SE I Performance Plan.pdf

DRAFT Performance Plan

For

LRSW

Systems Engineering & Integration Services

FA8811-10-C-XXXX

ATTACHMENT 6

5 Mar 2009

LRSW, Los Angeles, CA

LRSW

Systems Engineering & Integration Services

Performance Plan

SIGNATURE PAGE

Contracting Officer

Contract Specialist

LRSW COR

LRSW/EN Program Manager

Contractor (if bilateral)

1. OVERVIEW

2. OBJECTIVE

3. GOALS

4. MULTI-FUNCTIONAL TEAM MEMBERS AND RESPONSIBILITIES

5. PERFORMANCE EVALUATION

5.1 Surveillance Approach

5.2 Performance Areas

6. QUALITY CONTROL PLAN (QCP)

7. CUSTOMER COMPLAINT SYSTEM

8. EVALUATION PROCESS

8.1 Procedures for monthly evaluations

8.2 Quarterly reports and Contractor letters

9. PROCEDURES FOR CHANGING PLAN

ATTACHMENT 1- MONTHLY SURVEILLANCE REPORT

1. OVERVIEW.

This performance plan (PP) details how the 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 1.2. for responsibilities)

Contracting Officer (CO) Contract Specialist (CS)

Quality Assurance Program Coordinator (QAPC) Contracting Officer’s Representative (COR) Project 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.

SS Performance Area PWS* Para# Performance Threshold

Performance Objective

Surveillance Methods

Quality of service

I. Contractor high level of technical expertise in problem resolution.

II. Deliverables are to be completed with a high level of accuracy.

1.2 1.3 1.4

I. Contractor primarily demonstrates technical competency through its inputs/participation/rep orts and/or resolves/recommends sound technical solutions to problems/issues in response to Government queries and/or guidance

II. No more than 3 technical errors and/or 5 minor typographical/gramma tical errors per submittal.

III. No more than two

(2) sets of corrections

I. Contractor primarily demonstrates technical competency proactively through its inputs/participation/r eports and/or resolves/recommend s sound technical solutions to problems/issues with minimal requirements for Government queries and/or guidance

II. No more than 2 technical errors and/or 3 minor typographical/gram matical errors per submittal.

Review of monthly status report Review of contractor data

III. Deliverables are to be completed in a timely manner.

required on any product and all corrections must be submitted within two

(2) working day of the negotiated suspense.

III. No more than one

(1) set of corrections required on any product and all corrections must be submitted within one

(1) working day of the

Schedule:

Attends Mission Management and technical meetings as appropriate and reviews are covered and reported on in a timely manner.

Timely completion of all tasks/deliverabl es IAW agreed to completion dates specified in the monthly status report.

1.2.2.4

1.2.7 1.4.2.4

80% or more of all Mission Management/technical meetings attended by technically qualified personnel, knowledgeable on meeting topic and able to contribute to topic discussions; and meeting report submitted within 3 working days of meeting completion.

The remaining 15% must be coordinated with the appropriate Air Force personnel. No more than one (1) late document per month and no more than five

(5) working days late.

90% or more of all Mission Management/technic al meetings attended by technically qualified personnel, knowledgeable on meeting topic and able to contribute to topic discussions;

and meeting report submitted within 3 working days of meeting completion.

The remaining 10% must be coordinated with the appropriate Air Force personnel.

No more than one

(1) late document per month and no more than three (3) working days late.

Customer Comments Schedule Review of monthly status report

Cost Control:

Contractor keeps within total estimated cost. Any initiatives taken that resulted in cost savings Billings current, accurate and complete.

Internal budgetary controls

Total

PWS

Costs were managed and used in a cost-effective manner.

Costs incurred were consistent with cost estimates and guidelines. Budget and cost management practices and procedures met requirements. Cost documentation was adequate, with easy to follow rationale.

Contingencies are appropriately forecast

Costs were managed and used in a cost-effective manner.

Costs incurred were consistent with cost estimates and guidelines. Budget and cost management practices and procedures met requirements. Cost documentation was adequate, with easy to follow rationale.

Contingencies are appropriately forecast

Inspection Clause

Customer Comments

CFSR

Review of status report adequate and budgeted.

Perform task no more than 5% above the allocated hours and schedule, as reflected in EVMS (not applicable to Travel)

- Contractor shall provide on- time reporting at least 90% of the time.

- If the report is late, it should not be more than 5 working days from the due date and budgeted.

Perform task within or - 5% or better of allocated hours and schedule, as reflected in EVMS

- Contractor shall provide on- time reporting 96% of the time.

- If the report is late, it should not be more than 3 working days from the due date

Customer 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, subcontractor involvement/int egration

1.2 1.3 1.4

No more than three (3) verified formal customer complaints per quarter. The contractor must resolve customer complaints within ten

(10) working days of receipt. Maintains minimum of 20% small business subcontracts, more than 300 days per (FY) year

No more than one (1) verified formal customer complaint per quarter. The contractor must resolve customer complaints within ten

(8) working days of receipt. Maintains 24% or more small business subcontracts, more than 330 days per (FY) year

Periodic Inspection Customer Comments

Monthly reports

Management of Key Personnel:

Maintain qualified staff to reduce turn-over

4.1

All Key personnel meet 90% of position/experience requirements at least 300 days per year Contractor hires initial or replacement staff members within seven

(7) working days of negotiated date 85% of the time. Hire replacements for terminated workers within three (3) working days of the negotiated suspense.

All Key personnel meet 100% of position/experience requirements at least 330 days per year Contractor hires initial or replacement staff members within five

(5) working days of negotiated date 90% of the time. Hire replacements for terminated workers within one (1) working day of the negotiated suspense.

Periodic Inspection Review of status report

Information Assurance and Security

1.2.5 1.3.5 1.4.5

No more than one (1) security violation or Classified Message Incident per FY.

No security violations or Classified Message Incidents per FY.

3rd Party Audits Review of monthly report

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 supplement 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. 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 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 recipient of the complaint 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, if applicable, as soon as possible after notification, but prior to the next service period. 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 ER or WR COR within 15 calendar days after the end of each month.

These reports will be submitted to the LRSW COR for consolidation and compilation to support Award Term Plan eligibility assessments.

8.1.2. The respective CORs shall contact any FAE who has not submitted a report by the 20th calendar day of the month the report is due. If the FAE still hasn’t submitted the report by the 25th calendar day, the respective COR shall advise the FAE’s supervisor and the LRSW COR of the issue.

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 evaluation reports. The quarterly report will include comments for contractor suggested performance improvements as appropriate and any FAE or COR recommendations relative to criteria effectiveness, and/or changes, and any FAE systemic delinquency issues. The LRSW COR shall additionally prepare a letter at least semi-annually (quarterly if necessary) for the Award Term Approving Official’s signature documenting the contractor’s interim performance including strengths and weaknesses.

9. 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 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 before the start of the upcoming evaluation period. Changes affecting the current evaluation period must be by bilateral agreement. Non-significant changes may be unilaterally made to the plan at anytime by providing PCO letter notification to the contractor.

ATTACHMENT 1- MONTHLY SURVEILLANCE REPORT

MONTHLY PERFORMANCE SURVEILLANCE REPORT MONTH/

YEAR:

Performance Area

Performance Threshold Performance Objective Performance

Comments (required for did not meet or exceeded)

Quality of Service Deliverables are completed in an accurate manner.

Contractor requires little Gov’t technical direction to resolve/solve problems.

I. Contractor primarily demonstrates technical competency through its inputs/participation/reports and/or resolves/recommends sound technical solutions to problems/issues in response to Government queries and/or guidance II. No more than 3 technical errors and/or 5 minor typographical/grammatical errors per submittal. III.

No more than two (2) sets of corrections required on any product and all corrections must be submitted within two (2) working day of the negotiated suspense.

I. Contractor primarily demonstrates technical competency proactively through its inputs/participation/reports and/or resolves/recommends sound technical solutions to problems/issues with minimal requirements for Government queries and/or guidance. II.

No more than 2 technical errors and/or 3 minor typographical/grammatical errors per submittal. III. No more than one (1) set of corrections required on any product and all corrections must be submitted within one

(1) working day of the

[ ] met

[ ] excellent outstanding

[ ] did not meet

Schedule Attends Mission Management and technical meetings as appropriate and reviews are covered and reported on in a timely manner.

Timely completion of all tasks/deliverable s in IAW agreed to completion dates specified in the monthly status

80% or more of all Mission Management/technical meetings attended by technically qualified personnel, knowledgeable on meeting topic and able to contribute to topic discussions; and meeting report submitted within 3 working days of meeting completion. The remaining 15% must be coordinated with the appropriate Air Force personnel. No more than one

(1) late document per month and no more than five (5) working days late.

90% or more of all Mission Management/technical meetings attended by technically qualified personnel, knowledgeable on meeting topic and able to contribute to topic discussions; and meeting report submitted within 3 working days of meeting completion. The remaining 10% must be coordinated with the appropriate Air Force personnel.

outstanding

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.

Costs were managed and used in a cost-effective manner.

Costs incurred were consistent with cost estimates and guidelines. Budget and cost management practices and procedures met requirements.

Cost documentation was adequate, with easy to follow rationale. Contingencies are appropriately forecast and budgeted. Perform task no more than 5% above the allocated hours and schedule, as reflected in EVMS (not applicable to Travel)

- Contractor shall provide on-time reporting at least 90% of the time.

- If the report is late, it should not be more than 5 working days from the due date

Costs were managed and used in a cost-effective manner. Costs incurred were consistent with cost estimates and guidelines. Budget and cost management practices and procedures met requirements. Cost documentation was adequate, with easy to follow rationale.

Contingencies are appropriately forecast and budgeted. Perform task within or - 5% or better of allocated hours and schedule, as reflected in EVMS

- Contractor shall provide on- time reporting 96% of the time.

- If the report is late, it should not be more than 3 working days from the due date outstanding

Customer 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 cont

No more than three (3) verified formal customer complaints per quarter. The contractor must resolve customer complaints within ten (10) working days of receipt. Maintains minimum of 20% small business subcontracts, more than 300 days per year

No more than one (1) verified formal customer complaint per quarter.

The contractor must resolve customer complaints within ten (8) working days of receipt. Maintains 24% or more small business subcontracts, more than 330 days per year outstanding

Management of Key Personnel Maintain qualified staff to reduce turn-over

All Key personnel meet 90% of position/experience requirements at least 300 days per year Contractor hires initial or replacement staff members within seven (7) working days of negotiated date 85% of the time. Hire replacements for terminated workers within three

(3) working days of the negotiated suspense.

All Key personnel meet 100% of position/experience requirements at least 330 days per year Contractor hires initial or replacement staff members within five (5) working days of negotiated date 90% of the time. Hire replacements for terminated workers within one (1) working day of the negotiated suspense.

outstanding

Information Assurance & Security

No more than one (1) security violation or Classified Message Incident per FY.

No security violations or Classified Message Incidents per FY.

outstanding

EVALUATOR: __________________________ Signed:_______________________ Date: