Attachment 8 - Performance Requirement Summary.pdf

1. PURPOSE

This Performance Requirements Summary (PRS) provides a systematic method to evaluate performance for the stated contract. This QASP explains the following:

• What will be monitored (Key Metrics)

• How monitoring will take place

• Who will conduct the monitoring

• How monitoring efforts and results will be documented

This PRS does not detail how the contractor accomplishes the work. Rather, the PRS is created with the premise that the contractor is responsible for management and quality control actions to meet the terms of the contract. It is the Government’s responsibility to be objective, fair, and consistent in evaluating performance. In addition, the PRS should recognize that unforeseen and uncontrollable situations may occur/

This PRS is a “living document” and the Government may review and revise it on a regular basis. However, the Government shall coordinate changes with the contractor. Updates shall ensure that the PRS remains a valid, useful, and enforceable document. Updates shall ensure that the PRS remains a valid, useful, and enforceable document.

Copies of the original PRS and revisions shall be provided to the contractor and Government officials implementing surveillance activities.

The following FAR Clauses may apply depending on contract type:

52.246-4 Inspection of Services – Fixed Price, 52.246-6 Time-and-Material and Labor-Hour

2. GOVERNMENT ROLES AND RESPONSIBILITES

The following personnel shall oversee and coordinate surveillance activities.

a. Contracting Officer (KO) – The KO shall ensure performance of all necessary actions for effective, contracting, ensure compliance with the contract terms, and shall safeguard the interests of the United States in the contractual relationship. The KO shall also assure that the contractor receives impartial, fair, and equitable treatment under this contract. The KO is ultimately responsible for the final determination of the adequacy of the contractor’s performance.

Assigned KO:

Telephone:

Email:

b. Contracting Officer’s Representative (COR) – The COR is responsible for technical administration of the contract and shall assure proper government surveillance of the contractor’s performance. The COR shall keep a quality assurance file. At the conclusion of the contract or when requested by the KO, the COR shall provide documentation to the KO. The COR is not empowered to make any contractual commitments or to authorize any contractual changes on the Government’s behalf. The contractor shall refer any changes they deem may affect contract price, and terms, or conditions to the KO for action.

PERFORMANCE REQUIREMENTS SUMMARY

Performance Requirements Summary Version 1

Revision 1.0 MDMS Base Contract

Contract Number:

Contract Description:

Contractor’s Name:

a0istthk Cross-Out

Assigned COR:

Telephone:

Email:

c. Program Manager (PM) – The Program Manager is the government individual responsible for the cost, schedule, and performance of the program. The PM must understand and manage multiple discipline areas to ensure successful execution of program and project objectives.

Assigned PM:

Telephone:

Email:

d. Program Engineer/Architect (or Scientist) (PE/A) – The PE/A serves as the government’s technical lead and is responsible for coordinating program activities within Huntsville Engineer Center (HNC) Engineering Directorate. The PE/A coordinates with appropriate SME’s (Subject Matter Experts) within the various technical disciplines to provide technical direction, guidance, approval, and oversight.

Assigned PE/A:

Telephone:

Email:

e. Information System Security Manager (ISSM) – The ISSM is responsible for security of the Meter Data Management System (MDMS) and is appointed by the Information Assurance Program Manager (IAPM).

The ISSM serves as the authorizing officer for all MDMS cyber security issues. The ISSM must meet all DOD requirements and hold all credentials required for the position.

Assigned ISSM:

Telephone:

Email:

f. Energy Engineer – The energy engineer is a technical SME’s within HNC Engineering Directorate responsible to ensure that the MDMS is compliant with all applicable industry, USACE, Army, DOD, and Federal practices, instructions, standards, laws, regulations, policies, and goals. The Energy Engineer must be a practicing mechanical or electrical engineer within Engineering Directorate.

Energy Engineer:

Telephone:

Email:

g. Contract Specialist (KS) : The KS is responsible for performing contract assignments in support of the KO.

Contract Specialist:

Telephone:

Email:

h. Cost Engineer -

3. CONTRACTOR REPRESENTATIVES:

The following employees of the contractor serves as the contractor’s Program Manager and Task Manager for this contract:

a. Program Manager

4. DEFINITION OF METHODS OF QA SURVEILLANCE

The KO has overall responsibility for overseeing the Contractor’s performance. The KO shall monitor day-to-day contract compliance and administration. The COR shall assist the KO with their duties and is responsible for technical administration of the project. The COR also assures proper Government surveillance of the Contractor’s performance and shall monitor, record, and report on the technical performance of the Contractor on a day-to-day basis. The COR, along with the USACE subject matter experts, shall assure the Contractor is meeting contract PWS standards, as well as all Federal, State, and Local regulatory requirements. The Government intends to use the following methods to monitor standards:

a. DIRECT OBSERVATION

b. MANAGEMENT INFORMATION SYSTEMS (MIS) – Evaluates outputs through the use of management information reports. Best used for general surveillance and may need to be supplemented by periodic inspections.

c. PERIODIC INSPECTION – Uses a comprehensive evaluation of selected outputs. Inspections may be scheduled [Daily, Weekly, Monthly, Quarterly, or Annually] or be unscheduled.

d. USER SURVEY – Combines elements of validated user complaints and random sampling. Random survey is conducted to solicit user satisfaction. Appropriate for high quantity activities that have historically been satisfactory. May also generate periodic and 100% inspection.

e. VALIDATED USER/CUSTOMER COMPLAINTS – Relies on the user of the service to identify deficiencies. Complaints are then investigated and validated. Highly applicable to services provided in quantity and where quality is highly subjective.

f. 100% INSEPECTION – Evaluate all outputs. Most applicable to small quantity, but highly important services. May be used where there are written deliverables and stringent requirements such as task required by law, safety, or security.

g. PERIODIC SAMPLING – Variation of random sampling where sample is taken when deficiency is suspected. Good follow-up to MIS analysis. Sample results are applicable only for the specific work inspected. Since sample is not entirely random, it cannot be applied to total activity performance.

h. RANDOM SAMPLING – Designated to evaluate the outputs of the award requirements by randomly selecting and inspecting a statistically significant sample. Highly recommended for large quantity repetitive activities with objective and measureable quality attributes.

i. PROGRESS OR STATUS MEETINGS

j. ANALYSIS OF CONTRACTOR’s PROGRESS REPORTS – GOVERNMENT REVIEW

k. PERFORMANCE REPORTIING – Evaluation metrics for a specific time period useable found in MIS.

Regardless of the surveillance method, the COR shall always contact the contractor’s task manager of on-site representative when a defect is identified and inform the manager of the specifics of the problem. The COR shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard/AQL.

Surveillance results may be used as the basis for actions (to include payment deductions) against the contractor. In such cases, the Inspection of Services clause in the Contract becomes the basis for the KO’s actions.

5. DEFINITION OF PERFORMANCE EVALUATON RATINGS

Performance of services shall be evaluated to determine whether or not it meets the performance requirements of the contract. The COR shall evaluate and report Contract performance to the Contract Officer at each milestone and delivery per the project schedule.

The Government shall document all performance ratings. Any report may become a part of the supporting documentation for any action. Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given standard and acceptable quality level. A rating scale shall be used to determine a positive, neutral, or negative outcome. The following ratings shall be used:

Exceptional – Performance meets contractual requirements and exceeds many to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

Very Good – Performance meets contractual requirements and exceeds some to the Government’s benefit. The contractual performance of the element or sub-element being evaluated was accomplished with some minor problems for which corrective actions taken by the contractor was effective.

Satisfactory – Performance meets contractual requirements. The contractual performance of the elements or sub-element being contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

Marginal – Performance does not meet some contractual requirements. The contractual performance of the element or sub-element contains a serious problems(s) for which the contractor’s corrective actions appear of were ineffective.

Unsatisfactory – Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective action appear or were ineffective.

When an unacceptable performance occurs, the COR shall inform the contractor. The will normally be in writing unless circumstances necessitate verbal communication. In any case the COR shall document the discussion and place it in the COR File.

When the COR determines formal written communication is required, the COR shall prepare a Contract Discrepancy Report (CDR), and present it to the contractor program manager. A CRD template is included in the references.

The contractor shall acknowledge receipt of the CDR in writing. The CDR will specify if the contractor is required to prepare a corrective action plan to document how the contractor shall correct the unacceptable performance and avoid a recurrence. The CDR will also state how long after receipt the contractor has to present this corrective action plan to the COR. The Government shall review the contractor’s corrective action plan to determine acceptability.

Any CDR’s may become a part of the supporting documentation for contract payment deductions, fixed fee deductions, award fee nonpayment, or other action deemed necessary by the KO.

6. FREQUENCY OF MEASUREMENT

a. Frequency of Measurement – During contract/order performance, the COR shall take periodic measurements as specified in the AQL column of the Performance Standards Summary Matrix, and shall analyze whether the negotiated frequency of measurement is appropriate for the work being performed.

b. Frequency of Performance Assessment Meetings – The COR shall meet with the contractor <<<how often >>> to assess performance and shall provide a written assessment.

7. PERFORMACE STANDARDS & REQUIREMENTS

Performance requirements standards define desired services. The Government performs surveillance to determine if the contractor exceeds, meets, or does not meet the standards.

The Performance Requirements Summary Matrix, DA Form 5473, paragraph “” in the Performance Work Statement includes performance standards and key metrics. The Government shall use these standards to determine contractor performance and shall compare contractor performance to the Acceptable Quality Level (AQL).

The table below list the PWS requirements/deliverable that the Government shall monitor. The absence of any contract requirement from the PRS/QASP does not detract from its enforceability nor limit the rights or remedies of the Government under any other provision of the contract, including the clause entitled “Inspection of Services” and “Default”

The table defines the standard for each listed PWS service, cites the respective specification, provides the method of surveillance, and describes disincentives for not meeting acceptable standards.

DA Form 5473-R Performance Requirements Summary (PRS)

Required Service

Paragraph Number Standard

Acceptable Quality Level

(AQL)

Method of Surveillance

Incentives/Disincentives

Software, Billing, and

Support the User

Sections 6, 8, & 14 & 16 of

PWS

Meets Satisfactory or better performanc e standards.

Must average > than Satisfactory on User Surveys

Annual User Survey of MDMS Users.

Valuations of questions will align with section 5 of this document.

Submittals that do not meet acceptable performance standards may be rejected in whole or in part.

If Contractor refuses to, or is appreciably delayed in correcting material deficiencies, they may be subject to issuance of show cause notice/bad performance rating and possible termination.

System Engineering

Section 16 of PWS

Must identify most probable or highest impact failures that can occur both from humans, cost, technical, ownership, and sustainment perspective and identify solutions to these problems.

Analysis of Contractor’s Progress Reports – Government Review must meet satisfactory standards or better.

Annual Contractor Report (System Engineer)

Submittals that do not meet acceptable performance standards may be rejected in whole or in part.

If Contractor refuses to, or is appreciably delayed in correcting material deficiencies, they may be subject to issuance of show cause notice/bad performance rating and possible termination.

Compliance Section 7, 12, 18 of PWS

Must identify all changes in applicable policy, public law, executive orders, guidance, regulation, or instructions that impact the MDMS system.

Analysis of Contractor’s Progress Reports – Government Review must meet satisfactory standards or better.

Annual Contractor Report (Compliance)

Submittals that do not meet acceptable performance standards may be rejected in whole or in part.

If Contractor refuses to, or is appreciably delayed in correcting material deficiencies, they may be subject to issuance of show cause notice/bad performance rating and possible termination.

Software, System Hosting, Support the User, System

Sustainment, Sections 6, 7, 14, 15, and 16

Application Performance Score > .85 seconds using 1.2 seconds as benchmark or T

Management Information System (MIS)

Submittals that do not meet acceptable performance standards may be rejected in whole or in part.

If Contractor refuses to, or is appreciably delayed in correcting material deficiencies, they may be subject to issuance of show cause

Cyber Security / Information

System Security Engineering

Section 12 Contractor must always maintain

RMF

authorizatio n

Contractor must maintain

RMF

authorizatio n for 100% of contract

100% Inspection

Submittals that do not meet acceptable performance standards may be rejected in whole or in part.

If Contractor refuses to, or is appreciably delayed in correcting material deficiencies, they may be subject to issuance of show cause notice/bad performance rating and possible termination.

Meter Data Section 9 Meets Satisfactory or better performanc e standards.

Contractor must successfully import 99% of data that

MDMS

receives

Periodic Sampling

Submittals that do not meet acceptable performance standards may be rejected in whole or in part.

If Contractor refuses to, or is appreciably delayed in correcting material deficiencies, they may be subject to issuance of show cause