PWS (6 Jul 25)_ Draft.pdf

Headquarters Air Education and Training Command (AETC)

Operations Directorate (AETC/A3/6)

Performance Work Statement (PWS) for

Reduced Oxygen Breathing Device (ROBD)

6 July 2025 DRAFT

1. GENERAL. The Aerospace Physiology (AP) career field has ninety-three (93) Reduced Oxygen Breathing Devices (ROBD) fielded AF-wide. This Performance Work Statement (PWS) provides a comprehensive method for maintenance and repair of ROBDs to maintain their operational status.

1.1. SCOPE OF WORK. The contractor shall provide scheduled and unscheduled maintenance services/repairs, and customer support for the ROBD system. The system consists of one (1) ROBD, three (3) regulators (and associated T-handles), three (3) braided hoses, one (1) breathing bag, one (1) pulse oximeter, one (1) power cable, and the ROBD shipping case.

1.1.1. Unscheduled repairs are those, without which, the equipment or its components would be unsafe or unusable. These repairs include replacement or repair of components such as (but not limited to) gas regulators, oxygen sensors, mass flow controllers, electronics, etc.

1.1.2. The contractor shall also provide customer service support (both telephone and email) during the contractor’s routine business hours of 7:30am – 4:30pm EST.

1.1.3. Original Equipment Manufacturer (OEM) repairs are those repairs mandated and/or recommended by the manufacture specifications (scheduled maintenance).

1.2. BACKGROUND. The ROBD satisfies a grounding currency requirement that must be accomplished by all aircrew and military freefall parachutists every five (5) years.

1.3. OBJECTIVE. Provide scheduled maintenance services supporting both major and unscheduled repairs and OEM level 24 month scheduled maintenance of ROBD units in Aerospace Physiology Lead Command (APLC) inventories in accordance with the OEM specifications.

1.4. PERIOD OF PERFORMANCE: One 12-month base year with four 12-month option years.

1.5. PLACE OF PERFORMANCE: The work under this contract will be performed at the contractor facility.

1.6. TYPE OF CONTRACT: The government will award a Firm Fixed Priced (FFP) type contract.

1.7. OBLIGATIONS: The COR does not have authority to authorize the government beyond the scope of this FFP type contract. Any additional cost must be preapproved by the contracting officer.

1.8. FEDERAL HOLIDAYS: Federal offices are closed on New Year's Day, Martin Luther King Jr's Birthday, Washington's Birthday, Good Friday, Memorial Day, Juneteenth National Independence Day, Independence Day, Labor Day, Columbus Day, Veterans' Day, Thanksgiving Day, and Christmas Day.

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DEFINITIONS AND ACRONYMS

2.1. DEFINITIONS:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3. CONTRACTING OFFICER’S REPRESENTATIVE (COR). An employee of the Government, centrally appointed by the contracting officer, to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to approve invoices and provide technical direction to the Contractor within the terms, conditions and scope of the contract, with no funding implications. The COR is not authorized to make any commitments or obligations on behalf of the Government.

2.1.4. CONRACTING OFFICER TECHNICAL REPRESENTATIVE (COTR). A local/installation specific, business communications liaison between the Government and the Contractor responsible for monitoring the Contractor’s progress in fulfilling the technical requirements specified in the contract. The COTR maintains administrative records, approves repair estimates and coordinates scheduled maintenance with the Contractor. Beyond the approval of quotes to repair the ROBDs, the COTR is not authorized to make any commitments or obligations on behalf of the Government or grant permission to deviate from the requirements stated in the contract.

2.1.5. KEY PERSONNEL: The follow personnel are considered key personnel by the government:

2.1.5.1. Primary COR: SMSgt Tyler Long, tyler.long.1@us.af.mil, 210-652-5851.

2.1.5.2. Alternate COR: SMSgt Xenia Thomas, xenia.thomas@us.af.mil, 210-652-6067.

2.1.5.3. COTR: Will be identified during the post award meeting.

2.1.6. PROGRAM MANAGER:

2.1.7. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.8. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.9. QUALITY CONTROL. All necessary measures taken by the contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.10. QUALITY CONTROL PLAN. Within 10 business days after the post award meeting, the contractor shall provide the CO a current Quality Control Plan (QCP) which shall ensure the requirements of the contract are provided as specified. The contractor shall develop and maintain a Quality Control Plan (QCP) to identify, prevent and correct any deficiencies for all services (including all Performance Objectives and deliverables) set forth in this PWS and shall assure the requirements of this contract are provided as specified. The QCP must

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mailto:tyler.long.1@us.af.mil mailto:xenia.thomas@us.af.mil illustrate proposed method(s) of inspection, and actions to be taken to correct deficiencies discovered during the inspection process. The QCP will be considered acceptable and approved unless the contractor is notified by the CO within 15 business days after receipt of Contractor’s QCP. Any change to the approved QCP that may become necessary during the life of the contract must be submitted through the COR to the CO for approval prior to any change being affected by the contractor.”

3.0. POST–AWARD MEETING.

3.1. The Government shall hold a post-award meeting with the Contractor within 10 business days after contract award. The CO shall contact the PM/COR and the Contractor to schedule this meeting.

Teleconference is permissible for the post-award meeting. The purpose of the post-award meeting is to introduce the Contractor to the Government’s representatives (PM/COR) and go over the contract.

3.2. Outcomes from this meeting should be an exchange of contact information, to include identification of the COTRs; a timeline of when direct support will start; if not yet started; and an understanding by all parties of all the requirements to performed by the Contractor and any support the Government will provide the Contractor to perform the requirements, safely and efficiently. The CO or COR may request meetings or teleconferences with the contractor as necessary.

4.0. DESCRIPTION OF DUTIES. The contractor shall provide a service for the maintenance and repair of ROBDs. The ROBD units shall be sustained through the Contractor’s performance of customer support and scheduled and unscheduled maintenance services/repairs, per OEM documentation, of the ROBD system.

4.1. The Government/Contractor coordination process for the sustainment of ROBD systems shall be:

4.1.1. Unscheduled Maintenance or Repair.

4.1.1.1. The COTR will notify the Contractor of an ROBD unit that is inoperable or in need of repair. The

COTR will request a Return of Material Authorization (RMA) for each unit identified in the notification. Efforts by the Contractor to troubleshoot the cause of inoperability should be exhausted prior to coordination of the unit’s transport to the Contractor’s facility for evaluation.

4.1.1.2. Contractor shall provide the RMA within three (3) business days to the COTR for each serial number to be shipped to the contractor’s repair facility and coordinate shipment, with the COTR, of ROBDs to contractor’s repair facility.

4.1.1.3. Contractor shall confirm receipt of the ROBD with the COTR, by email within three (3) business days.

4.1.1.4. Upon receipt, the Contractor shall complete and provide a technical evaluation, inspection and quote to the COR/COTR, outlining the required service needed to return the unit to full operational status.

The evaluation and quote should be provided within five (5) business days of receipt of the ROBD including the following information: total labor hours needed to accomplish any scheduled or unscheduled maintenance, estimate of time need to perform repair, and a list of parts (part number, description, quantity, per unit cost and total cost) that need to be replaced to accomplish the unscheduled maintenance. The report shall reference the ROBD by serial number and RMA number.

4.1.1.5. Upon approval of the quote by the COR, the contractor shall complete all maintenance/repairs outlined in the approved quote.

4.1.1.6. ROBDs sent in for unscheduled maintenance shall have repairs accomplished within 10 business days following receipt of written approval from the COR to accomplish the repair service. If the service required to return the unit to full OEM operational status cannot be accomplished within 10 business days, the COR/COTR shall be notified including the projected date the unit will be complete.

4.1.1.7. The contractor shall maintain all records of unscheduled maintenance/repairs by unit stock number and location and submit a comprehensive report, including repairs completed and cost, to the COR, NLT the 28th day of each month. If no unscheduled maintenance/repairs occurred during the month, the contractor will provide a $0 report to the COR.

4.1.1.8. Contractor shall coordinate return shipping of the unit with the COTR. Upon delivery to the COTR, a limited acceptance inspection will be conducted. If the government accepts the device, the contractor will be notified via email NLT 10 business days after receipt of the device. If the government does not accept the device, the COTR will notify the contractor via email, within 10 business days after receipt of the device, to coordinate return of the device to the contractor for repair at no additional cost to the government.

4.1.2. Scheduled (OEM) Maintenance.

4.1.2.1. The Contractor shall perform 24-month OEM scheduled maintenance on ninety-three (93), distributed, ROBDs.

See Attachment 1 for ROBD distribution locations.

4.1.2.2. The contractor shall maintain, track and schedule each ROBD unit to meet all scheduled maintenance requirements. The Contractor shall notify the COTR via email of required scheduled maintenance NLT 60 days prior to expiration.

4.1.2.3. In the event an unscheduled repair is warranted during the Contractor’s performance of scheduled maintenance, the Contractor shall immediately notify the appropriate COTR and follow the process outlined in paragraphs 4.1.1.4 – 4.1.1.8.

4.1.2.4. After repairs/maintenance are accomplished the Contractor coordinates return shipment and provides shipment tracking information to the COTR. Upon delivery to the COTR, a limited acceptance inspection will be conducted. If the government accepts the device, the contractor will be notified via email NLT 10 business days after receipt of the device. If the government does not accept the device, the COTR will notify the contractor via email, within 10 business days after receipt of the device, to coordinate return of the device to the contractor for repair at no additional cost to the government.

4.1.3. Transportation.

4.1.3.1. The contractor shall provide worldwide, round-trip transportation capability for ROBD units.

4.1.3.2. The contractor shall arrange and coordinate roundtrip transportation with a commercial freight forwarder within five (5) business days following completion of the unscheduled or scheduled maintenance or upon notification from the COTR that repair service is declined.

4.1.3.3. The contractor shall provide the COTR shipment notification, to include but not limited to, the name of the freight forwarding company, shipment tracking number, freight forwarding company’s web site (if applicable), the freight forwarding company’s point of contact (name and phone number) and the estimated delivery date. This information shall be provided within one (1) business day after the ROBD has been picked up by the freight forwarder.

4.1.3.4. The contractor shall be responsible for packaging the ROBD for shipment and return using the government provided shipping container.

4.1.4. Customer Service. The contractor shall provide customer service support via both telephone and/or email during the contractor’s routine business hours of 7:30am – 4:30pm EST. The contractor has three

(3) business days from notification to provide resolution for reported technical and troubleshooting issues.

4.2 Government Furnished Property (GFP). No Government furnished material, equipment, or services will be provided.

5.0. PERFORMANCE OBJECTIVES

5.1. SERVICES SUMMARY (SS). The Contractor services requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service for each requirement. These thresholds are critical to mission success.

The government will evaluate the contractor’s performance by appointing a COTR to monitor performance to ensure services are received in accordance with this PWS. The COR will evaluate the contractor’s overall performance through feedback and validated complaints from COTRs

5.2. All requirements outlined in the PWS are subject to inspection despite not specifically identified in the Services Summary. The government may decrease the number of QC inspections if performance dictates.

The COR shall make final determination of customer complaints.

Table 1 Services Summary - Measurable Terms

PWS Performance Objective Performance Threshold

Para. 4.1.1.

PO-1 Complete maintenance and repairs to bring unit to full OEM operational status within 10 business days following receipt of written approval from COR to perform repair service.

No more than 2 devices fail the acceptance inspection per year.

Para. 4.1.1.7

PO-2 The contractor shall maintain all records of unscheduled maintenance/repairs by unit stock number and location and submit a comprehensive report, including repairs completed and cost, to the COR, NLT the 28th day of each month. If no unscheduled maintenance/repairs occurred during the month, the contractor will provide a $0 report to the

COR.

No more than 2 failures per year to provide the comprehensive report to the COR, NLT the 28th day of the month.

Para. 4.1.2.

PO-3 The contractor shall maintain, track and schedule each ROBD unit to meet all scheduled maintenance requirements. The Contractor shall notify the COTR of required scheduled maintenance NLT 60 days prior to expiration.

No more than 1 failure per year, to coordinate scheduled maintenance of a ROBD unit.

Para. 4.1.4.

PO-4 The contractor shall provide customer service support via telephone and/or email during the contractor’s routine business hours of 7:30am – 4:30pm EST. The contractor has three

(3) business days from notification to provide resolution for reported technical and troubleshooting issues.

No more than 2 valid customer complaints per month.