Attachment_F_-_FOMS_III_Tech_Performance_Incentive_Fee_Plan.pdf

ATTACHMENT F

Facilities Operations and Maintenance Services (FOMS)

Technical Performance Incentive Plan

August 18, 2016

Facilities Operations and Maintenance Services (FOMS)

Technical Performance Incentive Plan

I. INTRODUCTION

This Technical Performance Incentive Plan, in accordance with NASA FAR Supplement

1816.402-270, reflects the agreements between the Government and the Contractor regarding technical performance incentive fees available under the contract. It explains the applicability and implementation of technical performance incentive fee clauses contained in the contract.

II. BACKGROUND

This contract contains a core services and an Indefinite Delivery Indefinite Quantity (IDIQ) por-tion for Facilities Operations and Maintenance Services in support of NASA’s Goddard Space

Flight Center. The core services portion is cost-plus-fixed-fee (CPFF) with technical perfor-mance incentives. The IDIQ portion will allow for the issuance of CPFF or CPFF with technical performance incentives for Services task orders and Firm-Fixed-Price task orders for construc-tion. CPFF Services task orders will be issued for snow and ice removal and will include both positive and negative technical performance incentives. The objective technical performance metrics reach across the Statement of Work to include the technical aspects of management plus operations and maintenance; schedule for operations and maintenance; and services task order performance. Performance incentives for both the core and IDIQ Services task orders completed during the evaluation period will be evaluated every six (6) months to determine the performance incentive earned for that period. The government will gather the data monthly and the contrac-tor’s performance shall be assessed on a monthly basis, but the contractor shall only be evaluated for performance incentive fee payments every six months. The operation of these performance incentives is detailed herein.

III. CALCULATION

During each evaluation period, the Contractor may earn technical performance incentive fee for the core services based on the technical and schedule objective metrics set forth in the attached spreadsheets. The points assigned for each area will be totaled and will equate to the technical performance incentive fee percentage earned for the six-month evaluation period. The maximum core services technical performance incentive fee available each six-month evaluation period is set forth in Attachment 1 to this plan. Services task orders with technical performance incentives will be evaluated during the six-month period in which they are completed and the Contractor may earn technical performance incentive fee based on the technical and/or schedule objective metrics established in each Services task order.

The Contracting Officer’s decision as to the amount of technical performance incentive fee earned each evaluation period is a unilateral determination based on the established metrics and is subject to the Disputes clause. All technical performance incentive fee payments for each evaluation period shall be final.

IV. TECHNICAL REQUIREMENTS

Work Management & Planning

Cost Metric Reports: Over the last five years, there has been much attention placed on knowing actual costs to operate and maintain each government real property asset. As a result, GSFC re-quires the 533 (NASA Contractor Financial Management Report) to match several data points in the Computer Maintenance Management System (CMMS) database. All CORE associated Con-tract work direct labor hours, are to be captured in the CMMS database.

GSFC will compare monthly direct labor hours, reported in the 533 to the CMMS data to de-termine the technical performance incentive fee earned. The data will be pulled from the CMMS.

1. The performance incentive fee will be based on the highest discrepancy percent.

2. Performance incentive Fee calculation is based on 100% minus highest discrepancy per-cent.

Condition Assessments: Maintain the Condition Assessment Program. In CMMS, Condition

Assessment Code is the record for condition of fixed equipment, and Condition Assessment Date is the date of the last condition assessment. The condition of equipment needs to be up-to-date at all times by updating the condition assessment codes as a result of a repair or during the normal processes of performing preventive maintenance, the Contractor’s personnel will provide a con-dition assessment code on the maintained equipment to be entered into the CMMS. The condi-tion assessment code data cannot be more than 13 months old and is considered “current” when less than 13 months old. This data will assist with the replacement of obsolete or non-maintainable equipment and will lead to budget development and project definition and costs estimates. For the incentive fee, GSFC will only consider the assets that are being maintained

(PM/PTI).

GSFC will review the CMMS to confirm the condition assessment data is entered and not more than 13 months old for assets being maintained (PM/PTI). The data will be pulled from the

CMMS monthly. The performance incentive fee will be based on how many condition assess-ment fields are current (less than 13 months old).

CMMS Database: Accurately document and use the Facilities Management Division's (FMD)

MAXIMO® CMMS application as the computerized maintenance management system is very important for reporting, budget development, and analysis of frequently reported problems.

FMD requires the CMMS to be accurate to properly document and track all work performed by the contractor from generation to completion. When entering location data, the format must fol-low the ARCHIBUS standard for NASA GSFC.

a. Work Orders. The 15 data points to be reviewed for gaps in the CMMS work order sys-tem includes the following: Work order number, location, Goddard Operations and

Maintenance Repair (GOMAR) number, work order priority, description, status, status history, customer (caller identification), work source data, lead, and work type. The government will baseline data for work orders starting the first day of contract perfor-mance.

Once work is complete the record shall be updated with accurate Goddard Operations and

Maintenance Repair (GOMAR) number, failure code or failure remarks, actual labor, type of labor, and actual material cost.

b. Attribute data. The 14 data points the Contractor shall maintain for the tables of back-ground information through CMMS. These tables include the asset inventory of main-tainable equipment with attribute data including Goddard Operations and Maintenance

Repair (GOMAR) number, description, location, responsible organization code, Asset

Owner, Maintenance Owner, condition code, condition change date, major system, asset priority, failure code system, installation date, warrantee expiration date, manufacturer, and serial number.. The government will baseline the attribute data as only assets main-tained by the FOMS contractor, assets installed on or after 1/1/2004, assets that are in a status of “operating,” and assets that have a building number of 001 to 699 or that is a government owned trailer. (These changes are effective May 1, 2013)

c. PM & PTI Job Plans. The Contractor shall maintain job plans for all PM and PTI work orders.

GSFC will complete a gap review of data in CMMS to determine the technical performance in-centive fee earned. GSFC will pull the three sets of data (a, b, and c) from CMMS monthly. A

“gap” is when a required field in the database has no data.

1. Total data points is = to number of Work Orders times 14 data points + number of assets since beginning of contract times 13 data points (Attribute data) + number of PM & PTI job plans.

2. Total gaps will be counted in each of the pulls for each of the data points and the job plans.

3.

4. Performance incentive Fee is based on percent of no gaps (filled data).

Operations and Maintenance

Maintenance: GSFC regards timely completion and specifically closing of preventive mainte-nance (PM) and Predicative Testing and Inspections (PTI) as one of the most important functions in the overall maintenance program. Scheduled maintenance will be arranged so as not to disrupt

GSFC mission. Outages during normal business hours that affect occupied areas will normally not be approved.

Frequency Standard

Daily No deviation

Weekly +/- 1 calendar day

Monthly +/- 5 calendar days

Quarterly +/- 10 calendar days

Semi-annual +/- 15 calendar days

Annual +/- 20 calendar days

GSFC will measure the closing of preventive maintenance by the contract standards (shown in the table above) on the PM and PTI work orders generated using the “Status Close Date.” The data will be pulled from CMMS monthly.

Therefore PM & PTI work orders closed within Contract Standard will be 100% minus Percent

PM and PTI not closed within Contract Standard.

Closing of Trouble Calls and Service Requests: Trouble calls and service requests are reactive maintenance work but are important to keep both the facilities operating and the customers satis-fied and able to complete their missions.

Priority Maximum Time to Close the

Work Order

Emergency, Priority 1 24 hours

Urgent, Priority 2 48 hours

Urgent, Priority 2 generated on Fridays. 72 hours

Priority, Priority 3 4 calendar days

Routine, Priority 4 30 calendar days

GSFC will measure the closing of trouble calls (TC) and service requests (SR) by the contract standards (shown in the table above) established in the statement of work and on the work orders generated. The data will be pulled from CMMS monthly.

Therefore TC + SR closed within Contract Standard will be 100% minus Percent TC + SR not closed within Contract Standard.

Discovering and Fixing Problems: A “find” is defined as a problem discovered using Predic-tive Testing and Inspection (PTI) or Preventative Maintenance (PM), and allows a repair to take place before a functional failure with no unscheduled impact on operations. GSFC encourages discovering and fixing the “finds.” This effort will minimize unscheduled downtime of equip-ment. A “find” is documented in the CMMS as a trouble call (TC) or a service request (SR) and is linked to the PTI or a PM; it must be at PTF or a PMF as a “child” in the CMMS. The re-sponse of the “find” will be evaluated using the maximum times according to the priority given.

Priority Maximum Time to Close the

Work Order

Emergency, Priority 1 24 hours

Urgent, Priority 2 48 hours

Urgent, Priority 2 generated on Fridays. 72 hours

Priority, Priority 3 4 calendar days

Routine, Priority 4 30 calendar days

GSFC will measure the closing of trouble calls (TC) and service requests (SR) by the contract standards (shown in the table above) that are linked in the CMMS as a “finds.” The data will be pulled from CMMS monthly.

Therefore “Finds” closed within Contract Standard will be 100% minus Percent “Finds” not closed within Contract Standard.

Customer Satisfaction

Excellent Performance and Feedback from Customers (Ratings are 1 to 5): The Manage-ment Operations Directorate (Code 200) will survey 10 percent of the customers that call in trouble calls and service request tickets each month. Code 200 will call or email the customers of the tickets selected and survey the satisfaction of the service provided.

The results of the surveys will be provided to the Contractor and will be used to determine the technical performance incentive fee earned.

Safety

Safety: Safety is the number one priority. All work must be conducted in a safe manner in ac-cordance with the Contractor’s approved safety plan and comply with both GSFC safety stand-ards and Occupational Safety Health Act (OSHA). This data will be pulled monthly.

Lost Time Accident is an incident which causes one or more days off work (consecutive or not) after, but not including, the day of an occupational injury or illness.

Reportable Incident Rate (RIR): RIR = (Total monthly # of injuries incurred x 16,666)/(Total monthly number of hours worked.)

GSFC will reward the Contractor for no lost time accidents and a reportable incident rate below the national average. GSFC will use the Bureau of Labor Statistics, U.S. Department of Labor, Incident Rate, Private Industry, Construction for total recordable cases for the national average.

IDIQ Task Order Requirements

Task Orders Completed on time: Performance incentives for task orders will be on a case-by-case basis and will be defined within the task order.

ATTACHMENT 1

EVALUATION PERIODS AND MAXIMUM AVAILABLE

CORE SERVICES

TECHNICAL PERFORMANCE INCENTIVE FEE (TPIF)

Period Start Date End Date Maximum Available

TPIF

1 11/1/12 4/30/13 $142,160

2 5/1/13 10/31/13 $142,611

3 11/1/13 4/30/14 $155,050

4 5/1/14 10/31/14 $155,050

5 11/1/14 4/30/15 $157,177

6 5/1/15 10/31/15 $157,177

7 11/1/15 4/30/16 $160,599

8 5/1/16 10/31/16 $160,600

9 11/1/16 4/30/17 $175,754

10 5/1/17 10/31/17 $175,755