J.4_Sample_PERFORMANCE_BASED_AWARD_FEE_PLAN.docx

AWARD FEE PLAN (Draft) Contract 200-2014-57820 Period: MM DD YY – MM DD YY

A. Technical Performance (52 points)

1. Complete draft DR reports that are accurate and complete so that they are approved by DCAS without the need for revisions (10 points)

Dose reconstructions reports delivered to DCAS accomplish one of the intents of the contract but only to the extent that they are accurate and complete. Dose reconstructions reports that cannot be approved as delivered do not complete the intent. Consequently the contractor’s performance with respect to delivering complete and accurate dose reconstructions will be evaluated.

Accuracy and completeness will be measured by assessing the percent of draft DRs delivered to DCAS that are approved by DCAS without the need for revision. If the contractor receives comments on a DR that it does not believe are warranted, an appeal may be made to the DCAS Dose Reconstruction Team Leader, who will decide if revision is warranted. The contractor must designate one individual, with limited designees, to make these appeals. DRs that are approved by DCAS without comment, or are approved without revision following appeal, are considered successful. DRs that require revision are considered unsuccessful. A single “percent of claims approved without revision” performance metric will be calculated for all the DRs reviewed during the performance period. The expectation is that 95% of the DR reports be approvable without comment.

Points will be awarded for accuracy and completeness according to the table below. Maximum points are 10.

2. SEC Support Functions (22 points)

The performance objective will concentrate on key elements of the SEC process.

The contractor must complete an evaluation plan represented in the project plan describing required activities and schedule for each SEC petition that is processed. Performance against this criterion will be determined by completion of designated SEC steps described below, timely completion of the evaluation plan, and the quality of the SEC Evaluation Reports that are prepared in accordance with that plan.

a. Submit the first draft of the text for the consultation phone call, or DOL employment/survivor verification request, to DCAS within 10 working days of receipt of Form B SEC submission (2 points*).

b. Schedule the initial consultation phone call for a Form B SEC submission within 10 working days of the approval by DCAS of the consultation phone call text (2 points).

c. Within 20 working days from the receipt of a petition provide a draft professional judgment that includes a preliminary qualification determination based on the petition and supporting documentation received. NIOSH recognizes this may have to be revised based on the petitioner’s response. (5 points*).

d. Within 10 working days from the qualification of a petition, develop and submit a detailed evaluation plan documented in an SEC project plan that identifies the process and timeline for submitting a high-quality SEC petition Evaluation Report (ER) to DCAS. The task durations must reflect the true level of effort required (3 points*).

For items a - d, it is expected that 90% of all items be completed to the standards above. Points will be awarded as follows:

e. Submit high-quality draft SEC petition Evaluation Reports and a completed petition evaluation issues matrix to DCAS in accordance with the SEC petition project plan (10 points*).

For e, points earned = 10 x (fraction of ERs submitted in accordance with the SEC project plan, and judged by DCAS to be free of errors that require significant revisions or rewrites).

*If any of the items a – e have no petitions or petition evaluations to support an award of points during the award fee period, then the points associated with that item will be awarded under criterion #A3 (below).

3. Provide technical assistance to DCAS in responding to review comments from the Advisory Board on Radiation and Worker Health and its contractor, and in addressing other emerging issues (15 points*).

The Advisory Board on Radiation and Worker Health (ABRWH) expects DCAS to accelerate Site Research so that issues arising from proposed Special Exposure Cohort Petitions and associated Evaluation Reports are resolved in a more timely manner. Site research includes but is not limited to travel to records repositories to complete data capture, researching data currently held by DCAS, and meeting with the ABRWH working groups to resolve issues. All of these aspects of site research will be accelerated. This criterion is DCAS’s professional judgment evaluation of the contractor’s performance in providing assistance to DCAS in properly evaluating and responding to comments from the Advisory Board on Radiation and Worker Health and its contractor, Congressional inquiries, support for DR cases not assigned to the contractor, any issue related to information technology, any issue involving claimant communications, and other emerging issues. The DCAS Director and Contracting Officer’s Representative will advise the contractor about items of particular interest, but this criterion is an evaluation of overall contractor performance beyond what is specifically measured by other criteria.

4. Ensure quality of documents and methodologies provided to NIOSH (5 points)

The contractor team provides a variety of technical documents to support dose reconstruction. Some but not all of these documents include data analysis and development of models. The contractor needs to ensure that these documents and any associated data analyses and models developed are of high quality. This criterion is DCAS’s professional judgment evaluation of the contractor’s performance in providing quality documents AND in the responses received during the comment resolution process.

B. Technical Management (33 points)

1. Complete all claims in a timely manner (8 points)

This includes active, reinstated, and pended cases. For this criterion, a claim is considered complete when a draft dose reconstruction report is completed by the contractor without need for correction, when the claim has been returned to DOL for inclusion in an SEC class, or when the claim is pulled by DOL for another reason. Cases associated with an SEC that have only non-presumptive cancers must have a completed dose reconstruction to be considered complete. The start date will be determined to be the date that the case is received from the Department of Labor or the date the case is reinstated. It is understood that some cases may be delayed due to issues outside of our control such as receipt of data from Departments of Labor or Energy, and technical pends. Such issues will be taken under consideration when evaluated by DCAS.

Complete 90% or more of dose reconstructions within 5 months of date that all required information is received 8 points

Complete 85% or more but less than 90% of dose reconstructions within 5 months of date that all required information is received 3 points

Complete less than 85% of the dose reconstructions within 5 months of date that all required information is received 0 points

2. Complete Rework Cases in a timely manner (5 points)

Dose reconstructions that are returned by the Department of Labor for rework, should be revised and submitted to DCAS for review within 60 calendar days of receipt from the DOL. Cases involving additional data requests or pended cases may take longer and will be excluded from the pool. Points will be awarded based on the completion of a percentage of the cases as follows:

3. Review data for applicability to completed cases (5 points)

Production should be supplemented with evaluations of claims for which DOE monitoring data became available after claim was submitted to DOL. These goals are subject to availability of cases to work.

4. Development of Co-worker Models (8 points) The contractor team should develop high quality Co-worker models for estimating dose to unmonitored or inadequately monitored workers in accordance with the Draft Criteria for the Evaluation and Use of Co-worker Datasets. The co-worker models may require the development of novel methods to address issues such as censored data, This criterion will be evaluated based on the timely development and the overall quality (accuracy) of the Co-worker model. Rework of models due to quality issues should be minimized. All phases of the model development (data coding, dataset evaluation (quality and completeness testing), TWOPOS data development, and intake model development) will be evaluated for both timeliness and quality.

5. Support emerging DCAS initiatives (5 points)

The initiatives to be evaluated are

1) Making documents publicly available to the extent possible when those documents are cited as references in products prepared for Board, Work Group, or Subcommittee discussions; (3 points)

2) Other initiatives that DCAS and contractor team agree to add to this element during the performance period, if any. (2 points)

1) This criterion will be evaluated by performance at compiling references in a timely fashion, and developing a routine method for submitting them for DOE review.

2) This criterion will be evaluated as other initiatives are developed.

6. Implement Plain Language Practices (2 points) Plain language writing needs to be included in publicly assessable documents such as the Evaluation Report Summary section of SEC Evaluation Reports, white papers, reports etc. The contractor team should continue implementing measures to ensure that individuals who write, edit, or approve documents complete training consistent with the Plain Writing Act of 2010.

C. Business Management (15 points)

1. Business Operations (5 points)

Management of business operations will be evaluated for procurement, personnel, and overall business management and contract compliance. Procurement will be evaluated for the effectiveness and compliance of purchasing policies, practices and procedures with emphasis placed on awards to small and disadvantaged business. The personnel evaluation will consider compliance with personnel policies and procedures, labor relations, and Equal Employment Opportunity compliance. Overall business management and contract compliance will consider timely, accurate, and complete business and cost reports; effectiveness of the contractor’s business management practices; comprehension of the contract’s business requirements at all management levels; property control and administration; overall management response to the needs of the Government; compliance with the terms of the contract; and completeness and speed of response to the Contract Officer’s inquiries.

2. Cost Management (5 points).

The contractor will be evaluated in the area of cost management, including the use of resources and the variance between the negotiated amounts and rates versus actual amounts and rates. Particular attention will be placed on the control of labor and other direct charges. All areas of cost will be evaluated, including labor, overhead, G&A, materials, travel and equipment. The contractor shall provide reasons for variances between actual and negotiated costs. Information shall be provided on measures the contractor has taken to reduce the overall cost to the Government.

3. Organizational Commitment (5 points)

Middle and upper management will be evaluated for their success in meeting the needs of NIOSH. Commitment can be demonstrated by acquiring and maintaining appropriate facilities and equipment, cross-training of personnel, the ability to hire and retain qualified personnel, and the ability to perform difficult tasks in a timely and cost-effective manner.

Ratings are established in accordance with the Performance Based Award Fee Plan and in accordance with FAR 16.401(3)(iv).

FAR 16.401(e)(3)(iv)