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The supplier evaluation process is a key means of achieving competitive advantage and maximum value for money. Supplier-specific performance evaluation factors such as past performance and supplier capability are carefully evaluated to determine which suppliers to include on the prequalified list.
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 ensure quality suppliers. Past performance evaluations should include 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, a commitment to customer satisfaction, and of integrity and ethics.
- Cost control — a record of forecasting and containing costs on changes and cost-reimbursement contracts.
Emphasis should be placed on comparison with similar contracts held by the Postal Service when evaluating past performance. If a newly established supplier cannot provide past performance information, past performance of the supplier’s key personnel on similar projects may be evaluated.
Supplier capability is evaluated to determine a supplier’s ability to perform upon award of a contract. It should be used as a snapshot of the quality and reliability of that performance. Certain key areas must be considered when determining a supplier’s capability. To be deemed capable, the supplier must:
- Have, or have the ability to obtain, adequate resources to perform the work (e.g., financial, technical).
- Be able to meet the required or proposed delivery schedule, considering all existing commitments, including awards pending.
- Have a good record of integrity and business ethics.
- Have a good quality control program that complies with RFP requirements.
- Have the necessary organization, experience, accounting and operational controls, technical skills, and production and property controls.
- Have, or have the ability to obtain, the necessary production, construction, and technical equipment and facilities.
- Be otherwise qualified and eligible to receive an award under applicable laws and regulations.
Certain business information must be obtained to determine that a supplier is capable. Sources of such information include:
- The Postal Service list of debarred and suspended suppliers and the General Services Administration (GSA) consolidated list of suppliers debarred, suspended, or declared ineligible.
- Whether the Postal Service has decided to decline to accept or consider proposals from the supplier (see CFR 601.108).
- Records and experience data, including the knowledge of other COs, 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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