Performance Plan 27 May 09.doc

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LRSW Systems Engineering & Integration
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FA8811-R-09-0002
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Performance Plan

For

LRSW

Systems Engineering & Integration Services

FA8811-10-C-XXXX

SECTION J

ATTACHMENT 6

27 May 2009 LRSW, Los Angeles, CA

LRSW

Systems Engineering & Integration Services

Performance Plan

SIGNATURE PAGE

Contracting Officer

Contract Specialist

LRSW COR

CCAFS COR

VAFB COR

LRSW/EN Program Manager

Contractor

41.

OVERVIEW.

42.

OBJECTIVE.

43.

GOALS.

44.

MULTI-FUNCTIONAL TEAM MEMBERS AND RESPONSIBILITIES.

45.

PERFORMANCE EVALUATION.

45.1 Surveillance Approach

55.2 Performance Areas

86.

QUALITY CONTROL PLAN (QCP)

87.

CUSTOMER COMPLAINT SYSTEM

88.

EVALUATION PROCESS

88.1 Procedures for monthly evaluations

98.2 Quarterly reports and Contractor letters

98.3

PROCEDURES FOR CHANGING PLAN

10ATTACHMENT 1- MONTHLY SURVEILLANCE REPORT

1. OVERVIEW.

This performance plan (PP) details how this systems engineering & integration (SE&I) services contract will be managed upon award by the multi-functional team throughout its life cycle. This plan will focus on the level of performance required by the Performance-Based Work Statement (PWS) in Section J, attachment 1.

2. OBJECTIVE.

In support of the Launch and Range Systems Wing (LRSW), the objective of this plan is to provide the procedures for the evaluation of SE&I services. The Contractor shall perform the tasking described in the PWS associated with this contract.

3. GOALS.

By virtue of this performance plan, the multi-functional team will manage the professional SE&I services and strive to achieve efficiencies, improved customer service and contractor performance, and cost savings. Additional goals are as follows:

Maximize performance

Encourage innovation

4. MULTI-FUNCTIONAL TEAM MEMBERS AND RESPONSIBILITIES.

(Reference AFI 63-124, paragraph 2.8 for responsibilities)

Contracting Officer (CO)

Contract Specialist (CS)

Quality Assurance Program Coordinator (QAPC)

Contracting Officer’s Representative (COR)

Program Manager (PM)

Functional Area Evaluator (FAE)

Contractor

5. PERFORMANCE EVALUATION.

This section identifies the process that measures success towards achieving defined performance goals defined within the performance thresholds/objectives in the PWS Services Summary.

5.1 Surveillance Approach

The intent of this plan is to primarily rely on the contractor’s internal quality control processes, changing the government’s role from “oversight” to “insight”. The team’s original surveillance approach may not stay the same throughout the duration of the contract; therefore, all government evaluators should be prepared to periodically update the surveillance approach when necessary. The goal of our surveillance approach is to gain confidence in the contractor’s way of doing business and then adjust the level of insight to a point that maintains that confidence.

5.1.1. Quality assurance shall be based on the Government’s evaluation of results, not the frequency or method of performance. All services performed must meet the prescribed performance thresholds stated in the Services Summary to be regarded as acceptable.

5.1.2. The following is a list of the key performance areas that will be verified as contractually compliant by government personnel; however, inspection of any contract requirement is authorized. The contractor’s performance will also be evaluated against Section 2, Service Summaries of the SE&I PWS. FAE’s shall complete monthly Contract Surveillance checklist forms which shall be submitted to a site COR located at VAFB and CCAFS. The site CORs shall be responsible for consolidating and validating all FAE monthly inputs for submission the SMC COR at LAAFB.

5.2 Performance Areas

Each performance area includes a government determined performance thresholds and objectives with the procedures used to ensure these standards are met.

Performance Area
PWS Para
Performance Threshold (Satisfactory)
Performance Objective ( Very Good)
Surveillance

Methods

1
Quality of service

Contractor requires very limited Gov't technical direction in performance of tasks. Document submittals demonstrate competency and accuracy of issues being addressed 1.2

1.3

1.4

Contractor attends at least 80% of functional area meetings with appropriate number of personnel having the right level of subject matter knowledge on meeting topics and able to contribute to topic discussions as requested
Contractor attends 90% or more of functional area meetings with appropriate number of personnel having the right level of subject matter knowledge on meeting topics and proactively contributes to topic discussions as requested
Review of monthly status report

Customer Comments

Contractor provides sound technical comments/inputs at and preparation for meetings in response to Gov't queries and/or guidance at least 75% of the time
Contractor independently provides sound technical comments/inputs at and in preparation for meetings at least 85% of the time
Contractor provides/demonstrates integrated engineering and technical approaches/solutions and recommendations across functional task areas/interfaces at least 75% of the time
Contractor proactively provides/demonstrates integrated engineering and technical approaches/solutions and recommendations across functional task areas/interfaces at least 90% of the time
Contractor provides sound/timely technical reports/analyses in response to Gov't queries and/or guidance at least 75% of the time
Contractor properly assesses the need for and provides sound/timely technical reports/analyses as required to address unscheduled/unique task area issues at least 85% of the time.
Contractor adequately integrates/manages his teammates/sub-contractor personnel to address tasks at least 75% of the time.
Contractor is very effective in integrating/managing his teammates/sub-contractor personnel to address tasks at least 85% of the time.
Contractor initial document submittals contain no more than 3 technical errors and/or 5 minor typographical/grammatical errors per submittal.
Contractor initial document submittals contain no more than 1 technical error and/or 3 minor typographical/grammatical errors per submittal.
No more than two (2) sets of corrections required on any product and at least 80% all corrections must be submitted within two (2) working days of the return of the document to the contractor.
No more than one (1) set of corrections required on any product and 90% or more of all corrections must be submitted within two (2) working days of the return of the document to the contractor.
2
Schedule:

Mission Management and technical meetings as appropriate and reviews are covered and reported on in a timely manner. Timely completion of all tasks/deliverables IAW agreed to completion dates specified in the monthly status report.

1.2.2.4

1.2.7

1.4.2.4

Contractor is prepared to address Mission Management/technical meeting issues as scheduled at least 80% of the time.
Contractor is prepared to address Mission Management/technical meeting issues as scheduled at least 90% of the time.
Customer Comments

Review of monthly status report

Contractor provides meeting reports as required within 3 working days of meeting completion at least 80% of the time.
Contractor provides meeting reports as required within 2 working days of meeting completion at least 90% of the time.
Contractor submits no more than three (3) late documents per month and no more than five (5) working days late.
Contractor submits no more than one (1) late document per month and no more than three (3) working days late.
Contractor efficiently schedules and administers his personnel to effectively adapt to unscheduled requirements at least 80% of the time.
Contractor efficiently schedules and administers his personnel to effectively adapt to unscheduled requirements at least 90% of the time.
Contractor efficiently schedules and administers his personnel to effectively support launch periods at least 90% of the time.
Contractor efficiently schedules and administers his personnel to effectively support launch periods at least 94% of the time.
3
Cost Control: Contractor keeps within total estimated cost. Any initiatives taken that resulted in cost savings Billings are current, accurate and complete. Internal budgetary controls are adequate
Total PWS
Costs were managed and used in a cost-effective manner. Contingencies are appropriately forecast and budgeted.
Costs were managed and used in a cost-effective manner. Contingencies are appropriately forecast and budgeted. Contractor proactively initiated actions that resulted costs savings without jeopardizing task performance.

CFSR Review

Customer Comments

Costs incurred were consistent with cost estimates and guidelines at least 80% of the time.
Costs incurred were consistent with cost estimates and guidelines at least 90% of the time..
Budget and cost management practices and procedures met requirements at least 85 % of time.
Budget and cost management practices and procedures met requirements at least 95 % of time.
Cost documentation was adequate, with easy to follow rationale.
Cost documentation was excellent, with easy to follow rationale.
Perform tasks no more than 5% above the allocated costs and schedule, as reflected in CFSR (not applicable to Travel)
Perform tasks at or below the allocated costs and schedule, as reflected in CFSR (not applicable to Travel)
4
Business Relations: Effectively communicate with internal and external customers. Meets requirements of subcontracting plan and small business subcontracting requirement. Assesses the integration and coordination of all activity needed to execute the contract, timeliness, problem ID, cooperative behavior
1.2
No more than three (3) verified formal customer complaints per quarter. The contractor must resolve customer complaints within ten (10) working days of receipt.
No more than one (1) verified formal customer complaint per quarter. The contractor must resolve customer complaint within eight (8) working days of receipt.
Periodic Inspection

Customer comments

Contractor maintains timely communications with all parties, as appropriate, relative to task issues/impacts at least 75% of the time.
Contractor proactively maintains timely communications with all parties, as appropriate, relative to task issues/impacts at least 90% of the time.
Maintains minimum of 20% (by contract labor costs) small business subcontracts (NAICS 541712), more than 300 days per (FY)
Maintains at least 24% ( by contract labor costs) or more small business subcontracts ( NAICS 541712), more than 330 days per (FY)
Contractor works with associate contractors, other gov't agencies and the program office to identify/coordinate and resolve issues generally in response to Gov't queries and/or guidance at least 80% of the time.
Contractor demonstrates technical/managerial acumen in working seamlessly with associate contractors, other gov't agencies and the program office to proactively identify/coordinate and resolve issues at least 90% of the time
5
Management of Key Personnel: Maintain qualified staff to reduce turn-over
4.1
All Key personnel meet all position/experience requirements at least 300 days per year
All Key personnel meet all position/experience requirements at least 330 days per year
Periodic Inspection Customer Comments
Initial or replacement key staff members are on board within seven (7) working days of negotiated date 85% of the time.
Initial or replacement key staff members are on board within four (4) working days of negotiated date 90% of the time.
Replacements for terminated workers are on board within three (3) working days of the negotiated suspense.
Replacements for terminated workers are on board within one (1) working day of the negotiated suspense.
6
Information Assurance and Security
1.2.5

1.3.5 1.4.5

No more than two minor(2) security violation or Classified Message Incidents per FY.
No more than one (1) minor security violation or Classified Message Incident per FY.
3rd Party Audits

Customer comments

Contractor maintains and updates IA and security documents within time constraints at least 85 % of the time
Contractor maintains and updates IA and security documents within time constraints at least 92 % of the time

6. QUALITY CONTROL PLAN (QCP)

The contractor shall utilize its own internal Quality Control Plan in the performance of this contract. The quality control plan and supporting documentation shall be made available to the Government for review upon request. In order to validate the contractor’s quality control program, government personnel will verify contractor compliance with mission essential performance requirements. The FAEs will verify the quality of performance in the key performance areas noted above. It is the responsibility of the PM, COR and FAE personnel to review these key areas to assess their applicability and recommend the addition or subtraction as conditions warrant.

7. CUSTOMER COMPLAINT SYSTEM

7.1.1. Any Government personnel that observe unacceptable services, either incomplete or not performed, for any contracted services, should immediately contact the FAE by telephone, email, letter, or fax, who in turn will notify the contractor. The FAE shall immediately provide a copy to applicable parties. The FAE will document and validate the customer complaints and review with the COR. The contractor shall review and take immediate corrective action for all complaints.

7.1.2. If the FAE identifies recurring instances of unsatisfactory performance, they may request to review the contractor’s internal quality control processes to ensure that they are sufficient.

7.1.3. All valid customer complaints shall be addressed as soon as possible after notification. If the contractor challenges the validity of the complaint and the FAE and contractor cannot come to agreement, the customer complaint will be forwarded to the Contracting Officer (CO) for resolution. Customer complaints will be tracked and if the performance threshold is negatively exceeded, action will be taken by the CO in accordance with the applicable Inspection/Acceptance clause.

8. EVALUATION PROCESS

8.1 Procedures for monthly evaluations

8.1.1. FAEs shall individually complete their monthly evaluation worksheets (MONTHLY PERFORMANCE SURVEILLANCE REPORT, see attachment 1) and submit to the Eastern or Western Range COR within 5 calendar days after the receipt of the monthly status report. These reports will be submitted to the LRSW COR for consolidation and compilation to support Award Term Plan eligibility assessments. The respective CORs shall contact any FAE who has not submitted a report by the 10th calendar day of its due date. If the FAE still hasn’t submitted the report by the 15th calendar day of tits due date, the respective COR shall advise the FAE’s supervisor and the LRSW COR of the issue.

8.1.2. For each of the six performance areas, all area factors are weighted equal within the area unless otherwise noted in the area factor description. The significance of a factor comment is to be categorized as follows:

+++/- - - Major or Potentially Major Program Impact ++/- - Moderate or Potentially Moderate Program Impact Minor Program Impact + denotes Positive impact

- denotes Negative impact Number of +/-’s denote severity of impact on program

8.1.3. The overall performance rating for each performance area is determined by summing the area factor ratings as Marginal, Satisfactory, Very Good, etc. If the ratings sum to at least 50% of the total in one category and no other category has more than 20% then the overall rating will be in the category of the 50% total.

8.1.3.1. For instance if there are five rating factors for Quality of Service and 3 of them are rated Satisfactory (60%) and of the remaining two factors, one is rated Marginal and one is rated Very Good then the overall performance rating would be Satisfactory.

8.1.3.2. However, if three Quality of Service factors were rated Satisfactory (60%) and the remaining two are rated Marginal (40%) then the overall score should be no more than Satisfactory (-) and possibly Satisfactory (- - or - - -) depending on the number of Marginal comments and associated program impacts as opposed to the number of Satisfactory comments and associated impacts.

8.2 Quarterly reports and Contractor letters

The LRSW COR will submit a quarterly report to the LRSW Program Manager and PCO addressing the contractor’s performance based on the three preceding monthly FAE surveillance reports within 15 workdays after completion of the quarter in order to provide contractor feedback. The quarterly report will include comments for suggested contractor performance improvements as appropriate and any FAE or COR recommendations relative to criteria effectiveness, and/or changes, and any FAE systemic delinquency issues.

8.3 PROCEDURES FOR CHANGING PLAN

All significant plan changes shall be approved by the LRSW Program Manager; the PCO approves other changes. Examples of significant changes include changing evaluation criteria, performance thresholds and/or objectives. After approval by the LRSW Program Manager, the PCO shall notify the contractor in writing of any changes and modify the contract to add the updated plan to the contract. Unilateral changes may be made to the Performance Plan if the Contractor is provided written notification by the PCO at least 45 days before the start of an upcoming contract option year. Changes that will be implemented during the current contract year must be by bilateral agreement. Non-significant changes may be made to the plan at anytime by CO unilateral contract modification.

ATTACHMENT 1- MONTHLY SURVEILLANCE REPORT

Unsatisfactory = 10% below Marginal Marginal = 10% points below Satisfactory Exceptional = 5% points above Very Good (except for A1)

MONTHLY PERFORMANCE SURVEILLANCE REPORT
MONTH/YEAR_______________________
Performance Area
PWS Para
AREA FACTORS Performance Threshold (Satisfactory)
AREA FACTORS Performance Objective ( Very Good)
AREA Factor

Rating Comments (required for below or above satisfactory)

(Include (+ -) as applicable) Overall AREA Rating

(Include (+ -) as applicable)

Quality of service

Contractor requires very limited Gov't technical direction in performance of tasks. Document submittals demonstrate competency and accuracy of issues being addressed

Quality of Service Cont'd 1.2

1.3

1.4

Q1. Contractor attends at least 80% of functional area meetings with appropriate number of personnel having the right level of subject matter knowledge on meeting topics and able to contribute to topic discussions as requested
Contractor attends 90% or more of functional area meetings with appropriate number of personnel having the right level of subject matter knowledge on meeting topics and proactively contributes to topic discussions
[ ] exceptional

[ ] very good [ ] satisfactory [ ] marginal [ ] unsatisfactory

[ ] exceptional

[ ] very good

[ ] satisfactory

[ ] marginal

[ ] unsatisfactory

Q2. Contractor provides sound technical comments/inputs at and preparation for meetings in response to Gov't queries and/or guidance at least 75% of the time
Contractor independently provides sound technical comments/inputs at and in preparation for meetings at least 85% of the time
[ ] exceptional

[ ] very good [ ] satisfactory

Q3. Contractor provides/demonstrates integrated engineering and technical approaches/solutions/recommendations across functional task areas/interfaces at least 75% of the time
Contractor proactively provides/demonstrates integrated engineering and technical approaches/solutions/recommendations across functional task areas/interfaces at least 90% of the time
[ ] exceptional

[ ] very good [ ] satisfactory

Q4. Contractor provides sound/timely technical reports/analyses in response to Gov't queries and/or guidance at least 75% of the time
Contractor properly assesses the need for and provides sound/timely technical reports/analyses as required to address unscheduled/unique task area issues at least 85% of the time.
[ ] exceptional

[ ] very good [ ] satisfactory

[ ] exceptional

[ ] very good

[ ] unsatisfactory

Q6. Contractor initial document submittals contain more than 3 technical errors and/or 5 minor typographical/grammatical errors per submittal.
Contractor initial document submittals contain more than 1 technical errors and/or 3 minor typographical/grammatical errors per submittal.
[ ] exceptional

[ ] very good [ ] satisfactory

Q7. No more than two (2) sets of corrections required on any product and at least 80% all corrections must be submitted within two (2) working days of the return of the document to the contractor.
No more than one (1) set of corrections required on any product and 90% or more of all corrections must be submitted within two (2) working days of the return of the document to the contractor.
[ ] exceptional

[ ] very good [ ] satisfactory

MONTHLY PERFORMANCE SURVEILLANCE REPORT

MONTH/YEAR

Performance Area
PWS Para
AREA FACTORS Performance Threshold (Satisfactory)
AREA FACTORS Performance Objective

( Very Good) AREA Factor

Rating

Comments (required for below or above satisfactory)
Overall AREA Rating

Schedule:

Mission Management and technical meetings as appropriate and reviews are covered and reported on in a timely manner. Timely completion of all tasks/deliverables IAW agreed to completion dates specified in the monthly status report.

1.2.2.4

1.2.7

1.4.2.4

S1. Contractor is prepared to address Mission Management/technical meeting issues as scheduled at least 80% of the time.
Contractor is prepared to address Mission Management/technical meeting issues as scheduled at least 90% of the time.
[ ] exceptional

[ ] very good [ ] satisfactory [ ] marginal [ ] unsatisfactory

[ ] exceptional

[ ] very good

[ ] satisfactory

S2. Contractor provides meeting reports as required within 3 working days of meeting completion at least 80% of the time
Contractor provides meeting reports as required within 2 working days of meeting completion at least 90% of the time..
[ ] exceptional

[ ] very good [ ] satisfactory

S3. Contractor submits no more than three (3) late documents per month and no more than five (5) working days late.
Contractor submits no more than one (1) late document per month and no more than three (3) working days late.
[ ] exceptional

[ ] very good [ ] satisfactory

S4. Contractor efficiently schedules and administers his personnel to effectively adapt to unscheduled requirements at least 80% of the time.
Contractor efficiently schedules and administers his personnel to effectively adapt to unscheduled requirements at least 90% of the time.
[ ] exceptional

[ ] very good [ ] satisfactory

S5. Contractor efficiently schedules and administers his personnel to effectively support launch periods at least 90% of the time.
Contractor efficiently schedules and administers his personnel to effectively support launch periods at least 94% of the time.
[ ] exceptional

[ ] very good [ ] satisfactory

MONTHLY PERFORMANCE SURVEILLANCE REPORT

MONTH/YEAR

Performance Area
PWS Para
AREA FACTORS Performance Threshold (Satisfactory)
AREA FACTORS Performance Objective

( Very Good) AREA Factor

Rating

Comments (required for below or above satisfactory)
Overall AREA Rating
Cost Control: Contractor keeps within total estimated cost. Any initiatives taken that resulted in cost savings Billings current, accurate and complete. Internal budgetary controls adequate
Total PWS
C1. Costs were managed and used in a cost-effective manner. Contingencies are appropriately forecast and budgeted.
Costs were managed and used in a cost-effective manner. Contingencies are appropriately forecast and budgeted. Contractor proactively initiated actions that resulted costs savings without jeopardizing tasks performance.
[ ] exceptional

[ ] very good [ ] satisfactory [ ] marginal [ ] unsatisfactory

[ ] exceptional

[ ] very good

[ ] satisfactory

[ ]unsatisfactory

C2. Costs incurred were consistent with cost estimates and guidelines at least 80% of the time..
Costs incurred were consistent with cost estimates and guidelines at least 90% of the time..
[ ] exceptional

[ ] very good [ ] satisfactory

C3. Budget and cost management practices and procedures met requirements at least 85 % of time.
Budget and cost management practices and procedures met requirements at least 95 % of time.
[ ] exceptional

[ ] very good [ ] satisfactory

C4. Cost documentation was adequate, with easy to follow rationale.
Cost documentation was excellent, with easy to follow rationale.
[ ] exceptional

[ ] very good [ ] satisfactory

C5. Perform tasks no more than 5% above the allocated costs and schedule, as reflected in CFSR (not applicable to Travel)
Perform tasks at or below the allocated costs and schedule, as reflected in CFSR (not applicable to Travel)
[ ] exceptional

[ ] very good [ ] satisfactory

MONTHLY PERFORMANCE SURVEILLANCE REPORT

MONTH/YEAR

Performance Area
PWS Para
AREA FACTORS Performance Threshold (Satisfactory)
AREA FACTORS Performance Objective

( Very Good) AREA Factor

Rating

Comments (required for below or above satisfactory)
Overall AREA Rating
Business Relations: Effectively communicate with internal and external customers. Meets requirements of subcontracting plan and small business subcontracting requirement. Assesses the integration and coordination of all activity needed to execute the contract, timeliness, problem ID, cooperative behavior
1.2
R1. No more than three (3) verified formal customer complaints per quarter. The contractor must resolve customer complaints within ten (10) working days of receipt.
No more than one (1) verified formal customer complaint per quarter. The contractor must resolve customer complaint within eight (8) working days of receipt.
[ ] exceptional

[ ] very good [ ] satisfactory [ ] marginal [ ] unsatisfactory

[ ] exceptional

[ ] very good

[ ] satisfactory

[ ]unsatisfactory

R2. Contractor maintains timely communications with all parties, as appropriate, relative to task issues/impacts at least 75% of the time.
Contractor proactively maintains timely communications with all parties, as appropriate, relative to task issues/impacts at least 90% of the time.
[ ] exceptional

[ ] very good [ ] satisfactory

R3. Maintains minimum 20% (by contract labor costs) small business subcontracts (NAICS 541712), more than 300 days per (FY)
Maintains at least 24% (by contract labor costs) or more small business subcontracts ( NAICS 541712), more than 330 days per (FY)
[ ] exceptional

[ ] very good [ ] satisfactory

R4. Contractor works with associate contractors, other gov't agencies and the program office to identify/coordinate and resolve issues generally in response to Gov't queries and/or guidance
Contractor demonstrates technical/managerial acumen in working seamlessly with associate contractors, other Gov't agencies and the program office to proactively identify/coordinate and resolve issues at least 90% of the time
[ ] exceptional

[ ] very good [ ] satisfactory

MONTHLY PERFORMANCE SURVEILLANCE REPORT

MONTH/YEAR

Performance Area
PWS Para
AREA FACTORS Performance Threshold (Satisfactory)
AREA FACTORS Performance Objective

( Very Good) AREA Factor

Rating

Comments (required for below or above satisfactory)
Overall AREA Rating
Mgt of Key Personnel: Maintain qualified staff to reduce turn-over
4.1
K1. All Key personnel meet all position/experience requirements at least 300 days per year
All Key personnel meet all position/experience requirements at least 330 days per year
[ ] exceptional

[ ] very good [ ] satisfactory [ ] marginal [ ] unsatisfactory

[ ] exceptional

[ ] very good

[ ] satisfactory

K2. Initial or replacement key staff members are on board within seven (7) working days of negotiated date 85% of the time.
Initial or replacement key staff members are on board within four (4) working days of negotiated date 90% of the time.
[ ] exceptional

[ ] very good [ ] satisfactory

K3. Replacements for terminated workers are on board within three (3) working days of the negotiated suspense.
Replacements for terminated workers are on board within one (1) working day of the negotiated suspense.
[ ] exceptional

[ ] very good [ ] satisfactory

Information Assurance and Security
1.2.5

1.3.5 1.4.5

A1. No more than two minor (2) security violation or Classified Message Incidents per FY.
No more than one (1) minor security violation or Classified Message Incident per FY.
[ ] exceptional

[ ] very good [ ] satisfactory [ ] marginal [ ] unsatisfactory

[ ] exceptional

[ ] very good

[ ] satisfactory

A2. Contractor maintains and updates IA and security documents within time constraints at least 85 % of the time
Contractor maintains and updates IA and security documents within time constraints at least 92 % of the time
[ ] exceptional

[ ] very good [ ] satisfactory

EVALUATOR __________________________ SIGNED _______________________________ DATE ________________

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