DESIGN-BUILD_TEAM_REFERENCE_CHECK_INSTRUCTIONS,_FORM,_AND_SAMPLE_LETTER.pdf

EXHIBIT B

DESIGN-BUILD TEAM REFERENCE CHECK INSTRUCTIONS, FORM, AND SAMPLE

LETTER

The attached Design-Build Team 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:

600000XXXX

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 Design-Build Team 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 Design-Build Team Performance Evaluation form and return by email the completed form by 12:00 pm Phoenix time on Month DD, 20XX to:

soq.referencechecks@phoenix.gov

Reference in Subject Line: RFx #600000XXXX

For questions, contact Name, Contracts Specialist at 602-XXX-XXXX or email first.last@phoenix.gov.

Failure to submit the Design-Build Team 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 DESIGN-BUILD TEAM

PERFORMANCE EVALUATION

Evaluate the Design-Build Team’s contract performance in each of the rating areas listed below.

On the Design-Build Team Performance Evaluation form, circle the rating from 1 to 4 that most closely matches your evaluation of the Design-Build Team’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 Design-Build Team or any other entity.

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

Project Title and Project Number RFx: 600000XXXX

DB TEAM 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 Design-Build Team’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 DD, 20XX by 12:00 pm Phoenix time to:

soq.referencechecks@phoenix.gov

*EMAIL SUBJECT LINE SHOULD REFERENCE RFx NUMBER 600000XXXX

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.