Successful agencies embrace their vendors, understand the added value good vendors bring and view them as partners to help them achieve their goals. The Vendor Performance Tracking System (VPTS) evaluates vendor performance and affects the vendor’s eligibility for state contracting. The VPTS provides state agencies with a system to evaluate, select and then reevaluate vendors to reduce risk in the contract awarding process.
|Type of Review||Reason|
|Annual||Reporting a vendor's performance annually.|
|Purchase orders exceeding $25,000||Reporting a vendor's performance for a purchase order that has exceeded the $25,000 threshold.|
|Key milestones (if value of a contract exceeds $5 million||If the value of a contract exceeds $5 million, within 30 days of completion of a key milestone and at least once each year during the term of the contract.|
|Contract/purchase order completion||Reporting a vendor's performance when the contract has reached contract and/or PO completion.|
A contractor's performance must be reported to VPTS once a contract with a value exceeding $25,000 is completed or otherwise terminated. If the value of the contract exceeds $5 million, the agency must review the contractor's performance at least once each year during the term of the contract and at each key milestone identified for the contract.
A statement must be placed in the Invitation for Bids and Request for Proposals stating that a vendor's past performance may be a best-value evaluation factor, and VPTS may be used as part of the best-value criteria. Please see the vendor performance best-value clause.
A report may only contain one purchase order number. If multiple purchase order numbers apply to a particular contract, separate reports must be entered per purchase order number.
Email firstname.lastname@example.org and type VENDOR PROFILE REGISTRATION in the subject line. SPD will create a new vendor profile to allow the submission of a vendor performance report.
Your email should include the following information:
Listed below are tips and tools to assist agencies to effectively rate vendors and track their performance.
|Quality of Goods/Services||Agencies should consider the strategy to utilize when monitoring the quality of the contractor's performance.|
|Timeliness of Delivery or Performance
(Deadlines, Milestones, Schedule)
|Agencies should review the major points of the contract with the vendor, such as the value of the contract, major performance milestones, deliverables, reports, meetings) and time and place of delivery.|
|Price/Budget||Monitoring the contract budget to ensure sufficient funds are available throughout the term of the contract.|
|Agency staff should exhibit a courteous, conscientious, and generally businesslike manner. Provide timely responses, to include appropriate and sympathetic interaction. Maintain a system which the agency and vendor can engage in exchanging verbal and/or written information.|
|Specific requirements included in the SOW||A description of the products and services to be provided by the vendor who is awarded the contract. The success or failure of a contract can usually be linked to the adequacy of the planning, analysis, and thoroughness of the scope of work. Time spent planning, analyzing, and drafting the scope of work will result in savings of time, resources and money, and will improve the quality of products and service provided.|
|Determination of rating||Accurately reporting contractor performance allows agencies to share vendor information and facilitates better oversight of state contracts. The monitoring activities chosen by the agency should be balanced in type, scope, and frequency to achieve the desired result for the particular procurement. Overly restrictive oversight may interfere with the contractor's ability to accomplish the work and may unnecessarily and inadvertently increase costs.|
If at the time of VPR entry, and the agency user receives an error message occurs, “The VID number you entered is not registered in our list.” SPD will create a vendor profile in VPTS, allowing a vendor performance report to be submitted for the specific vendor. In email format, type VENDOR PROFILE REGISTRATION in the subject line, submit an email to: email@example.com.
Provide the vendor information listed below:
Note: If an error message still occurs after the vendor profile has been created. Be sure to clear the Google Chrome cache/browser history.
We’re available Monday-Friday, 8:00 a.m.to 5:00 p.m.CST.
In 2015, the Texas Legislature passed House Bill 855, which requires state agencies to publish a list of the three most commonly used Web browsers on their websites. The Texas Comptroller’s most commonly used Web browsers are Google Chrome, Microsoft Internet Explorer and Apple Safari.