Att (8) OAWR Procedures and Form_2 Jul 2019.docx

OAWR INSTRUCTION

Based upon

DEPARTMENT OF DEFENSE

Defense Contract Management Agency Overhaul, Maintenance, Modification, and Repair (OMMR)

Quality Assurance Directorate DCMA-INST 328 OPR: DCMA-QA May 22, 2013 FAR 27.401 Definitions

“Form, fit, and function data” means data relating to items, components, or processes that are sufficient to enable physical and functional interchangeability, and data identifying source, size, configuration, mating and attachment characteristics, functional characteristics, and performance requirements. For computer software it means data identifying source, functional characteristics, and performance requirements, but specifically excludes the source code, algorithms, processes, formulas, and flow charts of the software.

What is an OAWR?

An Over and Above Work Request (OAWR) is a proposal applied to contracts for the performance of maintenance, overhaul, modification, and repair of various items (e.g., aircraft, engines, ground support equipment, ships, simulators) which generally contain over and above work requirements. When they do, the contracting officer shall establish a separate contract line item for the over and above work. Over and above requirements task the contractor to identify needed repairs and recommend corrective action during contract performance. The contractor submits a work request (OAWR) to identify the over and above work and, as appropriate, the Government authorizes the contractor to proceed. Over and above work requests are within the scope of the contract. To the maximum extent practical, and as applicable, over and above work shall be negotiated prior to performance of the work.

OVER AND ABOVE WORK REQUESTS (OAWR) PROCEDURES

OVER AND ABOVE IAW DFARS, Section 252.217-7028 (Reference (a)). The OAWR procedures shall cover, as a minimum:

· The data on the type of discrepancy disclosed,

· the specific location of the discrepancy, and

· the estimated labor hours and material required to correct the discrepancy.

· Data shall be sufficient to satisfy contract requirements and obtain the authorization of the PCO to perform the proposed work.

COR reviews, verifies, and authorizes the work prior to submitting to Contracting for analysis and modification clearance. (Reference Exhibit 1)

PROPOSAL PRICING, SUBMISSION, NEGOTIATION, AND DEFINITIZATION

As may be appropriate, OAWR procedures shall also address:

1. The place or places where the OAWRs are to be submitted.

2. COR reviews, verifications, and authorizations that are necessary before the Contractor may begin the work.

3. A sampling strategy to verify minor defects. Contracting Management Offices (CMOs) that experience a large number of OAWRs submitted per platform may implement a sampling strategy for minor defects when a basis of confidence has been established; i.e., Contractor has demonstrated controls in identifying and documenting defects as over and above, or when a trend of repetitive defects has been established over several platforms. All OAWRs that affect safety of flight (SOF) or critical safety item (CSI), or that are classified as a critical or major shall be reviewed and verified.

4. Additional documentation required to support the OAWR.

a. Market Research (Reference Exhibit 2)

i. Established competition (3 or more quotes)

ii. Vendor Pricing, Quotes, supporting negotiation documentation, Sole Source documentation (Reference Exhibit 3)

5. Identifying codes or symbols indicating disposition/decision of OAWRs.

6. Submission and authorization procedures for contractor-acquired property requests.

7. Contractor responsibilities for reporting production progress.

8. The process for identifying work requests that affect CSI critical characteristics or SOF items. Procedures may refer to the applicable SOF Program Plan for SOF items.

9. Submission and authorizations procedure for cannibalization or rob-back.

10. Identifying completed inspections that require re-inspection (break of inspection (BOI)).

OAWR REJECTION/APPROVAL PROCESS

IAW paragraph (c) of DFARS, Section 252.217-7028 (Reference (a)), upon discovery of the need for O&A work, the CONTRACTOR shall prepare and furnish to the COR an OAWR IAW the agreed upon procedures. The PCO shall require the following elements in the contractor’s work request proposal:

1. Contract Number.

2. Title of Program (Device/Site).

3. Date of submission.

4. A description of the proposed work (Needed Repairs/Corrective Action/Discrepancy/Materials), including disposition instructions and adequately defined inspection and acceptance criteria.

5. Work request number (Sequential Task Number). If an OAWR is rejected and resubmitted, the same number will be used with an “r1” after the number (i.e. 001, 001r1, 001r2, etc.). Cancelled OAWRs will maintain the assigned task number; the new OAWR, submitted after a cancelled OAWR, will be assigned the next sequential task number. All OAWRS will be tracked sequentially.

6. Total proposed firm-fixed-price supported by a breakdown of labor, parts and materials, direct travel costs, and other cost/price elements, as needed or if applicable, by documents/work requests indicating the already agreed to negotiated hours.

7. OAWRs submitted without the above requirements will be subject to rejection/disapproval.

UPON RECEIPT OF AN OAWR IPT SHALL:

• Promptly review the work request

• Verify that the proposed work is required and is covered under the basic contract line item(s)

• Verify that the proposed corrective action is appropriate

• Verify funding is available

• Verify or establish SOF hold point(s)

• Authorize O&A work, as necessary

FINAL AUTHORITY

Unless specifically withheld by the PCO, the PCO is the final approval authority for all OAWRs. Functional specialists shall provide the PCO advice on impasses with the Contractor over whether the work requested is actually O&A or impasses about acceptable work request form and content. The PCO shall make the final decision.

OAWR Exhibit use: please remove red font prior to submission.

Exhibit 1

OVER AND ABOVE REQUIREMENT REQUEST FORM

Sequential Task Number _XXX__ Date __________

To: Procuring Contracting Officer (Name) Via: COR (Name)

Subj: REQUEST FOR AUTHORIZATION TO PROCEED WITH AN OVER AND ABOVE WORK

REQUIREMENT (OAWR)

Ref: (Contract Number and Title Here)

1. The undersigned Contractor requests authorization to proceed with an over and above work requirement under CLIN ____ of _________________________ Contract N61340-_________________, in accordance with the OAWR clause of the contract schedule as described below:

2. NEEDED MATERIALS/SPARES/REPAIRS: As per PWS (reference paragraph); state the discrepancy

3. CORRECTIVE ACTION REQUIRED: State action to correct discrepancy

4. This requirement is:

|_| Sole Source – Sole Source Justification attached |_| Competitive – Support documentation attached (Market Research)

5. SUMMARY of PROPOSED COST:

(Contractor please provide a price summary here)

Government, please reference detailed cost breakdown in Attachment ___.

SUBMITTED BY: (Contractor Name/Address/Cage Code)

REVIEWED BY: (COR Name)

COR Recommend: |_| Approved |_| Disapproved for the following reason(s)

Notes/Reason for Recommendation or Disapproval:

2. PCO: |_| Approved |_| Disapproved for the following reason(s)

Notes/Reason for Disapproval:

Exhibit 2

MARKET RESEARCH CHECKLIST FOR SUPPLIES

Sequential OAWR Task Number _XXX__

1. Contractor POC: Phone Number:

The following details provide and define the requirement:

2. Total Estimated Value (for all Contract Line Item Numbers on the contract including options):

3. Procurement Description (include the nomenclature, National Stock Number & Part Number (P/N). If the P/N is a vendor P/N include the vendor’s name or Cage Code)

4. Is this a Critical Safety Item? If yes, please state criticality.

|_| Yes |_| No

5. Can requirement be obtained in the Commercial Market?

|_| Yes |_| No

6. Can requirement be satisfied with a Non-Developmental Item?

|_| Yes |_| No

PRICE/COST STRUCTURE: Firm Fixed Price

7. What Search Engines have been queried regarding current market capabilities/availability?

8. Has the COR been contacted or Government Subject matter Expert? |_| Yes |_| No If yes, what were the results?

9. Have any individuals/vendors been contacted regarding current market capabilities? These are individuals not addressed in questions 8. |_| Yes |_| No If yes, what were the results?

10. List all companies that were found, their size, and if they can or cannot meet your requirement.

Zone

Than Small

11. Will any of the prime or subcontractors be foreign-owned and/or foreign based? |_| Yes |_| No

12. Will any of this effort be performed outside CONUS? |_| Yes |_| No

Exhibit 3

SOLE SOURCE JUSTIFICATION FOR ACQUISITIONS

Soliciting from a single source Sequential OAWR Task Number _XXX__

1. |_| In accordance with Federal Acquisition Regulation 13.106-1(b)(1), I hereby determine that the quote for the __________________________________ is available from only one source, and competition is precluded for the reasons indicated below.

|_| In accordance with Federal Acquisition Regulation 13.501(a), for purchases exceeding the simplified acquisition threshold, I hereby determine that the quote for the __________________________________ is available from only one source, and competition is precluded for the reasons indicated below.

|_| Brand Name: there are no substitutes available (thoroughly explain)

2. This acquisition is restricted to the following source:

Company:

Company Address:

Company Point of Contact and Phone Number:

3. Specifications include, but are not limited to provide the following services (see attached if applicable):

The Contractor shall provide all parts materials, and labor to:

4. Sole Source justification (check all that apply, explain each checked box below):

|_| Sales territories:

|_| Product availability:

|_| Geographic boundaries:

|_| Time and cost restrictions:

|_| No other reasonable alternative source exists:

|_| U.S. suppliers considered:

|_| Lead time:

|_| Shipping cost:

CERTIFICATION

I certify that statements checked and information provided above are complete and correct to the best of my knowledge. In accordance with |_| FAR 13.106-1(b)(1), or |_| FAR 13.501(a), the processing of this sole-source justification precludes the use of full and open competition.

(Prime Name and Cage Code)