2 - Attachment D.13 - Sample Past Performance Letter and Questionnaire.docx

Solicitation 12-3J14-18-S-0096 – Third Party Logistic (3PL) Services

Attachment D.13 – Sample Past Performance Cover Letter and Questionnaire

Past Performance Questionnaire for Potential USDA Contract

Date:

We have listed your firm as a reference for work we have performed for you in the past. Our firm has submitted a proposal to the U.S. Department of Agriculture (USDA) to provide warehousing and delivery services for USDA-owned food to be used in domestic food distribution programs. In accordance with federal regulations, USDA will evaluate our firm’s past performance in considering award of a Government contract to us. Your candid response to the attached questionnaire will assist the Government in awarding this Federal contract. It is important that your information be as factual and accurate as possible.

We understand that you have a busy schedule and your participation in this evaluation is greatly appreciated. Please complete the enclosed survey as thoroughly as possible. Space is provided for comments. Understand that while the responses to this questionnaire may be released to our firm; however, Federal Acquisition Regulation 15.306(e)(4) prohibits the release of the names of the persons providing the responses. Complete confidentiality will be maintained. Only one response from each office is required. If our firm works with different parts of your organization, we suggest that you individually answer this questionnaire and coordinate your responses to arrive at a consensus, submitting one overall response from your organization.

Survey respondent should return a copy of the completed questionnaire by email to the Contracting Officer at james.sprandel@ams.usda.gov by Month, Day, 2018. Please include “Solicitation 12-3J14-18-S-0096, Attachment D.13 – Past Performance Questionnaire” in the subject line.

If you have questions regarding the attached questionnaire, or require assistance, please contact USDA Contracting Officer, Mr. James Sprandel at 202-720-9191. Please note that USDA may contact you for clarifications, if needed.

Thank you for your assistance.

Email completed questionnaire to:

james.sprandel@ams.usda.gov Attn: Contracting Officer Solicitation: 12-3J14-18-S-0096 Please submit by Month, Day 12, 2018.

Past Performance Questionnaire

Solicitation: 12-3J14-18-S-0096

This Past Performance Questionnaire is Regarding:

[Insert contractor's name] Type of Contract or Work Agreement:

Description of Work (including product types):

Geographical Distribution of Deliveries:_____________________________________________________________________________

Approximate product pounds distributed per month:__________________________________________________________________ Is this work _____� On‐going _____� Completed Dates ofService:

Name:* Date:

Title: Phone:

Customer’s Firm: Email:

*Name of Individual completing questionnaire—this must be an employee of the customer’s firm involved with the work being reported on.

Instructions: Mark one column per row that best represents the Contractor’s past performance

Technical Performance (Quality of Service)

How well did the Contractor conform to the terms of your agreement and/or contract requirements?

How well did the Contractor minimize damage with— Receiving Storage Shipping and Distribution

How well did the Contractor address unforeseen/ unanticipated conditions?

How well did the Contractor perform above and beyond the scope of your agreement?

How would you rate the accuracy of reports?

How would you rate the Contractor’s performance in— Receiving Storage Shipping and Distribution

Overall, how would you rate the quality of the Contractor’s work?

Timeliness of Performance

What percentage of work was completed: % On-time or Ahead of schedule % Behind schedule

How well did the Contractor mitigate delays?

How well did the Contractor meet report deadlines?

Timeliness of Performance (continued)

Overall, how would you rate the Contractor’s timeliness of performance?

Cost Control

How well did the Contractor’s estimated costs/price relate to the Contractor’s final invoiced costs/price?

How well did the Contractor implement strategies for minimizing billable contract costs/price?

How accurate were the Contractor’s billings?

How would you rate the Contractor’s efforts to, and success in, resolving billing errors?

How would you rate the timeliness of the Contractor’s billings?

How well do you feel the rendered service’s price matched the value received?

Business Relations and Customer Satisfaction

How would you describe the Contractor’s concern for your business/business-relationship?

How would you rate the Contractor’s level of — Cooperation Flexibility

How well did the Contractor’s subcontractors, strategic business partners or others work together?

How well did the Contractor respond to— Customer needs Technical direction Correcting errors, such as quality issues Resolving disputes

How well did the Contractor communicate with your company’s representatives?

Key Personnel

What are the names of the key personnel rated below?

Rate the contractor’s key personnel in the following areas— Expertise Integrity Responsiveness

How well did key personnel perform at the start of the contract?

How well did the Contractor address poor performance?

Past Performance Questionnaire regarding: [Insert contractor’s name] Instructions: Mark one column per row that best represents the Contractor’s past performance

Were there changes to the Contractor’s key personnel (e.g., turnover) during the contract/project? ‰ Yes ‰ No If yes, describe any problems experienced with key personnel turnover.

Overall Rating

How would you rate your overall experience doing business with this Contractor?

Given the choice, would you do business with this firm again? ‰ Yes ‰ No Please include why or why not.

Include any further comments regarding the Contractor’s past performance in the space below and on additional pages, if necessary.