Sitka SOW for Helo Hoisting Services.pdf

STATEMENT OF WORK

USCG Aviation Training Vessel Requirements

Coast Guard Air Station Sitka

1.0 GENERAL.

1.1 BACKGROUND. The Department of Homeland Security, United States Coast Guard (USCG), and Air Station Sitka located in Sitka, Alaska, have a requirement for training vessel support services. This requirement is primarily fulfilled by using Aids to Navigation Team Sitka’s training boat, the SPC-TB.

Additionally, Air Station Sitka attempts to rendezvous with patrol boats or transit to small boat stations in Juneau and Ketchikan. However, the reliability and support of the SPC-TB has decreased, operational commitments and maintenance have reduced the availability of patrol boats, and transiting to the small boat stations can consume multiple hours of airborne time.

1.2 SCOPE. The Contractor will be responsible for providing all necessary management, supervision, personnel, labor, materials, fuel, and equipment necessary for the vessel(s) to support helicopter hoisting and aircraft crew rescue support for Air Station Sitka.

1.3 OBJECTIVE. Air Station Sitka’s requirement is to maintain aircrew proficiency by conducting helicopter hoists of equipment and personnel to and from underway and dead-in-water (DIW) vessels, helicopter delivery and recovery of rescue swimmers, and aerial delivery of dewatering pumps and other equipment to the water by rotary wing aircraft. These skill sets require both initial and proficiency training for Coast Guard pilots and aircrews.

1.4 APPLICABLE DOCUMENTS. In each of the publications referred to herein, consider the advisory provisions to be mandatory, as though the word, “shall” had been substituted for “should” wherever it appears. Interpret references in these publications to the “authority having jurisdiction,” or work of similar meaning, to mean the Contracting Officer.

1.4.1 Compliance Documents. The below list of applicable documents is supplied to assist contractors in determining pertinent regulations and shall not be considered all-inclusive.

1.4.2 Reference Documents.

Title Description 46 CFR 175-187 Small Passenger Vessels 42 U.S.C. Section 6901 Resources Conservation and Recovery Act, 42 U.S.C., Section 6901 et seq

(RCRA)

33 CFR 154 Control of Pollution by Oil and Hazardous Substances, Discharge Removal N/A The Water Quality Improvement Act of 1974 N/A The Occupational Safety and Health Act (OSHA) CERCLA of 1980 Comprehensive Environmental Response, Compensation, and Liability Act

(CERCLA) of 1980 SARA of 1986 Superfund Amendments and Reauthorization Act (SARA) of 1986

Title Description Location

COMDTINST

M3710.1 (series)

USCG Air Operations Manual

COAST GUARD AIR OPERATIONS MANUAL,

COMDTINST M3710.1I (defense.gov)

TTP 3-91.26 Helicopter Hoisting for Non-Flight Deck Vessels

Furnished upon award https://media.defense.gov/2021/Mar/30/2002610899/-1/-1/0/CIM_3710_1I.PDF https://media.defense.gov/2021/Mar/30/2002610899/-1/-1/0/CIM_3710_1I.PDF

2.0 SPECIFIC REQUIREMENTS/TASKS.

2.1 HELICOPTER HOISTING AND RECOVERY TRAINING VESSEL DESCRIPTION. The Contracted training vessel for helicopter hoisting and recovery training shall have the following characteristics:

2.1.1 Have an overall length no less than 35 feet and no more than 80 feet.

2.1.2 Have a beam of no less than 10 feet and no greater than 25 feet.

2.1.3 Have a displacement of at least 5 tons.

2.1.4 Have a minimum draft of 3.0 feet. (An extremely shallow draft vessel is undesirable due to drift characteristics when subjected to rotor downwash.)

2.1.5 Have no permanent structures protruding higher than 25 feet above the water line which cannot be quickly stowed (e.g. antennas, rigging).

2.1.6 Have a minimum deck area of 64 square feet on the aft (fantail) portion of the vessel to allow two crewmembers to safely conduct training/hoisting operations with equipment/personnel lowered from the helicopter. Deck area must be free of obstructions and be visible by the vessel operator. A platform structure on the aft portion of the vessel accessible by the vessel’s crew is acceptable.

2.1.7 Be capable of maintaining of heading of +/- 10 degrees at a speed of between 5-10 knots for a period of one (01) hour while operating under a large helicopter producing significant of rotor downwash in varying sea states and winds.

2.1.8 Be capable of operating underway without propulsion or “DIW” for periods up to 30 minutes at a time while operating under a large helicopter producing significant rotor downwash in varying sea states and winds.

2.1.9 Be capable of maintaining at least 10 knots transit speed for a minimum of five (05) hours without refueling.

2.1.10 Be capable of recovering up to eight (08) people from the water and transporting them to a pier, dock, or moorage.

2.1.11 Have an enclosed, heated cabin to accommodate the boat crew and at least one additional person.

2.1.12 Be capable of recovering from the water and transporting to a pier, dock, or moorage any floating rescue equipment dropped or lowered from aircraft to include but not limited to dewatering pump cans, life rafts, rescue training mannequins, rescue baskets, litters, datum marker buoys, or any related equipment less than 300 pounds.

Tactics, Techniques, and Procedures (TTP)

BCH16114.1

(series)

USCG Boat Crew Handbook – Boat Operations

Furnished upon award

2.2 VESSEL EQUIPMENT. The vessel shall have, at a minimum, all equipment required by law including a fathometer, radar, VHF-FM multiple frequency capable 2-way marine radio with specified frequencies/channels (13, 16, 21, 22, 23, 81, 83) and minimum ranges (20 NM), a cellular phone for secondary communications to the Air Station Sitka’s Operations Center, GPS, and a long-distance high-beam search light (fixed or hand-held). A radio headset or other equipment/technique is required to demonstrate that the operator can understand radio communications between the training boat and helicopter while a helicopter is directly overhead the vessel.

2.3 VESSEL RESPONSIBILITY AND ACCOUNTABILITY. The Contractor shall retain full responsibility and accountability for the vessel(s) during non-contract hours and shall provide all vessel maintenance. The Contractor shall assume full responsibility and accountability for the vessel(s) during contract hours, including preparation, fueling, and cleanup time. The Contractor shall be responsible for any repairs caused by negligence or abuse of Contractor employees or employees of Subcontractors. The Contractor shall maintain all mandatory Federal and State licenses, permits, and insurance applicable to the Contractor’s business. The vessel(s) shall be documented by the U.S. Coast Guard National Vessel Documentation Center.

2.4 SAFETY. The vessel shall be outfitted with a Contractor-furnished first aid kit, and approved Type III personal flotation devices for crew and passengers. Survival suits shall be provided by the Contractor as needed for crew members allowing them to operate on the weather deck/under rotor downwash continuously in cold temperatures. The Contractor shall provide helmets, goggles, and hearing/ear protection for use by crew members during helicopter hoisting operations. Anticipate that static electricity charge from the helicopter will be encountered. The vessel shall demonstrate the means to dissipate electrical charge through a grounding wand to the water or to the vessel. The Contractor shall operate and maintain the vessel, as well as all equipment and systems, in accordance with the original equipment manufacturer’s technical manuals and specifications, U.S. Coast Guard regulations, and any applicable federal, state, and local regulations. The Contractor shall instruct the Government of any hazards or unsafe conditions as they embark or disembark the vessel(s). The Contractor shall report all incidents in which there is any injury to personnel or damage to Government’s property to the Government Representative and Contracting Officer within two (02) hours of any incident.

2.5 REQUIRED DOCKING/MOORING. The Contractor will be responsible for providing docking/mooring facilities for their vessel(s). The Contract vessel(s) shall be homeported, moored, or launched from Sitka, Alaska.

2.6 SCHEDULING OPERATIONS. The flight schedule of a unit the size of Air Station Sitka is volatile due to high operational tempo. Most training flights will be forecasted three to five days in advance, but it is not uncommon for unscheduled missions or maintenance to alter plans closer to the previously scheduled time. Therefore, scheduling operations with the Contractor will consist of a two-step process.

First, a Government representative will publish a monthly schedule of dates and general times (e.g., AM, PM, and Night) that the Government anticipates conducting operations with the Contractor. This monthly schedule shall not be construed as the Government firmly scheduling operations with the Contractor; the monthly schedule is for cooperative planning purposes only. The second step of the process will consist of a Government representative emailing the Contractor with dates and specific on-scene times (e.g., 8:30AM, 1:30PM) that an aircraft will operate with the Contractor. This will happen no later than the Friday prior to the week in question. Upon receipt of the email indicating the scheduled time for the training events, the Contractor will reply confirming receipt of the transmission. These emails will serve as affirmative proof of scheduled operations for billing in the event of cancellations. Typically, the Contractor will be scheduled to provide services two (02) days per week, but shall be available based on a 5-day work week. Operations will typically be conducted for periods of two (02) hours to five (05) hours in duration and may occasionally be scheduled multiple times per day for sequential time periods (e.g., a morning block and an afternoon block commencing on the same day). However, training operations shall not exceed 8 hours in any 24-hour period. The Contractor is responsible for advising the Government when the cumulative operational time is approaching the maximum 8-hour limit (exclusive of transit time to/from the operational area). There may be weeks where higher than average or lower than average underway time may be requested due to other operational/training commitments, and the Contractor will be notified of these situations as soon as practicable. The Contractor will advise the Government representative of anticipated periods of vessel unavailability due to required vessel maintenance, crewing limitations, or other issues as soon as practicable during the monthly planning cycle. Every reasonable effort will be made in good faith by the Government to accommodate such periods of unavailability, provided the Contractor maintains the ability to meet the overall annual billable hours while still abiding by the scheduling limitations provided herein.

2.6.1 The Contractor will be required to provide support services up to three (03) days per week, not to exceed 12 billable hours per week. For scheduling purposes, the Contractor shall be available based on a 5-day work week, for 52 weeks a year, for a maximum of 420 billable hours (not including transit time to/from the training site). Following the base period, the Government may award extension periods.

2.7 PRIOR TO OPERATIONS. Prior to departing the dock for any training event, the Contractor shall contact the Air Station Operations Center 1-hour before and confirm that the training event is still scheduled. The Contractor is required to be at the operational site within 15 minutes of the scheduled time.

The Contractor is responsible for ensuring that the boat crew shall have had a minimum of 10 hours of rest measured from the time the vessel moored for the final time after the previous day’s events to the time the vessel gets underway for the first time of the current day.

2.8 AREA OF OPERATIONS. The area of operations shall encompass Sitka Sound (including Eastern and Western Channels), Silver Bay, Katlian Bay, and Nakwasina Sound.

2.9 OPERATIONAL LOG. The Contractor shall maintain a log of all operations, to include dates, locations, times, duration, and type of evolutions being performed. The log shall be sent to the Government Representative within three (03) days of the previous operational bi-weekly period end. Each bi-weekly period will commence on the 1st and 15th of each month.

2.10 WEATHER CRITERIA. The vessel and crew must be capable of meeting all contract specifications in weather conditions within the limits stated herein. All weather criteria shall be based upon Sitka Flight Services observations unless otherwise noted. The Contractor may cancel/limit the extent of training if safety is adversely impacted in conditions within the weather criteria or if other environmental factors exist. The Government will assume no responsibility for any understanding or misrepresentations concerning conditions made by any of its officers or agents prior to the execution of the contract, unless included in the request for quotes, the specification, or related documents.

2.10.1 Surface visibility no less than one (01) statute mile.

2.10.2 Winds (sustained) no greater than 35 knots.

2.10.3 Seas no more than 8 feet (as determined by vessel master).

2.10.4 The minimum temperature for boat hoist training and practice rescue swimmer deployments is 28°F/-2°C, which may be waived at the Contractor’s discretion.

2.11 FUNCTION/TASKS. The Contractor shall support training operations for the hoisting and/or deployment of equipment from Government aircraft. These objects may be delivered directly to the Contract Vessel or dropped into the water for retrieval. The Contractor is responsible for the return of delivered/retrieved training gear to designated personnel at Air Station Sitka. The Contractor shall also serve as a cover asset (self-search and rescue) during boat hoisting, helicopter rescue swimmer deployment evolutions, and helicopter approaches to the water. The training to be conducted will be both initial for new aviators/aircrews and proficiency maintenance for experienced aviators/aircrews.

2.12 COMMUNICATION PROCEDURES. The Government shall provide/assign VHF-FM communication frequencies for Contractor use. The Contractor shall provide a cellular phone on board the vessel for secondary communications with the Air Station Sitka Operations Center.

2.13 COMMUNICATION DURING OPERATIONS. The Contractor shall ensure the vessel contacts an appropriate Coast Guard communication facility at intervals not to exceed 30 minutes while engaged in aviation training services.

2.14 PRE-AWARD INSPECTION AND EVALUATION. A successful quote by a potential Contractor will require an inspection and underway/on-scene evaluation of performance characteristics to ensure that the vessel meets the requirements indicated in this Statement of Work. Contractors shall anticipate background checks of personnel operating the vessel. Additionally, personnel operating the vessel will be encouraged not to discuss specifics of Coast Guard training characteristics or training performance with personnel outside the Government, and shall notify the Government Representative within two (02) working days if any such requests for information are made.

2.15 CANCELLATION POLICY. Weather, operations, maintenance, or other issues could force cancellations of previously scheduled training events. In the event that a cancellation is anticipated greater than 2 hours prior to the scheduled time, and notice is given to the Contractor, no cost will be incurred by the Government for that scheduled training event. If cancellation occurs due to operations, weather and/or maintenance conflicts within two hours of the previously agreed upon start time of a training event, the Government agrees to pay the cost of the initial two hours of the training event that is cancelled. The Air Station Flight Schedules Officer, Operations Watch Stander, Operations Officer, or Pilot scheduled for the training event will communicate the cancellation via email and/or cell phone, to the point(s) of contact provided by the Contractor. If no answer or reply is received when an attempt is made, voice mail or email shall suffice for informing the Contractor of cancellation.

3.0 DELIVERABLES.

Deliverables Frequency Number of Copies, and to Whom Dates Required

Incident Report in accordance with Section 2.4

As needed Two, Contracting Officer and Government Representative

Within two (02) hours of the incident

Operational Log in accordance with section 2.9

Bi-weekly One, Government Representative

Within three (03) days of the previous operational period’s end

Name(s), telephone number and address of the point(s) of contact in accordance with Sections 2.15 and 4.2

As needed Two, Contracting Officer and Government Representative

Provide initial list with quote

Deliverables Frequency Number of Copies, and to Whom Dates Required

Certification of Insurance as required by FAR 52.228-5 and HSAR 3052.228-

Annually One, Contracting Officer

Within five (05) days after contract award and upon renewal

Liability Insurance in accordance with Section 4.7

As revised One, Contracting Officer

Within five (05) days after contract award and upon renewal

Background Investigations in accordance with Section 4.6

As needed One, Contracting Officer

Before placement of employee

Licenses and Permits in accordance with Section 4.4

As needed One, Contracting Officer

With quote and upon renewal

Contract Discrepancy Report Form As needed One, Contracting Officer

Within three (03) days after receipt of form

4.0 PERSONNEL QUALIFICATION REQUIREMENTS.

4.1 PERSONNEL. All Contractor personnel are required to be U.S. citizens or legal residents of the United States, at least 18 years old, and able to read, write, and speak English fluently.

4.2 POINT OF CONTACT. The Contractor shall provide a point of contact that shall be available to discuss work performed under this contract during the normal working day (8:00AM to 4:00PM local time) and during periods of underway time. The point of contact shall be able to read, write, and speak English fluently. The name(s), telephone numbers and address of the point of contact shall be provided to the Contracting Officer and Government Representative with the quote.

4.3 CREW. Minimum vessel crew shall consist of a master/captain and two deckhands. The crew shall be currently trained in rescue techniques and basic water survival. Each of the crew members shall be capable of operating and maneuvering the vessel during helicopter hoist operations and for aerial delivery equipment pickup as well as any required rescue operations. The training vessel shall also be able to accommodate at least one Coast Guard member during certain designated training situations. The crew shall complete a Boat Hoisting Familiarization Review annually, per the requirements outlined in COMDINTST M3710.1 (series). This review will encompass best practices, lessons learned, possible areas for improved procedures, and an overall safety review of vessel hoisting operations.

4.4 MASTER/CAPTAIN. The captain shall be licensed by the Coast Guard to operate uninspected passengers vessels as defined in 46 U.S.C. 2101 (42) Upon Near Coastal Waters Not More Than 100 Miles Offshore, at a minimum, for the size of the vessel being operated, including the carriage of six (06) passengers, and shall be qualified in CPR.

4.5 DECKHANDS. The deckhands shall be knowledgeable in boat operations and water recovery of personnel and dropped gear. Deckhands shall be capable of physically recovering gear or personnel from the water, both ambulatory and non-ambulatory, that may weigh up to 300 lbs.

4.6 VESSEL HOIST TRAINING REQUIREMENTS. The deckhands shall be capable of handling rescue baskets and other devices hoisted to the vessel from rotary aircraft, to include personnel. Devices and personnel may be hoisted directly or with a trail line. Any device delivered to the vessel will be grounded with a static discharge device by the crew member. Devices and personnel will be delivered to the vessel both underway and DIW. The vessel shall maintain direct communications with the aircraft they are conducting training with at all times on a pre-briefed frequency.

4.7 RESCUE SWIMMER/OVER WATER COVER REQUIREMENTS. During instances where aircraft require a vessel for cover, the vessel shall maintain direct communications and a line-of-sight visual reference to the aircraft, per COMDTINST M3710.1 (series). These instances include aircraft approaches to the water at night, any rescue swimmer operations, or prolonged hover operations over the water. Should a mishap occur with the aircraft in these instances, the vessel will be positioned to provide immediate assistance.

4.8 BACKGROUND INVESTIGATION Individuals employed by the contractor must be vetted through the USCG District Seventeen Command Security Office prior to employee placement. This process is completed through the Air Station Sitka Command Security Officer.

4.9 LIABILITY INSURANCE. The Contractor is responsible for ensuring they have adequate liability insurance coverage under FAR provisions 28.306. In addition, the Contractor shall provide proof of third party liability insurance that covers up to a minimum of $1,000,000.00 in personal injuries and property damages. This insurance shall be provided with the Contractor’s quote.

4.10 ORIENTATION BRIEFING AND TRAINING. The Government shall provide an orientation brief and initial training for key Contractor personnel prior to the contract start date and annually thereafter.

The orientation and training will include, at a minimum, safe boating practices, vessel hoisting operations, rescue swimmer operations, dewatering pump delivery operations, training equipment, and helicopter familiarization.

5.0 ADMINISTRATION.

5.1 PERFORMANCE EVALUATION MEETINGS. The Contractor’s project manager shall be available to meet with the Government Representative, LCDR Wryan Webb (Wryan.C.Webb@uscg.mil) up two times per month for the first two months of the contract to discuss performance concerns and review the Contractor’s corrective actions as needed. The monthly operational log provided by the Contractor as well as the Government’s helicopter activity records will be used to verify the Contractor’s timely arrival on station. If the Contractor fails to meet the scheduled training events or is unable to complete the training activities, the frequency of not fulfilling the scheduled requirements may be the basis for a deduction in the charter hire. Meetings will be held thereafter at intervals to be established by the Government Representative.

5.2 NOTICE TO PROCEED. The Contractor must be available to start work within 10 days following contract award. All work shall be done in accordance with the Statement of Work.

5.3 ORAL MODIFICATION. No oral statements of any person other than the Contracting Officer shall, in any manner or degree, modify or otherwise affect the terms of this contract.

5.4 INVOICING FOR SERVICE: The unit price for this requirement shall only include the cost for a standard training block and ½ training block. The standard training block will be one (1) hour of contract vessel on scene time, not transit time to/from the training site and the contractor’s dockage/moorings. A one-half (½) hour training block is 30 minutes. Any training time used after the initial one hour training session will be billed in 30 minute intervals. Example: A session of 1 hour and 10 minutes will be billed as

1.5 hours. A session that is 1 hour and 35 minutes will be billed as 2 hours. As a result, the contractor will only be paid for the actual training blocks used under this contract. Example: 300 training blocks are projected for the year, but only 250 are used. The Government is not obligated to pay the remaining 50 blocks.

5.4.1 On scene time commences either:

• When the contract boat arrives to the specified training site, but no sooner than the scheduled time.

• OR when the Coast Guard helicopter arrives on scene and requests for training to commence, whichever happens first.

5.4.2 On scene time will end when the Coast Guard helicopter departs the scene. In the event that a Coast Guard helicopter must temporarily depart scene to refuel and/or transfer passengers, training time will continue until the helicopter departs at the completion of its last sortie with the training boat or Air Station Sitka Operations Center contacts the vessel to notify them that training has ceased.