Vendor Performance 03.06.24.pdf
PDF 317 KB Posted
- Attached to
- Master Agreement AZ|CTR065018
- Contract number
- CTR065018
- Issued by
- Arizona
About this file
This document is a Vendor Performance Report from the Arizona Department of Transportation (ADOT) regarding Ace Surface Maintenance Inc., a facilities maintenance service provider. The report involves the Procurement Department, Facilities Maintenance, and Facilities Finance sections of ADOT, and details an investigation into the vendor's service performance and potential discrepancies in service delivery documentation.
The performance report centers on allegations that Ace Surface Maintenance Inc. submitted service slips with inaccurate time records and potentially did not perform services as claimed. ADOT's investigation included reviewing department security video, attempting to contact the vendor, and requesting GPS reports to verify service completion. The vendor acknowledged writing estimated scheduled times on service slips rather than actual service times, and committed to working with ADOT's Finance department to resolve invoice correction issues. The contract in question is associated with Purchase Order PO0000567504, dated 03/20/2024, with an invoice dated 03/06/2024, and involves facilities maintenance services.
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Text version
Vendor Perform ance Report
Arizona Departm ent of Transportation
Adm inistrative Services Division
Procurem ent Group
W
. Jackson St., M D 100P
Phoenix, AZ 85007 em ail: procurem ent@ azdot.gov
This docum ent should be used to docum ent positive or negative perform ance by a contractor and to state w hether corrective action is required. Please com plete & return to ADOT Procurem ent.
Rev. 08/2016
PART 1
AGEN
CY REPO
RT
Agency/ORG:
Agency ORG Address:
Contact:
Telephone:
Contact Address:
Vendor:
Vendor Contact:
Contract No.:
PO Num ber:
Date:
Invoice:
Date:
Describe the perform ance issue. Be accurate, com plete and factual. Use an attachm ent if necessary.
Reporting incident, no action requested.
Specific action requested:
Signature of Agency Representative Date
PART 2 – ADO
T PRO
CUREM
ENT ACTIO
N
Date of Action Action Taken:
Procurem ent Officer
Date
Facilities Finance
W estJackson
St.
Ed
D ayo
602-909-9878
W estJackson
St.
Ace Surface
M aintenance
Inc.
Joycelin
Jacobs-Schw artz
C
TR
065018
PO
0000567504 03/20/2024
30929 03/06/2024
(PAG
E
O
F 5)
Facilities M aintenance and
Facilities Finance contacted Procurem enton 02/14/24 and reported thatthey had com pared the dates/tim es provided on service slips from
Ace Surface
M aintenance
Inc.and
Facilities subm ita VendorPerform ance R e portto docum entthe alleged deficiency.Procurem entm ade durin g the tim es thatthey had provided on the
Services Slips.The
Procurem entO fficerrequested that
D e partm entsecurity video.PhysicalSecurity video show ed thatthe
Supplierdid notperform services tw o attem pts to contactthe
Supplierby phone,leaving verbalm essages on 02/26/24 and 02/28/24.
Afterno response w as received,Procurem entsentan em ailto the Supplieron
02/28/24 and requested thatthe m entioned dates’invoices be credited and thata plan ofaction be putinto place.C ontinued
Arizona Departm ent of Transportation
Adm inistrative Services Division
Procurem ent Group
W
. Jackson St., M D 100P
Phoenix, AZ 85007 em ail: procurem ent@ azdot.gov
This docum ent should be used to docum ent positive or negative perform ance by a contractor and to state w hether corrective action is required. Please com plete & return to ADOT Procurem ent.
Rev. 08/2016
PART 1
AGEN
CY REPO
RT
Agency/ORG:
Agency ORG Address:
Contact:
Telephone:
Contact Address:
Vendor:
Vendor Contact:
Contract No.:
PO Num ber:
Date:
Invoice:
Date:
Describe the perform ance issue. Be accurate, com plete and factual. Use an attachm ent if necessary.
Reporting incident, no action requested.
Specific action requested:
Signature of Agency Representative Date
PART 2 – ADO
T PRO
CUREM
Procurem ent Officer
Date
(Page of5)
C ontinued on
Page
Procurem entreceived a callfrom the Supplierw ithin m inutes ofthe em ail.
The
Su pplierprovided the
Procurem entO fficerw ith a directphone line and an alternative phone num ber.
She a pologized forthe m isuse ofthe service slip’s intended use and forhaving incorrectservice tim es on the crew providing the service.The tim es w ere notthe actualtim e ofservice.
The
Su pplierstated thatshe had been w riting anestim ated scheduled tim e on the Service
Slips priorto the slips,butw ere adam antthatthey did perform services.She provided one
G
PS
reporton 03/15/24.
Procurem entgave the Suppliera hard deadline,03/21/24 to provide one otherG
PS
reportand corrective action foran y otherrem aining deficiencies orthe nextstep w ould be contractualrem edies.C ontinued...
Arizona Departm ent of Transportation
Adm inistrative Services Division
Procurem ent Group
W
. Jackson St., M D 100P
Phoenix, AZ 85007 em ail: procurem ent@ azdot.gov
This docum ent should be used to docum ent positive or negative perform ance by a contractor and to state w hether corrective action is required. Please com plete & return to ADOT Procurem ent.
Rev. 08/2016
PART 1
AGEN
CY REPO
RT
Agency/ORG:
Agency ORG Address:
Contact:
Telephone:
Contact Address:
Vendor:
Vendor Contact:
Contract No.:
PO Num ber:
Date:
Invoice:
Date:
Describe the perform ance issue. Be accurate, com plete and factual. Use an attachm ent if necessary.
Reporting incident, no action requested.
Specific action requested:
Signature of Agency Representative Date
PART 2 – ADO
T PRO
CUREM
Procurem ent Officer
Date
(Page of5)
The Procurem entO fficerand
M anagerm etw ith the Supplieron
03/21/24 to ensure Service w as on track and thatan y outstanding deficiencies w ere resolved.
Procurem ent received the second
G
PS
determ ined thatthere w as a m isunderstandin g as to w hatw as needed.The
Procurem entofficersentan
Facilities Finance com m unicated via em ailthatthe y stillhad one outstanding issue w ith invoice corrections re porton 03/21/24.The
G
PS
reports w ere inconclusive.
em ailto the Supplieron
03/26/24 asking foradditionalclarification and forthe Supplierto w ork w ith
Facilities Finance untilthe issue has been resolved.Procurem entreceived the
VPR
from Facilities
Finance on
03/20/24.C ontinued...
Arizona Departm ent of Transportation
Adm inistrative Services Division
Procurem ent Group
W
. Jackson St., M D 100P
Phoenix, AZ 85007 em ail: procurem ent@ azdot.gov
This docum ent should be used to docum ent positive or negative perform ance by a contractor and to state w hether corrective action is required. Please com plete & return to ADOT Procurem ent.
Rev. 08/2016
PART 1
AGEN
CY REPO
RT
Agency/ORG:
Agency ORG Address:
Contact:
Telephone:
Contact Address:
Vendor:
Vendor Contact:
Contract No.:
PO Num ber:
Date:
Invoice:
Date:
Describe the perform ance issue. Be accurate, com plete and factual. Use an attachm ent if necessary.
Reporting incident, no action requested.
Specific action requested:
Signature of Agency Representative Date
PART 2 – ADO
T PRO
CUREM
Procurem ent Officer
Date
(Page 5 of 5)
Facilities Finance com m unicated via em ailthatthey stillhad one outstanding issue w ith invoice corrections
Facilities Finance until the issue has been resolved.
em ail to the Supplier on 03/26/24 askin g for additional clarification and for the Supplier to w ork w ith determ ined that there w as a m isunderstanding as to w hat w as needed. The Procurem ent officer sent an
C ertificate O f C om pletion Envelope Id: 484B27739F6A4A158B4423AB38800F28
Status: C om pleted Subject: C om plete w ith D ocuSign: Ace VPR
Page 1 - 5.pdf Source Envelope:
D ocum ent Pages: 5
Signatures: 4 Envelope O riginator:
C ertificate Pages: 1 Initials: 0
Laura Forst AutoN av: Enabled EnvelopeId Stam ping: Enabled Tim e Zone: (U
TC
-07:00) Arizona
206 S 17th Ave Phoenix, AZ 85007 LForst@ azdot.gov IP Address: 162.59.200.193
R ecord Tracking
Status: O riginal
4/10/2024 6:49:58 PM
H older: Laura Forst LForst@ azdot.gov Location: D ocuSign
Signer Events Signature
Tim estam p Laura Forst lforst@ azdot.gov
AD
O T
Security Level: Em ail, Account Authentication
(N one)
Signature Adoption: Pre-selected Style U sing IP Address: 162.59.200.193
Sent: 4/10/2024 6:51:04 PM View ed: 4/10/2024 6:51:12 PM
Signed: 4/10/2024 6:51:23 PM
Electronic R ecord and Signature D isclosure:
N ot O ffered via D ocuSign
In Person Signer Events Signature
Tim estam p
Editor D elivery Events
Status Tim estam p
A gent D elivery Events Status
Tim estam p
Interm ediary D elivery Events Status
Tim estam p
C ertified D elivery Events Status
Tim estam p
C arbon C opy Events Status
Tim estam p
W itness Events
Signature Tim estam p
N otary Events
Signature Tim estam p
Envelope Sum m ary Events Status
Tim estam ps Envelope Sent
H ashed/Encrypted
4/10/2024 6:51:04 PM
C ertified D elivered
Security C hecked
4/10/2024 6:51:12 PM
Signing C om plete
Security C hecked
4/10/2024 6:51:23 PM
C om pleted
Security C hecked
4/10/2024 6:51:23 PM
Paym ent Events
Status Tim estam ps
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