CONSULTANT_REFERENCE_CHECK_INSTRUCTIONS,_FORM,_AND_SAMPLE_LETTER.pdf

CONSULTANT REFERENCE CHECK INSTRUCTIONS, FORM, AND SAMPLE LETTER

The attached Consultant Performance Evaluation Form is to be provided to the agencies or entities for which your firm has recently provided services relevant to those requested for this project. Provide the evaluation form to the Owner, or the Owner’s representative directly responsible for oversight of the project to complete and submit to the email box listed below.

The first three references submitted will be accepted and the scores utilized as part of the evaluation process. Each reference check is worth up to 7 points for a total of up to 21 points available.

The form is to be completed by the agency or entity and uploaded to the (email box) at:

soq.referencechecks@phoenix.gov

The procurement identifier is:

OpenGov ID No.:

Attention: Contracts Specialist

Also attached is a sample performance evaluation cover letter that may be used when sending the reference check request.

mailto:soq.referencechecks@phoenix.gov

Sample Consultant Performance Evaluation Cover Letter

Sample Cover Letter Contact Name Address of Reference

(Your Name) is responding to a Request for Qualifications (RFQ) from the City of Phoenix Office of the City Engineer’s Design and Construction Procurement section.

The City is requesting reference information related to our past performance. As a part of the response submittal process, the City is requesting performance evaluations from agencies that our firm has performed services for either in the past or is currently receiving services.

I would appreciate your cooperation in completing the attached Consultant Performance Evaluation form and return by email the completed form by 12:00 pm Phoenix time on August XX, 2025 to:

soq.referencechecks@phoenix.gov

Reference in Subject Line: OpenGov ID No.:

For questions, contact Name, Contracts Specialist at 602-XXX-XXXX.

Failure to submit the Consultant Performance Evaluation form by the above date will have a negative impact on the proposal we submit for this service. Your cooperation in submitting this form by this date is appreciated.

If you have any questions regarding this request, please contact (your name) at (your telephone number).

Sincerely, INSTRUCTIONS FOR COMPLETING CONSULTANT PERFORMANCE EVALUATION

Evaluate the consultant’s contract performance in each of the rating areas listed below. On the Consultant Performance Evaluation form, circle the rating from 1 to 4 that most closely matches your evaluation of the consultant’s performance. Comments are not required but appreciated. Every rating area must be scored.

The Design and Construction Procurement section will use the information from this form to evaluate firms competing for contract award. This completed form will become public record and upon request, will be released to the consultant or any other entity.

Please submit the completed form to the address indicated on the bottom of the Consultant Performance Evaluation form. Thank you for your time and your cooperation.

Project Title and Project Number OpenGov ID No.:

CONSULTANT PERFORMANCE EVALUATION FOR __________________

(firm name)

In the box below, provide the project title, contracted services provided by the firm, and start and completion date of services. This form is to be completed by the Owner, or the Owner’s representative directly responsible for oversight of the project. The project services evaluated must be relevant to the services of this project. Every rating area must be scored.

RATINGS: Summarize the Consultant’s performance and circle the number below that corresponds to the performance rating for each category. Please see the rating scale.

1 = Unsatisfactory (.25 pt.); 2 = Poor (.50 pt.); 3 = Good (.75 pt.); 4 = Excellent (1.0 pt.)

HOW WOULD YOU RANK THE

BUSINESS RELATIONSHIP

BETWEEN THE OWNER AND THE

FIRM?

Comments:

WAS THE TEAM PRESENTED IN

THE PROPOSAL THE TEAM THAT

WORKED ON THE PROJECT TO

COMPLETION?

Comments:

WAS STAFF PROACTIVE IN

SOLVING PROBLEMS THAT MAY

HAVE OCCURRED ON THE

PROJECT?

Comments:

WAS THE CONTRACTED SCOPE

OF SERVICES COMPLETED ON

TIME AND WITHIN BUDGET?

Comments:

HOW WOULD YOU RATE THE

QUALITY OF WORK PERFORMED

BY THIS FIRM ON YOUR

PROJECT?

Comments:

DID THE FIRM RECOMMEND

EFFICIENCIES OR PROVIDE

INNOVATIVE IDEAS OR

SUGGESTIONS?

Comments:

WOULD YOU BE WILLING TO

CONTRACT WITH THIS FIRM

AGAIN? (YES = 1 point)

YES

NO

Comments:

TOTAL SCORE (MAXIMUM 7 POINTS)

Reference Evaluation Provided By:

Name and Title: ___________________________________________________________

Agency/Organization: _____________________________________________________

Date: ____________________________

Telephone Number: ________________________

Email completed form by Month XX, 2025 by 12:00 pm Phoenix time to:

soq.referencechecks@phoenix.gov

*EMAIL SUBJECT LINE SHOULD REFERENCE OPENGOV ID NO.:

The document should reference the project number and firm for which the reference check is being submitted. If no project number is available, reference the service and firm for which the reference check is being submitted.