Existing Facilities Construction Safety & Performance Evaluations

1. Existing Facilities Construction Safety & Performance Evaluations In-Service Training Sept 2007

2. Contractor Evaluations Contractor evaluations are an important element of the construction management process. LAUSD requires contractors to be evaluated for both safety and contract performance for each formal contract. These evaluations are an important tool for managing the contactors prequalification status and their ability to participate in the LAUSD modernization program.

3. Topics Covered What we are going to discuss! • Who prepares contractor evaluations. • Who receives evaluations. • What happens with evaluations. • When are they to be prepared.

4. Topics Covered Cont: • The scoring system. • Documentation required for 7 points or lower rating, as well as negative Safety scores. • How to prepare forms • Examples of documentation. • 50% complete evaluation. • Participation in hearings. • Questions.

5. OAR Responsibility • Fill out and coordinate completion of both Safety and Performance Evaluations • Obtain approval signature of Regional Director on all LAUSD projects. • Forward completed evaluations to FCC office within 30 days of Report of Completion

6. When are Evaluations to be prepared? • Evaluations are normally done at the Final Inspection. • This is the best time to complete them because all necessary evaluators are usually present: • OAR • Inspector of Record • End User/CPM/Site Administrator, i.e. Principal, VP, Plant Manager • Preliminary Evaluations appropriate in some circumstances (more on this later)

7. How to prepare forms • OAR checks the box to indicate whether this is a “Preliminary” or “Final” Performance Evaluation. • OAR completes his/her section of the Performance Evaluation, then • OAR completes or coordinates completion of the Safety and Performance Evaluations by the others: IOR and End User (Site Administrator/Principal, or his/her designee)

8. Safety Evaluation • Can be completed by any evaluator: OAR, IOR, or End User. • There are 5 “Yes”/”No” questions. • ANY “No” response results in disqualification to bid. • All “No” responses require back-up documentation.

9. Safety Evaluation: Examples of documentation for “No” responses • Meeting minutes • Conversation records • Photographs • E-mails • Phone records • Written notices • Incident reports

12. Performance Evaluations • Who completes: • OAR scores questions 1-9 • IOR scores questions 10-14. If IOR was not necessary, can be done by OAR or CPM. • End User scores questions 15-18, except for new construction. Then the OAR does this portion. • All questions scored on a scale of 1-10, with 1 being lowest (worst performance) and 10 being best.

15. Performance Evaluations: Scoring • Max score possible: 180. • Passing score: 140 • If total score is less than 140: • Each question scored 7 or less must be backed up by documentation, similar to Safety Evaluation. • Undocumented scores of 7 or less will be automatically changed to “8” • Blank or “N/A” will be scored “10”

16. Preliminary Evaluations • Should be done at any point in the contract if problems arise: substandard performance, unresolved issues, etc. • Suggested no later than 50% completion to give contractor a chance to correct deficiencies. • Final evaluations not necessary if the preliminary has the same scores as would be on the final.

17. Conclusion • Both Safety and Performance Evaluations must be signed and dated by ALL evaluators. • Signature of Regional Director comes after all other portions completed and signed. • Performance Evaluation scores on all contracts are averaged together. • If the average Performance score is less than 140, or ANY Safety score is failing, contractor may be disqualified to bid, so • THESE ARE AN IMPORTANT COMPONENT OF THE CLOSE-OUT DOCUMENTS!