Attachment 2_3_ARFF_PRS_CDR.pdf

PERFORMANCE REQUIREMENTS SUMMARY (PRS)

AIRFIELD OPERATION AND MANAGEMENT SERVICES AND AIRCRAFT RESCUE AND

FIRE FIGHTING SERVICES

CONTRACT/RFP#: 70Z08424RALAM0001

ATACHMENT 2

1. Introduction: 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 inspections, direct observation, customer complaint, 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 PRS provides mechanisms by which the

Government may exercise contractual remedies regarding the Contractor’s substandard performance.

2. Quality Standards: Certain tasks are so crucial that the Government has set quality standards that the Contractor must meet when it performs these required services. These standards are as follows:

a. Airfield Services must be provided in accordance with the contract requirements 100% of the time. Coast Guard aircraft must be able to land and take off 100% of the time.

These contract requirements are set forth at PWS sections 5.0. Thru 5.11 excluding section 5.1.3 which is addressed separately below.

b. Navigational Aids and Instrument Approaches: must be fully operational 100% of the time required for Coast Guard use except as allowed by PWS section 5.1.3.11. The

Contractor must respond to problems with these items within two hours after the time when the Contractor becomes aware of the problem. The Contractor must repair or replace any damaged or defective equipment within the timeframes established by FAA's

Restoration Codes and as allowed by PWS section 5.1.3.11. The Contractor must replace or upgrade any equipment within timeframes allowed by PWS section 5.1.3.11.1. These contract requirements are set forth at PWS section 5.1.3.

c. Aircraft Rescue and Fire Fighting (ARFF) Services. All required fire fighters and vehicles must respond to any incident on a runway or overruns for an unannounced emergency within three minutes. The Contractor must meet these times standards 100% of the time. In addition, the Contractor must provide personnel, vehicles and equipment as required by the contract 100% of the time. These contract requirements are set forth at

PWS section 5.10.

3. Performance-Based Contractual Remedies: If the Contractor's performance fails to meet the quality standards set forth above, then the government will take appropriate contractual actions. The Coast Guard will provide the Contractor a written warning notice of occurrences that invoke contractual remedies. This warning will be in the form of a Contract Discrepancy

Report (CDR) as described in paragraph 7 below. The contractual remedy will be appropriate for each instance in which the Contractor's performance fails to meet the requirements set forth in the contract and in this Performance Requirements Summary. The significant contractual remedies, such as quality deductions, will only be imposed for second and subsequent failures where the Contractor has received a previous written warning (Contract Discrepancy Report) for the same or similar type of performance failure. If there are several occurrences of substandard performance in a single day (after a warning), then the Government may impose additional remedies for that day. Examples of appropriate remedies are as follows:

a. Runway availability: Appropriate contractual remedies will be taken against the

Contractor for each contractor-responsible instance in which Coast Guard aircraft are unable to land or take off, including quality deductions.

b. Inoperable Navigational Aids and Instrument Approaches: Appropriate contractual remedies will be taken against the Contractor for each instance in which the Contractor fails to meet the contract requirements, including quality deductions.

c. ARFF Services: Appropriate contractual remedies will be taken against the Contractor for each instance in which the Contractor fails to meet the contract requirements, including quality deductions.

3.1. Examples of Deduction Method:

1. Example of Deduction for Airfield Services: The Contractor fails to provide uses of a runway from 1800 to 2100 on December 14, 2009. One Coast Guard flight is unable to land and the Coast Guard issues a written warning (Contract Discrepancy Report) to the Contractor. On

December 16, 2009, the Contractor fails to provide use of a runway from 0800 to 1200 and three

Coast Guard flights are unable to land during this time. This constitutes three instances in which the Contractor has failed to meet the contract requirements set forth at PWS section 5.1.1. As a result, among other appropriate contractual remedies, an appropriately calculated amount will be deducted from the Coast Guard's payment to the Contractor for December 2009, based on the actual loss suffered by the Coast Guard.

2. Example of Deduction for Navigational Aids and Instrument Approaches: On February 1, 2009 the Coast Guard notifies the Contractor that the approach lighting is not operating and is in need of repair. The Contractor waits ten hours before responding to resolve this problem and the

Coast Guard issues a written warning (Contract Discrepancy Report) to the Contractor. On

February 3, 2009, the Coast Guard notifies the Contractor that the approach lighting is not operating and is in the need of repair. The Contractor waits seven hours before responding to resolve this problem. The Contractor has failed to meet the contract requirements set forth at

PWS section 5.1.3, and has failed to meet the required response time of two hours required in this PRS. As a result, among other appropriate contractual remedies, an appropriately calculated amount will be deducted from the Coast Guard's payment to the Contractor for March 2009, based on the actual loss suffered by the Coast Guard.

3. Example of Deduction for ARFF Services: On April 20, 2009, an approaching Coast Guard aircraft requests ARFF response for its landing, and the Contractor personnel do not respond for twelve minutes. On April 23, 2009, the Coast Guard visits the Contractor’s Firehouse and finds only five fire firefighters on duty. The Coast Guard issues written warning notices Contract

Discrepancy Reports (CDRS) to the Contractor for both these failures. On May 7, 2009, a Coast

Guard aircraft has an engine fire and Contractor ARFF personnel do not respond to the fire emergency for ten minutes. Later the same month on May 28, 2009, the Coast Guard reviews the

Contractor’s records and finds that the Contractor files do not contain the required certifications for a member of the firefighting crew. This constitutes two instances in which Contractor has failed to meet the contract requirements set forth at PWS section 5.10, and has failed to meet the required response time of three minutes set forth in this PRS. Therefore, among other appropriate contractual remedies, an appropriately calculated amount will be deducted from the Coast

Guard's payment to the Contractor for May 2009, based on the actual loss suffered by the Coast

Guard.

4. Re-performance: At the sole discretion of the Government, and upon request of the

Government, the Contractor may be required to re-perform, and may avoid a more severe remedy for unacceptable performance by re-performing at an acceptable level.

5. Alternate Contractual Remedies: In addition to the provisions in this PRS, certain FAR clauses in the Contract provide for inspection and contractual remedies, including withholding payment in the event of substandard performance or failure to perform.

6. Government Quality Assurance: Contractor performance will be compared to the quality standards set forth above using the QASP. The Contractor is advised, however, that the QASP is not a part of this Contract, and that the Government retains the right to increase, reduce, or change its quality assurance surveillance methods as the Contract progresses based on the circumstances presented.

7. Contract Discrepancy Report: In the event of substandard performance, the Government may provide the Contractor with a Contract Discrepancy Report Form. The Contractor shall complete this form to provide a written explanation of why performance was unacceptable, how performance will be returned to acceptable levels and how recurrence of the problem will be prevented in the future. The Contracting Officer will evaluate the Contractor’s explanation and determine if an appropriate contractual remedy is applicable.

8. Contractor Quality Control Plan: The Contractor is responsible for preparing, maintaining, and implementing a Contractor Quality Control Plan (CQCP). This plan should contain monitoring and record-keeping systems to ensure the Contractor is meeting the requirements of the entire Contract. The Government may inspect the Contractor’s records maintained for all quality control activities. The Contractor must maintain records and logs.

CONTRACT DISCREPANY REPORT (CDR)

ATACHMENT 3

U. S. COAST GUARD

CONTRACT DISCREPANY REPORT (CDR)

1. Contract No. ___________________ 2. FY _____ 3. Report #___________

4. TO: (Contractor/QCI) ___________________

5. FROM: (COR)__________________________

6. DATE(S):

Prepared | Oral Notification | Returned by Contractor | Action Complete

7. Discrepancy or Problem (Include PWS reference)

Signature: _ _________________________________________

8. TO: (Contracting Officer)________________________________

9. FROM: (Contractor)_______________________________________

10. Contractor’s response as to cause, corrective action and actions to prevent recurrence.

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, or other actions.

14. Closeout Actions: contractor notified; by whom/date; follow-up actions pending.