SOWPD12WRGRVEA10updateTRBApproved6Mar2013.pdf

DISTRIBUTION STATEMENT A. Approved for public release: Distribution is unlimited.

6 March 2013

Statement of Work (SOW) for

Hydraulic Pumping Unit, Diesel/Electric

Prepared by

AFLCMC SUPPORT EQUIPMENT AND VEHICLE ENGINEERING DIVISION

235 BYRON ST, SUITE 19A

ROBINS AFB GA 31098-1813

THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK

TABLE OF CONTENTS

1. SCOPE

2. APPLICABLE DOCUMENTS

2.1 Government documents

2.1.1 Specifications, standards, and handbooks

2.1.2 Other Government documents, drawings, and publications

2.2 Order of precedence

3. REQUIREMENTS

3.1 Program management

3.1.1 Program manager

3.1.2 Plant access

3.1.3 Monthly status report and program schedule

3.2 Program reviews

3.2.1 Post-award conference (PAC)

3.2.2 Design reviews

3.2.2.1 Design review location and schedule

3.2.2.2 Design review content

3.2.2.3 Technical review documentation

3.2.3 Program management review support

3.2.3.1 Conference room

3.2.3.2 Meeting agendas

3.2.3.3 Meeting minutes

3.3 Logistics

3.3.1 Technical order (TO) requirements

3.3.1.1 Technical manual schedule and status report

3.3.1.2 TO guidance conference

3.3.1.3 TO verification

3.3.2 Provisioning

3.3.2.1 Provisioning guidance conference

3.4 Testing and evaluation

3.4.1 Design analysis

3.4.2 Preproduction testing

3.4.2.1 Preproduction test procedures

3.4.2.2 Preproduction test report

3.4.3 Qualification test and evaluation (QT&E)

3.4.4 Restoration

3.4.5 Disposition

3.4.6 Production acceptance testing and reporting

3.4.6.1 Production acceptance test procedure

3.4.6.2 Production acceptance test report

3.5 Configuration management

3.5.1 Product baseline

3.5.2 Production release

3.5.3 Engineering change proposals (ECPs)

3.5.4 Request for Deviation (RFD)

3.6 Systems engineering

3.6.1 Environment, Safety, and Occupational Health (ESOH)

3.6.1.1 System safety

3.6.1.2 Hazardous materials

3.6.2 Risk management

1. SCOPE

This document defines the tasks associated with procurement of a four wheeled, trailer mounted, diesel and electric driven, hydraulic pumping unit (HPU) as described by purchase description

PD12WRGRVEA10 and is to be used in conjunction with PD12WRGRVEA10.

2. APPLICABLE DOCUMENTS

The following documents are applicable to the SOW to the extent specified herein.

2.1 Government documents.

2.1.1 Specifications, standards, and handbooks. The following specifications, standards, and handbooks of the exact revision listed below form a part of this SOW to the extent specified herein.

FEDERAL STANDARDS

FED-STD-313D(1) Military Safety Data, Transportation Data, and Disposal

Data for Hazardous Materials Furnished to Government

Activities

DEPARTMENT OF DEFENSE STANDARDS

N/A

DEPARTMENT OF DEFENSE HANDBOOKS

2.1.2 Other Government documents, drawings, publications.

PURCHASE DESCRIPTIONS

PD12WRGRVEA10 Hydraulic Pumping Unit, Diesel/Electric

DEPARTMENT OF DEFENSE GUIDES

DEPARTMENT OF DEFENSE MANUALS

TM-86-01N Air Force Technical Manual Contract Requirements

DATA ITEM DESCRIPTIONS (DIDs)

DI-ADMN-81249A Conference Agenda

DI-ADMN-81250A Conference Minutes

DI-ALSS-81557 Supplemental Data For Provisioning

DI-CMAN-80639C Engineering Change Proposal

DI-CMAN-80640C Request for Deviation

DI-CMAN-80642C Notice of Revision

DI-CMAN-81218 Product Base Line Index

DI-MGMT-80227 Contractor's Progress, Status and Management Report

DI-MISC-80508B Technical Report/Study Services

DI-NDTI-80603A Test Procedure

DI-NDTI-80809B Test/Inspection Report

DI-SAFT-80101B System Safety Hazard Analysis Report

(Unless otherwise indicated, copies of the above specifications, standards, and handbooks are available from the Standardization Document Order Desk, 700 Robbins Avenue, Building 4D, Philadelphia PA 19111-5094.)

2.2 Order of precedence. In the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

3. REQUIREMENTS

3.1 Program management.

3.1.1 Program manager. The contractor shall identify to the Government and maintain a single point of contact (Program Manager) for all matters under this contract. The contractor shall also ensure that all program management personnel assigned to the program shall be available, as required, to meet program objectives.

3.1.2 Plant access. The contractor shall arrange for full access to applicable contractor facilities and offices by Government representatives conducting any business, making observations, or performing inspections required by public law or by this contract.

3.1.3 Monthly status report and program schedule. The contractor shall prepare and submit a monthly status report and program schedule in contractor format for the HPU project. The monthly status report and schedule shall cover the engineering and technical development of the system and subsystems as well as a projection of planned work for the remaining effort. Reports shall document tasks, issues, actions and deliverables. Problem areas shall be identified with proposed solutions and outcomes. The monthly status report and schedule shall be submitted until the start of production and the program manager notifies the contractor that the report is no longer required. (DI-MGMT-80227, Contractor's Progress, Status and Management Report)

3.2 Program reviews.

3.2.1 Post-award conference (PAC). The Government will convene the PAC at Robins AFB within 45 days after effective date (AED) of first delivery order. The Procuring Contracting

Officer (PCO) will coordinate the actual date, time, and location of the conference with the contractor.

3.2.2 Design reviews.

3.2.2.1 Design review location and schedule. The contractor shall conduct a preliminary design review (PDR) at Robins AFB within 90 days AED of first delivery order. The contractor shall conduct a critical design review (CDR) at the contractor facility within 180 days AED of first delivery order. The PCO will coordinate the actual date, and time of the reviews with the contractor.

3.2.2.2 Design review content. The PDR and CDR shall include formal technical reviews of the proposed design; program risks shall be reviewed on a technical and schedule basis. Each review shall include, but is not limited to, preliminary calculations; any necessary design studies or analyses including the design analysis as required in 3.4.1; preliminary drawings, including equipment layout drawings (packaging), proprietary or restricted design processes, components, and information; electrical and mechanical design; environmental control; thermal design aspects; software design; training materials; lists of materials, parts, and processes; human engineering elements; corrosion control; maintainability; production capability and manufacturing; and quality considerations. Final drawings, final calculations, and any mockups or any assemblies shall be made available for the Government review as well. All applicable comments from the PDR shall be incorporated into the CDR design documentation. The contractor shall not proceed to CDR prior to government approval of PDR.

3.2.2.3 Technical review documentation. The contractor shall prepare all necessary detailed status reports for the technical review meetings, conference agendas, and conference minutes.

The contractor shall prepare formal documentation of the PDR and CDR. (DI-MISC-80508B, Technical Report/Study Services, Design Review Data Packages for PDR and CDR;

DI-MISC-80508B, Technical Report/Study Services, Design Analysis Reports, see SOW paragraph 3.4.1)

3.2.3 Program management review support. The contractor shall participate in and support all reviews, audits, and meetings as requested by the PCO or the contractor. Program Management

Reviews shall be conducted quarterly or as required at a mutually agreeable location or via teleconferences.

3.2.3.1 Conference room. The contractor shall provide a conference room suitable for meetings of up to 5 Government representatives, plus contractor personnel, in support of scheduled meetings at the contractor’s facility.

3.2.3.2 Meeting agendas. The contractor shall publish an agenda for all meetings and conferences. The contractor shall request from the Government any items or issues to be discussed or presented at the meetings, and shall include such items in the agenda. Agendas shall be submitted not less than 14 days prior to any meeting. (DI-ADMN-81249A, Conference

Agenda)

3.2.3.3 Meeting minutes. The contractor shall provide a written record of the discussions, decisions and action items identified at each meeting. (DI-ADMN-81250A, Conference

Minutes)

3.3 Logistics.

3.3.1 Technical order (TO) requirements. The contractor shall develop and deliver technical manuals in accordance with TM-86-01N, Air Force Technical Manual Contract Requirements.

The contractor shall have a draft technical manual available for use at the qualification test and evaluation (QT&E) conducted at Westover Air Reserve Base (ARB) (see 3.4.3 below). The completion level of this document shall be approximately 75%. The equipment start-up, shut-down, and operating procedures shall be sufficient for aircraft jacking teams to operate the equipment.

3.3.1.1 Technical manual schedule and status report. The technical manual schedule and status report shall be in accordance with TM-86-01N.

3.3.1.2 TO guidance conference. The contractor shall support and co-chair a TO guidance conference within 45 days AED of first delivery order. The PCO will coordinate the actual date, time, and location of the guidance conference with the contractor. Note: The guidance conference may be held in conjunction with other meetings or conferences.

(DI-ADMN-81249A, Conference Agenda; DI-ADMN-81250A Conference Minutes)

3.3.1.3 TO verification. Technical order verification shall be in accordance with TM-86-01N at the contractor’s facility.

3.3.2 Provisioning. The contractor shall identify and recommend logical spare/repair parts sufficient to meet system/equipment operation and supportability in accordance with the Air

Force Initial Provisioning Performance Specification (IPPS). MIL-PRF-49506 shall be used as a guide. Format shall be consistent with existing Government Provisioning data system (D220).

(DI-ALSS-81529, Provisioning Technical Documentation: Provisioning Parts List (PPL) Top-down Sequence; Design Change Notices (DCNs): DI-ALSS-81557, Supplemental Data for

Provisioning (SDFP))

3.3.2.1 Provisioning guidance conference. A Provisioning Guidance Conference (PGC) shall be scheduled by the Prime Provisioning Activity (PPA) and should be held within 45 days AED of first delivery order. The PGC is normally held at AFGLSC PPA for approximately two days to ensure both the contractor and the Government understand the provisioning requirements on contract. If a PGC is not desired, the contractor shall submit a written request for waiver of the

PGC to the PPA. In the event a waiver is approved, a mutual understanding of the Provisioning requirements must be communicated in some forum in which the AFMC Form 718 (Provisioning

Performance Schedule (PPS)) must be documented/completed, signed by both the government and contractor, and a contract modification issued, if required.

3.4 Testing and evaluation.

3.4.1 Design analysis. A design analysis of the system and each subsystem shall be performed to verify compliance with this SOW and each applicable requirement of the PD. The analysis shall include, but is not limited to, environmental and hazardous material management (see 3.6.1.2), a service life analysis (see 4.6.3 of the PD); an engine horsepower analysis (see 4.6.10.1 of the

PD); an electric motor horsepower analysis (see 4.6.11.1 of the PD); a surface transportability analysis (see 4.6.18.1 of the PD); an air transportability analysis (see 4.6.18.2 of the PD); a lifting and tie down provision analysis (see 4.6.20 of the PD). A Material Safety Data Sheet

(MSDS) shall be provided for each hazardous material identified for use in the program (see

3.6.1.2). (Note that the system safety hazard analysis is addressed in 3.6.1.1) An initial design analysis shall be provided 14 days prior to the PDR; updated versions of the analysis shall be provided 14 days prior to the CDR. The design analysis documents shall also be included as part of the preliminary and final preproduction test reports. (DI-MISC-80508B, Technical

Report/Study Services, Design Analysis Reports)

3.4.2 Preproduction testing. After Government approval of the preproduction test procedures, the contractor shall schedule the testing to be conducted. If shipping is required to move the item(s) to and from a test site away from the contractor’s facility, the contractor shall be responsible for all costs associated with the shipment. The contractor shall notify the

Government of the date, time, and location of preproduction testing 30 days prior to the start of testing. Portions of the testing may be witnessed by one or more Government representatives.

The preproduction item will also be subject to QT&E by Air Force personnel, see 3.4.1.4.

3.4.2.1 Preproduction test procedures. The contractor shall develop detailed test procedures, which shall address all requirements identified in the PD and this SOW. The test procedures must be submitted to the Government for approval. The test procedures shall include a detailed preproduction checklist for Examination of Product (see PD paragraph 4.6.1), data record sheets, charts, graphs, identification of test instruments by manufacturer, model number, and serial number. (DI-NDTI-80603A, Test Procedure, Preproduction Test Procedure)

3.4.2.2 Preproduction test report. The contractor shall submit a preliminary preproduction test report upon completion of all preproduction testing and no later than 506 days AED of first delivery order. Government approval of the preliminary preproduction test report is required prior to execution of qualification test and evaluation (QT&E), see 3.4.3. The contractor shall submit a final preproduction test report within 90 days following completion of QT&E.

(DI-NDTI-80809B, Test/Inspection Report, Preproduction Test Report: Preliminary and Final)

3.4.3 Qualification Test and Evaluation (QT&E). After completion of preproduction testing and promptly upon preliminary approval of the preproduction test report by the Government, the preproduction HPU shall be shipped to Westover ARB, Chicopee, Massachusetts for QT&E.

The contractor shall supply 55 gallons of hydraulic fluid for use in the HPU at Westover. The contractor shall be responsible for all costs associated with shipping the HPU and hydraulic fluid to and from Westover ARB. Air Force operators and maintainers will conduct all QT&E.

Contractor support personnel shall be available by phone during normal business hours to support QT&E at Westover ARB exclusive of weekends and official Government holidays. All

QT&E shall be completed within 30 days of receipt of the HPU and 55 gallons of hydraulic fluid at Westover ARB. The contractor shall plan to have personnel on site at Westover ARB for 3 consecutive days to provide user orientation, equipment overview, operator training, and technical support during aircraft jacking demonstrations and equipment maintenance review and evaluation. The Government program manager will provide the contractor sufficient advance travel notice (minimum 72 hours) to attend the 3 day demonstrations. The contractor shall be responsible for all contractor expenses associated with their support of QT&E at Westover ARB including travel, meals and accommodations for contractor personnel. The 3 day demonstrations at Westover ARB will be scheduled by the Government within the 30 day time frame allotted for

QT&E. Any issues resulting from QT&E will be reported by the Air Force Test agency in a formal report within 45 days of completion of QT&E. All necessary changes to the HPU resulting from QT&E must be incorporated by the Government and contractor prior to final preproduction HPU acceptance and final test report approval.

3.4.4 Restoration. After completion of QT&E the preproduction HPU shall be shipped to the contractor’s facility for restoration. The contractor shall be responsible for any repairs that may be necessary to restore the HPU to a serviceable, “like new” condition while retaining configuration integrity. The contractor shall be responsible for all costs associated with shipping of the HPU to the contractor's facility for restoration.

3.4.5 Disposition. The restored preproduction HPU shall be shipped to the location specified in the contract.

3.4.6 Production acceptance testing and reporting.

3.4.6.1 Production acceptance test procedure. The contractor shall develop and submit a production acceptance test procedure for Government approval. The test procedure must be approved by the Government prior to production start. At minimum, the contractor shall test each production item in accordance with 4.4 of the PD utilizing the specified subset of the preproduction test procedures. (DI-NDTI-80603A, Test Procedure, Preproduction Acceptance

Test Procedure)

3.4.6.2 Production acceptance test report. The contractor shall develop a concise, single page, production acceptance test report template (check list) whereby the results of each production acceptance test will be documented (see 3.4.6.1 above). The contractor shall submit the proposed test report template for Government approval. The test report template must be approved by the Government prior to production start. Contractor format is acceptable. For each production item, the test report shall accompany the item through production. The completed test report shall be certified (signed) by responsible contractor QA personnel. Signed copy of the acceptance test report shall be shipped with each production item.

(DI-NDTI-80809B, Test/Inspection Report, Production Acceptance Test Report)

3.5 Configuration management.

3.5.1 Product baseline. All of the documents used to produce and define the accepted preproduction HPU shall be identified in a Product Base Line Index (PBLI). The PBLI shall be developed and maintained by the contractor. The PBLI shall be submitted to the Government within 30 days following acceptance of the final preproduction test report. Any change in the

PBLI throughout the program must be approved by the Government. The list shall identify the applicable version number as required. (DI-CMAN-81218, Product Base Line Index (PBLI))

3.5.2 Production release. Production release is acknowledgment by the procuring activity that the contractor has satisfied all requirements to proceed with delivery of hardware to be furnished under the contract. The contractor assumes all risks in initiating production before the first article test report has been delivered and final approval has been granted by the procuring activity.

3.5.3 Engineering Change Proposals (ECPs). Notwithstanding any other provision in the contract, no contractor or subcontractor's change in design, fabrication, assembly, part, material, process, or source of supply shall be made to the product baseline unless such change is submitted in writing by ECP and approved by the procuring activity. Any request for change shall be accompanied by complete documentation supporting the need for the change. A Notice of Revision (NOR) shall be submitted with each ECP. (DI-CMAN-80639C, Engineering

Change Proposal (ECP); DI-CMAN-80642C, Notice of Revision (NOR))

3.5.4 Request for Deviation (RFD). The contractor shall prepare an RFD whenever a departure from the contractually-specified base line is proposed for a specific number of units or for a specific time. (DI-CMAN-80640C, Request for Deviation (RFD))

3.6 Systems engineering.

3.6.1 Environment, Safety, and Occupational Health (ESOH).

3.6.1.1 System safety. The contractor shall establish, conduct, document, and maintain a system safety program in accordance with MIL-STD-882. The contractor shall initiate changes in the system design based on safety analysis results such that the associated risk is reduced to a level acceptable to the Government. An initial system safety hazard analysis shall be provided 14 days prior to PDR; updated versions of the analysis shall be provided 14 days prior to the CDR.

The system safety hazard analysis shall also be updated and included as part of the preliminary and final preproduction test reports. (DI-SAFT-80101B, System Safety Hazard Analysis Report)

3.6.1.2 Hazardous materials. The contractor shall manage hazardous materials, including those embedded in the system or used during operation or maintenance as an element of the Systems

Engineering process. The contractor shall list any hazardous materials, as defined in

FED-STD-313, to be delivered under this contract, including locations, quantities, and special handling and disposal procedures. This information shall be documented in the design analysis

(see 3.4.1), reviewed at the PDR and CDR, and included as part of the preliminary and final preproduction test reports.

3.6.2 Risk management. The contractor shall develop, implement, and conduct a risk management program; criteria can be found in the Risk Management Guide for DoD Acquisition.

Risk is defined as:

A measure of future uncertainties in achieving program performance goals within defined cost and schedule constraints. It has three components: a future root cause, a likelihood assessed at the present time of that future root cause occurring, and the consequence of that future occurrence.

A future root cause is defined as, “The reason, which, if eliminated or corrected, would prevent a potential consequence from occurring. It is the most basic reason for the presence of a risk.” A consequence is defined as, “The outcome of a future occurrence expressed qualitatively or quantitatively, being a loss, injury, disadvantage, or gain.” A related term is an issue, defined as, “A problem or consequence which has occurred due to the realization of a root cause. A current issue was likely a risk in the past that was ignored or not successfully migitated.” The risk management process deals with identifying and mitigating risks so that they do not become issues.

The risk management process model includes the following activities, performed on a continuous basis:

a. Risk Identification,

b. Risk Analysis,

c. Risk Mitigation Planning,

d. Risk Mitigation Plan Implementation, and

e. Risk Tracking.

The risk management analysis, mitigation plan, and tracking shall be included as an attachment to the monthly status report (see 3.1.3).