IPT Notification and Reporting Requirements (Attachment 11).pdf

Attachment 11 to IPT Commercial Solution Opening Notification and Reporting Requirements

Section 1 – Contractor-to-Government Notification and Reporting Requirements

CO: Contracting Officer COR: Contracting Officer Representative SMA: Student Management Authority Immediate Reporting: Within 15 minutes of learning of event/incident SMA, COR, and/or CO may direct continuous reporting on event/incident

Label Event or Incident Notify or Report When: (description) Report To:

Report Timing:

Item Event or Incident Notify or Report When:

(Description)

Report To: Report Timing: Notes/Remarks

Personnel 101 Unexcused

Absence Any military member fails to show for any scheduled training event/activity without prior coordination with the IPT provider.

NOTE: The IPT provider should make a concerted effort to locate the individual(s). If the individuals(s) fail to show for 60 minutes after the scheduled training event/activity start time, SMA (with Cc: to

COR)

Immediately, when an individual is considered to be in “Unexcused Absence” status.

Contractor shall prioritize voice reporting over other electronic means. Follow any initial voice reporting with formal written notification (via e-mail).

the individual will initial be reported in an “Unexcused Absence” status to the government.

NOTE: Refer to Item 102, Missing Military Personnel, in this guide.

NOTE: IPT providers will report individuals who arrive late to scheduled training events/activities to the government (Exceptions may be considered for individuals who coordinate for late arrivals.

However, any individual who displays a trend – defined as three instances – of arriving late, tardiness, poor punctuality, etc., will be reported to the government.

102 Missing Military Personnel

Any military member who is unable to be located after a reasonable effort must be reported to the government.

SMA (with Cc: to

COR)

Immediately, when contractor has concerns that a military member may be missing.

Contractor shall prioritize voice reporting over other electronic means. Follow any initial voice reporting with formal written notification (via e-mail).

103 Known threats to military personnel

Contract providers who become aware of a known threat to

SMA (with Cc: to

COR)

Immediately. Contractor shall prioritize voice military personnel at their facility, school, program, lodging/housing facility, in the local area, are required to notify the government.

reporting over other electronic means. Follow any initial voice reporting with formal written notification (via e-mail).

104 Criminal activity involving military personnel

Contractors who become aware that a military member in their program are involved or suspected of being involved in criminal activity.

SMA (with Cc: to

COR)

Immediately. Contractor shall prioritize voice reporting over other electronic means. Follow any initial voice reporting with formal written notification (via e-mail).

105 Criminal activity affecting military personnel

Contractors who become aware of any criminal activity that affects or impacts military personnel in their program.

SMA (with Cc: to

COR)

Immediately Contractor shall prioritize voice reporting over other electronic means. Follow any initial voice reporting with formal written notification (via

Safety-Related Reporting

211 Mishap Involving Government Personnel

Any unplanned occurrence that results in damage to property, occupational illness, and/or injury that involves any government personnel, including on- and off-duty occurrences, including occurrences associated with ground and/or flight operations.

SMA (with Cc: to

COR)

Within 1 hour of incident.

Contractor shall prioritize voice reporting over other electronic means. Follow any initial voice reporting with formal written notification (via e-mail).

212 Mishap that results in Death, Loss of Life

Contractor becomes aware of the death of a military member in their program (for any reason).

SMA &

CO &

COR

Immediate notification

Contractor shall prioritize voice reporting over other electronic means. Follow any initial voice reporting with formal written notification (via e-mail).

213 Mishap that results in Serious-but-non-fatal injury, long-term occupational illness, and/or potential for permanent total disability or disfigurement

Contractor becomes aware of mishap and impact to military member in their program.

SMA &

CO &

COR

Immediate notification

Contractor shall prioritize voice reporting over other electronic means. Follow any initial voice reporting with formal written notification (via

214 Mishap that results in injury, occupational illness, and/or partial/permanent disability

Contractor becomes aware of mishap and impact to military member in their program.

SMA &

CO &

COR

Immediate notification

Contractor shall prioritize voice reporting over other electronic means. Follow any initial voice reporting with formal written notification (via e-mail).

Operations 325 Ground

Emergencies involving Government Personnel

Unplanned occurrences during ground training and ground operations, including declared emergencies, events/incidents that are not declared emergencies, but require an emergency response.

If event/incident results in death or injury of military member, see Items 211-214 in this table.

COR (with Cc: to

SMA)

Within 1 hour;

expect direction for continuous reporting until event/incident is satisfactorily resolved.

326 In-Flight Emergencies involving Government Personnel (declared or undeclared)

Unplanned occurrences during flying training and flying operations involving military members in the contractor’s program, including declared emergencies, events/incidents that are not declared emergencies, but require an emergency response.

COR &

SMA

Within 1 hour;

expect direction for continuous reporting until event/incident is satisfactorily resolved.

If event/incident results in death or injury of military member, see Items 211-214 in this table.

327 Evacuation of Training Facility

Contractor evacuates their training facility for any reason.

COR (with Cc: to

SMA)

Within 1 hour of evacuation.

Expect direction to continuous report until personnel are cleared to return to facility.

328 Forced Relocation of Operations

Contractor is directed, or determines on their own, to relocate their permanent operations to another facility and/or airfield.

COR (with Cc: to

SMA)

Within 1 hour of forced relocation initiation. Expect direction to continuously report until operations resume at the normal location.

329 Aircraft Evacuation

For any reason, contractor evacuates 20% or more of their aircraft fleet to another location.

Contractor will provide assessment of immediate operational impact for IPT, including projections for future 24-hour intervals to impacts to IPT operations/production.

COR (with Cc: to

SMA)

Within 1 hour of aircraft evacuation initiation. Expect direction to continuously report until operations resume at the normal location.

330 Aircraft/mission diversions involving government personnel that result in pilot rest periods away from normal operating/training location

When contractor operations result in an aircraft divert to another operation location that requires the pilots to secure pilot rest before returning to the normal operating location.

SMA (with Cc: to

COR)

Within 1 hour of divert. Expect direction for follow-on reporting when aircraft/mission returns to home station.

331 FAA violations involving government personnel

Contractor is aware that FAA intends to file a violation against government personnel.

COR & SMA Within 1 hour of learning of FAA intention to file violation.

332 Weather Impacts Any weather related impacts to IPT training, operations, production.

COR (with Cc: to

SMA)

Within 1 hour.

Reporting on Training & Individual Participants in Training 441 Failed Stage

Check Contractor will not advance individual in program until notifications are complete.

SMA (with Cc: to

COR)

NLT end of day.

442 Failed End-of-course test

Contractor will not advance individual in program until notifications are complete.

SMA (with Cc: to

COR)

NLT end of day.

443 Failed Re-check of Failed Stage Check

Contractor will not advance individual in program until notifications are complete.

SMA (with Cc: to

COR)

NLT end of day.

444 Failed re-take of failed end-of-course test

Contractor will not advance individual in program until notifications are complete.

SMA (with Cc: to

COR)

NLT end of day.

445 Failed FAA knowledge test

Contractor will not advance individual in program until notifications are complete.

SMA (with Cc: to

COR)

NLT end of day.

446 Failed FAA practical test

Contractor will not advance individual in program until notifications are complete.

SMA (with Cc: to

COR)

NLT end of day.

447 Projected to exceed 110% of Training Course Outline

Any individual IPT participant is projected to exceed 110% of the ground training hours, simulator training hours, and/or flying training hours provided in the Training Course Outline.

Contractors will assess projections for individual courses, and for the cumulative courses contained within IPT, for each individual.

Contractor will not advance individual in program until notifications are complete.

SMA (with Cc: to

COR)

NLT end of day.

448 Program Progress (e.g. Timeline)

Using the following calculation:

(Training Events Remaining to Accomplish * 1.2) /divided by/ Days Remaining to CGD

When the equation results in a number <= 1.0, individuals will be reported as “On Timeline”

SMA (with Cc: to

When the equation results in a number > 1.0, individuals will be reported as “Behind Timeline”

For all individuals reported as “Behind Timeline” contractor will provide a “get well plan” that describes how the individual will be complete with IPT by the CGD.

If the contractor assesses that the individual cannot complete IPT by the CGD, the contractor will notify the [govt/Chief COR/SMA, etc.] immediately.

Contractor will not advance individual in program until notifications are complete.

449 Training Progress If an individual IPT participant fails to progress past a single event after three successive attempts, government notification is required.

If an individual IPT participant has a trend of failing to progress across 5 events within a single course, government notification is required.

SMA (with Cc: to

If an individual IPT participant demonstrates poor progression in more than one course, government notification is required.

Contractor will not advance individual in program until notifications are complete.

450 Training Regression

If an individual IPT participant demonstrates poor performance after a trend of demonstrating satisfactory performance, government notification is required.

Contractor will not advance individual in program until notifications are complete.

SMA (with Cc: to

COR)

NLT end of day.

Medical/Physiological 561 Illness in Excess of

Normal Expectancy (e.g.

same/similar illness and/or symptoms affecting multiple members of IPT class)

When 3 (or more) individuals in the same IPT class are unable to train due to illness, and the contractor determines the illness may be same or similar for all individuals involved, government notification is required.

SMA & COR NLT end of day that incident is discovered.

562 In-Flight Physiological Incident

When an IPT participant experiences any of the following during ground and/or flight operations and/or training:

• Airsickness

• Dizziness

• Complaints about sinuses or ears

• Anything that may require evaluation by a medical professional or trained aerospace physiologist

SMA & COR Within 1 hour of incident.

Expect direction to provide follow-up reporting.

Impacts to Contractor Performance 671 Mishaps not involving government personnel that affect contractor performance for IPT contract

Anything in the contractor’s operation that happens that may decrement current and future operations in any way that may negatively impact production and/or contract performance.

COR Within 24 hours of incident.

Include details of events and how it impacts operations and/or training production, performance impacts, and anticipated get-well plan.

672 FAA Advisories that affect Contractor ability to meet delivery

Any directives issued by the FAA that may adversely impact contractor’s operations and training production for IPT.

COR Within 24 hours of receiving FAA directives, advisories, etc.

schedule, rate, etc.

Government will expect contractor to provide details, assessment of impacts, and plan to resume normal operations and training production.

OTHER

781 Directed Energy

Threats/Impacts Directed energy threats include:

• Lasers directed at contractor aircraft in flight or on the ground

• Crews reporting laser operations

• Crews reporting laser impacts to themselves or other crew members

SMA and COR Within 15 minutes of being aware of event/incident.

782 Visits to Contractor Facility from Military Distinguished Visitors (Senior Leaders)

Any visits by government personnel who are considered to be distinguished visitors, typically described as military members with General or Flag Officer rank, Colonels, civilians holding grades associated with Senior Executive Service, GS-15, and any politically appointed personnel.

COR and SMA Government prefers advance notification when possible.

Government requires notification/reporti ng following the visit, including details, and inquiries made by the visitors, how contractor personnel may have answered any of the inquiries.

783 Potential for Media Attention and/or Coverage that may include government personnel and/or interests

Anything the contractor assesses may have the potential to be included in any external media not controlled by the contractor or the government.

SMA & COR Within 15 minutes of learning of the event/incident that may result in media attention and/or coverage.

784 Unusual Occurrences

Any unusual occurrent the contractor determines the government needs to be notified about.

COR and/or SMA Within 1 hour of the event/incident.

785 Contractor Discretion

Contractor Discretion COR and/or SMA Determined by the contractor.

Section 2 – Government-to-Contractor Notification and Reporting Requirements

Item Event or Incident Notify or Report When:

(Description)

Report To: Report Timing: Notes/Remarks

1001 Class Rosters Complete rosters containing necessary information from the government.

Contractor 3 weeks prior to scheduled Class Start Date.

1002 Visits to Contractor Facility from Military

Any visits by government personnel who are considered to be distinguished visitors, Contractor Minimum notification of 3

Distinguished Visitors (Senior Leaders) typically described as military members with General or Flag Officer rank, Colonels, civilians holding grades associated with Senior Executive Service, GS-15, and any politically appointed personnel.

business days prior to visit