Attachment_10-_Orora_Wihaze_Award_Fee_Plan.pdf

Award Fee Determination Plan for:

Contract No: _________________________

Contractor: _________________________

Contents Page

A. Introduction _____

B. Organizational Structure for Award Fee _____

Administration

C. Evaluation Requirements _____

D. Method for Determining Award Fee _____

E. Changes in Plan Coverage _____

APPROVED BY:

(Signature) (Date) Zachary Clarke Contracting Officer

A. Introduction

1. This plan covers the administration of the award fee provisions of Contract No.

_______________dated ____________, with ___________. The contract was awarded after completion of negotiations in accordance with the provisions of RFP No. 72069619R00001.

2. The following matters, among others, are covered in the contract:

a. The Contractor is required to achieve the performance objectives and deliverables or outputs to contribute to the Government of Rwanda’s (GoR’s) goal of eliminating malnutrition by strengthening the animal source foods (ASF) market by sustainably increasing the availability of, access to, and consumption of animal-source foods.

b. The term of the contract is from ______, 2019 through _______, 2024.

c. The estimated cost of performing the contract is $_________.

d. The base fee is $________.

e. The award fee pool is $__________.

f. The estimated cost, base fee and award fee pool are subject to equitable adjustments on account of changes or other contract modifications.

g. The award fee earned and payable will be determined periodically by the Fee Determination Official (FDO) in accordance with this plan.

h. Award fee determinations are not subject to the “Disputes Clause” of the contract.

i. The FDO may unilaterally change the matters in this plan, as covered in Part E and not otherwise require mutual agreement under the contract, providing the Contractor receives notice of the changes at least ten work days prior to the beginning of the evaluation period to which the changes apply.

B. Organizational Structure for Award Fee Administration

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

1. Fee Determination Official (FDO)

a. The FDO is ____________, USAID/Rwanda Supervisory Contracting Officer.

b. The FDO’s primary responsibilities are:

(1) Determining the award fee earned and payable for each evaluation period as addressed in Part D.

(2) Changing the matters covered in this plan as addressed in Part E, as appropriate.

2. Performance Evaluation Board (PEB)

a. The Chairperson of the PEB is ________.

b. The following are voting members:

Voting Member 1 (TBD) Voting Member 2 (TBD) Voting Member 3 (TBD)

c. The Chairperson may recommend the appointment of non-voting members to assist the PEB in performing its functions.

d. Primary responsibilities of the PEB are:

(1) Conducting periodic evaluation of Contractor performance and the submission of a Performance Evaluation Board Report (PEBR) to the FDO covering the PEB’s findings and recommendations for each evaluation period, as addressed in Part D.

(2) Considering changes in this plan and recommending those it determines appropriate for adoption by the FDO, as addressed in Part E.

C. Evaluation Requirements

The applicable evaluation requirements are attached as indicated below.

Requirement Attachment

1. Evaluation Periods and Maximum C-1

Available Award Fee for Each

2. Performance Area and Evaluation C-2 Criteria

3. Rating Methodology C-3

4. Award Fee Conversion Chart C-4

The percentage weights indicated in Attachment C-2, the Attachment C-3 grading table, and the Attachment C-4 award fee conversion chart are quantifying devices. Their sole purpose is to provide guidance in arriving at a general indication of the amount of fee earned. In no way do they imply an arithmetic precision to any judgmental determination of the Contractor's overall performance and amount of award fee earned.

D. Method for Determining Award Fee

A determination of the award fee earned for each evaluation period will be made promptly by the FDO after the end of the period. The method to be followed in monitoring, evaluating, and assessing Contractor performance during the period, as well as for determining the award fee earned, is described below. Attachment D-1 summarizes the principal activities and schedules involved.

1. The PEB will determine key performance areas to be evaluated under the contract. The performance areas will be identified based on different development issues the contract seeks to address. The PEB Chairperson will notify the Contractor promptly of performance areas to be evaluated.

2. The PEB Chairperson will assure that the PEB receives the following:

• A copy of the contract and all modifications.

• A copy of this plan along with any changes made in accordance with Part E.

• Appropriate orientation and guidance.

• Specific instructions applicable to monitor assigned performance areas.

3. The PEB, will monitor, evaluate, and assess Contractor performance and discuss the results with Contractor personnel as appropriate, in accordance with the General Instructions for PEB members, Attachment D-2, and the specific instructions and guidance furnished by the PEB Chairperson. As appropriate, the PEB Chairperson will request and obtain performance information from other units or personnel normally involved in observing Contractor performance. Periodically, the PEB will consider performance information it obtains and discuss the reports and information with monitors or other personnel, as appropriate. As required, representatives of the PEB will meet with the Contractor and discuss overall performance during the period.

4. Promptly after the end of each performance year, except the final month of the evaluation period, the PEB will meet with the Contractor and discuss overall performance during the period. As requested by the PEB Chairperson, PEB and other personnel involved in performance evaluations will attend the meeting and participate in discussions.

5. Within 30 days after the end of each evaluation period, the PEB will meet and consider all the performance information it has obtained. At the meeting, the PEB will summarize its preliminary findings and recommendations for coverage in the Performance Evaluation Board Report (PEBR).

6. Within 30 days after the end of each evaluation period, the PEB will meet with the Contractor and discuss its preliminary findings and recommendations. As requested by the PEB Chairperson, PEB and other personnel involved in performance evaluation will attend the meeting and participate in discussions. Prior to the PEB meeting, the Contractor will be given an opportunity to submit matters on its behalf, including an assessment of its performance during the evaluation period. After the meeting with the Contractor, the PEB will consider matters presented by the Contractor and establish its findings and recommendations for the PEBR no later than 50 days after the end of each evaluation period.

7. Upon completion, the PEB Chairperson will submit the PEBR for the period to the FDO for use in determining the award fee earned. The report will include a recommended award fee with supporting documentation. When submitting the report, the Chairperson will inform the FDO whether the Contractor desires to present any matters to the FDO before the award fee determination is made.

8. The FDO will consider the PEBR and discuss it with the PEB Chairperson or other personnel, as appropriate. If requested by the Contractor, or if the FDO considers it appropriate, the FDO will meet with the Contractor for discussions. If requested by the FDO, the PEB Chairperson and any other personnel involved in performance evaluation may be required to attend the meeting with the Contractor.

9. The FDO will determine the amount of award fee earned during the period. The FDO’s determination of the amount of award fee earned and the basis of that determination will be stated in the Award Fee Determination Report (AFDR). The report will be signed by the FDO and provided to the Contractor no later than 90 days after the end of each evaluation period (the Contractor should use it as an attachment to its voucher requesting payment of the award fee).

E. Changes to the Award Fee Plan

1. Right to Make Unilateral Changes: Any matters covered in this plan not otherwise requiring mutual agreement under the contract, except the designated FDO, may be changed unilaterally by the FDO prior to the beginning of an evaluation period by timely notice to the Contractor in writing. The changes will be made without formal modification of the contract.

2. Method for Changing the Award Fee Determination Plan: The method to be followed for changing plan coverage is described below. Attachment E-1 summarizes the principal actions and schedules involved.

a. Personnel involved in the administration of the award fee provisions of the contract are encouraged to recommend changes in plan coverage with a view toward changing management emphasis, motivating higher performance levels, or improving the award fee determination process. Recommended changes should be sent to the PEB for consideration and drafting.

b. Prior to the beginning of each evaluation period, the PEB will submit changes applicable to the next evaluation period for approval by the FDO with appropriate comments and justification, or inform the FDO that no changes are recommended for the next period.

c. Ten work days before the beginning of each evaluation period, the FDO will notify the Contractor in writing of any changes to be applied during the next period, or that there are no changes. If the Contractor is not provided with this notification, or if the notification is not provided within the agreed-to number of work days before the beginning of the next period, then existing plan coverage will continue in effect for the next evaluation period.

Attachment C-1 to AFDP for:

Contract No. _________________________

With _______________________________

Evaluation Periods and Maximum Available Award Fee for Each:

The following table sets forth maximum award fee that the Contractor can earn for each of the five evaluation periods.

No. Duration Ending Maximum Available

Award Fee ($)

1. Year 1

2. Year 2

3. Year 3

4. Year 4

5. Year 5

Attachment C-2 to the AFDP for:

Contract No. _______________________________

With _____________________________________

Performance Areas and Evaluation Criteria:

The performance areas to be evaluated are identified below. The evaluation criteria for each area are attached, as indicated.

Evaluation Period 1 Area Number

Description Reference Weight out of 100

1. Mobilization See attachment C.2.1

2. Management and Business Relations

See attachment C.2.1

3. Cost Control See attachment C.2.1

4 Continuous Learning N/A N/A

5. Achievement of Results N/A N/A 6 Sustainability of the

Implementation Approach N/A N/A

Evaluation Period 2 Area Number

Description Reference Weight out of 100

1. Mobilization N/A N/A

2. Management and Business

Relations See attachment C.2.1

3. Cost Control See attachment C.3.1

4. Continuous Learning See attachment C.2.1

5. Achievement of Results See attachment C.2.1

6. Sustainability of the Implementation Approach

See attachment C.2.1

Evaluation Period 3

Number

Description Reference Weight out of 100

1. Mobilization N/A N/A

2. Management and Business

Relations See attachment C.2.1

3. Cost Control See attachment C.2.1

4. Continuous Learning See attachment C.2.1

5. Achievement of Results See attachment C.2.1

6. Sustainability of the Implementation Approach

See attachment

Evaluation Period 4

Number

Description Reference Weight out of 100

1. Mobilization N/A N/A

2. Management and Business

Relations See attachment C.2.1

3. Cost Control See attachment C.2.1

4. Continuous Learning See attachment C.2.1

5. Achievement of Results See attachment C.2.1

6. Sustainability of the Implementation Approach

See attachment

Evaluation Period 5

Number

Description Reference Weight out of 100

1. Mobilization N/A N/A

2. Management and Business

Relations See attachment C.2.1

3. Cost Control See attachment C.2.1

4. Continuous Learning N/A N/A

5. Achievement of Results See attachment

6. Sustainability of the Implementation Approach

See attachment

Attachment C-2.1 to the AFDP for:

Award fee criteria and descriptions:

No Criteria Description

1. Mobilization The ability of the Contractor to quickly mobilize the field staff/team, especially the key personnel, and effectively position the activity to ensure that the planned interventions are completed without delay.

Sub areas to be measured include, but are not limited to, the success and timeliness of staff recruitment, quality of year one contract deliverables (e.g., work plan, MEL plan, baseline report etc.), and implementation of year one interventions.

2. Management and Business Relations This area covers a broad spectrum of the Contractor’s management practices and relationships with USAID and other key actors, including: responsiveness, and the effectiveness of the responses, to USAID/Rwanda requests and directions;

and strength and effectiveness of relationships with Government of Rwanda counterparts.

3. Cost Control The Contractor’s ability to achieve the maximum results for the lowest cost. The evaluation will compare actual expenditures with planned costs;

Contractor efforts and processes to avoid unnecessary costs; and Contractor’s ability to deliver outputs and results at the lowest reasonable costs.

4. Continuous Learning The degree to which the Contractor utilizes the Performance Monitoring, Evaluation and Learning (MEL) Plan to assess the effectiveness of the interventions, evaluate whether those interventions are succeeding, apply lessons learned, and adapt work appropriately.

5. Achievement of Results The extent to which the Contractor has, at the completion of the evaluation period, achieved/exceeded the targets approved by USAID in the MEL Plan.

6. Sustainability of Implementation Approach

The degree to which the Contractor builds skills for and organizational capacity of government institutions and local private service providers; promote their involvement in program interventions and ownership of achieved results.

Attachment C-3 to the AFDP for:

Rating Methodology:

Adjectival Rating

Range of Perf. Points

Description

Excellent 91-100% Contractor has exceeded almost all of the significant award fee criteria and has met overall cost, schedule, and technical performance requirements of the contract in the aggregate, as defined and measured against the criteria in the award fee plan for the award fee evaluation period.

Very Good 76-90% Contractor has exceeded many of the significant award fee criteria and has met overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award fee plan for the award fee evaluation period.

Good 51-75% Contractor has exceeded some of the significant award fee criteria and has met overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award fee plan for the award fee evaluation period.

Satisfactory Less Than 50% Contractor has met overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award fee plan for the award fee evaluation period.

Unsatisfactory 0% Contractor has failed to meet overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award fee plan for the award fee evaluation period.

The percentage weights indicated in the rating methodology table above is a quantifying device.

Their sole purpose is to provide guidance in arriving at a general assessment of the amount of interim or final 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 interim or final award fee earned.

Any factor or sub factor receiving a grade of “unsatisfactory” will be assigned zero performance points for purposes of calculating the award fee amount. The Contractor will not be paid any award fee when the total award fee score is "unsatisfactory".

Attachment C-4 to AFDP for:

Award Fee Conversion Chart:

The following quantifying device is for use in converting weighted performance points into percentage of available award fee.

Evaluation Area Weight (See Att.

C-2)

PEB Awarded Performance Points

Percentage of Available Fee

Total Available Award Fee for the Period (See Att. C-1)

Recommended Award Fee

Mobilization Management and Business Relations

Cost Control Continuous Learning

Achievement of Results

Sustainability of Implementation

TOTAL 100

Attachment D-1 to AFDP for:

Contract No. ______________________________

With ___________________________________

Action and Schedule for Award Fee Determination:

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

Action (Schedule) PEB obtains and considers performance information from USAID/Rwanda personnel and discusses with Contractor as appropriate

Ongoing

PEB meets and summarizes preliminary findings and position of

PEBR

75days after the end of the evaluation period

PEB meets with Contractor and discusses preliminary findings and position

85 days after the end of the evaluation period

PEB establishes findings and recommendations and submit to FDO days after the end of the evaluation period

FDO reviews findings and recommendations and discusses it with PEB, as appropriate

100days after the end of the evaluation period

FDO makes final award fee determination for the evaluation period in writing and transmits to the Contractor

105 days after the end of the evaluation period

The PEB will establish appropriate lists of subsidiary actions and schedules to meet the above schedules, with emphasis on concurrence to the extent feasible. Moreover, these activities and schedules will be subject to the discretion of the PEB and will not be disclosed to the Contractor.

Attachment E-1 to the AFDP for:

Contract No. _____________________________

With ____________________________________

Actions and Schedule for Changing AFDP:

The following is a summary of the principal actions involved in changing the Award Fee Determination Plan:

Event Scheduled PEB drafts proposed changes or the Contractor proposes changes Ongoing PEB submits any recommended changes to FDO 30 days before the beginning of evaluation period

FDO notifies the Contractor of any changes to the Plan in writing. 10 days before the beginning of evaluation period