B08_Attachment_C_Award_Fee_Plan.pdf

United States Department of the Interior

U.S. FISH & WILDLIFE SERVICE

National Conservation Training Center 698 Conservation Way

Shepherdstown, WV 25443

AWARD FEE DETERMINATION PLAN

Solicitation 140F0422R0015

Guest and Food & Beverage Services at the National Conservation Training Center

26 MAY 2022

Solicitation 140F0422R0015

ATTACHMENT C

A. Introduction

1. Contract No.:

Contractor:

Period of Performance:

Description:

F22PCXXXX

TBD

September 1, 2022 through August 31, 2027 Guest and Food & Beverage Services at the NCTC

2. The purpose of this plan is to establish the award fee evaluation procedure for the determination of the amount of award fee payable under the contract, and define the duties and responsibilities of personnel involved in the award fee process.

3. The award fee payable will be determined quarterly each contract year by the Fee Determination Official (FDO), based on recommendations of the Performance Evaluation Board (PEB), and in accordance with this plan.

4. The amount of award fee available on the contract is a predetermined percentage of the estimated cost of all work performed under the contract and will be a fixed amount at time of contract award. The amount of award fee payable under the contract may range from no fee to the maximum amounts listed in this procedure for the award period specified. The earning of award fee is prohibited when a contractor’s overall cost, schedule, and technical performance in the aggregate is below satisfactory.

5. Award fee determinations are not subject to the Disputes clause of the contract.

6. As recommended by the FDO, the Contracting Officer (CO) may unilaterally change the matters in this plan, provided the contractor receives notice of the changes at least 30 calendar days prior to the beginning of the evaluation period to which the changes apply.

B. Organizational Structure for Award Fee Administration

1. Fee Determination Official (FDO). The FDO for this contract is the NCTC Director. The FDO approves the award-fee plan and any significant changes thereto. The FDO reviews the recommendations of the PEB, considers all pertinent data, and determines the earned award-fee amount for each evaluation period. The FDO is responsible for ensuring that the amount and percentage of award fee earned reasonably and accurately reflects the contractor’s performance.

The FDO’s decision must be provided to the CO and documented in the contract file. The documentation must include an explanation of the rationale for any upward or downward variation from the PEB’s recommendation.

2. Performance Evaluation Board (PEB). The PEB will conduct quarterly evaluations of the contractor’s performance in accordance with the Performance Evaluation Criteria (Addendum 1).

Evaluations will be based on individual observation and assessment, as well as, comments submitted by the Contractor, Contracting Officer’s Representative (COR), and/or the Contracting Officer.

ATTACHMENT C

The voting PEB members are:

Contracting Officer (Chair) Contracting Officer’s Representative Facility Operations Division Manager O&M Contract Contracting Officer's Representative NCTC Deputy Director

3. PEB Responsibilities. The PEB responsibilities include: monitoring, evaluating, and assessing contractor performance in all performance areas. One or more board members may be assigned by the PEB Chair to monitor a specific performance area. The PEB members should prepare comments on performance observations for consideration during board meetings and submit the comments to the PEB chair. The COR will be responsible for writing a report that addresses every element of the performance objectives. The PEB can recommend appropriate changes in this plan for future consideration.

C. Method for Determining Award Fee

1. The PEB Chair may make or change board member assignments at any time without advance notice to the contractor. The PEB Chair will notify the contractor promptly of any member assignments and changes.

2. The PEB Chair will ensure that each board member receives appropriate orientation and guidance, as well as, specific instructions applicable to the members’ assigned performance areas. PEB members will evaluate and assess contractor performance in accordance with the specific instruction and guidance furnished by the PEB Chair.

3. Performance reporting will be submitted to the PEB Chair within the quarterly rating period in which performance occurred. The Contractor shall provide a written “self-assessment,” addressing each of performance evaluation criteria, to the Contracting Officer within two weeks after the last day of the rating period.

4. The PEB will meet quarterly to conduct an evaluation of the Contractor’s performance. The meeting will be held within 30 days after the last day of the rating period. The PEB will review and consider COR Reports, individual observations and assessments, the Contractor’s self assessment, and any other performance information it obtains. At the meeting, the PEB will evaluate and rate the contractor’s performance on the individual objectives. The PEB will then summarize its findings and rate the contractor’s overall performance in accordance with the performance evaluation criteria (Addendum 1) and adjective ratings (Addendum 2).

5. The PEB Chair will prepare a preliminary report of the PEB’s evaluation and forward it to the Contractor for review. The preliminary report will be provided within 45 days after the last day of the rating period. The contractor will be given the opportunity to submit information on its behalf and may provide additional written documentation within three working days after receipt of the preliminary report. The PEB will consider matters presented by the Contractor and finalize its findings and recommendations for the Performance Evaluation Board Report (PEBR).

6. The PEB chair will prepare a final report which will include an overall award fee adjectival rating and a recommended earned award fee amount with supporting documentation. All PEB members will sign the PEBR. The earned award fee amount will be based on the award fee pool available to be earned for that rating period. Available Award Fee amounts will be finalized at time of award and will be incorporated into this plan as Addendum 3.

7. After finalizing the report, the PEB Chair will forward the PEBR, and any supporting documents, to the FDO for use in making the final determination of the award fee earned.

8. The FDO will consider the PEBR and associated documents, and may discuss it with the PEB and other personnel as appropriate.

9. The FDO will determine the final rating and percentage of award fee earned from the available Award Fee Pool (Addendum 3). The basis for this determination will be stated in the Award Fee Determination Report.

10. The Contractor will be notified by official letter from the Contracting Officer of the FDO’s determination, and will be provided with a copy of the PEBR within 60 days after the last day of the rating period. After receipt of the official letter, the Contractor will submit a separate invoice for the amount of award fee earned.

ADDENDUM 1

PERFORMANCE EVALUATION CRITERIA

Evaluation Criteria Unsatisfactory Marginal Satisfactory Very Good Exceptional

1. Quality 1.a – Quality – Front Desk, Reservations, and Transportation

Failed to meet contract requirements. Routine tasks of providing rooms and transportation were not met, even with direction from the Government. There is negative impact to programs. There is a total lack of professional and courteous interaction with the Guests.

Met most contract requirements. Routine tasks of providing rooms and transportation requires continuous direction from the Government. There is negative impact to programs. Interaction with Guests is less than professional and in a courteous manner.

Met all contract requirements. Routine tasks of providing rooms and transportation were provided with minimal direction from the Government. Issues are resolved without negative impact to programs. Business is usually conducted in a professional and courteous manner.

Met all contract requirements. Routine tasks of providing rooms and transportation were provided with nearly no direction from the Government. There is no negative impact to programs. Business is mostly conducted in a professional and courteous manner.

Met all contract requirements.

Proactively and expertly completes routine tasks of providing rooms and transportation without direction from the Government. Easily adapts to changes, with no negative impact to programs. Business is always conducted in a professional and courteous manner.

1.b – Quality – Housekeeping, Janitorial, and Conference Setup Failed to meet contract requirements. Guest rooms, office spaces, public spaces, and classrooms are not maintained in a clean, orderly fashion, and not ready for scheduled use.

There is no indication of Contractor Quality Control Inspections, and

Met most contract requirements. Guest rooms are cleaned, but at times, not immediately ready for check-ins. Office and public spaces are not maintained in a clean, attractive appearance, and requires continuous direction by the

Met all contract requirements. Guest rooms, office spaces, public spaces, and classrooms are regularly maintained in a clean, orderly fashion, and ready for scheduled use, with minimal direction by the Government.

Met all contract requirements. Guest rooms, office and public spaces, and classrooms are maintained to be thoroughly clean and ready for scheduled use with nearly no direction by the Government.

Met all contract requirements. Guest rooms are thoroughly clean, ready for scheduled use, and in addition have been flipped to accommodate special programs.

Offices, public spaces, and classrooms are thoroughly clean and

Evaluation Criteria Unsatisfactory Marginal Satisfactory Very Good Exceptional lack of response to direction by the Government.

Government. Classroom setups are inaccurate and require last minute changes.

ready for use, with no direction by the Government.

1.c – Quality – Food and Beverage Services Failed to meet contract requirements. A variety of nutritious food for meals and breakstations was not provided per the SOW. Labeling is not provided to identify food. Food is undercooked or not maintained at proper serving temperature and becomes waste. Special events and catering setups are inaccurate and have missed food.

Serving and dining areas are not kept clean and attractive during the meal periods. There is no indication of Contractor Quality Control Inspections, and there is a lack of response to direction by the Government.

Met most contract requirements. A minimal variety of nutritious food for meals and breakstations was provided per the SOW.

Labeling is not regularly provided to identify food. Food is not consistently fresh and attractively displayed from beginning to end of meal periods. Special events and catering setups are infrequently accurate and frequently have missed foods.

Dining areas are not continually refreshed for customers. Operations require continuous direction by the Government.

Met all contract requirements. A variety of nutritious food for meals and breakstations was regularly provided per the SOW. Labeling is provided to identify food. Food is fresh and attractively displayed from beginning to end of meal periods. Special events and catering setups are generally accurate and with few missed foods. Dining areas are refreshed for customers. Operations require minimal direction by the Government.

Met all contract requirements. A variety of nutritious food for meals and breakstations was consistently provided per the SOW.

Labeling is provided to identify food, lists main ingredients, and includes possible allergens.

Special events and catering setups are accurate and no missed food. There is nearly no direction by the Government.

Met all contract requirements. A variety of nutritious food for meals and breakstations was provided per the SOW, and includes local fresh seasonal fruits and vegetables. Menu is revised to ensure minimal waste. Labeling is provided to identify food, and includes main ingredients, possible allergens, and nutritional values. Special events and catering setups exceed the customer’s expectations. Operations require no direction by the Government.

Evaluation Criteria Unsatisfactory Marginal Satisfactory Very Good Exceptional

2. Schedule 2.a – Schedule -

Failed to meet contract requirements. Staffing is not provided to proactively complete routine tasks and maintain assigned areas.

Work schedules are not adjusted accordingly based on the business calendar. Staffing is not adequate to provide services on open weekends and for special events. Project work is not being scheduled and has a negative impact to the facility.

Met most contract requirements. A significant number of routine tasks are not completed on time and have a negative impact to the facility and programs. Hours worked versus workload needs some improvement based on the business calendar. Contractor is dependent upon Government direction to accomplish project work.

Met all contract requirements.

Contractor on occasion will miss routine tasks, however, once identified by the Government, is accomplished without impact to the facility.

The business calendar is routinely used to determine adequate staffing for the week and open weekends.

Project work is accomplished with minimal direction by the Government.

Met all contract requirements.

Contractor is proactive and completes routine tasks and maintains assigned areas. Project work is accomplished at times without impact to the facility and programs. Contractor is flexible and adjusts to customer dynamics and responds promptly to guest service requests.

Met all contract requirements.

Contractor is proactive and completes routine tasks, maintains assigned areas, promptly responds to special requests, identifies and completes project work with no negative impact to the facility and programs. Staffing is provided for open weekends, special events, and during periods of inclement weather. Overtime is minimal and with prior Government approval.

3. –Cost Control 3.a – Cost Control -

Failed to meet contract requirements.

Contractor does not effectively manage personnel resources, taking into consideration guest counts and events, thus incurs unnecessary

Met most contract requirements.

Contractor utilizes flexible schedules, taking into consideration guest counts and events, however, is regularly over-staffed and incurs

Met all contract requirements.

Contractor utilizes flexible schedules, taking into consideration guest counts and events, and has minimized unnecessary labor costs.

Met all contract requirements.

Contractor utilizes flexible scheduling, taking into consideration guest counts and events, and incurs no unnecessary labor costs.

Met all contract requirements.

Contractor utilizes flexible scheduling and cross-training, taking into consideration guest counts and events, and simultaneously performs

Evaluation Criteria Unsatisfactory Marginal Satisfactory Very Good Exceptional labor costs. Procurement of materials, supplies, and products is not obtained at Best Value to the Government.

There is no effort to provide cost savings.

unnecessary labor costs.

Procurement of materials, supplies, and products is infrequently obtained at Best Value to the Government.

There is minimal effort to provide cost savings.

Procurement of materials, supplies, and products is regularly obtained at Best Value to the Government.

Contractor routinely pursues effective ways to produce cost savings.

Procurement of materials, supplies, and product is frequently obtained at Best Value to the Government.

Contractor provides practices and procedures which produce cost savings.

project work with no unnecessary labor costs.

Procurement of materials, supplies, and product is always obtained at Best Value to the Government.

Greater volume discounts are acquired to increase the cost savings to the Government.

Contractor provides alternatives that produce cost savings.

4. Management 4.a – Management – Resources & Execution

Failed to meet contract requirements. Key personnel do not demonstrate the technical expertise necessary to meet responsibilities.

Vacancies are not backfilled in accordance to the Key Personnel clause of the contract.

Key Personnel fail to develop good working relationships with the Government and other

Met most contract requirements. Key Personnel demonstrate a general knowledge in assigned areas, however, do not demonstrate the technical expertise to meet responsibilities.

Vacancies are not backfilled in accordance to the Key Personnel clause of the contract.

There is a need to improve relationships with the Government

Met all contract requirements. Key Personnel have demonstrated the technical expertise necessary to meet responsibilities.

Qualified temporary personnel are provided during the vacancy of a full time Key Personnel position. Key Personnel develop good working relationships with the Government and other

Met all contract requirements. Key Personnel have demonstrated the technical expertise necessary to meet responsibilities and in addition have acquired additional training for new processes and procedures in conducting business.

Contractor maintains a fully qualified staff and meets requirements of

Met all contract requirements. Key Personnel promote a positive and proactive work ethic among the management team and staff members. The contractor is a good team player with the Government and other contractor staff, and participates in Government initiatives.

Contractor proactively maintains a fully

Evaluation Criteria Unsatisfactory Marginal Satisfactory Very Good Exceptional contractor staff.

Contractor has not provided a fully qualified staff and does not meet the requirements of the

SOW.

and contractor staff.

Contractor does not maintain a fully qualified staff and frequently does not meet the requirements of the

SOW.

contractor staff.

Contractor usually maintains a fully qualified staff and meets the requirements of the SOW, with occasional direction from the Government.

the SOW, with infrequent direction from the Government.

qualified staff and meets all requirements of the SOW, with no direction from the Government.

4.b. – Management – Reporting & Deliverables Failed to meet contract requirements. Reports and deliverables are not available to the Government.

Met most contract requirements. Reports and deliverables are not complete and not on time. Government has to continually inquire about completion.

Met all contract requirements. Reports and deliverables are complete, however, the contractor must be reminded to have available on time.

Met all contract requirements. Reports and deliverables are complete and on time, with minimal Government direction.

Met all contract requirements. Reports and deliverables are always complete and on time without, Government direction.

4. c – Management – Communication Failed to meet contract requirements. The internal exchange of information is non-effective and has a negative impact on customer service.

Contractor does not exchange information with the Government and/or other contractors and impedes operations on the facility.

Contractor does not

Met most contract requirements. The internal exchange of information is less than effective and has a less than positive impact on customer service.

Contractor does not consistently exchange information with the Government and/or other contractors and has a negative impact to operations on the

Met all contract requirements. The internal exchange of information is effective and has a positive impact on customer service. Contractor will regularly exchange information with the Government and/or other contractors and has a positive impact to operations on the facility. Contractor

Met all contract requirements. The internal exchange of information is effective and has a significant positive impact on customer service.

Contractor is proactive and will exchange information with the Government and/or other contractors to avoid a negative impact on the facility.

Met all contract requirements. The internal exchange of information is effective and has a substantial positive impact on customer service.

Contractor is expedite with the exchange of information with the Government and/or other contractors and has prevented a negative impact on the facility.

Evaluation Criteria Unsatisfactory Marginal Satisfactory Very Good Exceptional provide accurate information to the Guests.

facility. Contractor frequently provides inaccurate information to the Guests.

infrequently provides inaccurate information to the Guests.

Contractor provides accurate information to the Guests.

Contractor always provides accurate information to the Guests.

5. Regulatory 5.a – Regulatory – General Safety

Failed to meet contract requirements. Non-compliance to OSHA requirements results in unsafe conditions and report of injury.

HazCom Training is not provided to employees.

SDS Manuals are non-existent. Personal Protective Equipment (PPE) is not provided to employees during the performance of work.

Met most contract requirements. OSHA received report of unsafe condition, however, OSHA deemed occurrence as being no violation. Contractor has to be reminded to provide HazCom Training. SDS Manuals are available within the work area; however, need to be updated with the most current product information. PPE is available to the staff, however, not in use on a daily basis.

Met all contract requirements. No report of unsafe conditions or injury to OSHA.

HazMat Training is provided to staff without direction by the Government. SDS Manuals are available within the work area and current on product information. PPE is typically worn by staff on a daily basis.

Met all contract requirements. No report of unsafe conditions or injury to OSHA. Record of HazMat Training, along with signed acknowledgements by all the staff, is voluntarily provided to the Government. SDS manuals are current and product data training is provided prior to actual use in the work area.

Staff is directed to use PPE throughout the shift.

Met all contract requirements. No OSHA violation, HazMat Training is complete, SDS manuals are updated and training is always provided on the use of new products.

Contractor participates in the NCTC Safety Committee meetings.

NCTC is given notice of potential safety violations on the facility.

5.b – Regulatory – WV Health Department Failed to meet contract requirements. Staff does not have Food Handler Certifications.

Bartenders do not have TIPS Certifications. Soft

Met most contract requirements. Staff had Food Handlers Certification, however, has expired and needs renewal. Bartenders had

Met all contract requirements. Staff have a current Food Handler Certification, however, do not regularly carry the card. Bartenders

Met all contract requirements. Staff do carry a current Food Handler Certification card. TIPS Certification is current and is

Met all contract requirements. Food Inspection has no critical and no non-critical violations and inspector has noted as

Evaluation Criteria Unsatisfactory Marginal Satisfactory Very Good Exceptional serve ice cream/yogurt fails laboratory analysis.

Food Establishment Inspection has critical violations that result suspension of services.

TIPS Certification, however, have expired and needs renewal. Food Inspection has critical violation, however, does not result in suspension of services and remains to be corrected.

have a current TIPS Certification, however, is not displayed. Soft serve ice cream/yogurt passes laboratory analysis. Food Inspection has a critical violation, however, is noted as immediately corrected on the inspector’s report. Non-critical violation needs to be corrected.

displayed. Food Inspection has no critical violations, however, there is note of non-critical violation that needs corrected.

“No Issues”.

6. Small Business (Applicable to Large Business only) Noncompliant with FAR 52.219-8 and 52.219-9, and any other small business participation requirements in the contract. Did not submit Individual Subcontract Reports in an accurate or timely manner.

Showed little interest in bringing performance to a satisfactory level or is generally uncooperative.

Required a corrective action plan.

Deficient in meeting key subcontracting plan elements. Deficient in complying with FAR 52.219-8, Utilization of Small Business Concerns, and any other small business participation requirements in the contract. Did not submit Individual Subcontract Reports in an accurate or timely manner. Failed to satisfy one or more requirements of a corrective action plan

Demonstrated a good faith effort to meet all of the negotiated subcontracting goals in the various socio-economic categories for the current period.

Complied with FAR 52.219-8, Utilization of Small Business Concerns. Met any other small business participation requirements included in the contract/order.

Fulfilled the requirements of the

Met all of the statutory goals or goals as negotiated. Had significant success with initiatives to assist, promote and utilize SB, SDB, WOSB, HUBZone, VOSB, and SDVOSB. Complied with FAR 52.219-8, Utilization of Small Business Concerns. Met or exceeded any other small business participation requirements incorporated in the

Exceeded all statutory goals or goals as negotiated. Had exceptional success with initiatives to assist, promote, and utilize small business (SB), small disadvantaged business (SDB), women-owned small business (WOSB), HUBZone small business, veteran-owned small business (VOSB) and service disabled veteran owned small business (SDVOSB).

Evaluation Criteria Unsatisfactory Marginal Satisfactory Very Good Exceptional currently in place;

however, does show an interest in bringing performance to a satisfactory level and has demonstrated a commitment to apply the necessary resources to do so. Required a corrective action plan.

subcontracting plan included in the contract.

Completed and submitted Individual Subcontract Reports in an accurate and timely manner.

contract, including the use of small businesses in mission critical aspects of the program.

Endeavored to go above and beyond the required elements of the subcontracting plan.

Completed and submitted Individual Subcontract Reports in an accurate and timely manner.

Complied with FAR 52.219-8, Utilization of Small Business Concerns. Exceeded any other small business participation requirements incorporated in the contract. Went above and beyond the required elements of the subcontracting plan and other small business requirements of the contract. Completed and submitted Individual Subcontract Reports in an accurate and timely manner.

ADDENDUM 2

AWARD FEE RATINGS

A. Each individual performance criteria will be given an adjectival rating based on the performance ratings defined within each criterion. The individual ratings will then be used to assess an overall Award Fee Rating.

B. An overall Award Fee Adjectival rating and percentage of Award Fee Pool Available to be earned will be assigned as defined in FAR 16.401(e)(3)(iv). The overall ratings are defined as follows:

Overall Award Fee Ratings & Percentages Award-Fee Adjectival

Rating

Award-Fee Pool Available To Be

Earned 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 No Greater 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.

ADDENDUM 3

AVAILABLE AWARD FEE POOL

The amount of award fee available in each evaluation period is limited to the amounts set forth in Section B of this contract, and are provided here for informational purposes. Award fee not earned during one period does not carry over to subsequent periods.

Evaluation Period Award Fee Available Base Year – Evaluation 1 TBD Base Year – Evaluation 2 TBD Base Year – Evaluation 3 TBD Base Year – Evaluation 4 TBD Option Year 1 – Evaluation 1 TBD Option Year 1 – Evaluation 2 TBD Option Year 1 – Evaluation 3 TBD Option Year 1 – Evaluation 4 TBD Option Year 2 – Evaluation 1 TBD Option Year 2 – Evaluation 2 TBD Option Year 2 – Evaluation 3 TBD Option Year 2 – Evaluation 4 TBD Option Year 3 – Evaluation 1 TBD Option Year 3 – Evaluation 2 TBD Option Year 3 – Evaluation 3 TBD Option Year 3 – Evaluation 4 TBD Option Year 4 – Evaluation 1 TBD Option Year 4 – Evaluation 2 TBD Option Year 4 – Evaluation 3 TBD Option Year 4 – Evaluation 4 TBD