AFPS RFP Attachment 1 Award Term Plan.pdf

ASSET FORFEITURE PROGRAM SUPPORT

AWARD TERM PLAN

DJJE-10-RFP-0662

May 2010

Award Term Plan – Attachment 1 Asset Forfeiture Program Support

TABLE OF CONTENTS

1.0 INTRODUCTION……………………………………………………………………………………………...3

2.0 ORGANIZATION…………………………………………………………...……………………………...…3

3.0 RESPONSIBILITIES………………………………………………………………………………………….3

4.0 AWARD TERM PROCESSES……………………………………………………………………………..…3

5.0 AWARD TERM PLAN CHANGE PROCEDURE …………………………………………………………5

Award Term Plan – Attachment 1 Asset Forfeiture Program Support

1.0 INTRODUCTION

a. The Government is concerned with the continuity of a qualified, skilled, high-performing and experienced workforce. This award term plan is the basis for the Asset Forfeiture Program Support services evaluation of the Contractor’s retention of quality staff and for presenting assessment of those levels to the Term Determining Official (TDO). Evaluation will begin at the start of performance of the basic contract. An adjustment to the award term will not result in a contract ordering period of less than five years or greater than seven years from the start of performance of the basic contract. This plan describes the specific criteria and procedures to be used to assess the contractor’s retention of quality staff and to determine the amount of award term points earned. Actual award term determinations and the methodology for determining the award term are unilateral decisions made solely at the discretion of the Government

b. Any contract term extension earned will be reflected in unilateral contract modifications based upon points earned as determined by the TDO. The award term earned will be based upon review of the Contractor’s retention of quality staff against the criteria set forth in this plan. The TDO may unilaterally change this plan prior to the beginning of each interim evaluation period. Changes to this plan that are applicable to a current evaluation period will be incorporated by mutual consent of both parties.

2.0 ORGANIZATION

The award term organization consists of the Term Determining Official (TDO), the Staff Retention Monitors, the Contracting Officer (CO), and other advisors, if required. The TDO, Staff Retention Monitors, and the CO are listed below:

1. TDO – to be filled in at contract award

2. Staff Retention Monitors – to be filled in at contract award

3. CO – to be filled in at contract award

3.0 RESPONSIBILITIES

a. Term Determining Official (TDO) o The TDO approves the Award Term Plan and any changes. The TDO reviews the reports and recommendations of the Staff Retention Monitors, considers all pertinent data, including applicable information available in the Contractor’s Performance Report, and determines the earned award term points for the evaluation period.

b. Staff Retention Monitors o The Staff Retention Monitors maintain written records of the Contractor’s retention of quality staff so that a fair and accurate evaluation is obtained. Staff Retention Monitors prepare interim reports as required by this plan.

c. Contracting Officer (CO) o The CO is the liaison between the Contractor and Government personnel. The CO modifies the contract ordering period, if necessary, to reflect the decision of the TDO.

d. Advisors o Advisors may be used as necessary to assist both the TDO and Staff Retention Monitors and may recommend changes to the Award Term Plan.

4.0 AWARD TERM PROCESSES

a. Available Award Term Points:

o The earned award term points will be based on the Contractor’s retention of quality staff during each interim evaluation period. The available points for the total evaluation period are shown below:

o 65 – 100 award term points = 1 year term extension o 0- 64 award term points = no award term earned

Award Term Plan – Attachment 1 Asset Forfeiture Program Support

b. Interim Evaluation Milestones:

o The Interim evaluations are scored as detailed below. These evaluations are not only to score the

Contractor, but are also used to identify current quality staffing levels so that appropriate adjustments can be effected prior to the end of any given evaluation period. There will be five interim cycles. No later than 30 calendar days after each contract period, the Staff Retention Monitors submit their evaluation of the entire period, relative to the Contractor’s retention of quality staff, to the TDO. The TDO, in 30 days, determines the interim evaluation results and notifies the contractor of its overall score for that contract period. Discussions with the contractor regarding quality staff retention levels need not be restricted to the interim evaluation. The CO may also issue notice at any other time when it is deemed necessary to highlight Government concern with the Contractors retention of quality staff. Additionally, the quarterly In-Process Review (IPR) forum may also be used to discuss any aspects of the contractor’s retention of quality staff.

1. Base Period: 01 Feb 2011 – 30 Jan 2012 Complete Interim by 31 Mar 2012

2. Option Period 1: 01 Feb 2012 – 30 Jan 2013 Complete Interim by 30 Mar 2013

3. Option Period 2: 01 Feb 2013 – 30 Jan 2014 Complete Interim by 30 Mar 2014

4. Option Period 3: 01 Feb 2014 – 30 Jan 2015 Complete Interim by 30 Mar 2015

5. Option Period 4: 01 Feb 2015 - 30 Jan 2016 End of Evaluation Period – Make decision to award 1 year term by 30 Mar 2016

6. Option Period 5: 01 Feb 2016 - 30 Jan 2017

7. Award Term Period: 01 Feb 2017 – 30 Jan 2018

c. Scoring System:

o Quality Staffing Levels at 95 - 100% = 20 points o Quality Staffing Levels at 85 – 94% = 15 points o Quality Staffing Levels at 75 – 84% = 10 points o Quality Staffing Levels below 74% = 5 points

The max score that can be achieved during any interim period is 20 points. The max score that can be achieved in total is 100 points (20 pts x 5 periods). For purposes of the plan, a staffed position is one where the employee is either on-board or their security package has been submitted to the appropriate Government security office for processing and adjudication. Quality is measured utilizing the overall skill, experience and quality of performance of the contractor’s staff and may be measured utilizing the Contractor’s Performance Report.

d. Contractor’s Self-Assessment:

o The Contractor is permitted to submit a self-evaluation no later than 30 calendar days after each contract period. The written assessment should include the Contractor’s staffing retention efforts and activities or actions taken throughout the interim evaluation period to maintain quality staffing levels. This written self-assessment may also include any information that may be reasonably expected to assist the TDO in evaluating the Contractor’s retention of qualified staff. The Contractor’s self-assessment may not exceed two (2) pages.

o The Contractor is required to submit a staff retention plan for staffing levels that are below 84%.

The plan shall detail how the Contractor intends to maintain a less than 15% employee attrition level.

e. End-of Period Evaluation Milestone:

o No later than 30 calendar days after the end of the evaluation period, the Staff Retention Monitors submit their evaluation reports and recommendations to the TDO. The Contractor provides its self-assessment to the TDO. The TDO determines the overall rating and earned award term points for the interim evaluation period no later than 60 calendar days after the interim evaluation period

Award Term Plan – Attachment 1 Asset Forfeiture Program Support ends. The TDO issues a letter that informs the contractor of the earned award term points. If there are sufficient award term points, the CO issues a modification reflecting the award of an additional year of tasking.

f. Change in evaluation scorings o If the CO does not provide specific notice in writing to the contractor of changes to the evaluation scoring system prior to the start of an interim evaluation period, the same scoring from the preceding period will be used in the subsequent interim evaluation period. Any changes to the evaluation scoring system will be made by notifying the Contractor.

g. Award Determination and Methodology Disclaimer o Actual Award Term Determination and the methodology for determining the award term is a unilateral decision made solely at the discretion of the Government and shall not be subject to appeal under the “Disputes” clause of this contract. Additionally, if performance deteriorates after granting the Award Term, but prior to starting performance of the Term, the Government may rescind the Term of performance. If, after commencing the Award Term, performance deteriorates, the Government may terminate the award term at no cost to the Government.

5.0 AWARD TERM PLAN CHANGE PROCEDURE

The TDO may unilaterally change this plan prior to the beginning of an interim evaluation period. In addition, the Contractor may recommend changes to the plan no later than 90 calendar days prior to the beginning of the new interim evaluation period. The Contractor will be notified of changes to the plan by the CO, in writing, before the start of the affected interim evaluation period. Changes to this plan that are applicable to a current interim evaluation period will be incorporated by the mutual consent of the parties.