REGIONAL GARRISON FOOD SERVICE (RGFS) CONTRACT ADMINISTRATION PLAN (CAP)

  1. 1.0 PURPOSE
  2. 2.0 GOVERNMENT ROLES AND RESPONSIBILITIES
    1. 2.1 Headquarters
    2. 2.2 MCI-E
    3. 2.3 MCI-W
    4. 2.4 Base and Installation
    5. 2.5 Other Organizations
    6. 2.6 Points of Contact
  3. 3.0 COMMUNICATION PLAN
    1. 3.1 Written Communications
      1. 3.1.1 Reports
      2. 3.1.2 Forms
      3. 3.1.3 Letters
    2. 3.2 Verbal Communications
      1. 3.2.1 Meetings
      2. 3.2.2 Other Venues
  4. 4.0 PROCESSES
    1. 4.1 Program Management
      1. 4.1.1 Incentive Fee Administration
      2. 4.1.2 Award Fee Administration
      3. 4.1.3 Survey Control
      4. 4.1.4 Forecasting Budget
      5. 4.1.5 Budget Management
      6. 4.1.6 Training Management
      7. 4.1.7 Contract Document Control
    2. 4.2 Operations Management
      1. 4.2.1 QASP Administration
      2. 4.2.2 Survey Administration
      3. 4.2.3 Operation Plan Oversight
      4. 4.2.4 T&M Ordering
    3. 4.3 Contract Management
      1. 4.3.1 Invoice Processing
      2. 4.3.2 Managing Contract Changes
      3. 4.3.3 Negotiation
      4. 4.3.4 Option Extension
      5. 4.3.5 Economic Price Adjustments
      6. 4.3.6 CBA/WD Adjustments
      7. 4.3.7 Contract Closeout
      8. 4.3.8 Audit Support
      9. 4.3.9 CPARS Reporting
      10. 4.3.10 Small Business Plan Administration

1.0 Purpose

This Regional Garrison Food Service (RGFS) Contract Administration Plan (CAP) module was developed by Headquarters Marine Corps (HQMC), Installations and Logistics (I&L) (Contracts) to provide contract management guidance to contracting personnel administering the Regional Garrison Food Service Contract (RGFSC). The processes and templates included in the CAP allow for effective execution of the RGFSC, resulting in improved operational performance and management of resources. The procedures included in this module were developed specifically for RGFSC CAP. A generic CAP may be established from the information in this module; however, the procedures used for the RGFSC may not be applicable in the administration of other contracts.

2.0 Government Roles and Responsibilities

The following sections define the associated RGFSC roles and responsibilities required for effective contract execution and contract administration, in accordance with the Marine Corps Food Service and Subsistence Program. (Refer to Marine Corps Order 10110.14M.)

2.1 Headquarters

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2.2 MCI-E

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2.3 MCI-W

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2.4 Base and Installation

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2.5 Other Organizations

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2.6 Points of Contact

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3.0 Communication Plan

The purpose of the Communication Plan is to identify the content, medium, and frequency of the flow of information to stakeholders. This section outlines all forms of written and verbal communication with regard to the RGFSC.

3.1 Written Communication

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3.1.1 Reports

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3.1.2 Forms

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3.1.3 Letters

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3.2 Verbal Communications

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3.2.1 Meetings

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3.2.2 Other Venues

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4.0 Processes

Administration of the RGFSC consists of the management of all facets of the contract to ensure that the total performance by the Contractor (KTR) is in accordance with the contractual commitments and that obligations to the Government are fulfilled. It encompasses all dealings between the Government and the contractor from the time the contract is awarded until the work has been completed and accepted (or the contract terminated), payment has been made, and disputes have been resolved. The following CAP processes describe how the contract shall be administered.

4.1 Program Management

The purpose of the Program Management section is to maintain the RGFSC strategic focus by monitoring program-level processes, controlling the incentive and award fees, ensuring accurate survey control, and efficiently managing budget and training plans.

4.1.1 Incentive Fee Administration

  1. The fundamental purpose of contract incentives is to motivate desired performance in one or more specific areas. Contract incentives are generally classified as either objectively based (incentive fee) or subjectively based (award fee) and evaluated. (Refer to CAP Process 4.1.2 Award Fee for additional information.) The incentive fee process will only talk about the objectively based and evaluated incentives.
  2. Objectively based and evaluated (incentive fee) contract incentives commonly include the following designated performance areas:
    1. Food Quality
    2. Service Quality
    3. Speed of Service
    4. Cleanliness
  3. Request for Proposal (RFP) Performance Work Statement (PWS), Section H.4. - Incentive and Award Fee Application, provides detailed and specific information regarding incentive and award fee for the RGFSCs. Detailed information regarding Incentive type contracts can be found at Federal Acquisition Regulation (FAR) 16.304 Cost-Plus-Incentive-Fee Contracts, FAR 16.402 Application of Predetermined, Formula-Type Incentives, Department of Defense Federal Acquisition Regulation Supplement (DFARS) Subpart 216.4 Incentive Contracts, and DFARS Procedures, Guidance, and Information (PGI) 216.405-1 Cost-Plus-Incentive-Fee Contracts.
4.1.1.1 Incentive Fee Process
  1. The Incentive / Award Fee Plan (AFP) provides the basis for the RGFSC evaluation of the KTR's performance of both objective and subjective criteria. The objective criteria “Incentive Fees” are determined by application of four formulas described in RGFSC II J-18 Incentive/Award Fee Plan, Sections 4.0 Incentive Fee Evaluation Methodology and 5.0 Award Fee Evaluation Methodology, resulting in an Incentive Fee payment. The subjective criterion “Award Fee” is determined through the Award Fee process, described in RGFSC II J-18 Incentive/Award Fee Plan, Sections 6.0 Award Fee Organization and Responsibilities, 7.0 Process and 8.0 Incentive/Award Fee Application Example, resulting in an award fee payment. Additional reference information about the Incentive Fee process can be found at Incentive and Award Fee Contracting: Lessons Learned and Best Practices and Incentive and Award Fee Contracting Guide from National Contracts Management Association (NCMA)
  2. The Incentive and Award Fee authorizations will be provided to the KTR through contract modifications. The Incentive Fee earned and payable will be calculated based on a composite rating received directly from Marine survey data. The Award Fee earned and payable will be determined by the Award Fee Determining Official (AFDO) based upon review of the KTR’s performance against the criteria set forth in this plan.
4.1.1.2 Program Goals and Incentive/Award Fee Criteria
  1. HQMC has developed the following four primary goals which provide a clear focus for all activities relating to the RGFSC II:
    1. GOAL 1: Provide Marines with high quality meals that meet or exceed the nutritional requirements of each Marine. This goal is implemented through Incentive 1 (Food Quality – 30% of fee) & Incentive 2 (Service Quality (20% of fee pool)).
    2. GOAL 2: Provide meals that are prepared to food safety standards under management processes that negate the possibility of food-borne illness. This goal is implemented through the Award Fee under Operations Management (Award Fee is 20% of fee pool and this criteria is 60% of that).
    3. GOAL 3: Provide meals in a clean and pleasant environment in a manner that is pleasing to the Marine and conducive to Marine Corps esprit-de-corps and quality of life. This goal is implemented through Incentive 3 (Cleanliness – 15% of fee pool).
    4. GOAL 4: Provide capable and responsive food service management services that will allow the Marine Corps to reduce the direct and indirect costs of administering the resulting contracts. This goal is implemented through the Award Fee under Business Mgt (Award Fee is 20% of fee and this criteria is 40% of that).
  2. Application of Performance Incentives. Performance incentives have been developed to focus KTR efforts toward accomplishment of these goals. The RGFSC II J-18 Incentive/Award Fee Plan provides four objective performance incentives (refer to section 4.1.1.3 of this process below) based on a Marine Customer Satisfaction Index, regular feedback on business and operations management criteria. Incentive Fees will be calculated based on a minimum of 2,600 Marine Surveys conducted in accordance with the procedures identified in RGFSC II J-18 Incentive/Award Fee Plan, Section 4.0 Incentive Fee Evaluation Methodology and Section 6.0 Award Fee Organization and Responsibilities.
    1. The Incentive Fee Pool represents 80% of the Total Fee Pool and is to be divided among four elements as follows:
      1. Food Quality Incentive (30% of fee pool) – see GOAL 1
      2. Service Quality Incentive (20% of fee pool) – see GOAL 1
      3. Cleanliness Incentive (15% of fee pool) - see GOAL 3
      4. Speed of Service Incentive: (15% of fee pool)
    2. For awareness only, the Award Fee Pool represents 20% of the Total Fee Pool and is to be divided among two elements as follows:
      1. Operations Management (Award Fee is 20% of fee pool and this criteria is 60% of that) – see GOAL 2
      2. Business Management (Award Fee is 20% of fee pool and this criteria is 40% of that) – see GOAL 4
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