Attachment 2-Award Term Plan Janitorial.doc

F33657-98-R-2033

Award Term Plan

Federal Law Enforcement Training Center

Solicitation HSFLGL-10-R-00004

Glynco, GA

Janitorial Services

ATTACHMENT 2

AWARD TERM PLAN

FOR

Janitorial SERVICES

CONTRACT

SOLICITATION NUMBER HSFLGL-10-R-00004

April 19, 2010

TABLE OF CONTENTS

Section

Title

Page

1.0

Introduction

2.0

Organization

3.0

Responsibilities

4.0

Award Term Processes

5.0

Award Term Plan Change Procedure

ANNEXES

Annex Title

Page

Award Term Organization

Award Term Allocation by Evaluation Periods

Evaluation Criteria

AWARD TERM PLAN

1.0 INTRODUCTION

This award term plan is the basis for the evaluation of the contractor’s performance and for presenting an assessment of that performance to the Term Determining Official (TDO). Evaluation will start six months after the date of contract award. Adjustments to the contract period of performance will not result in a contract period of greater than 8 years. The specific criteria and procedures used to assess the Contractor’s performance and to determine the amount of award term earned are described herein. Points will be awarded based upon Government subjective assessment of the contractor’s performance in accordance with the contract Service Delivery Summary (SDS). All TDO decisions regarding the award term points, including but not limited to the amount of the award term points, if any; the methodology used to calculate the award term points; the calculation of the award term points; the Contractor’s entitlement to the award term points; and the nature and success of the Contractor’s performance are determinations within the sole and final discretion of the TDO, and shall not be subject to the provisions in the Disputes Clause, and shall not be subject to review or challenge before any Board of Contract Appeal (BCA), court, or other litigation or dispute-resolution forum.

The award term will be provided to the Contractor through bilateral modification to the contract. The award term points earned will be determined by the TDO based upon a review of the Contractor’s performance against the criteria set forth in this plan. References made to Award Term Provisions are located in PBSOW Paragraph 6.0.

2.0 ORGANIZATION

The award term organization consists of: the Term Determining Official (TDO); an Award Term Review Board (ATRB) which consists of a chairperson, the awarding officer, a recorder, other functional area participants, and advisor members; and the performance monitors. The TDO, ATRB members, and performance monitors are listed in Annex 1.

3.0 RESPONSIBILITIES

a. Term Determining Official: The TDO approves the award term plan and any significant changes. The TDO reviews the recommendation(s) of the ATRB, considers all pertinent data, and determines the earned award term points for each evaluation period.

b. Award Term Review Board Chairperson: The ATRB Chairperson chairs the meetings of the ATRB. The ATRB Chairperson briefs the TDO on recommended award term points and the Contractor’s overall performance. The Chairperson recommends award term plan changes to the TDO, as necessary.

c. Award Term Review Board: ATRB voting members review performance monitors’ evaluations of the Contractor’s performance, consider all information from pertinent sources, prepare interim performance reports, and arrive at an award term point recommendation to be presented to the TDO. The ATRB will also recommend changes to this plan, as necessary. All board members, except the ATRB Recorder, are voting members, including the chair (s).

d. ATRB Recorder. The ATRB recorder is responsible for coordinating the administrative actions required by the performance monitors, the ATRB and the TDO, including: 1) receipt, processing and distribution of evaluation reports from all required sources; 2) scheduling and assisting with internal evaluation milestones, such as briefings; and 3) accomplishing other actions required to ensure the smooth operation of the award term process. The ATRB recorder is a non-voting member.

e. Awarding Officer. The Procuring Contracting Officer (PCO) is the liaison between Contractor and government personnel.

f. Performance Monitors. Performance monitors maintain written records of the Contractor’s performance in their assigned evaluation area(s) so that a fair and accurate evaluation is obtained. Monitors prepare interim and end-of-period evaluation reports as directed by the ATRB.

4.0 AWARD TERM PROCESSES

a. Available Award Term-Points. The earned award term points will be awarded based on the Contractor’s performance during each evaluation period. The available award term points for each evaluation period are shown in Annex 2.

b. Evaluation Criteria. The evaluation criteria and their relative weights will change during the life of the contract, in order to allow the government to incentivize the contractors to achieve their best performance to maximize the goals of this contract to improve quality and costs under this contract. The award-term point allocation will be reviewed, and may be revised, each year based on changing technical requirements. In accordance with paragraph 5.0, below, the contracting officer will provide specific notice in writing within 10 business days to the contractor of any changes to the evaluation criteria prior to the start of an evaluation period. If no change is received, the same criteria specified for the preceding period will be used in the subsequent evaluation period.

c. Interim Evaluation Process. Interim evaluations charting the contractor’s performance and highlighting areas of government concern may be conducted at any time during the performance period at the discretion of the contracting officer. As directed by the ATRB Chairperson, performance monitors will submit their evaluation reports to the ATRB for review. The ATRB Chairperson will determine the interim evaluation results and will notify the contractor of the strengths and weaknesses for the current evaluation period. The contracting officer may also issue letters at any other time it is deemed necessary to highlight areas of government concern. At this time, the ATRB may also recommend any significant changes to the award term plan for TDO approval. The plan is to hold informal monthly feedback sessions and quarterly program management reviews. In addition, the prime contractors will have the opportunity to locate a representative on FLETC/GLYNCO for purposes of daily communication and crosstalk with the government.

d. End-of-Period Evaluations. The ATRB Recorder notifies each ATRB member and performance monitor 14 calendar days before the end of the evaluation period. Performance monitors submit their evaluation reports to the ATRB 14 calendar days after the end of the evaluation period. The Contractor presents its self-assessment and has the opportunity to address the evaluation reports. The ATRB prepares its evaluation report and recommendation of earned-award term points. The ATRB briefs the evaluation report and recommendation to the TDO within 30 calendar days after the end of the evaluation period. The TDO determines the overall grade and earned award term points for the evaluation period within 45 calendar days after each evaluation period. The TDO letter informs the Contractor of the earned award term points and the total cumulative points. An award extension will be given to contractors who have accumulated sufficient award term points during a given evaluation period. The PCO issues an award modification within 15 calendar days after the TDO's decision is made authorizing award extension reflecting the earned-award term.

e. Contractor’s Self-Assessment. The Contractor’s self-assessment is submitted to the PCO within five working days after the end of the evaluation period. The written assessment of the Contractor’s performance throughout the evaluation period may also contain any information that may be reasonably expected to assist the ATRB in evaluating the Contractor’s performance. The Contractor’s self-assessment may not exceed five pages.

5.0 AWARD TERM PLAN CHANGE PROCEDURE

Changes to this plan will require a formal unilateral modification of the contract by the government. The Government may in its sole and unfettered discretion unilaterally change this plan at any time prior to the beginning of an evaluation period for which the changes apply. The contractor may recommend changes to the plan no later than 90 days prior to the beginning of an evaluation period for which the changes apply. Changes to this plan that are applicable to a current evaluation period will be made by mutual consent of both parties through a bilateral contract modification.

3 Annexes

1. Award Term Organization

2. Award Term Allocation by Evaluation Periods

3. Evaluation Criteria

ANNEX I

AWARD TERM ORGANIZATION

Members Term Determining Official:

Chief, GLYNCO Operations Branch Award Term Review Board Chairpersons:

Contracting Officer’s Technical Representative Facilities Maintenance Division, Facilities Support Branch Award Term Review Board Members:

Contracting Officer, PRO

COTR & Alternate COTR, FMD

Branch Chief, FMD

ATRB Recorder, FMD

PERFORMANCE MONITORS

*Primary Source of Information

X Overall Assessment

ANNEX 2

AWARD TERM ALLOCATION BY EVALUATION PERIODS

1. The award term earned by the Contractor will be determined at the completion of each evaluation period. The first evaluation period will start six (6) months after the date of contract award. The first evaluation period will be one and a half (1½) years in length. Evaluation periods two and three will be one and a half (1½) years in length. The award term points shown corresponding to each period are the maximum available award terms that can be earned during that particular period.

* After Basic Contract Award NOTE: Only performance completed during the evaluation period will be considered in the Award Term assessment for that period.

2. If the total points for a single evaluation period are at or above the mean points for the contractor or at least 85% of the mean, then the term extension may be awarded. However, the government reserves the right not to award a term extension if the contractor is below 85% of the mean points for a single evaluation period.

ANNEX 3

EVALUATION CRITERIA

Evaluation Areas: The four performance areas outlined in the table below will be considered in determining total Award Term points.

(Maximum Achievable)

(1) Delivery of Services: Points will be awarded based on Government’s subjective assessment of accomplishments of periodic cleaning services (such as, a proactive effort in providing services ahead of schedule to benefit the FLETC mission). Examples of these services include, but not limited to, floor stripping and waxing, carpet shampooing and pressure washing. For all services during a particular evaluation period, the total number of days not in compliance will be calculated. Points will be awarded based on the total number of days not in compliance in accordance with the table shown below:

On-Time Delivery - 30 Total Points

Allocation of Points

Calculated by adding the total calendar days not in compliance and determining the range as shown in above table

(2) Quality: Points will be awarded based on Government subjective assessment of the findings identified during quality assurance audits, in-process inspections and other quality indicators such as improved workmanship.

Audits: The government will conduct a minimum of twelve quality inspection audits per year to determine compliance with the contract quality specifications and contractor quality plan incorporated into the contract. These audits will address contract quality and will be performed in accordance with the terms of the contract. Points will be assigned based upon significantly improved quality processes. Identification of any non-compliance would result in a failed inspection. For example if twelve audits are performed and significantly superior performances are identified on each audit, the result would be 100% and total points would be assigned.

30 of 30 Total Quality Points

Quality Audits -30 Total Points

Allocation of Points

Calculated by dividing the total number of audits that were compliant by total audits performed, determining a percent and assigning points in accordance with the above table

(3) Cost Improvement: Points will be awarded based on Government subjective assessment of cost improvements for the labor hour CLIN of subject contract. For the labor hours, a comparison between the current fixed contract prices and the preceding annual fixed contract prices will be made.

An average unit price per item, using prices for all quantity ranges, will be calculated for both the current and the preceding year. At the end of the evaluation period, the prices will be compared and a delta will be computed. Once all deltas are calculated, they will be summed and the overall percentage increase or decrease will be determined. Points will be awarded as outlined in the table below:

Under 10% -5%

Under 3%

Over 15% -20% Total Points

21% or Over

Cost Improvement - 15 Total Points

Allocation of Points

Calculated by computing the average price delta for the current year and the preceding year, determining the % decrease or increase and assigning points IAW the above table

(4) Customer Support: Points will be awarded based upon Government subjective assessment of the contractor’s responsiveness to customer requests in accordance with the contract Service Delivery Summary (SDS). In addition to adequacy and timeliness, assessment will also include collaboration in support of urgent unplanned requirements (such as, proactive effort in providing services ahead of schedule to benefit the FLETC mission) and cooperation in partnering to improve processes and resolve problems. Points will be allocated in accordance with the following table:

Points

Customer Support - 25 Total Points Allocation of Points

Dependent on subjective assessment of overall customer support