Contractor Evaluations Training and Walkthrough

Introduction The newly developed electronic contractor evaluation module in COLIN will replace the current paper form used by Facilities Contracts. The system will automate the evaluation process from beginning to end. It will alert the project OARs to initiate an evaluation on a contract at 60 days after its substantial completion date, track and manage progress by sending reminders to insure that all evaluations are completed in a timely manner. The system provides ability to upload and view supporting documents related to contractor evaluations. In addition, a printer-friendly view of the evaluation form is accessible. It can be printed and uploaded to LADOCS via COLIN for record keeping.

Types of Projects Supported The system is designed to support 3 types of projects for which evaluations can be done. Direct projects: all projects that have COLIN IDs and substantially completed after 01/01/2016 are considered direct projects and will have the most built-in automation. Legacy projects: all projects that have COLIN IDs and substantially completed before 01/01/2016 and do not have a completed evaluation via the paper form are considered legacy. Non-LAUSD projects: if a contractor is new to doing work with LAUSD or doesn’t have a recent experience with the district, an evaluation can be initiated for any of its relevant outside projects.

Direct Projects – Access via My Tasks Page Built-in Automation via COLIN’s ‘My Tasks’ Owner authorized representatives (OARs) will be able to access all contracts that are ready (60 days after SC) to be evaluated on their projects via their ‘My Tasks’ page under My COLIN menu. Track and complete all previously initiated evaluations from one single place. Regional Construction directors (RCDs) and branch directors can review and leave optional comments for all submitted evaluations within 5 days of submission. After that, all evaluations will automatically be statused as completed by the system and records can’t be modified. Weekly reminder emails are sent out for any evaluation that remains in the tasks and was not started.

My Tasks Page

Contractor Evaluators Assignments OARs have the ability to view and confirm the evaluators that will be evaluating the work done by the contractor on a particular direct project. The evaluation questionnaire contains 3 sections to be completed by 3 separate evaluators. There is a section for: Owner authorized representatives (OARs) Inspector of records (IORs) Clients or principals (end users) There are also 2 level of optional reviewers that can be assigned for the evaluation: Regional construction directors (RCDs) Branch reviewers (deputy or branch directors) Note: The assignments page can only be accessed for direct projects that have reached 60 days after SC date.

Evaluator Assignments Page

Access via the Contracts & Services Page Direct projects can also be accessed via the project’s contract & services page: OARs and IORs can access and initiate an evaluation for a particular project directly even before the substantial completion milestone is reached, but they won’t be able to submit or complete the evaluation until 60 days from SC date. Principals or end users will not be able to access their evaluation section via this method. They will only be able reach it via the email notification link sent to them. Current OARs and IORs (driven by the project team page) will be able to view and overwrite previously saved questionnaire responses entered by former evaluators, if any, who left before the project was completed. Any evaluation that is started on a project regardless if it’s still in construction will also be accessible via My Tasks after that.

Contracts and Services Page

Contractor Evaluation Page

Contractor Evaluation – Uploads & Comments

Types of Contracts Supported Formal (Construction, 17406, 17250, etc.) -Formal contract-specific questionnaire that pertain to change orders and RFCs are automatically loaded. JOC (Job Order Contracts) -JOC Evaluation questionnaires are very similar to formal contracts except that change order questions are replaced by JOC proposals related inquiries. Informal (A/B Letters) -Confirmation needed for which questionnaires to use.

Legacy and Non-LAUSD Projects Projects that have reached substantial completion before 01/01/2016 are considered legacy for the purpose of this new electronic system. The contractor evaluation process for these projects is streamlined. There’s only one section to be completed by the OAR. There are no sections for the IOR nor the principal. Non-LAUSD projects will only be completed by the pre-qual unit.