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AUSTRALIAN AIR FORCE CADETS

3 WING AUSTRALIAN AIR FORCE CADETS

AVIATION STANDARD OPERATING

PROCEDURES (AvSOP)

Date of Issue: 20 OCT 13

J.W. Laycock B.A. Gleeson-Barker

Wing Commander (AAFC) Squadron Leader (AAFC)

Officer Commanding Senior Aviation Officer

3 Wing 3 Wing

Sponsor: 3WG SAO

File Reference: 3WG/SAO/13/SOPS/01

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This Document is not subject to Copyright. It may be copied and used in the interests of aviation safety. Users are warned however that no guarantee is given as to the accuracy or applicability of procedures or processes in other than the context described in this manual, and for the intended wing, units or members. Announcement statement – may be announced to the public. Secondary release – may be released to the public. All Defence information, whether classified or not, is protected from unauthorised disclosure under the Crimes Act 1914. Defence information may only be released in accordance with the Defence Security Manual and/or Defence Instruction (General) OPS 13-4 – Release of Classified Defence Information to Other Countries, as appropriate. Requests and enquiries should be addressed to the Cadet Branch Air Force (CBAF), TCC-1-15, Department of Defence, CANBERRA ACT 2600. 3 WING AUSTRALIAN AIR FORCE CADETS – AVIATION STANDARD OPERATING PROCEDURES (AvSOP) First edition October 2013 (Issue 1)

Sponsor Senior Aviation Officer – Headquarters 3WG

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AMENDMENTS

Distribution. This publication is provided as an electronic copy available for download from the responsible wing headquarters. There is no need for the document to be amended, as all amendments will be incorporated as required in the master electronic copy.

Note: If printed, this document is to be considered uncontrolled for the purpose of revision status and currency of the information contained herein. A statement is printed at the top of each page to this effect. For ease of operational use, some sections of this document may be printed and used with authority, provided that all care has been taken to ensure the currency of such information by referring to the master electronic copy.

In order to identify the current version of the document a revision number is included in the footer of each page. Amendment Cycle. Review of the document and amendments will be made on an as required basis and no formal review period is set down. Amendments will normally be promulgated by Routine Instruction (RI). 3WG AAFC takes no responsibility for this and it is the user’s responsibility to ensure that they have the most up to date copy.

Changes. Additional chapters may be added and amendments made from time to time but only on the authority of 3WG OC. Any member of the AAFC may suggest changes to this manual by submitting written proposals through 3WG SAO.

The current version of the 3WG AvSOP is; ISSUE 1.0

NOTES TO READERS 3WG AvSOP is issued for the direction and guidance in the planning and conduct of AAFC aviation activity within 3WG AAFC. This document is issued subordinate to the 400.001 Manual of Aviation, it is to be read in conjunction with this manual. Any instruction contained herein which is inconsistent or contradicts with the above manuals, or the DI (AF) AAP 5110.001 (AAFC Policy and Procedures Manual) and any other Defence Instruction, is void to the extent of that inconsistency. Any such instances are to be reported to the 3WG SAO, immediately. Further, any instruction contained herein which is inconsistent or contradictory with procedures laid down in regulations or instructions issued by the Civil Aviation Safety Authority (CASA) or Gliding Federation of Australia (GFA) are void to the extent of the inconsistency. Any such instances are to be reported to the 3WG SAO for escalation to ATD. Notwithstanding the above, these instructions may impose a greater limitations, or higher standards than contained in the above documents. In these cases the instructions contained herein, must be adhered to. Where a dispute arises between this manual and any other safety system, as described above, OC 3WG will, after consultation with 3WG SAO, be the final arbiter. Any decisions made by OC 3WG are the final authority in any aviation safety matter.

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PREFACE These 3WG AvSOP are effective from the date of promulgation and is issued by the authority of 3WG OC. This document, once promulgated, will be the one and only source of Aviation Standard Operating Procedures to be used by this wing. This applies to all aviation activities conducted either under its name or with any implied connection to the Wing. As of the date of promulgation, and unless specifically described in this document all other aviation related SOP, policy or instructions are hereby cancelled.

Note: Procedures used by service providers in accordance with the organisations regulatory or statutory obligations are not affected by this statement.

It is important to understand that this document does not address OH&S issues which are not specifically related to aviation or flying activities. All care has been taken to address OH&S issues which are related to aviation activity and covered in the Work Health and Safety (WHS) Act 2013 and/or in the RAAF SAFEMAN series. This manual needs to be read in conjunction with these other documents to ensure full coverage in relation to all AAFC activities.

FORWARD

Officer Commanding 3 Wing Statement

This document has been provided to ensure standardisation and compliance with national policy and procedures contained in the AAFC 400.001 Manual of Aviation, CASA and GFA policies and proceedures. It is however, not prescriptive and allows each Aviation Training Flight to customise the standard content to suit each individual circumstance, environment and conditions faced in your local operating area. This document will form the basis of 3 Wing Aviation operations and how you will do them. Wing executive staff and individuals will be held accountable for maintaining and operating within the standards set by these procedures. As the Officer Commanding 3 Wing, I am committed to maintaining a safe and open culture in our AAFC aviation operations and I require that you do the same. Always make decisions and act in the best interest of safety and maintaining a just culture toward mistakes and violations against these procedures. J.W. Laycock Wing Commander Officer Commanding 3 Wing Australian Air Force Cadets

Senior Aviation Officer 3 Wing Statement

As the Senior Aviation Officer of 3 Wing I am committed to maintaining the high levels of safety within our aviation operations. I require that you always consider the safety of our members, equipment and reputation as the highest priority. Further I commit myself and my staff to maintaining a just culture within our operations, where individuals can be expected to be treated fairly and openly where genuine mistakes occur. Violations against the procedures herein are not to be condoned and members who wilfully do so will be held accountable under the conditions expressed in the AAFC Interim Policy Manual. Remember our task is to support cadet learning and to encourage an interest in aviation amongst the Cadets of this Wing. Our goal is to ensure that each experience is safe and worthwhile and we will not compromise this for the sake of expedience or cost. B.A. Gleeson-Barker Squadron Leader Senior Aviation Officer 3 Wing Australian Air Force Cadets

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CONTENTS Page Authorisation i Amendments and Notes ii Preface iii Contents iv-vii CHAPTER TITLE Para SECTION 1 CHAPTER 1 OVERVIEW

Introduction 1 Precedence of manuals and procedures 2 Principles 3 Relationship between aviation theory and practical aviation activities 4 Relationship between the AAFC and Aviation Service Providers 5 Establishment of a key HQ Staff to support and manage aviation operations 7 Activities Conducted Within 3 Wing 8

CHAPTER 2 DUTIES AND RESPONSIBILITIES

Aim 9 Officer Commanding 10 Air Force Liaison Officer 11

Senior Aviation Officer, Headquarters 12 Flight Commander – Aviation Training Flight 13 Senior Flying Instructor – Powered 14 Chief Flying Instructor – Gliding (AAFC Service Provider) 15

Detachment Commander – Aviation Activities 16 Wing Aviation Safety Officer 17 3WG Administration Officer – Aviation 18 3WG Operations Officer – Aviation 19

Employment / Supply of Pilots 20 Civilian Staff 21 Female Staff Requirements 22 Utilisation of Cadets as Aircrew 23

CHAPTER 3 AVIATION ADMINISTRATION Service provider selection 24 3WG BIDPACK 26 Aviation Service Provider Information Form – Gliding 27 Aviation Service Provider Information Form – Powered 28 Request for Proposal 29 Selection of Maintenance Service Provider 31 Use of Commonwealth fuel (fuel cards and storage) 32 Recording and Reporting use of Commonwealth funded aviation fuel 34 Complaints 36 Supervision 37 Equipment 38 Approval to Wear and Issue Flying Badges 39 Staff Training 41

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Annexes: A. 3WG BIDPACK Template B. Aviation Service Provider Information Form – Gliding Template C. Aviation Service Provider Information Form – Powered Template D. Request for Proposal Template E. 3WG Aviation Schedule Example

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CHAPTER TITLE Page SECTION 2

CHAPTER 1 ACTIVITY PLANNING

Introduction 42 Authority and Command during Aviation Activities 44 Aviation Activities Conducted with Non-Aviation Wing Activities 49 Detachment Commander to report to XO for Non-Aviation Matters 53 3 Wing Detachment Standing Instructions 54 Staffing of 3 Wing Aviation Activities 55 Staffing Level Requirements 58 CADETONE, Admin Instructions, Log Requests and Risk Assessments 62 Cadet Eligibility for Aviation Activities 65 Medical Fitness 67 Frequency of Cadet Aviation Activities 71 Parental Permission - Certain Activities 72 Flying Preparation - Applications and learning packages 73 The AAFC Aviation Safety Video and related safety materials 75 Clothing Requirements for Flights 76 Pilot Experience Flight Sheet 77 Escort Duties 78 Chief of Air Force Scholarships 82 Annex A: Cadet Air Experience or Cadet Pilot Experience Flying Program Sheet

CHAPTER 2 ROLE OF AVIATION TRAINING FLIGHTS IN ACTIVITY PLANNING AND MANAGEMENT

Introduction 86 Aviation Training Flight Standard Operating Procedures 87 Resources 88 Annual Flying Program 89 Activity Approval 90 Finance and Payment For Activities. 91 Maintenance of Records 96

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CHAPTER TITLE Page SECTION 3 CHAPTER 1 SAFETY MANAGEMENT

3 Wing Aviation Safety Management 97 Command Commitment and Responsibility For Flying Safety 98 Objective 99 Positive Safety Culture 101 Responsibility for Safety 103 Incident Reporting System 106 Comcare Reporting 112 3WG Safety Survey System 113

Annexes: A. Senior Aviation Officer Safety Philosophy B. HAZ1 Aviation Activity Hazard Report Form C. 327FLT Operations Normal Procedure D. 3WG Safety Survey Template

CHAPTER 2 EMERGENCY RESPONSE PLANS

Emergency Response Plans 114

Annexes: A. Emergency Response Plan example

CHAPTER 3 PERSONAL PROTECTIVE EQUIPMENT (PPE)

Availability of PPE 120

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Section 1 CHAPTER 1 OVERVIEW 1. Introduction: The purpose of the 3 Wing Aviation Standing Operating Procedures (AvSOP) is to provide a system of guidance and procedures under which 3 Wing Australian Air Force Cadets (AAFC) air operations are conducted. 2. Precedence of Manuals and Procedures: The content of this AvSOP does not supersede any Government Law, Regulation, or advice and where any conflict exists between the contents of this document and any Law or Regulation, that Law or Regulation takes precedence. 3. Principles: The strategy of aviation operations within 3WG AAFC involves several key elements, as follows:

a. The overriding principle of SAFETY. Safety is the overriding requirement of all 3WG AAFC

aviation operations and every activity is to be assessed on the risk involved in the conduct of that activity. When planning and approving activities, all staff have a responsibility to minimise the inherent risks. DETCDRs and AAFC staff are to make an assessment of the risk involved in any activity and all unnecessary risks should be eliminated.

b. Adherence to the aims of the AAFC. Planners and Commanders of activities are to carefully consider the training value in relation to the aims of the AAFC to ensure that they are consistent. In most instances, AAFC flying operations, particularly flight training, meet several aims and can be seen to relate to the aims of self-reliance and initiative, whilst fostering logical thinking, confidence and self-discipline.

c. A professional and coordinated operation. A professional approach to aviation operations is

a necessity in order to ensure that the other strategies are met. A professional approach by staff brings credit upon the AAFC in general, and in particular 3WG, and allows easier interaction with the RAAF, service providers, senior AAFC staff and most importantly the cadets. A coordinated approach to operations will ensure that the most economical use is made of limited resources and that properly organised activities are the result.

d. Value for the RAAF and AAFC. The Australian Government and the RAAF spend money and

allocate resources in response to a perceived return of value. The AAFC can provide value both to RAAF recruiting and by way of youth development. If there is no perceived value in air operations, there is no incentive for future allocation of resources to our organisation. Conversely, genuine return on investment promotes a willingness to provide ongoing support.

e. Value for the customer. For any cadet to enter into and continue with a practical and active

interest in aviation, he/she must see a value in the training being provided. That value consists not only of the expenses involved but also the return gained for the commitment of time. Cadets who lose interest in attending AAFC activities are often dismayed, not by the cost but rather by the waste of time. Operations must be planned to minimise such waste.

f. Nurturing support and interest within the Wing. Attempting to conduct air activities without

the broader support of 3WG staff is immensely difficult. Many AAFC staff have no personal interest in aviation and no knowledge of the complexities of aviation legislation or activities. Support from all AAFC staff should be encouraged and nurtured to allow for improved education of staff and ensure the long term commitment of assistance to achieve the aims of the Wing.

4. Relationship Between Aviation Theory and Practical Aviation Activities: Practical aviation activities should be planned in order to compliment theoretical aviation programs undertaken by 3 Wing Cadets. Flying training activities conducted in accordance with the Civil Aviation Safety Authority Day VFR syllabus or the Gliding Federation of Australia syllabus result in cadets who have a high level of knowledge, often enabling them to instruct others in aviation subjects. 5. Relationship between the AAFC and Aviation Service Providers: Aviation service providers are selected in a process involving the RAAF and AAFC, typically for a period of 3 years. However not preferred, these providers can be entities separate from the Commonwealth of Australia and the AAFC. Where possible 3WG are to utilise AAFC providers such as 301FLT and RAAF Welfare Flying Clubs due to increased governance, common safety systems, similar procedures and esprite de corps.

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6. Operational decision making rests with the Chief Pilot or Chief Flying Instructor of the service provider although it is the prime responsibility of AAFC staff to ensure the safety of the Cadets under their care and AAFC Staff should intervene in circumstances where they identify situations which are unsafe. 7. Establishment of Aviation Training Flights within 3 Wing to Manage Aviation Operations: Aviation Training Flights have been established within 3 Wing for the purpose of promoting, managing and administering practical aviation operations within 3 Wing for both powered and gliding operations. Practical aviation activities include, but are not limited to, powered flying, gliding, simulated sky diving and engineering programs conducted under the rules of the Civil Aviation Safety Authority and the Gliding Federation of Australia. The specified Aviation Training Flights fall under the command of the Wing Senior Aviation Officer (SAO), however command appointments to these Flights are made by Officer Commanding (OC) on recommendation from the SAO. 8. Activities Conducted Within 3 Wing: IAW Chapter 5 of the Manual of Aviation (MAO) the aviation activities conducted within 3 Wing are as follows:

a. Cadet Air Experience (CAE) – This activity is requested by individual Squadrons on an ‘as required’ basis and is managed by Aviation Training Flight or staff of the SAOs Office. Squadrons conducting CAE are to fund privately, however fuel may be supplied from the allocated WG budget.

b. Pilot Experience (PEX) – This activity is requested by individual Squadrons in line with the annual 3WG Aviation Schedule (3WGAVSCHED) bidding process and the activity is managed by the Aviation Training Flight or staff of the SAOs Office. The PEX budget and allocations to Squadron is managed by the WG SAO and AFLO. Squadrons conducting PEX outside of the 3WGAVSCHED are to fund privately or bid directly to the SAO.

c. Continuous Flying Training Courses (CFTC) – CFTC is to be either conducted and managed or directly coordinated by the Aviation Training Flight for both powered courses and gliding courses. The aim of these courses is to provide effective and efficient flying training for 3 Wing Cadets, in each discipline, leading to an aviation qualification generally not higher than a Private Pilot’s Licence (PPL(A)) or a FAI Silver C Certificate.

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Section 1 CHAPTER 2 DUTIES AND RESPONSIBILITIES 9. Aim: This Chapter provides guidance on the roles, duties and responsibilities of the primary aviation-related staff appointments within 3 Wing. The SAO or OC may, from time to time, amend these responsibilities for specific tasks. Those duties and responsibilities listed within the Manual of Aviation Operations for the below mentioned positions have precedence over the 3 Wing AVSOP. 10. Officer Commanding (OC): ): The Wing OC is responsible for the overall safety and management of all aviation activities. In addition to the responsibilities outlined within the MAO the 3 Wing OC is responsible for:

a. promoting a culture of safety and reporting for both ground and aviation operations b. the appointment of an appropriately qualified SAO; c. the appointment of an appropriately qualified Flight Commander of the Aviation Training Flight; d. ensuring the Wing Aviation Safety Committee is supported and is conducted at regular intervals; e. providing support and guidance to aviation activities and staff;

i. endorsement of the appointment of the proposed Chief Flying Instructor of the Aviation Training Flight where the AAFC is the Service Provider;

f. endorsement of expenditure in line with AAFC policy and 3WG Business Rules for Aviation

Training; and

g. authorising the instigation of aviation related investigations.

11. Air Force Liaison Officer (AFLO): The 3WG AFLO is responsible for supporting aviation activities through administrative support which includes:

a. ensure sufficient funding is made available in support of safety initiatives within aviation; b. oversight of the SAOs management of the local process to select aviation service providers;

c. oversight of the SAOs liaison between service providers and the RAAF / AAFC.

d. provision of financial and administrative support to approved Wing aviation activities;

e. provision of financial and administrative support to the Chief of Air Force Scholarship program;

12. Senior Aviation Officer (SAO): The Wing Senior Aviation Officer (SAO) is responsible to the Wing OC and responsive to DAT-AAFC. In addition to the responsibilities outlined in the MAO the SAO is responsible for:

a. the provision of advice to OC 3 Wing regarding the flying of cadets and adults during 3 Wing

activities;

b. establishing aviation goals and objectives;

c. cultivating and strengthening relationships between the AAFC, AFLO and service providers whilst promoting aviation to cadets of 3 Wing;

d. ensuring that appropriate and adequate safety measures are enforced throughout the Wing’s flying training activities and air operations,

e. ensuring the existence of an effective safety management system and its regular exercise;

f. ensuring all aircraft, ancillary and safety equipment used in flying training and operations comply with Local, State and Federal Government Regulations,

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g. ensuring all flying instructors are qualified in accordance with CASA regulations,

h. the maintenance and engineering aspects for all aircraft and associated equipment,

i. ensuring all documentation involved in air operations and training is current and effective;

j. performing duties as Chair of the Wing Aviation Safety Committee

13. FLTCDR Aviation Training Flights: The FLTCDR is responsible to OC 3 Wing via SAO 3WG for the efficient and effective management of aviation activities and the Aviation Training Flight within 3 Wing. The responsibilities of this position include:

a. promoting a culture of safety and reporting for both ground and aviation operations. b. administration of Flight personnel, assets and processes in accordance with AAFC and 3 Wing

policies and procedures;

c. establishment of Flight SOP’s;

d. cultivate and strengthen relationships between Aviation Training Flights, OC, SAO, XOs, CO's and Cadets;

e. establishment of an 18 month program of aviation activities for approval by SAO 3 Wing;

f. ensuring that regular and effective communication is maintained with aviation service providers

and other key operational stakeholders;

g. ensuring that safety issues and underperformance on the part of aviation service providers is documented and reported to SAO;

h. adherence to 3WG Business Rules for aviation;

i. ensure timely payments, invoicing, reporting and other financial processes are managed

effectively and in a timely fashion and within standard business terms;

j. maintain effective and current operational documentation in support of aviation activities i.e. Aviation Service Provider Information Forms (ASPIF);

k. act as the ‘President’ of the Gliding Aviation Training Flight whilst the Flight is a AAFC Service

Provider and Affiliated Gliding Club within the GFA; and

l. liaison the NSWAIRTC Association on matters of hired assets;

m. adherence to RAAFSAFE requirements and preparation for annual surveys and audits conducted by the RAAF and AAFC;

n. liaison with the CFI or delegate on matters of airworthiness, aircraft maintenance and cross

hiring of flying assets; 14. Senior Flying Instructor – Power (SFI-P): SAO may approve the appointment of a SFI-P who is responsible to the FLTCDR, whose responsibilities include:

a. promoting a culture of safety and reporting for both ground and aviation operations; b. planning and supervising powered flying activities and implementing 3WG AAFC policies and

operating procedures concerning such activities,

c. liaison with service providers approved by SAO and AFLO, in order to administer the 3 Wing aviation program;

d. liaison with 3 Wing Staff in order to promote aviation activities and provide advice to AAFC Staff on aviation matters;

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e. liaison with Detachment Commanders to provide advice and guidance about powered flying and supervision of staff involved in those activities; and

f. tasking and utilisation of staff and equipment required during powered flying activities to ensure the provision of safe and effective operations.

15. Chief Flying Instructor (CFI) - Gliding: The 3WG service provider Gliding Aviation Training Flight (Affiliated GFA Gliding Club) will have a CFI appointed by the Clubs Instructor Panel (IP) with the concurrence of OC3WG which is then ratified by the Regional Manager Operations (RMO-NSW (GFA)). The CFI is responsible to the RMO-NSW for operational aspects. The CFIs responsibilities include:

a. promoting a culture of safety and reporting for both ground and aviation operations;

b. ensuring the 3WG AAFC gliding operation meets the requirements of all GFA and CASA policies and procedures including annual GFA Operations Check;

c. ensure all Qualified Flying Instructors and Aero-Tow Pilots are current and competent for aircrew duties;

d. liaison with the FLTCDR regarding planning and administration of gliding activities on operational matters;

e. liaison with the FLTCDR with regards to Affiliation requirements to the GFA annually;

f. responsible for the processing of GFA memberships, FAI claims and other operational documentation between the Aviation Training Flight and GFA;

g. liaison with the FLTCDR or delegate on matters of airworthiness, aircraft maintenance and cross hiring of flying assets;

h. recommendations for QFI training and advancement;

i. planning and supervising sailplane/gliding activities and implementing 3WG AAFC policies and operating procedures concerning such activities,

b. liaison with service providers approved by AFLO, in order to administer the 3 Wing aviation program;

c. liaison with Detachment Commanders to provide advice and guidance about sailplane/glider flying and supervision of staff involved in those activities; and

d. tasking and utilisation of staff and equipment required during sailplane/glider flying activities to ensure the provision of safe and effective operations.

16. Detachment Commanders: Detachment Commanders (DETCDRs) at 3WG AAFC flying activities are responsible to the 3WG OC for:

a. monitoring the activity of all staff and cadets and satisfy him/herself as to the safety and efficient conduct of the course or activity,

b. overall command of the Detachment with the ability to terminate flying operations if the conduct is seen to be unsafe or of detriment to the AAFC;

c. liaison with the Aviation Training Flight on pre-course staffing, logistics and administration;

d. ensuring that all staff are allocated tasks and that the staff members are aware of those tasks and how those tasks are to be conducted,

e. ensuring that an effective means of supervision of cadets is established during “stand-down” periods and that appropriate duty member logs are maintained.

f. establishing an effective means of communication between cadets and staff in the event of an emergency during “stand-down” periods and other times when cadets are not directly supervised.

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g. attending all accidents and incidents involving AAFC members during, or as a result of an AAFC activity and ensuring that AAFC published are adhered to,

h. accounting for and effectively utilising all equipment and resources allocated;

i. liaison with the Chief Flying Instructor or delgate on operational matters;

j. provide support to flying operations to ensure effective conduct so that course outcomes are achieved; and

k. ensuring that an effective means of communications is available for contact with the 3WG OC and/or 3WG SAO.

17. Wing Aviation Safety Officer (WASO): This individual should hold aviation qualifications allowing him / her to be able to identify safety issues and provide advice to AAFC Staff and Wing management. The responsibilities of this position are described in Section 3. 18. 3WGHQ Administration Officer – Aviation (3WGADMINO-A):

a. Provide administrative support as directed by the SAO in the conduct, planning and execution of 3WG aviation related matters

19. 3WGHQ Operations Officer – Aviation (3WGOPSO-A):

a. Provide operational support as directed by the SAO in the conduct, planning and execution of 3WG aviation related matters

20. Employment of Pilots: Generally no AAFC Uniformed staff are employed by the AAFC solely as Aircrew, Aircrew duties will normally be secondary to a position held within the Aviation Training Flight. The OC or SAO can approve the enrolment of personnel as Aircrew solely where capability is required and specialist skills such as a Qualified Flying Instructor. AAFC Uniformed staff can be transferred to primary Aircrew duties where long-term demand is required of specialist aircrew duty. All enrolled staff of the AAFC have the same status as either Officer of Cadets or Instructor of Cadets at their respective ranks.

a. Pilots who satisfy the requirements of a service provider may perform duties as an enrolled member of the AAFC. Whilst flying aircraft for a service provider, pilots, whether AAFC members or not, report to the service provider’s Chief Flying Instructor or Chief Pilot,

21. Civilian Staff: Civilian staff may be used during flying operations when appropriately qualified Officer of Cadets (OoC), Instructors of Cadets (IoC), ADF or Auxiliary staff are unavailable, unsuitable for the task or organisational demand requires it.

a. All civilian staff involved in the following aviation tasks are required to be enrolled in the AAFC as Civilian Member;

i. Continuous Training Flying Courses where they are accommodated on course. ii. Any form of cross country gliding flight or exercise. iii. Any form of powered navigation flight.

b. The Aviation Training Flights are responsible for the administration of all civilian staff employed in flying operations within the construct of the approved activities; c. All civilian staff members are to be issued with an AAFC identity card. These identification document are to be are to be worn at all times whilst involved on AAFC activities on Defence establishments.

22. Female Staff Requirements: At least one female staff member must be present at an aviation activity where female cadets are present.

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23. Employment of Cadets as Aircrew: Cadets may be utilised as instructors or aerotow pilots during flying and gliding activities provided they fully satisfy the requirements of this paragraph. Approval for cadets to be utilised is conditional as per below;

a. Powered Flying Instructor:

i. The cadet must hold either a Grade 3 or higher Flying Instructor rating issued by CASA, ii. The cadets must be 19 years of age, iii. The cadet may only instruct under the direct supervision of a Grade 1 Flying Instructor.

b. Gliding Instructor:

i. The cadet must hold either an Air Experience, Level 1 (or above) Gliding Instructor Rating issued by Gliding Federation of Australia (GFA), ii. The cadet must be 18 years of age, iv. The cadet may only instruct under the direct supervision of a Level 2 (or above) Gliding Instructor, v. Unless approved by the OC or SAO a cadet flying instructor may only instruct other cadets within the construct of an approved AAFC run gliding activity. They may not instruct other cadets on activities managed by an approved external service provider that is not operationally managed by AAFC.

c. Aerotow Pilot:

i. The cadet must hold a minimum of a PPL(A),

ii. The cadet hold a basic or higher towing endorsement issued by CASA,

iii. The cadet must be 18 years of age unless otherwise approved by SAO or OC 3WG,

iv. They may only aerotow as a cadet member on activities managed by the AAFC.

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Section 1

CHAPTER 3 AVIATION ADMINISTRATION

24. Service Provider Selection: The commitment of Commonwealth finances and the selection of service providers used throughout the Wing is the responsibility of AFLO. AFLO is responsible for managing a process that complies with the Financial Management Act 1994 and relevant Department of Defence regulations in order to select suitable aviation service providers. When planning activities the activity management system (CADETONE) is to be annotated with the preferred service provider for the activity and the reasons for that preference.

25. The AFLO may delegate the SAO and his staff to engage service provider selection. Documents to be employed in this process are;

a. Pilot Experience (PEX) – 3WG Bid Pack (3WGBIDPACK) in conjunction with the 3WG Aviation Service Provider Information Form (3WGASPIF)

b. Continuous Flying Training Courses (CTFC) – 3WG Request for Proposal (3WGRFP), in conjunction with the 3WGASPIF.

26. See annex A for 3WGBIDPACK template.

27. See Annex B for 3WGASPIF gliding template.

28. See Annex C for 3WGASPIF power template.

29. See Annex D for 3WGRFP template.

30. See Annex E for example Aviation Schedule (AVSCHED).

31. Selection of Maintenance Providers and Standards: The selection of Maintenance Service Providers for all AAFC Aviation Service Providers selected by 3WG for Gliding must be GFA approved maintenance organisations. These workshops are permitted to conduct sailplane inspections or repair services commercially. Minor works, subject to AAFC Aviation Service Provider CFI approval, may be conducted by appropriate GFA approved and endorsed GFA members in accordance with the GFA Manual of Standard Procedures 3 (MOSP3). Gliding External Service Providers will be vetted during the 3WG provider selection process to ensure compliance with MOSP3 and GFA approved maintenance organisation published list. Powered External and Internal Service Providers will be vetted as part of the selection process for compliance with CASA’s maintenance directives, policies and endorsements.

32. Use of Commonwealth Funded Aviation Fuel: The management of aviation fuel allocated and funded by the RAAF is the responsibility of AFLO. AAFC staff are responsible for the accurate recording of fuel use and safe and appropriate handling of fuel. The use of RAAF allocated aviation fuel requires prior approval from AFLO. 33. Request for use of RAAF allocated aviation fuel is to be recorded in CADETONE with any specific delivery requirements included in the request.

34. Recording and Reporting of Commonwealth Funded Aviation Fuel: The purchase and use of RAAF allocated and Commonwealth funded aviation fuel is to be recorded in accordance with processes approved by the WG AFLO.

35. 3 Wing AFLO Office is to be advised of all aviation fuel purchases and usage within 7 days.

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36. Complaints: The following complaints are to be referred to SAO:

i. All complaints of service providers or service provider equipment or aircraft;

ii. Complaints about service provider staff;

iii. Complaints about the progress of Cadets in their flying training

iv. Complaints related to aviation safety;

All other complaints are to be referred to FLTCDRs of the Aviation Training Flight (where that Flight is not the service provider) for action.

37. Supervision: Cadets are to be appropriately supervised during aviation activities. Staff are to be aware of the location of all Cadets on activities. The Cadet/Staff ratio is to managed in line with current AAFC policy

38. Equipment: Equipment, including parachutes, headsets, life-jackets / buoyancy vests not supplied by the service provider is the responsibility of the Aviation Training Flight or AAFC entity coordinating the use of an External Service Provider. A manifest of all equipment is to be maintained.

39. Approval to Issue and Wear Flying Badges: In accordance with AAFC Uniform Instructions approval for the issue of flying badges for Cadets rests with the FLTCDR of the Aviation Training Flight or SAO.

40. Approval for the issue and wearing of flying badges to AAFC staff rests with SAO.

Cadets or staff requesting AAFC Flying Badges are to supply evidence of their qualifications in the form of Pilot log Book entries, copies of Pilot Licences or other document acceptable to the approving AAFC member. The requisite qualification must be recorded in CADETONE before issue.

41. Staff Training: AAFC Staff engaged in the tasks that support aviation operations such as:

a. refuelling aircraft; b. monitoring arrivals and departures; c. assisting with life support equipment; and d. briefing of Cadets.

are to receive training in the performance of the task by suitably qualified member endorsed by the commander of the activity or unit. Annexes: A. 3WG Bid Pack Template B. 3WG Aviation Service Provider Information Form (ASPIF) Gliding Template C. 3WG Aviation Service Provider Information Form (ASPIF) Power Template D. 3WG Request For Proposal (RFP) Template E. Example of 3WG Aviation Schedule (AVSCHED)

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Annex A to Section 1

3WG AVSOP

Senior Aviation Officer 3 Wing Australian Air Force Cadets

Bid Pack – Pilot Experience

Activities

Financial Year 2013/2014

Version 1.0

Compiled By: SQNLDR(AAFC) Bill Gleeson-Barker Amended By: FLGOFF(AAFC) Amy Baddams

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AUSTRALIAN AIR FORCE CADETS 3 WING HEADQUARTERS

Senior Aviation Officer 3 Wing

Lot 2 Rentell Street, Tamworth Regional Airport, Tamworth NSW 2340

SAO/3WG/2013/PEX(1) Potential & Current Providers Powered Pilot Experience activities Glider Pilot Experience activities For Info: OC 3WG AFLO 3WG AFLOOM 3WG ADMINO-A 3WG OPSO-A 3WG FTFs 3WG HEADQUARTERS 3 WING REQUEST FOR QUOTATION FOR THE PROVISION OF PILOT EXPERIENCE ACTIVITIES – FINANCIAL YEAR 2013/2014 INTRODUCTION

1. Each Financial Year the Commonwealth, via the Royal Australian Air Force (RAAF) and Australian Air Force Cadets (AAFC), provide funding for the conduct of instructional flights in both gliders and powered aircraft for cadets and staff of the AAFC. Commonwealth funding allows for each cadet and uniformed staff member to undertake ONE flight in either a powered aircraft or glider, not one in each. Support and delivery of this program is via a number of localised service providers. Therefore, the following “Bid Pack” has been created to provide current and potential service providers with the opportunity to submit a compliant proposal and quote for the provision of aviation related services to Headquarters 3 Wing.

2. The main function of this Bid Pack is for the RAAF and the AAFC to meet the required governance associated with the expenditure of Commonwealth funds, as well as allowing providers to detail basic operational and compliance information to allow us to do business together. In order to conform with the required policy we have to ensure value for money, and the Bid Pack also facilities this. REQUEST FOR QUOTATION

3. Should your organisation be interested in participating in this Request for Quotation opportunity, please complete the attached Bid Pack at Annex A to C and return by COB 15 Mar 13. Email return is required and the document is to be populated electronically in word (not hand written and scanned). Additionally, a copy will need to be faxed to capture signatures, ensuring the fax has a cover page displaying the club or business letterhead. The electronic copy should indicate “Original Signed” in those areas requiring signature. Once completed, the pack should be returned to the Administration Officer – Aviation HQ, 3 Wing AAFC, at the details below:

Flying Officer (AAFC) Bradley Hayward Email: [email protected] Fax: 02 5701 5132

4. Please note that tenderers who fail to provide the required information by the closing date may render their tender submission non-conforming, and may result in their submission being ineligible for further consideration for 2013/14 Financial Year.

ISSUE 1.0

5. Headquarters 3 Wing AAFC’s principal objective in evaluating service providers for partnership in the

P-EX initiative is to ensure best value for money, whilst maintaining our reputation as a provider of safe and professional aviation activities. In evaluating potential external service providers we will review the following areas:

a. Safety Management; b. Provision of the required service, as specified below; c. Capability and compliance; d. Value for money; and e. Your organisational goals and ideals aligning with those of the AAFC.

6. Should your organisation be successful in being selected as a service provider, you will be contacted

and required to complete further documentation on items such as, but not limited to, insurance, aircrew details, safety management, aircraft, facilities and operational history. This information will be collected in the Aviation Service Provider Information Form (ASPIF) and must be kept up to date at all times for activity approval purposes. An example of the ASPIF is attached.

7. The P-EX activities bring considerable value and benefit to the AAFC and our aims. Although the majority of benefit to our external providers is financial, I’m sure you will agree that introducing youth to aviation is exciting and proactive for the industry. I look forward to your response and hope that the AAFC/RAAF can forge a proactive partnership in the delivery of flying training to our youth.

Any questions on this package can be directed to me at the undersigned details. Best regards Bill Gleeson-Barker Squadron Leader (AAFC) Senior Aviation Officer Mobile: 0408 443 009 Email: [email protected] Annexes:

A. Quotation – Pilot Experience Flights B. Certificate of Compliance – Power C. Certificate of Compliance – Gliding

ISSUE 1.0

Annex A

Quotation – Pilot Experience Flights

1. Organisation / Business Details; Name Address Phone Fax Website ABN (If applicable) 2. Owner / Director / President Details; Name Position Phone Mobile Email 3. Alternative Point of Contact; Name Position Phone Mobile Email 4. Your Quote is to include the provision of the following services;

a. 1 x Mass Group Briefing b. 1 x Aeroplane pre-flight inspection with a QFI (can be done as a group); c. 1 x Tarmac/Airfield safety briefing; d. 1 x Individual passenger safety briefing to be conducted by the QFI; e. 1 x P-EX Flight (TIF at the controls not an AIREXP, AIRFAM or joyflight, no aerobatics) must remain within the approved training area, note below criteria; and f. 1 x Post flight quiz (can be done as a group).

Powered Flight: 30min duration, from start-up to shut down.

Gliding Flight: Aero-tow launch to either 2000AGL, 2500AGL or 3000AGL, weather and time permitting. Launches to 2500AGL and 3000AGL are preferred. Winch launches are to whatever is achievable. (Winch quotes are to be priced competitively due to the low operating costs and potential flight time, even if market competition is not applicable) Note: Your quote is not to include GFA Membership, as this is covered under an agreement with the AAFC and GFA. SAO 3 Wing will liaise directly with gliding clubs with relation to GFA Membership.

ISSUE 1.0

5. Quotation Financial Year 13/14:

Business/Club Name Quotation Number

Powered Providers. (Pricing to include GST) P-EX Flight Price 30 Min P-EX Sortie 60 Min Normal

Sortie (Dry rate) 60 Min Normal Sortie (Wet rate)

Note: 60 Min sorties can be provided for std flight training opportunities

Estimated amount 30 minute that could be conducted per day: 20…………… Gliding Providers. (Pricing to include GST) P-EX Flight Price 2000AGL Launch 2500AGL Launch 3000AGL Launch

$

$

$

Winch Launch $

$

$

Estimated amount of 2000AGL launches that could be conducted per day ……… Estimated amount of 2500AGL launches that could be conducted per day ……… Estimated amount of 3000AGL launches that could be conducted per day ……… Estimated amount of winch launches that could be conducted per day ……… Forwarded for and on behalf of New England Flight Training… (Business /Club)

Signature: Original Signed……………………Date:…………………………… Name: Stewart Hignett…………………………… Position:…CFI/CP……………………..

ISSUE 1.0

6. Narrative: Please provide a brief narrative that addresses the evaluation criteria in Paragraph 5 of Page 2.

ISSUE 1.0

SAO Use Only Endorsed by SAO: □ YES □ NO Date: …………………….. Signature: …………………………. Comments:

AFLOOM Use Only Endorsed by AFLOOM: □ YES □ NO Date: …………………….. Signature: ………………………….

DAFLO / AFLO Use Only Approved by DAFLO or AFLO: □ YES □ NO Date: …………………….. Signature: ………………………….

ISSUE 1.0

Annex B

CERTIFICATE OF COMPLIANCE - AAFC REQUIREMENTS FOR PROVIDERS OF POWERED FLIGHT TRAINING 1. General Requirements:………………………….….(Business/Club) has a current Air Operators Certificate issued by the Civil Aviation Safety Authority which allows the conduct of training operations with the proposed aircraft type and at the proposed locations. 2. Company SAR: …………………………………...(Business/Club) maintain a system which monitors the departure time, route of flight and expected arrival time of aircraft conducting AAFC operations. This procedure is to allow emergency services to be alerted in the event of a missing or late aircraft. 3. Insurance Requirements: …………………………………..Business/Club) will maintain and supply evidence of insurance, including the following:

a. Aviation Liability Insurance subject to a minimum of AUD5,000,000 Third Party Liability/Passenger Legal Liability – Combined Single Limit;

b. name the Commonwealth of Australia its servants and officers as a joint insured;

d. include a waiver by the Insurer of all express or implied rights of subrogation in favour of the Commonwealth of Australia its servants and officers;

e. include a cross liability clause noting that each insured party shall be considered a separate entity and that the insurance shall apply as if a separate policy has been issued to each insured party;

f. include a clause that provides that non-disclosure, misrepresentation or breach of a conditional term of the insurance by any insured will not adversely affect the cover provided under the policy to another insurer.

g. The insurances required under this Section must be taken out with a reputable insurer with a security rating from ‘Standard & Poors’ of not less than ‘A’ and on terms consistent with prudent risk management practice.

4. Pilot Requirements: …………………………………………………..(Business/Club) pilots hold a Flying Instructor Rating issued by the Civil Aviation Safety Authority and the following additional qualifications:

a. current Class 1 Aviation medical; b. endorsement on aircraft type; c. all pilots must conform to CAR 5.124 / 5.125 biennial flight review; d. have undergone regular pilot proficiency training; e. recent experience requirements are met; f. 300 hours total time (Minimum Requirement); g. 30 hours on aircraft type

5. Aircraft Requirements: Aircraft used for AAFC training operations should be aircraft with fewer than five seats capacity 6. Statement of Compliance:……………………………………………..(Business/Club) are in agreement and fully understand and will comply with all caveats referred to within this certificate. This compliance certificate supersedes other prior agreements, promises, representations, undertakings or implications (whether oral or in writing) in relation to the subject matter of this Certificate and any other agreements and documents. New England Flight Training.(Business/Club) hereby comply with AAFC requirements. Signature …………………… Date: ……………………… Name: …………………………… Position: ……………………..

Annex C

ISSUE 1.0

CERTIFICATE OF COMPLIANCE - AAFC REQUIREMENTS FOR PROVIDERS OF GLIDING FLIGHT TRAINING

1. General Requirements: ……………………………………….(Business/Club) conducting Gliding operations for or on behalf of the AAFC will ensure all aircrew are members of the Gliding Federation of Australia. 2. Company SAR: ……………………………………….(Business/Club) maintain a system which monitors the departure time, route of flight and expected arrival time of aircraft conducting AAFC operations. This procedure is to allow emergency services to be alerted in the event of a missing or late aircraft. 3. Insurance Requirements: All gliders used have appropriate levels of insurance to cover flying training, hull and third party liability 4. The insurances required under this Section must be taken out with a reputable insurer with a security rating from ‘Standard & Poors’ of not less than ‘A’. 5. Pilot Requirements: Pilots are to hold the following qualifications:

a. GFA level 1, 2, or 3 Instructor Rating:

b. Endorsement on glider type;

c. Recent flying experience requirements met IAW the GFA; d. Aero-Tow Pilots meet CASA and GFA requirements and are current in towing operations IAW GFA policy

6. Statement of Compliance: ……………………………………….(Business/Club) are in agreement and fully understand and will comply with all caveats referred to within this certificate. This compliance certificate supersedes other prior agreements, promises, representations, undertakings or implications (whether oral or in writing) in relation to the subject matter of this Certificate and any other agreements and documents. ……………………………………….(Business/Club) hereby comply with AAFC requirements. Signature: ………………………………………… Date: …………………………………… Name: ……………………………………………… Position: ………………………………..

Annex B to Section 1

3WG AVIATION SERVICE PROVIDER INFORMATION FORM - ASPIF GLIDING

PART 1 - Type of proposed Gliding Activity

(Tick � appropriate) Pilot Experience

Flights (P-EX)

�

Continuation Training (CONTRG)

�

Air familiarization (incl charter, ‘joy flights’ etc) AOC and Charter rated pilots required

�

Support / Other

� Inclusive Dates / Times if appropriate

PART 2 — Details of Gliding Organisation

Location: Telephone Numbers: Launch Method:

Aerotow �� Winch �

Chief Executive Officer / Club President: GFA Number: Operations discussed with ATF: SAO Sign

Yes �� No ��

Chief Flying Instructor : GFA Number: Operations discussed with SAO: SAO Sign


Full Address of Gliding Organisation: Web Address: Fax number:

Quote submitted for current year: Received by SAO: 3WG AFLOOM Approved financial aspects for operation:


Yes �� No �� Date:


Site Risk Assessment Completed Assessment Completed By Organistation recognised as AAFC ‘Provider’

Yes �� No �� Date: ……………..........

Name/Rank/Number

Yes �� No �� Date:……………………………

Note: Site risk assessments management plans (RAMP) must be completed annually, re-assessment is also required at any stage should the organisation have any operational changes that may effect or conflict current (RAMP). The RAMP must completed by an AAFC/ADF Officer or civilian authorised by SAO 3WG. The RAMP should be completed in consultation with the proposed operators CFI or delegate

PART 3 - Operations Premises

Briefing Area Satisfactory Yes �� No ��

Area for students awaiting Flight Satisfactory Yes �� No ��

Area for observation Satisfactory Yes �� No ��

PR aspects satisfied Satisfactory Yes �� No ��

Sufficient Shade Satisfactory Yes �� No ��

Sufficient Water re-supply access Satisfactory Yes �� No ��

Toilets Available Satisfactory Yes �� No ��

HiViz clothing available Satisfactory Yes �� No ��

First Aid Kit available Satisfactory Yes �� No ��

Phone available at operation point Satisfactory Yes �� No ��

Premises inspected by

Name Rank Number Position Date

Additional comments (if required)

PART 4 – OPERATORS OPERATIONAL SAFETY HISTORY

ORGANISATIONS OPERATIONAL HISTORY

Brief Summary: (Result and Date of last RTO-OPS Check)

Name RTO-OPS Area Phone

Recommended by SAO or delegate Signed


SAO Comments:

PART 5 - Hangar Keeper / Airfield Operator Liability Insurance Hangar Keeper / Airfield Operator Company:

Policy No :

Amount:

Sighted by;

Additional Comments (if required);

PART 6— DETAILS OF AIRCRAFT TO BE USED (INCLUDING TUGS) Registration VH-

Type and Model ………………….

Expiry Date of Maintenance Release …………….

Insurance

Hull cover/Company/Policy No/Amount / Exp

Name: Signed: Date:

Third Party/Passenger/Pilot(s)/Company/Policy No/amount

Name: Signed: Date:

Owner: Name/Address/Telephone No:

Registration VH-



Insurance


Name: Signed: Date:


Name: Signed: Date:


Registration VH-



Insurance


Name: Signed: Date:


Name: Signed: Date:


Registration VH-



Insurance


Name: Signed: Date:


Name: Signed: Date:


Part 7 — QFI Details

Name GFA No Highest Badge

Instructor Level & Expiry Date

Charter Rating? (yes/no) & Expiry

Date

Date of Last Annual Check

History, including gliding hours, instructing hours, accidents/incident

Total Hours (gliding)

PART 8 – Financial Details ABN: Bank: Branch: Account Number: BSB Number: Point of contact (i.e. club treasurer) DoD Vender Number (if known) Does the organisation have EFTPOS

Annex C to Section 1 AVIATION SERVICE PROVIDER INFORMATION FORM (ASPIF)

PART 1 - Type of proposed Aviation (Power) Activity

(Tick � appropriate)

Pilot Experience Flights (P-EX).

AKA TIF

�

Continuation Training (CONTRG)

�

Air familiarization (incl charter, ‘joy flights’ etc)

�

Support / Other

� Inclusive Dates / Times if appropriate

PART 2 — Details of Organisation

School/RAAF Welfare Club Location: AOC No : AOC Expiry

Insurance Policy No Insurance Policy (Company Held) Insurance Policy Expiry DAMP


Owner or Manager (Or Equivalent): Phone Number and email: Operations discussed with SAO: SAO Sign


Chief Flying Instructor : ARN: Phone No : Email:

Full Address of Organisation: Web Address: Fax number:

Quote Submitted for Current Year Received by SAO: AFLO Approved financial aspects for operation:




Site Risk Assessment Completed Assessment Completed By Organistation recognised as AAFC ‘Provider’


Name/Rank/Number:


(For above Part 2) Note: Site risk assessments management plans (RAMP) must be completed annually, re-assessment is also required at any stage should the organisation have any operational changes that may effect or conflict current (RAMP). The RAMP must completed by an AAFC AAFC/ADF Officer or civilian authorised by SAO 3WGAAFC. The RAMP should be completed in consultation with the proposed operators CFI or delegate.

PART 3 - Operations Premises

Briefing Area Satisfactory Yes �� No ��

Area for students awaiting Flight Satisfactory Yes �� No ��

Area for observation Satisfactory Yes �� No ��

PR aspects satisfied Satisfactory Yes �� No ��

Sufficient Shade Satisfactory Yes �� No ��

Sufficient Water re-supply access Satisfactory Yes �� No ��

Toilets Available Satisfactory Yes �� No ��

HiViz clothing available Satisfactory Yes �� No ��

First Aid Kit available Satisfactory Yes �� No ��

Phone available Satisfactory Yes �� No ��

Premises inspected by

Name Rank Number Position Date

Additional comments (if required)

PART 4 – OPERATORS OPERATIONAL SAFETY HISTORY BRIEF – CFI or Delegate

ORGANISATIONS OPERATIONAL HISTORY

CFI Name ARN Phone

Recommended by SAO or delegate 3WGAAFC Signed


Comments:

41. PART 6— DETAILS OF AIRCRAFT TO BE USED Registration

VH -

Type and Model

Expiry Date of Maintenance Release

Insurance


Sighted by; Name: Signature: Date:



Registration

VH -

Type and Model


Insurance





Registration

VH -

Type and Model


Insurance





Registration

VH -

Type and Model


Insurance





Part 7 — QFI Details

Name ARN Total HRS

Instructor Level ASIC EXP Date of Last Annual

Check Medical EXP

HRS on type expected to be operated with AAFC

1 2 3 4 5 Note:

1. All Flying Instructors must have completed a Working with Children Declaration within the last 12 months and be on file with SAO 3WG and PERSO 3WG.

2. A copy of the companies AOC is to be emailed to SAO3WG [email protected] or faxed 02 6766 8122 3. A copy of the Flying Instructors ASIC is to emailed to SAO3WG [email protected] or faxed 02 6766 812

PART 9 – Financial Details ABN: Bank: Branch: Account Number: BSB Number: Point of contact (i.e. Secretary) Phone/Email DoD Vender Number (if known) Does the organisation have EFTPOS

PART 8 - Approval

The personnel involved in this activity have all read the relevant Chap of MAO and are to conduct this activity in accordance with the instructions contained therein. An AAFC Officer is to directly supervise this activity.

Date: Signature: Name:

Appointment:

Annex D to Section 1

Senior Aviation Officer 3 Wing Australian Air Force Cadets

REQUEST FOR PROPOSAL

Powered Flying Training Service Providers

Financial Year 2013/2014

Compiled By: SAO 3WG ADMINO-A WASO-3WG Version 3.0

AUSTRALIAN AIR FORCE CADETS HEADQUARTERS No. 3 WING

SAO/3WG/2012/102

The Manager Potential Service Provider’s Name

Address Line 1

Address Line 2

CITY NSW 2xxx

Dear Sir/Madam

HEADQUARTERS 3 WING AUSTRALIAN AIR FORCE CADETS REQUEST FOR

PROPOSAL FOR THE PROVISION OF POWERED FLYING TRAINING SERVICES

FOR THE FINANCIAL YEAR 2013/14

INTRODUCTION

1. The Australian Air Force Cadets (AAFC) is an aviation minded youth organisation

sponsored by the Commonwealth of Australia, whose broad objectives are to encourage and

promote aviation and aviation activities. An important part of the experience of an Air Force Cadet

is flying training. In NSW and the ACT, flying training is contracted to selected service providers

(that is, flying schools and gliding clubs). A competitive process is used to select service providers,

and those providers are then submitted for approval to the AAFC’s parent organisation, the Royal

Australian Air Force (RAAF).

2. This Request for Proposal (RFP) begins the selection process for service providers for the

Financial Year 2013/14. In the selection process, the RAAF and the AAFC are required to meet and

conform with Government policy associated with the expenditure of Commonwealth and public

related funds allocated to the Department of Defence. In order that we conform to the required

policy, we have to ensure through the selected service providers that we achieve best value both

financially and through the delivery of a comprehensive flying tuition.

3. This RFP outlines the specific requirements of the AAFC in relation to flying training

services in NSW and the ACT. It also details the procedures to follow through the selection process,

and how to submit responses for consideration.

ORGANISATIONAL CONTEXT

4. Within the AAFC organisation, all operations in NSW and the ACT are within the purview

of No. 3 Wing AAFC. Flying operations for No. 3 Wing are managed jointly by No. 309 Flight,

with primary responsibility for powered flying, and No. 327 Flight, which is mainly responsible for

gliding. Collectively, those two Flights and a small corps of staff at No. 3 Wing Headquarters are

known as 3 Wing Aviation.

6. The selection process outlined in this RFP will be managed by 3 Wing Aviation. As such,

bidders must appreciate that this RFP includes only the flying training services managed by 3 Wing

Aviation, to service Air Force Cadets in NSW and the ACT. This RFP does not include services

outside NSW and the ACT or for the wider AAFC or RAAF organisations.

REQUEST FOR PROPOSAL

7. Should your organisation be interested in participating in this RFP opportunity, please

respond in the following manner:

a. Complete the attached ‘Bid Pack’ at Annexes A to D inclusive; b. Populate all documents in Microsoft Word (that is, please do not hand-write and scan

documents), indicating ‘Original Signed’ in any space where your signature is

required;

c. Email completed documents to the email address nominated in paragraph 9 below; d. In order to capture signatures, please also send printed and signed documents by fax

to the fax number nominated in paragraph 9 below. Please ensure your fax has a

covering page displaying your business or club letterhead;

e. Ensure both your email and fax copies are received by COB Friday, 31 May 2013.

8. Please ensure your email and fax are addressed to the Senior Aviation Officer, 3 Wing

AAFC, at the details below:

Squadron Leader (AAFC) Bill Gleeson-Barker,

Email: [email protected]

Fax: 02 5701 5132.

9. Please note that bidders who fail to provide the required information by the closing date may

render their submission non-conforming, which may result in their submission being ineligible for

further consideration.

10. In evaluating bids from service providers, 3 Wing Aviation has the primary objective of

ensuring the best value for money whilst maintaining a reputation for providing safe aviation

activities of a high quality. To that end, the selection process will measure the following aspects:

a. Safety Management;

b. Provision of the required service (see Annexes A & B);

c. Capability and Compliance;

d. Value for Money; and

e. How your Organisational goals and ideals are most closely aligned with those of the

AAFC.

11. Should your organisation be successful in being selected as a service provider you will be

contacted and asked to complete further documentation on items such as, but not limited to,

insurance, aircrew details, safety management, aircraft, facilities and operational history. The

successful bidder will also be asked to enter into a memorandum of understanding to establish and

formalise operational protocols and other aspects of the agreement.

12. Any powered flying activities bring considerable value and benefit to the AAFC, and

contribute significantly to achieving its central aims. Although the majority of benefit to service

providers is financial, introducing youth to any form of aviation is exciting and proactive for the

industry or sport. As a training organisation, you will also understand the significant fulfilment and

personal satisfaction gained from delivering training, especially to young people.

13. We look forward to your response and hope that the AAFC/RAAF can forge a proactive

partnership in the delivery of flying training to our youth of today.

14. Any questions relating to this RFP or the ‘Bid Pack’ should be directed to the undersigned.

Yours faithfully

Bill Gleeson-Barker

Squadron Leader (AAFC)

Senior Aviation Officer

Direct: 02 6763 5510

Mobile: 0408 443 009

Email: [email protected]

xx May 2013

Annex

A. AAFC Requirements for the Provision of Powered Flying Training B. RFP Questions and Response Template C. Conflict of Interest and Confidentiality D. Quotation for the Provision of Powered Flying Training Services

Annex A

AAFC REQUIREMENTS FOR PROVIDERS OF POWERED FLYING TRAINING 1. General Requirements: Organisations conducting Flight Training operations for or on behalf of the AAFC must have a current Air Operator’s Certificate issued by the Civil Aviation Safety Authority which allows the conduct of training operations with the proposed aircraft type and at the proposed locations. It is requirement that a copy of the Air Operator’s Certificate is supplied to the AAFC prior to the approval of a service provider. 2. Company SAR: Service Providers are to specify and maintain a system which monitors the departure time, route of flight and expected arrival time of aircraft conducting AAFC operations. This procedure is to allow emergency services to be alerted in the event of a missing or late aircraft. 3. Insurance Requirements: Training operators are required to maintain and supply evidence of insurance including the following:

a. Aviation Liability Insurance subject to a minimum of AUD5,000,000 Third Party Liability/Passenger Legal Liability – Combined Single Limit;

b. a clause noting that Student Pilots are deemed to be passengers when under

instruction;

c. name the Commonwealth of Australia its servants and officers as a joint insured;

d. include a waiver by the Insurer of all express or implied rights of subrogation in favour of the Commonwealth of Australia its servants and officers;

e. include a cross liability clause noting that each insured party shall be considered a

separate entity and that the insurance shall apply as if a separate policy has been issued to each insured party;

f. include a clause that provides that non-disclosure, misrepresentation or breach of a

conditional term of the insurance by any insured will not adversely affect the cover provided under the policy to another insured.

g. The insurances required under this Section must be taken out with a reputable insurer

with a security rating from ‘Standard & Poor’s’ of not less than ‘A’ and on terms consistent with prudent risk management practice.

4. Instructor Requirements: Instructors are to hold a Flying Instructor Rating issued by the Civil Aviation Safety Authority and the following additional qualifications:

a. current Class 1 Aviation medical;

b. endorsement on aircraft type;

c. 300 hours total time (Minimum Requirement); and

d. 30 hours on aircraft type

Further, all instructors must:

e. conform to the ‘regular flight review’ requirements in accordance with CAR Part 5;

f. undergo regular pilot proficiency training;

g. conform to the ‘recent experience’ requirements in accordance with CAR Part 5;

5. AAFC Requirement: The AAFC specifically requires that:

a. The service provider’s syllabus allows each student the ability to continue with, or transfer to, an ‘Integrated Commercial Pilots Licence (150 hour) course’.

b. Working With Children (WWC) checks must be obtained in accordance with the published AAFC policy and in accordance with the NSW requirements.

6. Aircraft Requirements: Aircraft used for AAFC training operations should be aircraft with fewer than five seats capacity. 7. Statement of Compliance: To ensure that Service Providers are aware of AAFC requirements and that an appropriate level of corporate governance is maintained in the selection of service providers, the ‘Statement of Compliance’ is to be signed by a Director or Officer of the Company or entity providing the training service to the AAFC.

Annex B

RFP QUESTIONS AND RESPONSE TEMPLATE All questions are to be answered with a minimum of a Comply/Non Comply response.

Q1 Please confirm AOC coverage for operations at your named designated and/or remote locations

Answer

Q2 Please provide a summary of your organisation and any current or previous relationship with the AAFC or 3WG ATF.

Answer

Q3 Please provide a summary of your proposed facility including but not limited to educational resources, technology etc.

Answer

Q4

This RFP requires the services to be provided to 3 Wing Aviation are as follows:

a. Up to four (4) ab-initio training aircraft. b. One (1) aircraft suitable for navigation training; c. One (1) aircraft with cruise speed of more than 120kts suitable CPL training. Please detail what and how you propose to provide these services, including flexibility around the best utilisation of aircraft.

Answer

Q5

Confirm whether you can provide aircraft and flying instruction for camps typically during the first two weeks of each school holiday, subject to written confirmation within a period to be agreed with selected service providers. Confirm that these aircraft will be available for the exclusive use of 3 Wing Aviation during these agreed periods. Please detail any proposal that you feel would facilitate a flexible arrangement to the benefit of both parties.

Answer

Q6 Please list your maintenance service provider.

Answer

Q7

It is a requirement that unplanned maintenance during agreed flying camps will be completed in the shortest possible time. Please provide your support provision in this area

Answer

Q8 Please confirm that you will make available when requested by AAFC staff a copy of your Operations Manual

Answer

Q9 Provide detail on the procedure to deal with the replacement of aircraft in the event of unserviceability at short notice

Answer

Q10 Provide details of all personnel to be involved with delivering the services

Answer

Q11 Provide details of current or previous services provided to similar organisations together with contact details for relevant personnel at the customer organisation. Provide a current copy of your AOC with your submission

Answer

Q12 The AAFC takes very seriously its commitment to providing high quality flying training from all service providers it engages. Please detail your quality control systems in use for similar flying training delivery

Answer

Q13

Please provide details of your current Safety Management Systems and WH&S requirements. If selected as a service provider, it will be necessary for both parties to meet and agree a formal reporting process that meets the requirements of the AAFC during the contract period Comply/Non Comply

Answer

Q14 a. Provide a fully itemised quotation based on the hourly ‘Dry’ Aircraft Hire Rates. b. Please detail the assumptions you have made to determine the rates. c. Please include any additional costs in support of providing the services.

Answer

Q15 Please list the Aircraft types and registration numbers of all aircraft available to deliver the services. Maintenance logs should be available for inspection by an authorised AAFC Officer Comply/Non Comply

Answer

Q16 Prior to any involvement with AAFC Cadets, ALL personnel employed by the Service Provider in relation to the provision of services will require a Working With Children (WWC), check. Comply/Non Comply

Answer

Q17

Following satisfactory completion of all the checks required by AAFC, personnel employed by the Service Provider, including Flying instructors, MAY be utilized by the AAFC in conjunction with the services. It is specifically advised and agreed by the parties that such services will be provided, to the AAFC by said employees, on a voluntary basis. Neither the AAFC, or the Department of Defence, will make any payment to the person/s providing such services

Answer

Q18 Please confirm whether an Authorised Testing Officer will be available where required, during the conduct of each flying camp

Answer

Q19 Payment Terms – It is anticipated that payments will be made within 15 days of a correctly receipted invoice from the service provider at the end of each month or flying camp. Please confirm you are willing to provide services on these terms.

Q20

Please provide details and copies of your certificates of currency relating to all relevant insurance policies including public liability, workers compensation, personal accident and injury, and cover pursuant to the Civil Aviation (Carriers Liability Act) 1959 (copy of current CASA Certificate will suffice).

Annex C

CONFLICT OF INTEREST; The provider is to confirm that there is no actual conflict between obligations in delivery of the Services and its private commercial interest. The provider is further to confirm that it will advise the 3 Wing Senior Aviation Officer in writing immediately it becomes aware of the existence, or possibility, of a conflict between its obligation in the delivery of the Services and its private commercial interest. The AAFC confirms that this proposal is made on a purely commercial basis. There is no known conflict interest in the preparation of the execution of this document. Comply/Non Comply Note: If selected as a Service Provider this question will require the signature of an authorised person from your company. CONFIDENTIALITY;

a) The parties understand and are required to comply with the terms of the Privacy and Personal Information Protection Act 1998 (NSW) and the Privacy Act 1988 (Cth)

b) The parties agree to keep all information howsoever obtained confidential and to respect the privacy of any individual except as may be required for release by one party to the other party for a law enforcement purpose or otherwise as may be required by law

c) The parties agree that no information howsoever obtained will be used to defame any person including but not limited to 3 Wing members, members of the Public, employees or staff of [Name] and any person assisting 3 Wing or [Name] in provision of the Services

d) The parties agree that the information will not be used for any purpose outside the terms of this RFP and subsequent MoU

Comply/Non Comply Note: If selected as a Service Provider this question will require the signature of an authorised person from your company.

Annex D

QUOTATION FOR THE PROVISION OF POWERED FLYING TRAINING SERVICES

Annex E to Section 1

C1AM ACT FILE REF Provider Location Discipline Start Date Finish date

POC SQN FLTs Avialabl

e

Type

18362 3WGFY1314/001 309FLT Bathurst Power 27-Jun-13 05-Jul-13 309FLT 3WG COURSE 100 PFC

18373 3WGFY1314/002 327FLT Bathurst Gliding 27-Jun-13 05-Jul-13 327FLT 3WG COURSE 180 GC

18364 3WGFY1314/003 309FLT Bathurst Power 05-Jul-13 13-Jul-13 309FLT 3WG COURSE 100 PFC

18374 3WGFY1314/004 327FLT Bathurst Gliding 05-Jul-13 13-Jul-13 327FLT 3WG COURSE 180 GC

10197 3WGFY1314/005 Curtis/309FLT Camden Power 28-Jul-13 28-Jul-13 309FLT 315SQN 334SQN 40 PPEX

TBA NASS13 ATD Randwick SAO 24-Aug-13 25-Aug-13 ATD AAFC N/A SEM

TBA 3WGFY1314/006 Curtis/309FLT Camden Power 25-Aug-13 25-Aug-13 309FLT 338SQN 20 PPEX

TBA 3WGFY1314/010 RWGC/327FLT Williamtown Gliding 25-Aug-13 25-Aug-13 327FLT 304SQN 12 GPEX

TBA 3WGFY1314/011 RWFC/309FLT Williamtown Power 25-Aug-13 25-Aug-13 309FLT 311SQN 20 PPEX

TBA 3WGFY1314/012 SCGC/327FLT Camden Gliding 25-Aug-13 25-Aug-13 327FLT 338SQN 20 GPEX

TBA 3WGFY1314/013 Ward /309FLT Bathurst/Dubbo Power 25-Aug-13 25-Aug-13 309FLT 328SQN 15 PPEX

TBA 3WGFY1314/014 AAA/309FLT Wollongong Power 07-Sep-13 07-Sep-13 309FLT 314SQN / 338SQN 30 PPEX

TBA 3WGFY1314/015 BGC Byron Bay Gliding 07-Sep-13 07-Sep-13 HQAV 326SQN 10 GPEX

TBA 3WGFY1314/016 GGC Grafton Gliding 07-Sep-13 07-Sep-13 HQAV 331SQN 15 GPEX

TBA 3WGFY1314/017 MRAC Taree Power 07-Sep-13 07-Sep-13 HQAV 317SQN 15 PPEX

TBA 3WGFY1314/019 Curtis/309FLT Camden Power 14-Sep-13 14-Sep-13 309FLT 306SQN / 304SQN 20 / 20 PPEX

TBA 3WGFY1314/020 Curtis/309FLT Camden Power 15-Sep-13 15-Sep-13 309FLT 302SQN / 323SQN 20 / 20 PPEX

TBA 3WGFY1314/021 HVGC/327FLT Hunter Valley Gliding 15-Sep-13 15-Sep-13 327FLT 311SQN 20 GPEX

TBA 3WGFY1314/023 LKSC/327FLT Tamworth Gliding 15-Sep-13 15-Sep-13 327FLT 310SQN 20 GPEX

TBA 3WGFY1314/024 RWFC/309FLT Williamtown Power 15-Sep-13 15-Sep-13 309FLT 335SQN 20 PPEX

TBA 3WGFY1314/025 SCGC/327FLT Camden Gliding 15-Sep-13 15-Sep-13 327FLT 305SQN 20 GPEX

18365 3WGFY1314/026 309FLT Bathurst Power 19-Sep-13 27-Sep-13 309FLT 3WG COURSE 100 PFC

18375 3WGFY1314/027 327FLT Bathurst Gliding 19-Sep-13 27-Sep-13 327FLT 3WG COURSE 220 GC

18366 3WGFY1314/028 309FLT Bathurst Power 27-Sep-13 05-Oct-13 309FLT 3WG COURSE 100 PFC

18376 3WGFY1314/029 327FLT Bathurst Gliding 27-Sep-13 05-Oct-13 327FLT 3WG COURSE 220 GC

TBA 3WGAVCONF13 N/A GBK, RIC or WLM

N/A 19-Oct-13 20-Oct-13 HQAV 309/327/HQ3WG/ATD

0 AVCONF

3 Wing Australian Air Force Cadets

3 Wing Aviation Schedule TY1314 - SAOV1.2

TBA 3WGFY1314/030 Curtis/309FLT Camden Power 26-Oct-13 27-Oct-13 309FLT 306SQN / 324SQN 40 PPEX

TBA 3WGFY1314/031 HVGC/327FLT Hunter Valley Gliding 27-Oct-13 27-Oct-13 327FLT 316SQN 20 GPEX

TBA 3WGFY1314/032 JAS Port Macquarie Power 27-Oct-13 27-Oct-13 HQAV 333SQN / 312SQN 20 PPEX

TBA 3WGFY1314/033 LKSC/327FLT Tamworth Gliding 27-Oct-13 27-Oct-13 327FLT 337SQN 20 GPEX

TBA 3WGFY1314/034 SCGC/327FLT Camden Gliding 27-Oct-13 27-Oct-13 327FLT 305SQN 20 GPEX

TBA 3WGFY1314/035 Ward Air/309FLT

Dubbo Power 27-Oct-13 27-Oct-13 309FLT 313SQN 15 PPEX

TBA 3WGFY1314/037 MRAC Taree Power 16-Nov-13 16-Nov-13 HQAV 3