Description
Interested parties may provide comments or input concerning the below item that is planned for implementation in a limited number of Department of the Interior, National Business Center, Aviation Management Directorate 2010 aviation solicitation requirements. Comments must be received by December 8, 2010 and sent to fax 208-433-5030 or DOI, NBC, Aviation Management, ATTN: Acquisition, 300 East Mallard Drive, Suite 200, Boise, ID 83706-2991. This notice includes an explanation document, the proposed contract clause that is planned to be used as well as the solicitation exhibit. Only the successful Contractor of a solicitation will be required to provide the SMA/safety program exhibit. There is no solicitation associated with this Special Notice posting. Involved solicitations will be advertised in the near future. Contractor Safety Management System (SMS) Plan Submittal2010 BLM Exclusive Use Contract(s) Scope: This proposal targets BLM, 2010, Exclusive Use contracts only; Fixed Wing and Rotor Wing which include approximately 9 aircraft. Objective: To begin a mutually beneficial, phased implementation of Safety Management System in DOI aviation services contracts. Background: Safety Management Systems (SMS) facilitate the proactive identification of hazards, promote the development of an improved safety culture, modifies the attitudes and behavior of personnel to prevent personal injuries or damage to aircraft or equipment. SMS is defined as a coordinated, comprehensive set of processes designed to direct and control resources to manage safety. SMS takes separate, but related processes and builds them into one coherent structure to achieve a higher level of safety performance, making safety management an integral part of overall risk management. Four pillars (or components) comprise a Safety Management System Safety Policy, Safety Risk Management, Safety Assurance, and Safety Promotion. Safety Policy. Every type of management system must define policies, procedures and organizational structures to accomplish its goals. An SMS includes, at a minimum, policies and procedures that explicitly describe responsibility, authority, accountability, and expectations. Most importantly, safety must be a core value. Safety Risk Management. A formal system of hazard identification and management serves as the central element in controlling an acceptable level of risk. A well-designed risk management system describes operational processes across department and organizational boundaries, identifies key hazards and measures them, methodically assesses risk, and implements controls to mitigate risks. Safety Assurance. Given that established policies, process measures, assessments and controls exist, the organization must incorporate regular data collection; analysis, assessment and management review to assure achievement of safety goals. Formal change management processes assure an adaptable system. that continually improves. Safety Promotion. The organization must continually promote, train, and communicate safety as a core value with practices that support a sound safety culture. A shared approach to safety management between the government and vendors builds upon lessons learned in both organizations and creates a win/win for both parties.. Purpose of this Proposed Action: The FAA stated its intention to implement SMS as a Part 135 requirement with no specific implementation date. This DOI initiative establishes a phased implementation for DOI contractual relationships. Establishment of a baseline understanding of successful EXISTING safety program(s) serves as the first step in this phased implementation. We specifically want information about their actual safety program, not what comes from an off-the-shelf, purchased SMS plan that provides the framework, but isn't functioning. Approach: The Government shall contractually require that the successful contractor develop and submit their safety program, post-award, in a specified format consistent with the 4 pillars of SMS. In addition, the contractor must demonstrate how each "pillar" integrates into the system within their organization. For example: 1. Show how hazard identification and assessment (Safety Policy) results in revised policy documents. 2. Show how risks are identified and mitigated (Risk Assessment). 3. Show safety performance monitoring and measurement. Identify measurement areas and metrics used to measure those areas (Safety Assurance). 4. Show investments to safety through training, communication, and awareness (Safety Promotion). The solicitation and awarded contract provide the format. Changes made to the contractor's safety program throughout the life of the contract require reports to the Contracting Officer. While the requirement obligates the successful contractor to submit the documented safety program to the DOI Contracting Officer, the submitted safety plan will NOT be made a part of the contract. Although the DOI expects that the contractor to implement the submitted safety plan, the Government will not inspect nor oversee the implementation of the safety plan by the contractor. What will be done with the submittal? A review of submitted Safety Management System plans to establish a baseline assessment of the level of SMS implemented by DOI aviation services contractors. The results of the review will not be tied to any specific contractor submittal. The submittal review supports an analysis to determine whether additional contract requirements are necessary to support a functional and integrated DOI/contractor SMS program. Proposed new clause for inclusion in 2010 solicitations as described above. C10 Safety and Accident Prevention C10.1 The Contractor must submit a copy of all reports required by the Federal Aviation Regulations that relate to pilot and maintenance personnel performance, aircraft airworthiness or operations to the Aviation Safety Manager (ASM). C10.1.1 Examples of these reports are shown in paragraphs 14 CFR Part 135.415 Mechanical Reliability Reports and Part 135.417 Mechanical Interruption Summary Reports required of the Federal Aviation Regulations, 49 CFR Part 830.5 and 49 CFR 830.15, and FAA Form 8010-4, Malfunction or Defect Report. C10.2 Following a mishap, the CO will evaluate whether the Contractor was in compliance with contract provisions or with the Federal Aviation Regulations applicable to the Contractor's operations, company policy, procedures, practices, or programs, or whether there was negligence on the part of the company officers or employees that may have caused or contributed to the mishap. The Contractor must fully cooperate with the CO during this evaluation. C10.3 The Contractor must provide a submittal of their company Safety Management System (SMS) Plan/safety program within 30 days after notice of award. The Contractor's submittal should consist of implemented practices and not simply a SMS Plan which has been purchased but never implemented. For purposes of this submittal, the SMS Plan/safety program must be organized under the following four components and as identified in the Safety Management System Plan/Safety Program Exhibit. (See Section C) -Safety Policy-Safety Risk Management-Safety Assurance-Safety Promotion C10.3.1 The Contractor is required to provide updates to the CO that are made to their SMS Plan/safety program during the life of the contract. C10.3.2 The Contractor's right to proceed may not be exercised if the Government does not receive the Contractor's submittal as specified above and in the Section C Exhibits. EXHIBIT - CONTENTS SAFETY MANAGEMENT SYSTEM (SMS) PLAN/SAFETY PROGRAM The Contractor should structure their submittal by the component/elements shown below. Prepare a stand-alone document in the format shown below by inserting/including company existing and implemented SMS Plan/safety program under the applicable component /elements to include cover pages to indicate what component element the information falls under. If the Contractor has no implemented practice under any element, they should so state under the applicable element. This document should include developed and functioning practices that are a part of the company's efforts relative to aviation safety. SAFETY POLICY1 Safety Policy INSERT COMPANY DATA2 Management commitment & safety accountability INSERT COMPANY DATA3 Key safety personnel INSERT COMPANY DATA4 Emergency preparedness & response INSERT COMPANY DATA5 SMS documentation & records INSERT COMPANY DATASAFETY RISK MANAGEMENT6 Hazard identification and analysis (includes system description and task analysis) INSERT COMPANY DATA7 Risk assessment and control (includes safety risk analysis, assessment and control/mitigation) INSERT COMPANY DATASAFETY ASSURANCE8 Safety performance monitoring and measurement (includes monitoring, internal and external audits, evaluations, investigations, employee reporting & feedback system, analysis of data, system assessment, preventive/corrective action and management review) INSERT COMPANY DATA9 Management of change INSERT COMPANY DATA10 Continual improvement INSERT COMPANY DATASAFETY PROMOTION11 Competencies and training (includes personnel expectations and training) INSERT COMPANY DATA12 Communication and awareness INSERT COMPANY DATA There are a number of reference documents that can be found relative to SMS. It is suggest that for further guidance it is important that the author of the submittal review the below references. - Federal Aviation Administration (FAA) AC No. 120-92 (6/22/06). Introduction to Safety Management Systems for Air Operators - SMS Toolkit available at: http://ihst.rotor.com/Portals/54/2009_SMS_Toolkit_ed2_Final.pdf - SMS video available at http://www.rotor.com/Default.aspx?tabid=2481