Atch2_PerformancePlanl.pdf

Attachment 2 to Solicitation No. FA5209-11-T-0049

PERFORMANCE PLAN

FOR

Transportation of Tactical Vehicles and

Other Freight for Camp Fuji

Date: 11 Feb 2011

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

SOLICITATION FOR INFORMATIONAL PURPOSE ONLY. IT WILL NOT BECOME

PART OF THE CONTRACT.

This Performance Plan (PP) has been developed as identified in Air Force Instruction (AFI) 63-

124, Performance-based Services Acquisition (PBSA). The PP has been developed to evaluate contractor actions while implementing the Performance-based Work Statement (PWS). This plan will be used by the Quality Assurance personnel (QA) personnel to ensure contractor compliance on the Transportation of Tactical Vehicles and Other Freight for Camp Fuji contract.

This plan prescribes the objective in having the services, the goals of the multi-functional team, team members and their roles and responsibilities, and how the multi-functional team will assess 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, equipment, parts, transportation, and other items and services necessary to provide Transportation of Tactical Vehicles and Other Freight for Camp Fuji in accordance with the 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 PP is designed to provide the

Quality Assurance Personnel (QAP) with an effective and systematic method of monitoring contractor performance for each listed objective on the Services Summary (SS) in the PWS.

This PP 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 PP 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. The government will also rely on the contractor's existing or developed Quality Control System for ensuring contractual requirements are met.

The contractor is required to develop and implement a comprehensive program of inspections and monitoring actions. The QAP is to be objective, fair, and consistent in evaluating the contractor’s performance against the standards contained in the PWS.

2. GOALS OF THE MULTI-FUNCTIONAL TEAM

2.1. Initial Performance Review: The initial evaluation of contractor performance shall take place within 30 calendar days after the contractor assumes full performance responsibilities (i.e. after completion of transition/mobilization) to ensure the contractor has successfully started performance, completed transition, is fully operational, and is within the estimated cost, schedule, and performance parameters of the contract.

2.2 The government personnel listed in paragraph 3 below will participate in performance management of the contractor. The multi-functional team is established and meetings are held under the title formerly known as Business Requirement Advisory Group (BRAG). The goals of this team 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. Working together will reduce costs and improve contract performance. Contractor input shall be encouraged throughout the contract. Their roles and responsibilities are described in paragraph 3 below.

3. MULTI-FUNCTIONAL TEAM ROLES & RESPONSIBILITIES

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

3.1. Quality Assurance Personnel (QA) personnel:

3.1.1. Responsible for monitoring, assessing, recording and reporting on contractor compliance with the terms and conditions of the contract. A primary and alternate QAP will be appointed for this contract. The Functional Commander/Director (FC/FD) is the designating authority. QAP 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 (KO) of any significant performance deficiencies and recommend improvements to the PP and PWS throughout the life of the acquisition.

3.1.1.1. Assessment Schedule: The QAP will develop a monthly surveillance schedule either computer generated or locally revised forms may be used based on the surveillance plan’s requirements. A sample is Quality Assurance Personnel Monthly Schedule and Summary

Surveillance Report in Appendix A. This schedule should indicate contract number, SS number

(inspection items) and paragraph numbers of the PWS, and date of inspections. The monthly schedule must be completed before the first day of the surveillance period that it covers, and will be sent to the KO. The schedule shall be marked “FOR OFFICIAL USE ONLY” and shall not be shown to the contractor. Either the QAP’s supervisor or Functional Commander/Director will sign the schedule.

3.1.1.2. Changes to the assessment schedule shall be posted promptly. Copies of the changed schedule shall be sent to the FD/FC and the KO. The QAP shall document the reason(s) for changes of the assessment schedule, and maintain the documentation in the QAP’s files with the corresponding changed assessment schedule.

3.1.1.3. Surveillance: The QAP will conduct inspections of all SS items IAW the surveillance method(s) at Para 4. If discrepancies are found during surveillances, the Functional

Commander/Director must sign surveillance documentation.

3.1.1.4 The QAP are responsible to conduct, at a minimum, quarterly assessments of maintenance conducted on contractor-operated, government-owned equipment.

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

3.2. 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 QAP’s assessment of the contractor’s performance; and resolving all differences between the QAP 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. The KO will facilitate MFT meetings.

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

Overall responsibility for developing the PWS and the PP to ensure mission requirements, are performance-based, foster innovation, and define metrics. The FC/FD will assign competent and capable functional experts and QAP to the Multi-Functional Team. The FC/FD will also assign primary and alternate QAP and notify the KO of any changes to this designation and any significant contractor deficiencies related to the performance of the contract. The FC/FD is responsible for identifying mission essential services and developing the necessary documents

IAW DoDI 3020.37, Continuation of Essential DoD Contractor Services During Crisis. The

FC/FD is responsible for reviewing contractor’s performance documentation prepared by the

QAP ensuring contract compliance.

3.4. The Contracting Squadron Commander:

Serves as the business advisor to senior leadership i.e. wing commander and group commanders.

Annually brief Senior Leadership on the health of Quality Assurance Program. Annually submits Management and Oversight of the Acquisition of Service Process (MOASP) reports to

PACAF. Ensures that the Multi-Functional Team exercises acquisition authorities and responsibilities in accordance with the Federal Acquisition Regulation (FAR), Defense Federal

Acquisition Regulation (DFARS), Air Force Federal Acquisition Regulation (AFFARS) and Air

Force instructions. Responsible for 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; and ensuring personnel on the Multi-Functional Team receive the appropriate level of training to meet local needs.

3.5. The Quality Assurance Program Coordinator (QAPC):

Develops, manages and implements the base 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 Services Summary (SS) and PP and provides training to all FC/FD, QAP and others that interact with this contract as needed.

3.6. 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.

3.7. Others as needed: The Multi-Functional Team may include other organizations as deemed necessary.

4. PERFORMANCE ASSESSMENT.

4.1. The following Services Summary Guides reflects the performance evaluation required by the PWS.

SERVICES SUMMARY (SS) AND METHOD OF ASSESSMENT

Performance Objective PWS

Paragraph

Performance

Threshold

Method of

Assessment

SS1: Provide qualified contractor personnel for movement of sensitive and hazardous freight.

1.2.3 and

1.2.4

Deficiencies shall not exceed 1 per month. Periodic Surveillance

SS2: Furnish vehicles as ordered by Ordering Officer.

1.3. Deficiencies shall not

exceed 1 per month. Periodic Surveillance

SS3: Comply with operating rules and vehicle safety

1.4. Deficiencies shall not

exceed 1 per month. Periodic Surveillance

SS4: Provide services as ordered in compliance with schedule

1.7.2 (c) Deficiencies shall not exceed 1 per month. Periodic Surveillance

4.2. Assessment of SS Items: The QAP 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.

4.3. 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 QAP conducting the assessment. When QAP determine that contractor performance is unacceptable, the specific reason for the unacceptable performance shall be recorded on the QAP’s assessment documentation.

The methods of inspection are listed below.

4.4. Methods of Inspection:

4.4.1. Periodic Inspection

Standard: Deficiencies shall not exceed the performance thresholds cited in the SS for each performance objective. The QAP 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 QAP shall inspect the performance objectives indicated in SS monthly, and indicate performance as acceptable or unacceptable. The surveillance documentation should outline the same items indicated on the QAP’s monthly schedule. If during an inspection the

QAP 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 finding and challenges the validity, the QAP will contact the KO. The deficiency will be recorded even if correction of the unacceptable condition(s) is accomplished.

If a repeated unacceptable service is received indicating the same deficiency during the same service period (month, quarter, etc.), the QAP should contact the KO for appropriate action.

4.5. 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 KO.

4.6. Remedies for Non-Conformance: If inspections indicate unacceptable performance, the

QAP will notify the contractor’s contract manager of the deficiencies for correction. The

Contractor shall be given 24hrs (or shorter depending on the discrepancy identified)(depending on the discrepancy identified) after notification to correct the unacceptable performance. If deficiencies are not corrected within the required time frame, the QAP 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 reperformance is not possible, contract price may be reduced to reflect the reduced value of the services performed.

5. PERFORMANCE MANAGEMENT.

5.1. 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.

5.2. Multi-functional Team Meetings: The multi-functional team and contract specific MFT 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 is provided for the life of the contract. This team will meet upon exercising contract options.

5.2.1. 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. If a MFT is required more often than annually it will be scheduled by the KO.

5.3. Quarterly QAP Performance Assessment: Contract Administrator will perform quarterly surveillances to ensure contract compliance and proper documentations of QAP’s files.

5.4. Contract Performance Assessment Reporting System (CPARS): QAP shall conduct, document, track, and analyze contractor performance via regularly scheduled assessments. The assessment results shall be maintained as Past Performance Information and utilized to prepare and support annual Performance Assessment Report System (CPARS) reporting. CPARS will be updated at 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. The Assessing Official Representative (AOR) will be the QAP, who will also prepare the CPAR document and his/her supervisor will be the

Assessing Official (AO), who will review the CPAR. The contractor will have input prior to this

CPAR being finalized. The contractor will select their personnel to serve as Contractor

Representatives (CR) to review and comment on the CPAR. The CPAR will be sent to the

Reviewing Official (RO) if there is significant disagreement on the CPAR's ratings between the

AO and the CR or if the AO chooses to revise the assessment as a result of the CR's comments.

The RO is the KO. The KO’s signature shall not be delegated.

6. REVISIONS TO THIS PERFORMANCE PLAN.

Revisions to this PP are the joint responsibility of the FD/FC, KO and QAP. The QAP review the PWS and PP 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.

Attachment to Solicitation No. FA5209-10-T-0049

Appendix A

Sample Periodic Surveillance Report

DAY/

SS Item 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31

Performance

Occurred

Surveilled & Results

Customer Complaint

Received

Performance

Occurred

Surveilled & Results

Customer Complaint

Received

Performance

Occurred

Surveilled & Results

Customer Complaint

Received

Performance

Occurred

Surveilled & Results

Customer Complaint

Received

Kazuyuki Kobayashi Hapken, Breanne, 2nd Lt USMC

Signature of QAP Signature of Functional Commander

INSTRUCTIONS:

Remarks

SS Item #2

Furnish vehicles as ordered by Ordering

Officer

PWS 1.3.

MONTH/YEAR

b. Place "U" when a valid customer complaint is received and forward it to the Contracting Officer with back-up documents as applicable.

1. QAP checks "√" in the boxes for performance occurred when performance was provided.

a. Place "A" in the box blank when the service is acceptable. Place "U" when the service is unacceptable and forward it to the Contracting Officer with back-up documents for further action.

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

FA5209-11-D-XXXX

QAP(s) Name(s): Kazuyuki Kobayashi

METHOD OF SURVEILLANCE: Periodic Surveillance and Customer Complaint for all SS Items (Schedule is for Periodic Surveillance Only.)

SS Item #1

Provide qualified contractor personnel for movement of sensitive and hazardous freight

PWS 1.2.3 and 1.2.4

SS Item #3

Comply with operating rules and vehicle safety

PWS 1.4.

Signatures

FOR OFFICIAL USE ONLY (When Filled In)

FOUO NO LONGER APPLIES AFTER COMPLETION OF SCHEDULED WEEK.

June-11

SS Item #4

Provide services as ordered in compliance with schedule

PWS 1.7.2(c)

QUALITY ASSURANCE PERSONNEL MONTHLY SCHEDULE AND SURVEILLANCE REPORT

CONTRACT NUMBER

Attachment to Solicitation No. FA5209-10-T-0049

7. REVIEW & ACCEPTANCE.

MFT member signatures indicate their review and acceptance of the PP for Transportation of

Tactical Vehicles and Other Freight for Camp Fuji, dated 11 Feb 2011. These signatures indicate coordination on this PP at the time of development and will remain in effect until the plan is changed.

2LT BREANNE HAPKEN ANDREW L. WHITNEY

Functional Commander Director of Business Operations

KAZUYUKI KOBAYASHI WAYNE W. GODFREY

Primary QAP Chief, Specialized Flight

CWO2 CORREA HERNANDEZ MAKI KODAMA

Alternate QAP Contracting Officer

EMI YASUDA PETER J. COX

Contract Administrator QA Program Coordinator