CE01b FLS Civils KPIs

Information

Select Forest Region
- South Region East (Selkirk)
- South Region East (Ae)
- South Region West (Galloway)
Framework Call Off Number and Title
Appointed Contractor
- AMD Contract Services
- GTR Contracts
- Ewart Excavations
- Scott Young & Sons Ltd
- W Marchbank
- Solway Plant Hire
- Nithvalley
- Cubby Construction
- G Irvine & Sons
- Glendinning Groundworks
Conducted on
Prepared by

KPI's

Key Performance Indicators (KPI)
The scoring matrix below will be completed by the Contract Manager to record performance at annual or key review meetings. The Contract Manager and Supplier will discuss these scores as a means of reviewing delivery against the following criteria.
A score will be assigned to the contract on the same scale as below; 1 – Major Concerns, 2 – Minor Concerns, 3 – Compliant, 4 - Exceeds Expectation. Subject to change. A score of 1 is potentially a serious breach of contract and may lead to contract / Framework review and possibly termination.
Delivery, On time and to the Specification.
The service/works frequently does not meet the timetable and/or frequently does not meet the requirements set out in the Specification, Appendices and/or the task order.
The service/works frequently does not meet the timetable and/or frequently does not meet the requirements set out in the Specification, Appendices and/or the task order.
The service/works complies with the timetable and the requirements set out in the Specification, Appendices and/or the task order.
The service exceeds the timetable and the requirements set out in the Specification, Appendices and/or the task order.
Compliance with Relevant Standards; 1) FISA Guides; https://www.ukfisa.com/safety-information/safety-library/fisa-safety-guides.html 2) UK Forestry Standard - https://www.forestry.gov.uk/ukfs; 3) UK Woodland Assurance Standard (UKWAS) - http://ukwas.org.uk/ 4) Water Environment (Controlled Activities) (Scotland) Regulations 2011 - https://www.sepa.org.uk/regulations/water/; FLS Civil Engineering handbook CDM Regulations Quarries Regulations
The supplier does not promote or identify process improvements which have a positive contribution to compliance with relevant standards
The supplier responds to requests to promote or identify process improvements which have a positive contribution to compliance with relevant standards
The supplier works with the buyer in identifying opportunities to promote or improve process improvements which have a positive contribution to compliance relevant standards
The supplier is proactive in identifying opportunities to promote or improve process improvements which have a positive contribution to compliance with relevant standards
Commitment to; Fair Work Practices, Modern Slavery Act 2015 and, Community Benefits (if offered)
The supplier is not complying with the Modern Slavery Act 2015 and/or is not meeting their commitment to Fair Work Practices and/or Community Benefits
The supplier is complying most of the time with the Modern Slavery Act 2015 and/or is not meeting their commitment to Fair Work Practices and/or Community Benefits
The supplier is complying with the Modern Slavery Act 2015 and is meeting their commitment to Fair Work Practices and Community Benefits
The supplier is proactive in identifying opportunities to promote or make improvements which have a positive contribution to Fair Work Practices, combating Modern Slavery and Community Benefits
Safety The supplier complies with all Health and Safety as per the specification.
The supplier is not complying with Health and Safety as per the specification
The supplier rectifies any breaches on Health and Safety to comply with the specification
The supplier is complying with Health and Safety in line with the specification
The supplier is proactive in identifying opportunities to promote or make improvements which have a positive contribution to Health and Safety.
Cost Invoice Accuracy - Invoice queries resolved within 24 hours
Invoices are frequently incorrect, invoices are unclear and queries are seldom resolved within 24 hours
Occasional problems with the accuracy of invoices, generally invoice queries are resolved within 24 hours
Invoices provide detailed, accurate cost information; queries seldom occur but are always resolved on the day they are raised.
The supplier is proactive in identifying opportunities to improve the invoice process to reduce error
Sustainability Corporate Social Responsibility Such as - Promotion of 'Green/Recycled' products - Opportunities to reduce number of deliveries (consolidate) - Initiatives that impact upon organisations green agenda
The supplier does not promote products or identify process improvements which have a positive contribution to CSR
The supplier responds to requests to promote products or identify process improvements which have a positive contribution to CSR
The supplier works with the buyer in identifying opportunities to provide products or improve process improvements which have a positive contribution to CSR
The supplier is proactive in identifying opportunities to provide products or improve process improvements which have a positive contribution to CSR
Service - Effective account management - queries dealt with/improvement suggestions made where appropriate - Effective customer service - queries dealt with promptly/appropriate information supplied - Effective communication - supplier ensures there is regular contact and advises of any new products or additional service benefits
The supplier does not readily respond to enquiries or requests. The buyer is required to repeat requests. Communication between the supplier and buyer is virtually non-existent
Generally responses to enquiries or requests are dealt with timely, however there are occasions when these have to be repeated. Communication channels between the buyer and supplier are not as effective as they could be
Consistently good response to enquiries and requests. Buyer and supplier have effective communication channels
Anticipates and responds to emerging requirements. Responses provide suggestions for improvement. Supplier is pro-active in ensuring effective communication channels
Complaints - Resolved by first point of contact
A large number of complaints are received from end-users and the supplier does not readily respond or take corrective action. Disputes have to be escalated, with no recognition by the supplier of the need to improve performance
There are only a small number of complaints or disputes, the response is usually positive and corrective action is taken if required, without the need to escalate.
- New Road Formation
- New Road Complete
- Upgrade
- Culvert/s
- Harvest Facilities
- Ditching
- Resurfacing/Patching
- Veg Control
- Quarrying
- Bridge Maintenance
- New Road Surfacing
- High Brashing
- Harvest Damage
- Storm Repair
- Grading & Rolling
- Quarry Safety
- Rally Prep
- Rally Repair
- Bitmac Repair
- Recreational Works
- Other
Complaints or disputes are minimal, but are always dealt with effectively without the need to escalate and corrective action is taken if required.
The supplier is proactive in identifying potential areas where complaints or disputes may occur and works with the buyer in taking measures to mitigate against them.
Management Information To be provided in the agreed format and within the agreed timeline with the specific organisation
The supplier does not provide the required Management Information in the agreed format and within the agreed timeline
Generally provides the required Management Information in the agreed format and within the agreed timeline
Consistently provides the required Management Information in the agreed format and within the agreed timeline
Anticipates and responds to ad-hoc Management Information whilst providing the required Management Information in the agreed format and within the agreed timeline
Communication
The supplier does not communicate effectively and issues raised by the customer are not responded to, or managed effectively
Communication is generally instigated by the buyer, and the suppliers response is slow and / or needs pursued for a response
Communication is generally instigated by the buyer, but the supplier promptly responds to issues or enquiries
The supplier is proactive in establishing communication and immediately responds to issues as & when they arise
Select Total Score - Maximum Available is 40
- Below 10
- Below 25
- 26/40
- 27/40
- 28/40
- 29/40
- 30/40
- 31/40
- 32/40
- 33/40
- 34/40
- 35/40
- 36/40
- 37/40
- 38/40
- 39/40
- 40/40
Add Pictures for Evidence if required
Contractors Comments if any
Contractors Signature of Acceptance or Rejection to KPIs. Note: If rejection, Contractor must confirm by email why these have been rejected giving their reasons and this will be attached to this document for Audit Purposes.