Attach._3_-_Past_Performance_Questionnaire.pdf

HE1254-18-R-2001

PAST PERFORMANCE QUESTIONNAIRE

Sample Cover Letter

[COMPANY LETTERHEAD (Prime or Subcontractor)]

Reference Name and Address Date

SUBJECT: HE1254-18-R-2001, Department of Defense Education Activity (DoDEA) Bus

Leases, DoDEA-Pacific, East District, Japan.

Dear _________________:

We are currently responding to the Department of Defense Education Activity’s Request for Proposal/Solicitation number HE1254-18-R-2001. The purpose of this contract is to provide Bus Leases for DoDEA-Pacific, East District, Japan.

There is an increased emphasis on past performance in the federal source selection process.

DoDEA is requesting that customers and clients of the Offeror (or the Offeror’s subcontractors, if applicable) provide the information as described within the attached questionnaire and return it to them for evaluation. We have identified you as one of our references. We respectfully request that you complete Section 2 and 3, sign the attached questionnaire, and return it to the DoDEA Procurement Office.

Questionnaires are due to DoDEA on the due date of the solicitation; however, we would appreciate an earlier response if possible. Questionnaires received after the date of receipt of proposals may not be considered.

We sincerely appreciate your cooperation in this matter.

Sincerely, SUBJECT: HE1254-18-R-2001, Department of Defense Education Activity (DoDEA) Bus

Leases, DoDEA-Pacific, East District, Japan.

To Whom It May Concern:

The Department of Defense Education Activity (DoDEA) very much appreciates your time and thoughtfulness in completing the attached questionnaire. The information obtained from this questionnaire will be used to evaluate the past performance of Offerors and the Offeror’s subcontractors who wish to be awarded a contract with DoDEA. Please be advised that neither your name, position, nor organization, will be divulged before, during, or after this questionnaire has been completed.

The questionnaire is arranged by general performance areas, e.g., quality of service/performance, cost control, timeliness, management, etc. Each area consists of a few basic questions relating to these aspects of performance with regard to the Offeror/Contractor or the Offeror’s major subcontractor with which you worked. Please complete the questionnaire as indicated on the form.

Finally, please sign your name and identify your position during your association with the referenced Offeror/Contractor or Offeror’s major subcontractor in Section 3. Once completed, please submit the questionnaire by e-mail to the following personnel:

Contract Specialist: Eric.Mensah@hq.dodea.edu Contracting Officer: Colleen.Pritchard@hq.dodea.edu

Thank you for taking the time to complete the questionnaire.

Sincerely, Marcia E. Lee Contracting Officer

DEPARTMENT OF DEFENSE EDUCATION ACTIVITY

HEADQUARTERS

4800 MARK CENTER DRIVE

ALEXANDRIA, VA 22350-1400

mailto:Eric.Mensah@hq.dodea.edu mailto:Colleen.Pritchard@hq.dodea.edu

SECTION 1: CONTRACTOR INFORMATION (To be filled out by the OFFEROR):

A. Contractor’s name and address:

If the above will be a Subcontractor to the Offeror under this solicitation, please provide the name of the proposing Prime contractor: _____________________________________________

B. Point of Contact:

C. Phone Number:

D. Contract Number:

E. Project Title and Detailed Description of Work performed under this project:

F. Contract and Order Type, if applicable:

Requirements Indefinite Delivery/Indefinite Quantity Cost Reimbursement

Time and Materials/Labor Hours Firm Fixed Price Other: _________________

G. Project Award Date: Schedule Completion Date:

Current/Final Completion Date:

H. Project Award Amount: Current/Final Project Amount:

(Base + Option Periods, if applicable)

I. Contractor being evaluated performed as the Prime Contractor Subcontractor for D. above

J. If a Prime Contractor, the type and extent of subcontracting: _____________________

K. Authorization is hereby granted to provide the information requested in this Questionnaire.

(Signature)

(Name and Title of Authorized Official) (Date)

SECTION 2: PERFORMANCE INFORMATION (To be filled out by RESPONDENT):

Choose the number on the scale of 1 to 6 that most accurately describes the contractor’s performance or situation. Please put your answer in the last column entitled “Answer.”

1-Unsat

Unsatisfactory

Performance did not meet most contractual requirements.

There were serious problems and the contractor’s correction actions were ineffective.

2-Marg

Marginal

Performance did not meet some contractual requirements.

There were problems, some of a serious nature, for which corrective action was only marginally effective or not fully implemented.

3-Neut

Neutral

No record of past performance or the record is inconclusive.

4-Sat

Satisfactory

Performance met contract requirements. There were some minor problems and corrective actions taken by the contractor were satisfactory.

5-VGood

Very Good

Performance met all contract requirements and exceeded some to the government’s benefit. There were a few minor problems, which the contractor resolved in a timely, effective manner.

6-Exc

Exceptional

Performance met all contract requirements and exceeded many to the government’s benefit. Problem, if any were negligible and were resolved in a timely, highly effective manner.

TECHNICAL/QUALITY OF SERVICE UnSat Marg Neut Sat VGood Exc Answer

a. Contractor provided effective quality control and/or inspection procedures to meet contract requirements.

b. Contractor completed all work with good workmanship and in conformance with the specifications.

c. Contractor corrected deficiencies in a timely manner and pursuant to their quality control plan.

d. Contractor effectively controlled the quality standards specified for technical performance.

e. Has a Contract Discrepancy Report(s), Cure Notice(s) or Show Cause Letter(s) ever been issued under this contract? If yes, please explain below.

Yes

No

Explanation:

f.

Has the contract been terminated for cause? If yes, please explain below.

g.

Has an election ever been made not to exercise an option due to Contractor’s poor performance? If yes, please explain below.

COST CONTROL UnSat Marg Neut Sat VGood Exc Answer

a. Contractor demonstrated the ability to control costs and/or modifications within the magnitude specified.

b. Contractor was able to meet the terms of the contract within the contractually agreed upon price.

c. Contractor provided accurate and completed invoices/vouchers to the Government in a reasonable time.

d. Has the Contractor identified/recommended innovative or operational changes in processes to lower cost?

e. Have there been any indications that the Contractor has had any financial problems? If yes, please explain in Remarks section.

SCHEDULE/TIMELINESS UnSat Marg Neut Sat VGood Exc Answer

a. Contractor met established program schedules and major program milestones to complete the project on time.

b. Contractor provided on-time submittals/deliverables as required.

c. Contractor identified problems as they occurred, suggested approaches to the problems; displayed initiative to solve problems and performed as a Team Member.

d. Contractor was reasonable, cooperated to resolve problems, and maintained communication with the Government to keep the project on schedule or minimize the delay.

MANAGEMENT/BUSINESS RELATIONS UnSat Marg Neut Sat VGood Exc Answer

a. Contractor was responsive to the professional correspondence and administrative requirements of the contract.

b. Contractor was customer oriented.

c. Contractor exhibited flexibility and cooperativeness in responding to contract requirements.

REGULATORY UnSat Marg Neut Sat VGood Exc Answer Contractor complied with all contract clause

Contractor complied with the reporting requirements of the contract (eCMRA, etc.).

Contractor complied with the quality assurance surveillance plan.

Contractor complied with Local and Federal Laws, other regulations and unique contract

OVERALL CUSTOMER SATISFACTION Answer Given what you know today about the contractor's ability to perform, would you recommend them for similar requirements in the future?

Please rate the overall service provided by the Contractor in accordance with the definitions found on page 1 of the questionnaire.

NARRATIVE:

1) Please provide a narrative explanation for any ratings of 1or 2.

2) Please provide any general remarks.

3) Please provide a brief narrative addressing specific strengths, weaknesses, deficiencies, or other comments, which may assist our office in evaluating performance.

SECTION 3: RATER INFORMATION (To be filled out by Respondent):

Name _______________________________________________________

Position/Title _________________________________________________

Organization _________________________________________________

Address _____________________________________________________

Telephone Number ____________________________________________

E-mail Address _______________________________________________

Signature ______________________________ Date ________________

We greatly appreciate your time in assisting us with a very important part of the source selection process. This information is considered Source Selection Sensitive.

Please return this completed questionnaire by e-mail to: Eric.Mensah@hq.dodea.edu and Colleen.Pritchard@hq.dodea.edu mailto:Eric.Mensah@hq.dodea.edu mailto:Colleen.Pritchard@hq.dodea.edu