Contractor and Consultant Evaluation Program — original pdf

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Consultant/Contractor Performance Evaluation Program Enhancements Training A Capital Contracting Office Presentation Agenda  Program Overview  Challenges  Review Process  Program Enhancements CCO 2 M I B Tr a i n i n g Te a m Why Do We Have a Consultant/Contractor Performance Evaluation (CPE) Program? PURPOSE: To provide a uniform method of evaluating, tracking and reporting vendor performance to support high quality City projects.  Outlines requirements for a Citywide vendor performance evaluation program;  Determined that Vendor performance should be maintained for historical record  Past performance is to be used in future solicitation award decisions. CCO 3 M I B Tr a i n i n g Te a m CPE Process  Performance evaluation includes Consultant staff and indirectly the subs/suppliers who perform on the project.  City Team – managing department, sponsor/user department, SMBR and other relevant parties such as QMD when applicable.  If unsatisfied with their score, a vendor may request an in-person review/rebuttal meeting and a subsequent Appeal Hearing. CCO 4 M I B Tr a i n i n g Te a m How CPEs Are Used – Evaluated Procurements  Performance history is used in the evaluation process for Qualifications- Based Selection (QBS) processes.  Item 8 on the evaluation matrix  A consultant can receive up to 10 points for this item in what is typically a 100- point scale  If the Consultant has no previous work with the City, the industry average is used (Engineering projects-average by discipline) CCO 5 M I B Tr a i n i n g Te a m How CPEs Are Used - Example Rotation List Matrix CCO 6 M I B Tr a i n i n g Te a m Consultant Evaluation Criteria Invoicing and Payments 1. Schedule/Timeliness of Performance 2. Budget/Cost Control 3. 4. MBE/WBE/DBE Procurement Program 5. Regulatory Compliance and Permitting 6. Adequacy and Availability of Workforce 7. Project and Contract Management 8. Communications, Cooperation & Business 9. Quality (weighted more heavily due to its Relations importance) 7 CCO M I B Tr a i n i n g Te a m How CPEs Are Used – Invitation for Bid  Invitation for Bid (Low Bid)-Past performance is reviewed during the assessment of the bidder’s experience. tab performance.  Contractor’s evaluation score is not part of the bid  Evaluations are kept for historical record.  City may reject future bids based on sustained poor CCO 8 M I B Tr a i n i n g Te a m Contractor Evaluation Criteria 1. Quality 2. Schedule 3. Wage Compliance and Required Job Postings 4. Compliance with MBE/WBE/DBE Procurement Program Invoicing & Payments 5. 6. Regulatory Compliance & Permitting 7. Safety & Protection 8. Construction Training Program 9. Project & Contract Management 10. Communication, Cooperation, & Business Relations 9 CCO M I B Tr a i n i n g Te a m MBE/WBE/DBE Procurement Program MBE/WBE/DBE Procurement Program -The Consultant/Contractor complied with approved MBE/WBE/DBE compliance goals, request for Changes, and M/W/DBE close-out requirements. *Note-The Project Manager is to consult with SMBR in order to rate the vendor appropriately. 10 CCO M I B Tr a i n i n g Te a m Performance Evaluation Rating Definitions Needs Improvement (1 pt.) Criterion 9 (2 pts.) Successful (2.5 pts.) Criterion 9 (5 pts.) Exceptional (3 pts.) Criterion 9 (6 pts.) Performance does not meet contractual requirements and recovery did not occur in a timely or cost-effective manner Performance meets contractual requirements. Performance exceeds contract requirements to the City’s benefit. Serious problems exist and corrective actions have been ineffective May have had minor problems; however, satisfactory corrective action was taken. May have identified cost savings; provided innovative options or efficiencies; added value. Major errors, extensive minor errors, and/or recurring problems Problems were not repetitive. Consistently exceeded City expectations and always provided exceptional results. Performance indicates little or no effort extended to satisfy the minimum contract requirements 11 CCO M I B Tr a i n i n g Te a m Challenges to CPE Program Effectiveness CCO 12 M I B Tr a i n i n g Te a m Program Review Purpose of the review was to:  Improve the effectiveness of the program and  Increase program compliance CCO 13 M I B Tr a i n i n g Te a m CPE Review -Project Team  Work sessions were held with CIP Partners from October 2020 – January 2021  Project Managers and Supervisors across the CIP Departments (APL, ATD, AW, PARD, PWD, WPD)  Discussion to provide feedback/ideas on key areas of focus CCO 14 M I B Tr a i n i n g Te a m Program Changes CCO 15 M I B Tr a i n i n g Te a m New Interim Progress Report Form!  Tool for PMs to document performance/progress issues during life of project  Serves as documentation of issues communicated to consultants/contractors when submitting final evaluation/CPE and/or to document exceptional performance  Historical documentation if project transitions to another PM or transition from phase to phase CCO 16 M I B Tr a i n i n g Te a m CPE Program Enhancement: Interim Progress Report CCO M I B Tr a i n i n g Te a m Revised Forms  Revised Consultant & Contractor Performance Evaluation forms which include descriptions of successful performance for each criterion.  For Contractor Performance Evaluation: Construction Training Program (CTP) criterion replaces Adequacy and Availability of the Workforce criterion.  For Consultant Performance Evaluation: Quality and Deliverables criteria for have been combined into one criterion that is weighted more heavily.  CPE Submission On eCAPRIS : Electronic CPE Form workflow and approval in eCAPRIS  All Sign-offs done electronically  Programmed safe-guards  Upload Documents  Digital PDF CPEs for each contract CCO 18 M I B Tr a i n i n g Te a m Accountability Reporting & SSPR Use  Bi-annual CPE Compliance reports will be provided to departments in March and September.  PWD is incorporating compliance with the CPE program into all PWD Project Manager’s SSPRs (part of existing priority). This requirement is currently in place for some. CCO 19 M I B Tr a i n i n g Te a m Training & Onboarding CPE Program Training  Online training for PMs and CCO staff  Assist with onboarding new staff  Define roles and responsibilities of parties CCO 20 M I B Tr a i n i n g Te a m Thank You Sonya Powell 512-974-6502 Sonya.Powell@austintexas.gov CCO 21 M I B Tr a i n i n g Te a m