Facilities Management Project
Assessment and Evaluation Process
POLICY
Issued: April 1, 2012
PURPOSE
Facilities Management is committed to continuous improvement in the performance of project delivery. To ensure
we are providing the best quality of project delivery FM has developed the Project Assessment process. Project
Assessments are an opportunity to measure the performance of our Vendors and Project Delivery process and
are required to be completed for all projects.
Evaluations are completed for each of our Professional Services contracts (A/E, Construction Manager) and
Construction Contracts. Through the evaluations FM can assess not only vendor performance but also discover
opportunities to improve how vendors are managed by Plant Operations and Project Staff. Evaluations are
required for all projects using external (non-UH) vendors.
Professional Services firms will be evaluated at the completion of the design phase and again at project
completion. Construction contractors will be evaluated at project completion.
Customers will also evaluate all members of the project team as applicable, after project completion.
DEFINITIONS
FM – Facilities Management
PM – Project Manager
A/E – Architecture/Engineering
FSC – Facilities Services Coordinator
FPAC – Facilities Project & Admin. Coordinator
POLICY GUIDELINES
Professional Service Evaluations
Upon Completion of Final Billing on a Professional Services Contract the PM will complete the “Professional
Services Evaluation Form”. The form can be found on the Facilities Management Project Delivery Website. The
PM will use this form for all professional service contracts and note whether they are evaluating them on
Architectural Services, Engineering Services or Other Services. If Other Services they must also list the type of
services evaluated
The PM will then Score the vendor on the 10 criteria list on the form. Scores will be between 1 and 10 with a total
score out of 100. PM can also add additional comments to support their evaluation. If a score is under 80,
comments as to what caused the score are required.
Construction Service Evaluations
Upon Completion of Final Billing on a Construction Contract the PM will complete the “Construction Contractor
Evaluation Form”. The form can be found on the Facilities Management Project Delivery Website. The PM will use
this form for all Construction contracts and note whether they are evaluating them as a General Contractor or as a
specialty such as Flooring/Glazing etc.
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Facilities Management Project
Assessment and Evaluation Process
The PM will then Score the vendor on the 10 criteria list on the form. Scores will be between 1 and 10 with a total
score out of 100. PM can also add additional comments to support their evaluation. If a score is under 80
comments as to what caused the score are required.
PM Evaluations
On receipt of a Project Close Out and Reporting Form the assigned FSC will issue the client a “Facilities
Management Project Delivery Assessment” form. This form is a series of questions for the Client to evaluate the
handling of the project with scores ranging from 1 through 5 for each question.
All completed forms will be returned to the FPAC for submittal to the FSC for reporting purposes. . The FSC will
keep track of all submitting evaluations and forward them to the Director of Minor & Planned Projects or other
supervisor as required. The results of the surveys will be reviewed by the FM Leadership team on a monthly and
quarterly basis.
Submittal Process
The PM will be responsible for submitting a Project Close Out and Reporting Form to the FPAC once the project
has been completed. The FPAC will initiate distribution of the Vendor/PM Evaluation Form to the
customer/department contact. A total of five (5) business days will be given to the customer to complete
evaluation form. The FPAC will be responsible for distribution and receipt of all completed evaluations. Once the
completed forms are received, the FPAC will submit to the FM Administration Team for reporting and analysis.
Reporting Process
Once the evaluation form is received by the FM Administration Team, the FSC will input evaluation ratings
comments into the Vendor/PM Evaluation database for reporting purposes. The FSC will be responsible for
reporting and submitting rating information quarterly to Executive Director of Facilities Management and monthly
to Director of Minor & Planned Projects.
Reporting
1) Average score of PM performance
2) Average PM communications score.
3) Overall FM project manager score.
4) Average score of project schedule management
5) Average score of project cost management
6) Average score of IT project component.
7) Average score of control and security project component.
8) Average score of overall project quality and experience.
9) Number of evaluations received monthly/quarterly.
10) Number of customers evaluated.
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