purchasing

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 awarding process.

The Comptroller is required to provide VPTS under Texas Government Code, §2262.055, and 34 Texas Administrative Code (TAC), §20.509 and §20.115. Govt. Code §2155.089 requires agencies to report vendor performance for purchases over $25,000 from contracts administered by the CPA or any other purchase over $25,000 made through delegated authority granted by CPA; purchases made other entities pursuant to Govt. Code Chapter 10, Subtitle D, or purchases exempt from CPA procurement rules and procedures. Agencies are also encouraged to report vendor performance on purchases under $25,000 and associated with purchase orders issued throughout the life of a contract, not just at its conclusion.

The system:

  • tracks and provides performance scores for all vendors issued purchase orders from a CPA term contract.
  • 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 and inactive Centralized Master Bidders List (CMBL) vendors, as well as vendors not on the CMBL.

Exemptions:

  • Inter-agency contracts
  • Inter-local agreements
  • Memorandums of understanding
  • Sub-contracts issued by a company with which the state has a contract
  • Grant-funded procurements that are determined to be subrecipient or recipient by the respective state agency
  • Grant-funded procurements that are determined to be a contractor by the respective agency are required to comply with vendor performance reporting.

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 grades (A-F) in five measurable categories for the CMBL vendors; and
  • track vendor performance for delegated and exempt purchases.

Vendor Performance Report

Submit a vendor performance report through the CPA Portal.

After submission: The vendor has 30 calendar days to respond to the report if the vendor has received a score of less than a “C.” Vendor responses are forwarded to the agency that initially submitted the vendor performance report for review. The SPD will work with the agency and vendor to achieve resolution for concerns raised. Once resolved, vendor and agency comments are added to the report. Both vendor and agency comments are limited to 4,000 characters. If more than 4,000 characters are submitted, the report will automatically truncate the remainder of the submitted comments.

The Comptroller reserves the right to eliminate any derogatory or otherwise inappropriate language from submitted comments. The Comptroller reserves the right to redact or modify personally identifying information submitted in vendor or agency comments.

Protesting a Report Grade

Vendors may submit a protest for a grade BELOW a “C” and posted within the last ten (10) days. Protests for report grades posted more than ten (10) days prior to the submission of the protest will not be accepted. Protests for report grades of “A”, “B”, or “C” will not be accepted and cannot be protested.

To file a protest of a Vendor Performance Tracking System score, please fill out the Vendor Protest Form and e-mail it to vendor.performance@cpa.texas.gov.