J-5 Award Fee Plan Draft.pdf

AWARD-FEE PLAN

FOR

BASE OPERATIONS SUPPORT (BOS) SERVICES

FOR NAVAL SUPPORT FACILITY (NSF) REDZIKOWO, POLAND

N62470-21-R-0002

APPROVED:

Fee Determining Official

Table of Contents

Section Title Page

1.0 Introduction 3

2.0 Organization 3

3.0 Responsibilities 4

4.0 Award-Fee Processes 4

5.0 Award-Fee Plan Change Procedure 5

6.0 Contract Termination 6

Annexes

Annex Title Page

1 Award-Fee Organization 8

2. Award-Fee Evaluation Criteria 10

3. Award Fee Rating Table 11

4 Award Fee Conversion Chart 14

5 Award Fee Process 15

AWARD-FEE PLAN

1.0 INTRODUCTION

This award-fee plan is the basis for the evaluation of the contractor's performance under the single award IDIQ contract that will be awarded in response to solicitation N62470-

21-R-0002 for Base Operations Support (BOS) Services at Naval Support Facility (NSF)

Redzikowo, Poland, and for presenting an assessment of that performance to the Fee

Determining Official (FDO). It describes specific criteria and procedures used to assess the contractor’s performance and to determine the amount of award fee earned. Actual award-fee determinations and the methodology for determining award fee are unilateral decisions made solely at the discretion of the Government.

The contract performance period includes a base period up to 12 months, a potential of three (3) one-year option periods, and three (3) six-month option periods, which cumulatively will not exceed 66 months. The mobilization and demobilization periods will not have any associated award fee. The work to be performed under this solicitation is for ongoing BOS Services at NSF Redzikowo, Poland. The BOS services to be performed include, but are not limited to, providing all management, supervision, labor, materials, and equipment necessary to provide General Information, Management and

Administration, Command/Admin Support, Force Protection, Fire and Emergency

Services, Emergency Management, Material Management, Supply Services, MWR, Galley, Unaccompanied Housing, Facility Management, Facility Investment, Custodial, Pest Control, Integrated Solid Waste Management (ISWM), Grounds Maintenance and

Landscaping, Pavement Clearance, Utilities Management, Electrical, Wastewater, Water, Transportation, and Environmental.

The award fee will be provided to the contractor through contract modifications and are in addition to the cost provisions of the contract. The award fee earned and payable will be determined by the FDO based upon review of the contractor's performance against the criteria set forth in this plan. The FDO may unilaterally change this plan prior to the beginning of an evaluation period. The contractor will be notified of changes to the plan by the Contracting Officer, in writing, before the start of the affected evaluation period.

Changes to this plan that are applicable to a current evaluation period will be incorporated by mutual consent of both parties.

2.0 ORGANIZATION

The award-fee organization consists of: the Fee Determining Official (FDO); an Award

Fee Evaluation Board (AFEB) which consists of a chairperson, the Administering

Contracting Officer, a recorder, other functional area participants, and advisor members;

and the Performance Monitors. The FDO, AFEB members, and Performance Monitors are listed in Annex 1.

3.0 RESPONSIBILITIES

a. Fee Determining Official. The FDO approves the award-fee plan and any significant changes. The FDO reviews the recommendation(s) of the AFEB, considers all pertinent data, and determines the earned award-fee amount for each evaluation period.

b. Award-Fee Evaluation Board. AFEB members review Performance Monitors’ evaluation of the contractor's performance, consider all information from pertinent sources, prepare interim performance reports, and arrive at an earned award-fee recommendation to be presented to the FDO. The AFEB may also recommend changes to this plan.

c. AFEB Recorder. The AFEB recorder is responsible for coordinating the administrative actions required by the Performance Monitors, the AFEB and the FDO, including: l) 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 fee.

d. Contracting Officer. The Contracting Officer is the liaison between contractor and Government personnel.

e. 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. Prepare interim and end-of-period evaluation reports as directed by the AFEB.

4.0 AWARD-FEE PROCESSES

a. Available Award-Fee Amount. The available award fee for each evaluation period will be incorporated into the contract in accordance with each offerors proposed maximum fee. The award fee earned will be paid based on the contractor’s performance during each evaluation period.

b. Evaluation Period. During the first six months of performance, no award fee will be available. The award-fee process laid out herein will be carried out for the first six months of performance for informational purposes only. The first award fee evaluation period under which an award fee may be earned will begin six months after commencement of services under the base period and end one year (twelve months) after commencement of services. Evaluation periods will end semi-annually thereafter (i.e. the first evaluation period ends at the end point of the base year, and evaluation periods end at the mid and end points of the option year periods of performance, and 6 month periods, thereafter). The maximum award fee that will be made available will be commensurate with the maximum award fee proposed by the offeror for all evaluation periods.

c. Evaluation Criteria. If the Contracting Officer does not give specific notice in writing to the contractor of any change to the evaluation criteria prior to the start of a new evaluation period, then the same criteria listed for the preceding period will be used in the subsequent award-fee evaluation period. Any changes to evaluation criteria will be made by revising Annexes 2 and 3 and notifying the contractor.

d. End-of-Period Evaluations. The Contracting Officer’s Representative submits the evaluation reports to the AFEB 30 calendar days after the end of the evaluation period. The AFEB prepares its evaluation report and recommendation of earned award fee. The AFEB Chair briefs the evaluation report and recommendation to the FDO. At this time, the AFEB may also recommend any significant changes to the award-fee plan for FDO approval. The FDO determines the overall grade and earned award-fee amount for the evaluation period within 45 calendar days after each evaluation period. The FDO letter informs the contractor of the earned award-fee amount. The Contracting Officer issues a contract modification within fifteen calendar days after the FDO’s decision is made authorizing payment of the earned-award-fee.

e. Award Fee Reduction or Denial for Failure to Comply with Requirements

Relating to Performance of Private Security Functions. In accordance with DFARS

216.405-2-71(b), in evaluating the contractor’s performance under a contract that includes DFARS Clause 252.225-7039, the Contracting Officer shall consider reducing or denying award fees for a period if the contractor fails to comply with the requirements of the clause during such period.

f. Contractor’s Self-Assessment. When the contractor chooses to submit a self-evaluation, it must be submitted to the Contracting Officer no later than five working days from the end of the evaluation period. This written assessment of the contractor’s performance throughout the evaluation period may also contain any information that may be reasonably expected to assist the AFEB in evaluating the contractor’s performance. It is highly recommended that the contractor follow the Award Fee Plan criteria in conducting and presenting their self-assessment, and include how they rate themselves on their performance for the period. The contractor’s self-assessment may not exceed ten single-sided pages and shall include a summary of all the evaluation criteria listed in

Annex 2. The contractor will not be reimbursed for any effort in preparation of a self-assessment to include the completion of any oral presentations, if applicable.

g. Unearned Award Fee. All unearned award fee will be de-obligated from the contract by modification once the award fee evaluation period is 100% complete. Any unearned award fee will be forfeited and not available in subsequent evaluation periods.

5.0 AWARD-FEE PLAN CHANGE PROCEDURE

All significant changes are approved by the FDO; the AFEB Chairperson approves other changes. Examples of significant changes include changing evaluation criteria, adjusting weights to redirect contractor’s emphasis to areas needing improvement, and revising the distribution of the award-fee dollars. The contractor may recommend changes to the

Contracting Officer no later than 30 days prior to the beginning of the new evaluation period. After approval, the Contracting Officer shall notify the contractor in writing of any change(s). The Government may make unilateral changes to the award-fee plan if the contractor is provided written notification by the Contracting Officer before the start of the upcoming evaluation period. Changes effecting the current evaluation period must be by mutual agreement of both parties.

6.0 CONTRACT TERMINATION

If the contract is terminated for the convenience of the Government after the start of an award-fee evaluation period, the award fee deemed earned for that period shall be determined by the FDO using the normal award-fee evaluation process. After termination for convenience, the remaining award-fee amounts allocated to all subsequent award-fee evaluation periods cannot be earned by the contractor and, therefore, shall not be paid.

Annexes

1. Award-Fee Organization

2. Award-Fee Evaluation Criteria

3. Award Fee Rating Table

4. Award Fee Conversion Chart

5. Award Fee Process

ANNEX 1

AWARD-FEE ORGANIZATION

(Sample template organization chart – positions/functions used because people change.

Not all positions required, based on contract need)

Members

Fee Determining Official: Commanding Officer (Office Symbol)

Award Fee Review Board Chairperson: Public Works

Officer

(Office Symbol)

Award Fee Review Board Members:

Deputy Program Director (Office Symbol)

Program Manager (Office Symbol)

* Contracting Officer (Office Symbol)

* Recorder (Office Symbol)

(Following are other possible members:)

Contracting Staff Member (Office Symbol)

Judge Advocate Staff Member (Office Symbol)

Financial Management Staff Member (Office Symbol)

Plans Staff Member (Office Symbol)

Director of Logistics (Office Symbol)

Director of Engineering (Office Symbol)

Director of Contracting (Office Symbol)

Director of Configuration and Data (Office Symbol)

Director of Program Control (Office Symbol)

DCMA representative (Office Symbol)

* These are mandatory members.

Performance Monitors

(Select your monitors based on the needs of your acquisition)

Area of Evaluation Performance Monitor(s)

Annex Title

0200000 Management and Administration SPAR

0300000 Command/Admin Support SPAR

0401000 Force Protection SPAR

0402000 Fire and Emergency Services SPAR

0403000 Emergency Management SPAR

1001000 Material Management SPAR

1002000 Supply Services SPAR

1200000 MWR SPAR

1300000 Galley SPAR

1402000 Unaccompanied Housing SPAR

1501000 Facility Management SPAR

1502000 Facility Investment SPAR

1503010 Custodial SPAR

1503020 Pest Control SPAR

1503030 Integrated Solid Waste Management SPAR

1503050 Grounds Maintenance and Landscaping SPAR

1503060 Pavement Clearance SPAR

1601000 Utilities Management SPAR

1602000 Electrical SPAR

1604000 Wastewater SPAR

1606000 Water SPAR

1700000 Transportation SPAR

1800000 Environmental SPAR

(Office Symbol)

ANNEX 2

EVALUATION CRITERIA

Category of Performance Weightings

Quality of Product or Services for 1602000 Electrical

1.

30%

Quality of Product or Services for 1606000 Water

1.

15%

Quality of Product or Services for 1604000 Wastewater

1.

10%

Quality of Product or Services for 1502000 Facility Investments

1.

15%

Quality of Product or Services for 1401000 Family Housing

1.

10%

Quality of Product or Services for 1700000 BSVE

1.

5%

Safety Program

1.

5%

Business Management/Relations:

1.

10%

ANNEX 3

AWARD FEE RATING TABLE

Adjective

Rating/

Percentage of

Award Fee

Earned

Description

Excellent

91% - 100%

– Contractor has exceeded almost all of the significant award-fee criteria and has met overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award-fee plan for the award-fee evaluation period.

Very Good

76% - 90%

– Contractor has exceeded many of the significant award-fee criteria and has met overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award-fee plan for the award-fee evaluation period.

Good

51% - 75%

– Contractor has exceeded some of the significant award-fee criteria and has met overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award-fee plan for the award-fee evaluation period.

Satisfactory

0%*

– Contractor has met overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award-fee plan for the award-fee evaluation period

Unsatisfactory

0%*

– Contractor has failed to meet overall cost, schedule, and technical performance requirements of the contract in the aggregate as defined and measured against the criteria in the award-fee plan for the award-fee evaluation period.

*For elements receiving evaluation points (overall weighted result) of 50 or less, no fee will be earned. Any unearned fee will be forfeited and not available in subsequent evaluation periods.

ANNEX 4

AWARD FEE CONVERSION CHART

ADJECTIVE RATING

EVALUATION POINTS

(OVERALL WEIGHTED

RESULT)

PERCENTAGE OF

AWARD FEE EARNED

EXCELLENT 91-100 91 to 100 %

VERY GOOD 76-90 76 to 90%

GOOD 51-75 51 to 75%

SATISFACTORY 1-50 0%

UNSATISFACTORY 0 0%

Award Fee Calculation Methodology:

1. A rating is assigned (0-100) for each Category of Performance (CP).

2. Multiply weighting percentage to each CP to arrive at weighted result.

3. Add weighted results together and round to nearest whole number to arrive at overall weighted result.

Example:

AFEB Ratings: Quality of Product or Services for 1602000 Electrical - 80

Quality of Product or Services for 1606000 Water - 95

Quality of Product or Services for 1604000 Wastewater - 83

Quality of Product or Services for 1502000 Facility Investments - 95

Quality of Product or Services for 1401000 Family Housing - 95

Quality of Product or Services for 1700000 BSVE - 70

Safety Program - 70

Business Management/Relations – 91

Weighted Result: (80*30%) + (95*15%) + (83*10%) + (95*15%) + (95*10%) + (70*5%) + (70*5%) +

(91*10%) = 74.4

Overall Weighted Result: 74.4; round down to 74.

Adjective Rating (Award Fee Conversion Chart): GOOD

Potential Percentage of Award Fee Earned (as determined by the FDO): 51% to 75%

FDO Decision:

The earned award-fee amount indicated by the use of a conversion table or graph is a guide to the FDO.

Use of the Award Fee Conversion Chart does not remove the element of judgment from the award-fee process.

Annex 5: AWARD FEE PROCESS

COR SUBMITS EVALUATION REPORT/MPAS TO AFEB WITHIN 30 CALENDAR DAYS AFTER

THE END OF THE EVALUATION PERIOD

CONTRACTOR PRESENTS THEIR SELF-ASSESSMENT ORALLY TO THE AFEB, IF APPLICABLE

AFEB PREPARES EVALUATION REPORT AND RECOMMENDATION OF EARNED AWARD FEE

AFEB CHAIR BRIEFS THE EVALUATION REPORT AND RECOMMENDATION TO FDO

AFEB RECOMMENDS ANY SIGNIFICANT CHANGES TO AWARD-FEE PLAN FOR FDO

APPROVAL, IF APPLICABLE

FDO DETERMINES OVERALL GRADE AND EARNED AWARD-FEE AMOUNT WITHIN 60

CALENDAR DAYS AFTER THE EVALUATION PERIOD

FDO LETTER INFORMS THE CONTRACTOR OF THE EARNED AWARD-FEE AMOUNT

CONTRACTING OFFICER ISSUES CONTRACT MODIFICATION WITHIN FIFTEEN CALENDAR

DAYS OF FDO'S DECISION

CONTRACTOR SUBMITS SELF ASSESSMENT NO LATER THAN FIVE (5) WORKING DAYS

FROM THE END OF THE EVALUATION PERIOD, IF APPLICABLE