purchasing

Vendor Performance
Tracking System (VPTS)

Overview

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 awarding process. VPTS is maintained by the Statewide Procurement Division (SPD) of the Texas Comptroller of Public Accounts (CPA). State agencies are required to utilize the VPTS to determine whether to award a contract to a vendor based on past performance, which includes review and consideration of published vendor performance reports. Vendor reporting allows agencies to share vendor performance information and assist in efficient oversight of state contracts.

State agencies are required to report vendor performance for any purchase of goods or services exceeding $25,000 and during key milestones identified in the contract if the value of the contract exceeds $5 million. In addition, at least once each year during the term of the contract.

Purpose

• provide detailed vendor performance information;
• help contracting agencies make a best-value determination based on past vendor performance;
• reduce the risk in contract awarding; and
• provide five measurable categories for rating performance (report grades A–F).

Process

VPTS Grading System

Grade A

A state agency shall assign an “A” when it determines that the vendor significantly exceeded the requirements of the purchase order or contract to the state's benefit, that any problems with the purchase order or contract were minor and that corrective actions taken by the vendor to address such problems were highly effective. If the best-value standard was used to award the purchase order or contract, an “A” means that the vendor satisfied that standard.

Grade B

A state agency shall assign a “B” when it determines that the vendor exceeded some requirements of the purchase order or contract to the state's benefit, that any problems with the purchase order or contract were minor and that corrective actions taken by the vendor to address such problems were effective. If the best-value standard was used to award the purchase order or contract, a “B” means that the vendor satisfied that standard.

Grade C

A state agency shall assign a “C” when it determines that the vendor met the requirements of the purchase order or contract and that corrective actions taken by the vendor to address minor problems were satisfactory. If the best-value standard was used to award the purchase order or contract, a “C” means that the vendor satisfied that standard but that the vendor's performance did not merit an “A” or “B.”

Grade D

A state agency shall assign a “D” when it determines that the vendor did not meet some of the requirements of the purchase order or contract, that problems with the purchase order or contract were serious and that corrective actions taken by the vendor to address such problems were only marginally effective or not fully implemented. If the best-value standard was used to award the purchase order or contract, a “D” means that the vendor did not satisfy that standard.

Grade F

A state agency shall assign an “F” when it determines that the vendor did not meet the requirements of the purchase order or contract, that problems with the purchase order or contract were serious and that corrective actions taken by the vendor to address such problems were ineffective. If the best-value standard was used to award the purchase order or contract, an “F” means that the vendor did not satisfy that standard.

Questions?

We’re available Monday-Friday, 8:00 a.m.to 5:00 p.m.,CST
Contact info

For technical issues call 512-463-3034, option 1
or email txsmartbuy@cpa.texas.gov

For other questions call 512-463-3913
or email vendor.performance@cpa.texas.gov