You are on page 1of 10

Regional Afghan Municipalities Program for Urban Populations

(RAMP UP) Regional Command (RC) NORTH


Contract No. 306-C-00-11-00510-00
CONTRACTORS PERFORMANCE EVALUATION REPORT
CPE Purpose
RU-N depends on subcontracted and vendor services to deliver quality and cost effective
support on behalf of the Municipalities. In order to meet municipalitys expectations and RU N
commitment to continuous quality improvement, RU N will seek to develop partnerships with
construction firms and vendors to improve the overall performance of construction and service
sub projects.
The Contractor Performance Evaluation (CPE) is used to analyze performance and the intent
of CPE is to improve the delivery and quality of subprojects, to promote better working
relationships between RU N and subcontractors, and may used to reject bids submitted by
poor performing Subcontractors or Vendors.
While the official CPE is not completed until the end of the sub contract, interim
communication throughout the project about performance is encouraged between RU N and
the Subcontractor or Vendor using the CPE as a guide. The CPE form is available on the
Process.

CPE Process
RU N Project Manager (PM) will schedule a meeting of the Evaluation Committee (EC)
consisting of applicable stakeholders to perform the CPE after the completion phase of the sub
contract. Evaluations are to be performed on all designated pre-qualified trades for a particular
subproject. However, evaluations are advocated on all sub contracts or purchase orders
whether pre-qualification is selected or not. Parties participating in the EC shall include, at a
minimum, the RU N Project Manager and Grants, Subcontracts and Compliance Office (GSC).
RU N GSC will forward the completed CPE to the Subcontractor or Vendor for review. The PM
will share the evaluation with the Subcontractor or Vendor to ensure areas for improvement
are discussed. The PM will attach the performance evaluation to the Subcontractor or Vendor
entry in the master database maintained by GSC Office for future reference.
Subcontractors or Vendors receiving an unsatisfactory mark (score equal to or below 14) will
be considered for removal from the master database for a period of no less than six months.
Prior to removal action, the Subcontractors or Vendors will be given the opportunity to rebut
either in writing or by scheduling a meeting through the PM. GSC will invite the Subcontractor
or Vendor to attend the rebuttal meeting or review the written rebuttal with the EC.
The final removal decision will be made by the GSC considering the CPE (which is subproject
specific) and additional factors such as other project know-hows, contractual relationships,
prior consequence precedence, and other influences and will formulate a recommendation
with justification. The Grant, Subcontract & Compliance Manager will forward the
recommendation regarding removal with all supporting information to the Chief of Party (CoP).

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00
After review by the CoP, further discussion (if warranted), and agreement on appropriate
consequences, the GSC Manager will notify the Subcontractors or Vendors of the final
decision.
As the goal of RU N is to work with responsible Subcontractors or Vendors, RU N also
reserves the right to remove subcontractors for unacceptable work and unfitting conduct, such
as, but not limited to, poor quality of work or serious safety issues, regardless of the results of
the evaluation.

Guidelines for Reviewers


The following definitions are being provided as a guide for aiding evaluators in determining an
appropriate rating for Subcontractors.
For each category the EC is to establish a single value between 0 and 5. The EC is not
restricted to using the numerical values shown but can establish a rating between the points
shown. For example, if the Reviewer feels Subcontractors or Vendors performed somewhere
between Satisfactory and Quite Satisfactory the Reviewer can establish a rating of 19.
The final score is based on a weighted average established on the summary form.
Subcontractor or Vendors with a score of 14 or less will be considered for removal from the
master database in the trade category listed on the review form.
Definitions of Rating Levels:
1. Not Satisfactory (0-14) The Subcontractor or Vendors performance indicates very little or no
effort extended to satisfy the minimum requirements.
2. Satisfactory (15-17) The Subcontractor made an effort but the result was not the desired
outcome. The Subcontractor or Vendor did meet an acceptable level of performance.
3. Quite Satisfactory (18-27) The Subcontractor or Vendors performance exceeded
expectations and produced the desired result. The Subcontractor or Vendor stands out from
other Subcontractor or Vendor in regards to performance.
4. Very Satisfactory (>28) The Subcontractor or Vendor consistently exceeded expectations
and always provided an exceptional result.
C. EXPLANATORY MEMO
Criteria

Evaluation

Overall marking 28 and only one criterion are allowed to have a mark
equal to 3.

Very satisfactory

Overall marking 18 to 27 and all of the criteria must have a mark greater
than or equal to 3.

Quite satisfactory

Overall marking 15 to 17 and no criterion under 2 and with a mark in the


criteria a, b, c and d 3.

Satisfactory

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00

Overall marking 14, or mark in one of the criteria a, b, c and d of < 3.

Not satisfactory

Notes for Reviewer:


(1) Evaluate the results of laboratory tests defect works Punch list items, the Subcontractor
or Vendor's response to the instructions of supervisors Project Engineer/Site Inspector
for corrective measures and any qualitative problems of the project at the time of
evaluation.
(2) In the case of a justified delay, mention in which of the following factors did the
Subcontractor or Vendor fall short.
Organisation and planning
Suitability and adequacy of personnel
Suitability and adequacy of mechanical equipment
Cooperation and coordination with subcontractors RU N subproject team and
stakeholders
(3) Evaluate the following factors:
Observance of deadlines and adequacy of information during the submission of claims
related to the terms of the Sub Contract.
(4) Evaluate the following factors:
The tendency of the Subcontractor or Vendor to file exaggerated claims with respect to
the final amounts paid.
The observance of deadlines and adequacy of information during the submission of
claims related with the terms of the Contract.

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00

CONTRACTORS PERFORMANCE EVALUATION REPORT

A. PROJECT DETAILS
1. Project:
2. Brief description of the works:
3. Contract Number:
4.

Date

of

signature:

5. Contractor:
6. Contract Value :
7. Contract start date:
8. Contract completion date:
9.

Justified

time

extension:

.
10. Undue delay:
11.

Date

of

Substantial

Completion:

.
12. Date of Final Completion:.

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00

B. CONTRACTOR'S RESPONSE TO SUBSTANTIAL PROVISIONS OF THE CONTRACT

(a) Quality of workmanship, QAQC Plan, documentation implementation and testing, and
materials adequacy and storage, and as-built drawings based on the technical
specifications of the sub Contract
.
.
.
.
...........................................................................................................
..
Marking score based on 5 (maximum mark):

(b) Response/compliance of the Subcontractor or Vendor to/with the written instructions


of the Engineer1
.
.
.....................................................................................................................................................
.
.....................................................................................................................................................
.

Marking score based on 5 (maximum mark):

(c) Response/ compliance of the Subcontractor or Vendor to/ with the provisions of the
sub Contract regarding the management of environmental, social and health and safety
issues for the work and social environment, personnel and key stakeholders public

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00
Subproject Environmental and Social Mitigation Measures:
.
.
.
.............................................................

Personnel Health and Safety:


.
.
.
.............................................................
..
Visitors Health and Safety:
.
......................
......................
...................
Overall Site Security and Public Security:
....................................
.
....
........................................................................
Marking score based on 5 (maximum mark): .

(d) Timely completion of Subcontract 2

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00

Note any undue delay and the approved term of the sub contract in weeks.
Marking score based on 5 (maximum mark):

(e) Timely submission of requests for time extensions3

....................................................................
.....................................................................................................................................................
.
...............................................................................................
Note the overall request for time extension and the approved time extension in months/ weeks.
Marking score based on 5 (maximum mark):

(f) Timely submission of Submittals, Schedules, Reports, Invoices, and Claims for
liquidated damages4
.
.
........................................................................
.
.....................................................................................................................................................
....
.....................................................................................................................................................
...
Note the overall financial claims of the Subcontractor or Vendor and the provisional final
amount of the Contract.
Marking score based on 5 (maximum mark):

(g) Submission of temporary statement based on the terms of the Sub Contract (deadline
and adequacy of statement)
.
.
........................................................................

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00
.....................................................................................................................................................
.
.....................................................................................................................................................
.
Marking score based on 5 (maximum mark):

(h) Remarks related with breach of other terms of the Sub Contract by the Subcontractor
or Vendor
.
.
....................................................................
.....................................................................................................................................................
.
.....................................................................................................................................................
.
Marking score based on 5 (maximum mark):

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00

C. DECISION OF EVALUATION COMMITTEE

Based on the above, the Evaluation Committee finds the performance of the Subcontractor or
Vendor as:
Very satisfactory

Quite satisfactory

Satisfactory

Not satisfactory

E. MEMBERS OF EVALUATION COMMITTEE

1. .......................................................

Signature:

2. ........................................................ Signature:

Regional Afghan Municipalities Program for Urban Populations


(RAMP UP) Regional Command (RC) NORTH
Contract No. 306-C-00-11-00510-00
3. .......................................................

Signature:

Date: