J.6_PAST_PERFORMANCE_ADMINISTRATIVE_INFORMATION_AND_FORMS.pdf

PAST PERFORMANCE ADMINISTRATIVE INFORMATION AND FORMS

Offeror instructions for sending Reference Questionnaire Forms: Prepare and send a reference questionnaire package to references for each contract relevant to this solicitation. It is your responsibility to follow-up and to encourage your references to send in their questionnaire. If you have multiple references at one location (Post, etc.)

send one cover letter and questionnaire with, “ADMINISTRATIVE INFORMATION AND FORMS,” for each contract you want a reference for. Your questionnaire package should contain the following:

- Cover Letter (EXHIBIT A)

- A completed EXHIBIT B - This identifies you and the project you did (EXHIBIT B IS EXCLUDED

FROM THE PAGE COUNT FOR VOLUME VI – PAST PERFORMANCE)

- Respondent Information Rating Sheets (EXHIBIT C - the remaining 8 pages). Offeror should put

Company name in spaces indicated and ensure it is on every page for identification purposes

Return to Contract Specialist via email: cinnamon.c.stuckey.civ@mail.mil.

OFFEROR SHOULD NOT FORWARD INSTRUCTIONS ABOVE BEFORE SENDING OUT LETTER

AND QUESTIONNAIRES

W9124A-18-R-0018 O&M Fort Huachuca, AZ

FOR OFFICIAL USE ONLY

SOURCE SELECTION SENSITIVE INFORMATION

EXHIBIT A - Cover letter - Offeror complete as indicated and send to your references with EXHIBITS B and C Questionnaire.

MEMORANDUM FOR PAST PERFORMANCE REFERENCES DATE _______________

FROM: Edwin D. Guthrie, ACC-APG, Huachuca Division, DOC Operations Branch, ATTN: CCAP-CCH, Building 22208, Fort Huachuca, AZ 85613

SUBJECT: Request for Past Performance Information, RFP W9124A-18-R-0018 for

(NAME OF OFFEROR)

1. The Contracting Office is in the process of selecting contractors for the Post Operations and Maintenance contract, Fort Huachuca, Arizona. In our instructions to offerors we requested that they provide us with references for similar type services performed or currently in process. One of our award criteria includes the evaluation of the offeror's past performance on prior contracts and contacts currently in progress.

2. It is for that purpose that your comments are solicited. Please have the questionnaire completed by the person(s) most familiar with the contractor’s performance on subject contract. If this is for Government contracts we request this be a joint endeavor between the Contracting Office, and customers in the process. The appropriate Project Manager, Contracting Officer, and/or other personnel should be contacted to obtain inputs for the completion of the attached questionnaire. Evaluations should reflect an honest, straightforward, and objective evaluation of the contractor’s performance based on objective facts.

3. As your knowledge is crucial to our evaluation of the company’s past performance, request you provide responses to all questions. A simple “unknown” answer may be appropriate when no evidence is available to you in a particular area. Indicate, based on the definitions provided in the questionnaire, the contractor’s performance on the contract(s) identified by the offeror on the enclosed form. Please provide narrative rationales for your answers that are marked other than acceptable or areas that the contractor clearly exceeded contract requirements. Hand written responses, printed clearly, are sufficient. Any other comments you wish to provide are welcomed.

4. Your attention to this matter would be greatly appreciated. Please submit your past performance questionnaire directly to: cinnamon.c.stuckey.civ@mail.mil as soon as possible, but no later than 09 OCTOBER 2018 by 4:00pm MST (ARIZONA). It may be necessary to call you to discuss questionnaire responses. As this questionnaire relates to an ongoing source selection once it is filled out, it should be handled as Source Selection Sensitive Information in accordance with FAR 3.104. We will safeguard the information once received, to include not releasing the names of any respondents outside the Source Selection Evaluation Organization.

5. The information provided in this package identifies the contractor who has provided you as a reference. Please return that page with your response for identification purposes. If additional information is required, please contact me at (520) 533-1517. Thank you for your cooperation.

//SIGNED//

Edwin D. Guthrie Contracting Officer

Attachment(s):

Reference Identification Form Past Performance Questionnaire

W9124A-18-R-0018 O&M Fort Huachuca, AZ

FOR OFFICIAL USE ONLY

SOURCE SELECTION SENSITIVE INFORMATION

(EXHIBIT B) REFERENCE OFFEROR IDENTIFICATION FORM (EXHIBIT B IS EXCLUDED FROM

THE PAGE COUNT FOR VOLUME VI – PAST PERFORMANCE)

Instructions to offerors: Complete information below on a separate form for each reference to which you are requesting a reference (one for each contract you send a reference package to). Include this form in the reference package you send and in the proposal volume for past performance. This form will identify you or your proposed subcontractor to your references. With each form sent to references send a copy of the introductory letter and a questionnaire. It is your responsibility to follow-up and encourage your references to send in their questionnaire.

Reference packages should be sent to Contracting Officer (Federal Projects) or Technical Manager. (Note that the font for questionnaire is Times New Roman 10 pitch).

ABOUT YOU THE OFFEROR AND OR PROPOSED SUBCONTRACTOR

If reference is for a Subcontractor be sure to include offeror’s name and Prime Contractor information if different than Offeror.

OFFEROR NAME: ___________________________________________

SUBCONTRACTOR NAME (if applicable): ___________________________________________

ADDRESS/DIVISION: ___________________________________________

POC NAME: ___________________________________________

PHONE/FAX/EMAIL: ___________________________________________

REFERENCE FOR ( ) Same as above ( ) Other: Explain: ______________________________________

ABOUT THE REFERENCE YOU ARE REQUESTING

PROJECT TITLE: ___________________________________________

CONTRACT NUMBER: ___________________________________________

DATE OF AWARD AND DATE OF COMPLETION: _________________________________________

LOCATION: ___________________________________________

DOLLAR AMOUNT: ___________________________________________

BRIEF DESCRIPTION OF WORK AND YOUR ROLE IN THE REFERENCED CONTRACT:

NOTE: If Subcontractor Reference includes the following. Prime Contractor, POC, (Name, Title, Telephone, FACSIMILE AND EMAIL) (Note subcontractor references cannot be for same Prime as Offeror).

(EXHIBIT C) PAST PERFORMANCE QUESTIONNAIRE

SOLICITATION NUMBER – W9124A-18-R-0018

- Provide the information requested in this form for each contract/program being identified as a reference.

- Please provide frank, concise comments regarding your performance on the contracts you identified.

- Provide a separate completed form for each reference submitted.

CONTRACT DESCRIPTION:

1) CONTRACT INFORMATION:

- Contracting Agency or Customer: ___________________________________________

- Project Title: ___________________________________________

- Contract Number: ___________________________________________

- Contractor: ___________________________________________

- Contract Type: ___________________________________________

- Period of Performance: ___________________________________________

- Original Contract $ Value: _____________ (Base Year plus options)

- Current Contract $ Value: _____________ (Base year plus options)

- Current Obligated $ Value: _____________

BRIEF DESCRIPTION of Effort as _____ Prime or _____ Subcontractor: (Please highlight portions considered most revenant to current acquisition)

2) EVALUATOR INFORMATION:

- Name: ___________________________________________

- Organization: ___________________________________________

- Phone number: ___________________________________________

- Relation to program: ___________________________________________

(i.e. Contracting Officer, Contract Specialist/Administrator, Contracting Officer's Representative, etc.)

PERFORMANCE:

- Address any technical (or other) areas about this contract considered unique.

- For each of the applicable factors below, illustrate how your experience on this contract applies to that factor/subfactor.

- Describe any past or present litigation or administrative proceeding pertaining to the reference contract, including the results if the proceedings are complete or the current status if the proceedings are ongoing. The Offeror shall also provide a copy of any cure notices or show cause notices received on each contract listed and a description of any corrective action taken. The Offeror shall indicate if any of the contracts listed were terminated and the type and reasons for the termination.

- Discuss the number and severity of problems in the referenced contract and the effectiveness of corrective actions taken to resolve the problems.

SUBCONTRACTORS:

- Offerors shall provide the above required information for any proposed subcontractor who will perform a portion of the effort

NEW ENTITY:

- New corporate entities may submit data on prior contracts involving its officers and employees. However, in addition to the other requirements in this section, the Offeror shall discuss the role performed by such persons in the prior contracts cited.

NOTE: The Government reserves the right to contact and use information provided by the references and any other sources. It is the Offerors’ responsibility to ensure all reference data is current so that the performance information can be evaluated.

Please complete this questionnaire. For assistance with this form or to request an electronic copy please notify the contract specialist listed at the address below. Handwritten responses will be accepted. If you need more space than provided, please attach additional pages or write on the back. Please include only relevant information. Responses will be treated as source selection sensitive information. This information shall be submitted no later than the proposal due date (Tuesday, 09 October 2018, by 4:00pm MST (ARIZONA)). Return the completed questionnaire by email to the following address:

cinnamon.c.stuckey.civ@mail.mil

PLEASE COMPLETE PAST PERFORMANCE QUESTIONNAIRE AND RETURN IT NO LATER THAN

09 OCTOBER 2018 by 4:00pm MST (ARIZONA).

EXPLANATION OF CODES:

CODE PERFORMANCE LEVEL

E EXCEPTIONAL – Performance meets contractual requirements and exceeds many (requirements) to the Government’s benefit. The contractual performance of the element being assessed was accomplished with few minor problems for which corrective actions taken by the contractor were highly effective.

V VERY GOOD – Performance meets contractual requirements and exceeds some (requirements) to the Government’s benefit. The contractual performance of the element being assessed was accomplished with some minor problems for which corrective actions taken by the contractor were effective.

S SATISFACTORY – Performance meets contractual requirements. The contractual performance of the element being assessed contains some minor problems for which corrective actions taken by the contractor appear or were satisfactory.

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

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

N NOT APPLICABLE – Unable to provide a score. Performance in this area not applicable to the effort assessed.

IDENTIFYING INFORMATION AND PAST PERFORMANCE ASSESSMENT:

I. TERMINATION HISTORY:

Has this contract been partially or completely terminated for default or convenience? (If yes, explain; e.g., inability to meet cost, performance, or delivery schedules)

YES NO DEFAULT CONVENIENCE

Are there any pending terminations? (If YES, please explain in the space provided)

YES NO

II. ASSESSMENT ELEMENTS: Place an “X” in the appropriate box next to the letter for each item on the questionnaire. Narrative statements are vital; please provide a supporting narrative where appropriate. Attach additional pages if there is insufficient space in the comment space.

A. QUALITY OF PRODUCT/SERVICE

1) Does the contractor provide qualified personnel, necessary equipment, and quality control?

E V S M U N

2) Does the contractor meet established guidelines and policies for safety and security?

3) Exhibited knowledge of and compliance with Government (or other) regulations and industry standards:

4) Have there been any violations of Public Law especially the Service Contract and Davis-Bacon Acts? (If

YES, please explain in the space provided)

5) To your knowledge, has your organization ever elected to not exercise an Option due to contractor's poor performance? (If YES, please explain in the space provided)

6) Contractor's accomplishments in meeting the quality standards for:

- Technical Performance E V S M U N

- Administrative Performance E V S M U N

7) Has a cure notice ever been issued? (If YES, please explain in the space provided)

8) Has a show cause letter ever been issued? (If YES, please explain in the space provided)

9) Delivered acceptable service:

10) Compliance with accepted Quality Plan:

11) Adherence to all safety regulations and accepted safety plan:

12) Have there been any health or safety violations/serious accidents? (If YES, please explain in the space provided)

B. SCHEDULE

13) Does the contractor provide adequate staffing to meet workload requirements and emergency restoration requirements and is the work performed in a timely manner and in accordance with the requirement?

14) Were modifications issued due to contractor failure to meet technical requirements and/or delivery and cost schedules? (If YES, please explain in the space provided)

C. COST CONTROL

15) Is the contractor competing material purchases, are contractor requests for employee overtime reasonable, are proposals for equitable adjustments and special projects reasonable, etc.

D. BUSINESS RELATIONS

16) Are contractor personnel promoting a strong working relationship with the Government, does the contractor adequately address and make efforts to resolve issues/problems concerning site employees, does the contractor show initiative, were contractor personnel courteous and responsive, does the contractor interface effectively with your staff, etc. Did the product/service meet the required level of quality?

17) Working relationship with the Government:

18) Responsiveness to Government requirements:

19) Home office responsiveness to Government requests:

20) Contractor's overall cooperation:

E. MANAGEMENT OF KEY PERSONNEL

21) Is the contractor providing the site manager/lead employees with the necessary resources and support to adequately perform their work, does the contractor adequately address and make efforts to resolve issues/problems concerning the site manager/lead employees, is the contractor able to solve contract performance problems without extensive guidance from Government counter parts, etc.

22) Subcontract Management:

23) Overall Management Performance:

24) Effective Communication:

25) Appropriate experience/mix of skills for services provided:

26) Ability to effectively control the entire contract effort:

27) Ability to simultaneously manage multiple projects with multiple disciplines:

28) Would you award similar contracts to this contractor? (If YES, please explain in the space provided)

29) Did the contractor adhere to their technical and management approach? (If no, explain what was different)

F. MISCELLANEOUS OTHER INFORMATION

30) Identify the contractor’s overall strengths and weaknesses.

31) Given the choice, would you award to this contractor again?

III. REMARKS:

If you would like to provide any additional information regarding the questions above, or have other remarks that may be beneficial in consideration of this contractor, please address them below: