAVAF) system. Interested contractors shall read the CDRL for the contract and this SOW in their entirety prior to presenting a proposal to the Government (Air Force). A full understanding of CAVAF and what is required of the contractor is essential to the successful completion of a repair contract with CAVAF reporting. CAVAF is the primary system of record for providing daily status of all Government owned assets located at a contractors facility (See attachment 1 of CAVAF SOW attachment).

Reporting within CAVAF shall include but is not limited to end item production reporting for items subject to repair, and assets stored at an Inventory Control Point (ICP). Enhancements to the CAVAF system shall be identified on the CAVAF home web page and shall be included in the most recent CAVAF User’s Guide. Any contractor repairing assets on a contract for the Government (Air Force) with CAVAF reporting shall be responsible for ensuring that the current CAVAF User’s Guide is utilized at their respective facility.

CAVAF REPORTING WAIVER

A CAVAF reporting waiver may be granted under extenuating and limited circumstances. Any CAVAF reporting waiver request must be submitted through Procuring Contracting Officer (PCO) during the solicitation process. Each CAVAF reporting waiver must explain in detail why a contractor cannot or will not do the CAVAF reporting. All CAVAF reporting waiver requests shall be strictly reviewed, and scrutinized based upon established waiver criteria and information presented in the waiver request. Once a decision has been made, the answer shall be sent back to the PCO for distribution. If a CAVAF reporting waiver is granted, the contractor shall be under full obligation to prepare and send all required production/asset repair information in an approved format to a selected Air Force CAVAF reporter under the same timelines and/or priorities as if the contractor were doing the CAVAF reporting themselves. Under no circumstances shall a CAVAF reporting waiver be granted to a contractor already reporting through the CAVAF system.

CAVAF REQUIREMENTS LIFECYCLE EDUCATION BRIEFING:

1. A CAVAF Requirement Lifecycle Educational Brief shall be provided on all newly awarded contracts by the contracting ALC CAVAF System Administrator (SA) when applicable. All repair contractors shall be presented the CAVAF Requirements Lifecycle Education Briefing no less than once during the repair contract duration unless an exemption is granted. The intent of the briefing places importance on timely and accurate contractor reporting and is not intended to cover contractor CAVAF reporting training. The CAVAF Requirements Lifecycle Education Briefing shall be presented to a new and/or first time CAVAF user during one the following instances:

a. Pre-Solicitation conferences as applicable.

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

c. If none of the above has occurred, the brief shall be scheduled with the new and/or first time CAVAF reporting contractor and given within first 3 months of the new contract award.

2. The CAVAF Requirements Lifecycle Education Briefing shall be facilitated by a Government repair requirements representative or other designee and presented to the contractor and government attendees. Mandatory contractor attendance for the briefing shall consist of the CAVAF reporter and their immediate program manager/supervisor.

3. An exclusion from the CAVAF Requirement Lifecycle Educational Brief may be requested and/or granted if the contractor has received the briefing within the past 12 months and awarded one or more contracts thereafter, provided the following criteria have been met;

a. The contract was or contracts were awarded to the same contractor location (DoDAAC TAC2 address) with no CAVAF contractor reporter changes.

b. There have been no current reporting failures and/or findings against the contractor.

4. An additional briefing or additional briefings may be warranted when the contractor CAVAF reporting displays poor performance as a result of untimely and/or inaccurate reporting. Deficiencies shall be documented and reported by the PMS to the Government Procurement Contracting Officer (PCO) for contractual actions to correct untimely and/or inaccurate reporting, or noncompliance of contractual CAVAF reporting requirements.

5. Proof that a CAVAF Requirement Lifecycle Educational Brief presentation has been provided to a contract repair supplier shall be documented by the Government CAVAF repair representative or designee in every instance. Documented information from the briefing shall consist of but not be limited to; date/time, location, contract number, briefer’s name and supplier names.

Presentation documentation may be included in a Contractor Assessment Performance Reporting System (CPARS) report if the briefing is being provided as “Corrective Action”. This shall be used to annotate that the contractor is being briefed for the impact that they are having on the Air Force through inadequate reporting in CAVAF.

PLEASE NOTE During Program Management Reviews (PMR’s) or separate meetings, issues addressing supplier CAVAF reporting performance may be discussed. This is to talk about and find solutions to inadequate and/or contractual noncompliance of CAVAF reporting. Discussions may cover but are not limited to: untimely reporting, consistent 1 day Repair- Turn-Around-Time (RTAT) reporting, failure to do any CAVAF reporting, failure to report “all” assets in CAVAF, or personnel changes impacting supplier reporting performance. Such discussions may lead to corrective action, failure to award future contracts, or CPARS write-ups.

CAVAF TRAINING:

Initial CAVAF training shall be provided on all awarded contracts by the contracting Air Logistics Complex (ALC) CAVAF Contract Monitor (CM). Any follow up or additional training shall be the responsibility of the contractor who may contact the CAVAF CM to perform any additional training needed. Specific assistance, guidance or questions on contractual reporting requirements shall also be addressed to CAVAF contract manager (CM) for help. The names and contact information for ALC CAVAF (SA and/or CM) points of contact are found in attachments 4 and 5 of the CAVAF SOW attachments.

CAVAF USER ID APPLICATION PROCESS:

The CAVAF User ID application process consists of two (2) steps.

1. In the first step, there are four (4) requirements which shall be accomplished by all CAVAF contractor’s beginning on or before the award date of the contract.

a. All CAVAF system users shall be required to have an active PKI certificate. Only an Identity Certificate is needed. An Encryption Certificate is not required. PKI requirements are different for contracts awarded to foreign contractor repair facilities outside the US including Alaska and Hawaii. The contractor shall determine which PKI certification is necessary for their contract. All new CAVAF users shall obtain the necessary PKI certification as soon as possible after contract award.

Previous CAVAF users shall check to see if their PKI is still active or if it has expired. An expired PKI certificate must be replaced with a new PKI certificate. Information for PKI certificates can be found in attachments 2 and 3 of the CAVAF SOW attachments.

b. All new CAVAF system users shall complete the DoD Information Assurance (IA) Cyberawareness Challenge training and submit a course completion certificate. This may be accomplished while waiting for the back ground check and validation of the PKI certification. The DoD Information Assurance (IA) Cyberawareness Challenge is a yearly training requirement. Previous CAVAF users must check with the CAVAF System Administrator at the applicable Air Logistics Complex (ALC) to see if their most recent the DoD Information Assurance (IA) Cyberawareness Challenge certificate is still current and active. Information for the DoD Cyberawareness Challenge training can be found in attachment 2 of the CAVAF SOW attachments.

c. All first time CAVAF users shall fill out an Air Force Users Agreement Statement (AF Form 4394). This may be accomplished while waiting for the back ground check and validation of the PKI certification. Previous CAVAF users must check with the CAVAF System Administrator at the applicable ALC to see if their most recent AF Form 4394 is still current and active. Information for the AF Form 4394 can be found in attachment 2 of the CAVAF SOW attachments.

d. All first time CAVAF users shall fill out a Department of Defense (DoD) System Authorization Access Request (DD Form 2875). Previous CAVAF users must check with the CAVAF System Administrator at the applicable ALC to see if their most recent DD Form 2875 is still current and active. This may be accomplished while waiting for the back ground check and validation of the PKI certification. Information for the DD Form 2875 can be found in attachments 2 and 3 of the CAVAF SOW attachments.

2. In the second step, all first time CAVAF user shall submit their Cyberawareness Challenge training certificate, a completed AF Form 4394 and a completed DD Form 2875 to the CAVAF System Administrator (SA) Point of Contact (POC) at the applicable ALC listed in attachments 3, 4, and 5 of the CAVAF SOW attachments. All DD Form 2875(s) must be digitally signed. The first time CAVAF user shall also send a copy of their Cyberawareness Challenge training certificate, a copy of their completed AF Form 4394 and a copy of their completed DD Form 2875 to HQAFMCA4NL at the following web address:

hqafmc.a4nl@us.af.mil to be recorded. Previous CAVAF users may skip the second step if all of requirements in the first step are current and active. If not, the previous CAVAF users must make all items stated in first step current and active before proceeding.

INITIAL LOG IN PROCEDURES FOR CAVAF REPORTING;

First time CAVAF users shall follow the steps shown in attachment 5 of the CAVAF SOW attachments to login to the CAVAF system. New CAVAF users must follow all steps for a successful login. Any new or previous CAVAF user shall contact the System Administrator (SA) at the applicable ALC any time that a CAVAF login is unsuccessful due to a locked account, or the need for a password re-set (see attachment 7 of the CAVAF SOW attachments). The Hill AFB ALC POC can be found in attachments 3, 4, and 5 of the CAVAF SOW attachments.

CAVAF USER ID ACCOUNT MAINTAINENCE:

All CAVAF users shall perform the following CAVAF account maintenance during the duration in which they have any contract open that is subject to CAVAF inputs. A contract requiring CAVAF input is considered open until an invoice Receipt Acceptance and Property Transfer (iRAPT) Wide Area Work Flow (WAWF) submittal has been signed and processed for the CAVAF reporting.

1. The CAVAF user shall go into their CAVAF User ID account a minimum of once every 30 days or sooner to keep the account open. In the event that a CAVAF User ID account has been disabled, locked, deleted, or the User ID has expired, the CAVAF user shall be responsible for contacting the applicable ALC CAVAF SA POC found in attachments 3, 4, and 5 of the CAVAF SOW attachments for a re-set, renewal, or the re-setup of a deleted account and follow the steps as shown in attachment 7 of the CAVAF SOW attachments (see also attachment 8 of the CAVAF SOW attachments).

2. The CAVAF user shall ensure their PKI certification is active and shall not expire during the time in which any of their contracts are open and subject to CAVAF inputs. In the event that a PKI will expire during a contractual period, the CAVAF user shall be responsible for obtaining/renewing their PKI which shall be done prior to expiration of the current PKI.

3. The CAVAF user shall ensure that their Cyberawareness Challenge Training is active and shall not expire during the time in which any of their contracts are open and subject to CAVAF inputs. All CAVAF Users shall note that the Cyberawareness Challenge Training expires on a yearly basis. In the event that the Cyberawareness Challenge Training will expire during a contractual period, the CAVAF user shall be responsible for taking the Cyberawareness Challenge Training and obtaining a new certificate which shall be done prior to expiration of the current certificate. The completed Cyberawareness Challenge training certificate shall be sent to the following web address: hqafmc.a4nl@us.af.mil to be recorded.

PLEASE NOTE Product Functionality Caution For The Cyberawareness Challenge Training: To meet technical functionality requirements, the Cyberawareness Challenge product was developed to function with Windows operating systems (Windows 7, VISTA, and correctly configured XP) using either the Internet Explorer (IE) or Firefox browsers. New or current CAVAF users employing another OS or browser may experience difficulties and may not be able to complete the training or print the certificate of completion.

CONTRACTOR FURNISHED ITEMS FOR CAVAF REPORTING;

The contractor shall be responsible for providing all necessary personnel and items required to complete and transmit the CAVAF transactions. Labor and equipment used for CAVAF reporting shall be at the discretion of the contractor. However the contractor shall provide, at a minimum, all items requested in accordance with guidance and instruction provided in attachment 4 of the CAVAF SOW attachments, and must ensure that all CAVAF transactions are transmitted and completed in accordance to attachment 6 of the CAVAF SOW attachments. All contractor personnel doing inputs into the CAVAF system must have a valid PKI certification.

CONTRACTOR REQUIRED KNOWLEDGE AND REPORTING RESPONSIBILITIES:

The following are items that the contractor shall have a general or basic knowledge of since they deal with the requirements needed to properly use and report through the CAVAF system.

1. The contractor and/or CAVAF user shall have a basic knowledge of the CAVAF system and shall have a basic understanding of how CAVAF production/maintenance transactions are input (see and know attachment 9 of the CAVAF SoW attachments).

The contractor can contact the contracting ALC CAVAF Contract Manager as listed in the attachments 4 and 5 of the CAVAF SOW attachments for this information prior to doing a proposal if needed.

2. The Contractor and/or CAVAF user shall input production/maintenance transactions (receipt, induction completion, shipment, condemnation, etc.) into CAVAF daily, within 24-hours, or as soon as possible after a production/maintenance action occurrence (see attachment 6 of the CAVAF SOW attachments). Accurate and timely reporting of production/maintenance transactions into CAVAF is critical to the management of repair requirements and the management of world-wide asset distribution. CAVAF transmits daily to Air Force internal data systems for financial and asset tracking.

3. The contractor and/or CAVAF user shall have knowledge of how to read and use a DD Form 1348-A1 document for CAVAF receipt and shipment transaction purposes. The contractor and/or CAVAF user shall also be responsible for knowing how to properly fill out a DD Form 1348-1A document as required on all CAVAF contractual shipments. The contractor and/or CAVAF user must assure that copies of DD Form 1348-1A’s are included in and attached to each end item shipment.

a. Receipt Actions: The contractor and/or CAVAF user shall use only Government issued shipment document numbers for CAVAF end item receipt transaction reporting which appear on the receiving DD Form 1348-1A. The shipping document number is used in the creation of the CAVAF Record Control Document Number (RCDN) and CAVAF generates an RCDN for each unit receipted and also allows the reporter to assign a reference or serialization number for tracking purposes.

Where no reference or serialization numbers are utilized for tracking purposes for a Contract Line Item Number (CLIN), the oldest RCDN, which is listed first, shall always be processed before other RCDN’s in the reporting process. Any reversal actions shall be accomplished using the last RCDN for a CLIN. In the absence of missing DD Form 1348-1A shipment document number, the contractor shall request a new document number from the contracting ALC CAVAF Contract Manager (CM) as listed in attachments 4 and 5 of the CAVAF SOW attachments. Contractors and/or CAVAF users are not authorized to generate shipment document numbers for receipt transactions and shall not attempt to do so.

b. Shipping Actions: The contractor and/or CAVAF user shall use a DD Form 1348-1A as the shipping document for all CAVAF shipment transactions of end items. 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. A DD Form 250 or a 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) as a part of the CAVAF shipping transaction. It is recommended the PDF file be saved at the contractor’s facility prior to printing the two copies as required for shipping. The contractor and/or CAVAF user shall prepare a DD Form 1348-1A shipping document for each NSN shipment from contractor’s facility, regardless of destination. The contractor and/or CAVAF user shall place one copy of the DD Form 1348-1A 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 using one of the following actions:

i. Back to Depot Shipments:

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

(2) For “multiple” quantity shipments, the CAVAF RCDN of the first item of the shipment shall be used as the shipment document number. In the event that the first RCDN cannot be found or is not available, any of the other RCDN’s from the shipment may be used in its’ place.

4. The contractor shall be responsible for submitting all iRAPT WAWF documents immediately after assets are tested or inspected (if applicable), when an asset or assets have been repaired and completed (if applicable), and when the CAVAF reporting has been completed. CAVAF reporting submissions must be sent to DoDAAC FA8250 or FB2029. This is a “must do” to be compliant with a CAVAF repair contract. The contractor and/or CAVAF user shall note that a DD Form 250 number is required in CAVAF to do the completion transaction(s). The contractor and or CAVAF user shall ensure that the DD 250 number for the completions is the same DD 250 number used for the completion billing(s). The contractor and/or CAVAF user shall also ensure that the DD Form 250 date is not the same as CAVAF completion transaction date. The completion transaction date must be a date later than the DD Form 250 date for the completion transaction to be successful.

(See attachment 9 of the CAVAF SoW attachments).

5. The contractor and/or CAVAF user shall ensure that the asset record of repairable assets in CAVAF is an accurate reflection of physical repairable assets that the contractor has on hand at all times and shall comply with all reporting requirements in attachment 6 of the CAVAF SOW attachments.

6. The contractor and/or CAVAF user shall have a general knowledge of what a Supply Discrepancy Report (SDR) is and shall know how one is prepared

7. The contractor and/or CAVAF user shall assure that repair assets received with missing components (Missing on Induction, (MOI)), are reported on a Supply Discrepancy Report (SDR) Standard Form 364 immediately upon discovery in accordance with AFJMAN 23-215 and shall provide a copy of the submitted MOI SDR form to the ACO within 2 days of discovery. The MOI asset or assets shall be receipted into CAVAF for tracking purposes.

8. The contractor and/or CAVAF user shall ensure that all overages or shortages of end items which are sent for repair on the contract are receipted into CAVAF with the actual quantity received. An SDR shall be processed and sent out in accordance with standard SDR procedures.

9. The contractor and/or CAVAF user shall assure that all misidentified assets which are sent for repair as part of the contract are receipted into CAVAF with a Not on Contract (NoC) transaction using the actual received quantity and the correct NSN as shown in the CAVAF Contractor User’s Guide. An SDR shall be processed and sent out in accordance with standard procedures.

10. Misdirected shipments of Government Furnished Property (GFP) shall be immediately reported by the contractor and/or CAVAF user through the telephone to the Property Administrator (PA) followed by written notification within three work days.

The PA shall issue appropriate disposition instructions for the misdirected items. Misdirected items received by the contractor which are not part of the contract shall not be receipted into CAVAF.

11. The contractor and/or CAVAF user must have a general knowledge of how to read and interpret amended shipping instructions. Amended shipping instructions shall be used to divert material that is due-in from a contractor to a destination different than the one printed in the contract. Amended shipping instructions shall be sent to the contractor prior to any amended shipment.

12. The contractor and/or CAVAF user must have a general knowledge of how to read and interpret general disposition instructions. General Disposition Instructions (GDI) shall be used to dispose of condemned material that currently has no economical use to the Government and is in excess at the contractors’ facility. Shipping instructions shall be sent to the contractor prior to any material disposal shipment if they are not already a part of the contract.

13. If CAVAF fails or becomes inoperable when an item is to be shipped, the contractor and/or CAVAF user shall know how to do the following:

a. The contractor and/or CAVAF user shall prepare a manual (downloaded or printed) DD Form 1348-1A. The DD Form 1348-1A shall contain all of the information that one generated by CAVAF would have.

b. The contractor and/or CAVAF user shall resume with transactional reporting actions, including completing a duplicate of the manual DD Form 1348-1A in CAVAF when CAVAF is again operable.

14. Contractors and/or CAVAF users shall not under any circumstances report contractual induction “At Risk” end items in CAVAF. This action is prohibited on all repair contracts.

15. The contractor and/or CAVAF user shall have a basic knowledge of what Nuclear Weapon Related Material (NWRM) is and how NWRM is handled by the Air Force.

16. The contractor and/or CAVAF user shall be required to utilize CAVAF reporting on all NSNs identified as Nuclear Weapon Related Material (NWRM) for production management, to track and report NWRM end items in repair to the Serial Number level. All contractors and/or CAVAF users shall take note of, capture, and use each NWRM assets Serial Number when reparable is received. All NWRM assets received by a contractor shall be receipted into CAVAF, with the Serial Number identification within 24-hours for asset visibility and serial number tracking without exception. The contractor 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 contractor and Government personnel associated with the storage, shipping, transshipping and receiving of all NWRM assets without exception.

17. Upon contract expiration and/or becoming production complete, the contractor and/or CAVAF user shall complete a 100% physical inspection. Any assets remaining at the facility within 30 days shall be noted and sent as an email request to the PCO and PMS for disposition instructions by the Government. If disposition instructions are not provided, assets shall be returned to the contracting depot and reported within CAVAF. Assets shall be shipped to the following addresses according to each National Stock Number (NSN) Inventory Management (IM) location by Source of Supply (SOS) code:

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

TYPE/CODE: A SW3211

DEF DISTRIBUTION DEPOT OF OKLAHOMA

CEN REC 3301, F AVENUE

BLDG 506, DR 22

TINKER AFB, OK, 73145-8000

b. FGZ – Ogden AFB, the ship to disposition address to SW3210:

TYPE/CODE: A SW3210

DLA DISTRIBUTION DEPOT HILL

7537 WARDLEIGH RD

BUILDING 849 W

HILL AFB, UT 84056-5734

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

OTHER CAVAF CONTRACTOR TRANSACTION REPORTING REQUIREMENTS:

1. Not on Contract (NoC) situations do, on occasion, happen and the assets that are a part of the Not on Contract process must be accounted for to keep Air Force inventory balances correct. There are two types NoC situations that the contractor and/or CAVAF user must take action on and shall account for with receipt transactions in the CAVAF system. They are Discrepancy Items (DI’s) and Inventory Control Point (ICP) items.

a. Discrepancy Items are identified as misrouted shipments, misidentified shipments or damaged end items. The contractor shall use an open repair contract and report the discrepancy items using the CAVAF “Not on Contract” transaction function and receipt the items at DoDAAC level only. The contractor and/or CAVAF user shall address discrepancy issues weekly with the PCO to acquire resolution to discrepancy within 30 days of the receipt transaction(s). The contractor and/or CAVAF user shall also comply with disposition instructions provided by the Government within 10 days of receiving the instructions and complete all associated CAVAF reversal reporting actions by RCDN within same period as shown in the CAVAF Contractor User’s Guide.

b. Inventory Control Point Items are identified as assets stored at contractor facility as an interim storage site and may or may not be awaiting a contract. Most ICP end items have been repaired and are being stored by the repairing contractor as a part of a contract or are discrepancies items. Some items are Quality Discrepancy Report (QDR) items awaiting re-work.

Movement of assets from the ICP “Not on Contract” status category shall be completed by the contractor and/or CAVAF user using reversals of CAVAF receipt transactions by RCDN as shown in the CAVAF Contractor User’s Guide. (See attachment 9 of the CAVAF SoW attachments).

2. The contractor and/or CAVAF user shall always be responsible for all “Not-on-Contract” assets associated with this contract and ensuring that they are receipted and reflected in CAVAF. CAVAF reporting actions for NoC items must occur within 24 hours of the receipt or as soon as possible thereafter.

PLEASE NOTE Not-on-Contract receipt actions shall not be utilized for Quality Deficiency Report (QDR) items

SUBCONTRACTOR REPORTING REQUIREMENTS:

Utilizing subcontractors in the repair of Government assets is entirely acceptable. The subcontractor shall conform to all reporting requirements contained within this SOW. The prime contractor shall be required to supply the subcontractor with a copy of this SOW and all other items required to make the CAVAF reporting successful. The prime contractor shall also bear sole responsibility for all reporting actions and must assure that the CAVAF transactions are completed in accordance to this

SOW.

CAUTIONARY AREAS OF CONTRACTOR CAVAF REPORTING:

Systemic data problems created by contractor’s and/or CAVAF user’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 that the contractor and/or CAVAF user should be cautious about and avoid include but are not limited to:

1. Timely reporting. This means compliance with the 24 hour requirement or a very short time thereafter for all CAVAF reporting of production/maintenance transactions. Actual date information is required for all reporting actions. Contractors and/or CAVAF users are not authorized to report all receipt, induction, complete and ship transactions using the same date 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). (See attachment 6 of the CAVAF SoW attachments).

2. Not using a Government issued DD Form 1348-1A document numbers for CAVAF contractor reporting on end item receipt transactions. This creates a data variance disconnect with government inventory D035 Stock Control System (SCS).

Contractors and/or CAVAF users are required to use DD Form 1348-1A document numbers for end item receipt transactions either generated from CAVAF or completed manually by the contractor.

PLEASE NOTE If the DD Form 1348-1A is missing or no shipment document number is available, the contractor and/or CAVAF user must immediately contact contracting ALC CM and acquire a Government issued shipment document number.

3. Incorrect DD Form 250 and end item completion dates. The DD Form 250 number and date entered into CAVAF for Completion of a repair (Condition Code A) entry must be accurate and reflect the correct dates. The first date must be the date of when the DD Form 250 was filled out and the second date must be when the completion was entered into CAVAF. The dates must be different with the DD Form 250 date being earlier than the completion date. This requirement is applicable to Condition Code H (Condemned) only when specifically directed by the contract.

4. Incorrect or fabricated RCDN’s. The RCDN information shall not be duplicated or fabricated. A RCDN is produced by CAVAF upon receipt of an asset or assets and reflects information unique to the contractor and the asset or assets.

5. Taking care of items received with missing components. When repair assets are received with missing components (Missing on Induction, (MOI)), the contractor and/or CAVAF user shall process a SDR (SF Form 364) immediately upon discovery in accordance with AFJMAN 23-215 and provide a copy of submitted MOI SDR form to the ACO within 2 days of discovery.

5. Taking care of misdirected shipments of Government Furnished Property (GFP). Misdirected shipments of GFP shall be immediately reported by telephone to the Property Administrator (PA) followed by written notification within three work days.

The PA shall issue appropriate disposition instructions for the misdirected items. Misdirected items received by the contractor and/or CAVAF user which are not part of the contract shall not be receipted into CAVAF.

6. Taking care of overages and shortages of repair assets shipped as a part of the contract. Overage and shortage of repair assets which are part of this contract and received by the contractor and/or CAVAF user shall be reported into CAVAF with the actual received quantity and with the correct NSN. An SDR shall be processed in accordance with standard procedures for these overage and shortage items.

7. Taking care of misidentified repair assets shipped as a part of the contract. Misidentified repair assets which are part of this contract and received by the contractor and/or CAVAF user shall be reported as Not on Contract into CAVAF with the actual received quantity and with the correct NSN. This is so that the assets can be tracked and returned back to their Source of Supply (SoS). An SDR shall be processed in accordance with standard procedures identified above for these misidentified items.

CAVAF SOW ATTACHMENTS

ATTACHMENT 1

CAVAF INTRODUCTION

GENERAL INFORMATION: The purpose of this attachment is to provide information on the CAVAF system, why CAVAF is important to the Air Force and to show the relationship between timely and accurate CAVAF reporting and other Air Force data systems. Without successful CAVAF End Item Transaction Data Reporting disruptions occur in the Air Force asset pipeline, inventory system and financial systems causing inventory and budgeting problems for the Air Force and a loss of efficiency and cost savings.

WHAT CAVAF IS: Commercial Asset Visibility Air Force (CAVAF) is the contractual compliance reporting system for all Contract Depot Maintenance (CDM) repair requirements and Government Furnished Material (GFM)/ Government Furnished Equipment (GFE) issues, receipts, and returns. It provides 100% visibility of all Air Force assets at the contractor facility during the repair process by quantity and condition code count. Ultimately, CAVAF provides repair data for asset accountability and requirement forecasting.

WHY CAVAF IS IMPORTANT: To improve cost efficiency, the AF increasingly relies on contractors instead of organic capabilities to perform depot-level maintenance. This partnership with contractors requires the AF to provide a systemic solution, via CAVAF, to better manage contract repair workload. As such, contractor reporting is an essential component in forecasting AF requirements and is vital in supporting the Warfighters.

ATTACHMENT 2

ATTACHMENT 2

CAVAF SYSTEM ACCESS REQUIREMENTS

REPAIR CONTRACTORS AND/OR CAVAF USERS: Please obtain a PKI Certificate prior to contract award or within thirty (30) days after the contract award. Then complete a DD FORM 2875, an AF Form 4394 User Agreement Statement, and the Cyber Awareness Challenge Training (Department of Defense Version). The AF Form 4394 and the Cyber Awareness Challenge Training can be completed while waiting for the PKI card investigation and the certificate to be issued.

Once all of the above has been completed, please submit the completed DD Form 2875, AF Form 4394, and the Cyber Awareness Challenge Training Certificate to the CAVAF Point of Contact (POC) listed in attachments 3, 4, and 5 for processing.

User accounts without proper documents will not be established.

SYSTEM SECURITY CERTIFICATE: The contractor and/or CAVAF user must be familiar with Department of Defense (DoD) External Certificate Authority (ECA) Public Key Infrastructure (PKI) certificates and must have or obtain a valid medium assurance certificate to access CAVAF. If a certificate is needed, the contractor must go to one of the following web sites to obtain information on and /or purchase a medium assurance certificate from one of three ECA vendors:

PKI information WEB site:

http://iase.disa.mil/pki/eca/.

WEB sites for the individual PKI vendors:

ECA: http://www.eca.orc.com/

Symantec: http://www.symantec.com/page.jsp?id=eca-certificates

Identrust: http://www.identrust.com/certificates/eca/index.html

Other WEB site information:

Cyber Awareness Challenge Training: http://iatraining.disa.mil/eta/cyberchallenge/launchpage.htm (Under Department of Defense Employees, click on “Launch New Cyber Awareness Challenge” The training module will then launch. Follow the instructions and complete the training.)

Air Force Forms (AF Form 4394): http://www.e-publishing.af.mil/ (Click on “Forms” then click on “Departmental” then click on “4300 – 4399” then scroll down to the form and click on the form.

Follow the instructions and fill out the form.)

DoD Forms (DD Form 2875): http://www.dtic.mil/whs/directives/infomgt/forms/index.htm (Move mouse to “DoD Forms” then move mouse to “Department of Defense (DD) Forms” then move the mouse to “Department of Defense (DD) Forms 2500 - 2999“ then scroll down to the form and click on the form. Follow the instruction for filling out the DD Form 2875 that appear below. All of the appropriate boxes and information must be filled in or the form cannot be processed. The CAVAF User ID coordinator shall contact the contractor when a CAVAF User ID has been assigned.)

CAVAF WEB Site: https://www.cavaf.com/ (Click on this web site once you have a CAVAF User ID and follow the instructions for first time users below)

Please Note To ensure connectivity to Government websites including CAVAF, the contractor must allow ports 443 and 4443 of their network to be open in both directions. If the contractor is running a proxy server on their network, the contractor must also include all the Government websites as trusted sites, and may need to activate SSL 2.0 and de-activate TLS 1.2 in the Internet Advanced Options. Make sure that this is accomplished before attempting to login to a Government web site.

ATTACHMENT 3

SYSTEM ACCESS AUTHORIZATION REQUEST (SAAR)

DD FROM 2875 INSTRUCTIONS

Header

Select type of request.

Input the date. Use the YYYYMMDD format.

Input system name: CAVAF.

Leave location block blank.

Part I Blocks

1 – 9: Must be filled out with requestors’ information.

10: (Not applicable for contractor requests)

Part II Blocks

11 – 12: Requestor must sign block 11 and put the current date in block 12.

13: Type “To access the CAVAF System for” and enter one of the following:

Contracts (Without GFM Options) Contracts (With GFM Options) Contractor (View Only, without GFM Options) – no reporting ability Contractor (View Only Repair & GFM Reports) – no reporting ability

Then type “Access is for the following DoDAAC: EZXXXX”. The requestor must include their assigned Air Force repair DoDAAC here if that information is known. The DoDAAC will begin with “EZ”. If there are questions about the DoDAAC, requestor should contact the contract Procurement Officer.

14: Check “Authorized”.

15: Check “Unclassified”.

16: Check box.

16a: CAVAF contractor access requestor must type in the Company Name, Company Address, Contract Number, Expiration Date, DoDAAC (EZXXXX), and other information that the contractor deems necessary for the Government. Since block 16a is small, block 27 may also be used as a continuation if necessary.

17 - 20b: Must be completed by requestor’s Supervisor.

21 - 21b: (Not applicable for contractor requests).

26: Same information as Block 1.

27: May be blank but can be used as a continuation of block 16a.

Part III Blocks

Please enter the required Public Key Infrastructure (PKI) information:

28: Enter: “PKI certification through: Verisign, Indentrust, ORC, or DoD”. (Fill in the correct vendor).

28a: Enter the date of investigation.

28b: Leave blank.

28c: Check the appropriate box: (Only Level II and Level III are appropriate for contractor requests).

Level II: Read / Write type access normally for government contract monitors/ and contractors

Level III: Read only access for view only access 29 – 32: Leave blank.

Part IV Blocks: Leave this section blank

E-mail the completed DD Form 2875, AF Form 4394, and the Cyber Awareness Challenge Training Certificate to the CAVAF System Administrator Point of Contact (POC) at Hill AFB: Vicki Stikes (E-mail: vicki.stikes@us.af.mil ) (Phone Number: 801-586-3736)

ATTACHMENT 4

CONTRACTOR COMMUNICATIONS NETWORK (CCN)

1.0. GENERAL INFORMATION:

1.1. The purpose of this attachment is to provide the specific conditions, hardware specifications, communications interface, and personnel needed to support contractor End Item reporting requirements and supply requisitions.

1.2. Initial CAVAF training shall be provided by the contracting ALC. Any follow up training shall be the responsibility of the contractor. For training and/or questions on CAVAF reporting, please contact the CAVAF Representative for contracts issued by each respective ALC, from one of the following areas:

a. Robins AFB, GA, call (478) 327-6602 or 327-6603, or send email request to: 406scms.cav.af.ar@robins.af.mil

b. Hill AFB, UT, call (801) 777-8127 (Claude Speth) E-mail: morris.speth@us.af.mil.

c. Tinker AFB, OK, call (405) 739-3229, a CAVAF representative shall contact you for training. For assistance, guidance or questions specific to suppliers contractual data reporting requirements may be addressed to CAVAF contract monitor (CM), for Tinker AFB contracts as follows:

Contractor furnished material (CFM) contracts call; (405) 736-7171 or (405) 736-2041 Government furnished material (GFM) contracts call (405) 739-7329 or (405) 736-7362

PLEASE NOTE The Contractor User’s Guide can be accessed via the CAVAF main menu at the bottom of screen.

2.0. CAVAF TRANSACTION FLOW: There are two (2) ways in which CAVAF transactions shall flow electronically to their destination systems. One involves using the standard Internet and the other involves using and XML format. Both are fully acceptable for the contractor to use as long as the transactions are sent in the correct format, time frame and are properly transmitted to the receiving Air Force Systems without error.

3.0. INTERNET REPORTING: The contractor must provide the following, at a minimum, to have adequate input ability/capability and connections for CAVAF Internet reporting:

3.1. The contractor must provide at least one IBM compatible Personal Computer (PC) and monitor for the input of CAVAF data.

The PC and monitor must be in good working condition. The PC must have an operating system, software, and web browser tool capable of accessing and processing transactions over the internet through the web address listed in this attachment. The contractor shall be responsible for the maintenance of the PC and monitor and shall make sure they are operational and compatible with the host server and web site. The PC and monitor do not have to be a “stand alone” set up for CAVAF reporting only.

3.2. The contractor must provide a printer connected to the PC for printing CAVAF documents as needed. The printer must be in good working condition. The contractor must also provide all supplies (paper, ink, printer cartridges, etc.) associated with the operation of the printer. The contractor shall also be responsible for the maintenance of the printer. The printer does not have to be a “stand alone” printer for printing CAVAF reports only.

3.3. The contractor must provide a phone line or compatible access to connect the PC setup to the internet. The contractor must also provide a connection to the internet capable of sending and/or receiving CAVAF transactions through the internet address provided in this attachment. The contractor shall be responsible for maintaining an internet connection until all of the CAVAF reporting has been completed and all reports have been submitted. The internet connection does not need to be “dedicated only to” CAVAF reporting.

3.4. The contractor must provide personnel familiar with and capable of using the internet and connecting to internet sites and/or programs. The contractor can use a subcontractor to do CAVAF reporting. However, the subcontractor must have the ability/capability to ensure CAVAF reporting transactions are input according to contractual terms which includes but is not limited to timeliness, and accuracy. The Prime contractor shall be under obligation to oversee all time lines, asset tracking, and CAVAF reporting of their subcontractor and must have the ability/capability to make sure that these are all maintained and up to date at all times. Contractor and subcontractor personnel used for CAVAF reporting do not have to be “fully dedicated to” CAVAF reporting only.

3.5. The contractor shall input CAVAF transactions through the Internet using the following address: https://www.cavaf.com/.

Each contractor using CAVAF shall be required to complete a System Authorized Access Request, DD Form 2875, and other items as requested in the CAVAF SoW and shown in Attachments 2 and 3 prior to using CAVAF system.

4.0. XML REPORTING: The contractor must provide the following, at a minimum, to have adequate input ability/capability and connections for CAVAF XML reporting:

4.1. All CAVAF XML batch files shall be sent via a DLA/DLMSO format known as CICA XML, and must be transmitted via the Defense Logistics Agency (DLA) Transaction Services Network (TSN) Defense Automatic Addressing System (DAAS) network which has the ability to receive, edit, and route logistics transactions for the Military Services and Federal Agencies.

4.2. The contractor must use the services of a Value Added Network (VAN), with a current access/connectivity to a DLA TSN DAAS license agreement. There are no exceptions.

4.3. The contractor shall take care of establishing an access/connectivity license agreement with a VAN and the DLA TSN DAAS at the earliest opportunity since it is an essential action. Once this has been accomplished, the contractor shall provide DLA TSN DAAS with the ISA/GS addressing id’s so the information can be setup. Depending on the VAN selected, DLA TSN DAAS main ISA id is DTDN.

VAN: https://www.transactionservices.dla.mil/daashome/edi-vanlist-dla.asp DAASC: https://www.transactionservices.dla.mil/daashome/edi-dialin-filenameing.asp

4.4. The contractor shall use the Air Logistics Complex CDM personnel for assistance in gaining access to the VAN site since the VAN connectivity related information is located on a DLA dot mil domain. This coordinated effort is required with either the VAN or DLA TSN DAAS access the contractor pursues. Contractor sponsorship requirements exist where contractors requesting DLA TSN DAAS access must be sponsored by their U.S. Government Contracting Officer or Contracting Officer's Representative. Close coordination between the Air Logistics Complex's (ALC) CAVAF System Administrator (SA) and the contractor's programmer is required.

PLEASE NOTE Contractors shall input their repair transactions to CAVAF either by CAVAF Internet or CAVAF XML. Both methods cannot be utilized at the same time. When the ALC's CAVAF System Administrator loads the Contractor's Profile into CAVAF, a reporting decision is made whether a contractor uses CAVAF Internet or CAVAF XML reporting.

5. TECHNICAL CONSIDERATIONS:

5.1. All contractors accessing CAVAF shall have a valid DoD PKI certificate to log into CAVAF. Contractors 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 in attachment 2 of this SoW. Contractors accessing CAVAF shall need an Identity Certificate only. An Encryption Certificate is not required.

6. SYSTEM FAILUES:

6.1. System failures that cannot be corrected within 24 hours shall be reported to the contracting ALC by the fastest means possible.

For CAVAF login problems, please contact the CAVAF System Administrator Point of Contact (POC) at Hill AFB: Vicki Stikes (E-mail: vicki.stikes@us.af.mil ) (Phone Number: 801-586-3736)

For CAVAF technical assistance, please contact CAVAF Technical Support at Wright-Patterson AFB:

(E-mail: cavaf.tech.sup@us.af.mil ) (Phone: 937-656-1506)

For CAVAF reporting problems and/or training, please contact the CAVAF Contract Manager Point of Contact (POC) at Hill AFB: Morris (Claude ) Speth (E-mail: morris.speth@us.af.mil ) (Phone: 801-777-8127)

ATTACHMENT 5

CAVAF FIRST TIME LOGIN PROCEDURES

1. Make sure that the PKI certificate is loaded into the computer that will be used to access CAVAF before attempting to enter into the CAVAF web site.

2. To ensure connectivity to the CAVAF website, the contractor must allow ports 443 and 4443 of their network to be open in both directions. If the contractor is running a proxy server on their network, they must also include the https://www.cavaf.com website as one of their trusted sites, and may need to activate SSL 2.0 and de-activate TLS 1.2 in the Internet Advanced Options. Make sure that this is accomplished be attempting to login to the CAVAF web site.

3. Use a WEB browser to access the Commercial Asset Visibility Air Force (CAVAF) website at https://www.cavaf.com

4. The Windows Security “Select a Certificate” screen will appear with any DoD recognized or loaded ECA/PKI certificate(s).

Please Note: If an ECA/PKI certificate has not been loaded or is not recognized, the “Select a Certificate” screen will appear with no information in the box (i.e., no Name or Issuer). When an ECA/PKI certificate has not been loaded or is not recognized, click on “CANCEL” to return to the WEB browser. All users must acquire and load an ECA/PKI certification prior to using the CAVAF production reporting information system.

5. Select and click on any recognized or loaded DOD ECA/PKI certificate(s).

6. Click on “OK”.

7. The ActiveClient Login ActivIdentity ActiveClient “Please enter your PIN” screen will appear.

8. Enter an ECA/PKI designated pin number provided with any DoD recognized or loaded ECA/PKI certificate.

9. Click on “OK”.

10. The Commercial Asset Visibility 8.0.1.2 Login screen will then appear.

11. Click on the “Log In” button to continue.

12. The Commercial Asset Visibility 8.0.1.2d (Production System)(EAS 6.3.1/PB12.5 Edition) screen will appear followed by a “Message from webpage” The message is warning that this is a US Government information system and shows the responsibility of the user when using the system.

12a. Click on “Cancel” to not accept the terms and return to the previous page

12b. Click on “OK” to accept the terms and continue.

13. The Commercial Asset Visibility 8.0.1.2d (Production System) (EAS 6.3.1/PB12.5 Edition) screen will appear again.

14. Choose the applicable ICP.

OOALC (FD2020) = Ogden Air Logistics Complex Contract Repair (Hill AFB, UT) OCALC (FD2030) = Oklahoma City Air Logistics Complex Contract Repair (Tinker AFB, OK) WRALC (FD2060) = Warner Robins Air Logistics Complex Contract Repair (Robins AFB, GA) NWRM (FDNWRM) = Nuclear Weapon Rated Material Contract Repair (Wright-Patterson AFB, OH) CPSG (FD7030) = Cryptologic Systems Group Contract Repair (Lackland AFB, TX)

15. Enter a valid CAVAF User ID.