AFPS RFP Attachment 7 Contractor Performance Report Sample.pdf

DJJE-10-RFP-0662 Attachment 7 U.S. Department of Justice Justice Management Division Procurement Services Staff

CONTRACTOR PERFORMANCE REPORT

Final Report (check one) Interim Report Reporting Period From: XX/XX/XXXX To: XX/XX/XXXX Contracting Office Procurement Services Staff

1331 Pennsylvania Avenue, NW, Suite 1000 Washington, DC 20530

Contract Number DJJ10-X-XXXX Order No. XXXX Contractor Name "Insert Contractor Name" Address "Insert Address Line 1"

"Insert Address Line 2"

Contract/Order Award Date XX/XX/XXXX Contract/Order Expiration Date XX/XX/XXXX Contract/Order Value $X,XXX.XX Type of Contract "Insert Contract Type" Description of Requirement "Insert Project Title"

RATINGS

Summarize contractor performance and insert the number which corresponds to the rating for each rating category. (See attached Rating Guidelines) Quality of Product or Service Rating (1 2 3 4 5) Comments:

Cost Control Rating (1 2 3 4 5)

Timeliness of Performance Rating (1 2 3 4 5)

Business Relations Rating (1 2 3 4 5)

SUBCONTRACTS

Are Subcontracts Involved? (Check one) YES NO Comments:

(Please comment on those subcontractors that have provided a significant contribution to overall contract performance)

KEY PERSONNEL

Program Manager (Name)

Key Person (Name)

Key Person (Name)

CUSTOMER SATISFACTION

Is/was the contractor committed to customer satisfaction? YES NO If this is the Final Report, would you recommend selection of this firm again?

YES NO N/A

PROGRAM MANAGER/COTR SIGNATURE

Program

Manager/COTR

Signature

Date

Telephone E-mail

CONTRACTING OFFICER CONCURRENCE

Contracting Officer Concurrence Initial Date

CONTRACTOR’S REVIEW

Were comments, rebuttal, or additional information provided? YES NO Comments (check if attached)

CONTRACTOR’S REPRESENTATIVE

Contractor’s

Representative

AGENCY REVIEW

Were contractor comments reviewed at a level above the Contracting Officer? YES NO

Comments (check if attached)

FINAL RATINGS

Quality of Product or Service Cost Control Timeliness of Performance Business Relations

CONTRACTING OFFICER SIGNATURE

Contracting

Officer

CONTRACTOR PERFORMANCE REPORT INSTRUCTIONS

TOP SECTION

Check the appropriate block to indicate the type of report (Interim or Final). The final evaluation of the contractor’s performance will satisfy the reporting requirement stipulated in FAR 42.15.

Indicate the period covered by the report.

Identify the contract number of the contract being evaluated. If the report is for a task/delivery order, insert the last four digits of the order number, otherwise, insert n/a.

Insert the name and address of the contractor.

Insert the award date and expiration/completion date for the instrument under which performance is being evaluated (the contract or the task/delivery order).

Insert the value of the instrument under which performance is being evaluated (the contract or the task/delivery order), including any option amounts.

Insert the contract type of the instrument under which performance is being evaluated, i.e., Firm Fixed-Price, Time-and-Materials, Cost plus Fixed-Fee, etc.

Provide a brief description of the work being performed/item delivered under the contract (or task/delivery order), i.e., project title.

RATINGS

Using the rating guideline, assign a rating to each category (Quality, Cost, Timeliness and Business Relations) as follows:

0 Unsatisfactory 1 Poor 2 Fair 3 Good 4 Excellent 5 Outstanding

Provide a brief narrative (2000 characters or less) for each of the categories to support the rating assigned. The categories are: ‘Quality of Product or Service’, ‘Cost Control’, ‘Timeliness of Performance’, and ‘Business Relations’.

SUBCONTRACTORS

Indicate whether subcontracts are/were involved. Briefly summarize (2000 characters or less) the performance of any subcontractors that have major responsibilities under the contract/order or are required to perform a significant part of the contract/order requirement. This space may also be used to evaluate the prime contractor’s management of a subcontractor.

KEY PERSONNEL

List the name of the program manager (required) and the names of two other key personnel (optional). Briefly describe the performance of the key personnel listed. (2000 characters or less).

CUSTOMER SATISFACTION

Check the box that indicates the contractor’s commitment to customer satisfaction. Briefly describe the basis for your selection. For the final report, indicate whether you would recommend selection of the contractor again. For Interim Reports, check “N/A”.

PROGRAM MANAGER / CONTRACTING OFFICER’S TECHNICAL REPRESENTATIVE

SIGNATURE

The Program Manager or COTR must complete and sign this section.

CONTRACTING OFFICER CONCURRENCE

The Contracting Officer initials this block, indicating concurrence with the initial rating.

CONTRACTOR REVIEW & SIGNATURE

The contractor must complete the review section indicating that they have reviewed the report and whether comments, a rebuttal, or additional information is provided as an attachment to the report.

The contractor’s representative must complete and sign the report to confirm its review. Signature does not indicate agreement. If a rebuttal is attached, additional Agency review at a level above the Contracting Officer is required.

AGENCY REVIEW

If the Contracting Officer and the contractor are unable to agree on the final rating(s), the matter is to be referred to an individual one level above the Contracting Officer. Attach a copy of the agency’s decision to this report, or indicate its location, if filed separately.

FINAL RATINGS

If comments were received from the contractor, the COTR/Program Manager and Contracting Officer must reassess the ratings in light of the comments. Indicate the final rating given for each of the rating categories.

CONTRACTING OFFICER SIGNATURE

The Contracting Officer signs the report when all actions are completed. Signature certifies concurrence with the final ratings. If changes were made to the ratings or the narrative during the rebuttal process, a copy of the report, as revised, shall be promptly furnished to the contractor.

RATING GUIDELINES

Use the following instructions as guidance in evaluating and rating the contractor’s performance.

Ensure that this assessment is consistent with any other Agency assessments made (e.g., for payment of fee purposes).

Criteria: Quality of Product or Service, Cost Control, Timeliness of Performance, and Business Relations.

• Compliance with contract requirements

• Accuracy of reports

• Effectiveness of personnel

• Technical excellence

• Record of forecasting and controlling target costs

• Current, accurate and complete billings

• Relationship of negotiated costs to actuals

• Cost efficiencies

• Met interim milestones

• Reliability – Responsive to technical direction

• Completed on time including wrap-up and contract administration

• Met delivery schedules

• No liquidated damages assessed

• Effective management, including subcontracts

• Reasonable/cooperative behavior

• Responsive to contract requirements

• Notification of problems

• Flexibility

• Pro-active vs. reactive

• Effective small/small disadvantaged business subcontracting program

0 – Unsatisfactory. Nonconformances are jeopardizing the achievement of contract requirements, despite use of Agency resources. Ability to manage cost issues is jeopardizing performance of contract requirements, despite use of Agency resources. Delays are jeopardizing performance of contract requirements, despite use of Agency resources. Response to inquiries, technical/service/administrative issues is not effective.

1 – Poor. Overall compliance requires major Agency resources to ensure achievement of contract requirements. Ability to manage cost issues requires major Agency resources to ensure achievement of contract requirements. Delays require major Agency resources to ensure achievement of contract requirements. Response to inquiries, technical/service/administrative issues is marginally effective.

2 – Fair. Overall compliance requires minor Agency resources to ensure achievement of contract requirements. Ability to control cost issues requires minor Agency resources to ensure achievement of contract requirements. Delays require minor Agency resources to ensure achievement of contract requirements. Response to inquiries, technical/service/administrative issues is somewhat effective.

3 – Good. Overall compliance does not impact achievement of contract requirements.

Management of cost issues does not impact achievement of contract requirements. Delays do not impact achievement of contract requirements. Response to inquiries, technical/service/administrative issues is usually effective.

4 – Excellent. There are no quality problems. There are no cost management issues. There are no delays. Response to inquiries, technical/service/administrative issues is effective.

5 – Outstanding. The contractor has demonstrated an outstanding performance level in any of the above four categories that justifies adding a point to the rating. It is expected that this rating will be used in those rare circumstances when contractor performance clearly exceeds the performance levels described as “Excellent”.