New

Contractor Performance

Evaluation

Subcommittee TeamODOT

PM Offices: Ron Snell and Shane Ottosen

Traffic Roadway: Bob Pappe

Construction Section: Lori Butler and Barbara Harriman

Office of Procurement: Wynnette Gentemann

Industry

Hamilton Construction PM: Brad Sullivan

Wildish PM: Tom Deines

PM: Jim Jackson

DOJ

General Council, Business Transactions: Ethan Hasenstein

ODOT/AGC Recommendation

Create a more accurate scoring system that is representative of performance.– Broaden rating categories and weigh scoring based

on importance and risk– Eliminate the rolling average

Improve performance through communication with contractors and corrective action plan.

Develop progressively tiered consequences for poor performance.

Contractor Performance Evaluation Process

Prequalification for Bidding Highway and Bridge Construction / Contractor Performance Evaluations OAR 734-010-0290

http://www.oregon.gov/ODOT/CS/RULES/Pages/hd_actions.aspx

Contractor Performance Evaluation Form

Contractor Performance Evaluation Form

Everybody starts with an average score and goes up or down based on performance −Average score equals zero

5 categories will be evaluated individually and cumulatively – Management

– Safety

– Administration

– Regulations

– Workforce and Small Business Equity Program

Contractor Performance Evaluation Form – Continued

Performance Level Actions are based on number of occurrences.

Testing of evaluation form and scoring was completed by Project Managers June 2012

Feedback was collected from Industry representatives Spring of 2012

Scoring Matrix

The Project Manager will score each of the 5 evaluation categories as well as total score. The scores will then fall into one of 3 performance levels.

There is an additional text box that offers room for additional information not represented in the evaluation that can increase or decrease contractor score.

Scores remain active for three years.

Performance Level 1 (PL1)Minimum score allowed by category

(Acceptable Level – no action required)

Category Score

Management > -8

Safety > -8

Administration > -9

Regulations > -6

Workforce and Small Business Equity Programs

> -6

Project Total > -28

Performance Level 2 (PL2)Minimum score allowed by category

Category Score(Between)

Management -8 to -11

Safety -8 to -10

Administration -9 to -12

Regulations -6 to -7

Workforce and Small Business Equity Programs

-6 to -7

Project Total -28 to -38

PL2 Action PlanOccurrence PL2 Action

First Mandatory Meeting with PM

Second Phone Call or Meeting with SCME

Third Mandatory Meeting with SCME

Fourth Mandatory 3 month prequalification suspension requiring corrective action plan 30 days prior to end of suspension.

Each Subsequent Occurrence

Doubles previous length of suspension (6, 12, 24 months etc.)

Performance Level 3 (PL3)Minimum score allowed by category

Category Score(Between)

Management < -11

Safety < -10

Administration < -12

Regulations < -7

Workforce and Small Business Equity Programs

< -7

Project Total < -38

PL3 Action PlanOccurrence PL3 Action

First Phone Call or Meeting with SCME

Second Mandatory Meeting with SCME

Third Mandatory 3 month prequalification suspension requiring corrective action plan 30 days prior to end of suspension.

Fourth Mandatory 6 month prequalification suspension requiring corrective action plan 30 days prior to end of suspension.

Each Subsequent Occurrence

Doubles previous length of suspension (6, 12, 24 months etc.)

Evaluation Score Appeal Process

Suspension of Prequalification

Contractor may go through the DAS Appeal Process to refute a suspension of prequalification.

OAR 734-010-0380 DAS Appeal Process Covering Contractor Evaluations.

http://www.oregon.gov/ODOT/CS/RULES/Pages/hd_actions.aspx

Next Steps Implement revised Contractor Performance

Evaluation Process for all projects going to bid January 2013.

The subcommittee will reconvene January 2014 to evaluate if the improved process is working and whether adjustments need to be made.

Evaluation Form Process

• Annual Reviews done on the anniversary of the Notice to Proceed.

• Final Reviews done within 60 days of 2nd Note.• Construction Section will send out reminder

emails with correct form attached.• Contractors Feedback form only needs to be

sent to Contractor when final evaluation is completed.

• Only wait 15 days for Contractor’s response.

Resources

If you have additional questions or feedback, please contact:

ODOT: Lori Butler lorraine.e.butler@odot.state.or.us

Industry: Tom Deines tomd@wildish.com

ftp://ftp.odot.state.or.us/techserv/construction/Construction%20Forms/2884_Instructions.pdf

Q & A