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Consultant Performance Evaluations
Production Support Office
Procedure 375-030-007
26/19/2009
CBT Instructions
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Contents
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Table of Contents
Select a Topic: Summary of Changes Definitions All Contracts CEI Contracts Non-CEI Contracts
Evaluation Areas When to Evaluate Calculating the Composite Evaluation
Forms
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Summary of Changes
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Summary of ChangesThe following changes were made to the Consultant Performance
Evaluation Process: New 1 to 5 rating scale with defined performance expectations. Eliminate the Suspension Criteria relating to performance
evaluations. Implement a system that averages all evaluations related to a
contract and combine into a composite evaluation for the contract.
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Definitions
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Definitions
Construction Engineering and Inspection (CEI): Personnel, whether consultant or Department employee, providing construction engineering and inspection services.
Construction Project Manager (CPM): The Department employee whose responsible for managing consultant CEI contracts.
Design Project Manager (DPM): The employee whose duties include managing design contracts.
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Professional Services Information System (PSIS): A database maintained in the Central Office, containing information relevant to consultant professional services contracted for the Department.
Project Manager: The Department employee responsible for the general administration of the professional service contract and who coordinates between the Consultant and the Department.
Definitions
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Technical Reviewer: Department personnel assigned by the project manager and responsible for completing a quality evaluation.
Type of Work: The Department has categorized the types of professional services it generally requires into a Type of Work listing in Rule 14-75.003, F.A.C. These types of work are the basis for consultant qualification.
Definitions
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All Contracts
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Communication
Prior to beginning work, rating criteria and rating scale should be discussed with consultant to assure an understanding of all parties.
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The project manager should discuss the evaluation with the consultant before formal submittal to give the consultant opportunity for input into the evaluation process.
Communication between the FDOT Project Manager and the Consultant Project Manager is the key to determining the success of the contract. At a minimum the following communication with regards to consultant performance needs to happen:
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All Contracts The Department’s project
manager for the contract will be responsible for completing performance evaluations that best indicate the consultant’s work performance for the contract.
Evaluations will be entered into the PSIS, for each major type of work advertised.
Consultant’s may also be evaluated on minor types of work if that work is considered significant by the project manager.
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All Contracts
All evaluations for a contract will be averaged and combined into a composite evaluation.
If a particular performance test does not apply to the contract, it will not be used in the calculation of the weighted average.
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Rating Scale
The rating scale has changed from a 0 to 100 point scale without defined performance expectations to a 1 to 5 rating scale with more defined performance expectations.
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Rating Scale
5 – Outstanding PerformancePerformance that far exceeds expectations.
4 – Above satisfactory performancePerformance that often exceeds expectations.
3 – Satisfactory PerformancePerformance that consistently achieves expectations. Does a good job.
2 – Below Satisfactory PerformancePerformance that sometimes achieves expectations, but needs improvement.
1 – Unacceptable PerformancePerformance that is consistently below expectations.
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CEI Contracts
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CEI Contracts
The evaluation will be performed by the Construction Project Manager (CPM).
CPM will complete and distribute the evaluation quarterly during the months of February, May, August and November, beginning with the first full quarter.
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CEI Contracts
Evaluation Areas: Management of CEI Contract Issue Identification and Resolution Communications and coordination Project Documentation Administration of Construction Contract Permit Monitoring Public Concerns Effect on Construction Cost & Time
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CEI Contracts
Any commendatory or critical comments will be included in the evaluation to fully explain the intent of the evaluation.
Performance Evaluation is meant to serve as a summary record of the CPM’s in-depth reports of the CEI consultant, the QAR’s, and FHWA monthly field reports.
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CEI Contracts
The end of contract evaluation will cover the period from the end of the contract to the previous evaluation.
The end of contract evaluation is due within 30 days after completion and approval of basic services.
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CEI Contracts
Distribution of Evaluation: Consultant: If corrective action is
needed the transmittal letter will indicate what action and timeframe to be completed.
District Consultant CEI Manager District Construction Engineer: If
evaluation is below 3.0 Director, Office of Construction: If
evaluation is below 3.0
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Non CEI Contracts
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Evaluation AreasTOC
Schedule Management Quality Constructability (for contracts that produce construction plans).
Contracts will be evaluated in the following areas:
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Schedule Evaluation
Prepared by the Project Manager responsible for the contract, this evaluation indicates the consultant’s performance in meeting the contract schedule. (Form 375-030-08A)
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Management Evaluation
Prepared by the Project Manager responsible for the contract, this evaluation indicates the consultant’s performance in managing the contract.
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Management Evaluation Areas
Administration of Contract Management of Issues and Resources Communication, Documentation and Coordination Execution of Work Post Design Services (completed with constructability evaluation).
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There are specific criteria within each area that will be rated on the 1 to 5 scale and each area will be weighted and combined into an overall Management score.
The Management Evaluation contains the following areas (Form #375-030-08B):
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Prepared by the Project Manager responsible for the contract or by a technical reviewer with concurrence from the project manager. This evaluation indicates the consultant’s attention to the established Quality Assurance Plan and a quality product.
Quality EvaluationTOC
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Prepared for each major type of work advertised (Forms 375-030-08C through 375-030-08W). There is specific criteria for each type of work that will be rated on the 1 to 5 scale.
For advertised types of work other than those pre-qualified by the Department, type of work 99 will be used with appropriate evaluation criteria added by the project manager.
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Quality Evaluation
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Quality Evaluation
Assigned to any pre-qualified sub-consultant named in the agreement who performs a major type of work.
Prime consultant will receive a schedule, management and quality evaluation in the same types of work performed by the sub-consultant.
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Constructability Evaluation
Provides an indication of the design consultant’s ability to develop practical, accurate, complete and cost effective construction plans.
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Prepared by the Construction Project Manager (Form 375-030-08Z) along with a Management Evaluation (section E of form 375-030-08B) on Post Design Services.
Reviewed by the Design Project Manager for concurrence prior to entry in the PSIS.
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When to Evaluate
All Non-CEI Professional Services Contracts Not to exceed 12 months since last evaluation or Notice to Proceed. Additional evaluations maybe submitted upon completion of critical
phases of work or task work orders.
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End of contract evaluation made within 30 days after completion and acceptance of basic services.
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When to Evaluate For Contracts that produce Construction plans according to the
matrix
Schedule Management Quality Constructability
Phase 2 plans review
70%
Final Design *
60% Construction
30%
Final Construction **
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* Within 30 days after completion and final acceptance of basic services.
** Within 30 days after final acceptance of Construction Contract.
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Composite Evaluation
Contracts that produce Construction Plans: Each evaluation area will be averaged and that average will be weighted in the composite evaluation according to the table below.
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Area
Schedule Management Quality Constructability
Design 25% 25% 50%
Construction 25% 25% 25% 25%
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Composite Evaluation
Contracts that DO NOT produce Construction Plans: Each evaluation area will be averaged and that average will be weighted in the composite evaluation according to the table below.
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Area
Schedule Management Quality
25% 25% 50%
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FormsTOC
Forms for this procedure are available from the Department’s Forms Library. Form numbers 375-030-08A through 375-030-08Z. To access the Forms Library Click Here.
