Attachment_14_Award_Term_Plan.pdf

ASSET FORFEITURE ADMINISTRATIVE SUPPORT

SERVICES

AWARD TERM PLAN

Solicitation No. 15JPSS18R00000030

September 2018

Asset Forfeiture Administrative Support Services

Attachment 14- Award Term Plan

TABLE OF CONTENTS

1.0 INTRODUCTION……………………………………………………………………………………………...3

2.0 ORGANIZATION…………………………………………………………...……………………………...…3

3.0 RESPONSIBILITIES………………………………………………………………………………………….3

4.0 AWARD TERM PROCESSES……………………………………………………………………………..…3

5.0 AWARD TERM PLAN CHANGE PROCEDURE …………………………………………………………5

1.0 INTRODUCTION

a. This award term plan is the basis for the Asset Forfeiture Administrative Support Services evaluation of the Contractor’s small business participation levels and for presenting assessment of those levels to the Term Determining Official (TDO). Evaluation will begin at the start of the basic contract. An adjustment to the award term will not result in a contract ordering period of less than five years or greater than seven years from the award of the basic contract. This plan describes the specific criteria and procedures to be used to assess the contractor’s small business participation levels and to determine the amount of award term points earned. Actual award term determinations and the methodology for determining the award term are unilateral decisions made solely at the discretion of the Government.

b. Any contract term extension earned will be reflected in unilateral contract modifications based upon points earned as determined by the TDO. The award term earned will be based upon review of the

Contractor’s staff retention levels against the criteria set forth in this plan. The TDO may unilaterally change this plan prior to the beginning of each interim evaluation period. Changes to this plan that are applicable to a current evaluation period will be incorporated by mutual consent of both parties.

2.0 ORGANIZATION

The award term organization consists of the Term Determining Official (TDO), the Small Business

Participation Monitors, the Contracting Officer (CO), and other advisors, if required. The TDO, 2. Small

Business Participation Monitors, and the CO are listed in below:

1. TDO – to be filled in at contract award

2. Small Business Participation Monitors – to be filled in at contract award

3. CO – to be filled in at contract award

3.0 RESPONSIBILITIES

a. Term Determining Official (TDO) o The TDO approves the Award Term Plan and any changes. The TDO reviews the reports and recommendations of the Small Business Participation Monitor, considers all pertinent data, and determines the earned award term points for the evaluation period.

b. Small Business Participation Monitors o The Small Business Participation reviews the small business participation requirements of the contract and assesses the Contractors report regarding small business participation to ensure that a fair and accurate evaluation is obtained. Small Business Participation Monitors prepare interim reports as required by this plan.

c. Contracting Officer (CO) o The CO is the liaison between the Contractor and Government personnel. The CO modifies the contract ordering period, if necessary, to reflect the decision of the TDO.

d. Advisors o Advisors may be used as necessary to both the TDO and Small Business Participation

Monitors and may recommend changes to the Award Term Plan.

4.0 AWARD TERM PROCESSES

a. Available Award Term Points:

o The earned award term points will be based on the Contractor’s staff levels during each interim evaluation period. The available points for the total evaluation period are shown below:

o 65 – 100 award term points = 1 year term extension o 0- 64 award term points = no award term earned

b. Interim Evaluation Milestones:

o The Interim evaluation periods are scored as detailed below. The Small Business Participation levels will be based on the percentage of small business participation requirements that are accomplished for the period identified. These evaluations are not only to score the Contractor, but are also used to identify current small business participation levels so that appropriate adjustments can be effected prior to the end of any given evaluation period. There will be five interim cycles.

No later than 30 calendar days after each contract period, the Small Business Participation

Monitors will review the Contractors reports for the period being evaluated and submit their evaluation of Small Business Participation levels to the TDO. The TDO, in 30 days, determines the interim evaluation results and notifies the contractor of its overall score for that contract period. Discussions with the contractor regarding Small Business Participation levels need not be restricted to the interim evaluation. The CO may also issue notice at any other time when it is deemed necessary to highlight Government concern with Small Business Participation levels.

Additionally, the quarterly In-Process Review (IPR) form may also be used to discuss any aspects of the contractor’s Small Business Participation levels.

1. Base Period: Contract Award – 30 Sep 2020 Complete Interim by 30 Nov 2020

2. Option Period 1: 01 Oct 2020 – 30 Sep 2021 Complete Interim by 30 Nov 2021

3. Option Period 2: 01 Oct 2021 – 30 Sep 2022 Complete Interim by 30 Nov 2022

4. Option Period 3: 01 Oct 2022 - 30 Sep 2023 Complete Interim by 30 Nov 2023

5. Option Period 4: 01 Oct 2023 - 30 Sep 2024 End of Evaluation Period – Make decision to award 1 year term by 30

Nov 2024

6. Option Period 5: 01 Oct 2024 - 30 Sep 2025 No Evaluation

7. Award Term Period: 01 Oct 2025 – 30 Sep 2026 No Evaluation

c. Scoring System:

o Small Business Participation Levels at 95 - 100% = 20 points o Small Business Participation Levels at 85 – 94% = 15 points o Small Business Participation Levels at 75 – 84% = 10 points o Small Business Participation Levels below 74% = 5 points

The max score that can be achieved during any interim period is 20 points. The max score that can be achieved in total is 100 points (20 pts x 5 periods). For purposes of the plan, the Contractor will be assessed based on contract requirements and the reports associated with each reporting period.

d. Contractor’s Self-Assessment:

o The Contractor is permitted to submit a self-evaluation no later than 30 calendar days after each contract period. The written assessment should include the Contractor’s small business participation efforts and activities or actions taken throughout the interim evaluation period to small business participation levels. This written self-assessment may also include any information that may be reasonably expected to assist the TDO in evaluating the Contractor’s small business participation levels. The Contractor’s self-assessment may not exceed two (2) pages.

o The Contractor is required to submit its efforts to obtain small business participation when the contract requirements are not met. The Contractor shall document how it intends to maintain the required small business participation levels.

e. End-of Period Evaluation Milestone:

o No later than 30 calendar days after the end of the evaluation period, the Small Business

Participation Monitors submit their evaluation reports and recommendations to the TDO. The

Contractor provides its self-assessment to the TDO. The TDO determines the overall rating and earned award term points for the interim evaluation period no later than 60 calendar days after the interim evaluation period ends. The TDO issues a letter that informs the contractor of the earned award term points. If there are sufficient award term points, the CO issues a modification reflecting the award of an additional year of tasking.

f. Change in evaluation scorings o If the CO does not provide specific notice in writing to the contractor of changes to the evaluation scoring system prior to the start of an interim evaluation period, the same scoring from the preceding period will be used in the subsequent interim evaluation period. Any changes to the evaluation scoring system will be made by notifying the Contractor.

g. Award Determination and Methodology Disclaimer o Actual Award Term Determination and the methodology for determining the award term is a unilateral decision made solely at the discretion of the Government and shall not be subject to appeal under the “Disputes” clause of this contract. Additionally, if performance deteriorates after granting the Award Term, but prior to starting performance of the Term, the Government may rescind the Term of performance. If, after commencing the Award Term, performance deteriorates, the Government may terminate the award term at no cost to the Government.

5.0 AWARD TERM PLAN CHANGE PROCEDURE

The TDO may unilaterally change this plan prior to the beginning of an interim evaluation period. In addition, the Contractor may recommend changes to the plan no later than 90 calendar days prior to the beginning of the new interim evaluation period. The Contractor will be notified of changes to the plan by the CO, in writing, before the start of the affected interim evaluation period. Changes to this plan that are applicable to a current interim evaluation period will be incorporated by the mutual consent of the parties.