Attachment_2_-_DIDs.pdf

DATA ITEM DESCRIPTION

1. TITLE 2. IDENTIFICATION NUMBER

Program Management Plan OAPM-ILS-001

3. DESCRIPTION/PURPOSE

3.1 The Program Management Plan (PMP) describes the Contractor's management organization, its structure, and roles and responsibilities for satisfying contract requirements.

3.2 The PMP is an all-inclusive management plan that provides details of the specific techniques, tasks, and procedures to be used for monitoring contract management and performance, data management, Integrated Logistics Support (ILS) management, risk management, quality assurance, security, and the interrelationships among the Contractor, major subcontractor(s) and the contracting activity.

3.3 The PMP provides the contracting activity a basis for reviewing and evaluation of performance, and for determining contractual compliance.

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. GIDEP APPLICABLE

OAPM

7. APPLICATION/INTERRELATIONSHIP

7.1 This Data Item Description details the required format and data elements for the Contractor's management approach; to include, but not limited to, program technical, schedule, and cost control.

7.2 The PMP shall be consistent with data products generated for the direction, coordination, and control of ILS management, interface management, configuration management, and quality assurance.

8. APPROVAL LIMITATION 9a. REFERENCES 9b. AMSC NUMBER

10. PREPARATION INSTRUCTIONS

10.1 FORMAT. Contractor format is acceptable.

10.2 CONTENT. The PMP describes the Contractor’s organization, program planning/scheduling tools and techniques, program tracking/control methods, resource management, and subcontractor management methods. The PMP includes, at minimum, the following sections:

10.2.1 Introduction. An overview of the Contractor’s approach to meeting the performance requirements specified in the Performance Work Statement, to include, but not limited to, technical, schedule, and cost control.

10.2.2 Program Management. Information on the Contractor’s management organization, internal management policies and procedures, an overall integrated program schedule, relationships with Government personnel and agencies, and roles and responsibilities of management entities within the organization.

10.2.2.1 Management Organization.

a. A company organizational chart(s) and sufficient supplemental narrative to fully describe all organizational levels. This chart should be hierarchical in nature and should delineate clearly all major area responsibilities and management positions.

b. A chart of the program organization to be used in performance of the contract and a narrative describing how the Contractor shall fully integrate the management of all elements of the program.

DATA ITEM DESCRIPTION OAPM-ILS-001

10. PREPARATION INSTRUCTIONS (CONTINUED)

c. Key technical and management personnel who will be assigned to the program. The PMP should identify the Contractor staff personnel who will respond to requests for contract data from the Government.

d. If the program includes subcontractors, the PMP should provide organizational information about the subcontractor and include subcontractor organizational elements in the program organization chart.

10.2.2.2 Roles and Responsibilities. Discussion of the authority of all responsible management positions identified by the organizational description. This description shall include the role of the program manager to direct, control, and commit resources to adequately fulfill their responsibilities.

10.2.2.3 Policies and Procedures. Description of internal policies and procedures to be used in managing the contract.

10.2.2.4 Relationships. Description of the working relationships the Contractor will establish with the Office of Acquisition Program Management (OAPM). Includes the Contractor’s functional and technical representatives who will respond to requests for information from their Government counterparts. Describe steps the Contractor will take to establish working relationships with the airports to facilitate resolution at the lowest possible level.

10.2.2.5 Subcontract Management. Description of the approach to managing subcontractor activities. Should include the organizational relationship maintained between the prime and subcontractors and methods of requirement flow-down and activity progress reporting back to the prime Contractor. Describe how the Contractor shall ensure a timely response to Government inquiries requiring data and/or input from the subcontractors. Description of the subcontractor and supplier rating system used to select subcontractors, to include the approach to maintaining quality from products produced by subcontractors.

10.2.2.6 Meetings and Reviews. Description of the approach to providing the Government with status updates on the program through regularly scheduled meetings and program reviews.

10.2.3 Risk Management. Description of the internal approach and method for the identification, assessment, and mitigation of program risks. Include provisions for identifying risk areas; assessing risk factors; prioritizing risks as high, medium, and low; assigning appropriate resources to reduce risk factors; identifying and analyzing alternative actions available; identifying the most promising alternatives; and planning for implementation of risk reduction.

Includes documentation of the internal risk identification and reduction procedures in a risk reduction action feedback flow diagram. Also includes identification and assessment of each possible area of risk to the program, applying the internal risk reduction procedures.

10.2.4 Schedule Management. Presentation of a baseline schedule for meeting contract requirements and processes for control of the schedule. Include a graphical display of program activities and key milestones that depict major work activities in an integrated fashion, including task dependencies and interrelationships.

10.2.5 Resource Planning And Control. Detailed description of how the Contractor will allocate and plan resources to meet contract schedule requirements. Includes details on Contractor’s ability to acquire and retain qualified, security-cleared personnel, and describe plans to have all employees comply with personnel security requirements not later than January 31, 2018. Include discussion of program control techniques and processes that will be used to monitor and control program activities.

10.2.6 Quality Management. Reference the Contractor’s quality management system and its compliance with the requirements of ANSI/ISO/ASQ Q9001:2008 as detailed in CDRL A010. Provide sufficient detail to indicate a full understanding of the requirement.

DATA ITEM DESCRIPTION OAPM-ILS-001

10.2.7 Continuity of Operation Plan. Reference plans for maintaining the capability to continuously operate without interruption even in the event of disasters or other unforeseen events including backup and recovery capabilities as detailed in CDRL A008. Provide sufficient detail to indicate a full understanding of the requirement.

10.2.8 Data Management. Description of the organization, procedures, and tools to be used to ensure that all data deliverables required by the contract are made in a timely manner. Include a description of the software programs that will be used, processes that will be followed to ensure compliance with Sensitive Security Information requirements, the Program Document Library, and access procedures for authorized Government personnel.

10.2.9 Transition Plan. A detailed description of the Offeror’s approach to ensuring a smooth transition between the current contractor and the successful Offeror, which shall have minimal impact on TSA operations and productivity.

10.2.9.1 Incoming Contractor

Include a discussion of how the Offeror shall implement a smooth transition of personnel, equipment, and documentation simultaneously. Include a discussion of the orderly transition of duties from existing personnel to new personnel. The incoming transition plan should have as a minimum the following sections:

a. Personnel: Description of the Offeror’s methodology for obtaining appropriate personnel in a timely manner and placing them in the proper locations based on the labor categories and skill levels needed to satisfy contract requirements.

b. Logistics Support Resources & Infrastructure: Description of the Offeror’s approach for providing the logistics support infrastructure and resources in a timely manner and placing them in the proper locations needed to satisfy contract requirements.

c. Management: Description of the duration and how the transition shall be managed to successfully achieve a smooth transition with minimum or no impact on TSA operations.

10.2.9.2 Incumbent Contractor turnover procedures at the end of the contract Include a discussion of how the Offeror, should they become the Incumbent, shall implement a smooth transition at the end of this contract of personnel, equipment, and documentation simultaneously. The transition plan should include, at a minimum, the following sections:

a. Personnel: Description of methodology for transitioning appropriate personnel in a timely manner and ensuring a smooth and orderly transition of duties from the Incumbent to the Incoming Contractor, including any proposed restrictions on personnel that would prevent them from being able to begin work immediately under the Incoming Contractor.

b. Logistics Support Resources & Infrastructure: Description of what type of TSA data will be provided to the

Incoming Contractor and at what intervals.

c. Management: Description of the duration and how the transition shall be managed to successfully achieve a smooth transition with minimum or no impact on TSA operations.

10.2.10 Security. Description of the approach for compliance with TSA and DHS security policies, procedures, guidelines, and standards.

11. DISTRIBUTION STATEMENT

DISTRIBUTION STATEMENT A: Approved for public release; distribution is unlimited.

Program Status Report OAPM-ILS-002

3. DESCRIPTION/PURPOSE

3.1 The Program Status Report (PSR) documents the status of Contractor efforts towards achieving contract requirements. It identifies accomplishments to date, difficulties encountered, and compares the status achieved to planned goals and the resources expended.

3.2 The PSR is used by the Government to monitor and evaluate Contractor performance.

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. GIDEP APPLICABLE

OAPM

7. APPLICATION/INTERRELATIONSHIP

7.1 This DID details the required format and data elements to be included in the Program Status Report.

10.2 CONTENT. The PSR consists of the following:

10.2.1 Identification. Data indicated below contained on the title page or on the first page of the report.

a. Title/Identification of the system/component/program/project

b. Type of Report (e.g. monthly, interim, final)

c. Covered by the report

d. Contract number

e. Preparing activity or Contractor’s title

f. Security classification when required

g. Distribution statement

10.2.2 Summary. Brief statement of the overall project status, covering the accomplished technical activities and development, objectives of efforts, summary results of efforts, and identification of major problems/deficiencies and associated risks. The summary shall also include recommended solutions and mitigation actions.

10.2.3 Body of Report. Status Report contains the following items, where applicable:

DATA ITEM DESCRIPTION OAPM-ILS-002

10. PREPARATIONS INSTRUCTIONS (CONTINUED)

10.2.3.1 Milestones/Task Status. Status of each milestone/task as defined by the Performance Work Statement (PWS), as applicable:

a. Statement as to whether or not the program/project/task is on schedule; if not, the effort planned to meet the schedule shall be indicated. Includes an overall status of each milestone, task, or unit of work. Include updated schedule sheets, milestone charts, or task synopsis sheets identifying phase of task and percentage of completion of each task, technical instruction, or order.

b. Comparison of achieved end-product performance capabilities projected against contract baseline values, requirements, or allocations.

c. Effort expended on each task to date, and a brief description of technical developments and accomplishments.

d. Narrative of outstanding problems existing as of the previous PSR, and their resolution status.

e. New problem areas encountered or anticipated, their effect on the overall work effort/project and steps being taken to remedy problem situations.

f. Significant results of conferences, trips, or directives for the Contracting Officer’s Representatives (COR).

g. Other information that may cause significant changes in the program schedule.

h. Risk areas (low, medium, high), probability of occurrence (low, medium, high), program impacts, mitigation alternatives, and recommendations.

i. Summary of future plans, recommendations and proposals both for the next reporting period and for any long term plans.

10.2.3.2 Contract Delivery Status. Status of each deliverable, including data deliverables, as required by the contract. Provide item and contract identification, shipping/transmittal data, acceptance status, security classification, and scheduled due date information.

10.2.3.3 Report Preparer. Name of person(s) preparing report and telephone number(s).

10.3 APPENDICES. Each report shall contain Appendix A, Action Item Tracker, and where applicable, additional appendices containing tables, references, charts, or other descriptive material. Each appendix shall be identified and referenced in the appropriate area of the report.

10.3.1 Appendix A: Action Item Tracker. Status of each major action (e.g. does not include WO update requests) tasked by the COR in PMRs, TIMs, or via email. Two tabs will be maintained for each Option Year – open actions and closed actions. The Action Item Tracker shall, at a minimum, consist of the following:

a. Identification

b. Category

c. Action Item – Description

d. Responsible Individual

e. Status

f. Date initiated

g. Estimated Completion Date

h. Actual Completion Date

i. Last Updated

j. Additional Description

j. Notes/Comments/Response

Requirements Traceability Report OAPM-ILS-003

3. DESCRIPTION/PURPOSE

3.1 The Requirements Traceability Report (RTR) documents all Integrated Logistics Support contractual requirements and resulting deliverable requirements.

3.2 Traceability allows for mapping of requirements to the underlying processes for implementation.

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. GIDEP APPLICABLE

7. APPLICATION/INTERRELATIONSHIP

7.1 This Data Item Description (DID) details the required format and content elements to be included in the RTR.

10.1 FORMAT. The RTR is delivered as a spreadsheet compatible with software identified in C.3, of Part C.

Contractor format is acceptable.

10.2 CONTENT. The data indicated below shall be contained in columns on the spreadsheet.

a. Performance Work Statement (PWS) reference paragraph of the contracting requirement and resulting deliverable requirement

b. ILS requirement as it is stated in the PWS

c. Contract Data Requirements List (CDRL) identifier

d. Related DID that explains what needs to be provided in the deliverables

e. Submission frequency requirements as stated in the CDRL or PWS

f. Status of the required deliverables, to include percentage complete

g. Responsible POC

Transportation Security Equipment Database OAPM-ILS-004

3. DESCRIPTION/PURPOSE

3.1 The Transportation Security Equipment (TSE) Database is a relational database that contains a complete listing of all fielded TSE, with a complete maintenance history for each TSE.

3.2 The TSE Database is used by the OAPM to monitor Integrated Logistics Support (ILS) and contractor performance.

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. GIDEP APPLICABLE

OAPM

7. APPLICATION/INTERRELATIONSHIP

7.1 This Data Item Description contains the format and content preparation instructions for the TSE Database. For further details refer to Attachment 2, Airport and Inventory Data, and Attachment 3, Transportation Security Equipment (TSE) Metrics Terms and Definitions and RMA Metrics, of Part D.

10.1 FORMAT. The TSE Database may be in Contractor format. The TSE Database deliverable should be an image of the database used by the Contractor to manage the TSE data. It contains the data specified in the following subparagraphs. The relational database must have relational integrity. The relational database information must contain valid values for all data specified based on local times of the airports. The contractor shall change the data format when requested by TSA.

10.2 CONTENT. The TSE Database contains the entire inventory of fielded TSE. The database stores TSE baseline data and all accumulating maintenance activity information for each unit.

10.2.1 Database Dictionary. The Contractor will provide a data model and data dictionary describing the Contractor TSE Database. If the delivered database has a different structure than the previously delivered TSE Database, the data dictionary will be amended and provided to describe the database as delivered.

10.2.2 Inventory Baseline Data. At a minimum, the baseline data for each TSE will include the following information:

a. Manufacturer

b. TSE identification (i.e., make, model, and serial number).

c. Government bar code or other unique identifier(s).

d. Installation location.

e. Government acceptance date (Site Acceptance Test date).

f. Decommission date.

g. Warranty period (start and stop dates).

h. Relocation/movement information.

i. Any unique equipment information.

j. Identification of TSE serial numbers that will be used for the monthly Metrics Report as required by the contract.

DATA ITEM DESCRIPTION OAPM-ILS-004

10. PREPARATION INSTRUCTIONS (CONTINUED)

10.2.3 Parts Data. For all preventive and corrective maintenance actions performed, the TSE Database will provide a list of the parts used for the maintenance or repair, to include as a minimum:

a. Parts name

b. Parts number

c. Cumulative identification of quantity used by specified dates

10.2.4 Preventive Maintenance Data. The TSE Database will capture data as scheduled preventive maintenance is performed on each TSE. At a minimum, the preventive maintenance data will include the following information:

a. Manufacturer

b. TSE identification

c. Contractor Work Order number

d. Government bar code

e. Installation location

f. Date and time maintenance is performed (start and stop)

g. Type of maintenance performed (Level I or II)

h. Part number(s) and quantity replaced/used during the maintenance

i. Consumables used

j. Identity of Field Service Technician (FST) performing maintenance

k. Preventive maintenance schedule information on each type, model and serial number

10.2.5 Corrective Maintenance Data. The TSE Database will capture the data as specified in the following paragraphs as corrective maintenance is performed on each TSE.

10.2.5.1 Corrective Maintenance Data. The TSE Database will capture the following corrective maintenance data for each maintenance action:

a. Contractor Work Order number

b. Manufacturer

c. TSE identification

d. Government bar code

e. TSA Service Call Center ticket ID

f. Installation location (location must match TSE location as specified in Inventory Baseline Data (10.2.2)

g. Description of the problem

h. Criticality (critical or non-critical). Any not documented will be considered a critical failure

i. Relevancy (relevant or non-relevant). Any not documented will be considered a relevant failure

j. Failure mode indicator code -- failure determined by technician

k. Action code – action taken to resolve the failure

l. Part number(s) and quantity replaced/used during the maintenance

m. Total downtime accrued by each work order (24-hour day)

DATA ITEM DESCRIPTION OAPM-ILS-004

10.2.5.2 T-Values. In addition to the above data, the following maintenance time points (T Values) dates and times must be recorded and reported in the TSE Database for each corrective maintenance action, as applicable. These time points must identify the date and time of each maintenance action provided in real clock times in the TSE location’s local time based on a 24-hour day, seven day week. The T-Value terms and definitions are identified in Attachment 3:

TSE Metrics Terms and Definitions and RMA Metrics, of Part D.

a. T1 – Call center contacted when failure occurs

b. T2 – Technician dispatch

c. T3 – Technician starts diagnostics

d. T4 – Technician diagnostics complete

e. T5 – Part(s) begin shipment

f. T6 – Part(s) delivered to location

g. T7 – Technician begins repair

h. T8 – Technician begins testing

i. T9 – TSE Ready for signoff

j. T10 – TSA signoff

k. T11 – TSE ready for setup at the location

l. T12 – Start of Telephone Customer Support

10.2.5.3 M-Values. To enable a cross reference with the contract performance metrics reporting requirements, the following low-level metrics (M Values) must also be derived, as applicable, for each corrective maintenance action from the T-Values referenced in 10.2.5.2 and recorded in the TSE Database. The database must identify the T-Values used to derive each low level metric They should be the full time for the maintenance action as measured from the recorded T-Values, and should not be adjusted for an airport’s operating hours or reporting period. The sum of M- Values for a work order should equal 10.2.5.1(m) above. Any adjustments to M-Values will be made when counting them for high level metrics. The M-Value terms and definitions are identified in Attachment 3: TSE Metrics Terms and Definitions and RMA Metrics, of Part D.

a. M1 – Initial Call Center Interaction Time

b. M2 – Technician Dispatch Time

c. M3 – Technician Diagnosis Time

d. M4 – Part(s) Request Time

e. M5 – Part(s) Fulfillment Time

f. M6 – Local Logistics Time

g. M7 – Technician Repair Time

h. M8 – Technician Testing Time

i. M9 – TSA Signoff Time

j. M10 – Time to Repair

k. M11 – Depot Turnaround Time

l. M12 – Uncrate/Setup at Location Time

m. M13 – Telephone Customer Support

10.2.6 Change Log. A monthly Change Log (or Data updates) will be reported for any data fields previously submitted that have been updated/changed, with full justification for each update/change entry.

10.3 Reports. The TSE Database will support queries and extraction of all data outlined above.

Program Document Library Index OAPM-ILS-005

3.1 The Program Document Library (PDL) consists of two parts:

1. Program Document/Data Repository: A repository of all the maintenance documents/data generated by the Contractor or provided to the Contractor by the Government during the performance of the contract.

2. Data Accession List (DAL): A list of all Contractor internal documents/data and software assets that have been generated or acquired by the Contractor required to comply with the work efforts described in the Performance Work Statement (PWS).

3.2 The purpose of this Data Item Description (DID) is to develop the requirement for a Program Document Library Index (PDLI) to identify a single source of information for all documents /data identified in the PDL.

3.3 This PDLI provides the Government a source to review contract compliance with the PWS.

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. GIDEP APPLICABLE

7.1 The PDLI must identify all documents, data, etc., stored in the Program Document/Data Repository and listed in the DAL.

7.2 The Program Document/Data Repository must include, but not limited to:

a. Government Furnished Information (GFI), including standards, handbooks, and guidance documents.

b. Training documents and manuals.

c. Technical manuals, processes, and procedures.

d. Contract documents, modifications, delivery orders,

e. Separate tabs for each OY for CDRL and RAD delivery.

a. CDRLs Delivery Record shall include:

i. CDRL Number and Title

ii. Date Delivered (Initial Submission)

iii. Date Revision Delivered, if applicable

iv. Revision Number, if applicable

v. Government Acceptance Date of Latest Revision, if applicable

vi. Government Acceptance

vii. Comments

b. Radiation Testing (RS and RLT) Delivery Record shall include:

i. Date of CDRL submission

ii. RS or RLT

iii. TSE Serial Number

iv. Airport

v. RS or RLT Due Date

vi. RS or RLT Completion Date

vii. Filename

viii. Comments

f. Other major deliverables to the Government

g. Commercial standards, manuals, processes, and procedures

h. Contractor developed plans, processes, procedures, and reports generated in accordance with the contract

7.3 The Contractor shall provide PDL access to CO and COR designated personnel. This includes access to the Program Document/Data Repository and the ability to view and print the lists of documents in the DAL. Items identified on the DAL are not required to be stored in the Program Document/Data Repository.

7.4 The monthly submission requirements as specified in the related Contract Data Requirements List (CDRL) must consist of the most current PDLI derived from the PDL. The program deliverables identified on the PDLI and stored in the repository are to be prepared and delivered in accordance with their specific CDRL or Government tasking.

7.5 The Government retains unlimited rights to the program deliverables in the Program Document/Data Repository. The Government will coordinate with the Contractor to determine access to or copies of DAL documents if needed to evaluate contract performance. Review of Contractor-developed proprietary material will be agreed upon between the Contractor and the Government.

8. APPROVAL LIMITATION 9a. REFERENCES 9b. AMSC NUMBER

10. PREPARATION INSTRUCTIONS

10.1 FORMAT. Contractor format is acceptable for the PDLI.

10.2 CONTENTS. The PDLI consists of the following:

10.2.1 PROGRAM DOCUMENT/DATA REPOSITORY. List of all the maintenance documents/data generated by the Contractor or provided to the Contractor by the Government during the performance of the contract.

DATA ITEM DESCRIPTION OAPM-ILS-005

10.2.1.1 Program Document/Data List. The PDLI includes, as a minimum, the following information for each document or data in the Program Document/Data Repository.

a. Document title

b. Document Description

c. Document Date

d. Date document delivered by the Contractor or received from the Government

e. Revision Number

f. Ownership

g. Source/Originator/Author

h. CDRL Number, if applicable

i. DID Number, if applicable

j. Proprietary Rights (full or limited)

k. Security classification or special handling classification (e.g., SSI, PII, FOUO, etc.)

10.2.2 DATA ACCESSION LIST: List of all Contractor internal documents/data and software assets that have been generated or acquired by the Contractor required to comply with the work efforts described in the PWS.

10.2.2.1 Data Accession List. For each DAL item listed on the PDLI, the following information is provided:

a. Contractor’s Identification Number

b. Title

c. Description of the Data

d. Source/Originator/Author

e. In-house Release Date

f. CDRL Number, if applicable

g. DID Number, if applicable

h. Proprietary Rights (full or limited)

i. Security classification or special handling classification (e.g., SSI, PII, FOUO, etc.)

Subcontractor Management Report OAPM-ILS-006

3. DESCRIPTION/PURPOSE

3.1 The Subcontractor Management Report informs the Government of work performed under the contract by subcontractors.

3.2 The report includes documentation of Integrated Logistics Support (ILS) contractual requirements being met through subcontractor/partnering agreements and the applicable deliverable requirements.

3.3 The Contractor flows down all applicable requirements to subcontractors for compliance with the overall performance of the contract.

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. GIDEP APPLICABLE

OAPM

7. APPLICATION/INTERRELATIONSHIP

7.1 Subcontractor and partnering agreements are provided to the Government in accordance with the Performance Work Statement

(PWS)

7.2 This Data Item Description details the required data e to be included in reporting of subcontractor and partnering agreements to the Government.

10.1 FORMAT. Contractor format is acceptable for the Subcontractor Management Report.

10.2 CONTENT: The Subcontractor Management Report includes the following information, presented as part of each Project Management Review (PMR) or as requested by the Government:

10.2.1 List of Agreements. Identification of all subcontractor/partnering agreements being used to meet contract requirements.

10.2.2 Contractual Requirements. Identification of which ILS contractual requirements are being met through the use of subcontract/partnering agreements and the applicable deliverable requirements.

10.2.3 Task Status. Status review of each subcontractor's technical progress on all assigned tasks.

10.2.4 Anticipated issues. Notification to the Government in advance of any anticipated disruption of services resulting from conflicts or disputes with subcontractors and partners, strikes, and any other occurrences that may cause disruption of work.

Meeting Agenda and Presentation Materials OAPM-ILS-007A

3. DESCRIPTION/PURPOSE

3.1 Submittal of the meeting agenda and presentation materials prior to scheduled meetings allows TSA to review, change, and request additional information from the Contractor to ensure the meeting meets the Government’s purpose.

4. APPROVAL DATE (YYMMDD)

5. OFFICE OF PRIMARY RESPONSIBILITY (OPR)

6a. DTC APPLICABLE

6b. GIDEP APPLICABLE

7.1 This Data Item Description (DID) contains the format and content preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the contract.

10.2 CONTENT. The agenda includes at least the following information:

a. Type of meeting and date

b. Identification of the acquisition, with contract number

c. Contractor name and address

d. Meeting purpose and objective

e. Meeting location

f. List of topics to be covered during the meeting

g. A list of attendees with name, organization, telephone number, and e-mail address

h. Copies of all handouts, viewgraphs, and other presentation materials that will be covered during the meeting

1. TITLE

Meeting Minutes

2. IDENTIFICATION NUMBER

OAPM-LCS-007B

3. DESCRIPTION/PURPOSE

3.1 Meeting minutes provide documentation of technical information provided and decisions and agreements reached at meetings, reviews, and audits.

7.1 This Data Item Description (DID) contains the format and content preparation instructions for the data product

8. APPROVAL LIMITATION

9a. REFERENCES

9b. AMSC NUMBER

10.2 CONTENT. The minutes include at least the following information:

a. Type of meeting and date

b. Identification of the acquisition, with contract number

c. Contractor name and address

d. Meeting purpose and objective

e. Meeting location

f. Summary of discussion, decisions, agreements reached, and directions of the meeting or individual subcommittees

g. A list of attendees with name, organization, telephone number, and e-mail address

h. Action items resulting from the meeting

i. Copies of all handouts, viewgraphs, and other presentation materials from the meeting

Continuity of Operations Plan OAPM-ILS-008

3. DESCRIPTION/PURPOSE

3.1 The Continuity of Operations Plan (COOP) contains Contractor plans and procedures for ensuring the capability to continuously operate all phases of the Integrated Logistics Support (ILS) program under the contract without interruption even in the event of disasters or other unforeseen events. The COOP describes the backup and recovery capabilities for maintenance communications and stored maintenance data, interruption/disaster notification procedures to TSA, and contingency arrangements to ensure uninterrupted delivery of essential supplies and services, The COOP also describes training for personnel and the method for testing the effectiveness of the COOP. The Contractor shall consider its impact on the overall risk assessment of the TSE when developing and producing the COOP.

3.2 An interruption of the Contractor’s ability to communicate maintenance notifications and/or actions, etc.

will add significantly to the total risk of the Transportation Security Equipment (TSE).

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. IDEP APPLICABLE

OAPM

7. APPLICATION/INTERRELATIONSHIP

7.1 This Data Item Description (DID) contains the format and content preparation instructions for the data product generated by the specific and discrete task requirement as delineated in the contract.

DHS Sensitive Systems Policy Directive MD 4300A v12.01, February 12, 2016, Section 3.5, Continuity Planning for Critical DHS Assets

10.2 CONTENT. The COOP shall include, at a minimum, the following information:

a. Points of Contact (phone number, e-mail, etc.) for all key personnel.

b. Plans for backup and recovery of all essential data (Reliability, Maintainability, and

Availability (RMA), Radiation data, and Preventive Maintenance requirements, etc.).

c. Procedures for notifying TSA of an interruption or disaster.

d. Method and types of backup communication (voice & computer) to all Contractor locations and local emergency/government agencies.

e. Arrangements for continuing communication between the TSA Service Response Center and field service technicians (FSTs).

f. Plan for coordination of delivery of essential supplies and services (FST and vendor) to ensure continuous operation of all supported TSE.

Integrated Support Plan OAPM-ILS-009

3. DESCRIPTION/PURPOSE

3.1 The Integrated Support Plan (ISP) describes the organizational structure of the Integrated Logistics Support (ILS) organization and the plans and procedures that will be employed to accomplish the contract ILS program. The ISP describes plans, activities and schedules necessary to accomplish contract tasks and meet performance requirements.

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. GIDEP APPLICABLE

OAPM

7. APPLICATION/INTERRELATIONSHIP

7.1 This Data Item Description (DID) provides the format and content preparation instructions for the data product generated by the specific and discrete task requirements as delineated in the contract.

7.2 The ISP is closely related to and must be harmonious with other program plans such as the Program Management Plan, TSA Service Response Center Plan, and subcontractor plans.

10.2 CONTENT. The ISP consists of the following sections:

a. Introduction

b. ILS Organization, Implementation, and Execution

c. ILS Program Functions

10.2.1 Introduction. This section summarizes the logistics support architecture, presents an overview of the ILS schedule, and describes how the ISP will be monitored and updated to remain current.

10.2.2 ILS Organization, Implementation, and Execution.

a. Contractor's ILS Organizational Structure. Describe the organizational structure that will be used to accomplish the contract ILS effort.

b. Subcontractor and Vendor Interface Management. List the major subcontractors involved in the ILS program and describe the scope of ILS work assigned to each, the method of controlling the accomplishment of this work, and the organizational interfaces established with each subcontractor.

Include a general description of the method of specifying ILS requirements in vendor purchase orders and controlling the accomplishment of specific work and deliverables.

10.2.3 ILS Program Functions.

10.2.3.1 Integrated Logistics Support Planning and Management.

a. Describe the Contractor’s approach and methodology employed to identify, control, and manage contract requirements. Describe the established, in-place logistical elements available to perform contract tasks, as well as what needs to be established or supplemented and the schedule to complete it.

DATA ITEM DESCRIPTION OAPM-ILS-009

b. Describe internal and external interfaces and processes to collect customer feedback, document lessons learned, and implement process improvements.

c. Describe the Contractor’s approach for establishing subcontract agreements with original equipment manufacturers (OEMs) to provide such things as repair parts, training, documentation and engineering technical support.

10.2.3.2 Maintenance Planning. Describe the Contractor’s approach and methodology for scheduling and conducting preventive maintenance, Radiation Surveys (RS) and Radiation Leak Tests (RLT) during non-operational/ off-peak hours, as well as the process for coordinating maintenance schedules with local TSA personnel, and the depot maintenance approach. This section also describes the process for capturing and documenting low level metrics (time stamps) for all maintenance actions in the TSE database.

10.2.3.3 Manpower, Personnel and Training. Describe training and certification requirements, and the approach for initial and refresher training. All Field Service Technicians must complete technology-specific training through a course approved by the original equipment manufacturer. All Contractor personnel must complete Government required training within the following periodicity and report completion.

a. SSI training – annual

b. OLC training – as required by OLC for white packages

c. Other as directed by the CO

10.2.3.4 Product and Technical Documentation. Describe the control, management, and use of technical documentation, including the following:

a. TSE technical drawings and operator/ maintenance manuals

b. Description and functionality of the password-protected web site that provides access to the online Program Document Library

10.2.3.5 Supply Support. Describe the supply support processes and infrastructure related to satisfying ILS service level requirements. The description shall include inventory management, the supply support distribution network, parts obsolescence, and a description of the web-based consumables ordering system.

10.2.3.6 Field Service Infrastructure. Describe the field service infrastructure, identifying the number and locations of Field Service Technicians (FST) that will be providing ILS services for TSE. As applicable, this section shall also describe any subcontractor/OEM interfaces and how they are integrated into the field service processes.

10.2.3.7 Supplemental Support. Describe the Contractor’s methodology and assumptions in determining the hourly rate.

10.2.3.8 Environmental, Safety and Occupational Health (ESOH). Describe processes and procedures to comply with ESOH requirements.

10.2.3.9 Packaging, Handling, Storage & Transportation (PHS&T). Describe planned PHS&T specifications and processes for meeting contract requirements.

10.2.3.10 Data Accessibility. Describe the capability and approach for providing designated Government personnel with real-time read-only access to the TSE Database and TSA Service Response Center ticket data, as well as a near-real-time status summary tool such as a dashboard. Include capability for users to export data to MS Excel, compatible with MS Office Suite 16.

Quality Management Plan OAPM-ILS-010

3. DESCRIPTION/PURPOSE

3.1 The Quality Management Plan (QMP) describes the Contractor’s specific implementation of the quality management system needed to comply with contract requirements. The QMP describes quality objectives, procedures and processes consistent with the requirements of ANSI/ISO/ASQ Q9001-2008. The QMP also addresses additional specific quality requirements contained herein.

3.2 This QMP provides the Government contracting activity a basis for assessment of the quality system and evidence of the Contractor’s intent to comply with the contract quality requirements.

4. APPROVAL DATE (YYMMDD) 5. OFFICE OF PRIMARY RESPONSIBILITY (OPR) 6a. DTC APPLICABLE 6b. GIDEP APPLICABLE

OAPM

7. APPLICATION/INTERRELATIONSHIP

7.1 This Data Item Description (DID) contains the format and content preparation instructions for the data product generated by specific task requirements as defined in the contract.

7.2 This DID is intended for use with ANSI/ISO/ASQ Q9001-2008, Quality Management Systems/Requirements.

7.3 Formal third-party registration of the Contractor to ANSI/ISO/ASQ Q9001-2008 is not required. Contractors that have achieved formal third party registration to ANSI/ISO/ASQ Q9001-2008 are not relieved from requirements for delivering the QMP. Contractors must provide an acceptable QMP that fully meets the requirements described herein.

8. APPROVAL LIMITATION 9a. REFERENCES 9b. AMSC NUMBER

NONE ANSI/ISO/ASQ Q9001-2008

Source:

American Society for Quality 611 East Wisconsin Avenue P.O. Box 3005 Milwaukee, WI 53201-3005

(414) 272-8575 Fax (414) 272-1734 http://www.asq.org/

N/A

10. PREPARATION INSTRUCTIONS

10.1 FORMAT. The QMP is written in a format that follows the structure of ANSI/ISO/ASQ Q9001-2008 (as defined and supplemented in Section 10.3.3 of this DID).

10.2 ALTERNATE PRESENTATION STYLES. Diagrams, tables, matrices, and other presentation styles are acceptable substitutes for text when data required can be made more readable using these styles.

10.3 GENERAL. The Contractor describes how their quality management system meets the requirements of Q9001- 2008 and the additional requirements as stated in this DID.

10.3.1 Related Plans. If requirements are addressed in other plans submitted by the Contractor (e.g. Project Management Plan, Integrated Support Plan), the applicable plan (including applicable section and paragraph number) should be cross-referenced in the QMP.

10.3.1 Definitions. The following terms are used as defined:

a. ‘Contractor’ is equivalent to ‘organization’ as defined in Q9001-2008.

b. ‘Product’ refers to developed hardware/software, NDI hardware/software, modified NDI hardware/software, and product support services.

DATA ITEM DESCRIPTION OAPM-ILS-010

10.3.3 Section Numbering. The numbers in section 10.4 follow the format and structure of Q9001-2008. For example, paragraph 10.4.4.1 references (and may supplement) QMP requirements from Q9001-2008 Paragraph 4.1. The corresponding QMP paragraph may be numbered 4.1 to follow the structure of the ISO standard.

10.4 CONTENT REQUIREMENTS.

10.4.1 General Requirements. Q9001-2008 requirements shall be addressed and their application to Contractor’s organization and processes explained.

10.4.1.1 Documentation (General). Q9001-2008 requirements shall be addressed. The Contractor quality management system documentation defined as required by this paragraph.

10.4.1.2 Quality Manual. Not required.

10.4.1.3 Control of Documents. Q9001-2008 requirements shall be addressed. In addition, documented procedures as additionally required are controlled in the same manner.

10.4.1.4 Control of Records. Q9001-2008 requirements shall be addressed. In addition, the Contractor controls records for the documented procedures as additionally required. The QMP addresses the availability of records for evaluation by the customer or the customer’s representative. Records identify the inspection authority responsible for the release of product.

10.4.2 Management Commitment. Q9001-2008 requirements shall be addressed.

10.4.2.1 Customer Focus. Q9001-2008 requirements shall be addressed.

10.4.2.2 Quality Policy. Q9001-2008 requirements shall be addressed.

10.4.2.3 Quality Planning. Q9001-2008 requirements shall be addressed for this paragraph and subparagraphs. In addition, when changes to the quality management system are planned and implemented, the QMP will be updated to reflect such changes.

10.4.2.4 Responsibility. Authority and Communications. Q9001-2008requirements shall be addressed in this paragraph and subparagraphs. The QMP describes the management structure responsible for operation of the quality management system. In addition to defining the responsibilities and authorities within the organization, top management ensures that personnel who verify work affecting quality have the organizational freedom and authority from persons directly responsible for developing products or executing process within the project to:

a. Initiate action to prevent the occurrence of any nonconformity relating to product, process, and quality system.

b. Identify and record any problems relating to the product, process, and quality system.

c. Initiate, recommend, or provide solutions through designated channels.

d. Verify the implementation of solutions.

e. Control further processing, delivery, or installation of nonconforming product until the deficiency or unsatisfactory condition has been corrected.

10.4.2.5 Management Review. Q9001-2008 requirements shall be addressed for this paragraph and subparagraphs.

Review inputs include provisions for customer feedback and recommendations for improvement from the customer(s) Quality Assurance Representative.

10.4.3 Resource Management. Q9001-2008 requirements shall be addressed for this paragraph and subparagraphs.

10.4.4 Planning for Product Realization. Q9001-2008 requirements shall be addressed in this paragraph. Planning addresses requirements for all documented procedures required by this DID. Other related contract plans (e.g., configuration management plan, software development plan, and test plan) shall be identified in this section.

10.4.4.1 Determination of Requirements Related to the Product. Q9001-2008 requirements shall be addressed for this paragraph. Requirements review incorporates applicable contract review activity.

10.4.4.2 Review of Requirements Related to the Product. Q9001-2008 requirements shall be addressed for this paragraph. Requirements review incorporate applicable contract review activity and consider acceptance criteria.

Review includes consideration of applicable interface requirements.

10.4.4.3 Customer Communication. Q9001-2008 requirements shall be addressed for this paragraph. The paragraph addresses implementation of effective communications with customer Quality Assurance Representative.

10.4.5 Purchasing. Q9001-2008 requirements shall be addressed for this paragraph and subparagraphs. The Contractor establishes and maintains documented procedures to assure that purchased products conform to specified requirements.

The Contractor ensures that incoming product is inspected or verified on receipt, as necessary, to assure conformance to specified requirements. In determining the amount and nature of receiving inspection, consideration is given to the amount of control exercised by the supplier and recorded evidence of product conformance. When incoming product is released for urgent production purposes, it is positively identified and recorded to permit recall and replacement (if necessary). The Contractor assures provisions are in place to ensure customer access to supplier’s premises when necessary. The customer has access to all facilities necessary to determine product conformance. Verification by the customer does not absolve the Contractor of responsibility to provide acceptable product.

10.4.5.1 Control of Production and Service Provision. Q9001-2008 requirements shall be addressed for this paragraph. The Contractor plans and controls the installation and servicing processes that directly affect product quality, and ensures that such processes are carried out under controlled conditions. The Contractor establishes and maintains documented procedures to assure that such controlled conditions meet specified requirements.

10.4.5.2 Validation of Production and Service Provision. Q9001-2008 requirements shall be addressed for this paragraph.

10.4.5.3 Identification and Traceability. Q9001-2008 requirements shall be addressed for this paragraph.

10.4.5.4 Customer Property. Q9001-2008 requirements shall be addressed for this paragraph. The Contractor establishes and maintains documented procedures to assure that customer property is properly controlled.

10.4.5.5 Preservation of Product. Q9001-2008 requirements shall be addressed for this paragraph. The Contractor establishes and maintains documented procedures for handling, storage, packaging, and preservation of the product.

10. PREPARATION INSTRCUTIONS (CONTINUED)

10.4.5.6 Control of Monitoring and Measuring Devices. Q9001-2008 requirements shall be addressed for this paragraph. The Contractor establishes and maintains documented procedures to ensure monitoring and measuring devices are correctly maintained and calibrated, as needed, to assure accurate measurement and provide correct evidence of product conformity. The QMP addresses the standard used for calibration of test and measuring devices that is traceable to national or international measurement standards.

10.4.6 Measurement, Analysis and Improvement. General. Q9001-2008 requirements shall be addressed for this paragraph.

10.4.6.1 Customer Satisfaction. Q9001-2008 requirements shall be addressed for this paragraph. The Contractor includes feedback from Government quality assurance personnel when measuring customer satisfaction.

10.4.6.2 Internal Audit. Q9001-2008 requirements shall be addressed for this paragraph. The Contractor provides results of internal audits to the customer Quality Assurance Representative.

10.4.6.3 Monitoring and Measurement of Processes. Q9001-2008 requirements shall be addressed for this paragraph.

The Contractor provides customer access to contractor and suppliers premises. The customer(s) have access to all facilities necessary to evaluate the ability of processes to achieve planned results.

10.4.6.4 Monitoring and Measurement of Product. Q9001-2008 requirements shall be addressed for this paragraph.

The Contractor provides customer access to Contractor and suppliers premises. The customer has access to all facilities necessary to determine product conformance. Verification by the customer does not absolve the Contractor of responsibility to provide acceptable product.

10.4.7 Control of Nonconforming Product. Q9001-2008 requirements shall be addressed for this paragraph. When practicable, the Contractor will physically segregate nonconforming material to prevent misuse.

10.4.7.1 Analysis of Data. Q9001-2008 requirements shall be addressed for this paragraph. The Contractor provides results of analysis regarding customer satisfaction and product conformity to customer’s Quality Assurance Representative.

10.4.7.2 Continual Improvement. Q9001-2008 requirements shall be…