PWS 2.0_r_DCMA-MAN_8210-2_C1_29 May 2020.pdf

DCMA Manual 8210-2

Aircraft Operations

Office of Primary Responsibility Contractor Effectiveness Capability

Effective: November 5, 2018 Change 1 Effective: May 29, 2020

Releasability: Cleared for public release

Implements: DCMA-INST 8210-1(Series), “Contractor’s Flight and Ground Operations,” (a combined regulation/instruction)

Incorporates and Cancels: DCMA-INST 8210-2, “Aircraft Operations,” January 9, 2014

Internal Control: Process flow and key controls are located on the Resource Page

Labor Codes: Located on the Resource Page

Resource Page Link: https://360.intranet.dcma.mil/Sites/Policy/AO/SitePages/8210- 2r.aspx

Approved by: David H. Lewis, VADM, USN, Director

PURPOSE. This issuance, in accordance with the authority in DoD Directive 5105.64 and DoD Instruction 5025.01:

Describes procedures for DCMA personnel where DCMA has been delegated responsibility for surveillance of aircraft operations

Is not subject to any other DCMA waiver process except as contained herein Encompasses the requirements found in the Tri-Service Agreement

DCMA-MAN 8210-2, November 5, 2018 Change 1, May 29, 2020

SUMMARY OF CHANGES

This Manual has been revised to incorporate several process changes, clarify intent in numerous areas, and address a significant number of administrative changes in the agency structure and references. The following identifies the most significant changes in this Manual:

Defines Defense Readiness Reporting System process Redefines AO-401 training requirement as 401A (classroom) and 401B (practicum) Clarifies Pre-Award Survey process Clarifies types of temporary duty (TDY) aircrew support received Updates waiver and approval process Adds coordination process for facility issues/shortfalls at Government owned facilities Revises local operating procedures (LOP) requirements Clarifies process for non-Ground and Flight Risk clause (GFRC) contracts Clarifies flight scheduling and written start-no-later-than times Redefines orientation and incentive flights Clarifies off-station static display process Establishes mishap prevention analytics program Realigns hazard identification procedures under risk management Clarifies intent of Aviation Safety Officer (ASO) spot inspection program Clarifies purpose and expectations for mishap response exercises Clarifies aircraft impound process Updates mishap thresholds Clarifies aircraft operations inspection process for observers

Table of Contents 3

TABLE OF CONTENTS

SUMMARY OF CHANGES

SECTION 1: GENERAL ISSUANCE INFORMATION

1.1. Applicability

1.2. Policy

SECTION 2: RESPONSIBILITIES

2.1. DCMA Director

2.2. Region/Command Commanders

2.3. Contract Management Office Commander

2.4. CMO Commander (Streamline)

2.5. DCMA Director of AO (DCMA-AO)

2.6. DCMA Deputy Director of AO

2.7. Policy and Training Division Supervisor

2.8. Safety

2.9. Region/Command Level AO Offices

2.10. CMO Level AO Offices

SECTION 3: COMMAND AND ADMINISTRATION

3.1. Administrative Requirements

3.2. Flight Operations Requirements

3.3. Waivers and Approvals

3.4. Other Coordination Requirements

3.5. Local Operating Procedures

3.6. Contract Administration Services

3.7. Contract Receipt And Review

3.8. Supporting contract administration Delegations

3.9. Performance of Flight Operations

3.10. AO at Post, Base, Camp, or Station

3.11. Contractors’ Flight and Ground Operations

3.12. Liability

3.13. Subcontractor (Sub-Tier Supplier) Operations

3.14. DCMA 360 APT Standard Page

SECTION 4: FLIGHT OPERATIONS

4.1. Flight Procedures

4.2. Service Guidance

4.3. Flight Acceptance Personnel Requirements

4.4. Flight Planning Facilities

4.5. Local Flight Operations

4.6. Aircrew Duty and Rest Limitations

4.7. Flight Publications

4.8. Flight Crew Information File Program

Table of Contents 4

4.9. Crew/Non-Crew Qualification

4.10. Crew/Non-Crew Evaluation

4.11. Crew/Non-Crew Currency

4.12. Crew/Non-Crew Training

4.13. Flight Planning

4.14. Flight Authorizations and Approvals

4.15. DCMA Mission Profiles

4.16. Flight Profiles Requiring Special Approval

4.17. External Flying

SECTION 5: GROUND OPERATIONS

5.1. Ground Operations

SECTION 6: AVIATION SAFETY MANAGEMENT SYSTEM

6.1. Overview

6.2. Safety Culture

6.3. Mishap Prevention Programs

6.4. Risk Management

6.5. AOTS and Safety Stand-Down

6.6. Aviation Safety Officer/NonCommissioned Safety Officer Appointments

6.7. Safety Meetings

6.8. Safety Literature

6.9. Privileged Information

6.10. Foreign Object Damage Prevention Program

6.11. Bird/Wildlife Aircraft Strike Hazard

6.12. Mid-Air Collision Avoidance Program

6.13. ASO Spot Inspection Program

6.14. Flight Line Safety Program

6.15. Contract Safety

6.16. Mishap Response Plan

6.17. Toxicological Testing

6.18. Mishap Notifications

6.19. DCMA Involvement in Mishap Boards

SECTION 7: RISK ASSESSMENT

7.1. Overview

7.2. AOI Scheduling

7.3. AOI Team

7.4. AOI Process

SECTION 8: CORRECTIVE ACTON PLANS AND CMO RISK ADVISORY BOARDS

8.1. Overview

8.2. Corrective Action Plan

8.3. CMO Risk Advisory Board

8.4. Performance Indicator

Table of Contents 5

8.5. CRAB Process

GLOSSARY

G.1. DEFINITIONS

G.2. ACRONYMS

REFERENCES

TABLES

Table 7.1. AOI Training Table

Section 1: General Issuance Information 6

SECTION 1: GENERAL ISSUANCE INFORMATION

1.1. APPLICABILITY. This Manual applies to all DCMA personnel assigned to Aircraft Operations (AO) Headquarters (HQ), or Region/Command staffs, or performing aircraft operations functions described in this Manual and DCMA Instruction (DCMA-INST) 8210-1, or performing the following Federal Acquisition Regulation (FAR) 42.302 Contract Administration Services (CAS) functions:

1.1.1. For DCMA Quality Assurance Specialists (QASs) as part of an Aviation Program Team (APT) – FAR 42.302 (a) (38) Ensure contractor compliance with contractual quality assurance requirements.

1.1.2. For Contract Safety Managers (CSMs) performing APT duties – FAR 42.302 (a)

(39) Ensure contractor compliance with contractual safety requirements.

1.1.3. For Government Flight Representatives (GFRs), Ground GFRs (G-GFRs), and Government Ground Representatives (GGR) – FAR 42.302 (a) (56) Maintain surveillance of flight operations.

1.1.4. Exceptions. This Manual is not applicable to Service personnel. Nothing in this Manual levies additional requirements on contractors/suppliers. The terms “contractor and subcontractor” are synonymous with the terms “supplier and sub-tier supplier”. Special Programs Command will meet the intent of this Manual to the maximum extent practicable for all Special Access Programs (SAP) and Sensitive Compartmented Information (SCI) contracts.

1.2. POLICY. This Manual describes responsibilities and procedures for DCMA personnel where DCMA has been delegated responsibility for surveillance of aircraft operations. It is the policy of DCMA to execute this Manual in a safe, efficient, effective, and ethical manner. This Manual is not subject to any other DCMA waiver process except as contained herein. This Manual supersedes all previous versions of DCMA-INST 8210-2.

Section 2: Responsibilities 7

SECTION 2: RESPONSIBILITIES

2.1. DCMA DIRECTOR. The Director, DCMA is responsible for the Agency’s aircraft operations. As such, the Director will direct and administer the implementation of DCMA Manual (DCMA-MAN) 8210-2.

2.2. REGION/COMMAND COMMANDERS. The Region/Command Commanders are responsible for safe and effective aircraft operations in their organization.

2.3. CONTRACT MANAGEMENT OFFICE COMMANDER. The Contract Management Office (CMO) Commander (includes CMO directors throughout) has the responsibility, authority, and accountability over the day-to-day operations of their aviation program(s).

2.4. CMO COMMANDER (STREAMLINE). Streamline CMO Commanders, who report to other CMO Commanders, also have the responsibility, authority, and accountability over the day-to-day operations of their aviation program(s).

2.5. DCMA DIRECTOR OF AO (DCMA-AO). A rated officer who reports to the DCMA Director. The Director of AO is responsible for:

2.5.1. Managing DCMA AO Guidance. DCMA-AO will create and enforce all DCMA AO instructions and Manuals.

2.5.2. External Agency Coordination. DCMA-AO will coordinate the DCMA-INST 8210-1 and the Tri-Service Agreement (TSA) with the Services for concurrent approval. This office will also serve as the technical expert for DCMA’s coordination involving all applicable FAR and Defense Federal Acquisition Regulation Supplement (DFARS).

2.5.3. Administering Applicable Training Programs for DCMA and the Services.

DCMA-AO is responsible for the content of the Defense Acquisition University (DAU) GFR, G-GFR, GGR course, Contract Management – Air Operations (CMA-241)), Aviation Program Team (APT) Fundamentals (AO-401A), and the Aircraft Operations Training Seminar (AOTS).

2.5.4. Inspecting DCMA CMOs with AO. DCMA-AO will manage all facets of DCMA’s AO Inspection (AOI) process and the Supervisory Flight program. DCMA-AO chairs the CMO Risk Advisory Board (CRAB).

2.5.5. Managing DCMA-AO’s Mission and Training Travel Budgets.

2.5.6. Managing AO Awards Program. DCMA-AO will manage all aspects of DCMA’s annual AO Awards Program. The DCMA AO Awards program is designed to provide recognition for outstanding individuals and units within the Agency. Reference DCMA-MAN 4201-13, “Performance Management and Awards,” and the mid-November AO Annual Awards Tasking Memo for more details.

2.5.7. Preserving Historical Data/Accomplishing Trend Analysis. DCMA-AO will establish procedures for recording applicable historical data and accomplishing applicable trend analysis.

Section 2: Responsibilities 8

2.5.8. Managing DCMA’s AO Safety Program. DCMA-AO in coordination with Technical Directorate, Safety (TDS) will provide:

2.5.8.1. Policy. Ensure DCMA’s aircraft operations related safety policy and guidance reflects current DoD and Service requirements.

2.5.8.2. Safety Training. Managing Service quotas to Service safety schools and courses.

2.5.8.3. Mishap Investigation Support. Coordinate with the Services to determine safety mishap investigation board composition of contractor, DCMA and/or Service personnel. Every attempt will be made to appoint a DCMA member to a Service Safety Board when the mishap involves DCMA aircrew. Coordinate DCMA’s response to all applicable mishap investigations.

2.5.9. DCMA-AO Military Personnel Billets. DCMA-AO will:

2.5.9.1. Review rated officer requirements in coordination with the Region/Command Director of AO (DAO) (DCMA (E/C/W))/DCMA Special Programs Command (DCMAS)- MHT/DCMA International Command (DCMAI)/Aircraft Integrated Maintenance Operations (AIMO) Command (DCMAA-C) (as appropriate) and Total Force Military Personnel office

(DCMA-TFM).

2.5.9.2. Provide technical reviews and make recommendations to the Region/Command DAO on the qualifications of nominated rated crewmembers, GFRs, and GGRs.

2.5.9.3. Resolve interim rated resource shortfalls with the Region/Command DAO, and the Services.

2.5.9.4. Develop and maintain an overall strategy for DCMA-AO billets to ensure proper allocation of the Agency’s resources to meet customer requirements.

2.5.9.5. The Services are responsible for funding any enroute training requirements per the TSA. DCMA-AOO (Operations) will coordinate with DCMA-TFM and the Services to ensure that Permanent Change of Station (PCS) orders include enroute training and are timed to meet required class schedules. No commitments will be made by any DCMA AO personnel to pay for enroute training.

2.6. DCMA DEPUTY DIRECTOR OF AO. DCMA Deputy Director of AO shares fully with the Director the responsibility for directing and managing the assigned staff in accomplishing the missions and functions of the AO office. The Deputy Director also serves as the AO Operations Division Supervisor (DCMA-AOO). AO Operations Division provides two primary functions;

Risk Assessment and Military Manpower support. The primary role of Risk Assessment is the planning and execution of the AOI program. Other responsibilities include compiling and distributing lessons-learned, trends and strengths (best practices) in AO’s quarterly safety newsletter. The Military Manpower component of the AO Operations Division provides aviation functional expertise working in conjunction with DCMA-TFM, Region/Command Commanders, and the Service Personnel Centers to ensure that active duty military manpower is optimized throughout the DCMA AO Enterprise.

Section 2: Responsibilities 9

2.6.1. Military Manpower. The Manpower Team provides aviation functional expertise working in conjunction with DCMA-TFM (as defined in DCMA Military Personnel Assignments policy), Region/Command Commanders, and the Service Personnel Centers to ensure that active duty military manpower is optimized throughout the DCMA AO Enterprise.

DCMA-AOO ensures Agency Aircrew Readiness data is submitted each month to HQ DCMA Combat Support Center as part of the Defense Readiness Reporting System).

2.6.1.1. Rated Military Service Desks. Rated military officers who provide a Service specific cultural understanding to DCMA-TFM.

2.6.1.2. Enlisted Military Service Desk. Senior enlisted maintenance professional who provides a maintenance cultural understanding to DCMA-TFM.

2.6.2. Civilian Manpower. DCMA-AOO can provide aviation functional expertise to DCMA units developing PDs for civilian AO positions, but plays no role in filling such positions.

2.6.3. AO Risk Assessment. Office responsible for ensuring continuity is maintained within DCMA AO Risk Assessment Programs. Works with Standardization and Evaluation to establish policy, training requirements, budgets and schedules. Establishes Risk Assessment program that is consistent with mission requirements to assess risk and risk management at DCMA units with aircraft contracts. Publishes and coordinates the fiscal year Risk Assessment schedule. Ensures the approved AOI schedule for the next fiscal year is available on the DCMA-AO website by 1 August of the current fiscal year. Appoints the AOI Team Lead and approves the team composition of each AOI team. Develops inspection criteria and provides guidance as required for AOI conduct.

2.6.4. AO Standardization and Evaluation. Office responsible for ensuring standardization is maintained within DCMA AO. Works with Risk Assessment to establish policy, training requirements, budgets and schedules. Develops Memorandums of Agreement (MOAs) with each Service inspection team that may participate in an AOI. Analyzes inspection reports, develops trend analysis and provides cross-flow information to APTs world-wide.

Manages AOI inspection team training program and develops AOI execution policy. Ensures AOI products, briefings and checklists are standardized, updated and published on the Operations DCMA 360 site. Coordinates, develops briefs, and chairs the quarterly AOI standardization meetings. Ensures AOI team member’s feedback is reviewed and disseminated during quarterly AOI standardization meetings. Responsible for the annual review of the AO Risk Assessment Section of this Manual.

2.7. POLICY AND TRAINING DIVISION SUPERVISOR.

2.7.1. Policy. Office responsible for policy guidance concerning DCMA-MAN 8210-2, DCMA-INST 8210-1, the TSA, and AO related FAR and DFARS. Other primary responsibilities include: reviewing DCMA-AO’s response to all waivers, and oversight of the GFR/G-GFR/GGR (CMA-241) and APT Fundamentals (AO-401A) training course materials.

2.7.2. Training. Office responsible for all training related requirements and guidance.

Performance Advocate for the DCMA Audit Results Tracker (DART) Database. Responsible

Section 2: Responsibilities 10 for instruction and maintenance of the DAU CMA-241 course, and DCMA-AO’s AO-401A course. Coordinates scheduling and funding for AO-401B Practicum. Publishes a fiscal year schedule of all standard courses offered. Provides DART Database training through the AO-401A course.

2.7.3. Tools. Office responsible for AO DCMA-360 SharePoint websites and development of electronic tools that facilitate mission execution for the field and oversight for the headquarters.

2.8. SAFETY. DCMA-AO collaborates with the TDS functional manager for the aviation safety program. Primary responsibilities include: collecting and disseminating mishap data, publishing the quarterly DCMA Aviation Safety newsletter, providing safety reviews of waivers and approvals, providing aviation safety training including the ASO portion of the AO-401A course, coordinating and planning the AOTS, and implementation of the policies of Section 6 of this Manual and DCMA-INST 8210-1. TDS is comprised of three safety components:

2.8.1. Aircraft Operation Safety (TDSA). This component mitigates the Agency's risk to Government and contractor aircraft operations through a comprehensive Aviation Safety Management System. Mission execution is performed at the CMO levels by Aviation Safety Officers.

2.8.2. Contract Safety Center (TDSC). This component provides safety surveillance per contract requirements. Contract safety (CS) is the execution arm and principal advisor for all contract safety. Mission execution is performed by CS personnel who operate from within the CMOs and report to the CS Director.

2.8.3. Safety and Occupational Health (TDSO/SOH). This component focuses on preserving a safe and healthful environment for all DCMA personnel, through risk assessment, hazard and mishap investigation, and safety program compliance inspections. SOH provides policy, tools, training enabling a proactive safety culture across the enterprise. Mission execution is performed by HQ assigned Region Safety Managers, Safety Specialists, Industrial Hygienists, Medical Support Team, and supported locally by field Collateral Duty Safety Advocates.

2.9. REGION/COMMAND LEVEL AO OFFICES.

2.9.1. Region/Command DAOs and GGRs. These subject matter experts (SMEs) are the primary points of contact for all AO concerns within their Region/Command. Region/Command DAOs/GGRs report directly to their Region/Command Commander to ensure precise communication of AO related information and issues. They collaborate with DCMA-AO under Agency/AO guidelines. A summary of principal duties is in paragraph 2.9.2. , with additional detail in the Agency Concept of Operations (CONOPS).

2.9.2. Region Support Teams. Teams are comprised of a Region/Command DAO (also the Region/Command GFR) and a GGR/G-GFR. Within their region/command they provide CMO oversight, mentoring, and assistance. This frequently includes duties away from the workplace to safeguard airworthiness for test flight crews and the warfighter due to the turnover of military personnel performing DCMA duties outside their normal expertise. Travel stewardship is often

Section 2: Responsibilities 11 predictable, e.g., On-The-Job-Training (OJT) during a survey, merging Temporary Duty (TDY) locations. TDY variances depend on many factors including APT size and experience.

Region/Command GFR/GGRs/G-GFRs staff assistance visits must include: biennial APT surveys (between AOIs); new personnel indoctrination/OJT; APT assignment/augmentation.

Other Region/Command GFR/GGR/G-GFR duties include assisting CMOs/APTs with new contract pre/post award assessments, contract reviews, contractor procedures, Supporting Contract Administration (SCAs)/delegations, reviewing/preparing correspondence, corrective action plans, waivers, surveillance plans, mishaps, policy interpretation, and SME support. They assist with and maintain awareness of GFR/GGRs/G-GFRs personnel status, assignments, training requirements, and APT workload assessments. The DAO will ensure each CMO submits accurate and timely monthly metrics data. Region/Command GFRs/GGRs/G-GFRs augment HQ staff as AOI team members and coordinate pre/post AOI activities within their region. However, they do not perform or attend AOIs within their region unless they are assigned as primary APT members. Additionally, they may provide support and assistance to other regions, if requested.

2.9.3. CMOs with Multiple Resident and Non-Resident Sites with AO. These CMOs that provide oversight of multiple sites (e.g., DCMA Palmdale) may be manned similar to the region staffs to include a rated SME (aircraft operations manager) and ground operations SME.

2.10. CMO LEVEL AO OFFICES.

2.10.1. Chief of Flight Operations. Excluding rated CMO Commanders, the Chief of Flight Operations (CFO) is normally the senior rated aviator at the facility where DCMA flight operations are conducted. The CFO is the Operations Officer for all DCMA/military flight operations. The CFO must be designated in writing by the CMO Commander. CFOs manage all DCMA/military operations where DCMA has flight operations responsibilities (DCMA resident aircrews). DCMA units with only one assigned rated officer may appoint this individual as both the GFR and the CFO (GFRs oversee contractor aircraft operations; CFOs oversee military aircraft operations). DCMA units with additional, discrete locations may designate that remote site’s GFR as a CFO for that specific site, separate and distinct from the CFO designated for the CMO’s primary flight operations location. CFO responsibilities include:

2.10.1.1. Unit Aircraft Flight Operations Budgets. CFOs are responsible for proper planning and execution of their CMO’s flight operations budget.

2.10.1.2. Oversee Training/Evaluation Programs for DCMA’s Assigned Military Personnel. The CFO must ensure that DCMA military aircrew training programs are per DCMA and Service guidance paragraph 4.4.2. Additionally, the CFO must ensure that all aircrews maintain currency and are proficient in the mission. The CFO supervises and administers DCMA military aircrew upgrade programs.

2.10.1.3. CFOs must develop and maintain a process that ensures DCMA aircrews are current/qualified for their assigned missions. This responsibility is separate from the DCMA- INST 8210-1 GFR requirement to ensure TDY aircrews are current and qualified.

Section 2: Responsibilities 12

2.10.1.4. Ensure applicable flights involving DCMA and military aircrews are properly approved. The CMO Commander or their designee must sign the flight authorization for all flights involving DCMA aircrews. If so designated, the CFO may sign these flight authorizations. The Commander’s signature is in addition to the requirement that the GFR sign a request for flight approval as required under the Combined Instruction. The GFR’s approval of the flight request signifies that contractor crewmembers have been approved, all crewmembers and non-crewmembers are current and qualified for their position, contract Procedures have been approved, and that the flight profile is within the scope of the contract. This is the final requisite step to provide for Government indemnification of contract flights under the GFRC.

2.10.1.5. Manage all external, flight related correspondence. The CFO must maintain all local flight operations related Memoranda of Understanding (MOU)/Agreement (MOA) between the CMO and supported/ supporting units. These documents must be signed by the CMO Commander.

2.10.1.6. Compile/Report Metrics.

2.10.1.6.1. The CFO (or designate) is responsible for compiling aircraft operations metrics/data (as determined by DCMA-AO) and submitting this information in a timely fashion. Contractor and DCMA flight hours, number of sorties, and number of deliveries must be tracked and reported by the 10th of each month via the Flight Data Entry SharePoint list.

2.10.1.6.2. Each flying CMO must report their AO monthly aircrew manning, currency, and qualification status, (which include short or long term aircrew member absences) and critical aircrew billet fill numbers to DCMA-AO. This data along with the “CMO Monthly Memorandum for Record” must be submitted by the 5th of each month. The APT Standard Page contains a link to the DCMA 360 “Aircrew Currency Page” to facilitate monthly readiness reporting. See paragraph 4.11.3.

2.10.2. APT. The APT is responsible for the Government’s surveillance of contractor aircraft operations whenever DCMA-INST 8210-1 is found on contract either by direct reference or through the inclusion of DFARS 252.228-7001.

2.10.2.1. APT Makeup. The APT consists of the GFR (and alternates), GGR, CSM, and the QAS. APT makeup may be modified depending on the assignment (or lack thereof) of FAR 42.302(a) (38), (39), or (56) CAS functions. The GFR leads the APT.

2.10.2.2. APT Functions. The APT must work as a team to make critical decisions about the safety and effectiveness of each contractor flight/ground operation. This assures that aircraft are maintained and operated by contractors in accordance with contract requirements. To effectively execute their mission, APT members must establish and maintain communications with all functional areas of the CMO Program Support Team (PST) (where the PST exists). The APT is also responsible (in coordination with the property administrator (PA)) for making liability recommendations to the Administrative Contracting Officer (ACO) for all incidents involving Property Loss to Government aircraft when the GFRC is in the contract.

2.10.2.3. APT Meetings. APTs must meet (in person, on-line or via the telephone) at least quarterly to discuss surveillance plan trends, corrective actions, upcoming Surveys and

Section 2: Responsibilities 13

AOIs, etc. Meeting minutes are not required but some evidence of the meetings, including who attended, must be maintained for at least 2 years.

2.10.2.4. Early CAS. The APT must make every effort to involve itself in the CAS process as soon as practical. Early APT involvement can help identify problems involving GFRC requirements so solutions can be developed early in the process. The APT must help determine which Service requirements and regulations apply to the contract and then ensure the contractor’s Procedures meet those requirements. Exclusion of the GFRC on an aircraft contract may constitute a deficiency and should be discussed with the contracting officers. If a dispute arises as to whether the deficiencies require Procuring Contracting Officer (PCO) involvement, assigned legal counsel should be consulted.

2.10.2.5. Post Award Orientation Conferences (PAOC). Post award orientation aids both the Government and supplier personnel in achieving a clear and mutual understanding of all contractual requirements to include how the GFRC applies. The APT may make every effort to participate in, or conduct a PAOC with suppliers receiving contracts involving aircraft operations for the first time. Additionally, the APT may consider meeting with suppliers experiencing turnover of key management personnel.

2.10.2.6. DART Database. All APT members except for the QAS must use the DART to document surveillance results. DART is a SharePoint list that collects, organizes, and displays real-time surveillance data for trend analysis. APTs must ensure data accuracy and standardization of entries amongst the APT. Data may be sorted, filtered, or tailored to assist with evaluation of contractor performance and serves as formal documentation of surveillance results. DART resides on the DCMA-AO project site, and is accessible through each CMO APT Standard Page. DCMA-AO provides DART training during the AO-401A course and may be accessed from the Training Website. Due to security requirements, the DART database is currently not available for DCMAS administered contracts. This exemption does not relieve APTs from the requirement of developing an effective APT Surveillance plan (see paragraph

2.10.3.8. ).

2.10.2.7. Corrective Action Request (CAR). All members of the APT must use the same CAR system of record and process CARs as described in the DCMA-MAN 2303-01, “Surveillance.” For subcontractors, level I and II CARs should not be routed to the prime without the redaction of subcontractor proprietary information. APTs may copy the subcontractor on CARs issued to the Prime contractor. DCMAS is exempt from using the CAR system of record due to security constraints but will use a locally developed and approved system that meets the intent of published guidance.

2.10.2.8. APT Training.

2.10.2.8.1. AOTS Requirement. All APT members must complete safety training through attending the AOTS (see paragraph 6.6.5. .).

2.10.2.8.2. OJT Program. The appropriate Region/Command DAO must ensure all newly assigned GFRs and GGRs complete the OJT guide found on the Resource Page prior to assuming their respective roles. OJT consists of a thorough review of the trainee’s contract(s)

Section 2: Responsibilities 14 and contractor’s Procedures; interviews discussing roles and missions with the ACO, and CMO Commander (interviews may be conducted via telephone); and completing AO-401B.

2.10.2.8.3. Mentorship. Region/Command DAOs are responsible for appointing mentors to their newly assigned GFRs and GGRs. Funding for mentor travel resides within the Region. Mentors will be selected based on their experience in the job and performance during their unit’s AOI.

2.10.2.9. AO-401B Training (Practicum). Provides GFRs, GGRs and CSMs (assigned to an APT) a practical opportunity to build on the knowledge gained through CMA-241 and AO- 401A. The goal is to enhance trainee competence and understanding of AO related responsibilities associated with inspections and/or surveys, to include scope, philosophy, goals, objectives, auditing and interviewing techniques, and risk assessment, as well as pertinent references/tools: DCMA 8210-1 (all relevant versions), DCMA-MAN 8210-2, AOI Element Guides, etc.

2.10.2.9.1. There are two means of accomplishing AO-401B. GFRs/GGRs may satisfy the requirement through AOIs or APT surveys. AOIs are the preferred method. CSMs must satisfy the requirement through AOIs. When surveys are used, they must be supported by at least one AOI qualified Regional staff member, but may include any AOI qualified personnel.

Regions/Commands are responsible for funding staff travel. Selected surveys should be outside the trainee’s CMO. Region/Command DAOs are the approval authority for use of surveys to accomplish AO-401B within their region/command. DAOs must coordinate with their DAO counterparts for scheduling outside their own region/command.

2.10.2.9.2. Funding for all AO-401B trainees is provided through Workforce Development.

2.10.2.9.3. Fiscal Year Requirements Determination for Funding. Respective Region/Command DAOs and DCMA Contract Safety, Aviation Program Manager, or Director of Safety Special Programs Command, as applicable, must provide their projected trainee requirements (total numbers) to the AO Director of Training no later than (NLT) 15 March each year for the following fiscal year. Any subsequent requests for adjustments must be coordinated with the AO Director of Training.

2.10.2.9.4. Survey Schedule. Region/Command DAOs must provide their projected survey schedule to the AO Director of Training NLT 1 August each year for the following fiscal year.

2.10.2.9.5. GFRs/GGRs. Each new GFR/GGR graduate of CMA 241 and AO-401A must be scheduled to complete AO-401B during the first 12 months of their tour, by their respective Region/Command AO staff, in coordination with DCMA-AO Risk Assessment.

Primary GFRs/GGRs should complete AO-401B prior to their own AOI. Region/Command DAOs will coordinate/prioritize their training prior to submitting requirements to the AO Risk Assessment Program Manager for AOI scheduling or AO Director of Training for survey scheduling. Requests for primary GFR/GGR AO-401B must be submitted at least 120 days from event execution to allow sufficient time for scheduling and planning. Region/Command DAOs

Section 2: Responsibilities 15 are responsible for coordinating with their trainees. If possible, match trainees to sites with programs similar to that of the trainee’s. Keep in mind that many factors come into play when matching trainees to sites. 55 Days prior to event execution trainees will receive notification from either the AOI Team Lead prior to an AOI, or by their respective Region/Command DAO in the case of surveys. Travel instructions will be provided at that time. Orders will be submitted through the Defense Travel System following notification.

2.10.2.9.6. CSMs. To satisfy AO-401B requirements, newly assigned CSMs must be scheduled to observe an AOI during the first 12 months after appointment to an APT. DCMA Contract Safety, Aviation Program Manager, or Director of Safety Special Programs Command, as applicable, will coordinate/prioritize their training prior to submitting requirements to the AO Risk Assessment Program Manager for scheduling and notify trainees which AOI they have been assigned. Training requests must be submitted at least 120 days from the proposed AOI to allow sufficient time for scheduling and planning. Trainees will receive notification from the respective AOI Team Lead approximately 55 days prior to the AOI. Travel instructions will be provided at that time. Orders will be submitted through the Defense Travel System following notification.

2.10.2.10. Request for Scheduling Changes. Submit to AO Risk Assessment Program Manager for AOI scheduling or AO Director of Training for survey scheduling NLT 90 days prior to the scheduled event. Request for schedule changes inside of 90 days prior to execution will be handled on a case-by-case basis.

2.10.3. GFRs. GFRs are responsible for surveillance of those contractor aircraft flight and ground operations involving Government aircraft and other aircraft whenever DCMA-INST 8210-1 is included on a contract (either by direct reference or through the inclusion of DFARS 252.228-7001), Cooperative Research and Development Agreement (CRADA) or lease agreement.

2.10.3.1. Background. A GFR is a rated US military officer or previously rated Government civilian. The term “rated aviation officer” or “rated officer” refers to Army aviators; Air Force pilots, navigators, Electronic Warfare Officers (EWOs), Combat Systems Officers (CSOs) etc.; Naval Aviators and Naval Flight Officers (NFOs). Prior to issuing a Request for Personnel Action (RPA) for hiring civilian GFRs, CMO or Region/Command Commanders must coordinate the RPA with DCMA-AOO and the Region/Command DAO.

2.10.3.2. Classroom training. Complete CMA-241and AO-401A. GFRs must re-attend these courses if they have not attended in the past five years. Instructing the courses counts as attending.

2.10.3.3. On-Site Training. Complete the OJT program found on the Resource Page. As part of OJT all GFRs must complete AO-401B, however, new GFRs do not have to complete AO-401B prior to performing GFR duties. GFRs returning from deployments of 179 days or more must re-complete the OJT program (not to include observing an AOI) within 30 days of their return. This requirement does not apply if GFRs performed GFR duties during the deployment.

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2.10.3.4. Appointing GFRs. DCMA GFRs receive a signed Appointment Letter from their CMO Commander. DCMA CMO Commanders are authorized, via DCMA-INST 8210-1, to act as the Approving Authority for DCMA GFRs and G-GFRs, but have no authority to appoint non-DCMA personnel to perform duties as GFRs or G-GFRs in any capacity. That authority rests with the appropriate Service Approval Authority per DCMA-INST 8210-1. CMO Commanders may also appoint an alternate GFR IAW DCMA-INST 8210-1. Alternate GFRs have the same responsibilities as primary GFRs and must meet the identical qualification requirements. GFRs may act as Primary or Alternate GFRs at a maximum of six contractor facilities (resident and non-resident). However, they may act as Primary GFR at no more than four of the six facilities.

2.10.3.4.1. “Resident” sites are defined as the duty locations for the primary GFR/G- GFR, and those sites they can travel to by car, execute surveillance, and return to their duty location in a standard workday. For a site to be “resident,” the GFR/G-GFR must be able to accomplish persistent/routine surveillance at the site, at least one day each week, on average.

2.10.3.4.2. “Non-Resident” sites are those sites not meeting the criteria in paragraph

2.10.3.4.1. . CMO Commanders must use discretion regarding appropriate workload delegations based upon the number of contractors at each facility, the complexity of the work being accomplished, etc.

2.10.3.5. GFR Responsibilities. GFR duties and responsibilities are described in DCMA-INST 8210-1 and this Manual. These requirements and responsibilities include:

2.10.3.5.1. Contractor Procedures. GFRs should remind contractors that approved written Procedures are required for flight and ground operations under the GFRC. GFRs must notify the applicable ACO(s) and their Commander(s) if contractors begin work without approved Procedures. The APT must review these Procedures.

2.10.3.5.1.1. Procedures Approval Process. The GFR will approve the contractor’s Procedures if they meet all applicable requirements. The final decision to approve, conditionally approve, or disapprove the contractor’s Procedures rests with the GFR. Procedures must be formally approved through the use of a signed Approval Letter. Signatures may be electronic. A sample Approval Letter can be found in the AO correspondence guide on the Resource Page. GFRs may also sign a Procedures cover sheet, however, a separate Approval Letter must also be signed. The GFR must maintain a record of approval of the Procedures for 3 years. Send a copy of the Approval Letter to the ACO(s).

2.10.3.5.1.2. Referenced Procedures. The contractor must prepare and maintain specific written Procedures, separate and distinct from industrial or quality procedures that describe aircraft flight and ground operations at all operating facilities. If the contractor references existing company procedures (Core/Enterprise procedures), operating instructions, etc., in these Procedures to fulfill the requirements of DCMA-INST 8210-1, the referenced document(s) must be made readily available for review and become part of the contractor’s Procedures. Such referenced documents are now part of the contractor’s Procedures, therefore approval of the Procedures constitute approval of the referenced documents. Procedures must address configuration control for referenced documents. Changes to referenced documents

Section 2: Responsibilities 17 affecting process or procedure, must be provided to the GFR for review prior to publication but do not, in and of themselves, require a new Approval Letter. Administrative or maintenance changes to referenced documents not affecting process or procedure do not need GFR concurrence prior to publication; however, the GFR shall be notified of the changes made.

2.10.3.5.1.3. Procedures and Subcontractors. It is the responsibility of the prime contractor to develop, submit for approval, and follow flight and ground operations Procedures when they are required by contract. If the prime contractor(s) elects to have a subcontractor draft the Procedures, the prime(s) must sign/endorse the Procedures as their own. Where subcontractors perform work on Government aircraft the prime contractor has the additional responsibility of ensuring the subcontractor follows the prime’s Procedures. GFRs must directly communicate with the prime on all issues regarding Procedures, including those involving development and modification of, and compliance with the Procedures. When GFRs observe subcontractor operations deviating from the approved Procedures they must include the prime on all required corrective actions.

2.10.3.5.1.4. Revising Procedures. Contractors constantly revise individual procedures. Per DCMA-INST 8210-1, contractors cannot implement revised procedures without prior approval of the GFR. There must be an agreed upon process in place to address revision control with individual procedures unless the contractor only revises their Procedures on an annual basis.

2.10.3.5.1.5. Procedural Language. The GFR must ensure that the language of the Procedures is written in a manner that mandates compliance and creates an auditable standard for the contractor to follow. GFRs should pay particular attention to the use of terms that redefine, opt out of mandates (e.g., shall, will, can, may), or lack descriptive clarity as to how a task or process shall be accomplished.

2.10.3.5.2. Oversee the Contractor’s Training/Evaluation Program.

2.10.3.5.3. Conduct Contractor Surveys. See rules for resident and non-resident GFRs/G-GFRs in paragraphs 2.10.3.4.

2.10.3.5.3.1. Resident Surveys and GFR Reports. Per DCMA-INST 8210-1, resident GFRs must perform a minimum of one contractor survey every 12 months. APTs may use numerous sources of information to formulate this assessment including their observations throughout the year, CARs, AOI reports, etc. Survey reports are contractor compliance based.

APTs are encouraged to mirror the inspection items evaluated during DCMA-AO’s AOI but must be limited in scope to the assessment of the contractor operations IAW DCMA-INST 8210- 1 and the contract. GFRs must ensure all Corrective Actions (as appropriate) are incorporated into the CAR system of record following the ACO review.

2.10.3.5.3.2. Non-Resident Surveys and GFR Reports. These semiannual surveys need not be as comprehensive as the annual survey. At a minimum, semiannual surveys should still include an analysis of the current state of the contractor’s aircraft safety program, the status of corrective actions from previous surveys, and a review of any high interest items.

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2.10.3.5.3.3. Contractor Surveys and AOIs. If an AOI is conducted within 3 months prior to the scheduled annual survey, in lieu of conducting an additional contractor inspection by the APT, GFRs may use the AOI report along with APT observations made throughout the year to create an annual report on contractor compliance. If the AOI falls outside this window, GFRs will conduct the annual survey as scheduled per DCMA-INST 8210-1.

2.10.3.5.3.4. Additional Reporting Requirements. GFRs must send copies of all survey reports to the Region/Command DAO via the appropriate chain of command. APTs should capture survey results in DART. See paragraph 2.10.2.6. for additional surveillance documentation processes through DART.

2.10.3.5.3.5. Pre-Award Survey. A Pre-Award survey request from a procuring agency contracting officer (DFARS 9.106) should precede new aircraft work considered for contract award without existing DoD aircraft contracts currently under the GFRC. Pre-Award surveys involving aircraft operations must be coordinated with the Region/Command DAO via the appropriate DCMA Pre-Award Survey Manager IAW DCMA-MAN 2401-01, “Negotiation Intelligence Procedures.” In addition, contact the Region/Command DAO if a CMO/APT becomes aware of a new contract developing (or awarded) outside of an existing GFRC contract location without the pre-award survey manager or DAO involvement, or if a another model aircraft is anticipated at a current GFRC contract location.

2.10.3.5.3.6. Post Award. The GFR may recommend a full PAOC for contracts that include the GFRC, especially for new contractors. If the ACO declines, the GFR may request a meeting with the assigned APT and contractor to ensure the contractor understands the requirements of the GFRC and the Combined Instruction, DCMA-INST 8210-1.

2.10.3.6. Flight Approvals. GFR approval is required for all flights under the GFRC.

Signing the flight approval indicates that the contractor has demonstrated compliance with their Procedures and all contractual requirements under the GFRC and is the final requisite step for the Government’s indemnification of the contractor. GFR approval of flights under the GFRC is required regardless of who is on board the flight (contractor, military, or both).

2.10.3.7. Metrics. In the absence of a CFO, the GFR is responsible for complying with the requirements of paragraph 2.10.1.6. for contractor flying hours, sorties, deliveries, crew currency, and other metrics such as the less than Class D mishap data (also, see paragraph 6.18.1.

2.10.3.8. Organize the APT’s Surveillance Plan. GFRs must establish an APT surveillance plan for each contractor facility and track monthly surveillance results for trend analysis. APT surveillance plans include GFR, GGR and CSM contract surveillance activities.

GFRs may include QASs as part of the APT Surveillance Plan. Due to security requirements, the DART database must not be used for DCMAS administered contracts. This exemption does not relieve APTs from the requirement of developing an effective APT surveillance plan. The APT Surveillance Plan Guidebook on the Resource Page provides detailed guidance for plan development and execution incorporating the requirements of DCMA-MAN 2303-01, “Surveillance.”

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2.10.3.9. The GFRC and GFRs. The GFRC, through its requirement for contractors to comply with the DCMA-INST 8210-1, by default also requires the appointment of a GFR. This process makes the GFRC the central clause related to GFR responsibilities and authority. GFRs must be thoroughly familiar with the clause and its application. Whenever damage to Government aircraft is reported, particularly when the cost of repair exceeds the GFRC’s deductible, the GFR must discuss the damage incident with the ACO and assist them in making a proper liability/deductible determination. Although each incident should be evaluated on its own merits, GFRs and ACOs should use the following general rules and examples when determining if an incident constitutes “damage” (which is normally covered under the GFRC) and “workmanship” (which is not normally covered):

2.10.3.9.1. Damage. For most situations “damage” versus “workmanship” determinations can be made based on intent. Damage with respect to the GFRC is the non-conforming result of a task, operation, or action which was not originally planned or intended. For example, a mechanic was pushing a stand next to the aircraft and scratches the inlet coating. The intent of the task was to move the stand, not to scratch the coating; this would be considered damage to the aircraft and a contractor should expect to be indemnified via the GFRC (minus the appropriate deductible).

2.10.3.9.2. Workmanship. Workmanship errors consist of damage to the aircraft that is the result of a task, operation, or action which was originally planned or intended, but the end result was not within allowable limits. For example, a mechanic was scraping coating off an inlet and removes too much. The intent of the task was to scrape the inlet coating, but too much was removed. This would not be considered aircraft damage with respect to the GFRC. With few exceptions the Government does not indemnify contractors for workmanship errors.

2.10.3.10. Property Loss Investigation and Determination. The GFR along with the PA must investigate all Property Loss involving aircraft under the GFRC and provide recommendations to the ACO concerning the applicability of the GFRC’s deductible for each relevant incident. Investigations of Property Losses are used to determine liability and deductibles with respect to the GFRC and are unrelated to Safety or Judge Advocate General (JAG) investigations. (See DCMA-MAN 2501-12, “Contract Property Loss” and DFARS 252.245-7002, “Report Loss of Government Property” for further guidance on Property Loss investigation and determination processes.)

2.10.3.11. ACO Relationship. GFRs maintain a close working relationship with their ACOs. ACOs, with their broader CAS responsibilities, are privy to information on programs and future shifts in workload. Coordinate any forecasted program changes that may affect workload/manning requirements with the Region/Command DAO and DCMA-AO Operations.

2.10.3.12. Office of General Counsel Relationship. The APT has aviation contract and insurance law experts available via their servicing Office of General Counsel and should maintain a working relationship with their assigned CMO Office of General Counsel. These experts have a vast amount of experience in resolving some of the more complex regulatory and legal issues facing GFRs.

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2.10.4. GGR and G-GFR. The GGR/G-GFR is responsible for surveillance of contractor aircraft ground operations under GFRC as described in DCMA-INST 8210-1. Where no flight operations exist, CMO Commanders may delegate limited GFR responsibilities (those related to oversight and approval of Ground Operations Procedures (GOPs) to the GGR. GGRs so “Appointed” are called G-GFRs. G-GFRs are never assigned where a GFR is assigned. G-GFRs are not authorized to approve flight Procedures, approve crewmembers or sign flight approvals.

GGRs must be familiar with the status of all contractor facilities, equipment, group personnel training and certification, technical data, and Procedures involving aircraft ground operations.

CMO Commanders may also appoint an alternate GGR IAW DCMA-INST 8210-1. Alternate GGRs have the same responsibilities as primary GGRs and must meet the identical qualification requirements. Prior to assuming GGR duties, the GGR appointee must meet the following requirements (applies to G-GFR assignees as well):

2.10.4.1. Background. A GGR/G-GFR is a US military aircraft maintenance officer or NCO (E-7 or above), or former U.S. Military aircraft maintenance officer/NCO Government civilian. Prior to creating an RPA for hiring civilian GGRs, CMO or Region/Command Commanders must coordinate the RPA with DCMA-AOO and the Region/Command DAO.

CMO Commanders may designate military E-6 aircraft maintainers filling E-7 assigned billets as GGRs without requesting a waiver. E-6 GGRs cannot be assigned as G-GFRs without a waiver.

2.10.4.2. Classroom training. Complete CMA-241 and AO-401A. GGRs must re-attend these courses if they have not attended in the past five years. Instructing the courses counts as attending.

2.10.4.3. On-site training. Completion of the OJT training program, found on the Resource Page. As part of OJT, all GGRs/G-GFRs must complete AO-401B, however, new GGRs/G-GFRs do not have to complete AO-401B prior to performing GGRs/G-GFRs duties.

GGRs returning from deployments of 179 days or more must re-complete the OJT program (not to include…