Attachment__5_-_NCSA_Task_Order_0001_Award_Fee_Plan.docx

NCSA TASK ORDER – AWARD FEE PLAN

Contract Number:

Contractor

Coordination:

Board Chairperson: _________________________________ COL Monie R. Ulis

ARNG-HRR

Division Chief

Approved:

Fee Determining Official: __________________________________ COL Patrick R. Staresina

NGB-AQ

Contracting Officer

Table of Contents

1.0 Introduction

2.0 Organization

3.0 Responsibilities

4.0 Award Fee Evaluation Requirements

5.0 Evaluation Process

6.0 Award Fee Evaluation Methodology

7.0 Award Fee Periods

8.0 Modifications to Award Fee Plan

9.0 Award Fee Payment

Annex A – Award Fee Organization

AWARD FEE PLAN

1.0 INTRODUCTION

1.1 The purpose of this document is to outline the overall strategy, define responsibilities, establish procedures, and identify criteria for determining Non-Commercial Sustaining Announcements (NCSA) Award Fees applicable to (Contractor) under this Task Order. The Task Order specifically relates to support for the ARNG-HRR recruiting efforts. This plan also describes contract performance measures and provides an explanation of data sources, methodology, and performance thresholds associated with applicable Award Fees. The performance measures are defined in Attachment 04, NCSA Sample Task Order TV & Radio Defined Market Area (DMA) Acceptable Quality Levels (AQLs).

1.2 This Task Order with (Contractor) contains provisions for an Award Fee program. The primary objectives of the Award Fee program are: to motivate (Contractor) to provide services that exceed customer requirements and focus (Contractor)'s efforts in Defined Market Areas, in accordance with the defined AQLs.

1.3 (Contractor)’s performance will be assessed using the methodology outlined in this Task Order, the Performance Work Statement (PWS) and Performance Requirements Summary. References to the applicable PWS sections and weighting for the individual performance measures are outlined in the PWS. This action will be subject to a Firm-Fixed Price Award (FFP/AF) program, which recognizes minimum acceptable performance and rewards (Contractor) for increased levels of performance. Attachment 04 contains the required services (thresholds) and levels of performance that will be evaluated by this Award Fee program. The specific process for determining (Contractor)’s performance and corresponding Award Fee is set forth in paragraphs of this plan.

1.4 The Award Fee pool set forth in paragraph 7.0, Table 1, of this plan is established for this Task Order. A portion of the total Award Fee pool will be available for award in each of the evaluation periods specified. The Award Fee for each evaluation period is in addition to the agreed to pricing in the firm fixed fee portions of the contract.

1.5 Award Fees earned by (Contractor) will be awarded by the Fee Determining Official (FDO). Unilateral changes to the metrics or the associated methodology may occur up to thirty (30) calendar days prior to the beginning of an evaluation period. These changes will be implemented by means of a bilateral modification as described in Section 8.0. Any changes to metrics or methodology within the current period will be accomplished through a bilateral agreement.

1.6 The determination of award-fee amounts are unilateral decisions made solely at the discretion of the Government.

1.7 Determination of (Contractor)’s performance and Award Fee eligibility will be based on attainment of the objective performance measures outlined in Attachment 4 and further explained herein. The method of assessing performance will be limited to (Contractor)’s activities and functions in performance as defined in this contract. (Contractor) will not be held responsible for failure to achieve performance measurements outlined in the PWS for reasons directly attributable to the Government. Examples of these are identified in the Introduction/Purpose section of the Surveillance Plan. Potential disagreements in this area are subject to the Disputes provision of this Task Order.

1.8 The Government will assure that (Contractor) is given the opportunity to understand the basis for the award amount as defined by paragraph 5.5. Also, the Government will assure fairness of evaluation, and prompt and consistent feedback. This process will form the basis for Award Fee disbursements based on the final FDO determination.

2.0 ORGANIZATION

2.1 The award fee organization consists of the Fee Determining Official (FDO), Award Fee Review Board (AFRB) Chair, AFRB Advisory Members, and the Award Fee Recorder.

3.0 RESPONSIBILITIES

3.1 Fee Determining Official (FDO). The FDO will:

3.1.1 Appoint the AFRB Chairperson.

3.1.2 Approve the Award Fee Plan.

3.1.3 Approve changes to the Award Fee Plan, and/or associated Award Fee criteria or methodology of determining amount(s) of Award Fee.

3.1.4 Be a member of the Award Fee board and determine the Award Fee earned for performance delivered during the evaluation period.

3.2 AFRB Chairperson. The AFRB Chairperson will:

3.2.1 Chair the AFRB.

3.2.2 Provide executive-level feedback to (Contractor) on a regular basis in accordance with the areas of evaluation and criteria in the Award Fee Plan.

3.2.3 Appoint an Award Fee Recorder.

3.2.4 Recommend Award Fee Plan changes to the FDO.

3.2.5 Present the AFRB's recommended rating to the FDO.

3.3 AFRB Advisory Members. AFRB Advisory Members are selected as appropriate to provide customer input and subject matter expertise to other AFRB members.

3.4 AFRB Members. The AFRB Members will:

3.4.1 Participate in the AFRB meetings and briefings.

3.4.2 Review performance reports for submission to the Award Fee Recorder. (Ref Para 3.7.3)

3.4.3 Review evaluation reports and recommend the rating and Award Fee amount to the AFRB chair and the FDO. (Ref Para. 3.7.4)

3.4.4 Recommend changes to the Award Fee Plan.

3.4.5 Maintain written records of (Contractor)’s performance within their assigned evaluation areas.

3.5 Award Fee Recorder. The Award Fee Recorder will:

3.5.1 Manage all activities associated with the AFRB process.

3.5.2 Consolidate assessments and recommendations for presentation to the AFRB and FDO at both the mid-term and final award (semi-annual and annual) fee evaluation periods.

3.5.3 Notify AFRB members of when and what required reports/briefings are due.

3.5.4 Record and distribute minutes of the AFRB meetings.

3.5.5 Maintain and update the Award Fee Plan as approved by the FDO.

3.5.6 Maintain the official Award Fee files, to include internal procedures and other documentation having a bearing on the FDO's decision.

3.5.7 Provide Award Fee overview and training for new team members when training is needed.

3.5.8 Document and maintain AFRB activities in official files.

3.5.9 Perform other duties as assigned by the AFRB Chairperson, including notification and scheduling of any advisory personnel needed by the AFRB.

3.6 Contracting Officer. The Contracting Officer will:

3.6.1 Act as the liaison between the (Contractor) and Government personnel.

3.6.2 Prepare FDO Award Fee determination letter along with a description of (Contractor)'s performance, strengths, weaknesses, improvement areas, and expectations for future performance.

3.6.3 Execute changes to the contract (which may include changes to the Award Fee Plan, the methodology in which any Award Fee is determined and distributed, or changes to the Award Fee pool available for Award Fee consideration.)

3.7 Integrated Process Team (IPT) and IPT Lead Responsibilities: IPT Leads will be designated by the Contracting Officer who will then designate IPT members to monitor and collect performance data, as required, to accomplish IPT tasks necessary to support the requirements of this plan and the (Program) Sustainment Surveillance Plan. IPTs will:

3.7.1 Be familiar with the contract requirements and this Award Fee Plan and the Program Requirement Summary, especially the performance rating criteria for their IPT assigned evaluation area(s).

3.7.2 Conduct assessments according to requirements and the NCSA PRS, assuring evaluations are fair and accurate.

3.7.3 Maintain written records of (Contractor)'s performance, “performance report” in their IPT assigned evaluation area (s) that details specific examples where (1) improvement is necessary or desired; (2) improvement has occurred; and (3) performance is below, meets or exceeds contract requirements.

3.7.4 Review and coordinate evaluation reports prepared by AFRB recorder, for each period based on the processes outlined in the NCSA Quality Assurance Surveillance Plan for their Award Fee areas of evaluation.

3.7.5 Provide briefings and/or required reports to the Award Fee Recorder in preparation for performance evaluations and Award Fee determination.

3.7.6 Understand and monitor (Contractor)’s performance levels and the performance requirements necessary to achieve each level of performance as defined in Section 6.0, Award Fee Evaluation Methodology.

3.7.7 Be prepared to brief the AFRB on their specific IPT assigned evaluation area(s).

3.7.8 Recommend changes to the Award Fee Plan; e.g., Award Fee pool reallocations, and criteria for weighting of performance areas, through the Award Fee Recorder.

3.7.9 Maintain open, honest, and frequent communications between IPT members.

4.0 AWARD FEE EVALUATION REQUIREMENTS

4.1 The Award Fee determination periods for FFP/AF will be twice a year. The specific evaluation period dates are shown in paragraph 7.0, Table 1. Award Fee evaluation and determination will cover areas of emphasis which reflect the balanced approach desired in order to achieve the performance goals of the NCSA Award Fee Program.

4.2 The Award Fee process, being mostly objective in nature, will allow continuous monitoring of progress toward the performance levels associated with Award Fees. Continuous evaluation of performance will serve to advise (Contractor) of trends indicating strengths and/or weaknesses that might result in increases or decreases of Award Fee during evaluation periods.

4.3 All Award Fee periods will include an evaluation of (Contractor)'s performance. The purpose of the performance evaluations is to jointly assess (Contractor)’s Performance Base Line (PBL) performance during the period, identify strengths and improvements that occurred during the period, and recommend an appropriate Award Fee to be paid to (Contractor), if justified.

4.4 For each evaluation period, the appropriate IPT Lead will prepare the appropriate performance and evaluation reports documenting (Contractor)’s performance and corresponding Award Fee rating recommendation in accordance with the performance assessment methodology set forth in the (Program) Surveillance Plan.

4.5 Performance assessment results and supporting rationale will be reviewed, integrated, and compiled by the AFRB Chair, who will then develop and forward overall recommended to the FDO for use in determining Award Fee(s).

4.6 (Contractor) will be provided the results of these recommendations along with supporting material at least 5 business days prior to the FDO convening an Award Fee board. (Contractor) shall be provided an opportunity to address any ratings to the Award Fee board.

5.0 EVALUATION PROCESS

5.1 Fourteen (14) calendar days prior to the end of the evaluation period, the Award Fee Recorder will establish a schedule for each required evaluation process step and notify the IPT Leads, and AFRB Members of the upcoming Award Fee process requirements.

5.2 IPT Leads will submit an IPT coordinated performance assessment of each area of emphasis to the Award Fee Recorder. The assessment will be prepared cooperatively by the IPT for the area and reflect a recommended rating and areas of improvement for each area of emphasis.

5.3 The Award Fee Recorder will compile an evaluation report with recommended Award Fee for review by the IPT Leads. An IPT Lead assessment briefing based on the evaluation report will be prepared for review with the IPT members not later than twenty (20) days after the close of the evaluation periods.

5.4 Not later than twenty-five (25) days after the evaluation periods, the IPT Lead will present the assessment briefing to the AFRB.

5.5 The Award Fee Recorder will record AFRB discussions and deliberations in detailed minutes. These minutes, when combined with the briefings, will provide a clear and concise record of the events leading to the FDO decision. The minutes and briefings will comprise the official file to provide the support necessary to substantiate the Award Fee decision. The Award Fee assessments and recommendations proposed to the FDO will be shared with (Contractor) at least five (5) business days prior to the presentation to the FDO.

5.6 Not more than thirty-five (35) days after the evaluation periods, the AFRB Chair will present the Government’s assessment of strengths, improvement areas, and recommended ratings to the FDO. (Contractor), at their discretion, shall be given an opportunity to present additional pertinent information concerning the recommended ratings to the AFRB.

5.7 The FDO makes the final determination and awards the appropriate fee no later than forty-five (45) days after the evaluation period. The FDO through the Contracting Officer (KO) will notify (Contractor) in writing of the Award Fee earned and will provide an evaluation of (Contractor)'s performance.

5.8 The FDO will authorize the Contracting Officer (CO) to award the determined fee. The KO will issue a unilateral contract modification for the payment of the Award Fee to (Contractor) within fifteen (15) working days after receiving authorization from the FDO. The goal is to have the Award Fee payment to (Contractor) sixty (60) days from the end of the period.

5.9 The AFRB Chairperson may discuss with (Contractor), at an executive level, the decision of the FDO. However, the determination is a unilateral decision made solely at the discretion of the Government.

6.0 AWARD FEE EVALUATION METHODOLOGY

6.1 Objective assessments will be used to evaluate (Contractor)’s overall performance and corresponding Award Fee during each evaluation period. The Award Fee criteria have been structured to achieve the performance-based objectives listed in paragraph 1.1. The Award Fee Pool will be funded by one source. The Pool will be based on the percentages as specified in Attachment 3 for each specified Defined Market Area (DMA) and DMA Daypart, multiplied by the service price for each state. The Contractor must meet the number of statewide spots or returns on investment (total number of television spots) for the applicable State for consideration for each award fee. Award fees earned will be based on the following:

PROPOSED SERVICE PRICE MULTIPLIED BY DMA AWARD FEE PERCENTAGE QUALITY LEVEL (DMA) = DMA AWARD FEE

PROPOSED SERVICE PRICE MULTIPLIED BY DAYPART AWARD FEE PERCENTAGE QUALITY LEVEL = DAYPART AWARD FEE.

6.2 Technical Performance. Technical performance will be evaluated objectively utilizing the performance Award Fee framework as stated in Attachment 04 and in Attachment 02 of the Sample Task Order PRS.

6.2.1 Under the FFP/AF PBL criteria, (Contractor) will be required to perform to the minimum “Threshold” (spots) requirement for each State to be considered for an award fee.

6.2.2 A determination of the Government ratings will be based on monthly metrics as stated in Attachment 04 for each DMA and AQL level attained. The DMA award fee ratings are as follows:

The Daypart Award Fee ratings are as follows:

6.2.3 The specific details for the method in which the actual performance is determined is set forth in the (Program) PRS. (Contractor)’s actual performance in each period will be compared to the specific performance measures set forth in the PWS document.

6.2.4 Prior to the beginning of the Task Order, the Contracting Officer will issue a bilateral modification to the contract to update the FFP/AF Conversion Table based on changes to the PWS if needed. This table will include the entire range of potential Award Fee(s) that can be earned for meeting and/or exceeding the performance requirements set forth in the PWS and in accordance with the Surveillance Plan formulas.

6.3 Firm Fixed Price Award Fee Performance: FFP/AF will be evaluated utilizing the performance Award Fee framework illustrated in Table 1 of the PRS.

7.0 AWARD FEE PERIODS

7.1 Table 1 identifies the evaluation periods and corresponding Award Fee pools for the TO. All Award Fee periods will be six (6) months in duration. There will be a mid-term award and final award for each one (1) year TO period of (Contractor)’s performance. The calculation used for the Award Fee will be the cumulative of the monthly performance figures for the Award Fee period.

Total

*Reflects the total Award Fee pool for the respective periods. There are no rollover provisions for the Award Fee pool.

8.0 CHANGES AND/OR MODIFICATIONS TO AWARD FEE PLAN

8.1 Changes to the Plan: The Government reserves the right to unilaterally change the Award Fee evaluation methodology, areas of emphasis and/or their respective weighting, period of evaluation, distribution of remaining Award Fee, individual metrics, and other matters covered in this plan. Any changes to the individual metrics will ensure the responsibility for performance remains within the Contractor’s scope of control. The method of implementation, method of calculating changes to any newly developed metrics, and any associated equitable adjustment as the result of changes to this plan, will be subject to agreement between the Parties and accomplished by means of a bilateral modification. The bilateral modification will take effect on the date the modification is issued unless stated otherwise.

8.2 Either the Government or (Contractor) may propose changes to the Award Fee Plan prior to the next Award Fee evaluation period. Suggested changes not accepted should be briefed to the FDO and rationale for non-acceptance explained. Submittals should be made in time to allow for review, comment, and contract modification, if appropriate.

8.3 Method for Making Changes: Proposed changes will be submitted to the Award Fee Recorder for presentation to the IPT Leads and the AFRB. Recommended changes to the Award Fee Plan will be coordinated by the IPT Leads and presented to the AFRB for coordination/approval. Changes will be submitted to the FDO for approval. Once approved, the contracting officer will submit a modification to (Contractor) to implement the approved changes.

8.4 Annual Review. An annual Government and (Contractor) review of the Performance Measures will be conducted to determine if the performance award process is accomplishing the desired overall PBL customer support objectives. This review will tentatively be conducted in the third (3rd) quarter of each Period of Performance of the task order. Any changes to the Performance Measures and /or processes will be accomplished by bilateral modification, through the previously described process.

9.0 AWARD FEE PAYMENT

9.1 Award/Incentive Fee is not subject to the “Allowable Cost and Payment” clause of this contract. However, (Contractor) shall be entitled to Award Fee as a prorated share of any work completed if this contract is terminated for convenience.

AWARD FEE ORGANIZATION

Fee Determining Official (FDO) Ms. Melissa Cossentino

The AFRB is composed of the following:

AFRB Chairperson: COL Monie Ulis

Award Fee Recorder: CPT Jennifer Stephens

Performance Monitors: IPT members identified in the (Program) Surveillance Plan Performance Monitors are not AFRB Members.

CPT Charlton Grant SGT Natalie Wells SSG Nurlin Tarrant