Aviation Maintenance Tracking and Inventory Management System

The vendor required to provide aviation maintenance tracking and inventory management system, including system implementation and ongoing support.
- The agency will consider a range of solution types, including commercially available software, subscription-based software, custom-developed solutions, or a combination of approaches.
- Software solution must be a secure, standardized system with efficient workflows to support aircraft maintenance tracking, work order management, and spares inventory control.
- Aircraft maintenance management system functional requirements:
•    Track inspection schedules by individual aircraft, including calendar-based, hour based, and cycle-based inspection requirements. 
•    Support tracking and management of both scheduled and unscheduled maintenance activities, including corrective actions and deferred items. 
•    Track maintenance labor hours by technician or labor category and support calculation of total labor hours and associated costs. 
•    Track aircraft flight hours and cycles and support tracking of pilot flight hours as required for maintenance planning and reporting. 
•    Support electronic aircraft maintenance records and logbooks, including data entry and review through web-based and mobile interfaces. 
•    Where offline data capture is supported, the system shall synchronize records when connectivity is restored. 
•    Support electronic signatures for maintenance records in a manner consistent with applicable FAA regulatory requirements 
•    Record, update, and retain completed scheduled and unscheduled maintenance actions, including associated labor, parts, and compliance references. 
•    Support automatic and manual updates of inspection, maintenance, and component expiration dates based on usage, calendar limits, or maintenance actions. 
•    Support reserving, issuing, and tracking parts associated with work orders or maintenance tasks, including linkage to specific aircraft or components. 
•    Track calendar-based life-limited components and generate alerts or notifications as expiration dates approach. 
•    Track hour-based or cycle-based life-limited components and generate alerts or notifications as usage thresholds are approached. 
•    Track overhaul intervals or replacement limits for components and generate alerts when defined thresholds are reached. 
•    Support capture of flight log data through mobile or remote interfaces and synchronize the data with a centralized system when connectivity is restored, where supported. 
•    Support tracking of squawks, discrepancies, and corrective actions at both the aircraft and component levels. 
•    Provide the ability to sort, filter, and view inspection, maintenance, and component status information by aircraft, component, or date.
•    Track, calculate, and display remaining life or equivalent status for components (e.g., remaining item number (RIN) or equivalent measures). 
•    Support projection of future maintenance requirements based on aircraft usage, calendar limits, component life limits, and overhaul intervals. 
•    Generate standard and user-configurable reports related to aircraft maintenance, inspections, component status, labor, and compliance, and support ad hoc reporting or data export.
- Inventory management and control system functional requirements:
•    Manage inventory by location, warehouse, and consignment designation. 
•    Allow the establishment and maintenance of alternate or interchangeable parts and associated interchangeability rules. 
•    Manage inventory stock lines at the serial number and part condition level, as applicable. 
•    Track time-life and life-limited component data. 
•    Provide inventory pricing by part number, condition, and manufacturer, or at the individual stock line level. 
•    Track and manage inventory stock lines using actual acquisition and repair cost information. 
•    Maintain minimum reorder points and maximum stocking levels. 
•     generate recommended purchase quantities when inventory levels fall below defined reorder thresholds. 
•    Enable segregation and classification of inventory based on user-defined categories. 
•    Allow searching of master part records by part number, description, alternate or interchangeable part number, national stock number (NSN), and free-text search fields. 
•    Create, track, and issue kits or assemblies by master assembly number for use on work orders. 
•    Define and maintain parent-child assembly relationships identifying higher-level and lower-level assemblies. 
•    Retain an audit history for changes made to master part records. 
•    Maintain a complete audit trail for inventory stock line transactions and status changes. 
•    Maintain a complete audit trail for repair history and core exchange transactions.
•    Maintain a distinct audit trail for inventory quantity and cost adjustments. 
•    Provide historical search and reporting capabilities for available inventory, cores, modified or superseded part numbers, and time-life data. 
•    Maintain repair capability information by part number and associated repair vendors. 
•    Track and retain FAA-related source documentation, part certification data, source approval information, tag dates, batch or lot numbers, and other applicable regulatory compliance data. 
•    Track shelf-life-controlled inventory items, including expiration dates. 
•    Allow electronic documents and images at both the master part record and individual stock line level. 
•    Transfer of inventory between warehouses, locations, and consignment designations. 
•    Reserve and allocate inventory for repair orders and work orders. 
•    Generate and print barcodes for inventory parts and storage locations. 
•    Manage and identify hazardous materials (hazmat) inventory in accordance with applicable requirements.
- System environment and platform compatibility requirements:
•    Provide full operational functionality and reporting capabilities through a secure, web-based interface accessible from desktop, tablet, and mobile devices. 
•    Mobile access shall support maintenance workflows, data entry, and reporting consistent with desktop functionality. 
•    Support integration with other agency systems through secure, vendor-supported mechanisms such as application programming interfaces (APIs), data exports, or other structured data exchange methods. 
•    These capabilities shall enable access to relevant maintenance, cost, and operational data for integration and reporting purposes. 
•    Support sharing aviation-related incident cost and maintenance data with the agency, financial and business services (FBS) and other agency systems through a secure, web-based interface, API, or scheduled data exchange. 
•    This capability shall support total incident cost tracking, financial management, and reporting. 
•    Hosted in a secure, enterprise-grade cloud environment utilizing industry-standard infrastructure services. 
•    Storage and backup solutions shall support structured and unstructured data, long-term data retention, redundancy, and disaster recovery.
•    Backup operations shall be vendor-managed and include offsite or geographically redundant storage. 
•    Utilize cloud-based scalability and availability features, such as load balancing, redundancy, and automated failover, to ensure reliable system performance and availability for concurrent users. 
•    Provide secure user authentication and role-based access controls. 
•    Where available, the system should support integration with enterprise identity management solutions (e.g., single sign-on or federated identity services) or provide equivalent vendor-managed authentication controls. 
•    Fully vendor-managed, including application updates, security patches, and platform maintenance. 
•    Client access shall not require installation of specialized runtime frameworks beyond a supported web browser or mobile application. 
•    Support exporting or integrating such data with external GIS or mapping platforms through standard data formats or APIs. 
•    Support current versions of widely used web browsers, including microsoft edge and google chrome, for both internal and public-facing access, as applicable. 
•    Utilize an enterprise-grade relational database management system managed by the vendor. 
•    The system shall support secure data access, reporting, and integration without requiring direct customer access to the underlying database. 
•    Provide standard and configurable reporting capabilities and support exporting data to external enterprise reporting or analytics platforms, or provide equivalent built-in reporting and analytics functionality. 
•    Employ industry-standard security controls, including encryption of data in transit and at rest, access logging, and compliance with applicable security standards appropriate for a cloud-hosted SaaS solution.