J-2__Awd_Term_Plan_9_16_0900.pdf

Solicitation SAQMMA13R0044 Attachment J.2

Award Term Plan

AWARD TERM PLAN

FOR

US DEPARTMENT OF STATE

BUREAU FOR INTERNATIONAL NARCOTICS

AND LAW ENFORCEMENT AFFAIRS (INL)

AVIATION SUPPORT SERVICES

PROGRAM OFFICE SUPPORT

(Approval date)

REVIEWED: APPROVED:

Contracting Officer Term Determining Official

Reaver Clements Ralph Frank

Contents

1.0 Introduction

2.0 Organization

3.0 Responsibilities

4.0 Award Term Process

5. 0 Award Term Incentive

6.0 Award Term Determination

7.0 Award Term Plan Change Procedure

8. 0 Award Term Extensions

9.0 Award Term Periods and Available Points

10.0 Evaluation Criteria

11.0 Sample Award Point Conversion

1.0 Introduction

This award term plan is the basis for INL Office of Aviation’s evaluation of the contractor’s performance and for presenting an evaluation of that performance to the Term Determining

Official (TDO). The adjustment to the performance period will result in a contract of at least three (3) years but not greater than ten (10) years.

All TDO decisions regarding the award term points shall not be subject to the provisions of

FAR 52.233-1, disputes, or reviewed by any Board of Contract appeal (BCA), court, or other judicial entity. This includes but is not limited to; the amount of the award term points, the methodology used to calculate the award term points, the final calculation of the award term points.

The award term will be provided to the contractor through a unilateral contract modification based upon points earned as determined by the TDO.

2.0 Organization

The award term organization consists of the TDO and an Award Term Review Board (ATRB).

The ATRB consists of a chairperson, the Contracting Officer (CO), a recorder, functional area experts, advisors, and the performance monitors. The ATRB will have no less than three (3) voting members.

3.0 Responsibilities

a. Term Determining Official. The TDO approves the award term plan and any significant changes. The TDO also reviews the recommendations of the ATRB, considers all pertinent data, determines the performance rating for each evaluation period, and determines if an award term option is approved. The award term determination will be made by the TDO based upon the criteria outlined in paragraph 10.0 Evaluation Criteria. The TDO also appoints the ATRB

Chairperson.

b. Contracting Officer. The CO is the liaison between the Contractor and the Government

Personnel. Subsequent to TDO approval, the CO modifies the contract period of performance to reflect the decision as appropriate.

c. Award Term Review Board Chairperson. The ATRB Chairperson chairs board meetings, and appoints the remaining ATRB members. The ATRB Chairperson briefs the TDO on recommended performance ratings and recommends award term plan changes to the TDO. The

Chairperson also coordinates the administrative actions during the award term process includes:

1) receipt, processing and distribution of evaluation reports from all required sources, 2) scheduling board meetings and briefings, and 3) accomplishing other actions required to ensure the smooth operation of the award term process.

d. Award Term Review Board Members. ATRB members review performance monitor evaluations, consider all information from pertinent sources, prepare interim performance evaluations every four (4) months, and will recommend an overall performance evaluation rating to the TDO on an annual basis. The ATRB will also evaluate and recommend changes to the award term plan.

e. Performance Monitors. Government Technical Monitors (GTMs) maintain written records of the contractor’s performance in their assigned evaluation area(s) to ensure that a fair and accurate evaluation is obtained. GTMs utilize the Quality Assurance Survallence Plan (QASP), internal and external audits, and verified customer service reports. Monitors prepare interim and end-of-period evaluation reports as directed by the ATRB.

f. Award Term Review Board Recorder. The ATRB recorder assists the Chairperson in his administrative duties which include internal evaluation milestones, scheduling of meetings and briefings and processing reports. The recorder is a non-voting member.

4.0 Award Term Process

a. Performance Evaluations. The contractor is expected to meet all requirements of the contract from the first date of performance; however, only the ratings received for each evaluation period will be considered in the award term determinations under this contract.

b. Interim Evaluation Process. Interim evaluations will occur on a trimester basis. The ATB

Chairperson will notify the ATB members fifteen (15) calendar days before each interim evaluation period ends. ATB members will complete the interim evaluation reports within fifteen

(15) calendar days after the interim period ends. The ATB will determine the preliminary interim evaluation results. The ATB Chairperson will then brief the Contractor on the interim results to include strengths, weaknesses, and the preliminary estimation of the Contractor’s interim rating.

The ATB will review any Contractor self-evaluations, the Contractor’s performance, and consider information from any pertinent sources in determining an overall rating recommendation which will then be presented to the TDO. The ATB will prepare and submit a formal interim evaluation report to the TDO within thirty (30) calendar days after the end of each interim evaluation period. The report will include a recommendation as to the overall rating and include a narrative of each element evaluated that supports the recommended rating assigned. If the ATB is unable to reach a unanimous agreement on the content of a report, the Chairperson shall forward minority reports prepared by the dissenting ATB member(s).

c. End-of-Period Evaluations. A final evaluation will occur at the end of each evaluation period. The ATB Chairperson will notify the ATB members fifteen (15) calendar days before the final evaluation period is complete. ATB members will complete their final evaluation reports within fifteen (15) calendar days after the evaluation period ends.

The ATB will review any Contractor self-evaluations, the final interim evaluation reports approved by the TDO, the Contractor’s performance, and consider information from any applicable sources in determining an overall rating recommendation to be presented to the TDO.

The ATB will prepare and submit a final evaluation report to the TDO within thirty (30) calendar days after the end of each evaluation period. The report will include a recommendation as to the overall rating and include a narrative of each element evaluated that supports the recommended rating assigned. If the ATB is unable to reach unanimous agreement on the content of a report, the ATB Chairperson shall forward minority reports prepared by the dissenting ATB member(s).

d. Contractor’s Self-Evaluation. At their discretion, the Contractor may submit to the CO within ten (10) calendar days after the end of each interim and final evaluation period, a brief written self-evaluation of its performance for that period. This self-evaluation shall not exceed five (5) pages. This self-evaluation will be considered in the ATB’s evaluation of the

Contractor’s performance during this period.

e. TDO Evaluation. The TDO is required to make a final evaluation of the interim and final evaluation rating within fifteen (15) days upon receipt of the ATB evaluation report.

Accordingly, the TDO has the flexibility to change the recommended rating as a result of any relevant factor to include, but not limited to the following:

(1) the rating assigned to an individual function due to extraordinary input from the activity or other sources;

(2) the overall rating based on trends in performance in all functions or any general economic or business trends which may affect performance capability; or

(3) any other information the TDO determines is applicable to the Contractor’s performance evaluation.

Any changes to the ratings recommended by the ATB must be documented and the documentation shall include the rationale for the change.

f. Duration of Evaluation. The estimated time for the completion of the government’s evaluation is approximately forty-five (45) days after the conclusion of the evaluation period.

5. 0 Award Term Incentive

The primary intent of the award term is to provide incentive for the Contractor to perform the required services in such a manner as to warrant the highest possible rating during each evaluation period. If during an evaluation period the Contractor receives an

“Unsatisfactory” rating under any of the evaluation criteria, the operation of the award term plan for future evaluation periods will cease. The duration of the contract at the time the award term plan ceases will not exceed the one (1)-year base period, the two (2)-option year periods, and any previously approved one (1)-year award term option periods.

6.0 Award Term Determination

a. Award Term Determination Criteria. The TDO may only approve the use of an award term option year if the Contractor for the applicable evaluation period earns the following: a minimum score of eighty-three points out of one hundred and five available points points based upon an overall performance rating, five points discretionary points.

b. Award Term Determination Process. The first award term determinations will be made no later than two months into the first option period of the contract and at one-year intervals thereafter, if applicable. The first award term determination will consider the Contractor’s performance ratings received during the twelve months of the base period and six month transition period. Each of the remaining seven award term determinations will be based upon one-year performance periods.

Rating Consequence

Numerical Adjectival

95–100 Superior Earn two award term periods.

89–94 Excellent Earn one award term period and any lost award term period.

83–88 Good Earn one award term period.

77–82 Marginal Loss of award term period. Failure to earn the required evaluation rating of eighty-three points in two successive evaluation periods will bar the ATB from conducting future evaluations under the Award Term Plan.

< 77 Unsatisfactory Failure to earn the required evaluation rating of seventy-seven points in an evaluation period will bar the ATB from conducting future evaluations under the Award Term Plan.

c. TDO Determination. Unless the Award Term Plan ceases pursuant to its own terms, the TDO is required to make the award term determinations identified under this plan. If an award term option period is approved by the TDO, the exercise of the award term option is at the discretion of the Government. Favorable determinations by the TDO do not obligate the Government to exercise an award term option but only provide the CO with the authority and discretion to exercise the option in accordance with FAR 52.217-9.

d. Notification to the Contractor. The TDO will advise the Contractor and the CO of the results of the award term determination and will provide both with a copy of the final evaluation report.

7.0 Award Term Plan Change Procedure

Contractor requested changes to the Award Term Plan shall be forwarded to the CO, who as a mandatory member of the ATRB, will forward the request to the ATRB chair and board members for coordination. Upon review, the ATRB will forward a recommendation to accept or reject the changes to the TDO. Proposed changes to the Award Term Plan will be negotiated with the Contractor. If a mutual agreement cannot be reached within sixty (60) days prior to the start of the next award term period, the Government has the unilateral right to implement the changes.

Government proposed changes to the Award Term Plan will be made unilaterally if the proposed changes are prior to the start of the award term period. If proposed changes occur during the award term period the changes will be bilaterally negotiated with the Contractor.

8. 0 Award Term Extensions

If the contract term ends prior to the TDO approving the use of an award term option year or prior to the CO exercising an award term option period, the Government will incur no costs associated with the award term provision of this contract.

9.0 Award Term Periods and Available Points

The award term points earned by the Contractor will be determined at the completion of evaluation periods shown below.

Evaluation Periods

Period 1: Transition and Base Period for Award Term Year 1 (Performance Year 4)

Period 2: Option Year 1 for Award Term Year 2 (Performance Year 5)

Period 3: Option Year 2 for Award Term Year 3 (Performance Year 6)

Period 4: Award Term Year 1 for Award Term Year 4 (Performance Year 7)

Period 5: Award Term Year 2 for Award Term Year 5 (Performance Year 8)

Period 6: Award Term Year 3 for Award Term Year 6 (Performance Year 9)

Period 7: Award Term Year 4 for Award Term Year 7 (Performance Year 10)

The TDO will only make an award term determination for Periods 1 and 2 if the CO exercises the two (2) one (1)-year option periods in accordance with FAR 52.217-9. Any additional award term determination made by the TDO will only be made if the CO exercises additional one (1)-year award term options in accordance with FAR 52-217-9.

Maximum Available Points

The maximum available award term points that can be earned during a particular evaluation period are one hundred and five (105) points. The Contractor can earn up to a total of one hundred (100) points for each evaluation period based upon performance, plus five (5) additional discretionary points. All combined, a total of eighty-three (83) points are needed per evaluation period to approve an additional award term option period. (NOTE: All standards will be rounded to a single decimal place.)

10.0 Evaluation Criteria

a. Performance Areas and Weight

Performance Area Maximum

Possible

1. Monitor, Analyze and Report on Projects and Contracts 30

2. Administer Program- Wide Safety Management System (SMS) 25

3. Direct support to contracts and acquisition 15

4. Ops and Single Point Operation planning and coordination 15

5. Coordinate, communicate, and integrate among Associate Contractors and

USG

Technical Total 100

6. Discretionary 5

Award Term Period Total 105

b. Performance Areas and Evaluation Criteria

1. Monitor, Analyze and Report on Projects and Contracts Accomplished all related related SOR requirements to the acceptable quality levels (AQL). As a total body of work the contractor accomplished DOSAW objectives to include, but not limited to the following. Consistently applied the defined business processes to collect, synthesize, analyze and present to USG PMO all requisite data, reports, metrics, and deliverables from associate contracts for USG PMO consideration and action. Successfully extended related services to

OCONUS operational sites.

2. Administer Program- Wide Safety Management System (SMS) Accomplished all related related SOR requirements to the acceptable quality levels (AQL). As a total body of work the contractor accomplished DOSAW objectives to include, but not limited to the following.

Planned, implemented, monitored and reported the Safety Management System (SMS) PSO safety management ent a safety and/or risk management program to ensure all organizational activities are performed safely in spite of the austere and hostile environments present throughout INL/A’s operating locations. The Contractor’s safety program and/or risk management performance must focus primarily on ensuring the safety of personnel, and secondarily to promote operational mission success. The Contractor must be able to show overall process improvement in their safety and/or risk management program.

3. Direct support to USG PMO: Accomplished all related related SOR requirements to the acceptable quality levels (AQL). As a total body of work the contractor accomplished DOSAW objectives to include, but not limited to the following. Provided direct support to USG PMO, COR, and Contract Officer to facilitate the volume of specified work. Areas of focus include technical writing services for PMO preparation of contracts, delivery orders, modifications, task orders, and other clerical assignments. Provided INL/A with the tools and visibility to effectively manage and oversee programs, projects and contracts. Incorporated modern, best business practices and a tailored work force to meet requirements related to the integrated master schedule (IMS), risk management, data requests and reports, internal and external communications, executive support, and data management.

4. Ops and Single Point Operation planning and coordination Accomplished all related related SOR requirements to the acceptable quality levels (AQL). As a total body of work the contractor accomplished DOSAW objectives to include, but not limited to the following. Led joint, strategic and tactical, operational planning with associate contractors to formulate, coordinate, disseminate and execute the plans approved by INL/A. Established and maintained aviation expertise in key positions to plan and execute emergent missions and surge operations at the direction of INL/A.

5. Coordinate, communicate, and integrate among Associate Contractors and USG:

Accomplished all related related SOR requirements to the acceptable quality levels (AQL). As a total body of work the contractor accomplished DOSAW objectives to include, but not limited to the following. Fostered and reinforced the DOSAW team ethic. Coordinated efforts of prime contractors to ensure they are focused exclusively on efforts germane to their respective functional areas. Assisted USG PMO to standardize various systems between prime contractors.

Alleviate duplication of efforts in all areas possible. At OCONUS operational the PSO assisted

USG Senior Advisors by coordinating associate contractor efforts.

6. Discretionary

The Government will reserve ten (5) points of the award term evaluation criteria and will use it to evaluate the Contractor’s overall performance, responsiveness to changing program requirements, managing workload, initiative to solve problems, quality and timeliness of reports, etc. At the discretion of the TDO, the contractor may earn anywhere from zero to five (0-5) points.

c. Scoring the Performance Areas

Types of Rating Methods

Rating Descriptors Numerical Adjectival Color

95–100 Superior Blue

Contractor’s performance of virtually all SOR tasks is consistently noteworthy and provides numerous significant, tangible or intangible, benefits to the

Government. The few areas for improvement are all minor. There are no recurring problems. Contractor’s management initiates effective corrective action whenever needed.

89–94 Excellent Purple Contractor's performance of most contract tasks is consistently above standard and provides numerous significant tangible and intangible benefits to the

Government (e.g., improved quality, responsiveness, increased timeliness, or generally enhanced effectiveness of operations). Although some areas may require improvement; these areas are minor and are more than offset by better performance in other areas.

Few, if any, recurring problems have been noted, and contractor takes satisfactory corrective action.

83–88

Good Green Contractor's performance of most contract tasks is better than adequate and provides some tangible benefits to the Government in several significant areas.

While the remainder of the contractor's effort generally meets the contract requirements, areas requiring improvement are more than offset by better performance in other areas.

77–82 Marginal Yellow

Contractor’s performance of most contract tasks only marginally meets performance or capability standards necessary for acceptable contract performance, with several moderate-range risk elements identified. There are few tangible benefits to the Government due to contractor’s effort or initiative. Although there are areas of good or better performance, these are more or less offset by lower-rated performance in other areas.

< 77 Unsatisfactory Red Contractor’s performance of most contract tasks is inadequate and inconsistent. Quality, responsiveness, and timeliness in many areas require attention and action. Corrective actions have not been taken or are ineffective. Overall unsatisfactory performance fails to meet performance or capability standards.

11.0 Sample Award Point Conversion

Performance Area Rated Weight Points

Available

Points

Earned

Monitor, Analyze and Report on

Projects and Contracts

Superior 96% 30 28.8

Administer Program- Wide Safety

Management System (SMS)

Excellent 92% 25 23

Direct support to contracts and acquisition

Excellent 90% 15 13.5

Ops and Single Point Operation planning and coordination

Good 88% 15 13.2

Coordinate, communicate, and integrate among Associate

Contractors and USG

Good 84% 15 12.6

Technical Points 91

Discretionary 1

Overall Period Rating Excellent 92