Technical Management and Admin AAM-500 Support SOW v1_Market Survey revised 10-18-23.docx

STATEMENT OF WORK

Technical, Management, and Admin Support for AAM-500 i

TABLE OF CONTENTS

Introduction This effort requires a Support Services Contractor to provide technical, management, and administrative support to the FAA Civil Aerospace Medical Institute Human Factors Research Division, AAM-500. The Division has two Branches: Safe Operations in Aerospace Research Labs (AAM-510) (SOAR Labs) and the National Aerospace System Human Factors Safety Research Labs (AAM-520) (NAS-HFSR Labs).

Scope The scope of this Statement of Work (SOW) includes on-demand research, management, and administrative support for both AAM-500 laboratories. Tasking will be established on individual Task Orders. The core services include Tasks that are Firm-Fixed Price (FFP) and Time and Materials (T&M) as follows:

Task 1 – Technical Research Support (T&M) Task 2 – Program Management & Project Management Support (FFP) Task 3 – Administrative Support (T&M)

Requirements The contractor must provide on-demand quality technical, management, and administrative support to the AAM-500 Division. The contractor must furnish and make available all personnel, materials, and services necessary to assist AAM-500 in accomplishing its mission. As directed by the FAA, the contractor may also be required to interface with other contractors in the execution of tasking.

Technical Research Support Tasks The Contractor must provide support to the Program Office by performing the following Tasks:

· Support AAM-500 Principal Investigators with planning and executing aviation-related human performance research studies, including:

· Participate in planning meetings and coordination

· Support Institutional Review Board (IRB) Documentation

· Support Data Management Plan (DMP) Development, Documentation and Updates

· Conduct information finding activities such as: Literature Reviews, Market Surveys, Task Analyses, and any additional information finding activities necessary to complete tasks.

· Draft and/or review research plans, statistical analysis plans, recruitment advertising, etc.

· Conduct data collection in accordance with an approved research plan.

· Conduct and/or review data analysis in accordance with an approved statistical analysis plan.

· Contribute to scientific and other reports including technical authorship as well as editorial review and writing.

· Public Speaking - Support Research Brief-outs to include internal FAA briefings and external scientific conferences.

Program Management & Project Management Support Tasks Program Management and Project Management will be Firm Fixed Price efforts. The contractor must efficiently and effectively manage the performance under this contract to ensure all the necessary technical, business, and administrative planning; organizing; managing; coordinating; and tracking (e.g., cost, schedule, deliverables), performance management, risk management, component procurement management, system engineering management, resource management, data management, and subcontract management required to perform all the activities successfully as required in the SOW. The project manager is the primary point of contact for work to be performed under the resultant contract Task Orders. The program manager must keep the IPT informed of any potential problems and make recommendations for solutions.

The Contractor must ensure that assignments are completed in a thorough and timely manner and prepare written documentation of accomplishments. The FAA requirements in performing this contract demand that the Contractor's engineering, technical, analytical, and administrative support and the level of expertise, experience, and demonstrated performance of contractor personnel providing the services must be at the highest level of providing quality support.

The Contractor must provide sufficient personnel, both in number and qualification to perform work described herein.

The Contractor must provide sufficient oversight and supervision of the contract in order to ensure all employees are functioning within their designated labor categories and at acceptable levels of performance and are performing their designated assignments in a timely manner and that all reporting requirements are honored. The Contractor must provide a quality assurance system to ensure the Government receives quality services as specified in the contract.

Administrative Support The FAA requires administrative support that will be detailed in Task Orders. The scope of the support will include a wide range of activities such as:

A. Preparing documentation as requested, B. Assisting with the preparation and execution of events, C. Assisting with tours of the AAM-500 labs, D. Preparing for Program Management Reviews by drafting PowerPoint slides and coordinating with CAMI team members, E. Providing meeting minutes as requested, F. Support with hosting participants, including coordinating lunch and escorting them on the MMAC.

G. Serving as the Personal Property Delegate for the AAM-500 Division. The roles and responsibilities for Personal Property Delegates are defined in the FAA Aviation Property Management, Property Operations Division Personal Property Process and Procedures Guide located at:

https://my.faa.gov/content/dam/myfaa/org/staffoffices/afn/regions_center/materiel_personal_property/asset_management/property/pol_guidance/personal-property-process-procedure-guide.pdf

Other Direct Costs Travel The Contractor must travel, as tasked, to support the program. The Contractor must travel to provide on-site personnel as needed at work locations. The FAA Contracting Officer must approve all travel in advance of its occurrence. The Contractor must not be reimbursed for any unauthorized travel.

The Government will reimburse the contractor for travel and per diem costs incurred only in the performance of this contract. Reimbursement will be at cost only and in accordance with Joint Travel Regulations of the Federal Government. The Government will not reimburse the contractor for travel costs incurred in the replacement of personnel when such replacement is accomplished for the contractors or employee’s convenience. (See Section H for detailed guidance regarding travel).

Electronic Communications The Contractor must assure an electronic means for communicating with FAA personnel. The Contractor must ensure that the communications are compatible with the FAA's electronic mail system that is currently Microsoft Outlook. The Contractor must also ensure that the Contractor's electronic mail has the capability to receive and retrieve attachments.

Miscellaneous The contractor may incur cost for incidental nonrecurring items such printing, special supplies, etc., with the prior approval of the COR.

Documentation Document Review The Contractor must provide support to the FAA in the writing and/or reviewing of FAA program documentation. All documents prepared by the contractor must be on the behalf of the FAA and the contractor may not independently publish or distribute any document without prior written permission from the FAA.

Reporting Requirements The Contractor must provide a monthly status report to the COR and the Contracting Officer in letter format. The report must describe the work accomplished during the reporting period, discuss problems encountered and corrective action taken, pending issues and work planned for the next period. In particular, the report must address the extent to which any problems or circumstances will cause conflicts with the program schedules.

The Contractor must provide a monthly detailed breakdown of funds expended during the reporting period, including a breakdown of labor hours utilized by the contractor and any subcontractor, associated labor costs, material costs and other direct costs incurred.

The Contractor must deliver each monthly report no later than the fifth working day of the month following the reporting period.

The Contractor must deliver a quarterly report which consolidates and summarizes the most current schedules, cost, delivery, and installation information available.

Place of Performance The Contractor, unless otherwise specified, will provide the support services for this Contract within the CAMI Building location on the MMAC, building 13, Oklahoma City, OK.

Security The contractor shall ensure that employees observe and comply with all FAA/CAMI policies, regulations and procedures concerning, fire, safety, environmental protection, sanitation, identification, security, traffic, parking, limited access areas, gratuities, and conduct.

Contract employees working in government facilities shall be responsible for compliance with applicable building and physical security requirements. These requirements include, but are not limited to, the use of authorized entrance and exit points, responsibility for securing doors, protecting government property from loss theft abuse or damage, and the use of telephones and computers for only mission related activities. The contractor shall be responsible for safeguarding all Government property issued for contractor use. Specific security requirements for tasked projects shall be identified in the Contract.

Badges The contractor shall be responsible for transitioning employees if required and obtaining an FAA issued identification badge and car decal for each employee upon initial entry to the work site. While on FAA premises, each contractor shall wear their FAA identification badge at all times in accordance with FAA/MMAC current policies and directives.

Government Supplied Facilities The Government will provide, without cost, adequate and necessary working space. All operating expenses, maintenance, and repairs of Government-provided property will be furnished by the Government when the work is performed on a Government site such as MMAC. Government property has been inspected for compliance with the Occupational Safety and Health Act (OSHA). No hazards have been identified for which work-around procedures have been established. Should a hazard be subsequently identified, the Government will correct OSHA hazards according to government-developed and approved plans of abatement taking into account safety and health priorities. A higher priority for correction will not be assigned to the property provided hereunder merely because of this contracting initiation. The fact that no such conditions have been identified does not warrant or guarantee that no possible hazard exists, or that work-around procedures will not be necessary, or that the property as furnished will be adequate to meet the responsibilities of the Contractor.

Compliance with OSHA and other applicable Alternative Work Location (AWL) and regulations for the protection of employees is exclusively the obligation of the Contractor. Further, the government will assume no liability or responsibility for the Contractor. The Contractor or its employees shall not alter the property in any way and must provide in written detail the need to address modifications to Government-provided facilities or equipment. The Contractor must return the property to the Government in the same condition as received, fair wear and tear. The Contractor must reimburse the Government for repairs resulting from the negligence of the contract employees. The property must only be used in the performance of this contract.

Government-Supplied Equipment and Supplies The Government shall provide to the Contractor, without cost, all office furniture, equipment, supplies, and materials required to successfully accomplish the requirements outlined in the PWS when the work is performed on a Government site such as MMAC. Computers issued to contractor provided staff may be used at the AWL.

Obtaining Replacement of Government Supplied Equipment The Contractor must submit requests for replacement of Government Supplied Equipment to the COR for processing. Such requests must specify the reason for the replacement request. It is important to note that the Contractor and its employees must take reasonable care of the Government supplied equipment. The Government manages and provides Facilities, equipment and supplied.

Contractor-Supplied Facilities The Contractor must provide, without cost to the government , adequate and necessary working space in the event that an Alternate Work Location (AWL) and is requested both for a permanent time and/or a temporary term. The Contractor shall be responsible for all operating expenses, maintenance, and repairs for AWL. The Government will furnish all operating expenses, maintenance, and repairs of Government furnished property, i.e., Computers.

Compliance with OSHA and other applicable AWL and regulations for the protection of employees is exclusively the obligation of the Contractor. Further, the government will assume no liability or responsibility for the Contractor. The Contractor or its employees shall not alter the property in any way and must provide in written detail the need to address modifications to Government-provided facilities or equipment. The Contractor must return the property to the Government in the same condition as received, fair wear and tear. The Contractor must reimburse the Government for repairs resulting from negligence of the contract employees. The property must only be used in the performance of this contract.

Safeguarding Sensitive but Unclassified (SBU) Information The Contractor must have established procedures for securing materials and data upon contract award that must include:

1. Procedures for safeguarding "Confidential" and "Sensitive" materials

2. Procedures for assurance that all documents are secured at all times and are never left unattended

3. Procedures to prevent discussion outside the immediate work area of information contained on any medical or other document containing personally identifiable information (PII)

4. Procedures to prevent addresses or information from being disseminated to anyone regarding a specific individual, e.g., celebrities or dignitaries

GOVERNMENT TASK ORDERS & TRANSITION PLANS

TASK ORDER MANAGEMENT

The FAA will be providing specific work requirements through Task Orders under this contract. The Contractor must provide program management support to perform identified tasks efficiently, accurately, on time, and in compliance with the requirements. The Contractor must host a Kick-Off meeting for each new Task Order unless directed otherwise by the COR. The Contractor must provide a monthly report for each Task Order summarizing the status of the work and the percent completion compared to the percent of budget spent down. The monthly report should be delivered to the COR by the time each invoice is submitted for payment.

Transition Plans

PHASE-IN TRANSITION PLAN AND PERIOD

The first 30 business days from date of Task Order award constitute the Phase-In Period. The Contractor must provide support during this time and submit a Phase-in Plan within 10 business days after Task Order award that describes actions necessary for a successful transition of operational responsibilities to the Contractor.

PHASE-OUT TRANSITION PLAN AND PERIOD

The last 90 calendar days of the Task Order will constitute the Phase-Out Period and the Contractor must submit a Phase-Out Plan for Government approval that addresses the plans and procedures necessary to ensure continuity of operations to the successor. The Contractor must make available all Contractor equipment, material, and services required for the continued performance of the service. The Government reserves the right to assume, by negotiation, the possession of all facilities, equipment, material, and services necessary to provide and maintain operations. The negotiation of the transfer of all property for use by the Government after Task Order completion will take place during the Phase-Out Period.

During the Phase-Out period, personnel of the incoming workforce may observe operations and performance methods of the Contractor. This will allow for orderly turnover of facilities, equipment, and records and will help to ensure continuity of operations. The Contractor must not defer any requirements for the purpose of avoiding responsibility, or transfer such responsibility to the successor before the end of the last performance period. The Contractor must fully cooperate with the successor and the Government during the phase-out period.

PHASE-OUT EXECUTION

The Contractor must provide support to execute phase-out in accordance with the Phase-Out Transition Plan. The Contractor must not disrupt or adversely impact the provision of services and must achieve a smooth and orderly transfer of responsibility to the successor.

Approximately 15 business days prior to the Task Order’s end date, the Contractor must provide the following to the COR:

· All documentation as of the most recent revision;

· Final status report including a projection of activities for the remainder of the Task Order; and

· Participate in a closeout meeting with the FAA (details and research participants determined by the COR).

WORK SITES AND HOURS OF WORK

The Place of Performance will be determined per task order and includes but is not limited to online via Zoom or Teams and in-person meetings at designated FAA locations if and when air travel is safely accessible, based on CDC guidance.

Support facility hours of operations must be maintained and be consistent with Government personnel working Monday through Friday (excluding holidays) unless otherwise specified. Primary hours of operations are 6:00am to 6:00 pm. All work schedules must be coordinated with the Government Task Order Technical Manager. Project requirements may dictate work to be performed at times and days other than those prescribed. The Contractor must be given, if possible, advance notice when circumstances dictate work to be performed at times other than those prescribed.

TECHNICAL INTERCHANGE MEETING

The program manager or project lead must be required to meet, at the discretion of the CO or COR, with the CO or COR at any time during the term of any identified task. These meetings will include the Principal Investigator when required.

PROGRESS/COMPLIANCE

All applicable FAA Orders and FAA Acquisition Management System (AMS) policies, guidelines and processes must be used. The Contractor must research and employ appropriate FAA Orders, where necessary, under the guidance of the Contracting Officer’s Representative (COR). The Contractor must ensure all work is in full compliance with:

Websites:

• Orders and Notices:

http://www.faa.gov/regulations_policies/orders_notices/index.cfm/go/document.list/parentTopicID/184

• Forms:

http://www.faa.gov/library/forms/

• AMS Guidelines:

http://fast.faa.gov

Personnel Requirements The Contractor must have the full list of Key Personnel provided in Appendix A staffed at all times unless otherwise directed by the CO/COR. Non-Key Personnel may be staffed or sub-contracted as needed. See Appendix A for the full list of Key and Non-Key Personnel.

Continuity of Services - Mission Critical Contracts

(a) The contractor recognizes that the supplies and/or services under this contract are critical to FAA and must be continued without interruption during times of National Emergency or Incidents of National Significance. Supplies and/or services to be continued without interruption are:

1. Program and Project Management

2. Technical Research Support

3. Administrative Support

(b) National Emergencies or Incidents of National Significance include:

(c) Because the supplies and/or services under this SIR or contract are deemed critical by FAA, the contractor must make every reasonable effort to deliver these supplies and/or services per the contract requirements during times of National Emergency or Incidents of National Significance; however, the presence of this clause does not affect or diminish the Contractor's rights under Default or Termination clauses incorporated into this SIR or contract.

(d) Within 90 days after award, the contractor must submit a Continuity of Contract Performance Plan to the Contracting Officer (CO) for review and acceptance. This plan describes the processes and tools that the contractor will commit to ensure supplies and/or services are delivered as required during times of National Emergency or Incidents of National Significance. This plan must include the following sections:

(1) Plans and Procedures: Detail the plans and procedures in place that will provide for continued contract performance for supplies and/or services during times of National Emergencies or Incidents of National Significance;

(2) Essential Functions: Record functions that are essential to the continuation of mission critical contract performance;

(3) Delegations of Authority, Planned Order of Succession, and Cross-Training: Procedures in place to ensure personnel are available to make key decisions and perform critical services when primary personnel are unavailable;

(4) Alternate Operating Facilities: When the primary facility is unavailable, detail plans to make available other facilities unaffected by the National Emergency or Incident of National Significance. If contract performance allows, this may include alternatives such as telecommute;

(5) Interoperable and Effective Communications: Identify alternate communication systems if primary systems are unavailable;

(6) Critical Records or Data: Identify plans in place to ensure critical records and data are still available to ensure the integrity of contract performance;

(7) Protection of Human Capital: Identify comprehensive plans to protect the overall health and welfare of the workforce in times of National Emergency or Incidents of National Significance;

(8) Testing and Training of the Plan: Detail comprehensive testing and training of the plan to improve the execution of contract performance in times of National Emergency or Incidents of National Significance;

(9) Devolution of Control and Direction: Identify plans and the ability to transfer authority and responsibility of essential functions from the primary location to other sites and employees; and

(10) Reconstitution and Resuming Normal Operations: Identify procedures and processes to expedite the return of contract performance and operations to their normal state.

(e) The Continuity of Contract Performance Plan must be made available by the contractor to all authorized contractor personnel with a "need-to-know" for review and use during the term of the contract.

(f) The Continuity of Contract Performance Plan must be updated as needed.

Acronyms