1.21.25_WCD_Vendor-Performance-Report-ADOT.pdf
PDF 468 KB Posted
- Attached to
- Master Agreement AZ|CTR073797
- Contract number
- CTR073797
- Issued by
- Arizona
About this file
This is a Vendor Performance Report issued by the Arizona Department of Transportation (ADOT) Procurement division for the supplier WCD, a janitorial services vendor. The document involves Facilities Finance at ADOT, who reported performance issues with WCD regarding invoice submissions and service locations for multiple contracts (CTR066365, CTR069053, CTR073797).
The report details communication challenges between Facilities Finance and WCD, including problems with invoicing for locations not under contract, billing at an outdated contract rate, and service inconsistencies at specific sites like Clifton MVD, Goodyear MVD, and Globe Hwy 60 MP 253. After multiple attempts to resolve issues, the Procurement Manager facilitated a fact-finding meeting, clarified contract locations, and established proper invoice submission protocols. The supplier ultimately confirmed changes, worked to resolve outstanding invoices, and agreed to send invoices directly to Facilities Finance. One outstanding invoice remains pending a Procurement Amendment to correct a line item error.
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Text version
Rev. 11/2024
Docusign Envelope ID: A97B8656-DB16-411F-B8B5-0DB4A5C85D06
Vendor Performance Report
Arizona Department of Transportation Procurement
1655 W. Jackson St., MD 100P Phoenix, AZ 85007
Email: Procurement@azdot.gov
SECTIONS 1 THROUGH 3 MUST BE COMPLETED BY THE REQUESTOR
USE ADDITIONAL PAGE AS NECESSARY
SECTION I - Agency Contact Information Section II - Supplier Information
Agency/Unit: Facilities Finance Supplier Name: WCD
Contact: Maria Fonsica Supplier Contact:
Phone No: 480.769.3248 Contract No.: CTR066365, CTR069053, CTR073797
Email: mfonsica@azdot.gov Purchase Order No. Multiple, list attached
Date Reported: 01/21/25 Date of Incident: See below
Service Address: Various sites
SECTION III - Supplier Performance
Describe the supplier performance. Be accurate, complete and factual. Use an attachment if necessary.
Facilities Finance has been contacting the vendor for invoices needed: Left voicemail to Wes Dryden 1/9/25, 1/10/25 and 1/13/25.
Voicemail to Angie 1/13/25. Emailed Angie on 1/16.
Have received no response back initially. A few of the requested invoices appear on OnBase after the requests but there is no communication that they were sent to A/P. Items highlighted in yellow are not needed, just showing date, they showed on OnBase after the phone calls. Facilities Finance sent a VPR to Procurement on 01/21, outlining multiple problems concerning invoices for locations they are not contracted to service, which includes December. Additionally, WCD is billing at a rate/contract no longer active. The Supplier did not respond to multiple attempts made by Facilities Finance to correct this. This was escalated to Procurement.
The Procurement Manager shared the Master List of Janitorial Services by Location, which included each contract number per each location. Procurement ensured that contact was made with the Supplier and explained that they should not be servicing Clifton MVD, Goodyear MVD and Globe Hwy 60 MP 253. Facilities Finance provided a list of each problem still outstanding, to Procurement that still needed to be resolved with the Supplier. Facilities and Procurement developed a plan of action together.
The Procurement Manager shared information with the Supplier and held a fact-finding meeting to better understand Facilities Finance needs as well as the Supplier’s experiences. Goodyear CDL confirmed that around September WCD picked up their equipment and left the keys in the janitorial room at Goodyear. Clifton MVD said as far as they knew WCD removed their equipment but never turned in the keys. They emailed Brett Jones in October about the key, and he said he would notify WCD to return it. It was never returned, and a new key had to be made. Once the issues were clarified the Supplier requested a spreadsheet of all Facilities Finance locations.
The team confirmed the following information on 01/24/25. Additionally, it was discovered that the Supplier was only sending invoices to Accounts Payable and not Facilities Finance. Once the communication gaps were identified Facilities Finance provided a spreadsheet of all Facilities Finance locations with PO numbers. Facilities Finance requested that invoices for the listed locations be sent to Facilities Finance.
The Supplier confirmed the change and there have been no further issues. The Supplier worked with Facilities Finance until each invoice was resolved. There is one outstanding invoice pending a Procurement Amendment to correct an error with a line.
See attached for a list of Facilities Finance locations.
☐ Reporting incident, no action requested OR ☒ Specific action requested mailto:Procurement@azdot.gov mailto:mfonsica@azdot.gov
Rev. 11/2024
Docusign Envelope ID: A97B8656-DB16-411F-B8B5-0DB4A5C85D06 Requested Action: Please process and file in APP.
Date: 6/17/2025 Procurement Officer Signature:
Contractor contacted by customer, contract lines updated to correct outstanding invoice issue. Problem resolved no further action required.
Action Taken: Facilities met with the Procurement Manager for support Supplier communication.
06/17/2025 Date of Action
SECTION IV – ADOT Procurement Response
File details come from the government source that posted it. Updated .