Facilities_2015_AWARD_FEE_Plan_Cinc..doc

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AWARD FEE

PERFORMANCE EVALUATION PLAN

FOR THE

FACILITY OPERATION AND MAINTENANCE CONTRACT

NIOSH CINCINNATI, OH

FACILITIES

TABLE OF CONTENTS

I. INTRODUCTION

II. ORGANIZATIONAL STRUCTURES FOR AWARD FEE

ADMINISTRATION

III. EVALUATION REQUIREMENTS

IV. METHOD FOR DETERMINING AWARD FEE

V.

CHANGES IN PLAN COVERAGE

VI.

PLAN ATTACHMENTS

Plan Attachment A.1: Technical Performance Areas and Evaluation Criteria

Plan Attachment A.1: Business Performance Areas and Evaluation Criteria

Plan Attachment B: Award Fee Grading Table

Plan Attachment C: Actions and Schedules for Award Fee Determinations

Plan Attachment D: General Instructions for Evaluation and Monitoring of Performance

I.

INTRODUCTION

This plan covers the administration of the award fee clauses of the contract for Operations and Maintenance services at the NIOSH Cincinnat facilities and only applies to the cost-plus-award-fee contract line items. Award fee will not be calculated on firm-fixed-price contract line items. The purpose of this plan is to establish a general framework for evaluating the Contractor’s performance. Accordingly, all fee determinations shall be based on the guidelines found herein. The plan is unilaterally established by the Government and may be revised at any time to redirect emphasis.

This plan supplements the contract Section B Clause entitled “Estimated Cost and Award Fee” and contract Section G Clause entitled “Award Fee.”

II. ORGANIZATIONAL STRUCTURES FOR AWARD FEE ADMINISTRATION

The following organizational structure is established for administering the award provisions of the contract:

A.

Fee Determinating Official (FDO)

The FDO for this contract is the Contracting Officer.

The FDO may designate an Alternate FDO when appropriate.

The primary FDO responsibilities are:

(1) Establish the Award Fee Evaluation Board (AFEB) and appoint members by memorandum.

(2) Consider the AFEB findings for each evaluation period and, if appropriate, discuss it with the other parties cited in this plan.

(3) Determine the Award Fee earned and payable for each evaluation period as addressed in Section IV of this plan and ensure that the amount and percentage of award fee earned is commensurate with and accurately reflects the Contractor's performance.

(4) Conduct ongoing evaluations of the contractor based upon their business performance.

(5) Monitor reports and such additional business performance information as may be obtained from the Contractor and other sources. The FDO will evaluate the Contractor's business performance according to the standards and criteria stated in this performance evaluation plan.

(6) Issue the final performance award fee determination letter to the Contractor.

B.

Award Fee Evaluation Board (AFEB)

The AFEB members may designate Alternate AFEB members within their respective organizations when appropriate.

The primary AFEB responsibilities are to:

(1) Conduct ongoing evaluations of the Contractor based upon technical performance.

(2) Monitor reports and such additional technical performance information as may be obtained from the Contractor and other sources. The AFEB will evaluate the Contractor's technical performance according to the standards and criteria stated in this plan.

(3) Submit timely award fee reports to the FDO covering the AFEB's findings and recommendations for each evaluation period.

(4) Recommend appropriate changes in this plan for consideration, as addressed in Section V of this plan.

(5) Board members may obtain assistance in performing its functions. This includes:

a. Appoint government performance monitors for the technical contract effort and assure that they are providing appropriate instructions and guidance.

b. Request and obtain technical performance information from governmental units or personnel involved in observing contractor technical performance, as appropriate.

c. Call on government personnel to consult, as needed, with the AFEB.

d. Assume responsibility for documentation other than the award fee report such as any AFEB minutes.

III. EVALUATION REQUIREMENTS

The applicable evaluation requirements are included as attachments to this plan. They are as follows:

Coverage

Clauses or Plan Attachment

Evaluation Periods and Maximum Available Award Fee

See Section B and G Clauses

Performance Areas and Evaluation Criteria

A

Technical Performance

A.1

Business Performance

A.2

Award Fee Grading Table

B

Actions and Schedules for Award Fee Determination

C

General Instructions for Evaluation and Monitoring of Performance D

The percentage weights indicated in Plan Attachment A and the grading table in Plan Attachment B are quantifying devices. Their sole purpose is to provide guidance in arriving at a general assessment of the amount of award fee earned. In no way do they imply an arithmetical precision to any judgmental determination of the Contractor's overall performance and amount of award fee earned.

IV.

METHOD FOR DETERMINING AWARD FEE

The method to be followed in monitoring, evaluating, and assessing Contractor performance during the period, as well as for determining the award fee earned or paid, is described below. Plan Attachment C summarizes the principal actions and schedules involved.

A.

The FDO will ensure that each AFEB member receives the following:

(1) A copy of this plan along with any changes made in accordance with Plan Section V.

(2) Appropriate orientation and guidance.

B.

The Contractor may submit self-evaluation summaries of its own to the FDO. Any such self-evaluations must be submitted for the period no later than seven (7) calendar days following the end of a performance period.

C.

Promptly after the end of each evaluation period, the AFEB will consider all of the technical information it has obtained. The FDO will consider all of the business information he/she has obtained.

D.

Board members will each provide their technical scoring in an award fee report to the FDO. The FDO shall use each board member’s report to calculate composite/weighted technical scores based on the approximate share of dollars expended by each respective board member’s organization under the contract during the evaluation period. The composite PEB technical scores and the FDO’s business scores, along with supporting documentation and any Contractor self-evaluation shall be use for consideration.

E.

The FDO will consider the recommendation of the AFEB.

F.

The Contractor will be notified, in writing, of the FDO's determination. The contractor may request a debriefing from the FDO, if the information within the FDO’s letter and its attachments require further explanation.

V.

CHANGES IN PLAN COVERAGE

A.

Right to Make Unilateral Changes

Any matters covered in this plan not otherwise requiring mutual agreement under the contract, may be changed unilaterally by the Contracting Officer by contract modification if issued at least thirty (30) calendar days prior to the start of the relevant evaluation period.

B.

Method for Changing Plan Coverage Personnel involved in the administration of the award fee provisions of the contract are encouraged to recommend plan changes with a view toward changing performance emphasis or improving the award fee determination process. Recommended changes should be sent to the FDO with rationale and/or justification.

VI.

PLAN ATTACHMENTS

PLAN ATTACHMENT A.1

TECHNICAL PERFORMANCE AREAS AND EVALUATION CRITERIA

A.

FACTOR: QUALITY OF WORK PERFORMED

WEIGHT: 25

This factor will evaluate how well the Contractor performed in response to the overall mission. It will evaluate the quality of actual work performed in terms of accuracy and workmanship. It will evaluate the quality of the end product of the Contractor in such areas as the maintenance and operation of all equipment / facilities systems under the Contractor's responsibility. In evaluating these items, consideration will be given to general plan status, upkeep, and efficiency of reporting.

B.

FACTOR: TIMELINESS

WEIGHT: 20

This factor will evaluate the manner in which the Contractor has performed work assigned, including timeliness of estimates and conformance to completion schedules, including the application of priorities among jobs. It will evaluate the ability of the Contractor to speedily respond to changes due to redirection and the timeliness of the response to emergency situations.

C.

FACTOR: USE OF RESOURCES

WEIGHT: 20

This factor is concerned with the Contractor's actual manpower / material expenditures within the framework of mission responsibilities. Further considerations are the effectiveness of Contractor's use of the appropriate skills, equipment, utilities and facilities to handle tasks assigned; the manner in which equipment is cared for, housekeeping and safety practices, and the amount of breakage, damage and loss.

D.

FACTOR: PROJECT MANAGEMENT

WEIGHT: 15

This factor is concerned with the following: (1) the Contractor's cooperation, responsiveness, and initiative; ability to organize for individual jobs and understanding of mission requirements; planning, estimating, and reporting procedures, cost avoidance and cost saving program, (2) the Contractor's adherence to the overall staffing plan and the qualification of individuals for specific jobs including proper assignment of individuals in regard to labor mixes and the management of resources under the Contractor's control, (3) the Contractor's management of an effective energy utilization program and inventiveness in seeking ways to curtail energy usage within mission responsibilities, (4) the Contractor's responsiveness in planning and monitoring Government-furnished materials / services, and (5) and the Contractor's enforcement of approved administrative procedures and policies related to the mission.

PLAN ATTACHMENT A.2

BUSINESS PERFORMANCE AREAS AND EVALUATION CRITERIA

A.

FACTOR: BUSINESS MGT / CONTRACT COMPLIANCE

WEIGHT: 10

(1) Management initiative and effectiveness

(2) Adequacy of cost estimating policies, procedures and practices

(3) Adequacy of accounting procedures

(4) Adequacy of property administration

(5) Adequacy of internal security

(6) Key personnel vacancies and replacement actions

(7) Adequacy and timeliness of proposals for revisions to the contract

(8) Adequacy and timeliness of reports and procedures

(9) Appropriateness of labor determinations

(10) Timeliness and handling of any union grievances

(11) Management / labor relations and business practices

(12) Equal employment opportunity compliance

B.

COST CONTROL (ESTIMATED VS. ACTUAL COSTS)

WEIGHT: 10

(1) Labor

(2) Labor Burden

(3) Other Direct Costs

(4) General and Administrative Expense

PLAN ATTACHMENT B

AWARD FEE GRADING TABLE

Range of

Adjectival Performance

Rating

Points

Description

Excellent 90 - 100 Of exceptional merit; exemplary performance in a timely, efficient and economical manner; very minor (if any) deficiencies with no adverse effect on overall performance

Very Good 80 - 89.9 Very effective performance, fully responsive to contract requirements; contract requirements accomplished in a timely, efficient, and economical manner for the most part; only minor deficiencies

Good

70 - 79.9 Effective performance; fully responsive to contract requirements;

reportable deficiencies, but with little identifiable effect on overall performance

Satisfactory 60 - 69.9 Meets or slightly exceeds minimum acceptable standards; adequate results; reportable deficiencies with identifiable, but not substantial, effects on overall performance

Poor/

00 – 59.9 Does not meet minimum acceptable standards in one or more

Unsatisfactory areas; remedial action required in one or more areas; deficiencies in one or more areas which adversely affect overall performance

The Contractor will not be paid any award fee when the total award fee score is "Poor/ Unsatisfactory" (less than 60 points).

PLAN ATTACHMENT C

ACTIONS AND SCHEDULES FOR AWARD FEE DETERMINATIONS

The following is a summary of the principal actions involved in determining the award fee for the evaluation periods.

Action

Schedule

FDO appoints AFEB

Within fourteen (14) calendar days of award

FDO provides AFEB with orientation and guidance Within thirty (30) calendar days of award

FDO and AFEB gather Contractor performance Ongoing information

Each AFEB member submits Award Fee Reports Not later than seven (7) calendar days to the FDO after each evaluation period

FDO reviews the AFEB’s

Not later than twenty-one (21) calendar days

Reports.

after each evaluation period

Contracting Officer issues Award Fee Letter

Not later than thirty (30) calendar days to Contractor after each evaluation period

Contractor invoices for remaining Award Fee After Contractor receipt of Award Fee Letter amount exceeding provisional amount already invoiced for the evaluation period

PLAN ATTACHMENT D

GENERAL INSTRUCTIONS FOR

EVALUATION AND MONITORING OF PERFORMANCE

1. All assessments will be conducted in an open, objective, and cooperative manner so that a fair and accurate evaluation is obtained. Positive performance accomplishments will be emphasized just as readily as negative ones and extraordinary circumstances will be noted in reports.

2. Evaluators can afford the Contractor an opportunity to clarify possible misunderstandings regarding areas of poor performance.

3. Evaluators will conduct their contacts and visits with Contractor personnel within the context of official contractual relationships. They will avoid activities or associations, which might cause, or give the appearance of, a conflict of interest on either part.

4. Evaluator contacts with Contractor personnel will not be used to instruct, direct, or supervise or control these personnel in the performance of the contract. The role of the evaluator is to monitor and assess, not to manage the Contractor's effort.

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