AF std GM Performance Plan 11 May 2010.pdf

PERFORMANCE PLAN

FOR

AIR FORCE GROUNDS

MAINTENANCE CONTRACT

Dover AFB, DE 11 May 2010

Solicitation Number: FA4497-10-R-0003

Attachment 2

TABLE OF CONTENTS

Subject Page

1. Purpose 2

2. Objective 2

3. Results 2

4. Organizational Structure 2

5. Multi-Functional Team Roles and Responsibilities 2

6. Progress Meetings 4

7. Surveillance Approach 4

8. Contract Manager Notifications 5

9. Discrepancy Reporting 5

10. Non SS Items 5

11. Certification of Services 5

12. Contract Rating (Partnering) 6

13. Contractor Rating (CPARS) 6

Appendix 1, QAP File Index 7

Signature Page 8

1. PURPOSE

This Performance Plan (PP) has been developed to evaluate contractor actions while implementing the Performance Work Statement (PWS). It is designed to provide an effective surveillance method of monitoring contractor performance for each listed objective on the Service Summary (SS) in the grounds maintenance contract.

The PP provides a systematic method to evaluate the services the contractor is required to furnish.

This PP is based on the premise the government desires to maintain a quality standard in Grounds Maintenance Contract and that a service contract to provide the service is the best means of achieving that objective.

The contractor, and not the government, is responsible for management and quality control actions to meet the terms of the contract. The role of the government is quality assurance to ensure contract standards are achieved.

Careful application of the process and standards presented in the remainder of this document will ensure a robust quality assurance program.

2. OBJECTIVE

This PP is designed to provide the Multi-Functional Team a vehicle to ensure delivery of the desired mission support services within cost and on schedule. The PP will also provide the Quality Assurance Personnel (QAP) an effective systematic surveillance method for each item listed in the Performance Work Statement (PWS), specifically on the Service Summary (SS). The premise of commercial contracting is for the Contractor to assume responsibility for the work they produce.

3. RESULTS

The results in managing this acquisition through this PP, is to provide Dover Air Force Base with Base Grounds Maintenance Services that are acceptable and timely while protecting Government resources.

4. ORGANIZATIONAL STRUCTURE

Contracting Officer 436 CONS/LGCB Contracting Administrator 436 CONS/LGCB

Quality Assurance Program Coordinator 436 CONS/LGCP Functional Commander 436 CES Quality Assurance Personnel 436 CES Alternate Quality Assurance Personnel 436 CES

5. MULTI-FUNCTIONAL TEAM ROLES & RESPONSIBILITIES

The following government officials will participate in performance management of this contract through use of the Management and Oversight of Acquisition of Services Process (MOASP) and the contractor. Their roles and responsibilities are described as follows:

5.1. Quality Assurance Personnel (QAP):

is responsible for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract. These individuals will have primary responsibility for completing quality assurance monitoring forms that will be used to document the inspection and evaluation of the contractor’s performance. The QAP will maintain surveillance documentation, notify the Contracting Officer (CO) of any significant performance deficiencies and recommend improvements to the PP and Performance Work Statement (PWS) throughout the life of the acquisition.

5.1.1. QAP documentation of contractor performance should be accomplished as the observation is completed, thus preventing loss of information. All documentation generated in the performance of this plan will be marked, "For Official Use Only".

5.2. The Contracting Officer (CO):

has overall responsibility for overseeing the contractor’s performance. The CO will also be responsible for the day-to-day monitoring of the contractor’s performance in the areas of contract compliance, contract administration, cost control, and property control;

reviewing the QAP assessment of the contractor’s performance; and resolving all differences between the QAP version and the contractor’s version of events. The CO is the only person with the authority to direct the contractor in the performance of their duties under the contract and to make interpretations of and changes to the contract. The CO will facilitate Multi-functional Team meetings.

5.3. The Functional Commander/Director (FC/FD):

has overall responsibility for developing the PWS and the Performance Plan and ensuring they satisfy mission requirements, are performance-based, foster innovation, and define metrics. The FC/FD will also be responsible to assign competent and capable functional experts to the Multi-functional Team. The FC/FD will also assign, as a minimum, a primary and an alternate QAP and notify the CO of any changes to this designation.

Review contractor performance documentation, prepared by the QAP on a regular basis to ensure performance is compatible with contract and mission objectives. The FC/FD is also responsible for identifying mission essential services and developing the necessary documents IAW DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crisis.

5.4. The Contracting Squadron Commander (CSC) and/or The Director of Business Operations (DBO):

serves as the Business Advisor to senior leadership; developing and implementing acquisition strategies for services acquisitions; providing oversight of the Multi-functional Team in planning, assessing contractor performance, and managing the acquisition throughout the life of the requirement IAW the FAR, DFARS and AAFARS.

Also provide Management and Oversight of the Acquisition of Services Process (MOASP) reports on service acquisitions to the MAJCOM for consolidation. The CSC will provide a health of services acquisitions to senior leadership on an annual basis.

5.5. The Quality Assurance Program Coordinator (QAPC):

develops, manages and implements the Dover AFB Quality Assurance Program; supports the Multi-Functional Team in the development of contract requirements, ensuring requirements are clearly stated and enforceable; aids in development of the Service Summary (SS) and Performance Plan and provides training to all FC/FD, QAP and others that interact with this contract as needed.

5.6. The Contract Administrator (CA):

is the focal point for issues regarding the contract; prepares and processes modifications to the contract; assists the CO in ensuring contractor performance meets contract standards; records and transcribes minutes for meetings.

The CA will perform QAP assessment on a periodic basis as determined by the CO. The contract administrator (CA) will verify that the QAP is accomplishing their surveillance according to this performance plan. Observation of one or two checks will be sufficient to verify the QAP’s procedures. If deficiencies are discovered in the QA surveillance procedures, the contracting officer will notify the FC/FD and provide any assistance the FC/FD may request, such as additional training for QA personnel. The CA will ensure that the QA is documenting their surveillances on a timely basis. A check of the QA files will also be performed on a periodic basis as determined by the CO/CA.

5.7. The Contractor:

is the service provider and will ensure that a government acceptable quality control system is provided and maintained. The contractor is required to provide all services identified in the PWS not just those identified in the SS. The contractor will also provide support to Senior Leadership as required (e.g., performance metrics, briefings).

6. PROGRESS MEETINGS

The Contract Administrator, QAP, Contractor and other MFT members as needed will have monthly progress meetings at the start of the contract until which time the government makes a determination that the contractor has a clear understanding of the contract requirement. The Progress Meetings will be changed to quarterly or as needed.

7. SURVEILLANCE APPROACH

a. Purpose. This section details the method to be used in verifying contractor compliance with contract requirements. The key elements of this process are the contractor’s quality program and government identified high risk and critical operational requirements. The high risk and critical operational requirements dictate the minimum surveillance requirements the government must accomplish. This Performance Plan provides the procedures on how to conduct these surveillances.

b. Surveillance Approach. To facilitate the surveillance of the contractor’s quality program, government personnel will verify contractor compliance with designated performance requirements. The QAP will verify the critical requirements. The specific procedures to be followed in verifying the critical requirements are delineated in this plan. The intent of this surveillance approach is to gain confidence in the contractor’s way of doing business and then adjusting the level of insight to a point that maintains that confidence. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. All government evaluators should be prepared to periodically update the surveillance approach when the situation arises. It is the responsibility of the Functional Commander (FC) and QAP to review the critical requirements to assess their applicability and recommend the addition or subtraction of requirements as conditions warrant.

Service Delivery Summary.

Performance Objective PWS

Para Performance Threshold

Remedy Method of Assessment

SS-1

Maintain Improved Grounds

a. Mow

b. Edge

c. Trim

d. Irrigation Systems

e. Leaf Removal

f. Fertilization

g. Pest Control

h. Lawn Renovation

i. Prune Shrubs

1.1, inclusive

No more than 5 valid defects per month

Re-performance Within 8 hours of notification

Periodic Validation

Performance Objective PWS Para

Performance Threshold

Remedy Method of Assessment

SS-2

Maintain Semi- Improved Grounds

a. Mow Non-Airfield semi-improved areas

b. Trim Non-Airfield semi-improved areas

c. Mow Airfield semi-

1.2, inclusive

No more than 5 valid defects per month

Re-performance Within 8 hours of notification

Periodic Validation improved areas

d. Trim Airfield semi-improved areas

e. Mow Taxiway, Runway Edge Lights and Signs

SS-3

Maintain Un-Improved Grounds

1.3, inclusive

No more than 5 defects per month

Re-performance Within 1 day of notification or a mutually acceptable timeframe to the CO or COR and contractor.

Periodic Validation

SS-4

Maintain Vegetative Beds, Inert Beds and Related Areas

1.4 No more than 3

valid defects per month

Re-performance Within 4 hours of notification

Periodic Validation

SS-5

Debris, Trash and Litter Policing

1.1, inclusive

No more than 3 valid defects per month

Re-performance Within 4 hours of notification

Periodic Validation

Performance Objective PWS Para

Performance Threshold

Remedy Method of Assessment

SS-6

Tree Pruning

1.7, inclusive

No more than 3 valid defects per month

Re-performance Within 4 hours of notification

Periodic Validation

SS-7

Quality Control Contractor’s Quality Control Plan (incorporated into contract after award).

2.1 No more than 3

valid defect per month

Contractor shall complete a written Corrective Action Report.

Periodic Validation

(1) CUSTOMER COMPLAINT: The QAP will receive complaints from base personnel and if found to be valid, pass them to the contractor’s quality control inspector (QCI) for correction. Recurring defects are not permitted for multimedia operations. For example if a customer complains that service has not been performed or the service is defective, the contractor will be required to correct the defect through reperformance and no defect will be recorded against the contractor’s performance. However, if this same situation occurs again within the same evaluation period, a defect will be recorded and reported to the contracting officer (CO) for appropriate action.

(2) PERIODIC SURVEILLANCE: The QAP will periodically assess the contractor’s performance by either watching actual performance, physically checking an attribute of the completed task or inspecting the task or its results to determine whether or not the performance meets the standard contained in the contract. The QAP will evaluate and document the contractor’s performance using locally developed checklists and an activity log. When the surveillance observation results in a deficiency, the QAP will ask the contractor to re-perform, if possible. If the task or service cannot be reperformed, the service is considered deficient.

8. CONTRACT MANAGER NOTIFICATION

The QAP will ensure that the contract manager/project manager is informed of contract performance status. The contract manager/project manager should also be informed of any contract discrepancies noted during QAP surveillance.

9. DISCREPANCY REPORTING

The QAP will notify the contract manager/project manager of any discrepancies noted during the QAPs inspections. This notification is for discrepancy correction only and does not indicate concurrence to the discrepancy by the contractor. The QAP will also notify the CA of all discrepancies noted during the surveillance. The frequency and method of notification to the CA will be provided to the QAP during phase two training.

10. NON-SS ITEMS

Everything that is written into the PWS is required to be provided by the contractor, thus everything in the PWS is subject to government surveillance.

11. CERTIFICATION OF SERVICES

Certification of services is performed by QAP via Wide Area Work Flow (WAWF) system. At the end of each billing period, service provider inputs invoice information in the WAWF system. WAWF automatically notifies appropriate QAP via email of pending invoice. QAP accesses WAWF and verifies accuracy of service provider’s data.

If data is correct, QAP certifies invoice and payment is conducted by Defense Finance Accounting System (DFAS). If QAP encounters errors in service provider’s invoice, QAP consults with on site manager to mutually rectify data. If service provider disagrees with QAP, issue is forwarded to the CO for resolution.

12. CONTRACTOR RATING (Partnering) The QAP and the CA will perform a periodic (monthly or quarterly) joint contractor rating. This rating will be used to ‘partner’ with the contractor and provide them with a process for continual contract service improvement.

13. CONTRACTOR RATING (CPARS)

Contractor’s Performance Assessment Rating (CPAR) is applicable to all service contracts valued over $1,000,000. Guidance on CPARS is available from the Department of the Air Force CPARS Guide and the 436 CONS CPARS representative.

QAP FILE INDEX

Tab 1 Contract Documents

a. Performance of Work Statement

b. Contract Modifications

c. Performance Plan

d. Contractor’s Quality Control Plan (if applicable)

Tab 2 Multi-functional Team Documentation

a. Multi-functional Team (MFT) First Meeting/Training

b. MFT meeting(s)

c. Pre-solicitation memos for records/General Correspondence

Tab 3 QAP Appointment Letters, Duties & Responsibilities Letter Phase I, Phase II and Refresher Training Certificates

a. Nomination/Appointment Letter to QAP Duties

b. Phase I Certification

c. Phase II Contract Administrator Training

d. Functional Director/Functional Commander Certificate

Tab 4 Inspection Documents/Unacceptable Performance Documentation

a. QAPC Inspections-Contract Administrator Files/QAP Files

b. Contractor Past Performance Report (CPARS)

Tab 5 Miscellaneous Correspondence/Memos for Record