Having a formal Performance Evaluation and Appraisal for contractors provides project owners with valuable knowledge that is essential for future procurements. Performance evaluations and appraisals usually get prepared following the completion of the work associated with a contract.
Performance evaluations should include an evaluation concerning the quality of the work; whether the work is being completed in a timely fashion; whether the work is being completed in a financially responsible and efficient manner; whether the work is being completed by applicable laws and regulations; whether the entity performing the work is interacting in a responsive, practical, and efficient manner with project owner staff; whether work is being performed with an appropriate focus on safety; and whether the entity performing the work is approaching the change order and claims adjustment process reasonably.
Using Project Management Information System (PMIS) like PMWeb allows for creating the Contractor Performance Evaluation and Appraisal form in a form and format that matters to the project owner. The appraisal form usually has two parts. The first captures general information on the contractor being appraised such as the contractor’s name, the contractor’s project manager name, the contract’s scope of work, planned and actual substantial completion, original and revised contract value, and any other details that could be needed.
The second part captures the performance data. This identifies the performance categories that matter most for the project owner when it comes to evaluating and appraising the contractor’s performance during the project. Each performance category could have a different weight than other categories depending on the project owner’s priorities. For each category, the assessor scores the performance on a 5-point score where 1= Inadequate; 2= Deficient; 3= Standard; 4=Good; and 5= Superior. The appraisal table also includes a field to capture any comments made by the assessor.
Of course, the contractor’s performance appraisal can address different performance measures depending on what matters most for the project owner. The form below was also created using PMWeb custom form builder with the option of visual design assessing each contractor’s performance against ten performance measures covering Time Management, Financial Management, Health and Safety, Management of Sub-contractors, Quality of Workmanship, Progress in Making Good Defects, Collaborative Approach, Contractor Performance, Contractor Design, and Customer Satisfaction. Each performance measure is assessed on a 6-point score for which “5” is for Excellent, “4” for Good, “3” for Average, “2” for Below Average, “1” for Poor, and “0” for Unacceptable.
The attachment tab will be used to upload, store and attach all supportive documents used in the contractor’s evaluation and appraisal. Some of those documents could be specific to one or many of the performance categories used for the assessment.
The Contractor Performance Evaluation and Appraisal form workflow ensures that the appraisal is reviewed and approved by the right project team members. Should there be a requirement for the appraisal to be done by different project team members, different tables will be created to group the relevant performance categories to allow assigning different team members for each group. In addition, the form could include fields for the final appraisal recommendations for which access can be restricted to specific individuals who are part of the workflow.
The Contractor Performance Evaluation and Appraisal report displays the performance appraisal data captured in the form along with other information that has been designed in the report to provide a better explanation of each performance category. The report also calculates the overall appraisal score achieved by the contractor.