Attachment A - Past Performance Cover Letter and Questionnaire.doc

Attachment A Performance Questionnaire and Cover Letter Solicitation 12SAD122R0001

QUESTIONNAIRE COVER LETTER

LETTERHEAD

(Date)

FOR OFFICIAL USE ONLY

FROM:

TO:

SUBJECT: Past Performance Questionnaire for the (CONTRACT AND ORDER NUMBER (IF APPLICABLE) TO BE EVALUATED). The effort was performed by (SPECIFIC ENTITY THAT PERFORMED THE WORK) under (NAICS CODE).

We, XYZ Company are seeking past performance information to assist us in our response to a USDA Rural Development (RD), Request for Proposal (RFP), Solicitation # 12SAD122R0001 for the Nationwide Default Management Service (NDMS). The acquisition is being conducted as a best value source selection. The RFP specifically requires that we, as an Offeror, send the attached questionnaire to several points of contact (POC) on recent and relevant efforts that we (or a proposed team member) have performed. As such, please take a few moments of your time to fill out the attached questionnaire.

DO NOT RETURN THE COMPLETED QUESTIONNAIRE TO US. USDA requests that the all Offeror’s Past Performance Questionnaire responses be submitted by electronic mail no later than XXXXXX***as follows:

To: NDMS-Acquisition@usda.gov

Subject: NDMS PPQ for (Insert Company Name) Please note that it is the responsibility of the Offeror to confirm that their Present/Past Performance Questionnaire responses were sent and received by USDA. It is also the responsibility of the Offeror to make sure that the electronic mail responses include in the subject line the Offeror’s (Vendor) name.

If you have any questions regarding this request, please contact (Insert CONTRACTOR’S POC AND PHONE NUMBER FOR PAST PERFORMANCE ISSUES). Questions regarding the solicitation, contact the USDA/RD Contracting Specialist, Shelia Stoddard at 602-280-871.

Thank you for your timely assistance.

Sincerely, (TITLE AND NAME OF COMPANY OFFICIAL)

NOTE: Offeror to insert information where there is (italics text surrounded by parentheses) in the sample letter.

PAST PERFORMANCE QUESTIONNAIRE

SOURCE SELECTION SENSITIVE

IAW FAR 2.101 AND 3.104

Solicitation: 12SAD122R0001

CONTRACTOR: __________________________

I. Background

The purpose of this questionnaire is to obtain past performance information relative to contracts that have previously been completed within the past five years or are currently being performed by the contractor identified above. This company is a potential source for performing a Firm Fixed Priced contract.

II. Instructions

Please complete the questionnaire based on the following guidance:

A. Handwritten responses are sufficient.

B. Indicate, based on the description below, the contractor’s performance on the identified program in the assessment area. Assessments should reflect only contractor liable performance.

The following is a definition of the scoring levels:

Check next to the word corresponding to your rating

C. Please provide comments for all questions in which a “Unsatisfactory”, “Marginal”, or “Satisfactory” rating is given and as appropriate for all other answers. Space for your comments is provided in each area. If more space is needed, attach additional sheets to the end of the questionnaire and reference the respective question.

D. You are urged to supplement your own knowledge of the offeror’s performance with the judgement of others in your organization. In addition to completing the attached questionnaire for the program, we solicit your comments on other similar programs for which your office has contracts with this offeror.

E. PLEASE EMAIL YOUR COMPLETE QUESTIONNAIRE WITHIN 7 DAYS AFTER RECEIPT, BUT NO LATER THAN 5:00 PM, [Month XX, 2022] TO:

NDMS-Acquisition@usda.gov YOUR ASSISTANCE IN EVALUATING THE CONTRACTOR’S PAST PERFORMANCE IS APPRECIATED. OUR GOAL IS TO SELECT THE BEST VALUE TO THE GOVERNMENT. YOUR PAST PERFORMANCE EVALUATION IS A CONSIDERATION IN DETERMINING THE BEST VALUE.

III. Program Identification:

Evaluator please complete:

A. Contractor: _______________________________________________

B. Contract Number: __________________________________________

C. Estimated contract dollar amount: _____________________________

D. Period of Performance: _____________________________________

E. Describe product acquired: ___________________________________

F. Contract Type: ____________________________________________

IV. Past Performance Evaluation:

1. How would you rate the contractor’s overall performance on the project?

[ ] Exceptional [ ] Very Good

[ ] Satisfactory [ ] Marginal [ ] Unsatisfactory

Comments: ___________________________________________________________________

2. How would you rate the contractor’s responsiveness and flexibility?

[ ] Exceptional [ ] Very Good

[ ] Satisfactory [ ] Marginal [ ] Unsatisfactory

Comments:____________________________________________________________________

3. How would you rate the contractor’s experience with the Customers stringent standards/regulations)?

[ ] Exceptional [ ] Very Good

[ ] Satisfactory [ ] Marginal [ ] Unsatisfactory

Comments:____________________________________________________________________

THE CONTRACTOR:

4. Provided effective quality control and/or inspection procedures to meet contract requirements?

[ ] Exceptional [ ] Very Good

[ ] Satisfactory [ ] Marginal [ ] Unsatisfactory

Comments: ___________________________________________________________________

5. Effectively managed subcontractors (if used)?

[ ] Exceptional [ ] Very Good

[ ] Satisfactory [ ] Marginal [ ] Unsatisfactory

Comments: ___________________________________________________________________

6. Corrected deficiencies in a timely manner?

[ ] Exceptional [ ] Very Good

[ ] Satisfactory [ ] Marginal [ ] Unsatisfactory

Comments:____________________________________________________________________

7. Cooperated with Customer personnel?

[ ] Exceptional [ ] Very Good

[ ] Satisfactory [ ] Marginal [ ] Unsatisfactory

Comments:____________________________________________________________________

8. Met volume orders in a timely manner?

[ ] Exceptional [ ] Very Good

[ ] Satisfactory [ ] Marginal [ ] Unsatisfactory

Comments:____________________________________________________________________

Put an X next to the most applicable answer:

Knowing what I know about this contractor.

____I would not enter into another contract with this contractor

____I might enter into another contract with this contractor

____I would enter into another contract with this contractor

V. Respondent Information:

The following information will assist in the analysis of the data and will be kept confidential.

A. Name of Evaluator:______________________________________

B. Office Symbol/Location:__________________________________

C. Phone:________________________________

D. Position of Title/Grade:___________________________________

E. Length of Time on Program/Contract:________________________

F. Date Questionnaire Completed:_____________________________