Managing Contractor Evaluations

Performance evaluations may be performed on an interim basis or upon completion of the contract. The agency chooses the criteria on which performance is evaluated and authors the questions that make up the evaluation structure (see Maintaining Structures for Contractor Evaluations). Your agency may provide multiple structures for rating different types of contractors.

When you click the Contractor Evaluation link in the Construction component, the system takes you to the Contractor Evaluation Overview, which is the gateway to managing contractor evaluations for all of the contracts in the system.

To access evaluations for a contractor, first locate the contract or contractor by typing criteria in the Quick Find search box or by clicking Show first 10. The system displays a list of rows for all the contractors in the system that match your search criteria. Each row contains an Actions button and current values for the following fields:

• Contract

• Contractor

• Prime

• Evaluations

• Overall Evaluation Status - This field displays the current inclusive status of the contractor evaluations for this contractor on this contract. The following table describes the circumstances that result in each possible value for this field.

Expand an accordion row to display all the evaluations for that contractor in subordinate rows. Each subordinate row displays an Actions button and current values for these fields:

• Evaluation Type

• Starting Date

• Ending Date

• Status

• Overall Rating

• Evaluation Number

• Revision Number

To add a new contractor evaluation, select Add from the Actions menu on the contractor row. The system takes you to the Add Contractor Evaluation component (see Adding a Contractor Evaluation).

• Note: You cannot add a new contractor evaluation if an evaluation already exists for this contractor on this contract with a status of Draft, Pending Approval, or Final.

To view or change more information about an evaluation, select Open from the Actions menu on the evaluation row. The system takes you to the Contractor Evaluation Summary (see Maintaining a Contractor Evaluation).

To delete an evaluation, select Delete from the Actions menu on the evaluation row. The system shades the row gray to indicate it is marked for deletion. To reverse the delete action, click the Undo button.

To submit a contractor evaluation for approval, select Submit for Approval from the Actions menu on the evaluation row. The system automatically sends a notification to the contract's project manager.

• Note: To submit an evaluation for approval, all criteria in the evaluation must be rated or set to N/A.

To approve a contractor evaluation, select Approve from the Actions menu on the evaluation row. The system automatically sets the Approved By field to your User ID and the Approved Date field to the current date. If the appropriate system event is enabled, the system generates the Contractor Evaluation Historical Report, attaches the resulting PDF to the contractor evaluation record, and initiates the Export Contractor Evaluation process (see Contractor Evaluation Report).

• Note: To approve an evaluation, the Evaluation Status field must be set to Pending Approval.

To change the status of a contractor evaluation from Approved to Draft, select Change to Draft from Approved from the Actions menu on the evaluation row. The system automatically increases the Revision Number by an increment of one.

To change the status of a contractor evaluation from Pending Approval to Draft, select Change to Draft from Pending Approval from the Actions menu on the evaluation row. The system automatically increases the Revision Number by an increment of one.

When you are finished, click the Save button. The system displays a message to confirm that your changes were saved in the database.