1. New Contractor Performance Evaluation

2. Subcommittee Team ODOT PM Offices: Ron Snell and Shane Ottosen Traffic Roadway: Bob Pappe Construction Section: Lori Butler and Barbara Harriman Office of Procurement: Wynnette Gentemann Industry Hamilton Construction PM: Brad Sullivan Wildish PM: Tom Deines PM: Jim Jackson DOJ General Council, Business Transactions: Ethan Hasenstein

3. ODOT/AGC Recommendation  Create a more accurate scoring system that is representative of performance. – Broaden rating categories and weigh scoring based on importance and risk – Eliminate the rolling average  Improve performance through communication with contractors and corrective action plan.  Develop progressively tiered consequences for poor performance.

4. Contractor Performance Evaluation Process Prequalification for Bidding Highway and Bridge Construction / Contractor Performance Evaluations OAR 734-010- 0290 http://www.oregon.gov/ODOT/CS/RULES/Pag es/hd_actions.aspx http://www.oregon.gov/ODOT/CS/RULES/Pag es/hd_actions.aspx

5. Contractor Performance Evaluation Form

6.  Everybody starts with an average score and goes up or down based on performance − Average score equals zero  5 categories will be evaluated individually and cumulatively – Management – Safety – Administration – Regulations – Workforce and Small Business Equity Program

7. Contractor Performance Evaluation Form – Continued  Performance Level Actions are based on number of occurrences.  Testing of evaluation form and scoring was completed by Project Managers June 2012  Feedback was collected from Industry representatives Spring of 2012

8. Scoring Matrix The Project Manager will score each of the 5 evaluation categories as well as total score. The scores will then fall into one of 3 performance levels. There is an additional text box that offers room for additional information not represented in the evaluation that can increase or decrease contractor score. Scores remain active for three years.

9. Performance Level 1 (PL1) Minimum score allowed by category (Acceptable Level – no action required) CategoryScore Management > -8 Safety > -8 Administration> -9 Regulations> -6 Workforce and Small Business Equity Programs > -6 Project Total> -28

10. Performance Level 2 (PL2) Minimum score allowed by category CategoryScore (Between) Management-8 to -11 Safety-8 to -10 Administration-9 to -12 Regulations-6 to -7 Workforce and Small Business Equity Programs -6 to -7 Project Total-28 to -38

11. PL2 Action Plan Occurrence PL2 Action FirstMandatory Meeting with PM SecondPhone Call or Meeting with SCME ThirdMandatory Meeting with SCME FourthMandatory 3 month prequalification suspension requiring corrective action plan 30 days prior to end of suspension. Each Subsequent Occurrence Doubles previous length of suspension (6, 12, 24 months etc.)

12. Performance Level 3 (PL3) Minimum score allowed by category CategoryScore (Between) Management< -11 Safety< -10 Administration< -12 Regulations< -7 Workforce and Small Business Equity Programs < -7 Project Total< -38

13. PL3 Action Plan Occurrence PL3 Action FirstPhone Call or Meeting with SCME SecondMandatory Meeting with SCME ThirdMandatory 3 month prequalification suspension requiring corrective action plan 30 days prior to end of suspension. FourthMandatory 6 month prequalification suspension requiring corrective action plan 30 days prior to end of suspension. Each Subsequent Occurrence Doubles previous length of suspension (6, 12, 24 months etc.)

14. Evaluation Score Appeal Process

15. Suspension of Prequalification Contractor may go through the DAS Appeal Process to refute a suspension of prequalification. OAR 734-010-0380 DAS Appeal Process Covering Contractor Evaluations. http://www.oregon.gov/ODOT/CS/RULES/Pages /hd_actions.aspx

16. Next Steps  Implement revised Contractor Performance Evaluation Process for all projects going to bid January 2013.  The subcommittee will reconvene January 2014 to evaluate if the improved process is working and whether adjustments need to be made.

17. Evaluation Form Process Annual Reviews done on the anniversary of the Notice to Proceed. Final Reviews done within 60 days of 2 nd Note. Construction Section will send out reminder emails with correct form attached. Contractors Feedback form only needs to be sent to Contractor when final evaluation is completed. Only wait 15 days for Contractor’s response.

18. Resources If you have additional questions or feedback, please contact: ODOT: Lori Butler lorraine.e.butler@odot.state.or.us lorraine.e.butler@odot.state.or.us Industry: Tom Deines tomd@wildish.com tomd@wildish.com ftp://ftp.odot.state.or.us/techserv/construction/Co nstruction%20Forms/2884_Instructions.pdf

19. Q & A