Attachment_9_-_Past_Performance_Questionnaire.pdf

SOL-HQ-14-00023 – ATTACHMENT 9

ATTACHMENT 9

PAST PERFORMANCE QUESTIONNAIRE

PAST PERFORMANCE QUESTIONNAIRE

This is a past performance questionnaire for the U.S. Environmental Protection Agency (EPA) to obtain past performance information on the contractor listed below. You should have received this questionnaire along with a

Client Authorization Letter from the contractor listed below asking for your cooperation in completing this questionnaire. Information obtained in this questionnaire is for the sole purpose of evaluating the contractor’s past performance history to assist the EPA in determining the best value for award of a contract resulting from a current solicitation. As a reviewer, your participation in this questionnaire is greatly appreciated.

INSTRUCTIONS

To complete this questionnaire, the contractor should:

1. Complete the CONTRACT DATA section on Page 3.

2. Forward this questionnaire along with a Client Authorization Letter to the reviewer.

To complete this questionnaire, the reviewer should:

1. Review the CONTRACT DATA section on Page 3.

2. Review and complete the ADMINISTRATIVE INFORMATION section on Page 3.

3. Complete the RATINGS section starting on Page 4 by evaluating and assigning a rating for quality of product or service, schedule, cost control, business relations, management of key personnel, utilization of small business, and customer satisfaction. Include a narrative for each rating if appropriate.

4. Return the questionnaire to the U.S. EPA by email to stanley.evelyn@epa.gov by the proposal due date and time listed in the solicitation.

QUESTIONS

If you have any questions about completing or submitting this questionnaire, please contact the Contracting Officer for this acquisition, Michael Ottariano, at stanley.evelyn@epa.gov.

mailto:stanley.evelyn@epa.gov mailto:stanley.evelyn@epa.gov

CONTRACT DATA

Contract Number: Contractor Name:

Contract Title:

Contractor Address:

Contract Value: Contractor DUNS:

Contract Type: Contract Award Date:

Agency/Org. Name: Reporting Period (Start):

Contracting Office: Reporting Period (End):

Task Order Number: Task Order Value:

Task Order Title:

Task Order Award Date:

Reporting Period (Start):

Task Order Type: Reporting Period (End):

ADMINISTRATIVE DATA

Reviewer: Contracting Officer:

Phone: Phone:

Fax: Fax:

Email: Email:

Contractor Rep.: Alt. Contractor Rep.:

Phone: Phone:

Fax: Fax:

Email: Email:

(Next page)

EVALUATION RATINGS DEFINTIONS

Rating Definition Note

Exceptional Performance meets contractual requirements and exceeds many to the reviewer’s or the

Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor was highly effective.

To justify an Exceptional rating, identify multiple significant events and state how they were of benefit to the reviewer or the Government. A singular benefit, however, could be of such magnitude that it alone constitutes an Exceptional rating. Also, there should have been NO significant weaknesses identified.

Very Good Performance meets contractual requirements and exceeds some to the reviewer’s or the

Government’s benefit. The contractual performance of the element or sub-element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor was effective.

To justify a Very Good rating, identify a significant event and state how it was a benefit to the reviewer or the Government. There should have been no significant weaknesses identified.

Satisfactory Performance meets contractual requirements.

The contractual performance of the element or sub-element contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor recovered from without impact to the contract/order. There should have been NO significant weaknesses identified. A fundamental principle of assigning ratings is that contractors will not be assessed a rating lower than

Satisfactory solely for not performing beyond the requirements of the contract/order.

Marginal Performance does not meet some contractual requirements. The contractual performance of the element or sub-element being assessed reflects a serious problem for which the contractor has not yet identified corrective actions. The contractor’s proposed actions appear only marginally effective or were not fully implemented.

To justify Marginal performance, identify a significant event in each category that the contractor had trouble overcoming and state how it impacted the reviewer or the Government. A

Marginal rating should be supported by referencing the management tool that notified the contractor of the contractual deficiency (e.g., management, quality, safety, or environmental deficiency report or letter).

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance of the element or sub-element contains a serious problem(s) for which the contractor’s corrective actions appear or were ineffective.

To justify an Unsatisfactory rating, identify multiple significant events in each category that the contractor had trouble overcoming and state how it impacted the reviewer or the Government.

A singular problem, however, could be of such serious magnitude that it alone constitutes an unsatisfactory rating. An Unsatisfactory rating should be supported by referencing the management tools used to notify the contractor of the contractual deficiencies (e.g., management, quality, safety, or environmental deficiency reports, or letters).

N/A N/A (not applicable) should be used if the rating category does not apply

Please explain all ratings of N/A

EVALUATION RATINGS DEFINITIONS

(For the Utilization of Small Business Evaluation Factor, when 52.219-9 is used)

Rating Definition Note

Exceptional Exceeded all statutory goals or goals as negotiated. Had exceptional success with initiatives to assist, promote, and utilize small business (SB), small disadvantaged business

(SDB), women-owned small business

(WOSB), HUBZone small business, veteran-owned small business (VOSB) and service disabled veteran owned small business

(SDVOSB). Complied with FAR 52.219-8, Utilization of Small Business Concerns.

Exceeded any other small business participation requirements incorporated in the contract/order, including the use of small businesses in mission critical aspects of the program. Went above and beyond the required elements of the subcontracting plan and other small business requirements of the contract/order. Completed and submitted

Individual Subcontract Reports and/or

Summary Subcontract Reports in an accurate and timely manner.

To justify an Exceptional rating, identify multiple significant events and state how they were a benefit to small business utilization. A singular benefit, however, could be of such magnitude that it constitutes an Exceptional rating. Small businesses should be given meaningful and innovative work directly related to the contract, and opportunities should not be limited to indirect work such as cleaning offices, supplies, landscaping, etc. Also, there should have been no significant weaknesses identified.

Very Good Met all of the statutory goals or goals as negotiated. Had significant success with initiatives to assist, promote and utilize SB, SDB, WOSB, HUBZone, VOSB, and

SDVOSB. Complied with FAR 52.219-8, Utilization of Small Business Concerns. Met or exceeded any other small business participation requirements incorporated in the contract/order, including the use of small businesses in mission critical aspects of the program. Endeavored to go above and beyond the required elements of the subcontracting plan. Completed and submitted Individual Subcontract Reports and/or Summary Subcontract Reports in an accurate and timely manner.

To justify a Very Good rating, identify a significant event and state how they were a benefit to small business utilization. Small businesses should be given meaningful and innovative opportunities to participate as subcontractors for work directly related to the contract, and opportunities should not be limited to indirect work such as cleaning offices, supplies, landscaping, etc. There should be no significant weaknesses identified.

Satisfactory Demonstrated a good faith effort to meet all of the negotiated subcontracting goals in the various socio-economic categories for the current period. Complied with FAR 52.219-

8, Utilization of Small Business Concerns.

Met any other small business participation requirements included in the contract/order.

Fulfilled the requirements of the subcontracting plan included in the contract/order. Completed and submitted

Individual Subcontract Reports and/or

Summary Subcontract Reports in an accurate and timely manner.

To justify a Satisfactory rating, there should have been only minor problems, or major problems the contractor has addressed or taken corrective action. There should have been no significant weaknesses identified. A fundamental principle of assigning ratings is that contractors will not be assessed a rating lower than Satisfactory solely for not performing beyond the requirements of the contract/order.

Marginal Deficient in meeting key subcontracting plan elements. Deficient in complying with FAR

To justify Marginal performance, identify a significant event that the contractor had trouble

52.219-8, Utilization of Small Business

Concerns, and any other small business participation requirements in the contract/order. Did not submit Individual

Subcontract Reports and/or Summary

Subcontract Reports in an accurate or timely manner. Failed to satisfy one or more requirements of a corrective action plan currently in place; however, does show an interest in bringing performance to a satisfactory level and has demonstrated a commitment to apply the necessary resources to do so. Required a corrective action plan.

overcoming and how it impacted small business utilization. A Marginal rating should be supported by referencing the actions taken by the government that notified the contractor of the contractual deficiency.

Unsatisfactory Noncompliant with FAR 52.219-8 and

52.219-9, and any other small business participation requirements in the contract/order. Did not submit Individual

Subcontract Reports and/or Summary

Subcontract Reports in an accurate or timely manner. Showed little interest in bringing performance to a satisfactory level or is generally uncooperative. Required a corrective action plan.

To justify an Unsatisfactory rating, identify multiple significant events that the contractor had trouble overcoming and state how it impacted small business utilization. A singular problem, however, could be of such serious magnitude that it alone constitutes an Unsatisfactory rating. An

Unsatisfactory rating should be supported by referencing the actions taken by the government to notify the contractor of the deficiencies. When an Unsatisfactory rating is justified, the contracting officer must consider whether the contractor made a good faith effort to comply with the requirements of the subcontracting plan required by FAR 52.219-9 and follow the procedures outlined in FAR 52.219-16, Liquidated Damages-Subcontracting Plan.

NOTE 1: Generally, zero percent is not a goal unless the Contracting Officer determined when negotiating the subcontracting plan that no subcontracting opportunities exist in a particular socio-economic category. In such cases, the contractor shall be considered to have met the goal for any socio-economic category where the goal negotiated in the plan was zero.

1. Quality. Assess the contractor's conformance to contract/order requirements, specifications and standards of good workmanship (e.g. commonly accepted technical, professional, environmental, or safety and health standards).

Included, as applicable, information on the following:

Are reports/data accurate?

Does the product or service provided meet the specifications of the contract/order?

Does the contractor's work measure up to commonly accepted technical or professional standards?

What degree of Government technical direction was required to solve problems that arise during performance?

RATING Provide comments on Quality:

Exceptional

Very Good

Satisfactory

Marginal

Unsatisfactory

2. Schedule. Assess the timeliness of the contractor against the completion of the contract, task orders, milestones, delivery schedules, and administrative requirements (e.g. efforts that contribute to or effect the schedule variance).

This evaluation of the contractor's adherence to the required delivery schedule should include the contractor's efforts during the evaluation period that contribute to or affect the schedule variance. Also, address significance of scheduled events (e.g., design reviews), discuss causes, and assess the effectiveness of contractor corrective actions. This element applies to contract/order closeout activities as well as contract/order performance. Instances of adverse actions such as the evaluation of liquidated damages or issuance of Cure Notices, Show Cause Notices, and

Delinquency Notices are indicators of problems which may have resulted in variance to the contract/order schedule and should, therefore, be noted in the evaluation. Questions to consider include the following:

Is the contractor completing the design/engineering services activities in a timely manner? This includes administrative activities, as well as meeting all scheduled milestones in the design process.

Did the contractor adequately schedule the work?

Has the contractor met administrative milestone dates?

Has the contractor met physical milestone dates specified by contract or agreed to in the project schedule?

If the schedule has slipped through the contractor’s fault or negligence, has he taken appropriate corrective action of his own volition?

Has the contractor furnished all required deliverables on or ahead of schedule?

Is the contractor completing the construction activities in a timely manner? This includes administrative activities, as well as physical construction activities such as submittal of a management response to Request for Proposal

(RFPs), etc.

Has the contract furnished updated project schedules on a timely basis?

RATING Provide comments on Schedule:

Exceptional

Very Good

Satisfactory

3. Cost Control (Not required for Fixed Price type contracts/orders). Assess the contractor's effectiveness in forecasting, managing, and controlling contract/order cost. If the contractor is experiencing cost growth or underrun, discuss the causes and contractor-proposed solutions for the cost overruns or underruns. For contracts/orders where task or contract sizing is based upon contractor-provided person hour estimates, the relationship of these estimates to ultimate task cost should be assessed. In addition, the extent to which the contractor demonstrates a sense of cost responsibility, through the efficient use of resources, in each work effort should be assessed. Include, as applicable, the following information:

Does the contractor keep within the total estimated cost (what is the relationship of the negotiated costs and budgeted costs to actuals)?

Did the contractor do anything innovative that resulted in cost savings?

Were billings current, accurate and complete?

Are the contractor’s budgetary internal controls adequate?

Has the contractor provided a design that can be constructed with the available funds?

Has the contractor notified the reviewer or the Government and taken necessary corrective actions when the cost estimate exceeds available funds?

RATING Provide comments on Cost Control:

Exceptional

Very Good

Satisfactory

4. Management. Assess the integration and coordination of all activity needed to execute the contract/order, specifically the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals, the contractor’s history of reasonable and cooperative behavior (to include timely identification of issues in controversy), customer satisfaction, timely award and management of subcontracts. Include, as applicable, information on the following:

Is the contractor oriented toward the customer?

Is interaction between the contractor and the government satisfactory or does it need improvement?

Include the adequacy of the contractor’s accounting, billing, and estimating systems and the contractor’s management of Government Furnished Property (GFP) if a substantial amount of GFP has been provided to the contractor under the contract/order.

Address the timeliness of awards to subcontractors and management of subcontractors, including subcontract costs. Consider efforts taken to ensure early identification of subcontract problems and the timely application of corporate resources to preclude subcontract problems from impacting overall prime contractor performance.

Assess the prime contractor’s effort devoted to managing subcontracts and whether subcontractors were an integral part of the contractor’s team. Are the contractor’s management, on-site, and home office personnel exhibiting the capacity to adequately plan, schedule, resource, organize and otherwise manage the work? If not, describe and relate to other rated elements.

Management Responsiveness. Assess the timeliness, completeness and quality of problem identification, corrective action plans, proposal submittals (especially responses to change orders, Engineering Change Proposals (ECPs), or other UCAs), the contractor's history of reasonable and cooperative behavior, effective business relations, and customer satisfaction. Consider the contractor’s responsiveness to the program as it relates to meeting contract/order requirements during the period covered by the report.

Program Management and Other Management. Assess the extent to which the contractor discharges its responsibility for integration and coordination of all activity needed to execute the contract/order; identifies and applies resources required to meet schedule requirements; assigns responsibility for tasks/actions required by contract/order; communicates appropriate information to affected program elements in a timely manner. Assess the contractor’s risk management practices, especially the ability to identify risks and formulate and implement risk mitigation plans. If applicable, identify any other areas that are unique to the contract/order, or that cannot be captured elsewhere under the Management element. Integration and coordination of activities should reflect those required by the Integrated Master Plan/Schedule or similar document. Also consider the adequacy of the contractor’s mechanisms for tracking contract/order compliance, recording changes to planning documentation and management of cost and schedule control system, and internal controls, as well as the contractor’s performance relative to management of data collection, recording, and distribution as required by the contract/order.

Management of Key Personnel (Applicable when the contract/order contains a Key Personnel or similar clause). Assess the contractor’s performance in selecting, retaining, supporting, and replacing, when necessary, key personnel. For example:

How well did the contractor match the qualifications of the key position, as described in the contract/order, with the person who filled the key position?

Did the contractor support key personnel so they were able to work effectively?

If a key person did not perform well, what action was taken by the contractor to correct this?

If a replacement of a key person was necessary, did the replacement meet or exceed the qualifications of the position as described in the contract/order schedule?

RATING Provide comments on Management:

Exceptional

Very Good

Satisfactory

5. Utilization of Small Business (Evaluation Ratings Definitions are different for this category) Assess whether the contractor provided maximum practicable opportunity for Small Business (including Alaska Native Corporations

(ANCs) and Indian Tribes) (including Small Disadvantaged Businesses (which also includes ANCs and Indian Tribes), Women Owned Small Businesses, HUBZone, Veteran Owned, Service Disabled Veteran Owned Small Business, and

ANCs and Indian Tribes that are not Small Disadvantaged Businesses or Small Businesses) to participate in contract/order performance consistent with efficient performance of the contract/order. Assess compliance with all terms and conditions in the contract/order relating to Small Business participation (including FAR 52.219-8, Utilization of Small Businesses and FAR 52.219-9, Small Business Subcontracting Plan (when required). Assess any small business participation goals which are stated separately in the contract/order. Assess achievement on each individual goal stated within the contract/order or subcontracting plan including good faith effort if the goal was not achieved.

RATING Provide comments on Utilization of Small Business:

Exceptional

Very Good

Satisfactory

6. Regulatory Compliance. Assess compliance with all terms and conditions in the contract/order relating to applicable regulations and codes. Consider aspects of performance, such as compliance with financial, environmental

(example: Clean Air Act, Clean Water Act), safety, and labor regulations as well as any other reporting requirements in the contract terms and conditions. Consider questions such as the following:

Has the contractor complied with all contract clause requirements?

Has the contractor complied with the reporting requirements of the contract?

Has the contractor complied with the quality assurance surveillance plan?

Has the contractor complied with specifications or other contractual requirements in the contract such as FAPIIS reporting, CAS reporting, safety requirements, environmental reporting, and standard and unique contract requirements specific to that contract?

RATING Provide comments on Regulatory Compliance:

Exceptional

Very Good

Satisfactory

7. Customer Satisfaction

Was the contractor committed to customer satisfaction? Yes No

Would you recommend the selection of this firm again? Yes No

Provide comments on Customer Satisfaction: