Amendment 4 to RFP NRC3310ADAMS

ADDENDUM D TO SOLICITATION NO. NRC3310ADAMS

AWARD TERM PLAN

1.0

INTRODUCTION

This Award Term Plan (“Plan”) identifies responsibilities and methods used to monitor and evaluate ADAMS Contractor performance for the purpose of awarding additional periods of performance (award term extensions). The NRC requires top-level performance to meet program requirements. This Plan is designed to provide incentive to the Contractor for outstanding performance which benefits the NRC. The NRC recognizes that establishing an effective relationship between the contractor and Government is an essential prerequisite of outstanding performance. To facilitate an effective relationship, the Government and Contractor will cooperate in developing the essential elements of this Plan.

The Offeror shall propose a Performance Measurement Metric (PMM) Plan to be submitted with their offer. The Offeror shall propose a satisfactory level with each metric in the PMM. The Government and the successful Offeror will negotiate the elements and performance levels contained in the offeror’s PMM, and the PMM will be incorporated into the resulting IDIQ contract. In addition to the elements contained in the PMM, the Government and the Contractor will negotiate achieving Small Business Subcontracting Plan goals, cost control, responsiveness and business relationship, the performance of which shall be used as part of this Plan.

The intent of this Plan is to establish procedures for the evaluation of Contractor performance under the IDIQ contract by furnishing guidelines and procedures for: (1) evaluating the Contractor's performance during each IDIQ contract year; and (2) furnishing sufficient data to enable the Award Term Approving Official to determine whether an award term will be granted.

2.0

GENERAL

Through this Plan, NRC seeks to provide incentives for the Contractor to perform at a level NRC considers better than satisfactory. An Award Term may only be exercised in accordance with clause B.6 in the solicitation.

3.0

PERFORMANCE AWARD TERM REVIEW TEAM

3.1 Organization

The organization of the Team is described in the following paragraphs.

3.1.1 Award Term Approving Official. The Award Term Approving Official is a Deputy Director of the NRC Office of Information Services (OIS). The Deputy Director may appoint another individual to perform this function for their organization.

3.1.2 Performance Award Term Review Team. The Award Term Approving Official will appoint an Award Term Review Team (“Team”) to evaluate the Contractor's IDIQ contract performance during the then-current IDIQ contract year. The Award Term Approving Official may appoint a Chairman to the Team or the Award Term Approving Official may serve as the Chairman. The team members will ensure a fair and accurate assessment of the contractor's performance for the period being evaluated. The Team Chairman may also use non-voting advisors as necessary.

3.2 Duties of the Team.

The duties of the Team are as follows:

3.2.1 Implement the plan and propose timely modifications to the Plan if required, throughout the period of contract performance.

3.2.2 Evaluate contractor performance for each performance evaluation.

3.2.3 Prepare and submit to the Award Term Approving Official a written evaluation of the Contractor's performance for a given evaluation period.

3.3 Responsibilities.

3.3.1 Award Term Approving Official. Approves the Plan and the evaluation factors and scoring methodology. Approves the composition of the Team. Determines the Contractor performance rating for a given IDIQ contract year and whether an Award Term period will be granted based on the factors of the plan.

3.3.2 Team Chairman. Structures the Team membership to provide representation that reflects all appropriate aspects of contract performance and provides membership to adequately assess contractor performance for the period being evaluated. Conducts the evaluation under this Plan. Schedules Team meetings and serves as a recorder at these meetings. Leads the Team in developing a consensus evaluation and in resolving significant differences in ratings. Provides brief summary documentation for the Award Term Approving Official. May provide feedback to the Contractor, through the Contracting Officer, in order to focus the Contractor on areas that would lead to improved performance in subsequent periods.

3.3.3 Performance Award Term Review Team. Monitors and evaluates Contractor performance for the period under consideration, utilizing the factors set forth in the Plan. Makes written evaluations, completes the evaluation worksheets and formulates award term recommendations. Briefs the Award Term Approving Official on evaluations, when requested, and provides supporting data/documentation to support the assessment of performance. Prepares the evaluation report and accompanying narrative justification. Identifies potential improvement areas and areas of emphasis for the next succeeding evaluation period to the Team Chairman for later Contractor debriefing.

3.3.4 Contracting Officer. Prepares and distributes contract modifications awarding the Award Term authorized by the Award Term Approving Official. Maintains NRC documentation relating to this Plan as part of the official contract file. Documents the basis for the Award Term decision rendered by the Award Term Approving Official in the contract file. Informs the Contractor in writing of annual Award Term evaluation results and Award Term decision.

4.0

PROCEDURES FOR AWARD TERM EVALUATION PERIODS

4.1 Procedures for Award Term Evaluation Periods

Step 1.

The Contractor may submit a brief written self-evaluation of its performance within 10 days after the end of the evaluation period. The self-evaluation report shall not exceed 7 pages, and will be considered in the Award Term Review Board’s (ATRB’s) (or Term Determining Official’s) evaluation of the Contractor’s performance during this period.

Step 2.

Team members shall individually initiate their evaluation worksheets (Award Term Evaluation Form) within 3 days after the end of each evaluation period. Informational sessions will be conducted at the end of year-one of the base year. The first official Award Term evaluation for eligibility will be conducted at the end of year-two of the base year and again at the end of the Option Period. Evaluations will be completed within 10 days after the end of each evaluation period and completed worksheets will be submitted to the Team Chairman (if one is appointed) or Award Term Approving Official. Team members shall be prepared to brief their evaluations to the Chairman if necessary.

Step 3.

The Team will develop a consensus evaluation of Contractor performance in the appropriate areas for the then-current IDIQ contract period, using the factors set forth in the plan. The Team shall review all evaluation material along with supporting documentation and may call additional technical and management advisors to provide supporting information as required.

Recommendations of the Team, together with Contractor self evaluation and other supporting justifications, shall be presented to the Award Term Approving Official for final decision no later than 20 days from the end of each evaluation period. Evaluation activities need to be completed at a point no later than 30 days after the end of each evaluation period to ensure that the Award Term Approving Official’s decision is announced no later than 90 days after the period being evaluated.

Step 4.

No later than 30 days after the Award Term Approving Official receives the Team’s recommendations, the Award Term Approving Official shall make a determination of the Contractor's evaluation rating for the applicable evaluation period. A brief summary narrative report highlighting Contractor strengths and weaknesses shall be prepared. The written announcement to the Contracting Officer of Award Term Approving Official’s decision will be made no later than 60 days after the end of each evaluation period.

Step 5.

Within 30 days after receiving the Award Term Approving Official decision, the Contracting Officer shall forward to the Contractor the evaluation results. The Contracting Officer shall forward the notice to the contractor not later 90 days after the end of the applicable evaluation period and the modification adding the award term entitlement will follow as soon as practicable following the notification.

Step 6.

Prior to Contractor commencement of work under an Award Term period, the Contracting Officer will issue a modification to the IDIQ contract to authorize the Award Term then negotiate and award task order(s), if any are required and funding is available.

5.0 OPPORTUNITY TO ADJUST PERFORMANCE METRICS

5.1. Adjusting Performance Rating

Bilateral changes may be made to the award term plan at any time. It is possible that actual performance will reveal that the negotiated levels are either too easy or too difficult to attain. The Contractor and Contracting Officer will negotiate the satisfactory and higher levels of performance ratings. The values may be renegotiated at the request of either party. If an agreement cannot be made within 60 days, the Government reserves the right to set the values unilaterally in the event an agreement is not reached.

5.2. Modification of Performance Measurement Metrics

The Contractor’s PMM is a living document. The parties recognize that performance elements may be added or deleted during the life of the contract. New or revised performance elements will be considered to be incorporated into this Plan when the elements are incorporated into the Contractor’s PMM.