Vendor Performance Tracking System
The Vendor Performance Tracking System (VPTS) provides the state procurement community with a comprehensive tool for evaluating vendor performance to reduce risk in the contract award process. The VPTS tracks exceptional, satisfactory and unsatisfactory vendor performance.
Through the use of data obtained through Vendor Performance Forms (VPFs), the system tracks and provides performance scores for all vendors issued Purchase Orders by CPA.
The VPTS also tracks performance for vendors that were awarded contracts through delegated and exempt purchasing methods that have received performance evaluations. Agencies may report on performance for both active Centralized Master Bidder List (CMBL) vendors and vendors that are not active on the CMBL.
Purpose
The purpose of the Vendor Performance Tracking System is to:
- Identify vendors that have exceptional performance.
- Aid purchasers in making a best value determination based on vendor past performance.
- Protect the state from vendors with unethical business practices.
- Provide performance scores in four measurable categories for the CMBL vendors.
- Track vendor performance for delegated and exempt purchases.
Vendor Performance Scoring
Vendors performance scores ranging from 0 to 100% are broken into four categories:
- Commodity delivery
- Service delivery
- Commodity performance
- Service performance
The scoring system begins to actively tally the score after 10 purchase orders. Scores over two years old are not used in calculations. Each purchase order without a complaint provides a positive score of 100% for that vendor. Each negative VPF counts as a 0 in the corresponding category. The scores are averaged for each category.
Example: Ten purchase orders have been issued to a vendor. Nine purchase orders do not have associated complaints. One of the purchase orders resulted in an unsatisfactory commodity delivery. A VPF with an unsatisfactory commodity delivery has been issued. The vendor's commodity delivery score would be 90% (100+100+100+100+100+100+100+100+100+0 ÷ 10 or 900 ÷ 10). The vendor's commodity performance score would be 100 because there are no negative reports against that category.
Vendor Performance Form
Submit a vendor performance form through the CPA Web Applications Portal.
After Submittal
The vendor has 14 calendar days to respond to the report if unsatisfactory codes are included. If the vendor does not respond, and the purchase order was issued from a CPA term contract, TPASS will send the vendor a letter explaining the importance of doing so and setting another deadline. Responses are sent to the agency which originally submitted the Vendor Performance Report for review. TPASS will work with the agency and vendor to achieve resolution for concerns raised. Once resolved, vendor and agency comments are added to the report and it is finalized and closed.
If no response is received to the follow-up letter, the Vendor Performance Coordinator will pursue resolution by alternate means.
If the unsatisfactory report is not from a CPA term contract, it will be referred back to the agency issuing the purchase order for resolution. A notation will be added to the Vendor Performance Report noting the referral.
Searching Vendor Performance Information
Vendor Performance Tracking System information for CMBL, non-CMBL, delegated, and exempt vendors can now be found by searching the CMBL. Vendor Performance Scores are displayed on the individual vendor's page.
Contact Information
For more information, please contact the Vendor Relations program at vendor.performance@cpa.state.tx.us or call (512) 463-2650.