Office of the ChancellorConstruction Support Office

Dixon University CenterPhone: 717-720-4113/4119

2986 North Second Street

Harrisburg, PA 17110(Keyword – Facilities Procurement)

INFORMATION NOTIFICATION

Contract Form PASSHE-PROF-2005

Centrally Held Open End Contracts for Professional Architectural and Engineering Services

TO:All Universities of the PA State System of Higher Education

copy:All Firms Contracted Under Contract Form PASSHE-PROF-2005

FROM:Jim Barbush, Facilities Contracts Manager

Construction Support Office

Phone: 717-720-4119Fax: 717-720-4111E-Mail:

DATE:June 1, 2006

RE:PERFORMANCE EVALUATIONS for professionals

At the State System’s Facilities Directors Meeting in April 2006, the System decided to develop and implement a standard Performance Evaluation for Professional Firms performing services under each Individual Work Order (IWO) issued under Contract Form PASSHE-PROF-2005.

The Construction Support Office has developed the attachedStandard Form for Performance Evaluation of Professional Firmto be used by Universities to evaluate the performance of Professionals for all provided services under this Contract Form.

Thestandard evaluation formis intended to be brief and consists of the following:

  1. Administrative Data...... 1 page
  2. Performance Data...... 1 page
  3. Evaluation Instructions....1 page

The following items are highlighted from the Evaluation Instructions:

  • Universities shall provide Professionals and the Construction Support Office (CSO) with a copy of each evaluation.CSO will maintain a file of evaluations for the life of Contract Forms PASSHE-PROF-2005.
  • The Professional should be informed of “Less Than Satisfactory” Performance whenthat “Less Than Satisfactory” Performance occurs.
  • The Professional may rebut any evaluation to CSO for review and final decision.
  • Performance Evaluations may affect the Professional’s ability to obtain additional work through IWOs and may ultimately affect it if the Professional’s contract is renewed every 2 years.
  • All evaluations will be available to all Universities based on legitimate need to review them.

Any questions may be directed to:

Robert UngerDirector of Construction Management

Jim BarbushFacilities Contracts

Dot LatinConstruction Support

JEB/jeb

Attachment: Standard Form for Performance Evaluation of Professional Firm (3 pages)

14 State-Owned Universities:BloomsburgClarionIndianaMansfieldSlippery Rock

CaliforniaEast StroudsburgKutztownMillersvilleWest Chester

CheyneyEdinboroLock HavenShippensburg

Issued June 1, 2006

Performance Evaluation of Professional Firm

for

Execution of Individual Work Order

under

Contract Form PASSHE-PROF-2005

Administrative Data

Evaluation Being Submitted for(circle one):Post-Design/StudyPost-Construction

  1. Name of Firm...... ______
  2. Address of Firm...... ______
  3. POC for Firm and/or IWO...... ______
  4. Contract #...... ______PASSHE-PROF-2005-##
  5. IWO #...... ______IWO## [---university designation---]
  6. Category of Service (A, B, C, D).....______
  7. Name of Projec...... ______
  8. Brief Scope of Project...... ______
  1. Brief Scope of Work of IWO...... ______
  1. Complexity of IWO(Easy, Routine, Difficult)...... ______
  2. IWO Procurement was Competitive or Non-Competitive?....______
  3. Subcontractors/Consultants Involved in IWO...... ______
  4. IWO’s Issued Value...... ______
  5. IWO’s Final Value...... ______
  6. IWO’s Issue Date...... ______
  7. Proposed Completion Date for Design or Study...... ______
  8. Actual Completion Date of Design or Study...... ______
  1. University...... ______
  2. POC for University...... ______
  3. Evaluation Prepared by...... ______Date Prepared______
  4. Evaluation Reviewed by...... ______Date Reviewed______
  5. Date Evaluation Provided to Professional.....______
  6. Date Evaluation Received by CSO...... ______
  7. Overall Rating (see next page)...... ______

Performance Evaluation of Professional Firm

for

Execution of Individual Work Order

under

Contract Form PASSHE-PROF-2005

Performance Data

  1. Overall Rating (circle one):Exceptional...... (comments optional)

Above Average...... (comments optional)

Satisfactory...... (comments optional)

Less than Satisfactory ..(comments required)

  1. Would you recommend for future IWOs (circle one)?

Yes

No ...... (comments required)

Conditionally ...... (comments required)

  1. AE Liability- Any Outstanding Claim to Recover Costs for Design Errors(circle one):

None

Pending ...... (comments required)

  1. Rating of Design or Study Services(Rate as Exceptional, Above Average,Satisfactory

Less Than Satisfactory, or Not Applicable)

Site Investigation –Adequacy ______

Design Submittals –Timeliness ______

Design Submittals –Completeness ______

Design Submittals –Quality ______

Design Submittals - Resolution of Comments ______

Adherence to Cost Limitation and/or Allocation ______

Responsiveness to University Needs and Desires______

(For a Study or Report, Design Submittals are the Study or Report Products)

  1. Rating of Construction Services(Rate as Exceptional, Above Average,Satisfactory

Less Than Satisfactory, or Not Applicable)

Reviews and Responses–Timeliness ______

Reviews and Responses–Quality ______

Responsiveness to University Needs and Desires______

Field Presence and Consultation______

  1. Narrative Comments (Required for any Less Than Satisfactory or possibly adverserating)

(attach on separate sheet, as necessary)

Performance Evaluation of Professional Firm

for

Execution of Individual Work Order

under

Contract Form PASSHE-PROF-2005

Evaluation Instructions

  1. General

Performance Evaluations shall be accurate and timely due to their importance for continuously improving performance and receiving the best performance available under these contracts.

Performance Evaluations shall be fair, objective, and consistent.

Performance Evaluations are the decision of the System.

The Professional shall be informed of “Less Than Satisfactory” PerformanceEvaluations whenthat “Less Than Satisfactory” Performance occurs. This gives the Professional a chance to improve performance, and may provide the University with the corrected performance or product in a more timely manner.

Performance Evaluations may affect the Professional’s ability to obtain additional work through IWOs, and may ultimately affect whether the Professional’s contract is renewed every two years.

  1. Procedures:

Performance Evaluations shall be prepared for each IWO.

For Category A Services, the evaluation may be prepared either at the completion of design or atthe completion of construction.

For Category B, C, or D Services, the evaluation will be prepared at the completion of the work effort (design, study, report, etc).

Performance Evaluations shall be prepared, reviewed, and submittedin a timely manner. General guidelines are submission within 30 days after completion of the design or work effort.

Performance Evaluations shall be prepared by a University Project Manager or higher. Theevaluations shall be reviewed by the University Facility Director or higher.

Narrative comments are required for any Less Than Satisfactory Evaluation or for any evaluation containing adverse information. Otherwise, narrative comments are encouraged but not required.

The University shall provide the Professional with a copy of the evaluation after preparation and review.

The University shall submit the evaluation to the Construction Support Office (CSO) after a copy is submitted to the Professional.

The Professional may rebut any evaluation to CSO for review and final decision.

  1. Disposition of Evaluations:

CSO will maintain a file of evaluations for the life of Contract FormsPASSHE-PROF-2005.

Performance Evaluations will be available for Universities’ review, based on legitimate need to see them.

Performance Evaluations under Contract Forms PASSHE-PROF-2005shall not be used for or provided for use outside of these contracts.

Performance Evaluation of Professional FirmPage 1 of 3

Execution of IWO Under Contract Form PASSHE-PROF-2005