RFP_Solicitation_HSCG38-12-R-H00011.doc

Solicitation HSCG38-12-R-H00011

NOTICE FOR FILING AGENCY PROTESTS

It is the policy of the Coast Guard to issue solicitations and make contract awards in a fair and timely manner. The Ombudsman Program for Agency Protests (OPAP) was established to investigate agency protest issues and resolve them without expensive and time-consuming litigation. OPAP is an independent reviewing authority that is empowered to grant a prevailing protester essentially the same relief as the General Accounting Office (GAO).

Interested parties are encouraged to seek resolution of their concerns within the Coast Guard as an Alternative Dispute Resolution (ADR) forum, rather than filing a protest with the GAO or some external forum. Interested parties may seek resolution of their concerns informally or opt to file a formal agency protest with the contracting officer or Ombudsman.

Informal forum with the Ombudsman. Interested parties who believe that a specific USCG procurement is unfair or otherwise defective should first direct their concerns to the cognizant contracting officer. If the contracting officer is unable to satisfy the concerns, the interested party is encouraged to contact the USCG Ombudsman for Agency Protests. Under this informal process, the agency is not required to suspend contract award performance. Use of an informal forum does not suspend any time requirement for filing a protest with the agency or other forum. In order to ensure a timely response, interested parties should provide the following information to the Ombudsman: solicitation/contract number, contracting office, contracting officer, and solicitation closing date (if applicable).

Formal Agency Protest with the Ombudsman. Prior to submitting a formal agency protest, protesters must first use their best efforts to resolve their concerns with the contracting officer through open and frank discussions. If the protester’s concerns are unresolved, an independent review is available by the Ombudsman. The protester may file a formal agency protest to either the contracting officer or as an alternative to that, the Ombudsman under the OPAP program. Contract award or performance will be suspended during the protest period unless contract award or performance is justified, in writing, for urgent and compelling reasons or is determined in writing to be in the best interest of the Government. The agency’s goal is to resolve protests in less than 35 calendar days from the date of filing. Protests shall include the information set forth at FAR 33.103. If the protester fails to submit the required information, resolution of the protest may be delayed or the protest may be dismissed. This will not preclude re-filing of the protest to meet the requirement. To be timely, protests must be filed within the period specified in FAR 33.103(e). Formal protests filed under the OPAP program should be submitted to:

Department of Homeland Security

United States Coast Guard (CG-9131)

Ombudsman Program for Agency Protests

1900 Half Street, SW, Room 11-0602

Washington, D.C. 20593-0001

FAX: 202.475.3904

The Ombudsman Hotline telephone number is 202.372.3695

The Government is soliciting fixed price Proposals for award of an Indefinite Delivery Requirements contract for the overhaul of equipment listed in the following Schedule of Supplies/Services. The Government anticipates award of a single contract but may break out CLINs and award more than one (1) contract if determined to be in the best interest of the Government. An offeror’s proposal, to be considered for award, must price a minimum of one (1) CLIN for all contract periods and must be responsive to the terms and requirements of the solicitation.

Equipment is to be Overhauled in accordance with the Air Force Technical Orders (AFTO’s) listed in Attachment 1.

The term of the contract(s) will be for a 12-month Base Period and four (4) 12-month Option Periods for a total duration not exceeding five (5) years. Overhaul services will be purchased by issuance of individually funded fixed price Task Orders as needs arise and funding permits.

This solicitation is a Total Small Business Set-aside. The NAICS Code is 336413 and the Small Business Size Standard is 1000 employees. Proposals from large businesses will not be considered under this Total Small Business Set-aside acquisition. All responsible small business sources may submit a proposal which will be considered by the agency.

This solicitation uses the policies and procedures of FAR Part 12 – Acquisition of Commercial Items in conjunction with FAR Part 15 – Contracting By Negotiation with the Contract Format set forth in FAR 12.303. Incorporated provisions and clauses are those in effect through Federal Acquisition Circular 05-61.

This Solicitation contains Proposal Instructions under FAR 52.212-1 Instructions to Offeror-Commercial Items that offerors are required to follow. Proposals that do not comply with the Instructions will not be considered for contract award.

Quantities listed in the Schedule of Supplies/Services are estimates for the specific periods of performance. Failure of the Government to order any of the line items more quantities described as estimated or maximum will not entitle the contractor to an equitable adjustment in price.

Schedule of Supplies/Services

BASE PERIOD

12- months from time of Award (Contract Year 1) Overhaul Equipment shown below in accordance with (IAW) the Air Force Technical Orders (AFTOs) stated and the terms of the Statement of Work (SOW)

Qty

(fixed price) Extended

Amount

and 8D1-27-3-14

ACTUATOR, P/N: 34538-4

NSN: 1680-00-845-0699 (H) or

P/N RYLC51047

NSN: 1680-01-221-8261 (M) or P/N 540538-2-1

NSN: 1680-00-973-4891 (M)

Flight Critical

ACTUATOR, P/N: 880T100

NSN: 1680-00-073-8204 (H) or

P/N L16-8-3

NSN: 1680-00-720-5810 (M) Flight Critical/ Serial Number Tracked.

ACTUATOR, P/N: R5170M34-4

NSN: 1680-00-426-5616 (H) or P/N: R5170M34-3

NSN: 1680-00-474-3300 (M)

ACTUATOR, P/N: A555-2A

NSN: 1680-00-822-0171 (H) or P/N: A555-2

NSN: 1680-00-580-0173 (M)

P/N: C7041-2

NSN: 1680-00-981-7652 (M)

NSN: 1680-01-131-0902 (H) or P/N: A487-4 NSN: 1680-00-705-9997 (M) or P/N: 8067-2A

NSN: 1680-01-009-8294 (M)

ACTUATOR, P/N: 8656-M-2

NSN: 1680-01-497-7142 (H) or P/N: 880T100-3

NSN: 1680-01-329-7411 (M)

No Fault Found Fee IAW SOW paragraph 4.1.1.1

Monthly Report IAW SOW paragraph 11.1

BASE PERIOD ESTIMATED VALUE $____________________

Option Period One 12- months from Base Period (Contract Year 2) Overhaul Equipment shown below in accordance with (IAW) the Air Force Technical Orders (AFTOs) stated and the terms of the Statement of Work (SOW)

Qty

(fixed price) Extended

Amount

and 8D1-27-3-14

ACTUATOR, P/N: 34538-4

NSN: 1680-00-845-0699 (H) or

P/N RYLC51047

NSN: 1680-01-221-8261 (M) or P/N 540538-2-1

NSN: 1680-00-973-4891 (M)

Flight Critical

ACTUATOR, P/N: 880T100

NSN: 1680-00-073-8204 (H) or

P/N L16-8-3

NSN: 1680-00-720-5810 (M) Flight Critical/ Serial Number Tracked.

ACTUATOR, P/N: R5170M34-4

NSN: 1680-00-426-5616 (H) or P/N: R5170M34-3

NSN: 1680-00-474-3300 (M)

ACTUATOR, P/N: A555-2A

NSN: 1680-00-822-0171 (H) or P/N: A555-2

NSN: 1680-00-580-0173 (M)

P/N: C7041-2

NSN: 1680-00-981-7652 (M)

NSN: 1680-01-131-0902 (H) or P/N: A487-4 NSN: 1680-00-705-9997 (M) or P/N: 8067-2A

NSN: 1680-01-009-8294 (M)

ACTUATOR, P/N: 8656-M-2

NSN: 1680-01-497-7142 (H) or P/N: 880T100-3

NSN: 1680-01-329-7411 (M)

No Fault Found Fee IAW SOW paragraph 4.1.1.1

Monthly Report IAW SOW paragraph 11.1

OPTION PERIOD ONE ESTIMATED VALUE $____________________

Option Period Two 12- months from Option Period One (Contract Year 3) Overhaul Equipment shown below in accordance with (IAW) the Air Force Technical Orders (AFTOs) stated and the terms of the Statement of Work (SOW)

Qty

(fixed price) Extended

Amount

and 8D1-27-3-14

ACTUATOR, P/N: 34538-4

NSN: 1680-00-845-0699 (H) or

P/N RYLC51047

NSN: 1680-01-221-8261 (M) or P/N 540538-2-1

ACTUATOR, P/N: 880T100

NSN: 1680-00-073-8204 (H) or

P/N L16-8-3

NSN: 1680-00-720-5810 (M) Flight Critical/ Serial Number Tracked.

ACTUATOR, P/N: R5170M34-4

NSN: 1680-00-426-5616 (H) or P/N: R5170M34-3

NSN: 1680-00-474-3300 (M)

ACTUATOR, P/N: A555-2A

NSN: 1680-00-822-0171 (H) or P/N: A555-2

NSN: 1680-00-580-0173 (M)

P/N: C7041-2

NSN: 1680-00-981-7652 (M)

NSN: 1680-01-131-0902 (H) or P/N: A487-4 NSN: 1680-00-705-9997 (M) or P/N: 8067-2A

NSN: 1680-01-009-8294 (M)

ACTUATOR, P/N: 8656-M-2

NSN: 1680-01-497-7142 (H) or P/N: 880T100-3

NSN: 1680-01-329-7411 (M)

No Fault Found Fee IAW SOW paragraph 4.1.1.1

Monthly Report IAW SOW paragraph 11.1

OPTION PERIOD TWO ESTIMATED VALUE $____________________

OPTION PERIOD THREE

12- months from Option Period Two (Contract Year 4) Overhaul Equipment shown below in accordance with (IAW) the Air Force Technical Orders (AFTOs) stated and the terms of the Statement of Work (SOW)

Qty

(fixed price) Extended

Amount

and 8D1-27-3-14

ACTUATOR, P/N: 34538-4

NSN: 1680-00-845-0699 (H) or

P/N RYLC51047

NSN: 1680-01-221-8261 (M) or P/N 540538-2-1

ACTUATOR, P/N: 880T100

NSN: 1680-00-073-8204 (H) or

P/N L16-8-3

NSN: 1680-00-720-5810 (M) Flight Critical/ Serial Number Tracked.

ACTUATOR, P/N: R5170M34-4

NSN: 1680-00-426-5616 (H) or P/N: R5170M34-3

NSN: 1680-00-474-3300 (M)

ACTUATOR, P/N: A555-2A

NSN: 1680-00-822-0171 (H) or P/N: A555-2

NSN: 1680-00-580-0173 (M)

P/N: C7041-2

NSN: 1680-00-981-7652 (M)

NSN: 1680-01-131-0902 (H) or P/N: A487-4 NSN: 1680-00-705-9997 (M) or P/N: 8067-2A

NSN: 1680-01-009-8294 (M)

ACTUATOR, P/N: 8656-M-2

NSN: 1680-01-497-7142 (H) or P/N: 880T100-3

NSN: 1680-01-329-7411 (M)

No Fault Found Fee IAW SOW paragraph 4.1.1.1

Monthly Report IAW SOW paragraph 11.1

PTION PERIOD THREE ESTIMATED VALUE $___________________

OPTION PERIOD FOUR

12- months from Option Period Three (Contract Year 5 – FINAL CONTRACT PERIOD) Overhaul Equipment shown below in accordance with (IAW) the Air Force Technical Orders (AFTOs) stated and the terms of the Statement of Work (SOW)

Qty

(fixed price) Extended

Amount

and 8D1-27-3-14

ACTUATOR, P/N: 34538-4

NSN: 1680-00-845-0699 (H) or

P/N RYLC51047

NSN: 1680-01-221-8261 (M) or P/N 540538-2-1

ACTUATOR, P/N: 880T100

NSN: 1680-00-073-8204 (H) or

P/N L16-8-3

NSN: 1680-00-720-5810 (M) Flight Critical/ Serial Number Tracked.

ACTUATOR, P/N: R5170M34-4

NSN: 1680-00-426-5616 (H) or P/N: R5170M34-3

NSN: 1680-00-474-3300 (M)

ACTUATOR, P/N: A555-2A

NSN: 1680-00-822-0171 (H) or P/N: A555-2

NSN: 1680-00-580-0173 (M)

P/N: C7041-2

NSN: 1680-00-981-7652 (M)

NSN: 1680-01-131-0902 (H) or P/N: A487-4 NSN: 1680-00-705-9997 (M) or P/N: 8067-2A

NSN: 1680-01-009-8294 (M)

ACTUATOR, P/N: 8656-M-2

NSN: 1680-01-497-7142 (H) or P/N: 880T100-3

NSN: 1680-01-329-7411 (M)

No Fault Found Fee IAW SOW paragraph 4.1.1.1

Monthly Report IAW SOW paragraph 11.1

OPTION PERIOD FOUR ESTIMATED VALUE $_____________________

ESTIMATED TOTAL CONTRACT VALUE $_____________________

STATEMENT OF WORK

1.0 Scope

The United States Coast Guard (USCG), Aviation Logistics Center, Elizabeth City, NC requires depot level maintenance through the award of an Indefinite Delivery Requirements contract for the overhaul of the Actuators listed in the Schedule of Supplies/Services. Overhaul services are to be performed in accordance with this Statement of Work (SOW) and the applicable Air Force Technical Orders listed in Attachment 1. Actuators will be shipped by the USCG to the contractor via individually funded firm fixed price Task Orders to have equipment overhauled and returned to a Ready for Issue (RFI) condition. The Contract Line Item Numbers (CLINs) shown in the Schedule of Supplies/Services for each contract period represents the government’s estimated quantities of Actuators that are anticipated to be overhauled against the resulting contract. Each CLIN for Actuator Overhaul shown in the Schedule of Supplies/Services requires a Firm Fixed Overhaul Price that will be used to issue fixed price Task Orders under the terms and conditions of the resulting contract. The CLINs in the Schedule identifies the “Header” National Stock Number (NSN) annotated with an (H) and applicable Part Number and also the “Family Member” NSN annotated with an (M) and its applicable Part Number. Offerors are to propose one (1) firm-fixed overhaul price that will be used to overhaul the “Header” NSN and Part Number AND the “Family Member” NSNs and Part Numbers within that CLIN. If a single overhaul price cannot be proposed that covers the Header NSN and Family Member NSNs, the offeror shall provide a brief explanation as to why. At a minimum the contractor shall submit pricing for at least one (1) CLIN listed in the Schedule of Supplies/Services for each contract performance period. Various actuators are Flight Critical and/or Flight Critical and Serial Number Tracked.

The technical requirements in this Statement of Work are identified as the minimum acceptable standards of performance to define an operationally effective system. The contractor must have access to United States Air Force Technical Orders (AFTO), maintenance, repair, overhaul manuals, performance/test/acceptance criteria, and data to ensure the equipment is overhauled, and operating in accordance with the applicable AFTO. The contractor is solely responsible for obtaining the AFTOs listed in Attachment 1 of this document. The USCG does not maintain nor release the technical documents specified.

The information contained in this section is not intended to be all-inclusive nor detract from the procedures outlined in the AFTO specifications except where specifically noted herein. The AFTOs are the basic directives to be used in the part replacement requirement. Replacement parts shall conform to the configurations stipulated by other applicable directives and instructions contained herein. Parts replacement shall be confined to those parts determined to be beyond economical repair unless otherwise specified.

2.0 APPLICABLE DOCUMENTS

2.1 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 supersedes applicable U.S. Federal, State or Local Laws and regulations unless a specific exemption has been obtained. In addition, the information contained in this statement of work (SOW) is not intended to be all-inclusive nor to distract from the procedures outlined in the manufacturers specifications or technical orders except where specifically noted herein.

2.2 References

Unless otherwise specified by a Request for Deviation or Waiver, the following documents in effect as of 01 JUL 2004, are applicable.

· DOD Standard Practice for Military Packaging, MIL-STD-2073-ID

· Quality Systems – Model for Quality Assurance in Design/Q9001:1994,ANSI/ISO/ASQC

· Standard Practice for Commercial Packaging, ASTM D3951

2.3 Component Maintenance Manuals/Technical Order

See Attachment 1 for Air Force Technical Orders associated with the Actuators listed in the Schedule of Supplies/Services.

2.4 Availability of Documents

The Contractor must have access to all applicable documents and technical orders and be able to obtain current editions of all applicable documents and technical orders. The USCG does not own nor can it provide the technical documents specified herein. Neither the closing date for receipt of offers nor contract award will be delayed pending registration with the maintenance agency of these technical documents for any offeror.

2.4.1 U.S. Federal Specifications and Standards

U.S. Government specifications, standards, and handbooks are available from the Standardization Document Order Desk, 700 Robbins Avenue, Building 4D, Philadelphia, PA 19111-5094. Other Government activities, contractors, and other private concerns must procure copies from the American Society for Testing and Materials, 100 Barr Harbor Dr., West Conshohocken, PA 19428-2959. A listing of U. S. Air Force Technical Orders is provided as Attachment 1.

2.4.3 Source of Technical Documents

The USAF Technical Orders listed in Attachment 1 are releasable per the terms of Air Force Instruction 61-204, dated 30 August 2002. To obtain the necessary technical orders, Contractors must first be registered as a certified U.S. Contractor with the Defense Logistics Support Center (DLSC). Contractors desiring certifications must submit a DD Form 2345, “Export Controlled DOD Technical Data Agreement” to DLSC. Questions may be referred to DLSC at 1-800-352-3572. Approved DD Forms 2345 must then be forwarded with the Contractor’s request for the specified technical orders to Oklahoma City Air Logistics Center, 848 CBSG/OMR, Tinker AFB, OK 73145-5989. The USCG does not control the USAF Technical Order process and contract award will not be delayed pending Contractor registration for documents.

3.0 REQUIREMENT

The Contractor shall inspect and overhaul the Actuators in accordance with the appropriate Air Force Technical Order (AFTO), latest edition. The contractor must provide evidence with their proposal of having the latest edition of the applicable AFTO. The Contractor shall provide all parts, labor, tooling, test component and facilities necessary to perform depot level overhaul of the components listed in the Schedule of Supplies/Services. The Contractor shall inspect, overhaul, and/or modify as required by Service Bulletins, and test components in accordance with Technical Orders. In all cases, inspection, overhauls and test procedures must meet or exceed Technical Order specifications. Components delivered to the Government shall be certified to be airworthy and ready for installation on a USCG aircraft, including final paint.

3.1 Subcontractor qualifications

Subcontracting shall be limited to contractors certified by the FAA, OEM or USAF. Documentation shall be provided to the Government to support the subcontractor’s qualifications and there can be no change in subcontractors without the Contracting Officer’s written approval. Contractors and sub-contractors must have access to USAF authorized replacement parts. Proposals must identify the subcontractors they intend to use, if any, describe the purpose of the subcontractor, and provide evidence of subcontractors certifications.

4.0 Technical requirements

4.1 Overhaul

The Actuators shall be overhauled in accordance with applicable Technical Order specifications shown Attachment 1. Overhaul of the Actuators shall include repair and/or overhaul of all related components.

4.1.1 Inspection

The Contractor shall perform a visual inspection and correct deficiencies found for all components. This shall include replacement of missing or broken parts, and the removal of any foreign matter or corrosion. The Inspection Fee shall be included as part of the firm fixed overhaul price.

4.1.1.1 Inspection No Fault Found

Components received which when tested indicate a “No Fault Found” situation shall be thoroughly inspected to ensure they meet current minimum functional performance and test specifications as designated by the AFTO. These components require a Failure Data Report which shall be included with the component when it is shipped. The contractor will be entitled to payment of only the established Test and Evaluation/No Fault Found Fee established in the Schedule of Supplies/Services under the X007 CLINS for the component.

4.1.2 Composite Hourly Labor Rate

The hourly labor rate established in the schedule of supplies/services under the X009 CLINS, for the Base period and each Option period, shall be the rate used to incorporate service bulletins, modifications or an engineering change proposal described in paragraph 4.6 and remedies for obsolete parts or processes described in paragraph 4.7. It shall be a fully burdened rate that includes all overhead, general and administrative (G&A) expenses, and profit.

4.2 Corrosion

4.2.1 Corrosion Inspection

USCG aircraft operate primarily around salt water, at low altitude, and are subject to corrosion. Should corrosion be found during initial inspection and functional testing, disassembly shall be made to the extent necessary to remove all corrosion or replace the part or parts affected. Corroded parts shall be replaced, except in those cases where removal of corrosion from parts will not impair efficiency or safe operation of the part.

4.2.2 Removal and Treatment

Corrosion removal and treatment of affected areas shall be accomplished in accordance with the Technical Order specifications or drawings, or shall meet the Contracting Officer’s approval when specifications do not exist or are not clear.

4.3 Serviceable Parts

Parts of a component found to be in a serviceable condition as a result of inspection and functional testing shall be reused. Missing parts or parts found to be defective shall be replaced with new parts that meet or exceed the AFTO specifications and drawings, except as noted in the statement of work. Only new replacement parts, traceable to the OEM, are acceptable for use for this requirement.

4.4 Scrap Procedures

4.4.1 Non-reworkable Items

All non-reworkable items replaced during overhaul shall be disposed of as scrap and rendered unusable for its intended purpose. This shall be accomplished in accordance with the Beyond Economic Repair (BER) table below.

4.4.2 Beyond Economic Repair (BER)

In the event an entire assembly is determined to be BER, the Contractor shall provide written notification to the Contracting Officer within fifteen (15) calendar days after receipt of the assembly or component. The notification shall list the Task Order Number, Line Item Number, National Stock Number, Part Number and Serial Number with a brief description supporting the determination. The Contracting Officer will provide disposition instructions via a Task Order Modification and include adjustment of the Overhaul Unit Price down to the Evaluation Fee and, if equipment is to be scrapped at the Contractor’s facility, the Scrap Fee established in the Schedule of Supplies/Services.

BER Action Table

Note: In no case will any of the above Actions be taken without written instructions from the Contracting Officer.

4.4.3 Scrap of BER Components – Scrap Procedures

Scrap procedures shall be conducted in accordance with the BER Action Table with the Contracting Officer’s written approval via Task Order modification. All components scrapped at the Contractor’s facility shall be witnessed by a DCMA or other authorized Government Representative. The Contractor shall be entitled to compensation for components scrapped at the Contractor’s facility utilizing the applicable X008 CLINs. Under no circumstances shall the contractor scrap or dispose of a Government component without the Contracting Officer’s written approval via a Task Order Modification.

4.5 Unusual Damage

4.5.1 General

The Coast Guard intends that all components specified in the schedule will be shipped for overhaul within the firm-fixed prices established in the resulting contract. Occasionally, components may be received in a condition outside the confines of the applicable AFTO. Those components may be determined unusually damaged. In order to be determined Unusually Damaged, a component must be received for routine overhaul and upon evaluation any one of the following conditions are discovered:

Obvious misuse Cannibalization Crash damage Acts of God Only components meeting one or more of the above criteria may be considered as Unusually Damaged. All other components shall be overhauled in accordance with the fixed overhaul prices established in the Schedule of Supplies/Services.

4.5.2 Unusual Damage Reporting Requirements

When a component is processed for Unusual Damage Evaluation, the Contractor shall, within fifteen (15) calendar days of receipt of the item, submit an inspection condition report and overhaul price proposal, covering all parts and repairs needed to return the unit to satisfactory condition that meets all applicable AFTO specifications. The proposal shall contain the Task Order Number, Line Item Number, National Stock Number (NSN), Part Number (P/N), Nomenclature, and Serial Number of the component, a listing of the replacement parts and/or material required, the time needed to effect the overhaul, and a cost breakdown including the cost of each required part and the number of labor hours. The hourly labor rate shall be charged at the firm-fixed composite hourly labor rate established in Schedule of Supplies/Services X009 CLINs. The Contractor’s delivery obligation shall stop from the date of notification that an item has been determined to be a candidate for “Unusual Damage Evaluation.” The delivery obligation will be specified in the Task Order modification and will apply only to those items specifically addressed by the modification. The Contractor is obligated to deliver all other components not individually addressed by the modification under the original delivery date specified on the Task Order. The proposal shall not include the work involved in the teardown and inspection, which will have already occurred, as this is covered by the firm-fixed price specified X007 CLINs for the Inspection/No Fault Found.

The Contracting Officer shall either initiate negotiations for a firm-fixed price with the Contractor or deny authorization for the overhaul based on information in the report and any other information which may be available. Upon mutual agreement as to price and delivery, a Task Order modification will be issued to require overhaul at the agreed upon terms. If overhaul is not desired, the Contracting Officer will provide the Contractor with disposition instructions for the un-overhauled item. In the event an item is returned to the Activity in a disassembled condition, the Contractor shall be entitled only to appropriate compensation for Inspection/ No Fault Found as specified in the Schedule of Supplies/Services X007 CLINs.

4.5.3 Cannibalized Units

Firm-fixed prices proposed for overhaul shall not include assemblies and components which have been cannibalized for repairable parts or severely damaged due to mishandling, crash damage, or acts of God. These items shall be evaluated at the firm-fixed-price specified for Inspection/No Fault Found. In the event a component is received in a condition that represents obvious cannibalization, misuse, crash damage or acts of God, immediate written notification to the Contracting Officer is required. This notification shall include a detailed description of the noted deficiencies and shall reference the Task Order Number, National Stock Number, Part Number, and Serial Number and is subject to the discretion of the Contracting Officer.

4.6 Service Bulletins, Modifications and/or Engineering Change Proposals

During the life of the Contract a component may require incorporation of a Service Bulletin, a Modification or an Engineering Change Proposal. Either the Contractor or the Government may receive Notice from the OEM or other source of a required change. When the Contractor receives notice of a Service Bulletin, Modification and/or Engineering Change Proposal from the OEM, the Contractor shall immediately notify the Contracting Officer in writing and within thirty (30) calendar days submit a firm-fixed price proposal for an incremental charge to be assessed each time the Service Bulletin, Modification or Engineering Change Proposal is incorporated in a component. The same applies upon receiving written notice from the Contracting Officer of items requiring incorporation of a Service Bulletin, Modification and/or Engineering Change Proposal. The proposal shall contain a list of materials with associated prices, the number of labor hours required, turn-around-time needed to effect the Service Bulletin, Modification and/or Engineering Change Proposal and any impact on the contract delivery schedule. The Labor Rate shall be at the Firm-Fixed Labor Rates in X009 CLINS as applicable to the performance period. The incremental charge agreed to for incorporation of a service bulletin shall apply only to those components into which the Contractor incorporates a required service bulletin, not those into which the service bulletin has been previously incorporated. Upon mutual agreement of the incremental charge the Contracting Officer will issue a Contract modification and applicable Task Order modification to reflect the change and the service bulletin shall be incorporated into each subsequent component received at the Contractor’s facility if said service bulletin has not already been incorporated. The Contractor shall update the component’s data plate, if applicable, denoting the new part number, NSN, and/or modification number, and new Serial Number if one is assigned. The Contractor shall not incorporate Service Bulletins, Modifications and/or Engineering Change Proposals prior to receiving a Contract Modification and applicable Task Order modification.

4.7 Obsolete Parts or Processes

The Contractor shall use new parts meeting the requirements of specified Technical Orders, OEM specifications, or USCG specifications and/or drawings. In the event certain parts or processes become obsolete, the Contractor shall, within fifteen (15) calendar days after receipt of the assembly or component, notify the Contracting Officer in writing and submit (1) rationale and verification of any obsolete part or process, and (2) a written estimate of the effort required to make the overhaul. Such estimates shall include Nomenclature, Part Number, cost and quantity of replacement parts, and total labor hours. The Contractor shall verify cost of part(s) with invoices or catalogs. The Contractor’s delivery obligation for the component(s) identified shall be suspended as of the date of the notice to the Contracting Officer. The Contracting Officer will, within thirty (30) calendar days of receipt of the Contractor’s written estimate make a written determination as to the disposition of the component. After receipt of the Contracting Officer’s disposition instruction, the Contractor shall have sixty (60) calendar days for delivery.

5.0 OVERHAUL TURN AROUND TIME AND DELIVERY TIME

5.1 Turn Around Time

The REQUIRED turn-around-time is ninety (90) days. In no case shall delivery exceed ninety (90) days after receipt of material without written approval from a Contracting Officer authorizing a delivery extension. Earlier delivery is desired if there are no extra charges to the Government (see section 5.2). Turn-around-time is defined as beginning at the time of receipt of repairables at the CONUS Contractor’s facility or Point of Departure for Non-CONUS offerors and ending at the time of delivery to USCG ALC, Elizabeth City, North Carolina, 27909. The offeror may also, without prejudicing its offer, propose a staggered delivery schedule for large quantity orders based on plant capability with ultimate delivery at ninety (90) days after receipt of material which will also be considered during proposal evaluation.

5.2 Accelerated Turn-Around-Time and Delivery

Only the Contracting Officer may request and authorize an accelerated turn-around-time and delivery if needed by the Government for delivery to the U.S. Coast Guard Aviation Logistics Center Receiving Department, Weeksville Rd., Elizabeth City, NC 27909. In the event an accelerated turn-around-time and delivery is needed, which the Contractor can meet, the Contractor shall be entitled to compensation for additional labor hours and expedited freight costs necessary to complete performance earlier than the turn-around-time and delivery schedule established in the Contract. After receiving a written request from the Contracting Officer for an accelerated turn-around-time and delivery the Contractor shall provide a written response within two (2) business days advising if an accelerated turn-around-time and delivery can be accomplished and include any additional costs necessary for the accelerated performance. Accelerated performance will be authorized in writing via a Task Order Modification. If the contractor accelerates turn-around-time and delivery on its own initiative in order to meet the delivery schedule established in the contract Task Order the additional costs are not recoverable from the Government.

5.3 Aircraft on Ground (AOG) Requirements

An Aircraft on the Ground (AOG) situation necessitates a special schedule and requires accelerated overhaul completion and expedited delivery to the applicable U.S. Coast Guard Air Station. In the event an AOG status occurs as a result of a lack of any of the components specified in the schedule, the Contractor will be notified by the Government in writing of the AOG situation and applicable U.S. Coast Guard Air Station and will be requested to provide a written response within twenty-four (24) hours of the request. The Contractor’s response shall provide 1) status of the component(s) needed to satisfy the AOG condition that includes what USCG items in-house for overhaul are closest to completion under normal working conditions and 2) an estimate of the labor hours needed to accelerate overhaul completion. The accelerated overhaul work will be authorized via a Task Order Modification in conjunction with mutually agreed upon prices, delivery, and shipping cost reimbursement for next day delivery to the applicable USCG Air Station.

In the event of an AOG situation, the Task Order and applicable Task Order Line Item Number will be modified to reflect the USCG Air Stations delivery address and the applicable USCG Requisition Number. The Contractor shall be required to ensure the Requisition Number is included on shipping documents/delivery tickets so that the Material Receipt can be processed by the applicable USCG Air Station receiving personnel.

6.0 Government Furnished Material (GFM)

6.1 Requests for Government Furnished Material

The USCG reserves the right to provide to the Contractor Government Furnished Material (GFM) should it be determined to be in the best interest of the government. The Contractor shall provide all parts, labor, tooling, test equipment and facilities necessary to overhaul the equipment shown in the Schedule of Supplies/Services. The Contractor may receive equipment with components having a different part number than what is shown in the illustrated parts breakdown portion of a Technical Order. This does not necessarily mean the component(s) are incorrect parts. Suitable alternate/interchangeable part numbers are normally identified in a Technical Order (i.e., such as the Glossary). Prior to submitting a request for GFM due to equipment having an “incorrect” part, the Contractor shall first review the applicable Technical Order(s) to ensure it is in fact an incorrect part and not a suitable alternate and/or interchangeable part authorized in the Technical Order. Requests for GFM will be reviewed by the Government and a determination will be made to either furnish the requested material and adjust the monetary value of the Task Order as applicable, or advise of its interchangeability/suitable alternate applicability. Requests for GFM shall be submitted in writing to the Contracting Officer with a brief narrative that supports the request.

7.0 Marking and Packaging of Shipment

7.1 Marking of shipments

The Contractor shall mark all shipments under this contract with the Contract Number and applicable Task Order Number. Additionally, shipments shall be marked in accordance with the current edition of MIL-STD-129, “Marking for Shipping and Storage”. Failure to mark all packages, boxes, etc. may result in return of shipment at the Contractor’s expense.

7.2 Preservation, Packaging, and Packing

The Contractor shall preserve, pack, and package to ensure complete delivery at destination without damage or deterioration of the supplies due to the hazards of shipping, handling, or storage. Packaging, handling, shipping and transportation of material shall be in accordance with MIL-STD-2073-1D and ASTM D3951. In addition, because ALC is a supply depot, material will be stored and transshipped to various users. Therefore, material must be packed and labeled suitable for shipment via land, air or sea. Also, the following requirements apply:

a) Each individual item or unit must be individually packed in a separate crate.

b) Each individual container shall be labeled on the outside with National Stock Number (NSN), Bar Code of the National Stock Number, Part Number, Serial Number, Quantity, Nomenclature, Contract Number, Task Order Number and Line Item Number.

c) The internal packaging material shall be sufficient to prevent damage during shipment, handling and storage. Preservation protection must be sufficient to prevent corrosion, deterioration or decay during warehouse storage for a period of one year.

d) Packaging material shall NOT consist of the following: popcorn, shredded paper, styrofoam of any type or peanut style packaging.

e) Only Bar Coding of the National Stock Number is necessary.

f) When the AOG clause is invoked, the outside of the shipping container will be marked in highly visible lettering “AOG”.

g) The Contractor shall remove the unserviceable tag, DD Form 1577-2, from the components.

h) Should the shipping container be incorrect or does not meet standards the Contractor shall contact the Contracting Officer for repair or replacement. The USCG will furnish the container or Contractor can build for repayment. Specifications will be furnished to the Contractor for crate rebuild.

7.2.1 Durability

The Contractor shall ensure that all components, when packed in shipping containers or packaging, will be capable of being transported on standard transportation systems, commercial, or military carriers and be suitable for storage in non-environmentally controlled warehouse environment for a period of at least l year with deterioration. The Contractor agrees that any item damaged in shipment from the Contractor will be repaired inclusive of this contract. The Contractor agrees to notify the Contracting Officer of the existence of any damaged and unusable shipping containers.

7.3 Warranty.

A minimum twelve-month warranty from the date of Government acceptance is required for any contract resulting from this solicitation.

7.3.1 Markings of Warranted Items

Pursuant to the requirements of FAR 46.706 (b) (5), the Contractor shall stamp or mark the supplies delivered or otherwise furnish notice with the supplies of the existence of the warranty. Markings may be brief but should include:

a) A brief statement that a warranty exists.

b) The substance of the warranty.

c) Its duration.

d) Who to notify if the supplies are found to be defective.

For commercial items, the Contractor’s trade practice in warranty marking is acceptable if sufficient information is presented for supply personnel and users to identify warranted supplies.

8.0 INSPECTION AND ACCEPTANCE

8.1 Material Inspection and Receiving Report

At the time of each delivery for supplies or services under this contract, the contractor shall prepare and furnish to the government a properly completed commercial packaging slip in accordance with the procedures set forth in section 7.2.

8.1.2 Inspection and Acceptance

Inspection and Acceptance shall be performed by the USCG ALC’s Quality Assurance department, Elizabeth City, NC 27909.

8.2. Airworthiness Certification and Certificate of Conformance

8.2.1 Airworthy and Suitability

All aircraft parts that are overhauled shall be certified Airworthy and suitable for installation on USCG aircraft. See paragraph 8.2.2(1) for Airworthiness Certification Requirements.

8.2.2 Required Certificates

There are two (2) separate Certificate requirements: 1) an Airworthiness Certificate using either the Federal Aviation Administration (FAA) Form 8130 or an Equivalent using the same or similar format and language used for commercial/civil aviation industry under FAA regulations, and 2) Certificate of Conformance in accordance with Federal Acquisition Regulation (FAR) clause 52.246-15.

(1) Airworthiness Certification is required for all items that are overhauled. The contractor MAY use the FAA 8130 Certification, however use of this form is not “required”. The contractor may choose to use an "equivalent" Airworthiness Certificate to certify the airworthiness of an overhauled component. An equivalent Airworthiness Certification can be the same as used for other Government agencies such as an Air Force Airworthiness Certificate or a contractor developed Airworthiness Certificate that is equivalent to the FAA 8130 form. If an FAA 8130 "equivalent" is used, the Contractor shall provide written verification with the Airworthiness Certificate that the Certification was performed by a qualified individual and include the individuals name and title. At the request of the Contracting Officer, the contractor shall provide evidence of his/her qualification. Proposals shall state the Airworthiness Certificate the contractor intends to use, the FAA 8130 Form or an Equivalent. If an Equivalent Certificate is proposed, Offerors shall include a copy of the Equivalent Certificate in their proposal and describe the qualifications of the individual that will perform the Airworthiness Certification.

(2) Certificate of Conformance (COC) IAW FAR 52.246-15 is also required for each overhauled component. The Certificate of Conformance (COC) format to be used is provided as Attachment 3.

8.2.3 Displaying of Certificates Certificates used shall be affixed to the outside of the shipping container. Failure to include the Certificates with the equipment will effect timely processing of inspection, acceptance and receipt of the equipment which in turn will effect timely processing of invoices.

8.2.4 Notification Requirements for Noncompliance

If the Contractor cannot meet the Certification requirements, the Contractor shall immediately, and prior to any work being initiated, notify the Contracting Officer or Administrative Contract Specialist in writing with an explanation of why the Certification cannot be conducted.

8.3 Quality Assurance The Contractor shall be either a 1) FAA Overhaul Facility 2) OEM Certified Overhaul Facility, or 3) U.S. Air Force Certified Overhaul Facility to perform overhaul services on the equipment listed in the Schedule of Supplies/Services. Offerors are required to provide a copy of their Certification(s) with their proposal.

8.3.1 Quality Assurance System

The Prime Contractor and all potential Sub-contractors shall be in possession of an FAA Certification, OEM Certification or U.S. Air Force Certification for the applicable category for the items listed in the schedule. The Contractor shall maintain a Quality Assurance System, including test component calibration system requirements, and documentation of said requirements, sufficient to ensure that overhaul services conform to OEM specifications and requirements of this contract. Proposals shall include a copy of the contractor’s “complete” Quality Assurance (QA) Manual. The USCG intends to review, negotiate if necessary, and approve use of the QA Manual which will be incorporated and made a material part of the resulting contract. The contractor shall maintain and use the Quality Assurance System for the life of the contract unless a QA change becomes necessary. Incorporation of the QA change into the contract and its use in contract performance will be authorized by a contract modification.

8.3.2 Product Quality Deficiencies Report (PQDR)

Overhauled components found to have deficiencies will be reported on the Joint Deficiency Reporting System as a Product Quality Deficiency Report (PQDR), to Contractor for investigation. The Contractor shall report findings of the investigation within thirty (30) calendar days after receipt of the quality deficiency exhibit to the Contracting Officer. If agreed upon between parties that the component’s deficiencies are not related to previous work, the Contractor’s report of findings shall include a detailed proposal that includes a breakdown of parts and labor necessary to return the component to a “Ready-for-Issue (RFI) status. The breakdown shall be in accordance with the fixed hourly labor rate established in the Schedule of Supplies/Services. The Contracting Officer will either initiate negotiations for the work or accept the Contractor’s proposal and issue a Task Order modification. The standard terms and conditions, specifically for delivery obligations, of the contract shall apply to items submitted for PQDRs evaluation.

9.0 PERFORMANCE OF DUTIES

9.1 Place of Performance

The place of performance is at the contractor’s facility.

9.2 Material Inspection and Receiving Report

At the time of each shipment/delivery of supplies or services under this contract, the Contractor shall prepare and furnish to the Government a properly completed packaging slip. The packaging slip shall include the following information: (1) National Stock Number, (2) Part Number, (3) Nomenclature, (4) Serial Number, (5) Task Order Number, (6) Line Item Number, and (7) Quantity. One copy of the packaging slip shall be submitted with the shipment and shall be attached to the outside of the shipping container.

9.3 F.o.b. Point

Delivery terms shall be F.o.b Destination from Contractor facility to U.S. Coast Guard Aviation Logistics Center, Elizabeth City, NC under routine conditions. “Aircraft on Ground (AOG) ” urgent requirements may be F.o.b. Origin, Freight Prepaid where shipping costs are reimbursable.