PWS SDCA CCA Repair 2024_Draft_Dec_11.pdf

DRAFT

PWS 1/18

DEPARTMENT OF THE AIR FORCE

OGDEN AIR LOGISTICS CENTER, HILL AFB, UTAH 84056-5820

PERFORMANCE WORK SPECIFICATION (PWS)

PR NO: FD20202400510 DATE: 11 December 2024

REVISION HISTORY

Revision Date Notes

- Initial Release

PWS 2/18

SECONDARY DOOR CONTROL ASSEBMLY (SDCA) CIRCUIT CARD

IDIQ REPAIR CONTRACT PWS

1.0 SCOPE OF WORK: The contractor shall furnish all facilities, parts, materials, equipment and services required to inspect and restore assets to serviceable condition. Work consists either Test, teardown, and evaluation (TT&E) only or TT&E and repair as defined in Section 1.1 and 1.2

1.1 TEST, TEARDOWN, AND EVALUATION (FFP) ) The contractor shall perform visual inspection as well as mechanical and electrical testing of the end item, to include reusable or replacement component parts and materials to determine the condition of the end item. All work must be completed according to the contract schedule. The Contractor shall inspect for loose or missing hardware, chafing, and inadequate wire terminations and soldered connections. Upon completion of these tasks, all of the components of the end item requiring repair or replacement will be identified by part number, NSN (if applicable), nomenclature, and location in the assembly. The contractor shall report this information, in writing, to the Procurement

Contracting Officer (PCO)/ Defense Contract Management Agency (DCMA) Administrative

Contracting Officer (ACO) and, if necessary, a category of repair will be negotiated. The price of repair for the end item will be firm-fixed based on this negotiated repair level. The TT&E task shall include the cost of properly packaging the item for transportation and minor actions that do not require significant effort to perform. (Example: tighten a loose screw). If no repair is needed after the TT&E, the asset is considered a No Fault Found (NFF) and shall be returned in serviceable “A” condition as defined in Section 4.1. All TT&E reports are due 14 days after-receipt-of asset.

1.2 REPAIR: The contractor shall perform the repair or replacement of all failed parts and components. Each end item must be cleaned, configured, refinished, and tested to meet the original specifications of the end item. The end item shall be returned in serviceable “A” condition as defined in Section 4.1.

Below listed item(s) will be shipped to contractor to repair:

Item Description NSN Part Number

Circuit Card Assembly, A2A3 5998-01-537-6199AH 25-93805-1

Circuit Card Assembly, A2A2 5998-01-537-6200AH 25-93712-1

Circuit Card Assembly, A2A1 5998-01-537-6201AH 25-93915-1

This PWS establishes the minimum work requirements to return the end item(s) to a serviceable but like new condition.

ESD: YES

2.0 REFERENCE DOCUMENTS:

2.1 POLICY GUIDANCE: Contractor shall comply with all policy guidance: United States (US)

Law, DoD, AF, local publications, regulations, specifications, standards, and operating instructions. In case of conflict between this document and any referenced document, contact

ACO/PCO for discrepancy resolution.

PWS 3/18

2.2 TECHNICAL DATA: Contractor repair performance shall comply with the Air Force specification drawings and procedures.

Item Description Drawing Number Performance Specification

SDCA CCA (A2A3) 25-93805 S-133-01606

SDCA CCA (A2A2) 25-93712 S-133-01606

SDCA CCA (A2A1) 25-93915 S-133-01606

2.3 ACCEPTANCE TEST PLANS (ATP):

2.3.1 SDCA ATP: Drawing 21-62904

3.0 SERVICE DELIVERY SUMMARY (SDS): DCMA/ACO Quality Assurance Representative

(QAR) is ultimately responsible for inspecting and accepting the reparable assets In Accordance

With (IAW) Federal Acquisition Regulation (FAR) Inspection Clause 52.246-4 & 52.245-1

Performance Objective PWS

Para

Performance Threshold Surveillance

Return the assets to a serviceable “A” condition.

4.1 Successful completion of repair on all items not

determined to be beyond economical repair.

DCMA QAR/DCMA

ACO

Quality Deficiency Report

(QDR)

4.4 No contested QDRs allowed.

DCMA QAR/DCMA

ACO/PCO/ 414

SCMS

Reporting in Commercial

Asset Visibility Air Force

(CAVAF)

DD250/Material/Inspection

Reporting and Receiving reports.

5.5, 10.1 Condition Code changes Must be noted no later than 1 day after change has taken place. 100% (or as detailed in) DCMA risk Management Plan

Accuracy rate for material handling and reporting in DD250 or CAVAF. 100% of the overhauled assets require workmanship inspections through the maintenance process as required in DD250 or

CAVAF.

PCO/CAV AF POC

Item failures and component consumption data shall be documented and reported

10.1

Reporting shall take place according to contract schedule.

414 SCMS

Test Requirements 4.3 100% of the time this item must pass performance testing.

ENG/ES/DCMA QAR

Quarterly Status Meeting 4.36

The Contractor shall schedule and host a quarterly

Status meeting and provide a quarterly report.

PCO/414 SCMS

PWS 4/18

4.0 WORK PERFORMANCE REQUIREMENTS:

4.1 TECHNICAL OR PERFORMANCE REQUIREMENTS: All repaired/refurbished items will be returned to serviceable like new condition i.e. condition Code ‘A’ criteria (95-100% life cycle of the end-item) and configured to perform IAW the respective Specification Requirements listed in Section 2.

4.2 OBSOLETE COMPONENTS will be identified to the ACO/PCO after the Test and Evaluation.

In the event a deviation is required and/or the Contractor desires use of a substitute part (because of availability), an RFV request shall be submitted IAW Section 8.11 prior to repair price negotiation.

4.3 TEST REQUIREMENTS: The Contractor shall perform an acceptance test and checkout of each completed end-item to assure serviceability and full functionality prior to presentation to the Government. This testing will be performed IAW test plans listed in Section 2.

4.4 QUALITY DEFICIENCY REPORTING: Any asset that fails to function upon field check-out and installation after the date of repair, and the Government suspects failure is due to quality of workmanship, level of overhaul, or quality of replacement parts used by the contracted repair source, the asset shall be returned to the repair source for correction. This repair shall be accomplished at no additional cost to the government if deemed by 414 SCMS to be the fault of the contractor and the asset shall be delivered back to the government under the terms of the base contract. The contractor may dispute Air Force determination of responsibility through the

ACO to the PCO with DCMA providing evidence that the failure was not the fault of the contractor. This measure will be accomplished by customer reported deficiencies in the form of product quality deficiency or material deficiency reports according to T.O. 00-35D-54 titled

USAF Deficiency Reporting Investigation and Resolution. See CDRL A014.

4.5 QUARTERLY STATUS MEETINGS: The Contractor shall schedule and host a Quarterly

Status meeting. Meeting time and location must be determined and agreed upon with the

Procuring Activity, conference calls preferred. Meetings must occur monthly; however, the

Procuring Activity reserves the right to change the frequency of meetings based on the program’s needs. Meetings must be supported by the Procuring Activity and designated representatives, Contractor, and Subcontractor(s). The meeting agenda shall be identified, and minutes and attendance shall be maintained by the Contractor. The Contractor shall provide the agenda and any briefing material to the Procuring Activity 1 day prior to the meeting. The

Contractor shall deliver to the Procuring Activity the status report IAW CDRL A004. The intent of this meeting is to provide the Procuring Activity with a status update of all efforts on this contract.

5.0 PACKAGING, HANDLING, SECURITY AND TRANSPORTATION:

5.1 RECEIVING INSPECTION: Contractor shall notify the ACO/PCO along with the Quality

Assurance Representative (QAR) of all damages and shortages, or discrepancies (i.e. items not packaged IAW applicable Special Packaging Instructions (SPI)) discovered upon receipt of any item(s). All issues must be reported back to the originating organization for disposition. If items are damaged in transit or assets are found to be misidentified during the inspection process, the

ACO/PCO will request disposition instruction from the 414 SCMS. The 414 SCMS will verify if additional assets are available to resubmit to the contractor. If no assets are available, ACO/PCO

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will address the required changes. The ACO or QAR shall initiate a Supply Discrepancy Report

(SDR). Access to WebSDR can be found at https://www.daas.dla.mil/sar/warning.asp.

5.2 SECURITY REQUIREMENTS: N/A

5.3 REUSABLE CONTAINERS: Contractor shall handle, and store reusable containers and materials used for packing and packaging in a manner, which shall assure that they are retained in a serviceable condition for reuse. If the contractor questions the serviceability/condition of the reusable containers, notify the ACO for repair/replacement instructions.

5.4 HANDLING: All items shall be handled and packaged IAW applicable Special Packaging

Instructions (SPI).

5.4.1 Care shall be exercised to prevent damage to Government Furnished

Property/Equipment while in the contractor’s possession.

5.4.2 All Government Furnished Property shall be stored in a secure area to provide protection against damage, pilferage, or loss. Storage areas shall provide protection against all adverse environmental conditions.

5.5 SHIPPING DOCUMENT REQUIREMENT: A DD Form 1348 shall be prepared and attached to any item or items that have been repaired and are ready to be shipped without exception.

Under no circumstances shall a DD Form 250 or DD Form 1149 ever be sent with a shipment and/or used as a shipping document. If CAV AF is used by the contractor for repair data reporting, the DD Form 1348 generated as a part of the shipping transaction shall be printed and used. NOTE: The DD Form 1348 must be printed when prompted in CAV AF. The DD Form

1348 cannot be printed after that point. If CAV AF reporting is not fully completed or used by the contractor for any reason, a manual DD Form 1348 shall be prepared and shall be annotated with the following statement: “Contract Repair; Receiving activities process as

D6M receipt, __ Condition Stock.” (Enter appropriate condition code). When a manual DD

Form 1348 is used, a copy must be sent to the Procuring Contracting Officer (PCO) with a statement indicating that the DD Form 1348 is to be sent to the CAV AF POC for the contract.

6.0 CONDEMNATION: It shall be considered uneconomical to accomplish repair on an end item when the total cost for parts, material, and labor exceeds 75 percent of the stock list price of a new item. Parts obsolescence may also be a condition for BER. Authorization to accomplish repair, condemnation, or disposition shall be obtained through the ACO/PCO from the 414 SCMS for end items determined to be uneconomical to return to a serviceable condition. If BER is approved, the contract delivery schedule will be adjusted accordingly to relieve contractor delivery schedule on item.

7.0 SPECIFIC WORK REQUIREMENTS:

7.1 DISASSEMBLY: The Contractor shall disassemble each item only to the extent necessary to accomplish inspection, testing, fault isolation, and maintenance.

7.2 CLEANING: The end item shall be cleaned thoroughly prior to and after disassembly and maintain cleanliness during this maintenance effort. IAW MIL-HDBK-454 and T.O. 1-1-1.

PWS 6/18

7.3 CORROSION CONTROL AND TREATMENT: Accomplish corrosion control and treatment as required, using methods and materials IAW MIL-STD-1568, Section 4 and T.O. 1-1-2 as applicable and specification drawings listed in Section 2.

7.4 MAINTENANCE: The contractor shall perform the required maintenance, inspection, reassembly of the reworked end item and components and calibration, if applicable, IAW T.O.

00-25-234.

7.4.1 The contractor shall perform checkout procedures for each completed end item to assure serviceability and performance requirements are met as defined in Section 2 prior to presentation to the government.

7.4.2 Upon satisfactory completion of final checkout procedures, the contractor shall cover and seal all ports, vents and electrical connection/plugs with suitable caps to prevent entry of foreign matter or damage during handling and shipment. Cap or seal all open flexible or rigid lines, hoses, and fittings at all times when not in use.

7.5 DISPOSITION: DISPOSITION: Repaired parts shall be shipped to the destination specified in the contract. Disposition of any misidentified items shall be executed as stated in paragraph 5.1.

Delivery shall be IAW delivery schedule in the contract. Early and partial shipments are acceptable.

7.6 MARKING:

7.6.1 Preservation of Markings: The Contractor shall ensure nameplates and product markings are correct and accurate upon repair completion. The Contractor shall replace damaged markings, identification, and decals IAW drawings or equivalent best commercial practice. The assemblies, subassemblies, and parts that constitute this repair shall be marked for identification IAW existing style and format.

7.6.2 If not already marked, Item Unique Item Identification (IUID) marking shall be accomplished IAW MIL-STD-130 and MIL-STD-129 latest versions and per DFARS

Clause 252.211.7003. All marking shall be placed IAW the technical data for the part.

7.7 REFINISHING: Refinish only to the extent necessary to assure adequate protection of all surfaces IAW Technical Data in Section 2.

7.8 COUNTERFEIT PREVENTION PLAN (CPP): Contractors that supply electronic parts or systems that contain electronic parts shall establish policies and procedures to avoid, detect, mitigate and dispose of counterfeit electronic parts to prevent such parts from entering the

USAF/DoD supply chain. These policies and procedures shall be documented in a CPP for submission and approval IAW CDRL C005 and accomplished for all specified contract items.

DI-MISC-81832 is applicable to Parts, Material and Processes Selection (PMPS) associated with delivery of systems and assemblies to the USAF and DoD. The requirements established by

DI-MISC-81832 also apply to electronics components procured in sustainment of such systems and assemblies. The requirements of the recently DoD-adopted SAE 5553, Aerospace Standard, Counterfeit Electronics Parts; Avoidance, Detection, Mitigation, and Disposition shall also apply.

7.9 SUPPLY CHAIN RISK MANAGEMENT (SCRM): The contractor shall identify, assess, plan for, and mitigate actual or potential threats, vulnerabilities, and disruptions to the Air Force's supply chain throughout the lifecycle to ensure mission effectiveness. The contractor shall

PWS 7/18

inform and include the Government in any mitigations or alterations to the program. The

SCRM plan shall address the broad spectrum of supply chain risks that have the potential to:

jeopardize the integrity of products, services, people, and technologies; compromise intellectual property; disrupt the flow of product, materiel, information, and finances needed for continued

Air Force operations; and drive materiel cost increases to the program. The contractor shall develop and execute processes for identifying supply chain risks as early as possible; the persistent and comprehensive tracking, monitoring, and re-evaluation of supply chain risks and their corresponding mitigation actions; and communicating supply chain risks to affected stakeholders and the Government. The contractor shall notify in writing the identified actual and potential supply chain risks. The contractor's SCRM program and processes shall apply to the prime and their suppliers, subcontractors, associated integrators, and vendors, spanning the entirety of the supply chain, from raw material stage to delivery of a finished product and/or service. As part of the overall SCRM approach, the Contractor shall establish, document and maintain documentation about subcontractors/vendors for all parts that will be used for

Government contracts. The contractor shall continuously monitor their sources of supply for unknown, unauthorized, non-certified, or unqualified sources providing parts or services from any sub-tier supplier within the contractor's supply chain. The contractor shall investigate and submit findings to include root causes, impacts and a corrective action.

7.9.1 CONTINUITY OF OPERATIONS (COOP): Contractor shall include a SCRM plan detailing the offeror's supply chain risk management approach, providing specific emphasis on the risks associated with a.) Continuity of Operations b.) Foreign Influence and c.) Cybersecurity.

7.9.2 FOREIGN INFLUENCE: Foreign Disclosure Restrictions do not apply

7.9.3 CYBERSECURITY: The contractor shall develop and implement a cybersecurity protection of supply chain information plan and provide a copy to the U. S. Government.

The contractor shall conduct early and continuous monitoring throughout the contract to prevent or reduce impacts of cyber vulnerabilities where adversaries are able to exploit, steal, alter, manipulate, interrupt, or destroy system functionality, information, or technology. The contractor's plan shall: a) make specific reference to those aspects of the National Institute of Standards and Technology Special Publication (NIST SP) 800-

161, “Supply Chain Risk Management Practices for Federal Information Systems and

Organizations” that represent the contractor's implemented processes and practices; b) include a description of how the contractor shall protect the supply chain from exploitation due to the insertion of counterfeits/malware, unauthorized production, tampering, theft, insertion of malicious software and hardware, functionality alteration, and any other elements that would allow adversaries to gain unauthorized access to data, alter data, interrupt communications, or otherwise disrupt operations; c) inform the U. S.

Government of any instances of unauthorized access and/or compromise, such as those listed in item “b” to contractor’s digital information and parts and components and d) make specific reference to those aspects of NIST SP 800-53 that represent the processes and practices the contractor will implement. The plan and processes shall apply to the prime and their suppliers, subcontractors, associated integrators, and vendors, spanning the entirety of the supply chain, from raw material stage to delivery of a finished product.

PWS 8/18

8.0 GENERAL:

8.1 RELIABILITY AND MAINTAINABILITY (R&M): Additional R&M is not required;

however, existing R&M performance shall not be degraded during this work effort.

8.2 QUALITY ASSURANCE (QA): The Government will periodically evaluate the Contractor’s performance by appointing a government representative(s) to monitor performance to ensure services are received. The Contractor shall make their facilities available for the Government representative who may evaluate the Contractor’s performance through intermittent on-site inspections of the contractor’s quality control program and receipt of complaints from base installation personnel. The Government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints.

Likewise, the Government may decrease the number of quality control inspections if merited by performance. The Government will also investigate complaints received from various customers located on the installation. The Contractor shall be responsible for initially validating customer complaints. However, the Government representative will make final determination of the validity of customer complaints in cases of disagreement with customers. The contractor shall furnish seven days advance notification of the time when contractor inspection or tests will be performed in accordance with the terms and conditions of the contract; and when the supplies will be ready for Government inspection.

8.3 ENVIRONMENTAL IMPACT (EI) REQUIREMENTS: It is the contractor’s responsibility to identify and comply with all applicable environmental regulations including but not limited to

Occupational Safety and Health Administration (OSHA) and Environmental Protection Agency

(EPA) regulations.

8.4 ROUTINE, MISSION IMPAIRED CAPABILITY AWAITING PARTS (MICAP), SURGE,

and ESSENTIAL DoD CONTRACTOR SERVICES: The Contractor shall be responsible for returning serviceable assets in the time set forth in this contract. In the event that the

Government requires an asset for coverage of a MICAP requirement, the Contractor agrees to enter into negotiations with the Government to expedite delivery of the needed asset(s).

8.5 ELECTROSTATIC DISCHARGE CONTROL: The contractor shall implement or maintain an

Electrostatic Discharge (ESD) control program in accordance with MIL-STD-1686, paragraphs

5.1, 5.4, 5.5, 5.6, 5.7, 5.8.2, 5.10, 5.11, 5.12, and 5.13 and with T.O. 00-25-234, Section VII for all electronics ESD sensitive end items/components. Contractor shall an submit ESD report

IAW CDRL B006.

8.6 WARRANTY: N/A

8.7 TRIAGE CONCEPT IS AUTHORIZED: Cross utilization of components are authorized following coordination with DCMA COR.

8.8 MEETINGS: 414th shall coordinate any meetings to include post award, program management reviews, status updates, and any other meetings as they deem necessary. The ACO shall be the point of contact but will coordinate any requirements with the PCO. The Contractor PM will attend all scheduled customer meetings related to the performance of this contract.

PWS 9/18

8.9 RECORDS: The Contractor shall be responsible for creating, securing, handling, maintaining, storing and disposing of Government required records that are only specifically cited in this

PWS. If requested by the Government, the Contractor shall provide the original record or a reproduced copy of any such record within five-working days of receipt of the request.

8.9.1 The contractor shall be responsible for identification, selection, ordering, and stocking of required parts to support all remanufactured items. All commercially procured parts shall be from approved sources and shall not alter the configuration of the end item. The contractor shall establish a parts control program IAW industry standards. The government makes no representation that any previous vendor of an item will sell, or agree to sell, such articles to the contractor. Audit or parts certification trails, if applicable, for the manufacture of all parts must be maintained for all components procured in support of this contract.

8.10 GOVERNMENT OBSERVATIONS: Government personnel, other than the PCO and ACO, may, with PCO and ACO coordination, observe contractor operations. However, these personnel will not interfere with Contractor performance, nor will they have the authority to make any changes to the contract.

8.11 REQUEST FOR VARIANCE (RFV): RFVs are intended for single instance usage. Minor deviations from specifications and drawings such as label location or other minor changes deemed not to affect the overall form, fit or function of the asset may be requested via a RFV per CDRL A008. Major changes shall be requested via an ECP IAW CDRL A009. If engineering assistance is requested, use Form 202 and provide report IAW CDRL A010.

8.12 CANNIBALIZATION: The Government authorizes the Contractor to cannibalize parts from other assets to successfully repair the required number of assets on the contract. Cannibalization efforts need to be outlined and determined by the contractor and CANNOT be done without the prior authorization of the Government and without submitting prior documentation. The

Contractor will be required to document these cannibalization efforts via part number/stock number and or serial number so that the Government can track the changes for future repair efforts of the donor assets.

8.13 SAFETY AND HEALTH: While performing work under this contract the contractor shall comply with all applicable federal, state and local regulations regarding occupational safety and health. The contractor shall notify the Contracting Officer (CO), within eight (8) hours of any damage to government property where the dollar value exceeds $500,000.00 and within two workdays, for any damage to government property less than $500,000.00 during the execution of the contract.

Mishap notifications shall contain, as a minimum, the following information:

a. Contract, Contract Number, Name and Title of Person(s) Reporting

b. Date, Time and exact location of accident/incident

c. Brief Narrative of accident/incident (Events leading to accident/incident)

d. Cause of accident/incident, if known

e. Estimated cost of accident/incident (material and labor to repair/replace)

f. Nomenclature of equipment and personnel involved in accident/incident

g. Corrective actions (taken or proposed)

h. Other pertinent information

PWS 10/18

If requested by the designated CO, the contractor shall immediately secure the mishap scene/damaged property and impound pertinent maintenance and training records, until released by the Procuring Safety Office.

9.0 DISCREPANCIES: In case of conflict between this document and any referenced document, contact ACO & PCO for resolution of discrepancy.

10.0 DATA:

10.1 CAVAF: Contractor shall provide the status of maintenance production, asset management, and condemnations IAW Contract Data Requirements List (CDRL) Exhibit A001 (DI-

MGMT-81838), A002 (DI-PSSS-81995A), A003 (DI-MGMT-80441D), and all requirements of this PWS. Contractor shall be ready to report in CAVAF before receipt of assets.

Contractor shall complete on time all required CAVAF production/repair data reporting as required in paragraph 5.5 of this PWS.

10.1.1 NOTE: The government is in the process of developing a system to replace CAV-AF.

During the course of this contract this new system may take effect, and the CAV-AF system could be decommissioned which may impact the accountability process required to be incorporated by the contractor.

10.2 STATUS REPORT (Quarterly Status Report): The contractor shall provide a Quarterly Status

Report following the Quarterly Status Meeting IAW CDRL A004 (DI-MGMT-80368A).

10.3 COUNTERFEIT PREVENTION PLAN: The contractor shall provide a Counterfeit

Prevention Plan (CPP) per CDRL C005 (DI-MISC-81832), including items from Section 4 of

SAE AS5553.

10.4 ELECTROSTATIC DISCHARGE (ESD) CONTROL PROGRAM PLAN: The Contractor shall submit an ESD Control Program Plan IAW CDRL B006 (DI-RELI-80669A).

10.5 SUPPLY CHAIN RISK TRACKING REPORT: The Contractor shall provide the tracking report IAW CDRL B007 (DI-MGMT-82255).

10.6 REQUEST FOR VARIANCE (RFV): The Contractor shall submit an RFV after discovery of variation IAW CDRL A008 (DI-SESS-80640E).

10.7 ENGINEERING CHANGE PROPOSAL (ECP): The Contractor shall submit an ECP as needed IAW CDRL A009 (DI-SESS-80639E).

10.8 REQUEST FOR ENGINEERING OR TECHNICAL ASSISTANCE: The contractor shall submit Form 202 and provide report as needed IAW CDRL A010 (DI-TCSP-80235B/T).

10.9 SHIPPING AND PACKAGING DISCREPANCY: The Contractor shall submit shipping and packaging discrepancies IAW CDRL A011 (DI-MGMT-80503/T).

10.10 REPAIRABLE ITEM INSPECTION REPORT (TT&E): Test, Teardown, and Evaluation

(TT&E), all item failures and component consumption data shall be documented and reported to OO-ALC 414 SCMS IAW CDRL A012 (DI-PSSS-80386A).

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10.11 TEARDOWN DEFICIENCY REPORT (GFM/GFE): All Government furnished material and equipment shall be inspected, deficiencies reported IAW CDRL A013 (DI-PSSS-81534B /T).

10.12 QUALITY DEFICIENCY REPORT (PQDR): The Contractor shall provide a report for all

QDR assets returned IAW CDRL A014 (DI-QCIC-80736).

10.13 FAILURE SUMMARY AND ANALYSIS REPORT: The Contractor shall provide a failure summary and analysis report as needed IAW CDRL A015 (DI-SESS-80255B).

PREPARED BY: 414 SCMS

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Commercial Asset Visibility Air Force

CAV AF REPORTING REQUIREMENTS

The purpose of this attachment is to provide Contract Depot Maintenance (CDM) guidance for contractor technical responsibilities and reporting requirements of the CAV AF system. CAV

AF is the mandated primary system of record for providing daily status of all Government owned assets located at contractor repair facilities. Reporting within CAV AF is not limited to end items subject to repair, but includes assets stored within a contractor Inventory Control

Point (ICP). CAV AF system down-time will be identified on the CAV AF homepage banner.

Contractors are responsible for ensuring the most current Contractor User Guides are utilized by their assigned reporters.

NOTE: Contractor User’s Guide can be accessed from the CAV AF homepage.

CAV AF FAMILIARIZATION TRAINING

1. Familiarization training for CAV AF reporting can be requested by the contractor via the applicable contracts ICP CAV AF system administrator (SA). Assistance, guidance, general questions or specific contract transactional reporting requirements can be addressed to the CAV

AF contract monitor (CM). ICP CAV AF (SA and/or CM) points of contact (See Contractor

Responsibility Item #4).

CONTRACTOR RESPONSIBILITY

1. Contractor shall ensure asset record in CAV AF is an accurate reflection of physical assets on hand at all times. This shall be accomplished via CAV AF reporting daily and/or within one

(1) business day of a maintenance action occurrence IAW the applicable CAV AF CDRL.

NOTE: A valid Public Key Infrastructure (PKI) is required prior to accomplishing #2 and #3 of contractor responsibilities.

2. Each CAV AF reporter shall submit a completed System Authorization Access Request, DD

Form 2875, per instructions within 10 days after contract award date. All DD Form 2875(s) shall be digitally signed. There must be two CAV AF reporters assigned to ensure contractual reporting requirements do not experience a lapse in reporting coverage.

3. Reporter(s) shall complete initial and annual refresher DoD Information Assurance (IA)

CyberAwareness Challenge training and submit a course completion certificate with the completed DD Form 2875.

a. Reporter(s) can access IA training on the CyberAwareness Challenge website, using the following website: https://public.cyber.mil/training/cyber-awareness-challenge

b. After navigating to training simply “Launch Training”.

https://public.cyber.mil/training/cyber-awareness-challenge

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c. First time CAV AF Reporter(s) will email initial IA CyberAwareness Challenge course completion certificates, AF User Agreement Statement (AF Form 4394), and completed DD Form 2875 to point of contact at applicable ICP (see item #4).

d. All follow on refresher course completion certificates shall be completed before lapse in certification occurs and will be emailed to respective ICP identified in paragraph 4a, 4b, and 4c below.

e. CyberAwareness Challenge course completions are a contractual requirement and the contractor must comply. Contact your local CAV AF SA if you experience technical difficulties.

4. Reporters requiring assistance with any CAV AF related access issues should contact their applicable ICP CAV AF System Administrator POC listed below:

a. Robins AFB, GA, call (478) 327-6602 or send email request to:

406scms.cav.af.ar@us.af.mil

b. Hill AFB, UT, send email request to: 420scms.cdm@us.af.mil

c. Tinker AFB, OK, send email request to: 420.scms.tinker.cdm.workflow@us.af.mil

5. To access the CAV AF system, contractor and subcontractor reporters shall follow “ Log-in

Procedures” as prescribed within the Contractors User’s Guide.

6. 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.

7. Contractual Induction-at-Risk of end items is prohibited on all repair contracts.

8. Contract/Delivery Order Closure Disposition – Government will provide disposition instructions to contractor’s reporter. Contractor shall begin shipping assets within 10 days of receiving Government disposition instructions and have completed all shipping actions 30 days thereafter. Contractor shall be fully responsible to ensure all corresponding CAV AF reporting actions associated with disposition occur within one (1) business day of related shipment action.

9. All National Stock Numbers (NSNs) identified as Nuclear Weapon Related Materiel

(NWRM) shall require contractor CAV AF reporting for production management, to track and report NWRM end items in repair with Serial Number identification within one (1) business day for asset visibility and serial number tracking. When reparable asset is recieved, Contractor’s reporter shall capture each NWRM asset’s Serial Number. 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.

file:///C:/Users/William.Velten/Desktop/406scms.cav.af.ar@us.af.mil mailto:420scms.cdm@us.af.mil mailto:420.scms.tinker.cdm.workflow@us.af.mil

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SPECIFIC CAV AF CONTRACTOR TRANSACTIONAL REPORTING

REQUIREMENTS

1. “Not-on-Contract” (NOC) receipt transactions apply to assets which 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’s reporter will submit a Supply Discrepancy Report

(SDR) through WebSDR or submits a Report of Discrepancy (ROD) to the Supply

Planner if unable to gain access to the WebSDR site. Request disposition instructions from the Supply Planner and returns incorrect asset(s) per those provided instructions.

i. The Contract reporter will check weekly to acquire resolution to discrepancies 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.

ii. The Supply Planner will Immediately ship a replacement using a new shipping document number.

iii. Monitor D035 to ensure return of incorrect asset(s).

iv. Monitor CAV AF and D035 to make sure replacement asset is received “On

Contract” by the contractor.

v. Submit the ROD to dlacontactcenter@dla.mil for contractors who are unable to gain access to the WebSDR site.

b. Inventory Control Point Items – are identified as assets stored at contractor facility and are not repair end items or discrepancies items. Movement of assets from “Not-on-Contract” category shall be resolved using reversals of individual 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 CAV AF reporting actions occur within one (1) business day of occurrence.

2. CAV AF receipt or reporting actions will not be utilized for Quality Deficiency Report

(QDR) items, as there is a separate process and tracking mechanism for them.

3. All Contract Line Item Number (CLIN) repairable assets shall be receipted in CAV AF under

Receipt Type: On Contract. CAV AF generates a RCDN for each unit receipted and allows the reporter to assign a reference or serialization number for tracking purposes. Where no reference or serialization numbers are utilized,the oldest RCDNs (listed first) shall always be processed first. Any reversal actions shall be accomplished using the last RCDNs processed.

4. The “Complete Date” entered into CAV AF cannot be dated prior to the DD250 date entered in the same screen. Contractor will validate that the DD250 shipment number and date entered mailto:dlacontactcenter@dla.mil

PWS 15/18

into CAV AF are accurate. This requirement is also applicable to Condition Code H

(Condemned) only when specifically directed by the contract.

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

a. Receipt Actions: Contractor’s reporter will use Government issued shipment document numbers for CAV AF end item 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. Note: If the DD Form 1348-1A is missing or no shipment document number is available, contractors are to immediately contact their applicable ICP POC or Supply Planner, who will acquire Government issued shipment document number.

b. Shipping Actions: DD Form 1348-1A shall be used as the shipping document for shipment transactions of all 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 Material Inspection and Receiving

Report, DD Form 250 or Requisition and Invoice/Shipping Document, DD Form

1149 are not authorized as a shipment document, and shall not accompany any material shipments on repair contracts. CAV AF provides a DD Form 1348-1A in a

Portable Document Format (PDF). 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. It is recommended the PDF be saved at the contractor’s facility prior to printing (Note: The DD1348-1A forms are not saved/stored in CAV

AF and cannot be reproduced by the system). The Contractor shall print three copies for shipping. Place one copy on the outside of the shipment container, one copy inside the shipment container, and retain the third copy for the contractor’s records. 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 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. Ammended 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

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shipment transaction reporting and the DD Form 1348-1A.

c. In the event CAV AF system is inoperable or is on a scheduled downtime:

i. The DD Form 1348-1A shall be manually completed and generated (printed) by contractor, using the AFPUBS website: https://www.esd.whs.mil/directives/forms/

ii. When CAV AF is again operational, the contractor shall resume with transactional reporting actions in a timely and accurate manner, including completing a DD Form 1348-1A (printing not required if manual DD1348-1A

PDF file utilized) and the shipment process in CAV AF.

6. Upon contract expiration and/or becoming production complete, the contractor will complete a 100% physical inventory inspection. Any assets remaining at the facility within 30 days must be noted in an email request to the Contracting Officer (CO) and Supply Planner for disposition instructions by the Government. If none is provided, assets are to be returned to the depot and reported within CAV AF, 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 SW3210:

TYPE/CODE: A SW3210

DLA DISTRIBUTION DEPOT HILL

7537 WARDLEIGH RD

BLDG 849W

HILL AFB, UT 84056-5734

c. FLZ – Robins AFB, the ship for disposition address to SW3119:

TYPE/CODE: A SW3119

DLA DISTRIBUTION WARNER ROBINS

455 BYRON STREET

BLDG 376

ROBINS AFB, GA 31098-1887

7. 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 transactions. Actual date information is required for all https://www.esd.whs.mil/directives/forms/

PWS 17/18

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 for reporting CAV AF receipt transactions will cause a data variance disconnect with

Government inventory D035 SCSS. 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 assigned Supply Planner and acquire Government issued shipment document number.

c. Overages and shortages, for items which are part of this contract shall be reported by the contractor into CAV AF as received “On-Contract” with actual quantities received. Any items which are not part of this contract shall be receipted as “Not-on-Contract” with the correct NSN, which represents misdirected or misidentified assets.

8. RCDNs are systemically generated in CAV AF and should not be duplicated or fabricated with a suffix for shipment document numbers. RCDN is comprised of the CAV AF Contractors

DoDAAC, the Julian date the RCDN was produced, and a four digit serial number (begins with

0001 each day). This affects Government inventory management systems D035 SCSS controlled exceptions.

DISCREPANCIES INCIDENT TO SHIPMENT

1. There are transportation and item discrepancies, each having different reporting requirements. Detailed information for each report is in the pertinent service publications.

2. Discrepancies incident to shipment include misidentified items, variations in quantity, non-requisitioned items, lost or damaged parcel post, and items in dubious condition. These discrepancies shall be reported and resolved using the DoD web-based application WebSDR link is https://www.dla.mil/Defense-Data-Standards/Committees/SDR/.”

This system of reporting a Supply Discrepancy Report (SDR), formerly called Report of

Discrepancy (ROD), has been developed in compliance with DoD regulations 4140.1-Vol 6 and

DLM 4000.25, Vol 2, Ch 17 which requires automated SDR processing. In those situations where the SDR initiator is unable to gain access to the AF WebSDR, continued use of manual forms is permitted. A copy of the form will be forwarded through the CAO and Quality

Assurance (QA) activity for corrective action.

3. Transportation discrepancies and item transaction discrepancies shall be coordinated with the

Defense Contract Management Agency (DCMA) Property Administrator and Administrative

Contracting Officer (ACO) immediately upon discovery for corrective action in addition to AF

WebSDR submittal.

https://www.dla.mil/Defense-Data-Standards/Committees/SDR/

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4. Contract line items received with missing components (Missing On Induction, (MOI)) the contractor 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. All misdirected shipments of GFP shall be reported to the assigned Supply Planner via email notification within three work days. The Supply Planner will consult with issue appropriate disposition instructions for the misdirected items.

6. Overages, shortages, and misidentified items which are part of this contract and received by the contractor shall be reported into CAV AF with the actual received quantity and with the correct NSN. An SDR shall be processed in accordance with standard procedures identified above for these overages, shortages, and misidentified items.

GENERAL INFORMATION

Initial CAV AF training will be provided by the contracting ICP or Contract Monitor. Any follow up training will be the responsibility of the contractor. Training request and/or questions on CAV AF, please contact CAV AF System Administrators (SA) for contracts issued by respective ICP, from one of the following areas:

a. Robins AFB, GA, call (478) 327-6602 or send email request to:

406scms.cav.af.ar@us.af.mil

b. Hill AFB, UT, send email request to: 420scms.cdm@us.af.mil

c. Tinker AFB, OK, send email request to: 420.scms.tinker.cdm.workflow@us.af.mil file:///E:/Contractual%20Documents/406scms.cav.af.ar@us.af.mil file:///E:/Contractual%20Documents/420scms.cdm@us.af.mil mailto:420.scms.tinker.cdm.workflow@us.af.mil