J.28 Award Fee Performance Evaluation Plan 16 Feb 2022.pdf

AWARD FEE PERFORMANCE EVALUATION PLAN

for

International Trade Center Manager

Date of Approval

APPROVED:

Award Fee Determining Official

Attachment J.28

AWARD FEE PERFORMANCE EVALUATION PLAN

1. Introduction

a. This Award Fee Performance Evaluation Plan is the basis for the evaluation of the Contractor's performance and for presenting an assessment of that performance to the Award Fee Determining Official (AFDO). It describes specific criteria and procedures used to assess the Contractor's performance and to determine the amount of award fee earned. Actual award fee determinations and the methodology for determining award fee are unilateral decisions made solely at the discretion of the Government.

b. The award fee will be provided to the Contractor through contract modifications and is in addition to the Fixed Price provisions of the contract. The award fee earned and payable will be determined by the AFDO based upon review of the Contractor's performance against the criteria set forth in this plan. . The Contractor will be notified of changes to the plan by the Contracting Officer (CO), in writing, before the start of the specified evaluation period. Changes to this plan that are applicable to a current evaluation period will be incorporated by mutual consent of both parties. Unless the CO gives the Contractor specific written notice of any changes to evaluation areas five (5) business days prior to the start of a new evaluation period, the same evaluation criteria and weights listed for the preceding period will be used in subsequent periods.

2. Organization

The award fee organization consists of the Award Fee Determining Official (AFDO), an Award Fee Review Board (AFRB), the Contracting Officer, a recorder, other functional participants, advisor members, Performance Monitors and the Project Manager. The award fee organization as shown below is responsible for administering the award fee provisions of the contract.

3. Responsibilities

a. Award Fee Determining Official (AFDO) - The AFDO is the Director, Potomac Service Center, Public Building Service, National Capital Region. The AFDO approves the Award Fee Performance Evaluation Plan and any changes to the plan. AFRB members are approved by the AFDO. The AFDO reviews the recommendation(s) of the AFRB, considers all pertinent data and unilaterally determines the earned award fee amount for each evaluation period.

b. Award Fee Review Board (AFRB) - The AFRB is comprised of three (3) voting members and an alternate. The voting members are the AFRB Chair and two additional members. The AFRB Chair is the Ronald Reagan Building and International Trade Center Director. The other two members are the International Trade Center Manager and the Lead Financial Management Analyst. The AFRB reviews the results of the performance monitors’ evaluation of the Contractor’s performance, considers all information from pertinent sources, and prepares a report covering the board’s findings and recommendations for earned award fee. The report is presented to the AFDO after each evaluation period. The AFRB may also recommend changes to the Award Fee Performance Evaluation Plan. If the Contractor provides written or verbal self-assessment of its performance, the AFRB may consider this assessment when developing the earned award fee recommendation to the AFDO.

The following are advisors to the AFRB:

a) The Contracting Officer - The Contracting Officer acts as the liaison between the Contractor and Government personnel. The Contracting Officer ensures that the earned award fee is provided to the Contractor as directed by the AFDO.

b) Performance Monitors - Performance Monitors maintain written records of the Contractor's performance. Performance Monitors document the Contractor’s performance against evaluation criteria in their assigned evaluation area(s). Performance monitors’ primary responsibilities include:

(1) monitoring, evaluating and assessing Contractor performance in assigned areas, (2) preparing evaluation reports (Contractor observation reports) that ensure a fair and accurate portrayal of the Contractor’s performance, and (3) recommending changes to the plan to the award fee review board.

c) Project Manager - The Project Manager manages and coordinates all administrative actions required by the Performance Monitors, the AFRB and the AFDO, including: (1) receipt, processing and distribution of evaluation reports from all required sources; (2) scheduling and assisting with internal evaluation milestones, such as briefings; (3) accomplishing other actions required to ensure the smooth execution of the award fee; and (4) scheduling the AFDO determination and debriefing with the Contractor.

The AFRB Chair may appoint non-voting members to assist the Board in performing its functions.

4. Award Fee Process

A determination of the award fee earned for each evaluation period shall be made by the AFDO after the end of each specified evaluation period. The method to be followed in monitoring, evaluating and assessing the Contractor’s performance during the period, as well as for determining the award fee earned, is described below.

a. Available Award Fee Amount. The amount of award fee earned, if any, is based on an evaluation by the Government of the quality of the Contractor’s performance in accordance with the Award Fee Performance Evaluation Plan. The Government will determine the amount of award fee earned within the Base Year and Option Year beginning with the six-month period that covers September 8, 2021 – March 7, 2022 and the subsequent six month period covers March 8, 2022 - September 7, 2023, etc. A listing of the Evaluation Factors and Criteria is presented in Attachment Number 1. The maximum available award fee for each period is defined in Attachment Number 2.

b. Award Fee Determination. The earned award fee will be paid based on an assessment of the Contractor’s performance during each evaluation period. The determination of award fee earned for each evaluation period will be made unilaterally by the AFDO within 45 business days of the end of the evaluation period.

c. Evaluation Process. The AFRB Chair will assign, in writing, monitors for each performance area to be evaluated under the contract. Monitors should be selected on the basis of their expertise relative to prescribing performance area emphasis. The AFRB Chair may change monitor assignments at any time without advance notice to the Contractor. The Chair will ensure that each monitor has access to the following: 1.) Copy of the contract and all modifications. 2.) A copy of the award fee plan. 3.) Specific instructions applicable to monitor assigned performance areas.

Monitors will assess Contractor performance and discuss the results with the AFRB Chair and/or other AFRB Panel members.

Performance monitors will submit written reports to the AFRB Chair, documenting their observations. Such observations should include areas of improvement, strengths and weaknesses of the performance being evaluated and deficiencies to be corrected.

By the 2nd business day after the end of each month, the AFRB Chair will meet with the performance monitors and other personnel involved in the performance evaluations to discuss the documented performance observations. The AFRB Chair will then prepare a monthly performance report. This report will serve as the Government’s official document of observations and will be used to provide feedback to the Contractor. It will contain the observed strengths, areas requiring improvement, weaknesses and discrepancies. It will also include specific examples of outstanding or poor performance.

By the 2nd business day after the end of the evaluation period, the Contractor may submit a Self-Assessment Report that summarizes its performance by strengths, areas of improvement, weaknesses and deficiencies for the evaluated period.

By the 6th business day after the end of each month, the AFRB Chair, all performance monitors and other appropriate personnel will meet with the Contractor to review the monthly performance reports. The AFRB Chair will provide the Contractor an opportunity to respond to the report and to provide feedback on any other performance related issue. If requested by the Contractor, the AFRB Chair may provide an interim adjectival rating to describe the quality of that month’s performance. This interim rating will not be binding on the AFRB and may not be directly associated with any rating assigned at the semi-annual evaluation.

By the 7th business day after the period’s last monthly meeting, the AFRB, monitors and other appropriate personnel will meet, and consider all the performance information it has obtained. At the meeting, the AFRB will summarize its preliminary findings and recommendations for coverage in the AFRB Report (AFRB-R). The AFRB-R will address the AFRB’s evaluation of the Contractor’s performance, to include its strengths, areas for improvement, weaknesses and deficiencies; along with specific examples of outstanding or poor performance, and an overall adjectival performance rating. Following the completion of the preliminary AFRB-R, the Board may meet with the Contractor to discuss its findings and recommendations. As requested by the AFRB Chair, performance monitors and other personnel involved in the performance evaluation will attend the meeting and participate in the discussions. At this meeting, the Contractor will be provided an opportunity to submit additional information on its behalf.

After the meeting with the Contractor, the Board will consider matters presented by the Contractor and finalize its findings and recommendations for the AFRB-R. The final AFRB-R will include the Contractor’s input.

The AFRB Chair will prepare the AFRB-R for the specified period and submit it to the AFDO for use in determining the award fee earned. The report will include a recommended range of award fee with supporting documentation. When submitting the report, the AFRB Chair will inform the AFDO whether the Contractor desires to present any matters to the AFDO before the award fee determination is made.

By the 12th business day after the evaluation period, the AFDO will consider the AFRB-R and discuss it with the AFRB Chair and/or other personnel as appropriate. If requested by the Contractor, and/or if the AFDO considers it appropriate, the AFDO will meet with the Contractor for discussions. If directed by the AFDO, the AFRB Chair and any other persons involved in performance evaluation may be required to attend the meeting with the Contractor.

By the 19th business days after the end of the evaluation period, the AFDO will record the fee determination on the AFDO Fee Decision Memorandum (FDM). The Fee Decision Memorandum will be signed by the AFDO. The FDM when attached to the AFRB-R, comprises the formal documentation of the evaluation and the fee determination. This documentation will be presented to the Contracting Officer.

The Contracting Officer will then execute and issue a contract modification which authorizes the Contractor to bill for the earned fee for the evaluated period. The Contractor may bill for the award fee immediately upon receipt of the Contracting Officer’s authorization.

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

Action Schedule

a. Monitors observe performance and discuss results with the

Contractor.

Ongoing after the start of evaluation period.

b. AFRB Chair meets with performance monitors and other appropriate personnel to discuss observations and document evaluation.

By the 2nd business day after the 14th day of September/March depending on which evaluation period is applicable.

c. AFRB meets and summarizes preliminary findings and develops the AFRB-R.

By the 7th business day after the 14th day of September/March, depending on which evaluation period is applicable.

d. If appropriate, the AFRB meets with AFDO and Contractor to brief findings and determine award fee earned.

By the 12th business day after the 14th day of September/March, depending on which evaluation period is applicable.

e. AFDO records fee determination on the AFDO Fee Decision Memorandum and present it to the Contracting Officer.

By the 19th business day after the 14th day of September/March, depending on which evaluation period is applicable.

5. Award Fee Plan Change Procedures

All changes are approved by the AFDO. Examples of changes include, but are not limited to, changing evaluation criteria, adjusting weights to redirect the Contractor's emphasis to areas needing improvement, and revising the distribution of the award fee dollars. The Contractor may recommend changes to the CO no later than 20 business days prior to the beginning of the new evaluation period. After approval, the CO shall notify the Contractor in writing of any change(s).

The Contractor will be notified of changes to the plan by the Contracting Officer (CO), in writing, before the start of the specified evaluation period. Changes to this plan that are applicable to a current evaluation period will be incorporated by mutual consent of both parties. Unless the CO gives the Contractor specific written notice of any changes to evaluation areas five (5) business days prior to the start of a new evaluation period, the same evaluation criteria and weights listed for the preceding period will be used in subsequent periods.

6. Contract Termination

If the contract is terminated for the convenience of the Government after the start of an award fee evaluation period, the award fee deemed earned for that period shall be determined by the AFDO using the normal award fee evaluation process. After termination for convenience, the remaining award fee amounts allocated to all subsequent award fee evaluation periods cannot be earned by the Contractor and, therefore, shall not be paid.

Attachment #1: Performance Evaluation Factors and Evaluation Criteria

ATTACHMENT NUMBER 1

PERFORMANCE EVALUATION FACTORS AND CRITERIA

Evaluation Criteria

Performance will be measured against the following evaluation criteria.

The Performance Revenue Benchmark is $18,430,000

Award-Fee Adjectival Rating

Award-Fee Pool Available To Be

Earned

Description

Excellent $1,847,430 Contractor has exceeded the revenue benchmark by 92% - 100%, controlled cost within negotiated and approved budget and the ITC program remained self-sustaining.

Very Good $923,715 Contractor has exceeded the revenue benchmark by 65% - 91%, controlled cost within negotiated and approved budget and the ITC program remained self-sustaining.

Good $461,857 Contractor has exceeded the revenue benchmark by 25% - 64%, controlled cost within negotiated and approved budget and the ITC program remained self-sustaining.

Satisfactory $184,743 Contractor has exceeded the revenue benchmark by 10% - 24%, controlled cost within negotiated and approved budget and the ITC program remained self-sustaining.

Unsatisfactory* $0 Contractor has NOT exceeded the revenue benchmark, controlled cost within negotiated and approved budget and the ITC program remained self-sustaining.

*NOTE: Poor/Unsatisfactory performance will not be rewarded. In order to receive an award fee, the Contractor must receive at least an adjectival rating of “Good.” No award fee will be paid for performance below the satisfactory level.

Description of Criteria: The contractor shall work to enhance the vitality of the International Trade Center by providing a variety of diverse activities that enhance the environment of the International Trade Center.

Elements Evaluated: The elements to be evaluated are the extent to which the Contractor generates revenue and ensures self-sustainability of the ITC Program.

Definitions Self-sustaining is defined as ITC generated revenue covering all costs of the ITC program.