N4034519Q0074_PWS_HelicopterSupportServices_SolomonIslands.pdf

HELICOPTER SUPPORT SERVICES

FOR DEFENSE POW/MIA ACCOUNTING AGENCY (DPAA)

IN THE SOLOMON ISLANDS

PERFORMANCE BASED WORK STATEMENT

1. OBJECTIVE: The objective of this contract is to provide helicopter support services, including medical evacuations, for the Defense POW/MIA Accounting Agency (DPAA) in the Solomon Islands. The Contractor shall provide one (1) helicopter (AS350 or similar), light utility, single engine helicopter (up to five (5) passengers) and qualified crew, and shall be ordered on individual task orders in support of DPAA investigative, recovery, logistics, and administrative operations throughout the Solomon Islands.

2. SCOPE:

2.1 The Contractor shall provide all labor, supplies, equipment, transportation, supervision, any and all taxes, duties, fees, bank transaction fees, training, overhead, general and administrative (G&A) expenses, profit and all other supplies and services and costs necessary to provide helicopter support services for DPAA missions in the Solomon Islands. Overhead and G&A expenses include but are not limited to: expenses for telephone, fax, email and postage, bank transfer fees, clerical support, administrative support and overtime and holiday charges.

2.2 The individual items provided under this contract are listed in Schedule of Supplies and Services (referred to as the Schedule). The items are listed as separate Contract Line Item Numbers (CLINs). Task orders will be issued and shall provide details on the number flight hours, the location of the mission, mission dates, and may include any or all of the CLINs. The helicopter shall be available during the duration of each mission.

Flight times and search and recovery team work sites may be variable depending on the location. In some cases, prepositioning of fuel for helicopter refueling may be required, depending on contractor determination factoring in fuel weight, altitude, distance or other operational factors.

2.3 The helicopter must also be available to provide medical evacuation in the event of medical emergency(s) during the duration of each mission.

3. BACKGROUND: DPAA expects to conduct one (1) to four (4) missions per year in the Solomon Islands to achieve the fullest possible accounting of Americans missing as a result of previous conflicts. DPAA does not expect that any of the missions will exceed 60 days. The various mission sites are located throughout the Solomon Islands. DPAA requires the services described herein to support these efforts.

4. PERFORMANCE WORK STATEMENT:

4.1 HELICOPTER SUPPORT SERVICES (CLIN X001): The helicopter support services rendered will include the following:

4.1.1 The Contractor shall provide helicopter services as listed in the Schedule of Supplies and Services and individual task orders. One (1) helicopter is expected to be tasked to perform under task orders issued under this contract. Historically, DPAA has conducted operations from Honiara, Guadalcanal Island; Munda, New Georgia Island; Taro, Choiseul; and other locations in Western Province. Task orders may identify operations from/to any location in the Solomon Islands which has an airfield. The flight times (blade hours) calculations are identified in paragraph 4.9. The daily standby charge or part thereof applies for the helicopter retained by DPAA.

4.1.2 The Contractor shall provide skilled, competent, trained, and licensed pilots. These pilots will be responsible for all flight operations and other operations affecting flight safety.

4.1.3 The Contractor shall ensure that the pilots are experienced in flying in the difficult type of terrain and conditions existing in the Solomon Islands.

4.1.4 The Contractor shall ensure that pilots undergo any required medical screening.

4.1.5 The Contractor shall replace, at no additional cost to the Government, any ordered helicopter which becomes inoperable.

4.1.6 All aircraft under this contract will comply with the U.S. Department of Defense (DoD) Commercial Air Carrier Quality and Safety Requirements as an approved and certified charter air carrier. The Contractor must be inspected and approved by the Department of Defense Air Carrier Survey and Analysis Office as a certified charter air carrier (Commercial Airlift Review Board (CARB)). The Contractor shall provide the Contracting Officer with a copy of their CARB approval and the Air Operator Certificate (AOC) to operate in the Solomon Islands, and shall advise the Contracting Officer of any CARB visits, and the results of such visits. The standards will include those set forth by the Federal Aviation Authority (FAA). The U.S. Department of Defense information is provided at:

http://www.amc.af.mil/home/amc-commericial-services (DOD Instruction 4500.53).

4.1.6.1 Definitions

4.1.6.1.1 Air Operator Certificate (AOC): The approval granted from a National Aviation Authority (NAA) to an aircraft operator to allow it to use aircraft for commercial purposes. This requires the operator to have personnel, assets and systems in place to ensure the safety of its employees and the general public. The certificate will list the aircraft types and registrations to be used, for what purpose and in what area - specific airports or geographic region.

4.1.6.1.2 Commercial Airlift Review Board (CARB): 32 CFR Part 861- Department of Defense Commercial Air Transportation Quality and Safety Review Program.

4.1.7 Department of Defense Instruction 4500.53, Department of Defense Commercial Air Transportation Quality and Safety Review Program, charges the Commander-in-Chief (CINC), United States Transportation Command (USTRANSCOM), with ensuring the establishment of safety requirements and criteria for evaluating civil air carriers and operators (hereinafter collectively referred to as "air carriers'') providing air transportation and operational support services to the Department of Defense (DoD). It also charges the CINC with ensuring the establishment of a Commercial Airlift Review Board (CARB) and providing policy guidance and direction for its operation. This part establishes DoD quality and safety criteria for air carriers providing or seeking to provide air transportation and, at the discretion of the CARB or higher authority, operational support services to the DoD. This part also includes the operating procedures of the CARB. The CARB has the authority to suspend air carriers from DoD use or take other actions when issues of air carrier quality and air safety arise.

4.1.8 This contract requires the Contractor to be a commercial air carrier within the meaning of DoD Instruction

4500.53. As such, the Contractor shall possess all applicable certificates and shall be under the FAA regulatory or national aviation authority regulatory in the place of performance and safety oversight during the entire contract performance period. Subcontracting to fulfill this requirement in place of the prime Contractor shall not be allowed.

The Contractor shall maintain the required certifications and documentation throughout the entire contract performance period without interruption, and provide updates and renewal when applicable.

4.1.9 If the Contractor is not CARB certified at the time of award, it shall be given no more than 180 days from date of award to become CARB certified. During the 180 day certification period, the Government shall procure the services under this contract from another CARB certified contractor. In the event that the contractor is unable to become CARB certified within the stated period, this contract will be terminated under the Termination for cause provision at FAR 52.212-4(m).

4.1.10 The Contractor shall ensure that the helicopter tendered for use under this contract fully meet or exceed the applicable technical and safety standards mandated by the manufacturers’ maintenance and user guides, and all applicable laws and regulations of the Solomon Islands. The helicopter shall be used in accordance with the regulations and limitations set by the manufacturers as shown in the user's manual. No other helicopter type may be used without the express, written approval of the Contracting Officer or his authorized representative.

4.1.11 The Contractor shall maintain service and overhaul the helicopter during the contract period.

4.1.12 The Contractor shall ensure that the helicopter maintenance will not in any way interfere with DPAA operations. The Government will not separately pay any costs associated with any type of aircraft maintenance.

4.1.13 The Contractor shall provide for an alternate helicopter on site before releasing the helicopter requiring maintenance.

4.1.14 The Contractor shall provide all safety equipment and accessories necessary to comply with all applicable regulations, instructions and directives including those from manufacturer, host nation and regulatory authorities.

4.1.15 The Contractor shall provide helicopter services as specified in each task order, in good mechanical and operating condition.

4.1.16 The Contractor shall obtain supplies and services, including but not limited to equipment, fuel, prepositioning of fuel, fee for acquiring fuel, airport authorization and landing rights required for performance under this contract.

4.1.17 The Contractor shall provide one (1) helicopter with a minimum cargo load capacity of 400 kilograms either internally or externally. The Contractor shall provide all securing equipment including, but not limited to nets, ropes, shackles, swivels and slings.

4.1.18 Passenger compartments of helicopter must be presented in a clean condition so as not to soil passengers, clothing or possession and be free of debris, grease and oil.

4.2 Safety Equipment. The Contractor shall provide the necessary safety equipment, such as life jackets and floats, as required for any flights over water, as well as one complete survival kit stored in the helicopter, including an emergency beacon and mirror.

4.3 Radios. The Contractor shall ensure that the helicopter is outfitted with reliable radio communication systems in the helicopter to enable two-way air-to-air and air-to-ground radio contact to be maintained with the operating location, operating base camp, air traffic control, and at any other site/base DPAA members are working.

Helicopter tendered for service by the Contractor must be outfitted with both Very High Frequency (VHF) and High Frequency (HF) communications equipment. The systems shall comprise at a minimum three (3) communication transceivers: VHF/AM, VHF/FM and HF/SSB. In addition, the helicopter shall be fitted with an ADF receiver and an ELT Beacon.

4.4 Fuel. The Contractor shall provide for the refueling of the helicopter. The Contractor shall ensure that proper logistical arrangements are made to enable refueling of helicopter at auxiliary locations. The Contractor is responsible for the pre-staging costs of helicopter fuel to the required location. The Contractor shall ensure that the helicopter is refueled in a timely manner without any interruptions and/or delays to mission requirements.

4.5 Daily Operation Records (DOR). The Contractor shall provide DOR for helicopter usage to the DPAA team leader for signature. The DOR shall include the helicopter registration number, takeoff and landing sites, number of passengers, baggage/cargo weight for each flight, and total flight hours.

4.6 The Contractor shall operate the helicopter in a safe, efficient, dependable and prompt manner. Operations of the helicopter shall include, but not be limited to the transportation of supplies, personnel and property, and in the event of a medical evacuation for patient(s), attendant(s) and equipment as required by the authorized representative of DPAA. The final decision as to whether or not a flight should be undertaken and the manner and extent of performing helicopter operations (including, but not limited to air worthiness, acceptable load limits, routes, weather and landing site conditions) shall be exclusively the responsibility of Contractor's aircraft commander.

4.7 The helicopter tendered by the Contractor for use under this contract will only be authorized to carry DPAA authorized personnel and property. This may include such personnel as DPAA-sponsored personnel necessary to execute the DPAA mission. In the event that non-DPAA sponsored personnel are allowed to board and fly in an aircraft tendered under this contract, DPAA will not be required to pay for the flight hours flown until the non-sponsored person(s) leaves the aircraft.

4.8 Flights are to operate between sunrise and sunset unless the emergency requires flights during the hours of darkness. Flights are to operate in normal meteorological conditions (i.e. visual flight rules or "VFR"). Medical evacuation flights during hours of darkness are subject to pilot concurrence and night VFR conditions.

4.9 Flight time hours are calculated from the moment the engine starts in preparation for takeoff, to the time the helicopter lands and shuts down its engine, including periods on the ground when engine and rotor are required to remain turning.

4.10 Medical Evacuation: The Contractor shall be on-call to fly helicopter at any time during the period of a task order for medical evacuation as deemed necessary by the Contracting Officer, Ordering Officer or DPAA representatives. Prior to initiation of the task order, the Contractor shall be responsible to designate an on-call representative as a point of contact (POC) in the event a medical evacuation becomes necessary. The POC will be on-call 24 hours a day, seven (7) days a week for the duration of the task order. Notification of a medical evacuation shall be issued with services to commence immediately.

4.11 The Contractor is responsible for seeking and obtaining approval and authorization from Solomon Islands authorities concerning flight routes, landing rights and any and all authorization to operate aircraft in the airspace of Solomon Islands. Contractor must have a valid and current Solomon Islands AOC to operate in all parts of the Solomon Islands. The Contractor is responsible for obtaining the Solomon Islands AOC independent of and without assistance from DPAA.

5. Liability and Insurance:

5.1 Responsibility for Loss of or Damage to Helicopter and Equipment. Except as provided in this section or as the parties hereto otherwise agree the Contractor shall assume the entire risk of and be solely responsible for any and all damage to, or loss of, the helicopter, associated equipment, tools, supplies, spares, materials and other property furnished by the Contractor in connection with this contract; except for, damage to or loss of the helicopter and aforementioned equipment furnished by the Contractor caused by the negligence of the employees, agents or sub-agents of the U.S. Government.

5.2 Responsibility for Injury to Persons and Damage to Property. The Contractor shall indemnify and hold harmless the Government, its officers, enlisted personnel, agents and employees against and from any claims, cost, demands, liabilities, expenses, suits or legal actions (including lawyers’ fees) arising from the death of, injury to, any persons including the Contractor's personnel and/or loss of, or damage to the property of any persons, including the property of the Contractor and the U.S. Government resulting from any act, omission or event connected with the performance of services hereunder by the Contractor or any subcontractor or third party employed by the Contractor, provided however, (i) the Contractor assumes no responsibility or liability whatsoever hereunder for any loss of or damage to the U.S. Government's property or the death of, or injury to, the U.S. Government's employees or agents of the same caused by the negligence or acts of the U.S. Government's employees or agents, and (ii) the extent of the Contractor's responsibility or liability to the U.S. Government under this clause shall be limited to the amounts of any insurance coverage specified in this contract.

5.3 Insurance Coverage. The Contractor shall provide at its own expense and maintain in force at all times during the term of this contract the insurance coverage described below:

5.3.1 Passenger Legal Liability. Passenger Legal Liability shall amount to U.S. $200,000.00 per passenger.

5.3.2 Aircraft Public Liability. Aircraft Public Liability shall amount to U.S. $10,000,000.00 per any one claim.

This includes coverage for bodily injury liability, property damage liability with a combined single limit of Ten Million United States Dollars.

5.3.3 Cargo Liability Insurance: Cargo Liability Insurance shall amount to U.S. $25,000.00 for cargo (Government property) carried internally or externally.

5.3.4 Proof of Insurance. Proof of required insurance coverage shall be submitted to the Contracting Officer at the time of award.

6. TASKS:

6.1 Flight Hour (CLIN X001AA). The actual amount of flight hours incurred during the task order. Flight times that differ from the exact hours will be paid on a prorated basis based on the minutes and seconds on the flight time recorder. This CLIN includes cost associated with technical expenses for helicopter repair and replacement of spare parts and components, grease and oil and regularly scheduled maintenance in accordance with the manufacturer’s specifications. The cost excludes the price of fuel. Fuel costs are calculated under CLIN X001AC. The number of hours specified in the task order shall not be exceeded without a modification to the task order.

6.3 Standby Charge (CLIN X001AB). The helicopter shall be on standby at auxiliary airfields, as required. The Contractor shall provide the helicopter and qualified crew; available at all times to support DPAA mission, including emergency medical evacuation(s) during the period of the task order. This CLIN is considered a standby charge at auxiliary airfields ensuring the helicopter will be available at all times during the period of performance. Before commencement of a mission, DPAA will designate the auxiliary bases to be used during the upcoming mission. An auxiliary base is defined as any commercial airport, base or LZ with vehicle access as designated by DPAA. The Contractor shall make all necessary logistics arrangements to support the designated auxiliary bases. The transportation of the Contractor's equipment, personnel, materials, fuel or other effects at the beginning of, during, or at the end of a mission will be the responsibility of the Contractor.

6.4 Food, Accommodation and Transport of Crew. The Contractor shall be responsible for providing food, accommodation and transport at auxiliary airfields/sites. These costs shall be included in the rates for CLIN X001AB in the event that the pilot or crew is required to stay overnight. The Government will not be responsible for any overnight expenses occurred because of mechanical failure or reasons caused by the contractor.

6.5 Airport Transaction/Landing Fees. The Contractor shall be responsible for all fees and administrative costs associated with helicopter landing at commercial airport or other airfields. These costs shall be included in the rates for CLIN X001AB.

6.6 Fuel Allowance (CLIN X001AC). It is the Government’s intent to pay a fixed price allowance for fuel that is based on both the actual quantity of fuel required to perform the tasks described by the order and the actual price at the time the fuel is required in order to perform those tasks. The task order that is issued for helicopter services will include an allowance for fuel based on the estimated quantity of fuel necessary to perform the tasks required by the order and based on a computed estimated price for fuel.

The computed estimated price for fuel will be based on the posted price for fuel at the nearest commercial refueling facility at the time the task order is issued. The Contractor shall submit an invoice for payment of the fuel allowance after performing the tasks required by the order. As part of its invoice, the Contractor shall provide information on the actual quantity of fuel that was required to perform the tasks required by the task order. The Contractor shall also provide information on the actual price of fuel at the time the fuel was required to perform the tasks included in the task order. The information that must be provided concerning the actual price of fuel is described in the Other Direct Cost (ODC) provision. The Contracting Officer shall review the information submitted by the Contractor to determine whether the allowance for fuel that was initially ordered in the task order should be modified. If the information provided by the Contractor provides a basis for updating the initial allowance for fuel, the Contracting Officer will issue a task order modification to reflect the actual fuel price paid (without additional markup).

6.7 Other Direct Costs (ODC) – Fuel Only

6.7.1 The Government will pay the contractor for helicopter fuel based on the actual price of helicopter fuel, without additional markup, at the time the fuel is required to perform tasks included in a task order.

6.7.2 "Actual price" of helicopter fuel includes tax paid, if any, and reduced by any and all credits and rebates, whether accrued or realized, associated with the services provided. "Actual price" does not include material handling charges, overhead, general and administrative costs, profit, or any other indirect cost that is in any way associated with the purchase of helicopter fuel.

6.7.3 The documentation that is submitted to the Contracting Officer to substantiate an “actual price” must include a copy of the invoice or receipt for the purchase of fuel from the commercial refueling facility in Solomon Islands at the time the fuel is required to perform the task order.

6.8 Secure Flight Line Staging/Storage Area (CLIN X002)

Provide secure flight line staging/storage area at Honiara International Airport to facilitate aircraft loading and storage operations for DPAA property, up to two (2) months per mission. Area shall be at least twenty (20) square meters of secured, lighted and covered storage. Location shall be in close proximity to helicopter landing zone, not to exceed a fifty (50) meter distance (or airport minimum safety distances). Storage area can be a facility or a shipping container.

7. PERFORMANCE REQUIREMENTS SUMMARY:

TASK PERFORMANCE STANDARD

AND ACCEPTABLE QUALITY

LEVEL (AQL)

QUALITY

ASSURANCE

METHOD

INCENTIVES

PWS 4.1.10 Helicopter shall fully meet or exceed the applicable technical and safety standards mandated by the manufacturers’ maintenance and user guides and all applicable laws and regulations.

AQL: 100%

Contracting Officer’s Representative (COR) monitoring and input from DPAA representatives.

Both positive and negative performance will be documented in past performance reports as appropriate. Substantial factor in determining performance rating in annual CPARS and whether to exercise any options.

PWS 4.1.18 Passenger compartments must be presented in a clean condition so as not to soil passengers, clothing or possession and be free of debris, grease and oil.

AQL: 95%

COR monitoring and passengers’ complaints.

in past performance reports as appropriate.

PWS 4.3 Provide operational communication equipment in the helicopter.

AQL: 100%

COR monitoring and input from DPAA in past performance reports as appropriate.

PWS 4.5 Provide daily operating report (DOR) for helicopter usage at the end of each operational day.

AQL: 100%

COR monitoring and input from DPAA in past performance reports as appropriate.

8. Enterprise-wide Contractor Manpower Reporting Application (ECMRA):

8.1 The Contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the helicopter support services via a secure data collection site. Contracted services excluded from reporting are based on Product Service Codes (PSCs). The excluded PSCs are:

(1) W, Lease/Rental of Equipment;

(2) X, Lease/Rental of Facilities;

(3) Y, Construction of Structures and Facilities;

(4) D, Automatic Data Processing and Telecommunications, IT and Telecom- Telecommunications Transmission (D304) and Internet (D322) ONLY;

(5) S, Utilities ONLY;

(6) V, Freight and Shipping ONLY.

8.2 The contractor is required to completely fill in all required data fields using the following web address https://doncmra.nmci.navy.mil.

8.3 Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2013. Contractors may direct questions to the help desk at help desk at: https://doncmra.nmci.navy.mil.