Aircraft Computer Maintenance Management System

Amendment / Modification

This amendment addresses two vendor questions:

• Bill of Materials (BOM) Clarification: The original solicitation's Attachment 2 (Bill of Materials) had a pre-filled quantity of 35. The amendment clarifies that the BOM refers to user licenses, not aircraft. Revised Attachment 1 now lists 50 user licenses. The government has 27 aircraft in total, with 23 currently active.

• Facility Count and PWS Clarification: The amendment clarifies that the requirement includes 7 facilities. The listed locations are:

  • Juneau, Alaska
  • Redmond, Oregon
  • Missoula, Montana
  • Redding, California
  • Ogden, Utah
  • Ely, Minnesota
  • Broomfield, Colorado The government requires online access to aircraft data for these locations.

• Attachment 2 (Bill of Materials) quantity clarification.

• Attachment 1 (Bill of Materials) revised to list 50 user licenses.

• Paragraph 3, page 3 of the Performance Work Statement (PWS) regarding "Legacy" section and facility count.

• The proposal due date has been extended to Monday, May 5, 2026, at 3:00 PM EST.

Form / Attachment / Pricing Sheet

This document is a Bill of Materials (BOM) detailing the items and quantities required for the Computer Maintenance Management System (CMMS) for various performance periods. It serves as a pricing and itemization guide for potential bidders.

• BASE YEAR (09/30/2025 - 09/29/2026):
  • 50 CMMS User licenses (EA)
  • 1 CMMS Implementation (EA)
  • 1 CMMS Maintenance and Support (EA)
• OPTION YEAR ONE (09/30/2026 - 09/29/2027):
  • 50 CMMS LICENSE Maintenance and Support (EA)
• OPTION YEAR TWO (09/30/2027 - 09/29/2028):
  • 50 CMMS LICENSE Maintenance and Support (EA)
• OPTION YEAR THREE (09/30/2028 - 09/29/2029):
  • 50 CMMS LICENSE Maintenance and Support (EA)
• OPTION YEAR FOUR (09/30/2029 - 09/29/2030):
  • 50 CMMS LICENSE Maintenance and Support (EA)
• Shipping Information is to Fire and Aviation Management Information Management/Airworthiness at 3833 S Development Ave, Boise, ID 83705.
• Brand Name or equivalent is acceptable.

This BOM provides specific details on the quantities and types of CMMS licenses, implementation, and maintenance/support required. Bidders should use this information to prepare their pricing proposals, ensuring they account for all listed items and quantities across the base year and option years. The shipping information indicates the delivery location for any physical components, though this appears to be primarily software-related.

Form / Attachment / Pricing Sheet

This document, "Attachment 07 USDA Sec Lang App B.pdf", is an appendix (Appendix B) to the "INFORMATION TECHNOLOGY PROCEDURE SA-4/9/AU-16/SR-5/8/12 ACQUISITION PROCESS AND EXTERNAL SYSTEM SERVICES". It details the "STANDARD FOREST SERVICE INFORMATION TECHNOLOGY SECURITY LANGUAGE" that contractors must adhere to when providing IT resources or services to the United States Forest Service (FS).

This appendix outlines comprehensive cybersecurity and IT security requirements for contractors, including:

• Cybersecurity for Contracts: General agreement to comply with IT security policy, responsibility for IT security for all systems connected to the FS network or operated for the FS, and compliance with Federal Acquisition Regulation (FAR) clauses.
• Data Rights: Specifies government ownership of deliverables and associated materials, and contractor's limited use of FS-provided or collected information.
• Government Access for Security Assessment: Outlines the government's right to access contractor facilities, equipment, and personnel for security assessments, audits, and investigations.
• Threats, Hazards, and Incidents: Details procedures for reporting and responding to security incidents and breaches, including Personally Identifiable Information (PII).
• Privacy: Mandates compliance with the Privacy Act of 1974 and applicable agency regulations when handling systems of records on individuals.
• Safeguarding Government Information: Covers requirements for records management, media sanitization, and handling of Controlled Unclassified Information (CUI).
• Security for Developing and/or Implementing Software Applications: Includes best practices for secure coding, source code testing, vulnerability identification and remediation, and end-of-life compliance.
• Security for External IT Services: Outlines requirements for IT systems processing, storing, or transmitting FS data on non-FS systems, including IT System Security Plans and compliance with federal laws.
• Security Requirements for Government-Owned/Contractor-Operated Systems: Details requirements for external systems, including Assessment & Authorization (A&A), security assessments, and privacy impact assessments.
• Cyber Supply Chain Risk Management (C-SCRM): Establishes requirements for managing supply chain risks, including country of origin, personnel certifications, secure software development, and handling of counterfeit parts.
• Definitions: Provides definitions for key terms related to cybersecurity and supply chain risk management.

This document is critical for any bidder proposing to provide IT services or products to the Forest Service. It establishes the mandatory cybersecurity and IT security standards that must be met throughout the contract lifecycle. Bidders must review these requirements carefully to ensure their proposed solutions and operational practices will comply with all stipulated security measures, including training, data handling, system security, incident response, and supply chain management.

Form / Attachment / Pricing Sheet

This document is Exhibit A, a template for "Computerized Maintenance Management System (CMMS) Performance Monitoring Results." It is intended to be used for tracking and reporting on the performance of the CMMS.

• PR Number: Unique identifier for each performance requirement.
• Performance Requirement: Description of the specific requirement being monitored.
  • PR 1.1: CMMS fully functional 95% of the time.
  • PR 2.1: Support available 24/7/365 via telephone and/or email.
  • PR 3.1: Perform 1 user training.
  • PR 4.1: Responsive to integrate and configuration changes.
• Monthly Monitoring Results: Columns for tracking performance:
  • Performed By
  • Rating
  • In Compliance
  • Monitoring Performed by/Date(s)

This template outlines specific performance metrics and monitoring requirements related to the CMMS. Bidders may need to understand these requirements to propose a system that meets these standards and to prepare for ongoing performance monitoring if awarded the contract.

Statement of Work (SOW) / Performance Work Statement (PWS)

To procure a Configurable Commercial-Off-The-Shelf (COTS) Software, a Computerized Maintenance Management System (CMMS), for the United States Forest Service (USFS) aircraft fleet. The system will support aviation industry standards and be configurable for the USFS fleet.

• Aircraft Maintenance Management: Includes up-to-date status tracking, maintenance planning, work order management, reporting, list creation, labor tracking, training records, aircraft usage and performance monitoring, and technical directive integration (e.g., Airworthiness Directives, Service Bulletins).

• Supply Management: Covers staffing for parts and equipment tracking, QR coding for supply steps, part association and search, cost analysis between vendors, transportation/distribution/disposition tracking, and complete part history.

• Traceability: Capability to track items through part and serial number changes, and manage warranties and expiration dates.

• Operations Management: Track aircraft usage (flight hours, cycles, etc.) and disseminate usage information.

• Technical Information Management: View industry-standard technical data files, ensure browser accessibility, encrypt communications, and ensure compatibility across various devices. Includes data transfer, backup, migration, and retention from the legacy CMMS.

• Technical Support: Provide user support for access, usage, and subject matter expertise.

• Operations and Maintenance: Ensure system functionality (95% uptime), capacity for concurrent users, and provide user activity reports. Includes coordination for software updates and patching.

• Software Support and Maintenance: Available 24/7/365 via phone and email.

• CMMS Configuration Changes: Incorporate government requests for configuration changes.

• User Training: Provide initial personalized virtual software training.

• Multi-Factor Authentication (MFA): Implement MFA and role-based account management for secure access.

• FEDRAMP: Host in a FedRAMP certified environment or on USDA's hosting solution.

• Government Furnished Equipment (GFE): USFS will provide current aircraft tracking data, maintenance planning documents, and lists of supply parts and vendors.

• System Functionality: 95% uptime.

• Section 508 Compliance: Adherence to accessibility standards for all Information and Communications Technology (ICT) products and services.

• WCAG 2.0 Compliance: Conformance to Level A and Level AA Success Criteria for electronic content.

• Base Period: 12 months from Date of Award.

• Option Periods: Four additional 12-month periods, not to exceed a total of 60 months.

• Place of performance is not explicitly stated but implies support for the USFS aircraft fleet at multiple facilities.

• Experience: Offerors must have extensive experience with CMMS for large commercial transport category aircraft fleets.

• Deliverables: Include System Configuration Change Requests, User Training, Multi-Factor Identification/FAMAuth Integration, Software Line-Item Pricing, and VPAT for software.

• Security: Compliance with applicable IT security policies, including specific requirements for hardware and software use cases.

• Section 508 & WCAG 2.0 Compliance: Strict adherence to accessibility standards for all ICT products, services, and content.

Solicitation / RFP / RFQ

This is a combined synopsis/solicitation for commercial items, issued as a Request for Quotation (RFQ) for an Aircraft Computer Maintenance Management System for the USDA Forest Service, CIO Fire and Aviation Management. This is an unrestricted requirement, not set-aside for small businesses.

The procurement is for a brand name or equal Aircraft Computer Maintenance Management System. Key technical data and supporting documents are provided as attachments, including:

• Performance Work Statement (Attachment 01)
• Bill of Materials (Attachment 02)
• FAMAuth Developer Guide (Attachment 03)
• WCF Fleet Aircraft List (Attachment 04)
• ICT Accessibility Statement (Attachment 05)
• CMMS_QASP (Attachment 06)
• USDA Security Language Appendix B (Attachment 07)
• Software Line Item Pricing (Attachment 08)
• Performance Monitoring Results Template (Attachment 09)
• FS COR Designation (Attachment 10)

This will be a Firm-Fixed-Price (FFP), Task Order contract. The anticipated award is for a requirements contract with one (1) one-year base period and four (4) one-year option periods, for a total duration not exceeding five (5) years.

Quotations are requested and a separate written solicitation will not be issued. Contractors must submit pricing for all items to be considered responsive. Award will be made to the offeror representing the best value to the Government, based on the following evaluation criteria:

• Technical Approach: Evaluated on approach to PWS sections including Aircraft Maintenance Management, Supply Management, Operations Management, Technical Information Management, CMMS Operations and Maintenance, User Training, and Help Desk functions. Products offered must meet technical requirements of the bill of materials. (Limited to eight (8) pages).
• Price: Must be fair and reasonable. Pricing must be provided for all individual line items as requested in the Bill of Materials.
• Past Performance: Evaluated on experience with CMMS aviation data tracking requirements, specifically with Large transport Category Aircraft (five (5) or more years of experience). (Limited to three (3) pages).

Award will be made to the highest technically rated offeror whose price is fair and reasonable and whose past performance is acceptable or neutral. Tradeoffs will not be conducted.

This acquisition is an unrestricted requirement. All responsible sources may submit a quotation.

• Clauses and provisions are incorporated by reference and full text is available upon request.
• The solicitation includes various FAR and AGAR clauses related to contractor responsibilities, certifications, and reporting.
• F.O.B. destination is requested for all deliverables.
• Information on filing agency protests is provided.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet titled "Software Line Item Pricing" which serves as a template for providing detailed software pricing information. It includes two sheets: "Software Data Template" and "Field Descriptions," along with a "Drop Downs" sheet for predefined options.

• Software Data Template: This sheet requires bidders to list specific software details including Part Number/SKU, Software Manufacturer, Product Name, Version Numbers, license type (Perpetual, Subscription, or Maintenance), start/end dates for subscriptions/maintenance, upgrade/downgrade rights, quantity, metric, unit price, and total price.
• Field Descriptions: This sheet provides definitions and examples for each field in the "Software Data Template," clarifying the expected data format and content for each entry.
• Drop Downs: This sheet lists options for various fields, such as license types (Perpetual, Subscription, Maintenance) and metrics (e.g., CAL, Concurrent Devices, Users).
• Contact Information: The document provides contact details for James Hughes (James.Hughes@ocio.usda.gov, 202 407-1418) and a general email (ITCategoryManagement@ocio.usda.gov) for questions regarding the completion of this worksheet.

Bidders must use this template to accurately provide detailed pricing for any software line items associated with this opportunity. The "Field Descriptions" sheet is crucial for ensuring all required information is entered correctly and in the specified format. Failure to complete this template accurately may impact proposal evaluation.

Form / Attachment / Pricing Sheet

This document is a "Designation of Contracting Officer's Representative (COR)" form. It formally delegates the responsibility and authority to perform the function of a COR to an individual for a specific contract. It outlines the duties and limitations of the COR.

• Delegation Details: Fields for To Name, To Address, Contract No., Unit, Project, and Contractor.
• Effective Period: Specifies the start and end dates for the COR delegation.
• Major Duties and Responsibilities: A numbered list detailing the COR's tasks, including communication with the Contracting Officer (CO), monitoring contractor performance, processing invoices, ensuring compliance with contract terms, safety, health, and environmental issues, and reporting to the CO.
• Limitations: Explicitly states that the COR cannot make commitments or changes affecting price, quality, quantity, delivery, or other contract terms, and cannot redelegate authority.
• Signatures: Sections for the Contracting Officer (CO) and the Contracting Officer Representative (COR) to sign, acknowledging the appointment and responsibilities.

While this document is primarily for internal government use, bidders should be aware that a COR will be assigned to their contract. The COR is the primary point of contact for performance monitoring, invoice processing, and ensuring compliance with the contract's terms and conditions. Understanding the COR's role can help manage expectations and facilitate smoother contract execution.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Quality Assurance Surveillance Plan (QASP) is a Government-developed document to ensure systematic quality assurance methods are used in administering Performance-based Acquisition (PBA) standards outlined in the Performance Work Statement (PWS). Its intent is to ensure the Contractor performs according to targeted performance requirements, that the Government receives the quality of services specified, and that payment is made only for acceptable levels of service.

This document outlines the Government's surveillance and oversight of the contractor's efforts to meet performance standards required by the contract. It is not part of the contract and does not duplicate the Contractor's Quality Control Plan (QCP). The QASP supports the Contractor's development of a QCP that interrelates with the QASP.

The QASP utilizes methods described in the PWS, Section 18: Performance Requirements Section. Surveillance methods include COR/COR Designee Review and Customer Feedback. Performance is evaluated using ratings such as Excellent/Outstanding, Very Good, Satisfactory, Marginal, and Unsatisfactory, based on defined criteria related to meeting contractual requirements and the effectiveness of corrective actions. Specific performance requirements and their Acceptable Quality Levels (AQLs) are detailed, including:

• PR 1.1: CMMS is fully functional (95% of the time).
• PR 2.1: Support is available 24/7/365 via telephone and/or email (100%).
• PR 2.2: Perform 1 user training (100%).
• PR 2.3: Responsive to integrate and configuration changes (100%).

Not explicitly detailed in this excerpt, but the QASP supports the administration of the PWS.

• Government Resources: Includes Contracting Officer (Cori Gonzales) and Contracting Officer's Representative (Stephanie Stone) and COR Designees.
• Documentation: All monitoring activities are documented on the Performance Monitoring Results Template (Attachment 09). The COR maintains a complete quality assurance file.
• Deviations: Any deviations to targeted performance requirements need preapproval by the Contracting Officer (CO) and must be documented.

Form / Attachment / Pricing Sheet

This document outlines the Information and Communication Technology (ICT) Accessibility Requirements Statement per Section 508 of the Rehabilitation Act. It specifies the standards and criteria that ICT items procured, developed, maintained, or used by the agency must conform to, particularly concerning the Aircraft CMMS Software opportunity.

• E201 Application Scope: All ICT must conform to Revised 508 Standards.

• E205 Electronic Content: Details requirements for electronic content, including public-facing and agency official communications, referencing WCAG 2.0 Level A and AA Success Criteria.

• E206 Hardware: Hardware components with user interfaces must conform to Chapter 4 requirements.

• E207 Software: Software components with user interfaces must conform to E207 and Chapter 5 requirements, including WCAG 2.0 conformance, with exceptions for assistive technology and non-web software.

• E208 Support Documentation and Services: Support documentation and services must conform to Chapter 6 requirements.

• E301 General: Chapter 3 requirements apply to ICT as specified.

• E302 Functional Performance Criteria: Outlines performance criteria for ICT related to various user abilities (e.g., without vision, with limited hearing, without speech).

• 503 Applications: Specifies requirements for applications, including user preferences, alternative user interfaces, and controls for captions and audio descriptions.

• 504 Authoring Tools: Details requirements for authoring tools to create accessible content, including PDF export and template provisions.

• 603 Support Services: ICT support services must conform to Section 603, including providing information on accessibility and accommodating communication needs.

• Instructions to Offerors: Bidders must provide an Accessibility Conformance Report (ACR) for each ICT item using the Voluntary Product Accessibility Template (VPAT) Version 2.1 or later. The ACR must detail how the ICT meets Section 508 requirements, including specific explanations for conformance and any non-applicable responses.

• Evaluation: The agency reserves the right to test proposed ICT items to validate Section 508 conformance claims.

• Acceptance Criteria: The government may require remediation if delivered items do not meet claimed Section 508 conformance.

Form / Attachment / Pricing Sheet

This document, "WCF Fleet Aircraft List.xlsx", provides a detailed inventory of aircraft currently managed by the USDA Forest Service (FS) Wildlife and Aviation Management (WCF) program. It serves as an attachment to an opportunity record, likely to inform bidders about the existing fleet they may be expected to support or manage.

• Total Fleet Size: 23 active aircraft.
• Aircraft Models: 8 different models are in use.
• Regional Assignment: Aircraft are assigned to various regions (R1, R2, R4, R5, R6, R9, R10, WO).
• Specific Aircraft Details: Includes N Number, Serial Number, Make, Model, and Notes for each aircraft.
• Notable Aircraft: Lists specific models such as Cessna TU206, Quest Kodiak, Beechcraft B200GT, DeHaviland DHC-6, DeHaviland DHC-2, and Short Brothers SD3-60 Sherpa.
• Regulatory Notes: Mentions ongoing or requested FAA/TCCA Letters of Authorization (LOA) for certain aircraft.
• Warranty Information: A separate sheet details aircraft currently under warranty, with end dates ranging from March 2026 to June 2026. It also notes that aircraft warranties will eventually be incorporated under a CMMS contract.

This attachment is crucial for bidders to understand the scope and nature of the aircraft fleet they may be involved with. It provides specific details on the types, quantities, and current status (including regulatory compliance and warranty periods) of aircraft, which will be essential for developing accurate proposals, estimating resources, and understanding potential operational requirements.

Form / Attachment / Pricing Sheet

This document, the "FAMAuth Developer Guide Release 2.9 Rev #022", serves as a comprehensive guide for developers integrating client applications with the FAMAuth (Fire and Aviation Management Authentication and Authorization) Portal. It details the processes for authentication using USDA eAuthentication and Login.gov, and outlines the steps for client web application integration.

• Overview of FAMAuth: Explains its role in authenticating government and non-government users.
• Integration Methods: Covers OAuth 2.0, OpenID Connect, and SAML protocols.
• Client Application Registration: Provides instructions on how to register a new application, including required information like short name, long name, description, URLs, and agency.
• Authentication Flows: Details the step-by-step process for client web applications to authenticate users, including obtaining authorization codes and access tokens.
• User Profile Retrieval: Explains how to retrieve authenticated user profiles.
• FAMAuth Admin: Describes its function in managing entitlements, user access, and roles.
• Sample Code: Includes code examples for Java, .NET, and Spring Boot client applications.
• Appendices: Contains detailed flow diagrams, user experience guides, and frequently asked questions.

This guide is crucial for any vendor looking to integrate their applications with the FAMAuth system. It provides the technical specifications, protocols, and examples necessary to understand and implement the authentication and authorization workflows. Developers can use this document to ensure their applications can securely connect with the Wildland Fire Incident Response Portal, enabling seamless user access and data exchange.

Form / Attachment / Pricing Sheet

This document is a Bill of Materials (BOM) detailing the Computer Maintenance Management System (CMMS) licenses, implementation, and maintenance/support required for the base year and four option years. It specifies shipping information and provides fields for additional request details, though many are marked as TBD.

• Shipping Information: All sheets indicate shipment to Fire and Aviation Management Information Management/Airworthiness at 3833 S Development Ave, Boise, ID 83705.
• Base Year (09/30/2025 - 09/29/2026): Includes 35 CMMS User licenses, 1 CMMS Implementation, and 1 CMMS Maintenance and Support.
• Option Years 1-4 (09/30/2026 - 09/29/2030): Each option year includes 35 CMMS LICENSE Maintenance and Support.
• Pricing: Unit prices and total prices are not specified in the provided text, indicated by '$' symbols.
• Additional Information: Fields for Project POC, Technical Contact, SR #, Override/Job Code, AAP #, Contract Number, Vendor Information, and COR are present but largely marked as TBD.

This BOM provides a breakdown of the CMMS software and support requirements over a five-year period (base year + 4 option years). Bidders should use this information to understand the quantity and type of CMMS licenses and support needed, and to prepare their pricing proposals accordingly. The shipping details and TBD fields for vendor/contract information may require clarification or specific attention during proposal development.