SOW EFAS (V.5).docx

26 February 2020

Statement of Work (SOW) for

Expeditionary Fluid Analysis System (EFAS)

Prepared by

SUPPORT EQUIPMENT AND VEHICLES PROGRAM OFFICE

235 BYRON ST STE 19A

ROBINS AFB GA 31098-1813

THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK

TABLE OF CONTENTS

1. SCOPE 6

2. APPLICABLE DOCUMENTS 6

3. REQUIREMENTS 9

1. SCOPE

This document defines the tasks associated with the procurement of the expeditionary fluid analysis system (EFAS) as described by < PD NUMBER to be determined>, hereafter referred to as the “PD”.

2. APPLICABLE DOCUMENTS

The following documents are applicable to the SOW to the extent specified herein.

2.1 Government documents.

2.1.1 Specifications, standards, and handbooks. The following specifications, standards, and handbooks of the exact revision listed below form a part of this SOW to the extent specified herein.

FEDERAL STANDARDS

DEPARTMENT OF DEFENSE STANDARDS

2.1.2 Other Government documents, drawings, and publications.

AIR FORCE INSTRUCTION (AFI)

(Copies of this document are available online at http://www.e-publishing.af.mil/.)

DATA ITEM DESCRIPTIONS (DIDs)

(Copies of these documents are available online at http://quicksearch.dla.mil.)

DEPARTMENT OF DEFENSE GUIDES

DEPARTMENT OF DEFENSE MANUALS

PURCHASE DESCRIPTIONS

2.2 Non-Government publications. The following documents of the exact revision listed below form a part of this document to the extent specified herein.

N/A

SOCIETY OF AUTOMOTIVE ENGINEERS (SAE)

(Application for copies should be addressed to SAE, Inc., 400 Commonwealth Drive, Warrendale PA 15096, http://www.sae.org/.)

2.3 Order of precedence. In the event of a conflict between the text of this document and the references cited herein, the text of this document takes precedence. Nothing in this document, however, supersedes applicable laws and regulations unless a specific exemption has been obtained.

3. REQUIREMENTS

3.1 Program management.

3.1.1 Program manager. The contractor shall identify to the Government and maintain a single point of contact (Program Manager) for all matters under this contract. The contractor shall also ensure that all program management personnel assigned to the program shall be available, as required, to meet program objectives.

3.1.2 Plant access. The contractor shall arrange for full access to applicable contractor facilities and offices by Government representatives conducting any business, making observations, or performing inspections required by public law or by this contract.

3.1.3 Monthly status report. The contractor shall track program progress and document such via monthly status reports. The contractor shall submit a monthly status report that shall cover the engineering and technical development of the system and subsystems as well as a projection of planned work for the remaining effort. Reports shall document tasks, issues, actions, and deliverables. Problem areas shall be identified with proposed solutions and outcomes. The current program integrated master schedule (IMS) (see 3.1.5); risk management analysis, mitigation plan, and tracking (see 3.3.4); and Technical Performance Measurement (TPM) analysis (see 3.3.5) shall be provided as attachments to the monthly status report. (DIMGMT80227, Contractor's Progress, Status and Management Report A003)

3.1.4 Integrated master plan (IMP). The contractor shall implement and maintain the proposed IMP for this program. (DIMGMT80004, Management Plan A001)

3.1.5 Integrated master schedule (IMS). A baseline IMS shall be developed at the start of the program in accordance with DIMGMT81861, Format 6. The contractor shall implement and maintain the IMS using the original baseline schedule as an unchanging reference. The IMS shall be provided in both Microsoft Project and PDF formats as an attachment to the monthly status report (see 3.1.3). (DIMGMT81861, Integrated Program Management Report (IPMR) A018)

3.2 Conferences and program reviews.

3.2.1 Post-award conference (PAC). The Government will convene a PAC conference with the contractor at Robins AFB, GA. within 60 days after contract award. The Program Manager (PM) will coordinate the actual date, time, and location of the conference with the contractor.

3.2.2 Technical reviews.

3.2.2.1 Design reviews.

3.2.2.1.1 Design review location and schedule. The contractor shall conduct a preliminary design review (PDR) within <PDR SCHEDULE> after the contract is awarded. The contractor shall conduct a critical design review (CDR) within <CDR SCHEDULE> after the contract is awarded. The design reviews shall be held at a location that is mutually agreeable to both parties, or via teleconference. The PM will coordinate the actual date, time, and location of the reviews with the contractor.

3.2.2.1.2 Design review content. The PDR and CDR shall include formal technical reviews of the proposed design; program risks shall be reviewed on a technical and schedule basis. Each review shall include, but is not limited to, preliminary calculations; any necessary design studies or analyses including the design analysis as required in 3.6.4; preliminary drawings, including equipment layout drawings (packaging), proprietary or restricted design processes, components, and information; electrical and mechanical design; environmental control; thermal design aspects; software design; training materials; lists of materials, parts, and processes; human engineering elements; corrosion control; maintainability; production capability and manufacturing; and quality considerations. Final drawings, final calculations, and any mockups or any assemblies shall be made available for the Government review as well. All applicable comments from the PDR shall be incorporated into the CDR design documentation.

3.2.2.2 Test readiness review (TRR). The contractor shall conduct a test readiness review (TRR) 14 days prior to the start of the first article test. The TRR shall assess test objectives, test methods and procedures, scope of tests, and determine if required test resources have been properly identified and coordinated to support planned tests. The TRR shall be held at a location that is mutually agreeable to both parties, or via teleconference. The PM will coordinate the actual date, time, and location of the reviews with the contractor.

3.2.2.3 Technical review documentation. The contractor shall prepare all necessary detailed status reports for the technical review meetings, conference agendas, and conference minutes. The contractor shall prepare formal documentation of the PDR, CDR, and TRR. (DIMISC80508, Technical Report/Study Services DID #)

3.2.3 Program Management Review support. The contractor shall participate in and support all reviews, audits, and meetings as requested by the PCO, PM or the contractor. Program Management Reviews shall be conducted quarterly or as required at a mutually agreeable location or via teleconferences.

3.2.4 Conference room. The contractor shall provide a conference room suitable for meetings of up to 15 Government representatives, plus contractor personnel, in support of scheduled meetings at the contractor’s facility.

3.2.5 Meeting agendas. The contractor shall publish an agenda for all meetings and conferences specified in 3.2.2 and 3.2.3. The contractor shall request from the Government any items or issues to be discussed or presented at the meetings, and shall include such items in the agenda. Agendas shall be submitted not less than five working days prior to any meeting. (DIADMN81249, Conference Agenda DID A013)

3.2.6 Meeting minutes. The contractor shall provide a written record of the discussions, decisions, and action items identified at each meeting. Minutes shall include presentation material. (DIADMN81250, Conference Minutes DID #)

3.3 Systems engineering.

The EFAS shall meet the requirements of the PD and this SOW.

3.3.1 Environment, Safety, and Occupational Health (ESOH).

3.3.1.1 System safety. The contractor shall establish, conduct, document, and maintain a system safety program in accordance with MILSTD882. The contractor shall document their approach for analyzing, eliminating, or minimizing ESOH hazards during all phases of the program. The contractor shall initiate changes in the system design based on safety analysis results such that the associated risk is reduced to a level acceptable to the Government. An initial system safety hazard analysis shall be provided 14 days prior to the PDR; updated versions of the analysis shall be provided 14 days prior to the CDR, 14 days prior to the TRR, and with the first article test report. (DISAFT81626, System Safety Program Plan (SSPP) A016; DISAFT80101, System Safety Hazard Analysis Report (SSHAR) A002)

3.3.1.2 Hazardous materials. The contractor shall manage hazardous materials, including those embedded in the system or used during operation or maintenance, as an element of the Systems Engineering process. The system shall not generate or use Class I or Class II Ozone Depleting Substances (ODS) during operation, maintenance, or disposal. The use of hexavalent chromium is also prohibited. The contractor shall list any hazardous materials, as defined in AFI 327086, to be delivered under this contract, including locations, quantities, and special handling and disposal procedures. This information shall be documented in the design analysis (see 3.5.1) and reviewed at the technical reviews; it shall be in accordance with FEDSTD313.

3.3.2 Corrosion control. The contractor shall establish, conduct, document, and maintain a corrosion prevention control program; it shall be documented in a corrosion prevention and control plan in accordance with 4.1 of MILSTD1568. The initial corrosion prevention and control plan shall be provided 14 days prior to the PDR; the second submission of the plan shall be provided 14 days prior to the CDR. (DIMFFP81403, Corrosion Prevention and Control Plan A015)

3.3.3 Reliability and maintainability.

3.3.3.1 Reliability.

3.3.3.1.2 Failure reporting, analysis, and corrective action system (FRACAS). The contractor shall prepare and maintain a FRACAS for the system in accordance with 4.4.4 of the PD. The FRACAS shall be documented in the design analysis (see 3.5.1) and reviewed at the technical reviews.

3.3.3.2 Maintainability.

3.3.6 Counterfeit Prevention Plan (CPP). Contractors that supply electronic parts or systems that contain electronic parts shall establish policies and procedures to avoid, detect, mitigate and disposition counterfeit electronic parts to prevent such parts from entering the USAF/DoD supply chain. These policies and procedures shall be documented in a CPP for submission and approval in accordance with Data Item Description (DID) DI-MISC-81832 and accomplished for all specified contract items. DI-MISC-81832 is applicable to Parts, Material, and Processes Selection (PMPS) associated with delivery of systems and assemblies to the USAF and DoD. The requirements established by DI-MISC-81832 also apply to electronics components procured in sustainment of such systems and assemblies. The requirements of the DoD-adopted SAE AS5553, Aerospace Standard, Counterfeit Electronics Parts; Avoidance, Detection, Mitigation, and Disposition shall also apply. The initial CPP shall be provided 90 days prior to the PDR. (DIMISC81832, Counterfeit Protection Plan A019)

3.3.6.1 Applicability. The contractor shall identify all Business locations and programs to which the CPP applies. The CPP shall address materials, hardware, electronic parts, and procured assemblies.

3.3.6.2 Definitions. The contractor shall utilize definitions in accordance with AS5553 to ensure consistency. Any contractor-derived definitions must be included in an appropriate CPP appendix or annex. (Ref. 3, 3.1, 3.2, 3.3, and Appendix H of AS5553)

3.3.6.3 Parts availability and use of parts brokers. The contractor shall not procure materials, systems, assemblies, subassemblies, or parts from parts brokers when available from Original Manufacturers (OM) or their Authorized Distributors. In cases where materials, systems, assemblies, subassemblies, or parts are no longer available from the OM or their Authorized Distributors, procurement from brokers may be authorized as defined by the contractor’s policy and their CPP. (Ref. 4.1.1, 4.1.2.e., and Appendix A of AS5553)

3.3.6.4 Procurement policies. The contractor shall provide and implement policy directing development and implementation of business practices, procedures, and processes to prevent procurement of Counterfeit materials and parts. The contractor shall identify the appropriate office(s), business units, functional organizations, and programs, who shall have responsibility for development, maintenance, and implementation of the CPP. The CPP shall identify the specific roles and responsibility for each. (Ref. 4.1.2, 4.1.3, and Appendices B, C, and D of AS5553)

3.3.6.4.1 Risk assessment. The contractor shall address the risk of using unknown sources and/or unauthorized suppliers in the CPP. Application or technical risk assessments shall establish the effect that counterfeit parts may have on in accordance with performance. Vendor or source of supply risk assessments shall establish the potential for obtaining counterfeit parts. Using any risk analysis tool acceptable to the Government, the contractor shall conduct a risk assessment based upon item characteristics and how likely it is that a counterfeit part will be received. The contractor shall identify and describe in the CPP how parts are selected for assessment and what risk is acceptable based upon the parts design, construction, material, and functional requirements. As a minimum, analysis shall be completed for flagging high risk items, such as items that are obsolete, discontinued, rare, etc. The contractor shall require completion of a trade study, documented within the CPP that shall facilitate determining whether 100% testing of parts procured from after-market sources is more cost effective than qualification or requalification of a manufacturer. (Ref. 4.1.2, 4.1.3 and appendices B, C, and D of AS5553)

3.3.6.5 Detection and avoidance responsibilities. The contractor shall establish processes for the review and approval of contractor and applicable subcontractor systems for the detection and avoidance of counterfeit electronic parts and suspect counterfeit electronic parts, which processes shall be comparable to the processes established for contractor business systems under section 893 of the Ike Skelton National Defense Authorization Act for Fiscal Year 2011 (Public Law 111–383; 124 Stat. 4311; 10 U.S.C. 2302 note). The contractor shall flow down such requirements and processes to their subcontractors in accordance with ODASD Memo titled “Overarching DoD Counterfeit Prevention Guidance”, dated 16 March 2012. (Ref. AS5553, 4.1.4, 4.1.5, appendix E)

3.3.6.6 Testing and verification. The contractor shall establish and accomplish testing and verification processes for items not received from an original equipment manufacturer, original component manufacturer, or authorized distributor that are identified as having high risk for counterfeit potential. These processes apply to prime contracts, and to subcontracts or suppliers below the prime contracts. The contractor shall provide a list of acceptable test facilities if the subcontractor or supplier does not have the capability to in accordance with form required testing. Submittal of Certificates of Compliance indicating the parts are not counterfeit shall be acceptable for verification of testing. (Ref. 4.1.4 and Appendix E of AS5553)

3.3.6.7 Configuration identification and traceability. The contractor shall identify and control the configurations of all systems, assemblies, subassemblies, and parts, and enable mechanisms to provide traceability of parts. The contractor shall report to the Government when control of the configurations of all systems, assemblies, subassemblies, and parts, and mechanisms to provide traceability of parts are not possible. The contractor shall identify the specific systems, assemblies, subassemblies, and parts beyond the contractors’ control. The contractor shall be responsible for detecting and avoiding the use or inclusion of counterfeit materials and parts, to include procured assemblies and subassemblies, in such products and shall be responsible for the rework or corrective action that may be required to resolve the use or inclusion of counterfeit materials and parts. The cost of counterfeit electronic parts and suspect counterfeit electronic parts and the cost of rework or corrective action that may be required to remedy the use or inclusion of such parts are not allowable costs under Department contracts, unless:

a. the contractor has established a counterfeit avoidance/detection system approved by the DoD,

b. the counterfeit parts were procured from a DoD-accredited trusted supplier or provided as Government property, and

c. the contractor has provide timely notification to the Government. (Ref. 4.1.6 and Appendix F of AS5553)

3.3.6.8 Counterfeit notification and reporting. The contractor shall report in writing to the Procuring Activity within 30 days of determining any end item, component, part, or material contained in supplies purchased by the Department of Defense, or purchased by a contractor or subcontractor for delivery to, or on behalf of, the Department, contains counterfeit electronic parts or suspect counterfeit electronic parts for the purpose of investigation and notification of the Air Force Office of Special Investigations (AFOSI). The PCO will coordinate reporting to the appropriate Program Management/Item Management, System Engineering Management, the AFMC Discrepant Materiel Reporting Program (DMRP) Office in 406 SCMS/GULAB, and the AFOSI. Additionally, the contractor shall within the same 30 day period ensure all suspected or confirmed counterfeit items are entered into the Government-Industry Data Exchange Program (GIDEP) system, which will serve as the DoD central reporting repository. (Ref. 4.1.7 and Appendix G of AS5553)

3.3.6.9 Counterfeit prevention training. The contractor shall provide appropriate training and shall require all in accordance with personnel working procurement within their company, to include at a minimum their supply chain management specialists, receiving inspectors, and engineers, to complete said training. The contractor shall determine the appropriate training required. Training may be developed in-house or may be other Industry accepted training. The CPP shall describe and list the training provided by the contractor to their in accordance with personnel.

3.4 Logistics.

3.4.1 Technical Order (TO) requirements. The contractor shall develop and deliver technical manuals in accordance with TM-86-01. (TM-86-01, Air Force Technical Manual Contract Requirements)

3.4.2 Provisioning. The contractor shall identify and recommend logical spare/repair parts sufficient to meet system/equipment operation and supportability in accordance with the Air Force Initial Provisioning Performance Specification (IPPS). GEIA-HB-0007A (Logistics Product Data Handbook) should be used as a guide. The format shall be consistent with existing government Provisioning data system (D220). The following Data Item Descriptions (DIDs) apply:

a. DI-SESS-81758A/T Logistics Product Data. Specific Logistics Product Data to be submitted:

(1) Provisioning Parts List (PPL)

(2) Common and Bulk Items List (CBIL)

(3) Short Form Provisioning Parts List (SFPPL)

(4) Design Change Notices (DCNs)

(5) Statement of Prior Submission (SPS)

b. DI-SESS-81874 Engineering Data For Provisioning (EDFP).

c. DI-SESS-81759A/T Logistics Product Data Summaries

(1) Support Equipment Recommendation Data (SERD)

(2) Standard Modified Hand Tools List

3.4.2.1 Provisioning Guidance Conference. A Provisioning Guidance Conference (PGC) shall be scheduled by the Prime Provisioning Activity (PPA) and should be held within 45 days after receipt of contract. The PGC is normally held at AFGLSC PPA for approximately two days to ensure both the contractor and the Government understand the provisioning requirements on contract. If a PGC is not desired, the contractor shall submit a written request for waiver of the PGC to the PPA. In the event a waiver is approved, a mutual understanding of the Provisioning requirements shall be communicated in some forum in which the AFMC Form 718 (Provisioning Performance Schedule (PPS)) shall be documented/completed, signed by both the Government and contractor, and a contract modification issued, if required. (DIADMN81249, Conference Agenda; DIADMN81250, Conference Minutes)

3.4.1.1 TO verification. Technical order verification shall be in accordance with TM-86-01.

3.5 Testing and evaluation.

3.5.1 Design analysis. A design analysis of the system and each subsystem shall be performed to verify compliance with this SOW and each applicable requirement of the PD. The analysis shall include, but is not limited to, the following:

· System safety (see 4.5.2 of the PD)

· Service life (see 4.5.3 of the PD)

· Surface transportability (see 4.5.7.1.1 of the PD)

· Air transportability (see 4.5.7.2 of the PD) A Material Safety Data Sheet (MSDS) shall be provided for each hazardous material identified for use in the program (see 3.3.1.2). (Note that the system safety hazard analysis is addressed in 3.3.1.) An initial design analysis shall be provided 14 days prior to the PDR; updated versions of the analysis shall be provided 14 days prior to the CDR, 14 days prior to the TRR, and with the first article test report. (DIMISC80508, Technical Report/Study Services A004)

3.5.2 First Article test.

3.5.2.1 First article test procedures. The contractor shall develop detailed first article test procedures, which shall address all requirements identified in the PD and this SOW. The test procedures shall include data record sheets, charts, graphs, identification of test instruments by manufacturer, model number, and serial number. The test procedures shall address modeling and simulation (M&S); if M&S is not applicable, the test procedures shall be so noted. (DINDTI80603, Test Procedure A005)

3.5.2.2 First article testing. After Government approval of the first article test procedures, the contractor shall schedule the testing to be conducted. If shipping is required to move the item(s) to and from a test site away from the contractor’s facility, the contractor shall be responsible for all costs associated with the shipment. The contractor shall notify the Government of the date, time, and location of first article testing 30 days prior to the start of testing. The test will be witnessed by one or more Government representatives.

3.5.2.3 First article test daily situation reports (SITREPs). Throughout the first article test, the contractor shall submit a daily situation report (SITREP) that shall cover all monitored daily test activities. Examples are:

a. Test logs.

b. Observed data to include: Observations, comments, anomalous conditions, or other items completed for each first article unit.

c. Recorded data as applicable to the type of equipment.

d. Records of preventive maintenance activities performed.

e. Daily Failure Reporting and Corrective Action System (FRACAS) status updates to include total number of failures occurred. Resolutions of previous failures and implementation of corrective actions applicable to the Reliability Growth Test (RGT) FRACAS.

f. For RGT, tracking of reliability growth to include the reliability growth curve for the number of hours completed.

(DIMGMT80227, Contractor's Progress, Status and Management Report)

3.5.2.5 First Article test report. The contractor shall submit a first article test report upon completion of the first article test. The test report shall document all testing performed, including results of any unsuccessful test attempts. Failure reports generated as a result of the FRACAS process (see 4.4.4 of the PD) shall be included with results of unsuccessful test attempts. (DINDTI80809, Test/Inspection Report)

3.5.3 Operational Test and Evaluation (OT&E). After completion of first article testing and approval by the Government of the first article test report, all first article items shall be shipped to Tinker Air Force Base. The contractor shall be responsible for all costs associated with shipping. Air Force operators and maintainers will conduct all OT&E. The contractor shall provide a spare parts kit with each first article item shipped for the OT&E containing all items required to conduct scheduled maintenance during the test as well as common repair parts and consumable items predicted to be needed during the OT&E. Contractor’s support shall be available (within 48 hours of notification exclusive of weekends and official Government holidays) all times during the OT&E. All OT&E shall be completed within allocated sixty days.

3.5.4 Restoration. After completion of first article and OT&E acceptance, the first article items shall be shipped, within 30 days, to the contractor’s facility for restoration. The contractor shall be responsible for any repairs that may be necessary to restore the first article items to a serviceable, “like new” condition while retaining configuration integrity. The contractor shall be responsible for all costs associated with shipping of the first article items to locations determined by the Government.

3.5.5 Disposition. The first article item shall be retained at the contractor’s facility, to serve as a manufacturing standard, until the last shipment.

3.6 Configuration management.

3.6.1 Configuration requirements.

3.6.1.1 Baselines.

3.6.1.1.1 Functional baseline. The functional baseline is the PD.

3.6.1.1.2 Allocated baseline. All of the documents used to produce and define the accepted CDR configuration shall constitute the allocated baseline.

3.6.1.1.3 Product baseline. All of the documents used to produce and define the accepted first article item shall be identified in a Product Base Line Index (PBLI). The list shall identify the applicable version number as required. (DICMAN81218, Product Base Line Index (PBLI))

3.6.1.2 Production release. Production release is acknowledgment by the PCO that the contractor has satisfied all requirements to proceed with delivery of hardware to be furnished under the contract. The contractor assumes all risks in initiating production before the first article item test report and TOs have been delivered and approved by the procuring activity.

3.6.2 Engineering Change Proposals (ECPs). Notwithstanding any other provision in the contract, no contractor or subcontractor's change in design, fabrication, assembly, part, material, process, or source of supply shall be made to the allocated or product baseline unless such change is submitted in writing by ECP and approved by the procuring activity. Any request for change shall be accompanied by complete documentation supporting the need for the change. A system safety impact statement shall be provided as part of the submittal; it shall quantify and qualify the system safety risk identified and how it impacts the system safety risk already identified for the system. A Notice of Revision (NOR) shall be submitted with each ECP. Should the Government approve an ECP, the contractor shall be responsible for submitting updated TOs and the system safety hazard analysis report (see 3.3.1.1) to reflect the changes made in the ECP. (DISESS80639, Engineering Change Proposal (ECP); DISESS80642, Notice of Revision (NOR)).

3.6.3 Request for Variance (RFV). The contractor shall prepare an RFV whenever a departure from the contractually-specified base line is proposed for a specific number of units or for a specific time. (DISESS80640, Request for Variance (RFV)) DISTRIBUTION STATEMENT A. Approved for public release: Distribution is unlimited.