PERFORMANCE PLAN.doc

PERFORMANCE PLAN TABLE OF CONTENTS

Section

Title

Page

A

Purpose

B

Roles and Responsibilities of the Multi-Functional Team

C

Service Delivery Summary and Method of Surveillance

D

Surveillance Procedures

E

Surveillance of Non-Service Delivery Summary Items

F

Unacceptable Performance

G

Certification/Acceptance of Services

H

Contractor’s Quality Control and Safety Plan.

I

Contract Management

J

Sample QAP/Supervisor Surveillance Form

PERFORMANCE PLAN SECTION A

PURPOSE

1. This performance plan has been developed to provide Quality Assurance Personnel (QAP)/Task Certified Individual’s (TCI) and Service Contract Managers with an effective and systematic method of evaluating contractor provided services as required by the terms and conditions of the contract. This performance plan implements the requirements of Total Containment Trap User Guide and AFI 36-2226 with respect to the Government’s quality assurance requirements.

2. This performance plan prescribes how the Government will assess contractor performance and manage the contract. The contractor, not the Government, is responsible for contract management and quality control. A contract to provide the service described in the Statement of Work is the best means of achieving the objective and results. Success for this contract is defined as follows:

· Keeping the Total Containment Trap (TCT) and all associated equipment operational at all times

· Keep all areas of the Firing Range Bay clear of all hazardous materials

3. This performance plan describes the method(s) used to evaluate contractor provided services rather than the details of how the contractor accomplishes the work. The QAP/TCI shall use quarterly surveillance as a means to evaluate worker’s performance. The surveillance procedures identified in this performance plan, in concert with the contractor’s quality control procedures, will assure the Government of acceptable contractor performance.

4. The role of Government quality assurance is to ensure contract standards are achieved. In conducting surveillance, QAP/TCI’s are to be objective, fair, and consistent in evaluating contractor performance against the performance standards.

5. This performance plan is a living document and shall be revised or modified by members of 39 Security Forces Squadron and the 39 Contracting Office as circumstances warrant, throughout the life of the contract, to ensure adequate oversight of contractor performance is maintained.

PERFORMANCE PLAN SECTION B

ROLES AND RESPONSIBILITIES OF THE 39 SECURITY FORCES SQUADRON

1. 39 Security Forces Squadron Combat Arms Section will:

a. Serves as the core component of the QAP/TCI team.

2. Base-Level Contracting Squadron Commander

a. Provides Service Contract Manager Requirements in planning, assessing contractor performance, and managing task orders from requirements definition throughout the life of the task order.

b. Ensures QAP/TCI receive the appropriate level of training to meet local needs.

c. Provides comprehensive contract management and oversight of all contractors.

d. Publishes contract modifications and updates to master pricing schedules.

3. Cognizant Base-Level Contracting Officer/Service Contract manager

a. Delegates responsibilities to QAP/TCI.

b. Provides oversight for QAP/TCI phase 1 and phase 2 training programs.

c. Delegates authority for inspection and/or acceptance in accordance with the terms and conditions of the task order(s).

d. Informs the contractor of the names, duties, and limitations of authority for all QAP/TCI assigned to the task order.

e. Periodically assesses the QAP/TCI’s performance, not less than annually.

f. Assesses/manages contractor performance assessment data, including submitting input to the Program Management Office in the development of the annual Contractor Performance Assessment Reporting System (CPARS) reports.

g. Issues task order modifications as necessary.

h. Takes formal action against the contractor for unacceptable task order performance, when appropriate.

i. Coordinates all aspects of the quality assurance program

j. Provides training for Quality Assurance Personnel.

k. Reviews and coordinates all PWS and performance plans.

l. Reviews and coordinates on all changes to the PWS and performance plan.

4. Quality Assurance Personnel

a. Surveys the contracted workers quarterly.

b. Evaluates and documents the contractor’s performance in accordance with the procedures set forth in this performance plan.

c. Notifies the Contracting Officer of any significant performance deficiencies.

d. Recommends improvements to the performance plan, PWS and the position descriptions, throughout the life of the contract.

e. Maintains technical competency in the functional area surveyed.

f. Identifies opportunities to improve performance throughout the life of the task order.

5. Contractor

a. Complies fully with the terms and conditions of the contract and task order such as filling positions on time, minimizing turnover ratio, and resolving patient complaints.

b. Maintains and implements a quality control plan that is acceptable to the Government.

c. Ensures that non-conformance of contract and task order requirements are identified, corrected, and prevents recurrence.

d. Tenders to the Government for acceptance only those services that conform to contract and task order requirements.

e. Recommends any changes to the contract or task order that will provide more effective operations or eliminate unnecessary costs.

PERFORMANCE PLAN SECTION C

SERVICE DELIVERY SUMMARY AND METHOD OF SURVEILLANCE

PERFORMANCE PLAN SECTION D

SURVEILLANCE PROCEDURES

1. Surveillance.

The Quality Assurance Personnel (QAP) is normally the NCOIC of Combat Arms or task certified individual (TCI). The QAP/TCI is a Government person who is a Combat Arms (3P051B or SEI). The QAP/TCI conducts surveillance of the contractors by determining whether or not the performance meets the standards contained in the contract. The Service Contract Manager is a trained QAP who is normally located at the 39 Contracting Squadron.

1.1 QAP/Supervisor Surveillance.

QAP/ TCI Surveillance: On a quarterly basis, the QAP/TCI monitors the performance of the contracted workers and provides the performance information to the Service Contract Manager. To be effective, the QAP/ TCI must follow a systematic approach to ensure all pertinent surveillance documentation is provided to the Service Contract Manager as outlined in the Statement of Work.

1.1.1 The QAP/ TCI must observe contractor performance on a quarterly basis and forward the information to the Service Contract Manager no later than 10 calendar days following the month in which the surveillance occurred. Copies of the surveillance form shall be kept in the QAP/ TCI 6-part folder. Surveillance forms, when completed, are not required to be shown to contractors.

1.1.2 Performance issues can be documented as they occur. Any time a performance issue has a significant adverse affect the QAP/ TCI must inform the Service Contract Manager. The Service Contract Manager will document all findings.

1.2 Service Contract Manager Documentation.

The Service Contract Manager is normally located in Building 488 and is the critical link between the QAP/TCI and the Contracting Officer to ensure contractor adherence to the terms and conditions of the contract. The Service Contract Manager shall record (log) surveillance results from the QAP/ TCI and validate surveillance documentation. The surveillance form includes the date, time, results of the surveillance (exceptional to unsatisfactory), applicable remarks, and signature of QAP/ TCI conducting the surveillance. When the Service Contract Manager determines that contractor performance is unacceptable (i.e., major or minor finding), the specific reason for the unacceptable performance must be recorded.

1.2.1 Logging Surveillance: The Service Contract Manager will obtain the surveillance forms from each of the QAP/ TCI and document those items that are “other than satisfactory”.

1.2.2 Validating Quarterly Performance: The Service Contract Manager must validate monthly performance no later than the 15th of the following month. Validation must be accomplished whether or not the QAP/TCI logged any surveillance comments.

PERFORMANCE PLAN SECTION E

SURVEILLANCE OF NON-SERVICE DELIVERY SUMMARY ITEMS

The Government has the right to inspect and test all services called for by the contract, to the extent practicable at all times and places during the term of the contract. Therefore, QAP/ TCI have the right to conduct surveillance. When the QAP/ TCI identifies unacceptable performance the QAP/ TCI shall follow the procedures in section F of this performance plan, entitled Unacceptable Performance.

PERFORMANCE PLAN SECTION F

UNACCEPTABLE PERFORMANCE

1. Unacceptable Performance

When the contractor’s performance is deemed unacceptable, QAP/ TCI shall attempt to determine the cause of the unacceptable performance. If any Government action, or lack of action, caused the unacceptable performance, the unacceptable performance shall not be counted against the contractor. The QAP/TCI shall take action to ensure Government action, or lack of action, does not interfere with the contractor’s performance in the future. When the unacceptable performance is not the result of Government action, or lack of action, the QAP/TCI shall document the specific reason for the unacceptable performance on the surveillance form and forward it to the Service Contract Manager. Unacceptable performance should be addressed early on give the contractor an opportunity to resolve any on-going issues.

If the contractor challenges the validity of the QAP/TCI’s unacceptable surveillance findings, and the QAP/TCI and contractor cannot come to an agreement, the QAP/TCI shall refer the surveillance dispute to the Service Contract Manager for resolution. Both the QAP/TCI and the Service Contract Manager shall maintain a copy of the Statement of Work so all defined responsibilities are known to both parties.

2. Service Contract manager

a. Major Finding. A major finding is any performance (or lack of performance) that has a significant adverse affect on the quality of service. Anytime the QAP/TCI identifies a major finding, he or she shall document the findings on a surveillance form and immediately notify the Service Contract Manager and report the following:

· 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.

b. Minor Finding. A minor finding is a departure from established standards having little bearing on the service provided. When the QAP/TCI identifies a minor finding, he or she shall document the finding on the surveillance form. Unless it is a major finding, the QAP/TCI does not have to notify the Service Contract Manager. The Service Contract Manager will document the minor finding when the QAP/TCI submits the quarterly surveillance form. However, if the same minor finding is repeatedly identified, 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/TCI shall follow the process under the major finding section.

3. Remedies for Unacceptable Performance.

a. In accordance with the contract Inspection of Services clause, if any of the services do not conform to contract requirements, the Government may require the Contractor to perform the services again in conformity with contract requirements--at no increase in contract amount. When the defects in services cannot be corrected by re-performance, the Government may:

i. Require the Contractor to take necessary action to ensure that future performance conforms to contract requirements; and

ii. Reduce the task order price to reflect the reduced value of the services performed.

b. If the Contractor fails to promptly perform the services again or to take the necessary action to ensure future performance in conformity with contract requirements, the Government may:

i. By contract or otherwise, perform the services and charge to the Contractor any cost incurred by the Government that is directly related to the performance of such service; or

ii. Terminate the contract or task order for default.

PERFORMANCE PLAN SECTION H

CONTRACTOR’S QUALITY CONTROL PLAN

1. In accordance with the PWS, the contractor shall establish and maintain a Quality Control Plan to ensure the requirements of the contract are provided as specified. The contractor shall provide a Quality Control Plan describing the inspection system for the requested services listed in the PWS. The Contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall update the plan as changes occur and changes shall be submitted for review and acceptance by the Service Contract Manager. The contractor’s quality control plan shall contain, as a minimum, the following items:

a. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequency of inspections, and the title and organizational placement of the inspector(s).

b. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

c. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken. Reports must be accomplished monthly or every time service is conducted on all associated equipment with the Total Containment Trap, Dust Collection Unit or Air Compressor.

2. Contractor Inspection Records. Records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract.

PERFORMANCE PLAN SECTION I

CONTRACT MANAGEMENT

The multi-functional team shall utilize the following approaches, methods, and tools to manage the task order upon award:

1. The contractors shall conduct, document and track performance on a monthly basis. The surveillance results shall be maintained in a 6-part folder and submitted to the Service Contract Manager for documentation. The surveillance information that is documented is used in the completion of the annual Contractor Performance Assessment Reporting System (CPARS) report. Surveillance results, along with the contractor’s submittals, and overall fill rates will be used to develop metrics to track contractor’s overall compliance with contract terms and conditions.

2. The contractor shall maintain and implement a quality control plan to ensure the contract services conform to the requirements of the performance work statement. The QAP/TCI shall monitor contractor’s performance against the requirements in the contract as outlined in this performance plan.

PERFORMANCE PLAN SECTION J

SAMPLE QAP/SUPERVISOR SURVEILLANCE FORM

Quality Assurance Personnel (QAP) Quarterly Surveillance Report

(Note: A quarterly surveillance report shall be submitted with the contracted employee’s monthly time sheet due by the 10th duty day to the Service Contract Manager)�

TO: Service Contract Manager, Security Forces

FROM: �

Contract Employee’s Name

Contract

XXXXXXX-XX-X-XXX�

Task Order Number

Month/Year

Location

695 Combat Arms Firing Range� Contractor/Key Subcontractor(s)

Evaluation Items (check as applicable)� Item�

NA�

Unsatisfactory� Marginal� Satisfactory� Very Good� Exceptional� Job Performance�

Schedule

Customer

Service Relations� Quality of Service� Other Areas

1.

2.

3.

Remarks (Provide any comments if necessary to document unsatisfactory performance):

Typed or printed name of QAP/TCI

Grade

Title

Date

Signature

Reviewed by (Print Name):� Signature:� Date:�