Repair of Frequency Converter

Justification for Other Than Full and Open Competition

This document outlines the justification for using Simplified Acquisition Procedures (SAP) for FAR 12.102(a), indicating a sole-source procurement. The U.S. Coast Guard intends to evaluate/repair a specific part: Frequency Convertor, P/N: 1-002-0102-0438, NIIN: 6130-01-389-0608, Quantity: 1 ea. This part is replaced during Product Depot Maintenance (PDM) due to corrosion and/or damages.

Avionics Instruments LLC, 1414 Randolph Avenue, P.O. Box 498, Avenel, NJ 07001-2402 (UEI: HDKJCW5EVE94).

• The items are unique to a specific aircraft and require compliance with OEM requirements and authorized engineering authority.
• Avionics Instruments LLC, as the Original Equipment Manufacturer (OEM), owns all rights to the technical data, specifications, and drawings necessary for repair.
• The government does not own the rights to this technical data from sources other than the OEM or an approved source, and acquiring these rights is deemed uneconomical.
• Avionics Instruments LLC is the authorized OEM repair facility.

The following methods were considered or used for price determination:

• Market Research

• Comparison of proposed price with prices found reasonable on previous purchases

• Current Price List

• Comparison with similar items in a related industry

• Comparison to IGCE

• Contracting Officer's Personal Knowledge (to be explained)

• Other (to be explained)

• Purchase Request or Requisition Number: 2025322-ND02

• Authority Cited: FAR 12.102 (a)

• Justification Type: Only one source reasonably available.

• Last Updated: 12/12/25

Statement of Work (SOW)

To obtain services for the inspection, repair, and/or overhaul of specific components for the U.S. Coast Guard (USCG).

• Services must be performed by an Original Equipment Manufacturer (OEM), an OEM Authorized Repair Center, or a Federal Aviation Administration (FAA) Certified 145 Repair Center.

• Contractors must adhere to OEM specifications, Component Maintenance Manuals (CMMs), drawings, Service Bulletins, and Overhaul and Repair Instructions (ORI).

• The contractor is responsible for obtaining all necessary OEM documentation.

• Specific components may have USCG modifications that must be retained.

• Coating requirements must be strictly followed.

• Repair levels include 'Inspect/Repair as necessary' and 'Overhaul'.

• Corrosion found during inspection requires thorough disassembly and repair according to OEM specifications. Corrosion on flight-critical components is not permitted and requires OEM evaluation.

• Contractors can request a 'Beyond Economical Repair' (BER) determination from the Contracting Officer (KO).

• The contractor must report any missing parts within fifteen calendar days of receipt of the unserviceable component.

• A Teardown and Inspection Report (TIR) is required for all parts repaired or replaced, including part numbers, unit prices, labor hours, and labor rates. A copy must be provided to the KO within five calendar days of inspection.

• Components must be airworthy and suitable for installation on USCG aircraft.

• An FAA airworthiness release 8130-3 Certificate or EASA Form-1 is required with each repaired/overhauled component. A Certificate of Conformance may be submitted if authorized.

• Components must be cleaned to be free of hazardous dust (hexavalent chromium, cadmium, lead).

• Turn-around-time is forty-five (45) days after receipt of material (ARM), with earlier delivery being desirable if no extra charges apply.

• The contractor must maintain a legible component tracking form for each tracked component, including part number, nomenclature, serial number, and specific rework performed.

• Not explicitly stated, but implies ongoing service for components as needed.

• Contractor must be ISO 9000 compliant or have an acceptable quality system.

• Packaging and preservation must comply with CMM, ANSI/ESD S541 or MIL-STD-2073 for ESDS components, and ATA-300 for other items.

• Packaging must afford maximum protection from damage, transit, and corrosion.

• Each package must be labeled with NSN, Part Number, Serial Number, Nomenclature, Purchase Order Number, CLIN, and CAGE CODE.

• Material Inspection and Receiving reports and Certificates of Conformance must be placed on the outside of individual containers.

• Internal packaging must prevent damage, corrosion, deterioration, and decay for at least one year of warehouse storage.

• Components must not be multi-packed.

• Prohibited packaging materials include popcorn, shredded paper, styrofoam, or peanut packaging.

• Bar coding is authorized but not required.

• The USCG reserves the right to invoke DCMA requirements.

• Final inspection and acceptance will be performed by ALC quality assurance personnel.

Solicitation / RFP / RFQ

This document outlines the terms and conditions for a solicitation (SOLICITATION 70Z03826QW0000045) for the acquisition of commercial items. It supersedes all other terms and conditions and acceptance of an order constitutes acceptance of these terms.

• Submission of Offers: Offers must include the solicitation number, offeror's name/address/phone, UEI, EFT indicator, information for evaluation factors, completed representations/certifications, and a statement of agreement with terms and conditions.

• Period for Acceptance: Offerors must hold prices firm for 60 calendar days from the offer receipt date, unless otherwise specified.

• Late Submissions: Late offers will generally not be considered unless received before award and acceptance would not unduly delay the acquisition. Late modifications making terms more favorable to the Government may be accepted.

• Delivery/Lead Time: Delivery to Elizabeth City, NC, is required within forty-five (45) days after receipt of order (ARO). Early and partial deliveries are desired and accepted.

• Quality Assurance: Applicable to orders for products touching USCG aircraft. Requires immediate notification of any event, supply change, material change, counterfeit/suspect parts, defect, or non-airworthy condition. Contractor's quality control manual must address risk management, testing, inspection, and counterfeit/suspect parts. Changes impacting the product require USCG approval.

• Packaging Instructions: Material must be packed and labeled for shipment via land, air, or sea. Specific packaging materials are prohibited (e.g., popcorn, shredded paper, Styrofoam). Each part individually packed, with bulk packages up to 100 units. Individual containers and bulk packages require specific labeling.

• Inspection and Acceptance: Performed at destination by local USCG personnel. A Certificate of Conformance (COC) or FAA Form 8130-3/8130-4 or EASA 1 Form is required for all items.

• Contract Type: Not explicitly stated, but implies a purchase order or contract award.

• Period of Performance: Not explicitly stated, but delivery is 45 days ARO.

• Estimated Value: Not stated.

• Evaluation Criteria: Award will be made to the lowest priced, technically acceptable offeror representing the best value. Technical acceptability requires proof of current FAA certification, or OEM, or Air Force approval to provide the services. Repair of parts must follow OEM Component Maintenance Manual (CMM) and Statement of Work (SOW).

• Sole Source Anticipation: It is anticipated that a purchase order will be awarded on a sole source basis to Avionic Instruments LLC, but all responsible sources may submit a capability statement or quotation.

• Proposal Submission: Quotes are to be submitted using the RFQ number. Pricing should include any prompt payment discounts. Replacement parts or processes excluded in the quote will result in rejection.

• Evaluation Method: Offeror's quotation will be evaluated using one or more techniques defined in FAR 12.204 to determine if it is fair and reasonable.

• Specific Requirements: Vendors repairing/overhauling/modifying Coast Guard aircraft components must be FAA 145 certified and perform at least 50% of the work at their FAA-certified facility. Vendors must meet stated capability requirements.

• Sole Source: Anticipated sole source award to Avionic Instruments LLC, but other responsible sources are encouraged to submit.

• Provisions Incorporated by Reference: Numerous FAR and HSAR provisions are incorporated by reference, including those related to ethics, representations and certifications, security, service contract labor standards, and small business concerns.

• Specific Item: A "Frequency Converter" with Part Number "1-002-0102-0438" is listed with a quantity of "1 Each."

• Prohibitions: Extensive clauses detail prohibitions on covered telecommunications equipment/services, Kaspersky Lab articles, unmanned aircraft systems, and transactions related to Iran and Sudan. Offerors must review and comply with these.