City of Edmonton Supplier Performance Program

Size: px

Start display at page:

Download "City of Edmonton Supplier Performance Program"

Miles Howard
6 years ago
Views:

- Background Principles of Program Design Implement a formalized supplier performance evaluation program for contractors and consultants ( suppliers ).

1 - Background Principles of Program Design Implement a formalized supplier performance evaluation program for contractors and consultants ( suppliers ). Include the evaluation, documentation and communication of supplier performance on City projects. Evaluation results will be used by the City when considering these suppliers for future projects through consideration of past performance as part of the tender evaluation process. 09:45-10:30 1

2 Program Development Approach Followed a phased approach Consultants and Contractors for design and construction activities implemented first Future phases : Consultants and Contractors for operations, maintenance, and IT Management Consultants Materials Suppliers Program Development Approach The Working Committee is made up of representatives from all the Design & Construction Branches, Corporate OH&S, Law Branch, and Corporate Procurement & Supply Services. Reviewed evaluation tools used by the City design and construction branches as well as external agencies. All City design and construction branches were using performance evaluation tools 09:45-10:30 2

3 Program Development Approach Used the existing Roads Design and Construction evaluation tool as a starting point to develop a corporate evaluation tool. Developed the evaluation categories, criteria and scoring guidelines for Consultants and Contractors for design and construction related work. These evaluation categories, criteria and scoring guidelines were reviewed by the Design and Construction stakeholders in October 2015 Program Development Approach In the planning stages of the it was determined that procurement related information about the Supplier, type of work, contract dates, etc. was needed to give context to the performance evaluations. Since Suppliers could do work for multiple City Departments, it was decided to provide visibility to both the performance and procurement data to all Contracting Managers who had access to the application supporting the program. 09:45-10:30 3

4 At a Glance Life Cycle of an Agreement Request for Tender (RFx) Tender (RFx) Document will contain: RFx evaluation information on how past performance information will be used in the evaluation of the RFx (including weighting of the individual past performance categories and the relevant time range of performance evaluations that will be considered) If a firm has no or little past performance data with the City, references will be checked using the past performance categories and criteria selected for the RFP evaluation as a script. RFx document will contain the performance evaluation questionnaire to be used to evaluate performance of the successful Supplier under contract. Contracting Managers will select the relevant evaluation categories and criteria for their projects Bidders/Proponents responding to the RFx can ask questions or request changes in accordance to the question process of the RFx competition At a Glance Life Cycle of an Agreement Request for Tender (RFx) Evaluation of Responses In the evaluation of bids / proposals: Relevant past performance information will be used in accordance with the evaluation process and details published in the RFx document (including weighting of the individual past performance categories and the relevant time range of performance evaluations that will be considered) The past performance data will be extracted from the SP application, Contracting Managers will be able to filter the data to ensure that past performance data from relevant projects is used. If a firm has no or little past performance data with the City, references will be checked using the past performance categories and criteria selected for the RFx evaluation as a script. 09:45-10:30 4

5 At a Glance Life Cycle of an Agreement Request for Tender (RFx) Evaluation of Responses The Agreement The Agreement will contain: The performance evaluation questionnaire to be used by the City to evaluate performance of the Supplier under contract. This is the evaluation questionnaire that was published in the RFx At a Glance Life Cycle of an Agreement Request for Tender (RFx) Evaluation of Responses The Agreement Manage the Agreement During the course of the Agreement: The performance evaluation questionnaire will be used by the City to evaluate performance of the Supplier. There may be planned interim performance evaluations depending on Agreement length and complexity. There may be unplanned interim performance evaluations if there are performance issues. This evaluation may form part of a performance improvement plan. Scoring guidelines have been developed for each criteria to support evaluation consistency. Suppliers will be provided evaluation reports generated. 09:45-10:30 5

6 At a Glance Life Cycle of an Agreement Request for Tender (RFx) Evaluation of Responses The Agreement Manage the Agreement At Completion At Completion of the Agreement : The performance evaluation questionnaire will be used by the City to evaluate performance of the Supplier Scoring guidelines have been developed for each criteria to support evaluation consistency Oversight on evaluation scoring will occur within the branches A final performance evaluation is required, regardless that interim evaluations may have taken place. Suppliers will be provided evaluation reports generated. These final performance evaluation scores will be available to be used by City Contracting Managers in future prequalification, tender and request for proposal submission evaluations. At a Glance - Standings The program has standings to be applied where there is poor performance Probation Suspension Standings have a pre-determined time period and conditions that are to be met before a reinstatement request will be considered by the City 09:45-10:30 6

7 At a Glance - Standings A suspension standing will result in the suspension of bidding privileges, directly or indirectly, to the City for a predetermined period of time and until suspension conditions are met. Names of firms will be published on the City s external website Instruction to Bidders in Tender documents caution Bidders not to carry subs that are on the City s suspension list At a Glance Appeal Process There are appeal processes for performance evaluations (interim or final) and standings Appeals will be heard by an independent referee 09:45-10:30 7

8 At a Glance Sample Evaluation Criteria and Scoring Guidelines At a Glance Sample Performance Evaluation Report 09:45-10:30 8

9 At a Glance Sample Performance Evaluation Report (cont) At a Glance Sample Detailed Performance Evaluation Report 09:45-10:30 9

10 More Information: Gwen Barr :45-10:30 10

The Devil is in the Details!

The Devil is in the Details! Presentation to: Sherwood Park & District Chamber of Commerce April 20, 2017 Agenda Welcome Types of RFx documents Mandatory requirements What not to do Preparing your best