Atch2_APP.pdf

Attachment 2 to Solicitation No. FA5209-10-T-0189

ALTERNATE PERFORMANCE PLAN

FOR

CHARTERED BUS TRANSPORTATION SERVICES

AT CAMP FUJI

Date: 15 April 2010

NOTE: THIS PERFORMANCE PLAN IS PROVIDED AS AN ATTACHMENT TO THE SOLICITATION FOR

INFORMATION PURPOSE ONLY. IT WILL NOT BECOME PART OF THE CONTRACT.

This Alternate Performance Plan (APP) has been developed as Performance-Based Services Acquisition (PBSA).

The APP has been developed to evaluate contractor actions while implementing the Performance-based Work

Statement (PWS). This plan will be used by the Government Representative (GR) to ensure contractor compliance on the Chartered Bus Transportation Services at Camp Fuji contract. This plan prescribes the objective in having the services, the government will assess the contractor performance and manage the contract to obtain efficiencies, improved performance, and cost savings throughout its life cycle.

1. OBJECTIVE

The objective is to provide all labor, materials, tools, equipments, parts, transportation, and other items and services necessary to perform (Name of Service(s) in accordance with the attached PWS. In addition to the services described in the PWS, the contractor is expected to be a partner with the base community in continuously improving the quality of programs and services offered to customers. This APP is designed to provide the GR with an effective and systematic method of monitoring contractor performance for each listed objective on the Service Summary (SS) in the PWS. This APP provides a systematic method to evaluate the services the contractor is required to furnish and not the details of how the contractor accomplishes the work. This APP is based on the premise that 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.

2. TEAM ROLES & RESPONSIBILITIES.

The following government officials will participate in performance management of the contractor. Their roles

2.1. Government Representative (GR):

2.1.1. Responsible for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract. A primary and alternate GR will be appointed for this contract. The Functional

Commander/Director (FC/FD) is the designating authority. (GR) 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 GR will maintain surveillance documentation, notify the Contracting Officer (KO) of any significant performance deficiencies and recommend improvements to the APP and PWS throughout the life of the acquisition.

2.1.1.1. Assessment Schedule: The (GR) will develop a monthly surveillance schedule either computer generated or locally revised forms may be used based on the surveillance plan’s requirements. This schedule should indicate contract number, SS number (inspection items) and paragraph numbers of the PWS, and date of inspections. The schedule shall be marked “FOR OFFICIAL USE ONLY” and shall not be shown to the contractor. GR. or the GR’s supervisor or Functional Commander/Director will sign the schedule.

2.1.1.2. Surveillance: The GR will conduct inspections of all SS items. The GR may also receive feedback from customers and other government employees and pass them on to the contractor’s QCI for correction. Compilation of the surveillance for the month will be signed by the GR. If discrepancies are found during surveillances, the

Functional Commander/Director must sign surveillance documentation.

2.1.1.3. GRs are responsible for certifying receipt of the contractor’s services on a monthly basis. The GR must certify on each invoice, or may use a DD Form 250 or similar documents.

2.2. The Contracting Officer (KO):

Overall responsibility for overseeing the contractor’s performance. The KO will be responsible for monitoring of the contractor’s performance in the areas of contract compliance, contract administration, cost control, and property control; reviewing the GR assessment of the contractor’s performance; and resolving all differences between the GR and the contractor’s disagreements. The KO is the only person with the authority to direct the contractor in the performance of his duties under the contract and to make interpretations of and/or changes to the contract.

2.3. Director /Superintendent (D/Supt):

Overall responsibility for developing the PWS and the APP to ensure mission requirements, are performance-based, foster innovation, and define metrics. The director/supt will assign competent and capable GR(s). The director/supt will also assign a primary and an alternate GR and notify the KO of any changes to this designation and any significant contractor deficiencies related to the performance of the contract. The director is responsible for reviewing contractor’s performance documentation prepared by the GR ensuring contract compliance.

2.4. The Contract Administrator (CA):

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

3. PERFORMANCE ASSESSMENT.

3.1. The following Service Summary Guides reflect the performance evaluation required by the PWS.

SERVICE SUMMARY (SS) AND METHOD OF ASSESSMENT

SS Number and Performance

Objective

PWS

Paragraph Performance Threshold Method of Assessment

SS 1: Provide services in compliance with schedules 1.4.2.3.

Deficiencies shall not exceed 1 per month Periodic Surveillance

SS 2: Provide emergency services

1.4.2.5.

Deficiencies shall not exceed 1 per month.

Periodic Surveillance

3.2. Assessment of SS Items: The GR will perform inspections to ensure contractor compliance with the appropriate paragraphs of the PWS and will record the results of inspection, noting the date of inspection.

3.3. Assessment Documentation shall include as a minimum, the date, time, and location the assessment was conducted, results of the assessment (acceptable or unacceptable), PWS paragraph number referencing the requirement, a short description of the requirement being surveyed, applicable remarks, signature of GR conducting the assessment. When GR determine that contractor performance is unacceptable, the specific reason for the unacceptable performance shall be recorded on the GR’s assessment documentation.

The methods of inspection are listed below.

3.4. Methods of Inspection:

3.4.1. Periodic Inspection

Standard: Deficiencies shall not exceed the performance thresholds cited in the SS for each performance objective. The GR shall notify the KO for appropriate action in accordance with FAR 52.212-4, Contract Terms and

Conditions - Commercial Items or the appropriate Inspection of Services clause, if any of the above service areas exceed the performance thresholds.

Procedures: The GR shall inspect the performance objectives indicated in SS at least monthly and indicate performance as acceptable or unacceptable. The surveillance documentation should outline the same items indicated on the GR’s monthly schedule. If during an inspection the GR finds unacceptable service they will conduct an investigation to ascertain the validity and cause of the unacceptable service and notify the contractor’s contract manager of the findings. Based on the findings, the contract manager may be asked to re-perform. If the contract manager disagrees with the complaint and challenges the validity, the GR will contact the KO. All unacceptable service will be recorded even if satisfactorily performedunder the re-performance. Recurring deficiencies in excess of the performance thresholds listed in the SS are not permitted for any of the performance objectives listed in the

SS. If a repeated unacceptable service is received indicating the same deficiency during the same service period

(month, quarter, etc.), the GR should contact the KO for appropriate action.

3.5. Assessment of Non-SS Items: All other tasks required under the PWS may be inspected on a random basis at a frequency determined by the FC/FD and the KO.

3.6. Remedies for Non-Conformance: If inspections indicate unacceptable performance, the GR will notify the contractor’s contract manager of the deficiencies for correction. The contractor shall be given an appropriate time frame (depending on the discrepancy identified) after notification to correct the unacceptable performance. If deficiencies are not corrected within the required time frame, the GR should notify the KO for action. If the contractor disagrees with the noted discrepancy and an agreement cannot be reached, the KO shall be notified for a final decision. When re-performance is not possible, contract price may be reduced to reflect the reduced value of the services performed.

4. PERFORMANCE MANAGEMENT.

4.1. Market Research: Market research will be used as a tool throughout the life of the contract to remain current with the most efficient and effective assessment methods and techniques of the commercial marketplace. As a minimum, market research will be conducted annually prior to exercising the option periods.

4.2. Multi-functional Team Meetings: The multi-functional team will manage the contract for the life of the contract. This team will form a partnership between the government and the contractor to ensure the best possible service if provided for the life of the contract. This team will meet upon exercising contract options.

4.2.1. All performance assessment documentation will be reviewed at these meetings. If performance improvement is necessary a plan of action will be created. The multi-functional team will continually review documentation and procedures to improve efficiency.

4.3. Quarterly GR Performance Assessment: Contract Administrator will perform Quarterly surveillances to ensure contract compliance and proper documentations of GR files.

5. REVISIONS TO THIS PERFORMANCE PLAN.

Revisions to this APP are the joint responsibility of the KO and GR. The GR reviews the PWS and APP annually and will provide proposed changes through the FC/FD to the multi-functional team for review. This is a living document that can be changed at any time if the overall scope of the contract does not change.

Appendix A

Sample Periodic Surveillance Record

QUALITY ASSURANCE MONTHLY SCHEDULE AND SURVEILLANCE REPORT

CONTRACT NUMBER MONTH/YEAR

August 2010

GR(s): Description: Chartered Bus Transportation Services at Camp Fuji

METHOD OF SURVEILLANCE Periodic Surveillance for all SS Items

DAY SS Item

-A u g

-1 u g u g u g u g u g u g u g u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

-A u g

SS Item

PWS

Paragraph

SS 1: Provide services in compliance with schedules

1.4.2.3.

Schedule Orders may be placed prior to the performance date per PWS Part 1.4.2.3. This information will be submitted along with monthly surveillance result.

Surveillance

Result

Customer

Complaint

Received

SS 2: Provide emergency services

1.4.2.5.

Schedule Orders may be placed within 24 hours prior to the performance date per PWS Part 1.4.2.5. This information will be submitted along with monthly surveillance result.

Surveillance

Result

Customer

Complaint

Received

Approval for Schedule

Signature of

GR

Signature of GR's Supervisor

INSTRUCTIONS:

1. Check the boxes if surveillance was conducted. The schedule shall not be shown to the Contractor.

2. At the completion of the surveillance, use this form also to record the result of the surveillance.

a. Place "A" when the service is acceptable.

b. Place "U" when the service is unacceptable and forward it to the Contracting Officer with back-up documents for further action.

Remarks

FOR OFFICIAL USE ONLY (When Filled In)

FOUO NO LONGER APPLIES AFTER COMPLETION OF SCHEDULED WEEK.