Exhibit_E_-_OSIS_Award_Term_Determination_Plan.docx

U S Department of State OSIS II Award Determination Plan

3/20/2019

AWARD TERM DETERMINATION PLAN

Overview of Award Term Determination Plan

A. Purpose The purpose of this Award Term Determination Plan (ATDP) is to set forth the basic procedures and criteria for the periodic evaluation used to assess the contractor’s performance and to determine the amount of additional performance periods, if any, the contractor may earn.

This plan identifies the personnel responsible for the execution of this plan, discusses (in general terms) performance monitoring, and sets forth guidelines for the Award Term Determining Board (ATDB). This plan is developed unilaterally by the Government. Award term determinations made by the Term Determining Official (TDO) are unilateral determinations.

The Term Determining Official and the ATDB Chairperson have, as a team, the primary management responsibility for the fair, ethical and equitable administration of this plan. Likewise, each party identified in this plan is charged with accomplishing his/her responsibilities in a fair, ethical, and equitable manner.

The ATDP is not part of the contract and does not create any rights, responsibilities, or obligations on the part of the Government or the contractor. Rather, the ATDP is a living, internal Government document that is provided by the Government to the contractor to facilitate clear communication about the Government’s plans with regard to Award Term evaluation.

B. Specific Contract Data

This contract is a cost-plus-fixed-fee (completion form) contract with an Award term incentive with a base performance period commencing on September 30, 2019 and ending on September 29, 2019, with four one-year option periods and 5 one-year award terms to potentially carry the contract through September 29, 2029. Should all option periods be exercised and award terms be awarded, the contract shall cover a total of 120 months.

During the base year or any option year, if performance is acceptable but below the quality standard required to receive an added Award Term year, the next available one-year option (if any remain) will instead be exercised.

C. Evaluation Periods

The Award Term evaluation will occur during the 4th quarter of the base year and any awarded option years, measuring contract performance since the end of the previous evaluation (or, for the base year, since the effective date of the contract). Additionally, the government will conduct an interim assessment approximately six months before each Award Term evaluation to inform the contractor regarding the government’s assessment of performance at that point and to offer feedback on areas that are going well, as well as on areas that require the contractor’s attention. The award term evaluation is considered complete on the date the Contracting Officer (CO) sends the term determination to the contractor.

D. Award Term Ratings

The OSIS II Award Term overall adjectival ratings are based upon FAR Table 16-1. The table below is adapted for Award Term use. It provides a description for each of the adjectival ratings that will be used to rate the contractor’s performance:

Award Term Adjectival Rating Description

Once the overall rating for the evaluation period is determined, an award term is earned as follows:

The ultimate award determinations are unilateral decisions made solely at the discretion of the Government.

E. Award Term Plan Change Procedure

The Government has the unilateral right to modify award term criteria as required to meet program needs. Any changes to this award term plan shall be provided to the Contractor through written modification signed by the CO at least 15 calendar days prior to the start of the next contract period.

The Award Term Process and Roles

1. Contracting Officer’s Representative (COR)

The COR, as appointed by the CO, has overall responsibility for the technical requirements of the contract including monitoring, assessing, recording, and reporting the technical performance of the Contractor.

The COR is responsible for preparing written performance reports and presenting all material required for the deliberations of the ATDB:

a. Organize the material provided by the Performance Monitors (PMs) and the Contractor in such a manner as to enable it to be used (1) as the Board’s agenda for the meeting, and (2) as the complete documentation package supporting either the interim assessment or the annual evaluation and award term recommendation, and forward it to the ATDB approximately 40 days before the end of the performance period.

b. Maintain a record of all performance results. Among those forms that shall be used and maintained are a Performance Evaluation Report and Interim Performance Assessment Report. All unsatisfactory work shall be documented and reported to the Contractor for re-performance when this is possible. If the performance continues to be unsatisfactory, the performance will be noted in the COR’s Assessment or Evaluation Report to the ATDB.

c. Record performance information in Contract Files. The recording of unsatisfactory performance must be supported by sufficient information to provide the reader with a clear understanding of the significance of the event and its impact. If the unsatisfactory performance affects the Award Term decision, it must be included in the COR’s Performance Evaluation Report and clearly described in regard to specific criteria in the Award Term Determination Plan.

2. Performance Monitors (PM)

The Performance Monitors (PMs) are responsible for monitoring, assessing, recording, and reporting the technical performance of the Contractor on a continuous (day-to-day) basis.

In preparation for performance assessments and evaluations, each PM will perform an assessment of the contractor’s performance by applying the Award Term evaluation criteria to the PM’s respective scope of work 45 days before end of the each performance period (including the interim assessment period and the annual evaluation period).

a. The PM will report factual events which influence the Contractor’s required performance for the assessment or evaluation period.

b. The PM will monitor contractor performance based upon results of contract operational metrics and execution of day-to-day activities.

c. The PMs will record all performance results. All Contractor performance for the contract shall be recorded and tracked. Among the forms that shall be used to record performance information are: Performance Evaluation Form and Interim Performance Assessment Form. All unsatisfactory work shall be documented and reported to the Contractor for re-performance when this is possible.

d. The PM will rate and document the contractor’s performance based upon the criteria specified in this plan. The PM’s assessment at the end of the interim assessment period will serve as feedback to inform the contractor on performance; the annual evaluation will be used to inform the overall performance rating.

3. Award Term Determining Board (ATDB)

The ATDB consists of the Branch Chiefs and Section Chiefs that perform an in-depth review of all aspects of Contractor’s performance. The ATDB will meet approximately 30 days before the end of each performance period (including the interim assessment period and the annual evaluation period). During each meeting, the ATDB will evaluate and discuss all documentation submitted by the PMs and the Contractor, and rate the Contractor on performance in each category. The scores for each criteria category will be totaled to determine the overall performance rating.

Following the interim meeting, the ATDB will prepare a Performance Assessment Feedback Report that clearly and thoroughly communicates its rationale for each rating assigned to the Contractor.

Following the annual evaluation meeting, the ATDB will prepare an Award Term Determination Report that clearly and thoroughly explains its rationale for each rating assigned to the Contractor and recommends whether the Contractor earned an award term. The ATDB will forward the report to the Term Determining Official (TDO) for review.

4. ATDB Chairperson

The Contracting Officer’s Representative (COR) will act as the Chairperson. The Chairperson is responsible for conducting the meetings of the ATDB and ensuring that the evaluation process is conducted in a fair, equitable, and objective manner. The Chairperson is also responsible for assuring that the views of each of the ATDB’s members are heard and considered. Furthermore, the Chairperson assures that the Award Term Determination Report accurately reflects the opinions of the ATDB.

5. Term Determining Official (TDO)

The TDO for this acquisition shall be the DS/C/ST/FSE Division Director, or his/her designee. The TDO reviews the recommendation and reports of the ATDB in order to make the final determination of whether the contractor has earned an award term for the performance evaluation period. It is the TDO’s responsibility to assure that the documentation adequately supports the recommendation and is in accordance with criteria stated in this plan and, if necessary, seek clarification from the ATDB.

If the TDO disagrees with the ATDB’s recommendation, the TDO will include a narrative with supporting rationale. The TDO will sign and date the Award Term Determination Report and forward it to the CO within 15 days before the end of each evaluation period.

5. Contracting Officer (CO)

The CO will receive and review the ATDB’s Award Term Determination Reports to ensure that the rationale supports the performance evaluation ratings. If there are discrepancies or inconsistencies with the rationale, the CO will work with the COR and/or ATDB to identify a mutually acceptable resolution and/or adjustment. If a mutually acceptable resolution cannot be reached, the CO will recommend an appropriate adjustment to the TDO to ensure that the earned award term decision is in compliance with the contract.

The CO is also responsible for validating and assessing the Contractor’s version of events and resolving any difference between the COR’s version and the Contractor’s version.

The CO is responsible for communicating negative reports as soon as possible to the Contractor to facilitate the Contractor’s ability to initiate corrective action.

The CO is responsible for sending the award term determination, along with CO cover letter to the contractor’s corporate office within 7 days before the end of the evaluation period.

6. Contractor

The Contractor shall submit a Self-Assessment to the CO within 45 days before the completion of the evaluation period. The assessment shall comply with the requirements of this plan and shall address the Contractor’s performance under each of the criteria but may contain additional information that may reasonably be expected to assist the ATDB in evaluation of the Contractor’s performance and determining whether an award term is earned.

OSIS II Award Term Criteria

Each criteria category will be given an adjectival rating. The ratings and category criteria can be seen in Attachment 1.