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Past performance and supplier capability must be evaluated during the purchasing process.
- A company or individual that has performed well on previous contracts and has shown proven results in using SCM business practices is likely to do the same on similar contracts in the future. Including past performance as an evaluation factor helps to ensure quality suppliers.
- In order to fully evaluate past performance, contracting officers are required to confirm and document a potential supplier’s eligibility for award through:
- Review and check of the GSA consolidated list of suppliers debarred, suspended, or declared ineligible to ensure that the potential supplier is not listed, and that the Postal Service only contracts with eligible suppliers at https://sam.gov (see additional instructions in 39 CFR 601.113); and,
- Review and check of the Postal Service list of suppliers, firms and individuals from which the Postal Service has declined to accept or consider proposals at http://blue.usps.gov/supplymanagement/smi-decline-list.htm (see additional instructions at 39 CFR 601.105).
After confirming the potential supplier’s eligibility, contracting officers must document this eligibility by including either a specific written statement of confirmation and award eligibility, or screenshot evidence of the webpage search from the GSA’s System for Award Management (SAM.gov) and the USPS Decline to Accept or Consider Proposals list (https://blue.usps.gov/supplymanagement/smi-decline-list.htm) within the contract file for all awards.
- All past performance evaluations should consider the following factors:
- Quality (a record of conformance to contract requirements and standards of good workmanship).
- Timeliness of performance (adherence to contract schedules, including the administrative aspects of performance).
- Business relations (a history of being reasonable and cooperative with customers; commitment to customer satisfaction; integrity and ethics).
- Cost control (a record of forecasting and containing costs on changes and cost- reimbursement contracts).
- In evaluating past performance, emphasis should be placed on similar contracts with the Postal Service. Overall performance for private and public sector customers should also be reviewed. If a newly established supplier cannot provide past performance information, the past performance of the supplier’s key personnel on similar projects may be evaluated.
- The review of past performance should generally be limited to contracts completed by the potential supplier within the last three years. However, a longer period performance may be reviewed when the purchase/SCM team deems appropriate.
When evaluating supplier capability, purchase/SCM teams should consider several matters; thoroughness of the consideration will depend on the nature and complexity of the purchase. Among these are:
- Does the supplier have, or have the ability to obtain, as needed, adequate resources to perform the work (e.g., technical, financial)?
- Will the supplier be able to meet the required or proposed delivery schedule, considering all existing commitments, including awards pending?
- Does the supplier have a sound record on integrity and business ethics?
- Does the supplier have a good quality control program that complies with RFP requirements?
- Does the supplier have the necessary organization, experience, accounting and operational controls, technical skills, and production and property controls?
- Does the supplier have, or have the ability to obtain, the necessary production, construction, and technical equipment and facilities?
- Will the supplier be otherwise qualified and eligible to receive an award under applicable laws and regulations?
Depending on the nature and complexity of the particular purchase, technical analysis may be performed on the following relevant areas:
Depending on the nature and complexity of the particular purchase, analysis may be performed on the following information and items, so that an estimate of present supplier capacity can be known:
Certain business information may be obtained to determine that a potential supplier is capable. Sources of such information include:
- Records and experience data, including the knowledge of other contracting officers, purchasing specialists, and audit personnel.
- The supplier’s proposal information, business profile, financial data, information on production equipment, production data, questionnaire replies, and personnel information.
- Subcontractors, customers, financial institutions, and government agencies that have done business with the supplier.
- Business and trade associations.
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