Attachment 13 - Award Term Plan_29June17.pdf

N65236-15-R-0010

Award Term Plan For

RFP N65236-15-R-0010

Table of Contents

Section Title Page

1.0 Introduction 1

2.0 Organization 2

3.0 Responsibilities 2-3

4.0 Award Term Process 3-4

5.0 Award Term Plan Change Procedure 4

Annexes

Annex Title Page 1 Award Term Organization 5 2 Award Term Allocation by Evaluation Periods 5 3 Evaluation Criteria 6 4 Interim Evaluation/Formal Assessment Form 7

1.0 Introduction

Space and Naval Warfare Systems Center (SPAWARSYSCEN) Atlantic requires the production and delivery of integrated C5ISR systems, networks, and support equipment on various platforms. These engineered systems enable mission critical Information Warfare Capabilities on unique platforms (subsurface, surface, and mobile) that directly support the United States’ defense posture; including the country’s Nuclear Command, Control and Communications (NC3) system as well as special operations requirements. In order to ensure successful contractor performance on this critical requirement, SPAWARSYSCEN Atlantic is utilizing a variety of incentives.

The award term is one tool for assessing and incentivizing the quality of the production contractor’s performance. This plan describes the Government’s criteria and process to assess the contractor’s performance and determine if the award term will be earned. The award term determinations and the methodology for determining the award term are unilateral decisions made solely at the discretion of the Government. The award term, if exercised, will extend the contract’s five-year ordering period by two additional years.

Award term contracting is effective when performance metrics are objective, a long-term business relationship is of value to the Government and to the contractor, and the expected outcomes are known up-front. The specific criteria and procedures used for assessing the contractor's performance and for determining the award term earned are described herein. All decisions regarding the award term are final and not subject to dispute.

Performance evaluations will be conducted at the delivery/task order level and will roll-up to an overall assessment of contract performance (See Annex 3). Specific Performance Work Statements (PWS) will be a part of delivery/task order requirements. The remaining elements characterizing performance-based contracts, i.e. performance standards, a quality assurance surveillance plan and incentives (both positive and negative), are found in this award term plan. Individual delivery/task orders state the pertinent performance requirements and detail the linkage of those requirements to the evaluation criteria in this plan. The performance standards for evaluation criteria are the adjectival ratings necessary to earn (or lose) award terms as described in this plan. The quality assurance surveillance plan is the process of performance monitors rating applicable evaluation criteria as described in this plan. The incentive is the actual award term earned or lost as a result of contractor performance.

2.0 Organization

The award term organization includes the Term Determining Official (TDO) and an Award Term Review Board (ATRB) consisting of a chairperson, the Contracting Officer (CO), a recorder, other functional area participants, advisory members, and the performance monitors.

3.0 Responsibilities

a. Term Determining Official. The TDO approves the award term plan and any significant changes to it. The TDO reviews the recommendations of the ATRB, considers all pertinent data, and determines if the award term is earned or lost for each evaluation period. The TDO appoints the ATRB chairperson.

b. Award Term Review Board Chairperson. The ATRB chairperson chairs the meetings of the ATRB and appoints the non-mandatory members of the board and the performance monitors. The ATRB chairperson briefs the TDO with an award term recommendation and the contractor's overall performance. The chairperson is also responsible for recommending award term plan changes to the TDO.

c. Award Term Review Board. ATRB members review performance monitors' evaluation of the contractor's performance, consider all information from pertinent sources, prepare interim performance reports, and arrive at the award term recommendation to be presented to the TDO. The ATRB will also recommend changes to this plan.

d. ATRB Recorder. The ATRB recorder is responsible for coordinating the administrative actions required by the performance monitors, the ATRB, and the TDO.

e. Contracting Officer (CO). The CO is the liaison between contractor and Government personnel and controls any changes that are approved by the TDO to the Award Term Plan.

Also, the CO modifies the contract ordering period, if necessary, to reflect the decision.

f. Performance Monitors. Performance monitors are Contracting Officer’s Representatives (CORs) that maintain written records of the contractor's performance; including monthly Contractor CPARS Draft Approval Documents (CDADS) and CPARS assessments 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. Evaluation Periods – A formal assessment of the contractor’s performance will be completed at the end of the third year of contract performance and each year thereafter (Year 4, 5). An interim evaluation will be conducted eighteen months prior to the first formal assessment and may be provided 6 months after each formal assessment thereafter. Formal assessments may result in the contractor earning or losing the two-year award term, or may result in no change to the term of the contract. Interim evaluations are advisory in nature and provide performance feedback. Interim evaluations will not result in earning or losing the award term. Annex 2 lists the dates for evaluation periods and the performance ratings.

precipitating earning or losing the award term. The award term may be earned during the first formal assessment; however, none are available to lose.

b.Evaluation Criteria – Evaluation criteria and rating/performance standards are listed in Annex 3. Evaluation criteria and their relative weight may change during the life of the contract. Changes to evaluation criteria will be handled in accordance with paragraph 5.0

c. Interim Evaluations – Interim evaluations will be conducted as described above, or at other times at the discretion of the CO. The ATRB recorder notifies ATRB members and performance monitors 14 calendar days before the midpoint of the evaluation period.

Utilizing Annex 4, Performance monitors submit their evaluation reports to the ATRB 21 calendar days after this notification. The ATRB determines the interim evaluation results and notifies the contractor of the strengths and weaknesses for the current evaluation period. The CO may also issue letters at any other time when it is deemed necessary to highlight areas of Government concern.

d.Formal Assessments – Formal assessments will be conducted at the end of the third year of contract performance and each year thereafter (Year 4, 5). The ATRB recorder notifies ATRB members and performance monitors 14 calendar days before the end of the evaluation period. The contractor presents its self-assessment to the CO within five working days after the end of the evaluation period. This written assessment of the contractor's performance throughout the evaluation period may also contain any information that could be reasonably expected to assist the ATRB in evaluating its performance. The self-assessment may not exceed 25 pages. Performance monitors submit their evaluation reports to the ATRB 14 calendar days after the end of the evaluation period.

The CO, at his/her discretion, may convene one or more forums with the contractor and performance monitors (CORs) to clarify and resolve differing viewpoints represented on the contractor self-assessment and the Government assessments. The ATRB prepares its evaluation report and recommendation regarding the earned or unearned award term. The ATRB briefs the evaluation report, and recommendation to the TDO within 30 calendar days of the end of the evaluation period. The TDO will issue and inform the contractor of the award term decision within 45 calendar days of the end of each evaluation period. Within 15 calendar days of the TDO’s decision, the CO issues a contract modification authorizing an award extension or reduction based on the earned or unearned award term.

5.0 Award Term Plan Change Procedure

Either the Government or the contractor may propose changes to the award term plan. The Government may make unilateral changes to the plan for evaluation periods that have not already begun. All contractor proposed changes, and any changes proposed to take effect in the evaluation period that has already begun, will be bilaterally negotiated. The CO will provide written notification of plan changes to the contractor prior to the changes taking effect. If the CO does not give written notice 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 following evaluation period.

Annex 1 – Award Term Organization

Members: Term Determining Official (TDO) Award Term Review Board Chairperson Award Term Review Board Performance Monitor (CORs)

Annex 2 – Award Term Allocation by Evaluation Periods

The award term earned by the contractor will be determined at the completion of evaluation periods shown below. Available award terms correspond to each period that they are available to be earned in.

Evaluation Period

From To Available Award Terms

1 Date of Award 3 years after date of award

2 Year Award Term

Interim Evaluation 18 months after date of award

Formal Assessment 30 days after end of 1st Evaluation Period

2 Beginning of Contract

Year 4 End of Contract Year 4 2 Year Award Term

Interim Evaluation (not required)

6 months before end of 2nd Evaluation Period

Formal Assessment 30 days after end of 2nd

3 Beginning of Year

Contract 5 End of Contract Year

2 Year Award Term

Interim Evaluation (not required)

6 months before end of 3rd Evaluation Period

Formal Assessment 30 days after end 3rd

Note: A maximum of 1 two-year award term is available to be earned through the life of the contract.

Annex 3 – Evaluation Criteria

The criteria that will be evaluated are the same criteria as established in the Quality Assurance Surveillance Plan and attached herein.

The weighting for all measurable performance standards is equal.

Roll-Up of Task Order Evaluations

The COR will rate each delivery/task order (DO/TO) that is currently active, or has been physically completed during the evaluation period using the format in Annex 4. Completed rating forms will be sent electronically to the CO by the time specified in Annex 2.

The COR will calculate ratings for each DO/TO using the scoring method in the QASP All areas of the QASP (Quality of Product, Schedule, Cost Control, Business Relationships,) will be rated based upon the roll up of the delivery/task order ratings. In order to earn an award term, the contractor must receive a score of at least Satisfactory on each standard, with at least 2 of the standards being rated as Very Good or higher.

Annex 4 - Interim Evaluation/Formal Assessment Form

Contract/DO Number Performance Period Being Evaluated 1 2 3 Prepared By (Name/Code) Value of Order:

Award Term Scores

EVALUATION

CRITERIA

EXCEPTIONAL VERY

GOOD

SATISFACTORY MARGINAL UNSATISFACTORY

Quality of Product

Schedule Cost Control Business Relationships

Comments (Exceptional and Unsatisfactory Ratings provide a brief rationale in this space.

Evaluator Signature Date