Attachment J - WPNY PMR Food Service Briefing Template.pptx

Name 40X AFSB Commander

On The Line!

40X PMR X Quarter Contractor Name Contract Number OPT Year

U.S. Army Sustainment Command 22 March 2023 Controlled by: HQ, Army Sustainment Command Controlled by: HQ ASC G3/7 CUI Category: PRVCY

CONTROLLED UNCLASSIFIED INFORMATION

Instructions: This is a Government slide.

Agenda Attendees Purpose Summary Assessment Functional Assessment Safety Corrective Action Request Back Up Slides Continuous Improvement ODC Expenditures Summary Leases CDRL Submission Small Business Goals (Unrestricted Only) UCO Tracker

CONTAINS CONTRACT SENSITIVE INFORMATION

Back up slides will be brought to the main slide deck if there is a concern with performance.

Attendees XXX Army Field Support Brigade Commander – COL AFSBn Commander – LTC Deputy to the Commander Headquarters, Army Sustainment Command Administering Contracting Office Army Field Support Battalion Logistics Readiness Center Contractor Personnel

Attendees: LRC/Activity leadership, contractor, CORs, contracting officer, EMD, program analysts (Add, when applicable, FORSCOM attendees or Joint organization) COR will reach out to reimbursable customers to see if they want to partake in the PMR.

11/5/2024

The purpose of this performance management review (PMR) is to provide a dual (Contractor and Government) assessment of the contractor’s performance during the period of XX Month Year – XX Month Year.

Current Pop: XX Month YY – XX Month YY Purpose

Purpose slide.

References: AR 70-13

Text in Red needs to be updated.

Ft. XXX PMR Summary Due Outs from Previous PMRs:

Current Concerns:

Emergent Requirements:

Government Assessment Contractor Self-Assessment

Commanders Priorities:

Due Outs from Previous PMRs:

Emergent Requirements:

Readiness Overall Readiness Effect

Instructions: This is a mandatory Government/Contractor slide. Chart provides a quick glance on how the USG is assessing the contractor and how the contractor self-assessed their performance.

Commanders Priorities: Missions/task that are current priorities.

Due Outs from Previous PMR: These comments from both USG/Contractor can be items that have been resolved or open items that need to be addressed again.

Current Concerns: Summary narrative of AMBER and RED tasks should be addressed in this area.

Emergent Requirements: Mission drivers, workload, customer decrease/increase, tentative schedule for the change; for example, BCT deployments and UME operations established.

Status Chart: The status bar is a role up summary of each section. If a contractor has a GREEN/AMBER/RED color on a upcoming slide it will reflect on this slide. If a task is not part of the task order, it can be grayed out or removed.

Overall Readiness Effect: This assessment will be given by the Senior Gov attendee based on the overall assessment of Operational Readiness impact on War Fighter Support.

Contractor: The contractor will be responsible for filling out their due outs, current concerns, any new requirements and the role up summary of their self-assessment.

Ft. XXX Quality

Requiring Activity Assessment:

Contractors Assessment:

Requiring Activity Assessment: RA can add comments based on the status column below. If a task is not meeting expectation, then a comment should be added. If contractor is exceeding expectations, then that should be noted.

Current Concerns: Narrative of AMBER and RED tasks should be addressed in this area.

Task: If a requirement is not being met based on the PWS/PRS the status column color should be RED. If the requirement is being met but there are concerns of performance or a negative trend is occurring, then use AMBER. That PRS/PWS reference should be noted in the assessment or notes page. If a task is not part of the task order, it can be grayed out or removed. No concerns then GREEN is used.

Contractor: The contractor will be responsible for filling out their self-assessment, concerns and their task chart.

Requiring Activity: RA should use applicable info from CPARS Guidebook: Quality: A3.27.2.1 Assess the contractor’s conformance to contract/order requirements, specifications and standards of good workmanship (e.g., commonly accepted technical, professional, environmental, or safety and health standards). Include, as applicable, information on the following:

• Are reports/data accurate?

• Does the product or service provided meet the specifications of the contract/order?

• Does the contractor’s work measure up to commonly accepted technical or professional standards?

• What degree of Government technical direction was required to solve problems that arise during performance?

Ft. XXX Schedule

Contractors Assessment:

Requiring Activity Assessment: RA can add comments based on the status column below. If a task is not meeting expectation, then a comment should be added. If contractor is exceeding expectations, then that should be noted.

Current Concerns: Narrative of AMBER and RED tasks should be addressed in this area.

Task: If a requirement is not being met based on the PWS/PRS the status column color should be RED. If the requirement is being met but there are concerns of performance or a negative trend is occurring, then use AMBER. That PRS/PWS reference should be noted in the assessment or notes page. If a task is not part of the task order, it can be grayed out or removed. No concerns then GREEN is used.

Contractor: The contractor will be responsible for filling out their self-assessment, concerns and their task chart.

Requiring Activity: RA should use applicable info from CPARS Guidebook: A3.28 Schedule Assess the timeliness of the contractor against the completion of the contract, task orders, milestones, delivery schedules, and administrative requirements (e.g., efforts that contribute to or affect the schedule variance).

This evaluation of the contractor’s adherence to the required delivery schedule should include the contractor’s efforts during the evaluation period that contribute to or affect the schedule variance. Also, address significance of scheduled events (e.g., design reviews), discuss causes, and assess the effectiveness of contractor corrective actions. This element applies to contract/order closeout activities as well as contract/order performance. Instances of adverse actions such as the evaluation of liquidated damages or issuance of Cure Notices, Show Cause Notices, and Delinquency Notices are indicators of problems which may have resulted in variance to the contract/order schedule and should, therefore, be noted in the evaluation.

Questions to consider include the following:

• Is the contractor completing the design/engineering services activities in a timely manner? This includes administrative activities, as well as meeting all scheduled milestones in the design process.

• Did the contractor adequately schedule the work?

• Has the contractor met administrative milestone dates?

• Has the contractor met physical milestone dates specified by contract or agreed to in the project schedule?

• If the schedule has slipped through the contractor’s fault or negligence, has he taken appropriate corrective action of his own volition?

• Has the contractor furnished all required deliverables on or ahead of schedule?

• Is the contractor completing the construction activities in a timely manner? This includes administrative activities, as well as physical construction activities such as submittal of a management response to Request for Proposal (RFPs), etc.

• Has the contract furnished updated project schedules on a timely basis?

Ft. XXX Management / Business Relations

Contractor Assessment:

PCO Assessment:

CONTAINS CONTRACT SENSITIVE INFORMATION

Requiring Activity Assessment: RA can add comments based on the status column below. If a task has a performance concern or is not meeting expectations (failing), then a comment should be added. If contractor is exceeding expectations, then that should be noted.

PCO/Specialist/ACO Assessment: PCO/Specialist/ACO can add comment based on there interaction with the contractor.

Current Concerns: Narrative of AMBER and RED tasks should be addressed in this area.

Task: If a requirement is not being met based on the PWS/PRS the status column color should be RED. If the requirement is being met but there are concerns of performance or a negative trend is occurring, then use AMBER. That PRS/PWS reference should be noted in the assessment or notes page. If a task is not part of the task order, it can be grayed out or removed. No concerns then GREEN is used.

Contractor: The contractor will be responsible for filling out their self-assessment, concerns and their task chart.

Requiring Activity: RA should use applicable info from CPARs Guidebook: A3.30 Management.

Assess the integration and coordination of all activity needed to execute the contract/order, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts.

Include, as applicable, information on the following:

• Is the contractor oriented toward the customer?

• Is interaction between the contractor and the government satisfactory or does it need improvement?

• Include the adequacy of the contractor’s accounting, billing, and estimating systems and the contractor’s management of Government Furnished Property (GFP) if a substantial amount of GFP has been provided to the contractor under the contract/order.

• Address the timeliness of awards to subcontractors and management of subcontractors, including subcontract costs. Consider efforts taken to ensure early identification of subcontract problems and the timely application of corporate resources to preclude subcontract problems from impacting overall prime contractor performance.

• Assess the prime contractor’s effort devoted to managing subcontracts and whether subcontractors were an integral part of the contractor’s team. Are the contractor’s management, on-site, and home office personnel exhibiting the capacity to adequately plan, schedule, resource, organize and otherwise manage the work? If not, describe and relate to other rated elements.

Ft. XXX Regulatory Compliance

Contractor Assessment:

PCO Assessment:

CONTAINS CONTRACT SENSITIVE INFORMATION

Requiring Activity Assessment: RA can add comments based on the status column below. If a task has a performance concern or is not meeting expectations (failing), then a comment should be added. If contractor is exceeding expectations, then that should be noted.

PCO/Specialist/ACO Assessment: PCO/Specialist/ACO can add comment based on there interaction with the contractor.

Current Concerns: Narrative of AMBER and RED tasks should be addressed in this area.

Task: If a requirement is not being met based on the PWS/PRS the status column color should be RED. If the requirement is being met but there are concerns of performance or a negative trend is occurring, then use AMBER. That PRS/PWS reference should be noted in the assessment or notes page. If a task is not part of the task order, it can be grayed out or removed. No concerns then GREEN is used.

Contractor: The contractor will be responsible for filling out their self-assessment, concerns and their task chart.

Requiring Activity: RA should use applicable info from CPARs Guidebook: A3.32 Regulatory Compliance. (e.g. failure to report in accordance with contract terms and conditions, late or nonpayment to subcontractors, trafficking violations, tax delinquency, defective cost or pricing data, terminations, suspension and debarments) Assess compliance with all terms and conditions in the contract/order relating to applicable regulations and codes, using the Evaluation Ratings Definitions in FAR Part 42.1503(h)(4) Table 42-1. Consider aspects of performance such as compliance with financial, environmental (example: Clean Air Act, Clean Water Act), safety, and labor regulations as well as any other reporting requirements in the contract terms and conditions.

Consider questions such as the following:

• Has the contractor complied with all contract clause requirements?

• Has the contractor complied with the reporting requirements of the contract?

• Has the contractor complied with the quality assurance surveillance plan?

• Has the contractor complied with specifications or other contractual requirements in the contract such as FAPIIS reporting, CAS reporting, safety requirements, environmental reporting, and standard and unique contract requirements specific to that contract?

Safety Overview

Best Practices / Lessons Learned AFSB PMR Safety Inputs Contracts in line with OSHA Standards Safety/COR interface CDRL Details/Comments

Safety Plans not always reviewed by safety-trained personnel to include ACC

Contractor SOPs, Risk Assessments, JHAs and internal contractor audits not always provided to/reviewed by Safety

Contractor/COR Accident Reporting to ASC Safety Team not consistent across the enterprise

Challenges Safety/Contracting/COR collaboration QASP relevance to mission success Safety receiving/tracking CDRL Data (accident reporting, contractor safety assessments, training, JHA/JSAs, etc.)

OSHA Inspections & KTR Complaints Safety Way Ahead Contract Standardized PWS inputs Mission/Process-relevant/specific QASPs ASC Workplace Safety Assessments Contractor Training/Certification verifications (Rail, ASP, etc) CORs complete OSHA 511 / OSHA 10/30

CONTAINS CONTRACT SENSITIVE INFORMATION

The Government is responsible for filling out the status bar for CDRLs and CDRL Details/Comments.

The USG can add comments to challenges, best practices and way ahead.

Contractor will fill out accidents/incidents/areas of concerns along with any comments for challenges, best practices and way ahead. Contractor will also report “close call” to ensure any lessons learned are documented.

Lost days: The actual or estimated number of days that the individual could not work.

Restricted (Res) days: The actual or estimated number of days individual is temporarily unable to performing regular duties.

Red text is examples.

Corrective Action Request(CAR) Tracker

Date

This is a Government slide: This slide shows the minimum data fields required. Requiring activities can add columns if needed. Some examples: Some requiring activities have internal CAR tracking numbers that differ from the PDREP assigned number. A new column can be added to display the additional internal tracking number. If the requiring activity finds it useful to track when the CAR was submitted into PDREP, that as well can be added to the tracker.

Requiring activity will fill out the spreadsheet based on current CARs. Requiring activity will review the chart with the PCO to ensure all CARs are captured.

Closed CARs will stay on this chart.

Red text is examples.

Corrective Action Request (CAR)

Level I - a deficiency on a product or service and is not a systemic breakdown of a process or system. It includes nonconformances that are minor in nature and can be promptly corrected by the contractor and present NO need for root cause analysis or further preventive action. Level I CARs are considered closed immediately upon issuance.

Level II - deficiencies in a contractor’s processes or systems but are NOT “significant deficiencies” as defined in DFARS 252.242-7005(b). Level II would include multiple deficiencies indicating a systemic issue throughout the process, or it could be an escalation of repetitive Level I CAR for the same or similar nonconformance demonstrating the contractor is failing to institute effective corrective action and/or failing to implement effective quality and/or internal control(s). Requires contractor to correct the nonconformance, perform root cause analysis and provide a corrective action plan (CAP) acceptable by the government.

Level III - deficiencies in a contractor’s system that is affecting a contracts or programs ability to meet cost, schedule or performance that are “significant deficiencies” or the failure to respond/remedy a Level II CAR. Requires a CAP acceptable by the government.

Level IV - critical nonconformance of such serious nature that is issued to the contractor’s corporate management for their attention to both the nonconforming condition and the company’s corrective action, or when a Level III CAR has been ineffective. Requires a CAP acceptable by the government.

Next PMR period will be XX Month – XX Month XXXX

The next PMR should take place in Month XXX.

Next PMR Period

Text in Red needs to be updated.

Guidance, Alibis, Closing Remarks

Back Up Slides Back Up Slides Continuous Improvement ODC Expenditures Summary Leases CDRL Submission Small Business Goals (Unrestricted Only) UCO Tracker

Back up slides can be brought up to the main slide deck if there are concerns with the performance of the contract.

Continuous Improvement / Improved Productivity Insert Here

This is a Government/Contractor slide:

Are there efficiencies that either the USG or contractor have developed/created. Are there improvements that have saved USG/Contractor money?

ODC Expenditures Summary

This is a Contractor slide:

This is a contractor slide, and cost should be filled out for the current period of performance.

Leased Equipment Renewal Schedule of Leased Equipment

1.) Forklift July 19 through June 20

This is a USG/Contractor slide. This is a USG and Contractor slide that will need to be worked together to collect the data. The leased equipment fields will vary based on actual equipment.

OY value is the Current Option Year value.

Current value to date.

Renewal Schedule of Leased Equipment: Provide the schedule of when annual leases will be renewed. This will provide USG the ability to plan ahead.

To edit data right click on chart and go to edit data.

Leased Equipment

MHE

Reportables

REPORTABLES

# Title Frequency Date of First Submission Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

CONTAINS CONTRACT SENSITIVE INFORMATION

This is a Government slide:

RA: This is a USG slide that will need to be worked between the RA and PCO. The Reportable fields can be changed based on what Reportables are on contract per location.

Green will be used if the Reportable was submitted and acknowledged on time. If the Reportable requirement is monthly, then each month needs to be populated with either green or red. Amber will be used if the Reportable is submitted but there are concerns with the information.

Program Management Small Business Goals

This is a Contractor slide: Only used on contracts awarded to a Large Business with Small Business Goal requirements.

Proposed Goals: Will be updated based on those for the specific EAGLE task Order (TO).

Task: This is a contractor slide to see if the contractor is making progress towards small business subcontracting goals. Dollar value and percentages are communitive.

UCO/UCA Tracker

CONTAINS CONTRACT SENSITIVE INFORMATION

Delay

This is a Government slide:

The RA/PCO jointly will fill this chart out. If there are any delays on meeting the milestones of getting the UCO definitized the reason will need to be noted in the last column.

image2.jpeg image1.png image3.jpeg

Microsoft_Excel_Worksheet.xlsx Sheet1

MHE NTV's Generators OY Value Current Value

1 QTR 6 11 2 $25,000 $20,000

2 QTR 6 11 2 $25,000 $20,000

3 QTR 6 15 1 $25,000 $23,000

4 QTR 10 15 1 $25,000 $25,000