AttachmentB-AwardTermPlan.doc
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- Attached to
- OVERSEAS AND STATESIDE LOGISTICS AND CONFERENCE SUPPORT SERVICES FOR COMMERCIAL LAW DEVELOPMENT PROGRAM II
- Solicitation number
- SA1301-05-RP-0013
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Attachment B - Award Term Plan
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| File | Type | Posted |
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| AttachmentC-GlossaryofTerms.doc | DOC document | |
| AttachmentA-SampleInvoice.pdf | ||
| FinalSolicitation.doc | DOC document |
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Attachment B to SA1301-05-RP-0014
Attachment B to SA1301-05-RP-0013
Award Term Plan for
Request for Proposal SA1301-05-RP-0014 Overseas and Stateside Logistics and Conference Support Services
Contracting Office:
U.S. Department of Commerce
Office of Business Solutions
Room 6521
1401 Constitution Avenue, N.W.
Washington, DC 20230
Customer Agency:
U.S. Department of Commerce
Commercial Law Development Program
Room 5875
1401 Constitution Avenue, N.W.
Washington, DC 20230
APPROVED:
Steve Gardner, CLDP Chief Counsel
Date
Award Term Determining Official
Harry Hill, COTR
Date
Award Term Review Board Chairperson I.
INTRODUCTION
This plan establishes award term provisions for the Overseas and Stateside Logistics and Conference Support Services contract. The contract performance will include one 12-month base period, two 12-month option periods, and the potential to earn up to an additional two 12-month award terms. The Contractor shall provide support in the following areas: airline reservations, hotel reservations, interpreters/translators, visa/passport support, ground transportation, overseas field office set-up and support, and conference support.
This plan describes the method for assessing the Contractor’s performance and determining whether such performance merits an additional award term year. The award term is intended to provide motivation and award for excellence in executing the provisions of the contract. The specific criteria and procedures are described herein.
1. Organization
The award term organization consists of: an Award Term Determining Official (ATDO); an Award Term Review Board (ATRB), which consists of a chairperson, ATDO, and advisor members.
2.
Responsibilities
a. Award Term Determining Official. The ATDO approves the award term plan and any significant changes. The ATDO reviews the recommendation(s) of the ATRB, considers all pertinent data and determines the earned award term point’s amount for each evaluation period. All decisions regarding the award term points are within the discretion of the ATDO.
b. Award Term Chair. The ATRB chairperson leads the meetings of the ATRB. The ATRB chairperson will brief the ATDO on the award term points status from previous evaluation periods. The ATRB chairperson will also recommend award term plan changes, applicable to future award term points, to the ATDO.
c.
Award Term Review Board. ATRB members review technical monitors’ evaluation of the Contractors performance, consider all information from pertinent sources, prepare interim performance reports, and develop an award term points recommendation to be presented to the ATDO. The ATRB will also recommend changes to this plan.
II. AWARD TERM PROCESSES
1. Available Award Terms. The earned award terms will be based on the contractor’s performance during each evaluation period. There are two available one-year award term periods. Award terms cannot be awarded consecutively.
2.
Evaluation Criteria. If the ATDO does not provide specific notice in writing to the Contractor of changes to the evaluation criteria prior to the start of an evaluation period, the same criteria from the preceding period will be used in the subsequent evaluation period. Any changes to evaluation criteria will be made by revising the Award Term Plan and notifying the Contractor of the specific changes. The evaluation criteria are provided in Appendix A.
3. Evaluations. Technical monitors shall submit evaluation reports to the chairperson after the end of each task order.
4. Interim Evaluations. The interim evaluation will be held 6-months into each period of performance. The chairperson shall provide an interim evaluation report summarizing the evaluation reports written by the technical monitors in the last 6-months. The chairperson shall address each of the evaluation factors and outline any performance deficiencies and areas of Government concern. The chairperson’s interim evaluation report shall be submitted to the ATDO within 21 calendar days after the end of the interim evaluation period. The ATDO shall approve and submit the report to the Contractor within 10 days of receipt of the interim evaluation report. The ATDO may request a meeting with the Contractor to discuss any significant performance issues. Conversely, the Contractor may request a meeting with the ATDO to discuss performance issues.
5. Contractor Self-Assessment. The Contractor’s self-assessment report is submitted to the ATDO within 21 days after the end of each performance period. This written assessment of the Contractor’s performance through the evaluation period shall address each of the evaluation factors and may also contain any information that my be reasonably expected to assist the ATRB in evaluating the Contractor’s performance.
6. End-of-Year Evaluations. There will be an evaluation period at the end of each period of performance (at the end of the base, each option year, and first award-term). The chairperson shall provide an end-of-year performance report summarizing the technical monitors evaluation reports during the performance period just ended. This report is due within 30 days after the end of each period of performance. The ATDO shall evaluate the end-of-year performance report along with the Contractor’s Self-Assessment. An end-of-performance period evaluation meeting shall be held no later than the 45th day after the end of each period of performance to discuss any disparities between the Contractor’s Self-Assessment and the chairperson’s end-of-year performance report. The ATDO has the authority to change the date or location of the evaluation meeting by notifying the Contractor in writing.
7. Award Term Determinations. An accumulation of an average of 90 points and attainment of the minimum points in every evaluation area for each performance period is required for the award of the first one-year award term. An accumulation of 90 points and attainment of the minimum points in every evaluation area for the previous contract period of performance and prior award term is required for the award of the second one-year award term. The CO makes the final decision as to earned award term. If the ATDO recommends that the Award Term not be awarded, the CO will provide written notification to the Contractor. Award Term points and award term determinations are not subject to disputes.
APPENDIX A.
EVALUATION CRITERIA
| Area of Evaluation |
| Weight |
| Maximum Achievable Points |
| Minimum Points |
| Program Management |
| 25% |
| 25 |
| 15 |
| Schedule/Delivery of Services |
| 20% |
| 20 |
| 10 |
| Invoicing |
| 15% |
| 15 |
| 7 |
| Subcontractor Management |
| 15% |
| 15 |
| 7 |
| Cost Control |
| 15% |
| 15 |
| 7 |
| Customer Satisfaction |
| 10% |
| 10 |
| 5 |
| TOTAL |
| 100% |
| 100 |
| 51* |
*Offeror cannot be awarded an additional award term year extension with the minimum points. Must have at least 90 points.
Award Conversion Table
| Rating |
| Award Pts |
| Unsatisfactory |
| 50 pts or less |
| Satisfactory |
| 51 - 74 pts |
| Good |
| 75 - 89 pts |
| Excellent |
| 90 - 100 pts |
EVALUATION CRITERIA SUMMARY
Program Management = 0-25 pts
| Unsatisfactory |
| Satisfactory |
| Excellent |
| Contractor mismanagement of task orders result in significant increase in cost, schedule or technical aspects of the program. The Contractor's management is reactive when responding to problems. Considerable clarification and/or government involvement is required to resolve issues. High key staff turnover. Contractor does not attain the adequate human resources to sustain program or handle Government changes or urgent requirements. |
| Contractor management of task orders is generally proactive in preventing/minimizing impacts to the program. Actions to control the program are responsive to Government needs. Contractor establishes clear lines of authority and provides effective communication with Government. Contractor has adequate human resources to sustain program. Contractor is prepared for Government changes or urgent requirements. |
| All the criteria for "satisfactory" rating. Contractor demonstrates strong leadership and takes proactive measures to minimize program delays. Actively identifies ways to save program costs and schedule. Contractor attracts and retains highly qualified staff to provide effective communication with the Government. Contractor is highly flexible to Government changes and provides highly organized performance for urgent requirements. |
Schedule/Delivery of Services = 0-20 pts
| Unsatisfactory |
| Satisfactory |
| Excellent |
| Contractor does not inform the Government of delays and did not expose changes or resolve them as soon as they are recognized. Reports, task order quotes or other deliverables are not submitted on time, contain many errors, or do not meet contract allocated requirements. |
| Contractor informs Government of delays. Reports, and other deliverables are submitted on time but do not meet contract or Contractor allocated requirements. |
| Contractor keeps Government informed of delays, resolves them independently, and meets delivery schedule. Reports and other deliverables are submitted on time and meet contract allocated requirements. Contractor provides services expeditiously to provide savings to the Government. |
Invoicing = 0-15 pts
| Unsatisfactory |
| Satisfactory |
| Excellent |
| Contractor fails to submit at least 90% of invoices with complete documentation for each task order within 90 days completion of each task order. Contractor can not account for the remaining outstanding amount with any degree of accuracy. Invoices and invoice tracking spreadsheets fail to meet the Government standard. |
| Contractor submits at least 90% of invoices for each task order with complete documentation within 90 days completion of each task order. Contractor informs the Government of the remaining outstanding amount with accuracy. Invoice and invoice tracking spreadsheet meets the Government standard. |
| Contractor submits all invoices with complete documentation for each task order within 90 days completion of each task order. Invoices and invoice tracking spreadsheet meets the Government standard. |
Subcontractor Management = 0-15pts
| Unsatisfactory |
| Satisfactory |
| Excellent |
| Contractor does not recruit or retain adequate subcontractors for each task order. Contractor manages subcontractors ineffectively to negatively impact the program. Contractor fails to develop an adequate subcontractor management or recruitment plan. Subcontractors are unreliable and do not perform task order requirements. |
| Contractor has adequate subcontractors to carry-out each task order. Subcontractors complete task order requirements. |
| Must meet criteria listed for "satisfactory" rating. Contractor develops an effective management plan to recruit and retain professional sub-contractors for each geographic region CLDP operates in. |
Cost Control = 0-15 pts
| Unsatisfactory |
| Satisfactory |
| Excellent |
| Does not provide measures for controlling costs. Funds, resources, and subcontractors are used inefficiently in pursuing program goals. Contractor displays resource management problems. Cost estimates for each task order are not submitted timely or are inaccurate. Cost overruns attributable to the Contractor occur frequently and are not timely reported to the Government. |
| Provides a measure for controlling costs. Funds and resources are generally used in a cost effective manner. No major resource management problems. Cost estimates are timely and are within 10% of actual costs. Cost overruns are reported to the Government immediately. |
| There are no cost overruns due to factors within Contractor's control. The Contractor's control over costs is extremely effective. The Contractor consistently utilizes past experience to reduce costs on new work. Cost estimates are timely, thorough and accurate. The Contractor consistently provides timely notification to the Government regarding cost issues. |
Customer Satisfaction = 0-10pts
| Unsatisfactory |
| Satisfactory |
| Excellent |
| Advisors or conference participants are not satisfied with the facilities, customer support, or with the logistical information the Contractor has provided. Contractor is unresponsive to the needs of Advisors or conference participants or coordinators. Conference/Advisor evaluations reflect complaints and an average "poor" rating. |
| Contractor reacts to the needs of advisors or conference participants appropriately. Advisors and conference participants are satisfied with facilities, customer support, and logistical support services. Advisor/conference evaluations reflect an average of "good" rating. |
| Contractor anticipates needs of advisors or conference participant/coordinators to warrant special appreciation. Advisors and conference evaluations provide an "excellent" rating for facilities, customer support, and logistical support services. |
APPENDIX B
FACTOR SCORE SHEET
(for individual task order evaluations)
TASK ORDER # / TITLE __________________________________________________
PERIOD OF PERFORMANCE______________________________________________
Instructions: Using the Award Term Evaluation Criteria document, please evaluate the performance of the Contractor for each evaluation factor listed below. Please circle only one rating for each factor and provide a brief explanation of any performance strengths/weaknesses. (1 = unsatisfactory - 5 = excellent performance)
PROGRAM MANAGEMENT:
Strengths/Weaknesses:
SCHEDULE/DELIVERY OF SERVICES:
INVOICING:
SUBCONTRACTOR MANAGEMENT:
COST CONTROL
CUSTOMER SATISFACTION:
Additional comments:
Evaluator:____________________________________
Date:___________________
PAGE
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