Attachment 3 PWCS PP 20090814.doc

Attachment 3

RFP FA5205-09-R-0015

Attachment 3

RFP FA5205-09-R-0015

Performance Plan For Personal Wireless Communications Systems (PWCS) Misawa Air Base, Japan Written In Accordance With AFI 63-124 Multi-Functional Team of 35 CS & 35 CONS

08 July 2009 //signed//

ALAN HAEDGE, CAPT, 35 CS/SCO

Functional Commander //signed//

Date

ANTOINE JACKSON, SSGT, 35 CS/SCOTR

Quality Assurance Personnel

//signed//

Date

TOMOKO ASAI, CIV, 35 CONS/LGCP

Quality Assurance Program Coordinator

//signed//

Date

MICHIKO YOSHIZAWA, CIV, 35 CONS/LGCB

Contract Administrator

//signed//

Date

YOSHIKATSU NAKAMURA, CIV, 35 CONS/LGCB Contracting Officer

Date

1.

Objective:

This Performance Plan (PP) has been developed IAW and adheres to AFI 63-124, Performance-Based Services Acquisition (PBSA) guidelines. This PP will also be used to implement the Performance Management Assessment Program by interfacing with the Management and Oversight of Acquisition of Services Process (MOASP) policies. The PP will be used by the Multi-functional team (MFT) and the Quality Assurance Personnel (QAP) to assess contractor performance and manage the contract to obtain efficiencies, improved performance, and cost savings throughout its life cycle. The PP will also provide the QAP and effective systematic surveillance method of each item listed in the Performance-based 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.

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 operating, maintaining and repairing equipment and that a service contract to provide the service is the best means of achieving that objective.

2. GOALS OF THE MULTIFUNCTIONAL TEAM.

The goals of the MFT are to manage this 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 to provide the highest level of contract performance and customer service. The emphasis is on teamwork, trust, common sense and agility.

3. MULTI-FUNCTIONAL TEAM ROLES & RESPONSIBILITIES.

The following government officials will participate in performance management of this contract through use of the MOASP and the contractor. Their roles and responsibilities are described as follows:

3.1.

Quality Assurance Personnel/Evaluator (QAP/QAE):

3.1.1. Primarily responsible for planning surveillance schedule, monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract. The Functional Commander/Director (FC/FD) is the designating authority. QAP will have the 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 PWS throughout the life of the acquisition.

3.1.2. QAPs are responsible for certifying receipt of the contractor’s services on a monthly basis. The QAP must certify on each invoice, DD Form 250 – Receiving Report or similar documents. The Ordering Officer is appointed as primary QAP and serves as the acceptor of service on the government’s end.

3.2.

Functional Commander/Director (FC/FD): 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 who will be available full time or as warranted by the procurement cycle. The FC/FD will also assign a primary and an alternate QAP and notify the CO of any changes to this designation. 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.

3.3.

Contracting Officer (CO): 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 and the contractor’s disagreement. 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.

3.4.

Contract Administrator (CA): 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.

3.5.

Contracting Squadron Commander (CSC): 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 AFFARS. Also provide 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.

3.6.

Quality Assurance Program Coordinator (QAPC): Overall responsibility for develops, manages and implements the Misawa AB 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.

3.7.

Other Stakeholders: The Multi-Functional Team may invite other organizations when deemed necessary. Even the contractor performing service may be invited to the team meetings after contract performance is set off.

4.

QAP Appointment & Training. The FC/FD is the designating authority. Each QAP will be available to receive Phase I & Phase II training provided by the contracting office when designated. Contracting Officer delegates inspection authority to the QAP individuals by writing to the contractor. The individual may not start inspection until Phase I & II trainings and all required paperwork is completed.

5.

Services Summary and Method of Surveillance/Inspection. The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describers the minimally acceptable levels of service required for each requirement. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4(a), Contract Terms and Conditions – Commercial Items, Inspection/Acceptance, will be used to remedy all deficiencies.

Services Summary:

5.1.

Procedures for Monitoring SS and non-SS items: SS items will be monitored using 100 percent inspection of items serviced after the item is turned over to QAP. The QAP may also periodically survey the contractor in performance of the contract at any given time when services are being performed, as many times necessary, as determined by QAP. Both surveillance methods may involve a visit to the contractor worksite, interaction between QAP and the contractor, or post-operational checks of recently serviced equipment. Because this service is scheduled on an as needed basis a surveillance schedule for periodic surveillance will not be required under this performance plan. Non-SS items contained in the PWS may be inspected at the discretion of the QAP. If the contractor disagrees with any surveillance documented by the QAP, the matter should be referred to the Contracting Officer (CO) by the QAP or contractor.

5.2.

Required Reports: The following documents shall be processed under the contract:

5.2.1.

Corrective Action Reports as applicable when poor performance is documented. This report shall contain:

· Date of Report

· Satisfactory or Unsatisfactory performance

· Performance Objective and PWS Paragraph

· QA personnel signature

· Contractor’s representative response

· Contractor’s representative date and signature

5.2.2.

Monthly Surveillance Report: This checklist will be used for surveillance of SS and non-SS items and shall contain those non-SS items requiring periodic surveillance by QAP. The checklist must be submitted to the Contract Administrator by the fifth (5th) workday of each month for the previous month’s observations and reviewed/approved by the QAPC. The checklist will list the item being surveyed, the PWS paragraph it references, and a Yes/No/NA column.

5.2.3.

Documentation of reports: During the contract period, QAP retains a copy of all surveillance checklists and customer service/complaint forms. QAP will forward all surveillance checklists to the contract administrator at the end of the contract period.

5.2.4.

Contract Performance Assessment Reporting system (CAPRS):

The Multi-Functional Team will annually prepare a CPARS report, in accordance with DoD CPARS Guide. The assessment results shall be maintained as Past Performance Information (PPI) and utilized to future source selections. CPARS will be updated a t least annually documenting contractor performance for this specific contract. More frequent updates may be made as required to document a significant improvement or degradation of the level of contract performance.

6.

QAP FILE MAINTENANCE. QAPs will maintain all inspection and surveillance records in QAP file. Performance assessment and its supporting documents including CAPRS inputs are the Past Performance Information (PPI) and they are to be marked as “FOR OFFICIAL USE ONLY”. PPI should never be released to outside of the government. QAP, CA and 35 CONS QAPC will jointly ensure the QAP file maintenance once a year.

7.

CERTIFICATION OF SERVICES

The contractor will submit an invoice at the end of each billing cycle to the QAP. The QAP shall ensure the invoice information, certifies it, and transmit the certified invoice to DFAS for payment. One copy of the certified invoice shall be retained in the QAP file, one in the CA file.

8. UNACCEPTABLE PERFORMANCE.

8.1. The Cause of the Unacceptable Performance. When the contractor’s performance is deemed unacceptable, the QAP will determine the cause of the unacceptable performance. If any Government action, or lack of action, caused or contributed to the unacceptable performance, the unacceptable performance will not be counted against the contractor. The QAP will take action to ensure Government action, or lack of action, does not interfere with the Contractor’s performance in the future. The QAP will completely document the circumstance.

8.2. Corrective Action Report (CAR). When the unacceptable performances is not the result of Government action, or lack of action, the QAP shall promptly notify the contract manager and issue a CAR (Attachment 4) to the contractor to assure corrective action is taken. By initialing and dating the CAR, the contractor is acknowledging that s/he has been informed of the unacceptable performance and is not agreeing with the performance assessment. QAP shall direct the contractor to re-perform the service, if possible, without additional cost to the Government. If the contractor challenges the validity of the QAP’s unacceptable assessment finding, and the QAP and contractor cannot come to an agreement, the matter shall be referred to the CO for resolution. The contractor shall be required to return all completed CARs to the QAP no later than the suspense date indicated on the CAR.

8.3. Major Findings. If at any time the QAP identify a condition as having a significant adverse effect on the quality of the activity, such as those stated below, the QAP shall document their findings and notify the CO immediately in writing.

- Contractor failure to meet a Performance Threshold.

- Failure to provide adequate corrective action to preclude reoccurrence of Government identified findings.

- Failure to provide corrective action to deficiencies identified by the contractor within a prescribed suspense period.

- Any failure to adhere to security regulations that results in a security incident.

8.4. Minor Findings. A departure from established standards having little bearing on the service provided. When QAP identify a minor finding, the QAP shall document the findings, but is not required to notify the CO. However, if the same minor finding is identified two months in a row, it may be an indication that a major finding is occurring or has occurred because the Contractor has not taken proper steps to prevent recurrence. In this case, the QAP shall notify the CO in writing.

9. Remedies for Unacceptable Performance. In accordance with FAR 52.212-4, Contract Terms and Conditions - Commercial Items (February 2007).

10. MOASP.

10.1. Review of MOASP. All services acquisitions with a value in excess of $100,000 will be reviewed annually by the CO and 35 CONS/CC. The review shall be conducted and documented prior to issuing the notification of the governments intent to exercise an option to ensure identification of any negative variations in schedule and/or other significant performance measures required by the contract. If significant variations exist, include an explanation of the causes for the variance and an assessment of the contractor’s corrective action plan.

10.2. Report of MOASP. The 35 CONS/CC will filter the report data and forward a consolidated 35 CONS report to PACAF/LGCR that covers all actions that meet the clearance thresholds in PAFFARS 5301.9001(b). The report shall be forwarded not later than 31 October. For any action with a significant negative variance in cost, schedule or performance, the report to PACAF/LGCR will include additional narrative input in the data fields for explanations for the negative variance, suggested remedies, and CO's expectations of the quality of future performance. Attachment 6 will be utilized as a mandatory report format as directed by HQ PACAF/LGC Policy Letter 04-03, MOASP.

11.

REVISION TO THISPERFORMANCE PLAN. Revisions to this PP are the joint responsibility of the FD/FC, CO and QAP. The QAP reviews the PWS and PP annually and will provide proposed changes through the FC/FD to the MFT for review. This is a living document that can be changed at any time if the overall scope of the contract does not change.

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