Attachment 2 - Performance Plan.doc

FA4801-11-T-0009

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FA4801-11-T-0009

PERFORMANCE PLAN

For

CARPET / TILE INSTALLATION SERVICES

At Holloman AFB

New Mexico

Date: __________________ KNUTSON, CHRISTIAN J. Lt Col Commander 49th Civil Engineer Squadron

Date: __________________

LUCIO VAZQUEZ, CIV

Quality Assurance Personnel (QAP) 49th Civil Engineer Squadron

Date: __________________ LAURA J. BUEHLER, Civ, DAF Contracting Officer (CO) 49th Contracting Squadron

Date: __________________ PATTI J. REN, Civ, DAF Quality Assurance Program Coordinator (QAPC)

49th Contracting Squadron

Final Draft Lucio Vazquez 14 January 2011

TABLE OF CONTENTS

Subject

Page

1. Overview ……………………………………………………………….

1.1. Purpose …………………………………………………………..

1.1.1 Intent ……………………………………………………………..

2. Goals of the Multi-Functional Team (MFT) …………………………

3. MFT Roles and Responsibilities

3.1. Functional Commander/Functional Director (FC/FD) ………

3.2. Contracting Squadron Commander (CSC) ………………….

3.3. Contracting Officer (CO) ……………………………………….

3.4. Multi-Functional Team (MFT) ………………………………….

3 - 4

4. Description of Services

4.1. Program Overview ………………………………………………

4.2. Scope of Work …………………………………………………..

4 - 5

4.3. Contract Type ……………………………………………………

5. Services Summary (SS)

5.1. Performance Objectives and Operational Requirements …..

5 - 10

6. Contract Quality Requirements

6.1. Quality Control Program…………………………………………

7. Surveillance Methods

7.1. Purpose ……………………………………………………………

7.2. Periodic Surveillance …………………………………………….

7.3. Random Sampling

7.4. Customer Complaints …………………………………………….

8. Surveillance Approach ………………………………………………..

11 - 12

8.1. Deficiency Reporting ……………………………………………..

9. Documentation Requirements

9.1 QAP Surveillance Documentation ……………………………..

9.2. Surveillance Record ……………………………………………..

9.3. Monthly Inspection Schedules …………………………………

9.4. QAP File/Folder ………………………………………………….

12 - 13

1. OVERVIEW

1.1. Purpose. The purpose of this Performance Plan (PP) is to identify the methods and procedures the Government will use to ensure it receives the services under contract as identified in the performance standards of the Performance Work Statement (PWS). This plan will focus on the level of performance required by the PWS; not the methodology or process.

1.1.1. Intent. The intent of this PP is to rely on the contractor's quality control, changing the government's role from "oversight" to "insight." Since new service requirements will be outcome-based, we can switch our focus to whether the standards (desired end results) are met, versus evaluating if each individual task is performed. A major benefit to this approach is that is allows us to reduce quality assurance manning and focus our efforts where we can reap maximum results.

2. GOALS OF THE MULTI-FUNCTIONAL TEAM. AFI 63-124 (Performance-Based Services Acquisition), Para 2.5.1., requires a multi-functional team (MFT) be established for each service acquisition over $150,000 annually. The goals of this team are to manage this requirement throughout the life of the contract and to provide an avenue to collectively work together to create a strong working relationship between the using agency, contracting and the contractor and provide the highest level of contract performance and customer service. After contract award, the contractor will become part of this MFT.

· The team strives for the contractor to take ownership and pride in providing a complete replacement of carpet and or floor tile system.

3. MULTI-FUNCTIONAL TEAM (MFT) MEMBERS ROLES & RESPONSIBILITIES.

The membership, goals and responsibilities of the MFT members are outlined as follows:

3.1. Functional Commander/Functional Director (FC/FD):

· Identify mission essential services, to include developing the necessary documents in accordance with DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crisis.

· Assign primary and alternate Quality Assurance Person (QAP) personnel unless another Quality Assurance organization or method can satisfy performance assessment requirements (e.g., Program Management Office).

· Review contractor performance documentation, prepared by the QAP, on a regular basis to ensure performance is compatible with contract and mission objectives while supporting a higher level of contractor performance, and fostering synergistic partnerships.

3.2. Contracting Squadron Commander:

· Serves as Business Advisor to Senior Leadership

· Provides the health of services acquisition to senior leadership annually. Provides MOASP reports on service acquisitions to the MAJCOM for consolidation.

· Making sure the multi-functional team exercises acquisition authorities and responsibilities according to the regulations.

3.3. Contracting Officer (CO): The CO ensures performance of all necessary actions for effective contracting and compliance with the terms of the contract. The CO safeguards the interests of the Government in the contractual relationship.

· The CO also delegates authority for inspection and acceptance in accordance with the terms of the contract.

· The CO informs the contractor of the names, duties, and limitations of authority for all Quality Assurance Personnel (QAP)

3.4. Multi-Functional Team (MFT): Membership in this group may include as few members as the: Contracting Officer, Program Manager, Quality Assurance Program Coordinator (QAPC), Contract Administrator (CA), Quality Assurance Personnel (QAP), Technical Representatives, and the Contractor (after award). Duties and responsibilities include:

· Fostering partnerships with industry to ensure exchanges of information among the service industry and other business experts occur. Ensuring the key stakeholders participate in developing, implementing, and executing the acquisition strategy.

· Providing support to senior leadership as required (i.e., performance metrics, data, briefings). Making sure that correspondence and presentations are accurate, timely and of high quality. Also, provides reports that provide early warnings of significant variances in cost, schedule, or performance to senior leadership. Completing and reporting annual performance reviews in accordance with the MOASP.

· Researching the commercial market to ensure the multi-functional team is using the most efficient and effective assessment methods, techniques, and best commercial practices in performance of the contract.

· Developing, implementing and executing a performance-based acquisition strategy, to include performance metrics that supports a higher level of contractor performance, fosters synergistic partnerships, accommodates changing or unforeseen mission needs and leverages commercial best practices. Ensuring the acquisition strategy aligns mission performance needs with performance-based work statements and acquisition approaches designed to deliver the desired mission support results.

· Managing risk to ensure mission performance is within cost/schedule constraints.

· Developing, implementing and executing a source selection, if applicable, that provides an integrated assessment of the offeror’s proposal and ensures a best value source selection based on the requirements of the Request for Proposal (RFP).

· Planning, programming, and budgeting adequate funds to ensure the execution is within approved funded baseline.

· Developing, implementing and managing milestones to ensure the acquisition supports mission requirements within the approved funded baseline.

· Completing and reporting annual performance reviews in accordance with the MOASP.

· Identifying opportunities to improve performance throughout the life of the acquisition. This includes benchmarking against industry, identifying initiatives, assessing the risk associated with these initiatives, using the Performance Plan to implement initiatives, and monitoring success of implementation.

· Assessing and managing contractor performance data, to include submitting Contractor Performance Assessment Reporting System (CPARS) reports.

· Developing, implementing, and executing performance measurement and management in accordance with the Performance Plan.

· Ensuring the requiring office and contractor understand the unique programs impacting an acquisition , e.g., Air Force Hazardous Materials Management Process (HMMP), safety, security, environmental, etc,.

· Recommend changes to the performance plan.

4. DESCRIPTION OF SERVICES

4.1. Program Overview. The Carpet and Floor Tile Replacement program at Holloman AFB is to remove and replace old and or worn out floor covering at designated buildings that have outlasted its expectations under normal conditions and wear. There are many floor covering types throughout the base. Many buildings may contain asbestos ACM. The Air Force is striving to have all Asbestos Containing Materials abated prior to any floor covering replacement can be administered. All asbestos abatement will be conducted by others a licensed asbestos abatement contractor.

4.2. Scope of Work. Replacement of floor covering may be either glue down carpet, double glue down, VCT tile, and or ceramic tile. A great a majority of the carpet installation requirements will be installed with Government Furnished Carpet. Also some carpet requirements will be contractor purchased and install. Overall most floor coverings and cove base will be purchased and installed by the contractor.

Floor covering installation shall be conducted as per PWS and Manufacturers Installation Instructions.

4.3. Contract Type. IDIQ

5. SERVICES SUMMARY (SS)

5.1. Performance Objectives and Operational Requirements

The following is a list of the contractual requirements that will be verified as contractually compliant by government personnel. Each requirement includes a government determined performance standard and the resource that is used to perform the verification. (Note: The performance standard is merely a reference point for government personnel and does not relieve the contractor of any contractual requirements.)

SS-1

Remove and replace carpet and cove-base

SS-2

Replace VCT tile and cove-base

SS-3

Install ceramic tile as per Manufacturers specs

SS-1 Performance Objective: The contractor shall accomplish the glue down carpet installation in accordance with Carpet Manufacturers Installation Instructions.

Performance Threshold: 100% Performance is acceptable when zero defects are met; such as the proper manufactures releasable adhesives that have been applied as per manufacturers specification, no evidence of bubbling, carpet separations, all seams have been properly adhered and sealed and the lay of the carpet is consistent throughout.

Method(s) of Surveillance: 100% surveillance method. The QAP will notify the contractor of any deficiencies during the surveillance visit. The QAP will document all surveillance results as it is being conducted and have the contractor representative sign/initial any findings. The QAP will maintain the documentation for file maintenance.

SS-2 Performance Objective: The contractor shall accomplish the floor tile installation in accordance with Floor Tile Manufacturers Installation Instructions.

Performance Threshold: 100% Performance is acceptable when zero defects are met, such as the proper manufactures adhesives have been applied with no evidence of bubbling, separations. Alignment and the lay of the tile must be uniform and consistent throughout. All surface substrates preparation must be complied with manufacturers specifications and as per the PWS.

Method(s) of Surveillance: 100% surveillance method. The QAP will notify the contractor of any deficiencies during the surveillance visit. The QAP will document all surveillance results as it is being conducted and have the contractor representative sign/initial any findings. The QAP will maintain the documentation for file maintenance.

SS-3 Performance Objective: The contractor shall accomplish the ceramic floor tile installation in accordance with the Floor Tile Manufacturers Installation instructions. Surface substrate preparation must complied with manufacturers specifications and as per the PWS.

Performance Threshold: 100% Performance is acceptable when zero defects are met, such as the proper manufactures adhesives have been applied with no evidence of bubbling, separations, and or out of alignment and the lay of the tile is consistent throughout. Color and patterns must be approved prior to installations.

Method(s) of Surveillance: 100% surveillance method. The QAP will notify the contractor of any deficiencies during the surveillance visit. The QAP will document all surveillance results as it is being conducted and have the contractor representative sign/initial any findings. The QAP will maintain the documentation for file maintenance.

6. CONTRACT QUALITY REQUIREMENTS

6.1. Quality Control Program. The Contractor's Quality Control Program requirements are defined in Paragraphs 1.13. of the Performance Work Statement (PWS). The Contractor shall establish, through an independent function, a Quality Control Plan (QCP) that implements procedures to identify and prevent defective services from recurring. The QCP must provide for the appropriate controls of service characteristics and attributes from contract start and include inspection and test criteria, methodology and data that is used to verify/validate conformance to acceptance criteria established for the contract. As a minimum, the contractor shall develop quality control procedures that address the areas identified in the Services Summary (SS), Section 5 of this plan.

7. SURVEILLANCE METHODS

7.1. Purpose. This section details the method(s) to be used in verifying contractor compliance with the contract requirements. The key elements of this process are the contractor's quality control program and government requirements identified in the Services Summary The requirements dictate the minimum inspection requirements the government must accomplish. This Performance Plan (PP) provides the procedures on how to conduct these inspections.

7.2. Periodic Surveillance. Periodic Surveillance is the type of surveillance that is based upon selecting samples for evaluation on other than 100% inspection or on a statistically random basis. Selecting this tool to determine a contractor’s compliance to contract requirements can be quite effective and allows QA Personnel to establish confidence or lack of confidence in the contractor while not consuming a significant amount of time. An example of periodic surveillance is weekly inspections when QA Personnel choose the location and time in other than a statistically random basis.

7.3. Random Sampling. Random Sampling is an appropriate method for frequently recurring tasks. A typical use of this surveillance method is lot size sampling. Initially, QA Personnel will evaluate randomly selected samples of the activity to determine the acceptability of the entire requirement. This method of surveillance reduces the time QA Personnel must spend on surveillance duties, and yet it still gives a reasonably accurate picture of a service’s overall acceptability. The random sampling is statistically based and assumes the government receives acceptable performance by the contractor if a given percentage or number of scheduled inspections is found to be acceptable. The results of our inspection will determine the government’s next course of action. For example, if performance is marginal or unsatisfactory, we need to document that inspection finding and begin corrective action. If performance is acceptable, we document this finding as well and may reduce the sample size or sampling frequency.

7.4. Customer Complaints. Customer complaints and comments can be a way to validate information obtained through other sources. They may also provide a basis for an incentive payment to the contractor. However, customer complaints are likely to be subjective and may not always relate to actual requirements of the contract; therefore, they must be validated by the QAP. Customer complaints and comments are useful in those areas that do not lend themselves to other types of surveillances.

8. SURVEILLANCE APPROACH. To facilitate the surveillance of the contractor's quality control program, government personnel will verify contractor compliance with designated performance objectives. The requirements will be verified by the Quality Assurance personnel (QAP). The specific procedures to be followed in verifying the requirements are delineated in this plan (Section 5). It is the responsibility of the Functional Commander/Director (FC/FD) and QAP to review the requirements to assess their applicability and recommend the addition or subtraction of requirements as conditions warrant. The intent of this Performance Plan (PP) is to gain confidence in the contractor's way of doing business and then adjusting the level of oversight to a point that maintains that confidence. With this intent, the PP is considered a “living document” which should be periodically reviewed and updated by the MFT, as necessary, throughout the duration of the contract.

9. DOCUMENTATION REQUIREMENTS

9.1. Surveillance Record. QA Personnel must document surveillance as it is being conducted. The documentation is an important component of the official Air Force record of the contractor’s performance. QA Personnel may use any locally devised form to record their observations of the contractor’s performance. It is suggested the following information be included:

· Contract paragraph number referencing the requirement

· Short description of the requirement being surveyed

· Method of surveillance and observation

· Date, time and location of the surveillance

· Results of the surveillance

· Signature and title of individual performing the surveillance

9.2. QAP File/Folder. A file/folder must be developed and maintained by each individual who is assigned to accomplish Quality Assurance (QA) duties for a particular contract. The file/folder is typically contained in a hardcopy, but may be maintained in a computer database provided there is adequate back up of the data to preclude accidental loss. The QAP file/folder must contain the following documents --

9.4.1. Copy of QAP Nomination/Appointment Letter

9.4.2. Copy of this Performance Plan (PP)

9.4.3 CO’s Letter to Contractor of QAP Appointment/Duties

9.4.4. Copy of the Contract (including ALL modifications)

9.4.5. Memos for Record, Correspondence, etc,.

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