POS_SOR_VERSION_2_JULY_19_2013.xlsx
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- Solicitation number
- SAQMMA13R0044
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Statement of Requirement Version 2
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| Line Item # | Information and Qualifications ( A & B) Major Requirement ( C-F) | Related Information | Estimated Quantity | Performance Standard |
| 1 | GENERAL INFORMATION | |||
| 1.A.1 | Statement of Requirements (SOR) Description: The SOR provided herein details requirements and tasks required to be performed by the contractor in order to achieve the program objectives. The contractor efforts are focused on achieving those specific objectives enumerated in the technical requirements and performance standards throughout the SOR. |
Performance standards are provided for each SOR line item that requires a service delivery by the Contractor. Metrics will be developed and provided in the Quality Assurance Plan. The contractor will remain flexible and responsive to changes in INL/A requirements and remain vigilant in the area of safety, personnel, and protection of property. Cost control, management control, and efficient use of resources are the cornerstone of best business operations.
1.A.1.a SOR Organization: The SOR is organized into sections;
Section 1
• Provides for general program background and mission information.
Section 2
• Addresses management and administrative functions that the contractor must perform to ensure program requirements are met across the spectrum of the Global Aviation Program. The requirements of this section are crucial to proper program risk management and control of operations, safety and business functions.
Section 3
• Addresses key performance requirements and tasks necessary to efficiently perform, manage, and administer the centralized headquarters components of DOS Air Wing at Patrick Air Force Base, Florida. The CONUS HQ is vital to the program management and support of OCONUS operations and serves as a key training center and supply chain hub.
Section 4 -10
• Addresses key performance requirements unique to the OCONUS sites and not addressed in Section 2.
1.A.1.b SOR Modification. This SOR provides the framework for the contractor and lays out the requirements, tasks, and performance standards required for success.
Requirement changes dictated by USG, process improvements, quality management, contract life-cycle management, and other systemic or programmatic changes will subsequently require changes to the SOR. These changes will be accomplished through modifications to the contract.
| 1.A.1.c | Indefinite Quantity Indefinite Delivery (IDIQ). IDIQ contracts will be utilized in support of DOS Air Wing program objectives. These are usually in support of projects related to aircraft acquisition, aircraft leasing, retrofit , critical flight safety and other DoS contracts. Task orders may be issued for additional tasks in accordance with Section G of the contract. PSO will monitor and report on all of these contracts, and all contracts under DOS Air Wing administration. |
| 1.A.1.d | Regulatory Guidance. The order of precedence for regulatory guidance will be in accordance with FAR 52.215-8; Order of precedence for requirements documents. (a) Agencies may select from existing requirements documents, modify or combine existing requirements documents, or create new requirements documents to meet agency needs, consistent with the following order of precedence: |
(1) Documents mandated for use by law.
(2) Performance-oriented documents
(3) Detailed design-oriented documents.
(4) Standards, specifications and related publications issued by the Government outside the Defense or Federal series for the non-repetitive acquisition of items.
| 1.A.2 | DOS AIR WING GLOBAL AVIATION PROGRAM |
| 1.A.2.a | Introduction: The Bureau for International Narcotics and Law Enforcement Affairs, Office of Aviation (INL/A), interchangeably referred to as DoS Air Wing, provides aviation support for the eradication and interdiction of illicit drugs, training of contractor and host nation personnel, movement of personnel and equipment, reconnaissance, search and rescue, medical evacuation, and ferrying of aircraft. |
Operational missions may include but are not limited to: aerial eradication, manual eradication support, interdiction support, air assault, border security, external load, forward resupply, aerial transportation of personnel and cargo, Search and Rescue (SAR), SAR/MEDEVAC, disabled aircraft recovery, armed helicopter escort, maintenance test flights, aerial reconnaissance, surveillance and verification. Applicable missions are performed by contractor personnel at CONUS and OCONUS.
These operations are accomplished through multiple contracts, managed by the USG Program Office (INL/A), employing the Program Support Office (PSO) to plan, integrate, communicate, deconflict, monitor and report on the associate Contractors who perform specialized services in the functional areas of flight operations, aircraft maintenance, logistical support, IT and communications, safety compliance, training support, acquisitions, and fleet-wide critical flight safety projects. In addition to specific goals and requirements relative to their contracted functional specialty and published standards of performance, each associate contractor on the DOS Air Wing program, including the PSO as integrator, is bound by the INL/A vision, mission, goals, and objectives in their respective contracts. Additionally, each contractor on the DOS Air Wing program is bound by an associate contractor agreement.
1.A.2.b Historical Information: The Department of State Aviation Program, Air Wing, has been an instrument of national policy for over 30 years in drug producing countries. Aviation provides crucial mobility for reaching remote locations not accessible by other means due to poor road networks, security concerns and travel time. In many locations, the Department’s air assets provide the only means of medical evacuation, search and rescue and humanitarian support.
Historical Timeline:
• Program started in 1976 with eradication of poppy and marijuana in Mexico
• Conducted operations in Mexico, Colombia and Burma in the late 70’s
• First T-65 Turbo-Thrush procured in 1982
• Program expanded into South America in late 80’s
• Colombia expansion in mid-90’s
• Pakistan operations initiated in 2002
• Afghanistan operations initiated in 2005
• New operations in Guatemala began in 2008
• Support operations in Baghdad and Kabul in late 2009 •Operations in Honduras in 2012 •Nationalization of Bolivia in 2013 1.A.2.c INL/A Vision, Mission, Goals, and Objectives. Ultimately, INL/A seeks to accomplish its vision, mission and goals:
Vision: Be the provider of aviation services for the Department of State. Provide safe, secure and flexible aviation support to manage the aviation needs of the Department.
Mission: Provide aviation management, expertise and resources to strengthen law enforcement, support counter-narcotics, counter-terrorism efforts and provide safe and efficient aviation support to meet all Department of State aviation requirements.
Goal 1: Human Capital - Recruit and retain a highly adaptable, technically competent and diverse workforce. This goal focuses on the need to improve recruitment and retention of Office of Aviation technical and management personnel.
Objective 1.1: Recruit and retain exceptional aviation professionals.
Objective 1.2: Train and support incumbent professionals.
Objective 1.3: Support our professionals’ need to balance work-life with home-life.
Goal 2: Aviation Support - Provide safe and professional aviation support, while providing the best value in aircraft and technical integration services. This goal focuses on improving platform performance and cost efficiency by reducing the overall age of the fleet and providing more capabilities and upgraded technology.
Objective 2.1: Improve platform performance, reliability and cost efficiency by reducing the overall age of the fleet and providing more capabilities and upgraded technology Objective 2.2: Strengthen responsiveness, and requirements analyses for current and future programs. Continuously evaluate the fleet to best meet safety, security, responsiveness, and reliability requirements.
Objective 2.3: Act as the airworthiness authority for all Department of State titled aircraft.
Goal 3: Responsiveness to Customers - Provide high quality aviation support that responds to customers’ needs -- aircraft operations, maintenance, logistics, acquisitions and technical integration, to include outsourcing. This goal focuses on improvement of service to INL/A customers by providing all aircraft operations, including integration of technology on INL/A platforms and charter aircraft.
Objective 3.1: Improve customer satisfaction in aviation services by evaluating requirements in providing cost effective and reliable aircraft.
Objective 3.2: Recognition as the sole provider for all aviation support requirements within the Department.
Objective 3.3: Support the QDDR intent of “Preventing and Responding to Crisis and Conflict”: by providing aviation services quickly and securely to move diplomats and support personnel to global hotspots on demand.
Goal 4: Strategic Plans- Review, assess and develop plans for current and future Department of State aviation needs. This goal focuses on developing the Departments aviation requirements based on current and forecasted diplomatic missions.
Objective 4.1: Develop plans to provide aviation systems to emerging global requirements Objective 4.2: Determine the “fleet modernization” way forward to meet current and future operational needs.
Objective 4.3: Develop contingency plans (Risk Management) for Department of State aviation missions.
| 1.A.2.d | Mission Environment: The mission is performed in several overseas nations under conditions which may be permissive or non-permissive, and which can be austere. |
| 1.A.2.e | Rules of Engagement/Command Authority Environment. In most cases contractors fall under Chief of Mission (COM) authority and are required to follow all rules policies and procedures as established by resident RSO. In nearly all cases security is provided by COM, Host Nation Police or Military, or security forces contracted by same. Within that security arrangement the contractor is required to execute force protection program, not unlike the required, integral safety program. In cases where the arming of aircraft or personnel are required, the rules of engagement (ROE) will be established by presiding USG command authority. |
| 1.A.2.f (Fig. 1) | |
| 1.A.2.f (Fig. 2) | |
| 1.A.2.f(Fig. 3) | |
| 1.A.2.g | Mission Objectives: INL/A is primarily responsible for supporting the U.S. Embassy Country Teams (generally through the INL- Post of each Embassy) in their effort to assist host nation governments in the eradication and interdiction of illicit crops as mandated in the Foreign Assistance Act of 1961. Other missions include border patrol and other security-related aviation activities. INL/A also supports the Embassy Country Team to instill these aviation capabilities within the host nation where applicable. In addition to foreign assistance support, INL/A also support passenger and cargo movement as required by post. |
| 1.A.2.h | Mission Requirements: The contractor supports the INL/A SOR specific program objectives of: Provide effective program management: The government is interested in a best value approach that can provide all necessary services efficiently and safely. The Contractor will provide effective program management through strong leadership, effective communications, strong systems engineering and integration, and effective risk management. The Contractor will respond to contract requirements in a timely manner and provide solutions to contract requirements which controls cost and increases efficacy. Every facet of the program shall show continual improvement throughout the life of the contract. The Contractor will provide the USG all pertinent contract data that allows the USG to monitor contract performance. The Contractor will ensure that only qualified personnel are assigned in accordance with this contract. All other requirements of the Statement of Requirements (SOR) must be met. Provide a comprehensive safety program: The Contractor will provide a comprehensive safety program which includes aviation, ground, environmental, and occupational safety. The Contractor shall use and follow best industry practices and will comply with all relevant USG Safety Directives, including those specific to the Department of State. The Contractor will take necessary actions to restructure the existing INL/A Safety Program to comply with provisions of the ICAO and FAA developed Safety Management System (SMS). Provide effective and safe operations: The contractor will comply with the INL/A Directives, approved aircrew training program publications and operations materials. The contractor will be responsible for conducting and overseeing air operations to ensure aviation support missions outlined in the SOR for each country are accomplished successfully. The contractor is responsible for conducting operations within the allocated flight hours for each aircraft by country program. The contractor is responsible for the conduct of host nation training as outlined in the SOR and is responsible for identifying deficiencies and working with the U.S. Government and host-nation representatives to develop training programs to rectify any shortfalls. Where applicable, the goal is to transition all specified mission requirements to host-nation personnel at the earliest date possible. Due to the evolving nature of the mission, the contractor must remain flexible and be able to react to changing conditions quickly. |
| 1.A.2.i | Mission Environment: The mission is performed in several overseas nations under conditions that, at times, may be extremely hostile and very austere. The host nation provides, where applicable, command authority, rules of engagement, and air crews to include gunners on operational missions that include aerial armament sub-systems. At locations where crew members consist of contract personnel only, COM and INL/A rules of engagement are to be followed. Operations are currently performed in Central Florida, Colombia, Honduras, Peru, Pakistan, Afghanistan, Guatemala, and Iraq. |
| 1.A.2.j | Nationalization: USG nationalization goals include reducing contractor presence in each applicable host nation over time. Since nationalization goals vary from country-to-country, specifics contractual requirements and goals shall be provided in each countries section of the SOR. Where applicable, the contractor will provide operations, standardization, training and safety oversight to ensure compliance with USG directives and the safe execution of the air support mission. The contractor will maintain record compliance in accordance with each country's requirements. |
| 1.A.2.k | Program management and safety: The contractor will resource to meet program management requirements and goals. The contractor will provide a thorough understanding of the requirements and provide innovative technical and cost approaches to meet those requirements. INL/A encourages the Contractor to provide change proposals that promotes, increased contract efficacy, value, cost reductions, and safety. Safety must be foremost whenever conducting operations irrespective of the requirement or the threat environment. The contractor integrates all resources to achieve objectives and maintain the ability to deploy and adapt these resources to changing operational conditions. Due to the evolving nature of the mission, the contractor will be prepared to react to changing conditions quickly, with minimal impact to current operations. The contractor will be responsive to the requirements of the INL/A staff, the Embassy, and COM. Program management described in Section 2 is charged with ensuring personnel are focused on mission requirements, and customer satisfaction. |
| 1.A.3 | Associate Contracts |
| 1.A.3.a | Program Support Office. Single Point, Program Wide Integration, Coordination and Implementation; PSO contract to establish and maintain a core, executive and mid-level management capability to serve as direct interface between INL/A and all associate contract leads, program-wide, and at all sites. INL/A intent is to use PSO as single point of contact to issue day to day instructions and guidance to affected associate contracts on behalf of USG, to assist USG in contract oversight by monitoring and reporting, pursuant to the aviation mission and within scope of contract(s). |
| 1.A.3.b | Training. The INL/A contract for Training Support is intended to be separate from existing, steady-state training requirements held by the various associate contractors. Training support under this contract is limited to such training which is not germane to the other associate contractor requirements. Typically it will include training for USG personnel, and select HN personnel as required by US Embassy staff. In both cases, these are outside the parameters of training requirements contracted under the functional prime contractors in the DOS Air Wing program. Training services under this delivery method are normally by task order, and often IDIQ. Normal regimen includes, but is not limited to Initial Entry Rotary Wing (IERW) course, cockpit transition courses, and periodic pilot recertification. |
| 1.A.3.c | Safety Compliance. The Safety Compliance contract will provide a comprehensive safety program which includes aviation safety, FOD prevention, weapons and munitions safety, and occupational safety and industrial hygiene, including hazard communication. Comply with Department of State and other USG Directives for reporting and investigating injuries and incidents. Establish and maintain a safety program that complies with SMS requirements as required by ICAO, FAA, and ICAP. Track hazards and deficiencies, report aircraft accident facts, and assist with investigations. Track aircraft-related incidents relative to the number of hours flown. Track other safety incidents relative to man-hours worked. Establish and maintain a system to classify, evaluate, and track hazards during all phases of program and accident/incident investigations, and maintain a risk management file. The use of NTSB aircraft incident reporting criteria is explained in the INL/A Safety Directives. OSHA injury and illness rates are normally reported by Incident Rate Experience (IRE) as explained in OSHA Form 300. |
| 1.A.3.d | IT Services. The IT Services contract will provide Information Management (IM) support to contractor and Government personnel including seat management at various sites. Contract will provide for an enterprise-wide, web-based reporting system that provides information necessary to the successful management and execution of the contract. Provide an automated change request process to establish a prompt and efficient handling of all changes to INL/A infrastructure Per IT Policy 2140 Change Management Policy. Provide full life cycle management of information systems to include unclassified telecommunications, data processing, and computer systems. Comply with FISMA, FIPS, NIST, and applicable sections of FAM/FAH. |
| 1.A.3.e | Logistics Services. Logistics Services contract will provide all necessary logistics services to ensure that fully mission capable aircraft are available to perform the many varied tasks as required by INL (post) and other applicable embassy officials. The goal is to provide effective logistical support system that uses state-of-the-art business practices and streamlined processes that minimize infrastructure requirements in all fields of operation. Special focus shall be placed upon the sourcing of replacement parts for obsolete fleet aircraft. This contract may also provide for Facilities Maintenance, Janitorial, Fuel servicing and food services at some locations. |
| 1.A.3.f | Maintenance Services. The Maintenance Services contract will provide all necessary maintenance services to ensure that fully mission capable aircraft are available to perform the many varied tasks as required by INL (post) and other applicable embassy officials. The goal is to provide effective maintenance support system that uses state-of-the-art business practices and streamlined processes that minimize infrastructure requirements in all fields of operation. Special focus shall be placed upon the induction of new aircraft into the contract schedule. |
| 1.A.3.g | Operations/Flight Services. Operations activities include mission support, operational mission planning, operational mission execution, and post mission analysis for fixed-wing and rotary-wing aircraft operations. Approved operational missions may include but are not limited to: aerial eradication, manual eradication support, interdiction support, air assault, border security, external load, forward resupply, aerial transportation, Search and Rescue (SAR), medical evacuation (MEDEVAC), casualty evacuation (CASEVAC), disabled aircraft recovery, armed helicopter escort, maintenance test flights, aerial reconnaissance, surveillance and verification. Applicable missions are performed exclusively by contractor personnel at CONUS locations, Iraq, and Afghanistan. Missions are performed by a mix of contractor and host nation personnel in Colombia. Missions are performed exclusively by host nation personnel, with contractor technical assistance and oversight at all remaining OCONUS locations. Operations support consists of an aviation life support equipment (ALSE) program management, intelligence, force protection, operational mission planning, downed airmen activities (survival/evasion/escape procedures), and maintaining tactical communications. |
| 1.A.3.h | Critical Flight Safety and Aircraft Acquisitions and Retro-Fit.. Program management of various aircraft acquisitions, major modifications and heavy maintenance contracts in support of INL/A exclusive of the functional pillar contracts. |
| 1.A.3.i | Other Supporting Contracts. Program management of various supporting contracts such as aircraft leasing, food service, guard service and other short term requirements that are contracted by INL/A exclusive of the functional pillar contracts. |
| 1.A.4 | Contingent and Exigent Operations |
| 1.A.4.a | Contingency Operations: Using existing assets, provide mission capable and qualified crews. The contractor will, with a minimum notice, provide mission capable and qualified crews to deploy from existing sites to perform duties in other regions or countries within the region. These missions could last up to three months and will require logistical support to perform flight operations. These flight operations could consist of any aviation support missions as directed. |
| 1.A.4.b | Emergency/Humanitarian Operations: The contractor will, with in one (1) hour of notification, provide qualified personnel to plan missions in support of natural disaster response, hurricane evacuations, humanitarian assistance, or other emergency operations as directed. |
| 1.A.4.c | Surge Operations: Surge operations is defined as reaction to a COM directed operation throughout the country of assignment. Using existing assets, the contractor will provide mission capable and qualified crews for surge operations. |
| 1.A.5 | Nationalization. Program management of Nationalization projects required in some associate contracts, at some sites. Monitor and report on USG nationalization plans, goals and timelines. Track revised contract objectives and contractor projects to meet them. Since nationalization goals vary from country-to-country, specific contractual requirements are provided to each affected associate contractor on the DOS Air Wing program. |
| 1.A.6 | Primary management information system (MIS): DOSAW intends to transition from existing MIS application, known as Air Wing Information System (AWIS), for perpetual, near real-time tracking of all critical DOSAW program data. The program or application to carry the data will be proposed by the Maintenance contractor, as they will input and maintain the preponderance of data, and the accuracy of their data is so critical to safety. The proposed application must carry all the data currently handled in AWIS, plus all the data currently carried by various other applications or programs within the GINL enterprise system. Successful end-state will be a single, robust application to replace and improve upon AWIS, which carries all or most of the requisite data across the entire program. The application will carry all manner of critical information between Operations, Maintenance, Logistics, IT, PSO, and USG. Ultimately DOSAW will require a true Joint Information Environment (JIE) inside the enterprise system. The principal MIS and any other approved programs and applications running inside the enterprise system must cross-talk and complement one another. |
Step #1 of the process is underway. DOSAW has a consultant conducting an independent analysis of the current AWIS system and its capabilities. We are also surveying the complete extent of data being carried by augmenting programs and applications, where AWIS cannot carry the data. We’ll identify cases where data in either of these columns cannot cross-talk. Closing the gap between the current capability to integrate and automate data, and future requirement to integrate and automate data will be the target of the aim of DOSAW. The mid- and high-level requirements for the MIS will be collected in advance and included in the Maintenance Services RFP. These requirements will include entries from the following organizations: Flight Operations, Logistics, PSO, IDIQ supporting contracts,Information Technology, Safety Compliance, Training, and Maintenance. Version 2 of the pillar contracts will include the results of this analysis. PSO version 3 will include those results as well.
Step #2 of the project will commence with the arrival of the PSO infrastructure architect, who will serve as the initial program manager until the Maintenance and IT partners arrive. PSO will form an integrated project team (IPT) early on consisting of DOSAW and incumbent contractor to plan the project and move it forward to the extent possible. Once the Maintenance contract is awarded, and the MIS application is known, the PSO PM will continue to push ahead with that information. If possible, DOSAW will bring on the selected software, or the Maintenance and IT Subject matter experts, or both, to join the IPT as early as possible in advance of transition commencement.
Step #3 begins with the arrival of the partner contractors. All will be represented in the IPT for this MIS project. Maintenance will become the subject matter expert for the software and IT will take lead as the Project Manager. At that time the PSO will take a supporting role. The IPT will provide guidance to the MIS Project Manager including decisions and directions as the MIS system goes through the typical project life-cycle phases to include: planning, development, implementation, monitoring & controlling, and project close-out (or transition to O&M). The government’s ability to monitor and control the appropriate milestones and activities of the vendor’s MIS Project will be accomplished via Readiness Reviews and Control Gate meetings. These meetings will be used to discuss business case solutions (or application modules within the larger MIS solution), risk analysis, availability of resources and possible changes in requirements.
The Integrated Project Team (IPT) will be comprised of working-level government employees from each of the above-mentioned INL/A organizations (i.e., functional areas) and non-government subject matter experts from the associate partner contractors. This team will work together to identify and address MIS Project-related issues and may recommend possible solutions. This working-level IPT will establish an INL/A Control Board as a forum to approve or disapprove proposed systems changes. Members of the IPT that may also participate in lab testing of use case scenarios to help verify the functional requirements are met within the new MIS system. This will be especially critical during the User Acceptance Review and Deployment Readiness Review of the MIS Project implementation effort. In essence, the Maintenance Services contract awardee will be required to provide the “how to” of the MIS Project solutions and the IPT will help monitor and control the work via readiness reviews and control gates.
AWIS will continue to be the primary MIS system during the transition while the new MIS is being developed and tested in the background. DOSAW understands the work to replace the existing Air Wing Information System (AWIS) system with a new MIS system will take more time than allowed by the 6-month transition period. While we are prepared to operate with AWIS as a primary for 1-2 years, that is not our aim. We seek to transition fully as soon as it may be safely and reliably accomplished. Once the implementation of the MIS Project is finalized and the existing AWIS application and hardware is decommissioned, the O&M services will transition to the vendor supporting the IT Services organization.
| 1.A.7 | Government Furnished Property - Materials: USG will make available to offerors a wide array of U.S. Government property which can be furnished. Such property includes, but is not limited to fixed wing and rotary wing aircraft, ground support equipment, tools, special tools and test kits, vehicles, maintenance, storage and lodging facilities. The preceding GFP is currently on hand and can be made available immediately upon commencement of transition period. |
| 1.A.8 | Government Furnished Property - Information and Documentation: USG will make available, for contractors use in planning, proposing and transitioning, all requisite information relative to continued program performance. The data sets are varied and have different levels of sensitivity. All will be released at the appropriate phase of competition, as determined by the Contracting Officer. |
The widest array of data and the first to be released will be the Technical Library. This will include, but is not limited to technical manuals and drawings, maintenance manuals, operational manuals and directives. The bulk of the technical library is unclassified. As such it will be made largely available to contractors on line, via the INL/A web site at https://www.flydos.us/. Even there, its access will be controlled by requiring INL/A grant access to the requesting company. Portions of the technical library that are affected by ITARS control would still be available at the web site, but will require the user, once granted access, to acknowledge their requirements under ITARS relative to safeguarding and controlling access and reproduction. Any portions of data restricted by copyright or other limited distribution will be posted as being in the inventory at INL/A. A contractor requiring access to these will coordinate directly with INL/A to determine if I it will be provided, and the means of transmission. Finally, a portion of technical data in the library, as much as 40%, is available in hard copy only. That will be a physical library located at INL/A facility in Melbourne, Florida.
A more sensitive data set includes historic data covering actual “burn rates” over a recent period. This would include such information as maintenance data, test data, part usage, shipping data, fuel burn rates, flight hours, and the like. The incumbent will consider all such data as sensitive. The competing companies will consider all such data as required for adequate planning and a competitive proposal. As such, the Contracting Officer will determine what data sets will be released, when, covering what level of detail, over what period of time, and to whom, and how it will be released. To best control the release, distribution, access, and monitoring of these sensitive data, they will be posted via GPE at http://www.fedbizopps.gov.
| 1.A.9 | Government Furnished Property - Facilities: A list of the facilities available for contractor selection will be made available at time of solicitation/ request for proposal (RFP). |
| 2 | Management and Administration: Program Support Office (PSO): This section of the SOR addresses the specific requirements assigned to the Program Support Office (PSO) which must be performed to ensure the DoS Air Wing objectives are met program-wide at all sites. Hereafter, the term “program-wide” shall be understood to include all prime contracts and sub-contracts under the DOS Air Wing Global Aviation Program. The term “all sites” shall be understood to include every geographical location in which DoS Air Wing operates. |
| 2.A | Introduction: The contractor Program Support Office must apply single-point program management techniques and accountability measures to ensure that USG program office can verify objectives and requirements are met, program-wide, at all sites. Project management includes, but is not limited to planning, execution, program integration, associate contractor communications, observing, reporting, scheduling, and all manner of business, program, and project management practices. |
| 2.A.1 | General Scope of Work: Provide program management for safe, efficient, and effective operations program-wide. Maintain the flexibility to perform with changing mission requirements; employ new and emerging technologies; establish effective quality assurance surveillance plan (QASP), implement and maintain an MIS and Quality Management System (QMS). |
| 2.A.2 | Program Service Office (PSO) Supporting Objectives: Towards accomplishing the DOS Air Wing mission laid out in section 1 of this contract, the major, top-end objectives for the Program Service Office (PSO) include, but are not limited to the following. |
1. Assist INL/A to plan and execute an on-time and effective transition period: Ensure DOS standards remain in effect and DOS air services are uninterrupted. Coordinate and integrate fully with incumbent contractor to ensure incoming associate contracts walk into a fully planned and organized transition infrastructure.
2. Initiate the vital project to design, test, implement, support, perpetually maintain and monitor a program-wide MIS infrastructure which provides fail-safe data accuracy, accessibility, and retention, and which must interface (cross-talk) seamlessly between all DOS Air Wing contracts. Establish the Integrated Project Team (IPT) initially with DOSAW, DOS IRM, Incumbent contractor, and other stakeholders to advance the project while the associate contracts (OPS, MX, IT and LOG) are still pending selection. Upon selection of MX contractor, at which time the MIS application will be known, continue to push the IPT towards integration of that solution. Upon arrival of MX and IT associate contractors, transition the project and IPT to account for their leadership. Include all other new stakeholders in the IPT and assist and monitor the contuinued project until full MIS adoption.
3. Execute effective program management: Use modern, best business practices to provide all necessary services reliably, efficiently and safely. Administer effective program management through leadership, effective communications, contract monitoring, quality assurance, team integration and effective risk management. Import, institute and execute a cutting edge, modern and automated business model to conduct all DOS Air Wing contracts. USG expects continual process improvements in every facet its contracts, throughout their lifecycles.
4. Plan, implement, monitor and report on a program-wide quality assurance (QA) program: QA plan must monitors all DOS Air Wing contracts, including metrics of the PSO, Operations, Maintenance, Logistics, IT, and all other supporting contracts. Collect, synthesize, analyze and present to INL/A all requisite reports, metrics, and deliverables from various prime and sub-contractors for USG consideration and action. This effort will extend to OCONUS operational sites and other, supporting DOS contracts as required.
5. Conduct strategic and tactical operational planning: As an aside to the heavy focus of business acumen, establish and maintain aviation expertise in key positions to plan and execute emergent missions and surge operations at the direction of INL/A. As directed by USG, conduct joint planning with prime contractors to formulate, coordinate, disseminate and execute the plans as approved by INL/A.
6. Coordinate, monitor and report on DOS Air Wing comprehensive safety program: Serve as direct liaison to across all applicable DOS Air Wing contracts, at all sites. Deconflict between associate contractors to ensure program-wide compliance and avoid redundancy. Includes aviation and ground safety, environmental, HAZMAT, and occupational safety. Use and follow best industry practices, complying with all relevant USG safety directives, including those specific to the Department of State.
| 2.A.3 | Nationalization Projects: Incorporate nationalization plans into the IMS as with all other projects. Monitor and report progress and advise INL/A on project status, deviances and recommendations to ensure USG can verify the various projects meet contract goals and objectives. |
| 2.A.4 | Record Keeping: Records are maintained according to customer requirements, FAR 45.5, 45.6, & 52.245 and best business practices. Specifically aircrew training records are maintained IAW Department of State Aircrew Training Program; GATS and Operations Directives; Other Records IAW best business practices/standards; Personnel and Human Resource record keeping IAW best business practices/standards. Record keeping for non-crew members will adhere to best business practices and ANSI standards. |
| 2.B | Key Personnel |
| 2.B.1 | Key personnel include, but are not limited to those identified in sections 2.B. through 10.B of this SOR. |
As part of proposal, submit a list of Key Personnel, the minimum required qualifications, the candidates qualifications, and any additional information requested by the USG to certify their acceptability.
Temporary incumbent lapses for vacation and business trips shall be no longer than 30 consecutive calendar days and no more than a total of 45 calendar days each year, unless approved by the USG.
During these temporary incumbent lapses, the Contractor shall provide a fully qualified replacement at Contractor expense. Temporary replacements shall meet minimum qualification requirements and can not hold more than one key personnel position at the same time. Failure to meet other contract requirements shall not be tied to compliance or non-compliance with this requirement.
The qualifications of replacement candidates shall meet or exceed the qualifications stated in the position description provided in the Contractor’s Technical Proposal.
INL/A must approve candidates designated in the contract as personnel prior to hiring. The Government reserves the right to disallow the hiring of any key personnel that the Government deems unqualified or objectionable for any reason.
The Government reserves the right to remove, at Contractor’s expense, any Contractor employee or other individual on-site, that the Government deems objectionable for any reason.
During the 6 month transition and first contract year the Contractor shall not replace or substitute any key personnel unless such changes are necessitated by an individual's sudden illness, death, termination of employment or circumstances which are beyond the Contractor's control, or if the USG invokes their right of removal.
During the performance of the contract, the Contractor shall notify the USG when it intends to remove or replace key personnel and provide the position description, statement of qualifications, current employment status, and letter of commitment of the proposed temporary substitutes or permanent replacements. The notification shall be submitted to the USG in writing at least 15 calendar days in advance of the intended hire date so the Government may review the proposed candidate’s qualifications. After such review, the USG will notify the Contractor whether the USG consents to the proposed substitute. Failure to provide personnel that meet qualifications will be subject to FAR 952.215-70 Key Personnel.
| 2.B.2 | Contractor Specified Key Personnel. In addition to the Government designated Key Personnel, above, the contractor will specify any additional Key Personnel subject to the requirements of the Key Personnel in 2.B through 10.B. Personnel Qualifications: Propose job descriptions for key personnel and all touch labor as part of proposals to be considered by USG. Consolidate these as a separate table or appendix for ease of reference and inclusion in the contract. |
| 2.B.3 | Security Clearance Requirements |
• US citizen contractor personnel must pass and possess a Moderate Risk Public Trust (MRPT) certification prior to hire.
• Non-US citizens contractor personnel must pass and possess a US Embassy background investigation (BI) provided by the RSO from the US Embassy in their home nation.
• Mission-critical contractor positions require SECRET security clearance by position number.
• All contractor personnel US citizen and non-US citizen, will follow all US Embassy Chief of Mission (COM) rules, guidelines, policies and procedures at post.
• Comply with applicable portions of DoD Defense Security Services Directives (DS Standards) and 41 CFR 102-33, 12 FAM 570-579 and NISPOM.
| 2.C | PERFORMANCE REQUIREMENTS COMMON TO ALL SITES | |||
| 2.C.1 | Program Operations Support Requirements - All Sites | |||
| 2.C.1.a | Contingency Operations: Provide and perform contingency operation missions | Using existing assets, provide mission capable and qualified crews. The contractor will, with a minimum notice, provide mission capable and qualified crews to deploy from existing sites to perform duties in other regions or countries within the region. These missions could last up to three months and will require logistical support to perform flight operations. These flight operations could consist of any aviation support missions as directed. | Flying hour program as established in each country | 1. Provide contingency plan to USG with 24 hours of notification. |
| 2.C.1.b | Emergency/Humanitarian Operations: Provide and perform emergency response/humanitarian missions | The contractor will, with in one (1) hour of notification, provide qualified personnel to plan missions in support of natural disaster response, hurricane evacuations, humanitarian assistance, or other emergency operations as directed. | Flying hour program as established in each country | Initial Response to emergency (humanitarian, natural disasters) operations initiated within one (1) hour of notification |
| 2.C.1.c | Surge Operations: Provide and perform surge operations | Surge operations is defined as reaction to a COM directed operation throughout the country of assignment. Using existing assets, the contractor will provide mission capable and qualified crews for surge operations. | Flying hour program as established in each country | 1. Initial Response to emergency surge operations initiated within (8) hours of notification |
| 2.C.1.d | Security Clearance Requirements: Document Security clearances in personal history files. Reference Job Qualifications for security clearance requirements. Remove at no cost to the government any individuals for failure to attain proper clearance. | |||
| Security Clearance Requirements |
• US citizen contractor personnel must, at a minimum, pass and possess a Moderate Risk Public Trust (MRPT) certification prior to hire.
• Non-US citizens contractor personnel must pass and possess a US Embassy background investigation (BI) provided by the RSO from the US Embassy in their home nation.
• Mission-critical contractor positions require SECRET security clearance by position number.
• All contractor personnel US citizen and non-US citizen, will follow all US Embassy Chief of Mission (COM) rules, guidelines, policies and procedures at post.
• Comply with applicable portions of DoD Defense Security Services Directives (DS Standards) and 41 CFR 102-33, 12 FAM 570-579 and NISPOM. One (1) Security Management Program Personal history files maintained on approximately ___(PSO) contractor personnel. 1. 100% US contractor personnel possess a MRPT.
2. 100% of all non-US citizen personnel must pass and possess a US Embassy background investigation (BI) provided by the RSO from the US Embassy in their home nation prior to contract performance.
3. 100% of contractor personnel who contractually require USG SECRET clearance must pass and possess it prior to contract performance.
4. 100% compliance with US Embassy Chief of Mission (COM) rules, guidelines, policies and procedures at post. All violations reported to the USG within 24 hours.
| 2.C.2 | Program Office Support Requirements - All Sites | |||
| 2.C.2.a | Project Schedules: Maintain project schedules, visible to, and monitored by INL/A at Integrated Master Schedule (IMS). | Associate contracts will develop approve and implement affected project schedules according to INL/A approved process, as managed and monitored by PSO on their behalf. Maintain project schedule as prescribed. Post active schedules to PSO integrated master schedule within 7 calendar days of project Notice to Proceed. Update the IMS at every instance of modification. | 1 x data set for each project underway | 1. New project data upload to IMS 100% of time. |
2. Project changes uploaded to IMS within prescribed time period at least 95% of time.
3. Post active schedules to PSO integrated master schedule within 7 calendar days of project Notice to Proceed.
| 2.C.2.b | Data Management/Project Document Repository: Maintain a repository for all official program documentation, allowing audit trails and easy, logical retrieval, on demand. Should be maintained IAW developed and USG approved Data Management Plan. | Provide inputs to and maintain a listing of all items stored within the repository, sortable by key fields, including, but not limited to: title, date, author, and project. Report on data requirements and submit to PSO for assigned projects IAW the approved Data Management Plan. | 1 document repository at each operating location. | |
| Data collection up to 180 items per year. | 95% of audits conducted determine data management methodology is being successfully implemented. |
Documents are retrievable within 5 minutes.
All documents are sortable by required fields.
2.C.2.c Ad Hoc Data Requests: Coordinate ad hoc data requests with the INL/A and other support contractors and teammates to collect, validate, compile, and analyze data. Once data is compiled, validated, and formatted, log and store the official submission to create an audit trail IAW developed and USG approved Data Management Plan. Devise, disseminate and apply a file naming convention for all program electronic documents, following COR approval. This naming convention shall consider document names, author names, version/revision number, date format, etc. QTY as per sections 2.F, and 3.C. through 10.C. of this SOR. Data is complete, accurate and submitted on time.
Reports require no more than 3 corrections on initial submittal.
Logging is accomplished as verified by audits.
Not more than 1 validated customer complaint.
| 2.C.2.d | Security Clearance Requirements: Document Security clearances in personal history files. Reference Job Qualifications for security clearance requirements. Remove at no cost to the government any individuals for failure to attain proper clearance. |
| Security Clearance Requirements |
• US citizen contractor personnel must pass and possess a Moderate Risk Public Trust (MRPT) certification prior to hire.
• Non-US citizens contractor personnel must pass and possess a US Embassy background investigation (BI) provided by the RSO from the US Embassy in their home nation.
• Mission-critical contractor positions require SECRET security clearance by position number.
• All contractor personnel US citizen and non-US citizen, will follow all US Embassy Chief of Mission (COM) rules, guidelines, policies and procedures at post.
• Comply with applicable portions of DoD Defense Security Services Directives (DS Standards) and 41 CFR 102-33, 12 FAM 570-579 and NISPOM. One (1) Security Management Program Personal history files maintained on approximately ___(PSO) contractor personnel. 1. 100% US contractor personnel possess a MRPT.
2. 100% of all non-US citizen personnel must pass and possess a US Embassy background investigation (BI) provided by the RSO from the US Embassy in their home nation prior to contract performance.
3. 100% of contractor personnel who contractually require USG SECRET clearance must pass and possess it prior to contract performance.
4. 100% compliance with US Embassy Chief of Mission (COM) rules, guidelines, policies and procedures at post. All violations reported to the USG within 24 hours.
| 2.C.2.e | Government Property Accountability : Maintain property accountability for USG property under PSO custody. |
| PSO and each prime contractor's responsibilities include: 1. Utilize the MIS system to provide management and accountability for all material. 2. Ensure all material data and transactions are accurate and reported in the MIS system. 3. Ensure their personnel possessing contract property adhere to contract requirements regarding accountability. |
1 x PSO Property Record
1. PSO maintains 100% accountability of property in their custody.
2.C.2.f Meeting Planning and Facilitation: Assist INL/A leadership and assigned project teams in planning, scheduling, coordinating and facilitating meetings as required, attaining the requisite level of integration and communication between associate contractors. Attend scheduled meetings with INL/A, program stakeholders and associate contractors. Support includes, but is not limited to: Identify and acquire facility for meeting to take place. Gather background information and create meeting agendas and attendee lists. Document the minutes of meeting, capturing key discussion points, decisions, agreements, and action items. Action items maintained for each assigned project within the agenda and minutes for each meeting.
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