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

  • Agencies submit a vendor performance report (VPR) within 30 days of the reporting event. A letter grade is determined based on the contract specifications identified during contract awarding.
  • Details of the report, including the report grade, are emailed to the vendor.
    • Report grades of “A”, “B” and “C” will auto-generate and a vendor response will not be accepted.
    • Report grades of “D” and “F,” a vendor may submit a vendor response within 30 calendar days.
  • Vendor responses are forwarded to the submitting agency for its review and consideration. The agency can determine whether changes/revisions will be made to the VPR at its discretion..
  • Vendor and agency comments are added to the VPR prior to publication.
  • Both vendor and agency comments are limited to 4,000 characters. The report will automatically truncate the submitted comments after the limited amount is reached.

View details on the process for the vendors.

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.

The agency purchases 25 chairs for a classroom setting. The contract specifications detail the chairs must be:

  1. Red,
  2. No less than 25 inches in height,
  3. Must have wheels, and
  4. Adjustable armrest

The scenario delivery date is June 1, 2020. The agency has purchased the particular chairs meeting both the best value criteria and the vendor can supply the chairs which meet the contract specifications.

Red Chair Scenario
Letter Grade Vendor's Scenario Outcome
A The chairs were delivered on time and meet the specifications in the contract.
B 24 red chairs and 1 blue chair were delivered on time. The vendor replaced the wrong chair within 24 hours after notification.
C 20 blue chairs and 5 red chairs were delivered on time. The vendor replaced the wrong chairs within 48 hours after notification.
D 20 blue chairs and 5 red chairs were delivered after the delivery date. The vendor notified agency that red chairs won’t be available for 2 weeks due to manufacturing delay.
F 25 blue chairs were delivered after the delivery date. Upon delivery, the vendor informed the agency that the red chairs were discontinued prior to contract execution.

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