Attachment 1, Contractor Information Form new.pdf
PDF 256 KB Posted
- Attached to
- 7840601ADEM, Roos Blvd Mow
- Solicitation number
- 6100048358
- Issued by
- Montgomery County, Koppel Borough, Pennsylvania
About this file
This document is an attachment titled "Contractor Information Form" related to a state and local government contract opportunity. It outlines the process for dealing with contractor performance issues, classifying them as either major or minor non-compliance issues. Major non-compliance issues include safety-related incidents or repeated performance issues, which require immediate reporting to the Department of Road and Sewer Services (DRSS), the Assistant District Executive of Maintenance (ADE-M), the District Maintenance Manager (DMM), and the District Maintenance Services Manager (DMSM). The communication protocol involves the Route Technician 2 (RT2) reporting the incident, and the DRSS elevating the issue to the Purchasing Agent for further action. Minor non-compliance issues, such as failing to adhere to work schedules or notify the Inspector, are to be reported by the RT2 to the DRSS, who will then email and call the contractor to discuss the infraction.
The document provides details on the contractor information required, such as the contractor's name, representative, and their contact information, as well as the traffic control and safety representative and their contact information. It also includes a process flow diagram outlining the steps for dealing with contractor performance issues, including monitoring, documentation, and escalation procedures.
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Text version
This page is to be completed and returned within 3 days of notice of apparent low bidder status.
Contractor Name: __________________________________________________
Contractor Representative: __________________________________________
Contractor Representative’s 24 hour-a day
Cell Phone Number: ________________________________________________
Contractor Representative’s email: ____________________________________
Traffic Control & Safety Representative: ________________________________
Traffic Control & Safety Representative’s 24 hour-a day Cell Phone Number: ________________________________________________
Traffic Control & Safety Representative’s email: __________________________
Attachment 1- Contractor Information Form
Process Flow Dealing with Contractor Performance Issues
Is the Contractor providing services in accordance with the procurement documents?
START
NO
Ref. 1
YES
RT2 continues to monitor in accordance with the procurement documents and Mowing Operations Desk Manual
END
Is the non-compliance issue classified as major
RT 2 documents contractor performance issue in FID on day of occurrence
Ref. 1
RT2 discusses issues with foreman and notifies DRS1 of non-compliance issue via email
NO
YES Ref. 2
RT2 emails matter to DRSS with cc to ADE-M, DMM and DMSM; District Purchasing Unit will proceed in accordance with EUP PUR 3
ADE-M determines if repeated minor infraction is a major performance issue
Ref. 2
At Weekly County Planning Meeting: RT2 discusses mowing issues/concerns with the County Staff
At Weekly District Planning Meeting: DRS1 discusses mowing issues/concerns with District Staff
Major Non-Compliance Issue: Either a safety related issue or performance related issue.
▪ Safety Related Issue- Any issue that compromises the safety and well-being of a field person or travelling public. No instance of safety compromise will be permitted.
• Examples:
o Not complying with Temporary Traffic Control Guidelines (Pub. 213) o Working in an unsafe manner (crossing roadway at uncontrolled location).
• Communication Protocol:
o RT2 is required to stop the operation immediately and report the incident via email to the DRSS and cc’s the ADE-M, DMM and DMSM. The incident is documented in the FID and entered into the Maintenance
Services Database.
o DRSS elevates the safety issue to the Purchasing Agent who will follow the EUP PUR3 Processing a CRP entry.
▪ Performance Related Issue– Repeated instances of a contractor not performing the work in accordance with the contract’s SOW. ADE-M will determine if repeated minor infractions shall be treated as a major performance related issue.
• Examples:
DRSS and Purchasing Agent email and call contractor to discuss the infraction (follows EUP
PUR 3 process).
o Repeated instances of equipment breakdowns with no backup contingency in place.
o Repeated instances of the contractor crew not performing contractual work during their working hours.
o Included but not limited to theft of Department assets, fraud, substance abuse, etc.
• Communication Protocol:
o RT2 reports the incident via email to the DRSS and cc’s the ADE-M, DMM and DMSM. The incident is documented in the FID and entered into the
Maintenance Services Database.
o DRSS elevates the performance issue to the Purchasing Agent who will follow the EUP PUR3 Processing a CRP entry.
Minor Non-Compliance Issue: Any issue that is not classified as major.
• Examples:
o Contractor fails to work established hours in the SOW on any day.
o Contractor fails to inform the Inspector via text, email, or phone call by
7:00 am confirming that their crew will be working that day.
o Contractor fails to inform the Inspector via text, email, or phone where regarding daily operations including but not limited to dumping, location changes, labor issues, equipment issues, etc.
o Contractor failed to notify day/end of day dumps.
o Contractor left planned worked area/ROW without informing RT2.
o Minor discrepancies between GPS time stamps and 609 recorded hours.
• Communication Protocol:
o RT2 reports the incident via email to the DRSS. The incident is documented in the FID and entered into the Maintenance Services Database.
o DRSS and Purchasing Agent will email and call the contractor to discuss the minor infraction.
o DRSS will follow-up with an email to the contractor noting the minor non-compliance issue.
Note:
1 Is contractor fulfilling the requirements of a Contract/PO such as:
• Adhering to the SOW
• Adhering to the Specifications (Terms and Conditions)
• Delivering services on time (meeting work schedules/cycles)
• Acting safely and in a proper manner on site 2 Non-compliance issue(s) is classified into two categories: Major or Minor
File details come from the government source that posted it. Updated .