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Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013
Contents
1 General ............................................................................................................................................2
2 Performance Reports ....................................................................................................................2
2.1 Part A – Pre Construction ............................................................................................................... 2
2.2 Part B – Post Construction .............................................................................................................. 2
3 Process ...........................................................................................................................................2
4 Initiation ..........................................................................................................................................3
4.1 Initiation of Contract (C7561.1) ....................................................................................................... 3
5 Delivery ...........................................................................................................................................3
5.1 Milestone Performance Evaluation (C7561.2) ................................................................................ 3
5.2 Finalisation ...................................................................................................................................... 4
5.2.1 Finalisation of service (C7561.3) ....................................................................................4
5.3 Review ............................................................................................................................................ 4
5.3.1 Post Construction (C7563) .............................................................................................4
5.3.2 Assessment of Design ....................................................................................................4
5.3.3 Cooperation ....................................................................................................................4
5.4 Assessment .................................................................................................................................... 5
5.4.1 Performance Assessment ..............................................................................................6
5.4.2 Interpretation of Results .................................................................................................6
5.4.3 Key Assessment Characteristics ....................................................................................6
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 i
1 General
Performance Report – Part A & B is used in assessing the performance of consultants on engineering
projects. The format is structured around simplifying and streamlining individual reporting requirements,
whilst also providing departmental staff with a greater emphasis in managing the delivery of engineering
projects.
This User Guide represents changes incorporated from industry and regional staff on improving the
previously used assessment methodology for engineering designers. Keeping with the spirit of Manual –
Consultants for Engineering Projects, this methodology highlights further relational and contractual benefits
to the Principal and Consultant.
• enabling regions to invite consultants in a manner that will balance workloads according to
their current capacity.
These benefits align with improvements highlighted in the reports “Guide to leading Practice for Dispute
Avoidance and Resolution” 1 and “Dispute Avoidance and Resolution (DAR)” 2 , where improved delivery
through better relationships, management, client leadership and dispute mitigation were cited.
Assessments undertaken will also provide the department with a clearer understanding of impacts
associated with the quality of design documentation and briefs.
2 Performance Reports
2.1 Part A – Pre Construction
Post Construction (C7563) is to be undertaken at the completion of the construction contract. The
information collated from the form is to be forwarded to the Prequalification Committee.
As with the Part A reports, it is envisaged that the Principal (or representative), Superintendent and
Consultant complete the report together so that any deliberation on results or comments can be made and
discussed jointly. This method highlights further a relational environment of improvement and learning.
3 Process
It is essential that all forms are completed and forwarded to the Prequalification Committee for reporting
purposes. The details contained provide information relevant to four stages within the contract – Initiation,
Delivery, Finalisation and Review.
1 “Guide to leading Practice for Dispute Avoidance and Resolution”, CRC-CI, 2009
2 “DAR: Dispute Avoidance and Resolution”, TMR 2009
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 2
The Process Flow Chart (Figure 1) provides the process to be followed in completing all required stages of
consultant engagement.
It is required that the subject line in the email contains the contract number and the type of performance
report attached.
4 Initiation
4.1 Initiation of Contract (C7561.1)
The Initiation of Contract form is to be completed as a stand alone document at the commencement of the
consultancy. The purpose of completing this form at an early stage is to provide contract information from
the Regions to the Prequalification Committee. This addresses the notion of the department not knowing
consultant engagement and capacity across the state.
5 Delivery
5.1 Milestone Performance Evaluation (C7561.2)
The Milestone Performance Evaluation form provides the ability for consultants to actively engage in the
performance assessment alongside the Principal. This enables both parties to discuss an agreed score for
each of the four elements of assessment:
• Relationship Management
• Quality of Deliverables
It is anticipated that the milestones will take place during agreed times as detailed in the project schedule.
Minimum assessment requirements are indicated for varying contract sizes in Table 1 – Minimum
performance assessment requirements. The Principal and the Consultant will be required to provide
individual and agreed assessments to ensure fair and equitable responses are achieved.
Contract Size
Small Medium Large
• Complete Finalisation form • Complete Milestone • Complete Milestone
(C7561.3) Performance Evaluation form Performance Evaluation
• Milestone Performance (C7561.2) at milestones/hold form (C7561.2) monthly
Evaluation (C7561.2) form points
not required
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 3
5.2 Finalisation
The Finalisation form is to provide regions, consultants and the Prequalification Committee with information
that can assist in the engagement of future projects and delivery requirements for engineering consultants.
The results for undertaking this assessment may impact on the Consultant’s prequalification, where
performance can reflect unfavourably on their prequalification level or, alternatively, assist in upgrading of
prequalification levels.
Transport and Main Roads benefits from understanding prevailing consultant challenges which assists in
inviting consultants to offer on future projects. This system will also contribute information for use in
decision making and policy development for consultant engagement.
5.3 Review
The Post Construction form provides the Principal and Consultant with knowledge relating to the impacts of
the design service provided. Delivery is assessed by the Contract Administrator/Superintendent against the
following engineering outputs:
• Cooperation
The Post Construction form also allows for comments by the Preconstruction Project Manager on the
Design.
The Post Construction forms are required to be completed within four (4) weeks of the completion of
construction works. It is essential that this information be supplied to the Prequalification Committee as it
can have implications to the Consultant’s prequalification.
The assessment of the design provides indication of the level of competency in the design. The design is
assessed against design errors/omissions, constructability, requests for review of the design and rework
requested by the construction contractor.
5.3.3 Cooperation
The level of liaison and cooperation between the Consultant and Contract Administrator is measured in this
section of post construction. This provides regions and the Prequalification Committee with relational
information regarding the Consultant’s ability to assist in the construction of their design following the
completion of their contract.
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 4
Figure 1 – Process Flow Chart
5.4 Assessment
Performance Scores are defined in Table 2. These values are to be recorded in the Milestone Performance
Evaluation and Finalisation forms for the Principal, Consultant and/or other parties (if represented). Agreed
scores will require deliberation by the Principal and Consultant.
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 5
5.4.1 Performance Assessment
The Performance Assessment Score is calculated as the sum of the five weighted Agreed scores
obtained for each criterion. Each of the criteria is weighted according to the weightings used in the
assessment of offers 3. The default weightings for each criterion are:
In the instance that an agreed score cannot be negotiated, the lower of the two scores will be used only
when there is sufficient evidence to support the decision. The Performance Assessment Score, SPA, can
only be reported to two significant figures.
Additional characteristics that are not represented in the master list will require prior approval from the
Prequalification Committee. This occurrence should initially be noted at the time of issuing an offer, where
the consultant would have been assessed against the characteristic.
3 Clause 7.2 – Offer Assessment Non-financial Criteria Manual – Conditions for Engineering Projects, TMR
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 6
Attachments
Table 2 – Performance Scores
Definition Score
Unsatisfactory performance. Does not meet expectations of most characteristics 1
Lower than expected performance. Does not meet expectations of a number of 2
characteristics.
Adequate performance. Meets expectations. Acceptable / Adequate. 3
Good performance. Exceeds expectations in a number of characteristics. 4
Excellent performance. Significantly exceeds expectations in regard to most 5
characteristics.
5 Note the benefits to the business and the contract through strong
relationships to Prequalification Committee.
1 Review suitability of consultant for contract
Local 2 Agree to appropriate measurement in upcoming review of process
Knowledge
and 3 No additional considerations required
Interfaces 4 Notes of improved Local Knowledge and Interfaces to be recorded
(LKI)
5 Note any benefits or efficient practices to be provided to Prequalification
Committee
1 Review suitability of consultant for contract
2 Detail improvement and course of action and measure success in
Quality of forthcoming reviews
Deliverables 3 No additional considerations required
(QD)
4 Note type and benefit of better than required deliverables
5 Note exceptional work produced and quality achieved and advise
Prequalification Committee
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 7
Table 4 – Key Assessment Characteristics
How well did the Key Team Members apply their technical skills to suit the requirements of this
project in relation to:
Road Design Delivering project outputs appropriate for
- Geometric Design, including their intended use
channelised intersections and - Application of design theory, including the
interchanges integration of work package components to
- Geotechnical & Pavement Design e.g. the project
use of local materials - Appropriate outputs:
- Hydraulics e.g. characteristics of local - Drawings - design, resumptions,
flooding conditions, the design of limited access, construction tables
floodways - Supplementary specifications
- Landscaping e.g. species suitable for - Schedules
local conditions and circumstances - Estimates
- Public Utility Plant - Electronic models
Technical Skills of Team Members
How well was the consultant’s application of project management in consideration of the following:
- Fully understanding the problem - Follow the agreed program (e.g. Gantt chart)
- Fully understanding and achieving the - Deliver the consultant services on time
corporate objective (Strategic Fit) - Deliver the consultant services to budget
- Achieving the required function (operational) - Delivery the consultant services to the
Delivering the Service
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 8
Performance Report, Part A and B, Consultant for Engineering Projects
How well did the consultant commit to working in a relational manner using appropriate relationship
management behaviours including:
Relationship Management
How well did the consultant demonstrate its approach to undertaking and managing the project
team interface?
Interfaces
How well did the Consultant demonstrate its commitment to quality, including how this was put into
Deliverables
Quality of
Manual, Consultants for Engineering Projects, Transport and Main Roads, September 2013 1