0518_Attach_12&13_Client_Letter_&_Contractor_Perf_Form.doc

RFP No. 280-18-0518 Attachment 12: Example Client Letter RFP No. 283-16-0490, “BHSIS” Attachment 12

CLIENT LETTER

(Suggested Format)

Subject: RFP No. 280-18-0518 Dear {Insert Client}:

We are currently responding to the Department of Health & Human Services, Substance Abuse and Mental Health Services Administration, for the procurement of a contract entitled, “Tribal Training and Technical Assistance Center.”

The Government is placing increased emphasis in its procurements on past performance as a source selection factor.

It requires that clients of entities responding to solicitations be identified and their participation in the evaluation process be requested.

Based on your knowledge concerning our work, it is requested that you please complete the attached “Contractor Performance Information” form and forward it to the following address by no later than [DATE]_ to:_______________.

Susan Dawson, Contract Specialist 5600 Fishers Lane, Room 17E85D Rockville, MD 20857 Reference: RFP No. 280-18-0518

Susan.Dawson@samhsa.hhs.gov Your cooperation is appreciated. Any questions may be directed to: .

Sincerely, {Insert Offeror} DHHS, SAMHSA: Final ___ Interim___ Report

CONTRACTOR PERFORMANCE INFORMATION

Contractor being EVALUATED:

Contractor Name and Address 1.

Contract Number:

2.

Type of Contract:

3.

Contract Value (Current plus any unexercised options):

4.

Period of Performance (including any option periods):

5. Description of Requirement:

6.

Ratings. Summarize contractor performance and circle or type in the number below that corresponds to the performance rating for each category. Please see the attachment, which explains the rating scale.

ADVANCE \d2Comments:

Comments:

Comments:

Comments:

Comments:

7. Total score:

Evaluated by:

Agency/Organization ______________________________________________Date ____________

Name and Title _________________________________________Telephone number ____________

Signature _____________________________________________ E-mail address _______________________

Contractor Performance Evaluation

Instructions for Completing Contractor Performance Information Form

Based on the rating area elements presented below and the rating guidelines on the back of this sheet, please evaluate contractor performance in each of the rating areas. On the “Contractor Performance Information” form, circle (or type in the “Comments” area) the rating from 0 to 4 that most closely matches your evaluation of the contractor’s performance. Please add written comments for each rating. If you wish, you may attach additional comments or information. We would also appreciate your answers to the specific questions, if any, on the back of the form. Please return the form to the address indicated on the back of the form. Thank you for your time and your cooperation.

SAMHSA will use the information from this form to evaluate offerors competing for contract awards. We may release the information from this form to the contractor during negotiations or debriefings. If we release information from this form, we will not release your name to the contractor.

Elements within Each Rating Area Quality of Product or Service

Compliance with contract requirements

Accuracy of reports

Appropriateness of personnel

Technical excellence

Cost Control

Within budget

Current, accurate and complete billings

Costs properly allocated

Unallowable costs not billed

Relationship of negotiated costs to actual

Cost efficiencies

Timeliness of Performance

Meets interim milestones

Reliable

Stays on schedule despite problems

Responsive to technical direction

Completes work on time, including wrap-up and contract administration

No liquidated damages assessed

Business Relations

Effective management

Use of performance-based management techniques

Business-like concern for the customer's interests

Effective management and selection of subcontractors

Effective small/small disadvantaged business subcontracting program

Reasonable/cooperative behavior

Effective use of technology in management and communication

Flexible

Minimal staff turnover

Maintains high employee morale

Resolves disagreements without being unnecessarily litigious.

Customer Service

Understands and embraces service and program goals

Team approach with the customer

Satisfaction of end users with the contractor’s service

Positive customer feedback

Prompt responses

Courteous interactions

Effective escalations and referrals

Initiative and proactive improvements

Creative service strategies

Rating Guidelines Quality of Product or Service:

of contract goals; show cause or cure notices.

Cost Control:

Timeliness of Performance:

Business Relations:

Customer Service:

Attachment 15