QUESTIONS FOR REFERENCE CHECKS

Only references supplied by the bidder should be contacted. However, in addition to this and as per the ministry’s standard Request for Proposal, Invitation to Tender, and Request for Expressions of Interest templates, staff can additionally conduct reference checks from any Natural Resource Sector ministry or other Provincial government office in which the bidder has been under contract.

A historical assessment of past performance on ministry contracts can be initiated through the completed Contract/Contractor Evaluation Forms located on the SharePoint site located at:
https://spc-flnr.gov.bc.ca/HFM-CCE/Completed%20Contractor%20Evaluation%20Forms/Home.aspx

Contact at least three, and preferably four, references to confirm satisfactory performance. If past performance appears poor, obtain objective evidence and fact-based observations (gained from written project evaluations, performance records, payment certificates, etc.). Disqualifying a bidder on the basis of subjective information (e.g., he or she was “hard to deal with”) is difficult to defend unless the ministry can document it as widespread and consistent.

You can probe various points and direct your questions based on the answers you get. Be sure to speak to someone who was directly involved in the previous contract(s). Also make sure the bidder was directly involved with the contract you are checking.

Any negative response will require full investigation of the facts that lead up to the occurrence or situation. Ask for evidentiary documentation of the contractor’s performance, compliance orders and the contractor’s related responses and if the occurrence was remedied satisfactorily, etc.

The ministry has an obligation to fairly and thoroughly investigate a negative reference check; you must ensure there is validity to the statements being relied on. If a reference reveals an item or situation in which the contractor may have already rectified the problem, ask the contractor to provide proof (for example, reference check shows production rates not being met due to lack of personnel, therefore, ask the contractor to show proof of adequate personnel).

Sample Questions

Some of the following questions may be useful to you. Expect to call at least three references as it is very difficult to get all of the information needed to get corroborating information on the critical areas of a bidder’s capability from only one or two references. Be sure to ask all references the same questions and keep a written record of responses.

To demonstrate ministry tendering transparency, the questions to be asked of referees can form part of your request for proposal or tender package. If this is done, DO NOT change the questions after tender/proposal closing.

QUESTIONS FOR REFERENCE CHECKS

NATURAL RESOURCE SECTOR

Confidential When Completed

Contract/File No: insert contract/file number
Ministry: Ministry Name / Office: Branch/Office name
Name of Vendor Being Evaluated: insert vendor name
Name of Organization and Individual Providing Reference: insert individual's name
What was the purpose, size, and location of contracts the contractor completed in the past ______years?
Purpose/Scope Size Location
1. 
2. 
3. 
4. 
5. 
6. 
Were the contractor’s qualifications sufficient for the project?
q Yes q No
Comments:
Did the contractor demonstrate any lack of experience?
q Yes q No
Comments:
Was the contractor up-to-date with necessary technology?
q Yes q No
Comments:
Did you or should you have reported the contractor to its professional association?
q Yes q No q N/A
Comments:
Was the contractor available and able to manage the contract?
q Yes q No
Comments:
Did the contractor have and maintain sufficient resources (equipment, supplies, and personnel) for the duration of the contract?
q Yes q No
Comments:
Did the contractor employ qualified workers and supervisory staff and subcontractors?
q Yes q No
Are there any of the contractor’s Key Personnel you would not approve of and why not? What were their roles and responsibilities under the contract?
Name Role Reason
1. 
2. 
3. 
Comments:
Are there any of the contractor’s subcontractors you would not approve of and why not? What activities did they perform under the contract?
Name Activity Reason
1. 
2. 
3. 
Comments:
Did the contractor demonstrate the ability to recruit, train and supervise staff?
q Yes q No
Comments:
Is the contractor currently engaged in a contract with you? If so what is the contract’s size and completion schedule?
q Yes q No
Comments:
Did the contractor complete the work on the original schedule and budget? If not, were the changes/extra costs justified?
q Yes q No
Comments:
Did the contractor perform to the standards and the planned schedule? [Did the contractor complete the work to a high or medium or low standard? Did the contractor meet the completion date(s)?]
q Yes q No
Comments:
Were there any fines, penalties, or assessments issued under a contract for failure to comply?
q Yes q No
Comments:
Were any contract performance securities forfeited under a contract? If so, why?
q Yes q No
Comments:
Have you had to cancel a contract with the contractor and if so, why?
q Yes q No
Comments:
Were there any criminal charges or convictions against the contractor (e.g., tree-stashing, fraud, criminal harassment, etc.) or in respect of an offense under a forest or environmental practice in BC?
q Yes q No
Comments:
Was the contractor co-operative and responsive when dealing with compliance inspections?
q Yes q No
Comments:
Did the contractor respond appropriately to compliance orders/requirements to rectify and were deadlines for rectification met?
q Yes q No
Comments:
Did the contractor carefully plan the work?
q Yes q No
Comments:
Did the contractor thoroughly explore the advantages and disadvantages of all reasonable alternatives before making recommendations?
q Yes q No
Comments:
Did the contractor submit appropriate invoices and on time?
q Yes q No
Comments:
Did the contractor work/communicate constructively with you?
q Yes q No
Comments:
Did the contractor take care of their safety obligations?
q Yes q No
Comments:
Were there any valid and legal claims from subcontractors, employees, or suppliers of non-payment?
q Yes q No
Comments:
Were the contractor’s findings, conclusions and recommendations explained and reported clearly?
q Yes q No
Comments:
Did the contract meet the original objective?
q Yes q No
Comments:
Would you engage this Contractor again? If no, why not?
q Yes q No
Comments:
Are you aware of any other organizations this contractor has legal or operational control over or is not acting at arm’s length with?
q Yes q No
Comments:
Is there anything else that would affect the overall reference of this Contractor?

Note your conversation and any other items that come up regarding the ability of the contractor.

DATE: YY-MM-DD / CONTRACT MANAGER/QUALIFIED RECEIVER OR PROGRAM MANAGER/EXPENSE AUTHORITY:
PRINTED NAME / SIGNATURE

NRS1305 Questions for Reference Checks CSNR-FSB Rev. March 28, 21014 Page 6 of 6