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Evaluation form- Instruct

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Evaluation form- Instruct

    Division of Capital Asset Management

    Standard Contractor Evaluation Form

    (Revised July 2009)

    ****IMPORTANT NOTICE****

THIS FORM IS TO BE USED TO EVALUATE THE PERFORMANCE OF BOTH 1PRIME/GENERAL AND SUBCONTRACTORS ON MASSACHUSETTS PUBLIC BUILDING

    PROJECTS BID UNDER M.G.L. c. 149A and c. 149, ? 44A AND ? 44F. PLEASE DO NOT USE THIS FORM TO EVALUATE THE PERFORMANCE OF CONTRACTORS ON PRIVATE WORK.

Instructions to Public Awarding Authorities

1. This evaluation form is to be used for Preliminary Evaluations and Final Evaluations on both

    Prime/General Contractors and Subcontractors for all projects bid under M.G.L. c. 149A and c. 149, ?

    44A and ? 44F. This form must be completed by every Massachusetts public agency and submitted to

    the Division of Capital Asset Management (“DCAM”) for inclusion in each contractors’ certification

    file promptly after completion (i.e. use and/or occupancy, or upon issuance of a certificate of use

    and/or occupancy, or termination, whichever is earlier).

2. This form must be completed and signed by one of the following:

    a) For public projects estimated to be under $1.5 million dollars which do not require an Owner’s

    Project Manager (“OPM”), as mandated by M.G.L., c. 149, ? 44A 1/2, the Awarding Authority

    must complete the evaluation and sign the last page of the Evaluation. At the Awarding

    Authority’s discretion, the Awarding Authority’s Representative (e.g. Architect/Designer) may sign

    the last page of the evaluation. The Awarding Authority’s Representative shall not submit a

    separate Evaluation to DCAM.

    b) For public projects estimated to be $1.5 million dollars or greater which require an OPM, it is

    mandatory that the Awarding Authority and the OPM complete and sign the Evaluation.

    Evaluations that do not meet these requirements will not meet the Awarding Authority’s statutory obligations regarding Contractor Evaluations and will not be accepted by DCAM. DCAM will return incorrectly completed Evaluations to the Awarding Authority for proper completion within the required time frames. The Awarding Authority’s evaluation of the contractor is critically important to DCAM and affects DCAM’s determination of whether a contractor should be, or remain certified. It is of the utmost importance that the individual from the Awarding Authority with the most knowledge of the project be the evaluator on this form.

     1 For the purpose of this evaluation form, the term “Subcontractor” shall mean all filed sub-bidders as defined in

    M.G.L. c. 149, ?44F. Subcontractors who are NOT filed sub-bidders need not be evaluated.

DCAM Standard Contractor Evaluation Form Instructions 1

    Revised 7/09

    3. Any public agency that fails to complete and submit the contractor evaluation forms to DCAM within 70

    days (for the Prime/General Contractor) and 90 days (for Subcontractors) of the completion of a project

    shall be ineligible for the receipt of any public funds disbursed by the Commonwealth for the purposes of

    any public buildings or public works projects. Individuals completing this form on behalf of a public

    Awarding Authority will be indemnified and represented by that Awarding Authority in connection with

    any suit commenced by a contractor as a result of the completion of an evaluation form in accordance with

    the terms of M.G.L., c. 149, ? 44D.

4. Upon completion of all Contractor Evaluation forms on your project, submit them directly to the DCAM th Contractor Certification Office at the following address: One Ashburton Place, 15 Floor Boston, MA

    02108

    5. As an Awarding Authority, you are also required to send a copy of any completed Contractor

    Evaluation form to the contractor being evaluated.

    6. We strongly encourage you to provide DCAM with copies of the Preliminary Evaluations on the Prime

    Contractors and Subcontrators.

DCAM Standard Contractor Evaluation Form Instructions 2

    Revised 7/09

Guidelines for Reviewers

    The following definitions are being furnished as a guide for assisting evaluators in determining an appropriate rating for contractors:

Finished Product Quality

    The rating in this category covers general quality of workmanship.

    (a) A building and/or system will be rated “very good” to “excellent” if the workmanship exceeds

    customary practices with no complaints.

    (b) The Division will consider as “satisfactory” a building and/or system that has been installed and

    is operating in accordance with contract requirements with few and minor complaints.

    (c) A building and/or system that has met contract requirements only after frequent adjustments or

    modifications and with many complaints will be rated “poor.”

    (d) A building and/or system which functions with constant adjustments or modifications and

    serious complaints attributed to the contractor's work, and a building and/or system which fails

    to meet contract requirements, rates as “unacceptable,” and no points will be given to the

    contractor, with a written explanation attached.

Project Management

    Five factors are evaluated: coordination and scheduling; ability to manage subcontractors; safety and

    housekeeping procedures; change orders; working relationships with others on the project; and paperwork.

    (a) “Very good” to “excellent” performance is when the contractor routinely furnishes all schedules,

    shop drawings, and submittals required by the contract in a timely fashion, performs according

    to the schedules, has the subcontractors in and out of the project as scheduled, maintains a

    businesslike relationship with the Awarding Authority, designer, subcontractors and the project

    manager, and runs an orderly and safe project with few complaints.

    (b) “Satisfactory” performance is when the contractor occasionally fails to meet the above

    scheduling and management requirements.

    (c) A “poor” rating is when the contractor fails to meet the above scheduling and management

    requirements on a regular and recurring basis.

    (d) If the contractor's performance is so poor that the project is seriously affected, the rating should

    be “unacceptable,” thereby, no points should be given, and a written explanation attached.

Supervisory Personnel Rating

    The contractor's on-site supervisory staff is rated on their knowledge, management skills and experience.

DCAM Standard Contractor Evaluation Form Instructions 3

    Revised 7/09

    Division of Capital Asset Management

    Standard Contractor Evaluation Form

IMPORTANT Please check (;) if this evaluation is for:

     Prime/General Contractor Subcontractor

Section I- General Project Information - Section I must be completed in its entirety.

Reference Reference

    Name: Telephone #:

    Reference Date:

    Position/ Title: DCAM

    Interviewer (if any): Reference

    Agency/ Firm:

    Name of Contractor Being Evaluated: Contract Cost for Contractor Being Evaluated

    Including Change Orders: $

    (if change order amount unknown for subcontractor

    then estimate as 5% of subcontract amount)

    Project Contract

    Title: Start/ End Dates:

    Actual

    Completion Date:

    Scope of Work:

    Project Location (city and state):

    *****************Important****************

; Please check (;) if this is a : Preliminary Evaluation (50% complete); or

     Final Evaluation (once use and/or occupancy, or

    issuance of a certificate of use and/or occupancy, or

    contract termination have been achieved, whichever is

    earlier)

; Please check (;) if: The project was estimated to be greater than $1.5M

     dollars and required an Owner’s Project Manager.

; Did the contractor execute this project using their own employees? Yes No

Standard Contractor Evaluation Form Page 1 of 5

    Revised: 7/09

Section II- Evaluation Questionnaire

    Please rate this contractor's performance in each of the following areas. If you need additional space, attach additional sheets. If you rate the contractor below “satisfactory” in any area, please provide detailed information to explain the rating assigned. You are not restricted to using the numerical values (points) shown and may score in between the points shown. A total of 80 points are required for a passing grade.

1. Quality of Workmanship (0-28 points) Carry over points

     here ?

    Rate the quality of this contractor's workmanship. Were there quality-related or workmanship problems on the contract? Was the contractor responsive to remedial work required? If so or if not, provide specific examples.

    poor unacceptable satisfactory very good excellent

    0 points 14 points 24 points 26 points 28 points ? points

    comments: _

2. Project Management

    a) Scheduling- (0-13 points) Rate this contractor's performance with regard to adhering to

    contract schedules. Did this contractor meet the contract schedule or the schedule as

    revised by approved change orders? If not, was the delay attributable to this contractor?

    If so, provide specific examples.

    poor unacceptable satisfactory very good excellent

    0 points 7 points 11 points 12 points 13 points ? points

    comments: _

    b) Subcontractor Management- (0-13 points) Rate this contractor's ability, effort and

    success in managing and coordinating subcontractors (if no subcontractors, rate this

    contractor's overall project management). Was this contractor able to effectively resolve

    problems? If not, provide specific examples.

    poor unacceptable satisfactory very good excellent

    0 points 6 points 11 points 12 points 13 points ? points

    comments: _

Standard Contractor Evaluation Form Page 2 of 5

    Revised: 7/09

    c) Safety and Housekeeping Procedures- (0-9 points) Rate this contractor’s safety and

    housekeeping procedures on this project. Were there any OSHA violations or serious

    safety accidents? If so, provide specific examples.

    poor unacceptable satisfactory very good excellent

    0 points 3 points 7 points 8 points 9 points ? points

    comments: _

    d) Change Orders- (0-9 points) Did this contractor unreasonably claim change orders or

    extras? Were this contractor’s prices on change orders and extras reasonable? If not,

    provide specific examples.

    poor unacceptable satisfactory very good excellent

    0 points 3 points 7 points 8 points 9 points ? points

    comments: _

    e) Working Relationships- (0-7 points) Rate this contractor's working relationships with

    other parties (i.e. Awarding Authority, designer, subcontractors, etc.). Did this contractor

    relate to other parties in a professional manner? If not, give specific examples.

    poor unacceptable satisfactory very good excellent

    0 points 2 points 5 points 6 points 7 points ? points

    comments: _

    f) Paperwork Processing- (0-7 points) Rate this contractor's performance in completing and

    submitting required project paperwork (i.e. change orders, submittals, drawings,

    requisitions, payrolls, workforce reports, etc.). Did the contractor submit the required

    paperwork promptly and in proper form? If not, provide specific examples.

    poor unacceptable satisfactory very good excellent

    0 points 2 points 5 points 6 points 7 points ? points

    comments: _

Standard Contractor Evaluation Form Page 3 of 5

    Revised: 7/09

3. On-Site Supervisory Personnel Rating (0-14 points)

    a) General Performance- Rate the general performance of this contractor's on-site

    supervisory personnel. Did the superintendent(s) have the knowledge, management skills

    and experience to run a project of this size and scope? If not, provide specific examples.

    poor unacceptable satisfactory very good excellent

    0 points 3 points 10 points 12 points 14 points ? points

    comments: _

Please add up all points from this page and the preceding pages and enter total here:

Section III- Legal and Administrative Proceedings

    Are you aware of any legal or administrative proceedings, invoked bonds, assessed damages, demands for direct payment, payment bond claims, contract failures, contract terminations, or penalties involving this contractor on this contract? What is the status of any pending litigation? What was the final outcome of any completed litigation? What are the dollar amounts of assessed damages or penalties?

comments: _

Standard Contractor Evaluation Form Page 4 of 5

    Revised: 7/09

Section IV- Evaluator Certification

    I hereby certify that the information contained in this evaluation form represents, to the best of my knowledge, a true analysis of this contractor's performance record on this contract and that this Project Evaluation and Project Rating was not the subject of any negotiation, close-out, or settlement of the subject project or related thereto and that no compensation or consideration (either financial or additional work on this project or otherwise) was given to the awarding authority or me in connection with its preparation or the opinions contained herein.

    I also certify that I have no ties with this contractor either through a business or family relationship.

    I have mailed a copy of this completed evaluation form to the contractor on _________________ (Public Awarding Authorities must mail a copy of this completed evaluation form to the contractor).

    For Public Projects below $1,500,000, this form must be completed and signed by the Awarding Authority and may also be signed by the Owner’s Representative (i.e. Architect/Designer) in conjunction with the Awarding Authority:

     _______________________________________ _________________ __________

     Signature of Awarding Authority Print Name and Title Date

     ________________________________________ _________________ __________

     Signature of Awarding Authority’s Representative Print Name and Title Date

     (optional)

For Public Projects $1,500,000 or greater, this form must be signed by the Owner’s (Awarding Authority’s) Project

    Manager and the Awarding Authority pursuant to M.G.L., c. 149, ? 44A 1/2:

     ______________________________________ _________________ ___________

     Signature of Owner’s (Awarding Authority’s) Print Name and Title Date

     Project Manager

     ______________________________________ _________________ ___________

     Signature of Awarding Authority Print Name and Title Date

Section V- Additional Comments

Comments:

Standard Contractor Evaluation Form Page 5 of 5

    Revised: 7/09

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