OPM-17

United States Department of the Interior

Office of Aviation Services

300 E Mallard Drive, Suite 200

Boise, Idaho 83706-3991

DOI OPERATIONAL PROCEDURES MEMORANDUM (OPM) – 17 Subject: Aviation Acquisition Planning Effective Date: January 1, 2026 Last Updated: September 25, 2024 Expiration Date: December 31, 2026 1. Summary of Changes. The Executive Aviation Subcommittee (EAS) reviewed and concurred with the following changes.

• Added 5.G - The use of purchase cards as a method of payment is authorized when the cardholder has been appointed by AQD as an authorized ordering official under established Blanket Purchase Agreements and approved by the Bureau National Aviation Manager.

2. Purpose. The purpose of this OPM is to establish policy, procedures, and acquisition planning milestones for the development of specifications, procurement, and inspection of aircraft and aircraft related services in support of Departmental programs.

3. Authority . This policy is established by the Director, Department of the Interior, Office of Aviation Services (OAS) in accordance with the provisions of Departmental Manual 112 DM 12, 350 DM 1; and Secretarial Order 3322 dated August 23, 2012.

4. Background. National Business Center, Aviation Management Directorate (NBC-AMD) as listed in 353 DM 1 no longer exists. On August 23, 2012, NBC-AMD was realigned under Deputy Assistant Secretary Public Safety, Resource Protection, and Emergency Services (DAS-PRE) and named Office of Aviation Services (OAS), and aviation contracting services were re-assigned under the Interior Business Center (IBC) Acquisition Services Directorate (AQD). The aviation technical services requirements remained with OAS. This OPM addresses this organizational change and identifies the new processes and responsibilities for DOI Aviation Procurement between AQD, OAS and the Bureaus.

OPM - 17 Page 2 5. Roles and Responsibilities: The estimated timelines and processes outlined in this OPM will meet critical bureau operational requirements. A description of roles and responsibilities is provided as Appendix 1.

• Prescribed timelines for OAS to review and assure standard and specialized specifications for aircraft and crew are appropriate for the missions.

• Prescribed timelines for AQD to prepare the acquisition plan, develop the solicitation and other pre-award documents, solicit bids, lead the evaluation of offers, conduct negotiations, make the award, and prepare all the necessary supporting documentation.

• Prescribed timelines for OAS to provide post-award inspections.

This will allow for a fair interval for the vendors to procure additional required equipment and allow vendor pilots to gain proficiency for highly complex missions. Coordination and collaboration throughout this process is critical for all parties to be successful.

A. Bureaus are responsible for submitting a Request for Contract Services (AQD-13) as per the attached Appendix 2 regarding acquisition planning timeline. The bureaus will also submit an AQD-13A, AQD-13H, or AQD-13U for the specific type of aircraft desired.

This will ensure adequate time to complete the entire specification review, procurement, and inspection processes. See Appendix 1 for roles and responsibilities.

B. Bureaus, OAS, and AQD should meet annually to ensure all upcoming contract renewals are known and planning can occur. Late submissions for AQD-13’s will be accepted within the 225-day period, although priority will be given to AQD-13’s already in process unless an urgent operational need warrants otherwise. See Appendix 2, as this details contracts valued between $5M and $50M.

C. OAS is responsible for providing technical specifications for all Bureau aviation procurement requests within the timeframes outlined in the acquisition planning timeline.

OAS also maintains the responsibility of inspecting all contract aircraft and aircrew performing under the contract. See Appendix 1 for roles and responsibilities.

D. The Office of Acquisition and Property Management (PAM) is responsible for all DOI acquisition policy. AQD is responsible for ensuring all Federal Acquisition Regulations and applicable departmental acquisition policies are satisfied. AQD will collaborate with both OAS and the Bureaus to ensure acquisition documentation accurately reflects both the procurement request and applicable technical aviation specifications. See Appendix 1 for roles and responsibilities.

E. Tracking progress of each requirement from specification development through the procurement process to inspection will be achieved by collaboration between the Bureaus, AQD and OAS.

F. AQD is the contracting office responsible for the acquisition of all Bureau aviation procurement requests in accordance with the acquisition time planning document OPM - 17 Page 3 timeframes unless the conditions in 5.G below are met. See Appendix 2 for timeline requirements.

G. The use of purchase cards as a method of payment is authorized when the cardholder has been appointed by AQD as an authorized ordering official under established Blanket Purchase Agreements and approved by the bureau National Aviation Manager.

H. Other Departmental contracting entities may be considered to provide aviation contracting services similar to AQD under the following requirements: 1) The respective EAS member obtains unanimous approval from all EAS members.

2) A formal (signed) agreement between the contracting office, OAS Director and Bureau EAC member identifying roles and responsibilities.

Susan E. Bates Director, Office of Aviation Services Attachments: Appendix 1: Aviation Acquisition - Roles and Responsibilities Appendix 2: Acquisition Planning Timeline

OPM - 17 Page 4 Appendix 1 Aviation Acquisition - Roles and Responsibilities I. Government Owned/Government Operated Exercises Exercises Leased Aircraft Program Primary Secondary Responsibility Responsibility A. General Functions 1. Establish policy and procedures to ensure operation OAS Bureau and maintenance of aircraft to achieve maximum safety at minimum cost.

2. Operate and maintain aircraft to achieve maximum OAS / Bureau safety at minimum cost.

B. Specific Functions 1. Establish criteria for DOI aircraft ownership or OAS Bureau agency operations of leased aircraft.

2. Approve DOI aircraft ownership or agency operations OAS Bureau of leased aircraft.

3. Establish pilot and crew requirements. OAS Bureau 4. Establish standards and procedures for operation and OAS Bureau maintenance of DOI aircraft.

5. Flight check and qualify all DOI pilots and OAS / Bureau crewmembers.

6. Inspect and approve all DOI owned/operated aircraft OAS and their supporting maintenance facilities.

7. Establish decision criteria for the acquisition, OAS Bureau replacement, and disposal of DOI-owned aircraft.

8. Approve the acquisition, replacement, and disposal of OAS Bureau DOI-owned aircraft.

9. Assign aircraft to bureaus for their exclusive use. OAS 10. Operate aircraft. Bureau / OAS 11. Maintain DOI owned/operated aircraft. OAS / Bureau 12. Perform the financial management of all DOI OAS Bureau aircraft.

13. Contract for aircraft maintenance and service. AQD OAS / Bureau 14. Administer aircraft maintenance and service AQD OAS / Bureau contracts.

15. Report unsafe and inefficient aircraft operations, Bureau / OAS conditions, and situations to OAS.

OPM - 17 Page 5 II. Contract Aircraft Program Exercises Exercises Primary Secondary Responsibility Responsibility A. General Functions 1. Procure aircraft and aircraft services by contract. AQD 2. Manage and control contract aircraft. Bureau / OAS B. Specific Functions 1. Prepare and submit program requirements to OAS. Bureau 2. Review Bureau requirements and determine the most OAS / AQD Bureau appropriate terms and conditions of contracts.

3. Prepare solicitations. AQD 4. Review solicitations. Bureau / OAS 5. Issue and amend solicitations. AQD 6. Review offers and make pre - award evaluations. AQD OAS / Bureau 7. Award contracts and handle protests. AQD OAS / Bureau 8. Perform acceptance inspections of contractor's pilots OAS Bureau and aircraft and issue qualification and data cards .

9. Manage contract aircraft. Bureau / OAS 10. Provide aircrew orientation for specific missions. Bureau OAS 11. Control (dispatch) and assign contract aircraft Bureau within the scope of contracts.

12. Administer contract. AQD OAS / Bureau a. Report significant contract and operational Bureau problems to AQD / OAS.

b. Perform initial and periodic compliance OAS Bureau inspections.

c. Perform aviation program evaluations. OAS / Bureau 13. Enforce mandatory DOI standards and procedures. OAS / Bureau 14. Mediate and/or adjudicate contractor - bureau AQD OAS / Bureau disputes.

15. Coordinate contract litigation. AQD Bureau 16. Make contract payments. AQD Bureau 17. Perform post - evaluation of flight crew proficiency OAS Bureau and pilot techniques.

OPM - 17 Page 6 Appendix 2 Acquisition Planning Timeline Task Order/BPA Call up to $250K CUMULATIVE TIMELINE ACTION DAYS DAYS EXAMPLE AQD - 91 Submitted 0 0 1 January Review AQD - 91 3 3 4 January PR Created/Submitted 3 6 7 January Award Summary and other Award 3 9 10 January Documents Review and Approval Award Execution and Distribution 1 10 11 January Total 10 Maximum* Modifications Action Days Timeline Example Contracting Officer Engagement 0 1 January Simple Modifications Up to 20 21 January Complex Modification Up to 120 21 May • Simple Modifications Include: Exercising Options, Change in Contracting Officer, Change in Contracting Officers Representative (COR/COTR), or Funding Change.

• Complex Modifications Include: Ratifications, Vendor Claims, Terminations, and Increases in Contract Ceilings.

• In most cases, modification will be completed ahead of the timeline indicated, coordination and early AQD engagement is an important factor in contract modification.

Contracts up to $5 Million CUMULATIVE TIMELINE ACTION DAYS DAYS EXAMPLE AQD 13 Submitted 0 0 1 January Specification and Solicitation 45 45 15 February Complete Solicitation Closed 30 75 17 March Source Selection Evaluation Board 30 105 16 April Complete Award Summary and other Award 15 120 1 May Documents Review and Approval Total 120 Maximum* OPM - 17 Page 7 Contracts Between $5 million and $50 Million CUMULATIVE TIMELINE ACTION DAYS DAYS EXAMPLE AQD-13 Submitted 0 0 1 January Specification Complete 30 30 31 January Solicitation Draft Complete 30 60 2 March Solicitation and Supporting Documentation Review and 45 105 16 April Approval Solicitation Closed 30 135 16 May Source Selection Evaluation Board 30 165 15 June Complete Award Summary and other Award 60 225 14 August Documents Review and Approval Total 225 Maximum* Additional Days to Consider Protest Period 120 345 12 December Vendor Prep 30 375 11 January (Year 2) Inspection and Carding 60 435 12 March (Year 2) Contracts Over $50 Million CUMULATIVE TIMELINE ACTION DAYS DAYS EXAMPLE AQD - 13 Submitted 0 0 1 January Specification Complete 60 60 2 March Solicitation Draft Complete 60 120 1 May Pre - Solicitation APAC and Solicitation & Supporting 90 210 30 July Documentation Review and Approval Solicitation Closed 30 240 29 August Source Selection Evaluation Board 30 270 28 September Complete Pre-Award APAC, Award Summary, and other Award 90 360 27 December Documents Review & Approval Total 360 Maximum * Additional Days to Consider Protest Period 120 480 26 April (Year 2) Vendor Prep 30 510 26 May (Year 2) Inspection and Carding 60 570 25 July (Year 2) * The number of cumulative days is the target maximum number of days. However, all parties in the process - Bureaus, OAS, and AQD - must do their part to achieve this target.

Communication is critical and if more days are needed then planned, the responsible party shall notify the rest of the team to ensure a coordinated effort.