New Contractor Performance Evaluation

1. New • Contractor Performance • Evaluation

2. Subcommittee Team • ODOT • 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

3. 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.

4. 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

5. Contractor Performance Evaluation Form

6. 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

7. 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

8. 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.

9. Performance Level 1 (PL1)Minimum score allowed by category (Acceptable Level – no action required)

10. Performance Level 2 (PL2)Minimum score allowed by category

11. PL2 Action Plan

12. Performance Level 3 (PL3)Minimum score allowed by category

13. PL3 Action Plan

14. Evaluation Score Appeal Process

15. 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

16. 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.

17. 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.

18. 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

19. Q & A