Attachment_1_-_PWS,_QASP,_PRS_final.pdf

PERFORMANCE WORK STATEMENT (PWS)

1.0 INTRODUCTION

The Coast Guard is procuring Water Treatment Facility Maintenance and Operation Services as described in the following paragraphs for the Coast Guard Station Jonesport, Jonesport, ME. The Performance Work Statement (PWS) is in coherence with the direction in which the

Coast Guard is procuring contracts to ensure consistent performance and be result-oriented.

All work shall be performed in accordance with the following PWS for a period of one year from date of award and four one year options.

2.0 BACKGROUND

2.1. Mission: The Coast Guard Station Jonesport is seeking a contract to provide licensed personnel, supervision, transportation, operation, maintenance, testing, monitoring and reporting, and other items or services (except as stated herein) necessary to perform Water

Treatment Facility maintenance and operation services to maintain a safe, clean and healthy environment for all the residents, military/civilian personnel, and members of the general public. This service contract is required to meet the requirements of the State of Maine

Drinking Water Program. To accomplish this mission, it is essential that the properties and facilities of the Coast Guard Station Jonesport specified herein have Water Treatment Facility services as required.

2.2. Hours of Operation: Services shall be provided weekly, monthly, biannually, and annually unless specifically stated otherwise in this PWS. Site access is available 24 hours a day/7 days a week. The contractor shall remain on-site for the sufficient time to meet the requirements of routine operations, maintenance, and testing services. Contractor and employees shall acknowledge the same Government Holidays as all federal workers.

2.3. Facility Type: This procurement consists of locations within the boundaries of the Coast

Guard Station Jonesport 17,000 to 21,000 gallon per day Water Treatment Facility which consist of (but not limited to):

a. Clarifier and Filter Tanks

b. Backwash Pump

c. High Lift Pumps (2)

d. Raw Water Pump

e. Compressor and Duplex Compressor

f. Conventional Hydro Tanks (2)

g. Miscellaneous: Valves, Pressure Switches, Flow Meters, Pressure Monitors, Actuators

h. Chemical System: Solution Tank, Controls, Analyzer/Sensor

Station Jonesport’s drinking water source is classified as a “groundwater source under the direct influence of surface water” (GWUDI) due to its close proximity to an adjacent point and subsequent susceptibility to rapid changes in water quality. This classification requires

ATTACHMENT 1

treatment according to the Federal Surface Water Treatment Rule, which requires the use of a filtration process for most water sources. Station Jonesport’s water source is from a stone-lined dug well located approximately 1,700 feet north of the Station’s Water Treatment

Building with a dug well (cistern). Water from the cistern is treated by an upflow clarifier and downflow pressure filter. A coagulant is added prior to the clarifier to aid in particulate removal. Following filtration, sodium hypochlorite is added to provide disinfectant residual.

Filtered water is stored in approximately 20,000 gallon, four-chambered concrete clearwell.

Finish water is pumped into the distribution system and soda ash (sodium carbonate) is added to increase the finished water pH.

Station Jonesport is classified as a Community Water System (CWS), serving approximately

25 people. Most of the service population is comprised of members of the Coast Guard who are stationed in Jonesport or members of the crew of the CGC Moray, as well as family members using government housing. As a CWS, the Jonesport facility is regulated under the

Federal Safe Drinking Water Act, which is administered by the Drinking Water Program

(DWP). The Jonesport Water Treatment Facility operates as Public Water Supply (PWS)

Identification Number ME0091830.

3.0 SCOPE

3.1. Requirements Summary: The Contractor shall provide all licensed personnel, supervision, transportation, operation, maintenance, testing, training, monitoring and reporting, all required chemicals, filter media, and other items as described herein. The service requirements and performance objectives relate directly to mission essential items as identified in the PWS, the Contractor’s Quality Control Plan (QCP) and the Government

Monitoring Functions providing for the highest level of service delivery performance critical to mission success. The Contractor shall use the PWS, as well as the approved QCP to accomplish the functions/tasks generated for this effort as identified in Paragraph 5, Technical

Requirements, of the PWS.

The Contractor shall perform weekly, monthly, biannually, and annually on site preventative maintenance and inspection of the Water Treatment Facility in accordance with the manufacturer’s recommendations.

Operator qualifications are based on the rules set by the Drinking Water Program (DWP) of the Maine Department of Health and Human Services, Division of Human Health. As of

2013, a Treatment Class III and a Distribution Class I license is required to meet DWP operator licensing requirements. Operators not currently licensed in the state of Maine will need to apply with Maine DWP for reciprocity agreements.

The operation of the processes at the Water Treatment Facility may change with time because of changing water characteristics, changing regulatory authority requirements, and/or the incorporation into the treatment processed of additional or new equipment. As changes occur, the Operation and Maintenance Manual by Woodard & Curran 31 Oct 2013 (attached) must be updated to describe the changes.

3.2. Service Call/After Hours Work: Site access is available 24 hours a day / 7 days a week.

Contractor and employees shall acknowledge the same Government Holidays as all federal workers.

3.3. Service Call / Emergency Response Time: Contractor shall be available to respond to service calls 24 hours per day, 7 days per week. Response time to an emergency situation will require the contractor to be on-site within 24 hours of notification and the contractor shall continuously work until the problem is resolved. The Contractor shall advise the Government prior to commencing the work and record all service work performed. Any time service call hours are ordered, it must be funded on the contracted via medication prior to work starting or via Contracting Officer verbal approval only.

4.0 APPLICABLE DOCUMENTS

4.1. The Contractor shall comply with all applicable federal, state, local and municipal laws, regulations and requirements; all industry standards/references; and, all Government and Coast

Guard Regulations, attachments and exhibits listed in the table below applicable to the performance of the contract and to contractor personnel. The Contractor shall instruct and guide its employees regarding any directives provided by the Coast Guard.

4.2. The Government will provide all publications listed upon request. Supplements or amendments to listed publications may be issued during the life of the contract. The

Contractor shall immediately implement those changes, which result in a decrease, or no change in the contract price. Upon completion of the contract, the Contractor shall return to the Government all issued publications and any unused forms.

Publication Number Title Date Provided

COMDTINST M4500.5 Property Management Manual As necessary

COMDTINST M5100.29 Safety & Occupational Health Manual 6/86 As necessary

COMDTINST M6000.1A Medical Manual, Chapter 7 6/87 As necessary

COMDTINST 16478.1B Hazardous Waste Management 3/87 As necessary

COMDTINST M1020.6D Coast Guard Uniform Regulations As necessary

COMDINST M110000.7 Facilities Energy Manual As necessary

COMDTINST M5530.lA (series) Physical Security Manual 10/99 As necessary

5.0 TECHNICAL REQUIREMENTS

5.1. The Contractor will be responsible for the following: Routine operations and maintenance services, weekly, monthly, biannual, and annual operations testing; submitting samples for laboratory analysis; preparation and submittal of monthly operations reports in accordance with the Maine Drinking Water Program; and the training of U.S. Coast Guard personnel in routine daily plant operations. Performance requirements for these services include the following:

5.1.1. The Contractor shall be on site weekly and shall remain on site for sufficient time to meet the requirements of routine operations, maintenance services, and testing and repairs..

5.1.2. The Contractor shall furnish all required chemicals (Sodium Hypochlorite, Soda

Ash, and Coagulant Aid Polymer – Aries 1144 Polyamine); add chemicals to the solution tanks as needed.

5.1.3. The Contractor shall take water samples according to the schedule required by the

Maine Drinking Water Program (equipment lists and current schedules are found in the Operation and Maintenance Manual by Woodard & Curran 31 Oct 2013

Appendix A and B). The Contractor shall pay for shipment and all laboratory fees.

This amount shall be a part of the total lump sum portion of the contract. The

Contractor will be reimbursed an actual cost (invoice plus overhead and profit) of analyzing the water samples.

5.1.4. Furnish to the State, monthly pumpage and filtration report and other material as may be required by the State. The contractor shall draft and distribute an annual water quality report or Consumer Confidence Report (CCR) as required by the

Federal Sage Drinking Water Act. Submit copies of all test results and monthly operating reports to the COR, Station Jonesport EPO, and Sector Northern New

England EO.

5.1.5. Perform weekly, monthly, biannual and annual maintenance as outlined in the enclosed Operation and Maintenance Manual compiled by Woodard & Curran 31

Oct 2013. Routine maintenance includes but is not limited to the inspection, lubrication, cleaning, calibration/adjustment, replacement of components and general servicing of each component, assembly, and subassembly of the system.

Detailed maintenance procedures can be found in the enclosed Operation and

Maintenance Manual compiled by Woodard & Curran 31 Oct 2013. Manuals should be consulted for additional information and instructions. Major component schedules include (but are not limited to):

5.1.6. Provide detailed maintenance reports, records and site visit observations and records to the unit and contracting officer representative on a weekly/monthly basis.

5.1.7. Data such as flow of raw water, pH, chlorine, turbidity, water level in clean water well is recorded through the SCADA control system. Download data on a weekly basis and print hard copies for use of the monthly reporting form.

5.2. Monitoring and Analytical Services: The Contractor will perform specific monitoring and analytical services, and be responsible keeping the water quality within the standards set by the

State of Maine and 40 CFR 141. Specific monitoring and analytical requirements are as follows:

5.3. The Contractor will provide copies of employee’s licenses proposed to operate the plant.

These persons must be approved by the state prior to any service performance under this contract.

5.4. Security: The Contractor’s employees shall be uniformly dressed in a company marked uniform or have a visible photo ID on their person at all times while working at this project.

Employees working after normal working hours must check in with the Officer of the Day

(OOD).

5.5. Vehicles: Any Contractor-owned vehicle(s) used must meet established Coast Guard regulations (e.g. safety, insurance, etc.). All vehicles will be identified with the contractor’s logo to facilitate easy identification.

5.6. Safeguarding Property: The Contractor is responsible for safeguarding all Government property that they come in contact with during the performance of this contract. The

Contractor shall also be expressly responsible for safeguarding their property. At the close of each workday, facilities, equipment, and supplies shall be secured.

5.7. Fire, Police and Emergency Contact Numbers: The COR will provide the numbers for the base rescue services to the contractor upon award.

5.8. The Contractor shall identify and make recommendations to the COR of all facilities or equipment requiring repairs that are the responsibility of the Government so that a work order may be placed to complete the work.

5.9. Damages: The Contractor shall be responsible for restoring any damaged property or equipment caused by the Contractor. The restoration shall be to its original condition at no additional charge to the Government.

6.0 DELIVERABLES

The Contractor shall submit the following reports and other deliverables as identified below via email or hard copy by mail. More information can be found in the Operation and

Maintenance Manual by Woodard & Curran 31 Oct 2013 Chapter 6. Weekly testing specified below should be reported in the Monthly Operating Report.

Deliverables Frequency Copies To Whom Date Required

Material Safety Data Sheet As Revised One - COR 10 days after Award

Employee List Annually One - COR 10 days after Award

Contractor Contact List

Updated as needed

One - Contracting

Officer 10 days after Award

Certifications and Licenses As revised

Two – COR and

Contracting

Officer

With Proposal and as Updated

Quality Control Plan As revised

Two - COR and

Contracting

Officer 10 days after Award

Certificate of Insurance, required by FAR 52.228-5 Annually

One - Contracting

Officer 10 days after Award

Name(s), telephone number(s) and address(s) of the designated manager and/or on-site supervisor As Revised

Two – COR and

Contracting

Officer 10 days after Award

Monthly Operating Report:

MOR 001 – Chemical Usage and

Daily Production

MOR 003 – Surface Water

Treatment Rule Report Monthly

Two – COR and

State of Maine Monthly

Total Coliform Testing

Monthly

Two – COR and

State of Maine Monthly

Sample Testing Results Monthly One - COR Monthly

Equipment Maintenance Log and

Service Records Monthly One - COR Monthly

7.0 PERSONNEL REQUIREMENTS

7.1. General: The Contractor shall manage the total work effort associated with the services required to assure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, report preparation, establishing and maintaining records and quality control. The Contractor shall provide staff with the necessary management expertise to assure the performance of the required work; and, trained and experienced personnel who meet established standards to effectively perform the services required and who exhibit capability to perform with minimum supervision. The Contractor shall submit copies of the employee’s licenses proposed to operate the plant and any other necessary personnel documentation, staffing lists and schedules. Removal or dismissal of employees, who are not fully able to perform the normally assigned duties or violate any security or health requirement, does not relieve the Contractor of the requirement to provide sufficient personnel to adequately perform services required.

7.2. Supervision:

a. The Contractor shall at all times provide the necessary supervision for the effective management of plant operations. All supervisors shall have an intimate knowledge of the water treatment duties and shall be able to both properly train and direct personnel. The hiring of personnel for these tasks shall comply with all rules, regulations and laws, both federal and state (State of Maine) applicable at the time of hiring.

b. The Contractor shall designate in writing and provide resumes for designated personnel, to include any alternates or replacement, with the authorization to act on behalf of the Contractor to be available at all times the contract work is in progress.

c. The designated personnel shall be the central point of contact with the Government for performance of all work required; shall conduct monthly inspections to ensure conformity with the PWS and with the approved Contractor’s Quality Control Plan;

and, shall be fully capable of supervising all other contractor employees and be responsible for ensuring the completion of all work assignments and required services as specified and/or directed under the terms of the contract.

d. In addition, the designated personnel shall conduct overall management coordination;

shall have the authority to act for the Contractor on a day to day basis to accept and sign notices regarding deficiencies, inspection reports and other routine correspondence from the Contracting Officer or his representative; and, shall be available to meet with the COR and/or other Government personnel to discuss problem areas. The Contractor’s representative shall be available to discuss contract matters with the COR, within three hours of notification during the hours of 7:00 a.m.

to 4:30 p.m., Monday through Friday. This can be accomplished in person, or by telephone, depending on the circumstances.

7.3. Security: The Contractor, or any representative, and all contractor employees entering the

Government reservation, shall abide by all security regulations of this installation which may be in effect during the contract period; and, shall be subject to such checks as may be deemed necessary to insure that no violations occur. All contractor personnel shall follow any instructions given by the COR, OOD, or Security Personnel in case of fire, hurricane or any other emergencies. All contractor personnel shall possess the proper employee/vehicle identification.

7.4. Identification/Uniform: The Contractor shall provide all employees, including supervisors, with distinctive uniform clothing and ID badges, with the full name of the employee.

Uniforms shall be easily identifiable and assure that every employee shall report for work properly and neatly dressed; and, is in uniform from the date the employee first enters on duty and at all times. The uniform shall have the contractor’s name, easily identifiable, affixed thereon in a permanent or semi-permanent manner, such as a badge or monogram. Any appropriate color combination may be used for the uniforms except blue. All Contractor personnel shall wear attire appropriate for the specific task. Clothing not to be worn: tube tops, tank tops, shorts, leotards, sandals, or other inappropriate clothing as determined by the

Contracting Officer’s Representative (COR). The Contractor shall ensure that each employee or representative of the Contractor shall present a clean and professional appearance.

7.5. Medical: The Contractor shall ensure that any Contractor employee shall be in good health and free of any communicable disease prior to commencing work at this facility. Any necessary medical certificates, exams and treatments are at the expense of the Contractor.

7.6. Language Requirement: The Contractor or Qualified Representative on site must be able to read, write, speak, and understand English. They must be able to fulfill, completely and clearly, the reporting requirements of the contract.

7.7. Conduct of Personnel: The Contractor shall require their employees to comply with the instructions pertaining to conduct, safety, and health regulations forming a part of this contract. The Contractor shall prohibit his/her employees from disturbing papers on desk, opening drawers, closets or cabinets, or using the telephone or equipment unless specifically authorized by the COR. Contractor personnel shall not smoke or consume food or drink while performing work on this contract. During breaks, eating or smoking is permitted in designated areas only. Each contractor employee is expected to adhere to standards of conduct that reflect credit on themselves, their employer, the U.S. Coast Guard, and the Federal Government. The

Government reserves the right to direct the contractor to remove an employee from the work site for failure to comply with the standards of conduct. To maintain continuity of services, the Contractor shall initiate immediate action to replace such an employee, at no additional cost to the Government.

7.8. Employee Training / Operation of Equipment: The Contractor shall ensure that each employee used in the performance of this contract is adequately licensed, trained, and instructed to safely and competently perform the work.

7.9. Alcohol and Controlled Substances: Contract employees shall not possess, distribute, consume, use, or cause to be used any controlled substance or alcohol on the job site on

Government property. Any employee using a controlled substance prescribed by a physician shall get written permission from the Contracting Officer to continue performance of assigned duties for this contract. Any Contractor or contractor employee found to be in violation of this section will be permanently prohibited from the Coast Guard property. Actions taken under this section shall not relieve the Contractor of the requirement to provide sufficient personnel to perform adequate and timely service as required in this contract.

8.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

8.1. In this contract the quality control program is the driver for product quality. The

Contractor is required to develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a "self-correcting" contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the contractor to success. Once the Quality Control Program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

8.2. Contractor QC Plan (QCP): The Contractor shall develop, submit with contractor quote for evaluation, and maintain a QCP delineating the Contractor’s QCP and inspection system to monitor and control their performance of services so that they meet the contract requirements

(see Paragraph 6.0). The program/inspection system shall establish and explain in detail how the Contractor shall sustain the quality of providing the services required. The QCP must assure that the requirements of the contract will be met. The COR will approve any changes to the QCP prior to the contractor implementing them. If the COR perceives such changes to be other than minor, approval by the Contracting Officer is necessary.

8.3. QC Program/Inspection System: The QC system shall encompass all functions of the contract. It must specify areas to be inspected on either a scheduled or unscheduled basis and list the title(s) of the individual(s) conducting the inspection. The Contractor shall develop and implement quality control procedures addressing the areas identified in the PWS herein and implement procedures to identify, prevent, and ensure non-recurrence of defective services.

The QC Program/Inspection System shall be designed to keep the Contractor's management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions. The QC records shall, in part, consist of checklists of inspections and shall indicate the nature, frequency and number of observations made, the number and type of deficiencies found, and the nature of corrective action taken as appropriate. The Contractor shall ensure that QC includes timely and effective corrective action for all deficiencies identified by the Government.

8.4. Contents of the QC Program/Inspection System shall include, but are not limited to, the following:

a. Introduction to the Quality Control System:

1. Background and Rationale for the System

2. Objectives in using Quality Control

3. Successes with and updates for the System

b. Water Treatment Quality Control Process for the Various Tasks identified herein:

1. Steps and Flow Diagram (includes a checklist used in inspecting contract performance during regularly scheduled/unscheduled inspections/testing; method of documenting and enforcing quality control operations)

2. Inspection Procedure (to include checklists used by the contractor, identifying the items, frequency, conformance indicators and actions taken if nonconformance found covering all the service requirements of this contract.

3. Means of Identifying and Resolving Problems

4. Roles and Responsibilities

c. Specific Quality Control Functions:

1. Supervision of duties covering all the service requirements of this contract (to include staffing and schedules for all necessary assignments; submissions and completion reports; and, availability of designated personnel and any substitutes/alternates with the flexibility to realign staff for certain events; a training plan outlining names, topics, and completion dates; and, the name(s) of the individual(s) who will perform the inspections.

2. Labor practices (hiring, retention and rewards and substitutions)

3. Compliance with Security, Safety and Health and Sanitary requirements

4. Key Control Procedures

d. Contingencies:

1. Emergency Situations - procedures to be used; obtaining additional employees

NOTE 1: The COR will approve any changes to the Quality Control Plan, to be submitted by the Contractor in accordance with Paragraph 6.0, prior to the Contractor implementing them. If the COR perceives such changes to be other than minor, approval by the Contracting Officer is necessary.

8.5. Performance Evaluation Meetings: The Contractor/Contractor’s Representative, or alternate, may be required to meet at least weekly with the COR during the first month of the contract. Meetings will be as often as necessary, thereafter, as determined by the COR. Time and place of the meetings will be mutually agreed upon between the Coast Guard and the

Contractor. The minutes of the meetings shall be prepared by COR, and signed by him or her, and the Contractor/Contractor’s Representative, or alternate. If the Contractor does not concur with the minutes, they shall state, in writing, any areas of non-concurrence, and submit to the

COR, within five calendar days of receipt of the signed minutes.

8.6. Contract Discrepancy Report (CDR): When a discrepancy exists, the Contractor shall be required to complete Block 4 of a CDR, which will be submitted to the Contractor at the time of issuance. The Contracting Officer will evaluate the Contractor’s explanation and determine the next course of action. The Contractor may request a meeting whenever a Contract

Discrepancy Report (CDR) is issued.

9.0 GOVERNMENT MONITORING REQUIREMENTS

9.1. Fundamental Government Responsibilities: The Contracting Officer’s Representative

(COR) is responsible for representing the Contracting Officer in all facets of quality for the services required. The designated personnel will carry out inspections, reviews and approvals, handle deficiencies; and, ultimately accept the work on behalf of the Contracting Officer. The functions of the COR are identified in paragraphs 9.2 and 9.3 below. Government personnel, such as a Quality Assurance Evaluator (QAE), other than the Contracting Officer and the COR from time to time, may observe the Contractor’s operations. However, these personnel may not interfere with Contractor performance.

9.2. General Quality Assurance Functions: To facilitate the surveillance of the Contractor's

QCP by the Government, the COR will verify Contractor compliance with designated contract/ performance requirements. The COR will also review the critical requirements to assess their applicability and recommend the addition or deletion of requirements as conditions warrant.

In addition, for noncompliance and/or untimely corrective action to deficiencies of specific tasks, the Contractor is subject to re-performance at the Contractor’s expense. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises.

The COR will inspect the Contractor's QCP regularly for compliance with the contract requirements.

9.3. Specific Quality Assurance Functions: The COR will establish an Inspection Schedule using the Quality Checklists from the Contractor's QCP. The COR will perform the following qualitative and evaluative functions, which comprise the Government Quality Assurance

Surveillance Plan (QASP):

a. Carry out periodic inspections using the Quality Checklists to evaluate the Contractor's performance to ensure contract services are received. The COR will evaluate the

Contractor's performance through intermittent on-site inspections of the Contractor's

QCP and receipt of complaints from Station personnel. The COR may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from various customers located on the installation. The Contractor shall be responsible for initially validating customer complaints. However, the COR shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

b. Report any findings resulting from these inspections to the Contractor/Contracting

Officer.

c. If discrepancies are discovered as a result of the periodic inspections, or any other means, use a CDR to communicate them to the Contractor and follow up to ensure nonconformance are corrected.

d. Meet with the Contractor's Representative as agreed to or as often as necessary. The

Contractor and COR will sign the written minutes of these meetings, prepared by the

COR. Any area(s) of non-concurrence by the Contractor with the minutes must be specified in writing to the COTR within 5 calendar days of receipt of the signed minutes.

e. Schedule equipment maintenance on an as-needed basis.

f. Take appropriate actions based on Health, Safety, Environmental, and any other inspection results.

g. Perform annual and final Performance Evaluations.

QUALITY ASSURANCE SURVEILLANCE PLAN ( Q A S P )

FOR

Water Treatment

Station Jonesport ME

1. Purpose: This Quality Assurance Surveillance Plan (QASP) describes methods that the Government will use to monitor whether the Contractor’s performance of the

Contract is acceptable. The QASP is the Government 's written plan for administering the Contract and monitoring major aspects of the Contractor's performance. The

QASP is not part of the Contract. It is provided to the Contractor solely for informational purposes and is subject to change by the Government at any time during the contract performance period. Therefore, the Government reserves the right to perform more or less surveillance than is provided in this QASP.

2. Introduction: The QASP establishes a method to evaluate the services the Contractor is required to furnish. It is designed to provide an effective method of monitoring

Contractor performance for each listed objective on the Performance Requirements

Summary (PRS) in the Contract. The Government is concerned primarily with the quality of the services provided and not with the method that the Contractor uses to provide these services. If performance of any required service is unsatisfactory as a result of the Contractor's actions or omissions, then the Government may reduce the

Contract payments to reflect the decreased value of the services received in accordance with the PRS and/or applicable FAR clauses.

3. Responsibility for Quality Control: The Contractor, not the Government, is responsible for quality control and management actions to meet the terms of the

Contract. The Government performs quality assurance to monitor whether Contract standards are achieved.

4. Surveillance Methods: The Government will evaluate the Contractor's performance under this Contract. Government surveillance may include, but is not limited to, the following methods:

a. COR Inspections; and/or

b. Customer complaints with COR verification.

c. Random Sampling

5. Deduction Methods: The Government will record all instances of substandard performance, whether through inspections, direct observation, customer complaint, or any other mechanism. The Government's preferred course of action will be discussions with the Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. However, the Government may also take the following actions in addition to, or instead of, discussions with the

Contractor:

a. Presentation of a Contract Discrepancy Report (CDR) requiring a written explanation for substandard performance;

b. Payment deductions in accordance with the PRS; and/or

c. Payment deductions in accordance with the applicable FAR clause(s).

QASP

Water Treatment

Station Jonesport ME

CONTRACT DISCREPAN Y REPORT (CDR)

1. Contract No. 2. FY 3. Report #

4. TO: (Contractor)

5. FROM: (COR)

6. DATES:

Prepared | Oral Notification | Returned by Contractor | Action Complete

7. Discrepancy or Problem [Describe in detail; include references to PWS paragraph or other contract clause or provision; attach continuation sheet if necessary; COR shall cite applicable

QC program procedure(s)]

8. TO: (COR)

9. FROM: (Contractor)

10. Contractor’s response as to cause, corrective action and actions to prevent reoccurrence (attach continuation sheet if necessary):

11. Signature of Contractor’s Representative:

Date

12. Government Evaluation; acceptance, partial acceptance, rejection (attach continuation sheet if necessary):

13. Government Actions: payment deductions, performance evaluation meetings, other actions)

14. Close-out Actions (contractor notified; by whom/date; follow-up actions pending):

PERFORMANCE REQUIREMENT SUMMARY (PRS)

1. The Government expects the contractor to perform all of the services required in the

Performance Work Statement (PWS) at an acceptable level. Whenever the Government learns of substandard performance, either through incidental inspections, direct observation, customer, complaints, or any other mechanism, the preferred course of action will be discussions with the

Contractor to make the Contractor aware of the problem, and to effectively prevent any recurrence of substandard performance. However, this Procurement Requirement Summary

(PRS) provides the mechanism by which the Government’s payment to the Contractor may be reduced in the event of substandard performance.

2. When the number of defects in the Contractor's performance exceeds the allowable number of defects, the COR shall complete a Contract Discrepancy Report (CDR). In response to the

CDR the Contractor is required to explain, in writing, why performance was unsatisfactory, how performance will be returned to satisfactory levels, and how recurrence of the problem will be prevented in the future. The Contractor shall not be paid for services not rendered in accordance with the standards set for this Contract. A defect will not be counted when the service can be re-performed within 2 hours after notification by the COR. If the Contractor is required to rework the services found by the Government to be unsatisfactorily performed, it will be at the

Contractor’s expense.

3. The Contractor must perform in accordance with the Contract requirement at all times. As an added incentive to perform certain particularly important tasks, performance-based deductions may be taken when Contractor performance drops below an acceptable level. The criteria for acceptable and unacceptable are as follows: The COR can receive up to the amount of defects, as listed in column 4 of the PRS Summary Table, and the Contractor’s services are still considered acceptable. However, any defect(s) received thereafter causes the services to be unacceptable.

4. Certain tasks are so critical that the Government has set quality standards that the Contractor must meet when it performs these required services. These standards are addressed in the following PRS Table.

Work Requirement Weight Performance

Standard

Acceptable Quality

Level (AQL)

Surveillance

Method

Furnish all required chemicals and add them to solution tanks as needed.

20% PWS –

Paragraph 5.1.2 0 Defects per month Various methods as stated in the

QASP

Take water samples required by the Maine

Drinking water Program.

20% PWS –

Paragraph 5.1.3

0 Defects per month Various methods as stated in the

QASP

Furnish to the State monthly pumpage and filtration report and other materials.

Paragraph 5.1.4 stated in the

Perform weekly, monthly, biannual and annual maintenance as outlined in the enclosed Operation and

Maintenance Manual.

Paragraph 5.1.5 stated in the

QASP

Identify and make recommendations to the

COR of all facilities or equipment requiring repairs.

Paragraph 5.8 stated in the

5. The Contractor must perform in accordance with the Contract requirements at all times. As an added incentive to perform certain particularly important tasks, performance-based deductions may be taken when the Contractor performance drops below an acceptable level. If the

Contractor fails to meet the Contract requirements specified in PWS and if the quantity of failures during any month is greater than the AQL, then there will be a deduction from the

Contractor’s monthly payment based upon this unacceptable level of performance.

6. Example of Deduction Amount to Contractor Payments.

The Contractor performs required services during the month. The COR inspects the work and notices the Contractor did not perform the annual maintenance. This defect is computed as unacceptable. The COR takes the Contract Monthly Price and multiplies that number by the deduction rate (20%) which becomes the deduction for that month.

Monthly Contract Price Example: $10,000.00 - 20% = $2,000.00 will be deducted from the invoice, bringing the invoice amount to $8,000.00.

Performance-based deductions may be cumulative. If the contractor’s performance falls below the

AQL for more than one work requirement listed in the table, then the Coast Guard may take more than one deduction from the Contractor’s monthly payment.