purchasing

Vendor Performance FAQ

How has the Vendor Performance Tracking System (VPTS) changed?

  • Vendor Performance Reports (VPR) will be required for contracts over $25K, just as they have been prior to SB20
  • Added best value criteria and whether the vendor met best value standard as determined by the agency
  • Accepting additional information in the system for instances of breach, fraud, or material misrepresentation
  • Continue collecting performance and resolution information
  • Grade will be assigned by the agency completing the report

What happens to the previous VPTS scores?

  • Previously entered scores are converted to bring them into the new A-F system required by SB20
  • Previously entered scores will be averaged with new scores
  • Scores and performance reports will continue to be public and on our website, however we are improving the ease of use and search functionality

What are grades used for?

  • During the contract development stage, contract specialists consider vendor performance when selecting a vendor
  • They do not just look at the score. Specialists read the reports and make their determination based on myriad factors

When is the appropriate time to submit a vendor performance report (VPR)?

Ordering agencies must report vendor performance — whether satisfactory, unsatisfactory or exceptional — on all purchases of $25,000 or more; the Comptroller strongly encourages reporting for purchases under $25,000 as well. Reporting is a valuable tool to assist purchasing entities in determining best-value. Reports should be entered not later than 30 calendar days after completion of the purchase or service.

How can I use the Vendor Performance Tracking System as part of the Best-Value criteria when evaluating a bid?

A statement will need to be placed in the IFB or RFP stating that vendor past performance may be a best-value evaluation factor and that the Vendor Performance Tracking system could be used as part of the best-value criteria. Please see the Vendor Performance Best-Value Clause.

When are vendor performance scores updated?

Vendor performance scores are updated daily. Delegated/exempt tallies and exceptional performance reports are updated as soon as they are finalized. When a VPR has been entered into the system, it is moved into a 14-day hold status to allow the vendor time to respond to the report if unsatisfactory codes are included. If the vendor does not respond to a negative review on a Statewide Procurement Division (SPD) term contract, SPD will work with the vendor and agency submitting the report to achieve resolution for concerns raised.

How does a state agency submit a VPR?

Contact your agency superuser to request access to the VPTS. Once your user account is created, you can enter a VPR through the Vendor Performance Reporting application.

How does a Texas Smartbuy Member submit a VPR?

Email the Vendor Performance program to request access or contact your superuser to submit a VPR. You will receive a confirmation email with instructions.

Do I submit reports on subcontractors to the company holding a state contract? What about memorandums of understanding, interagency contracts, and interlocal agreements?

All of these are exempt from the requirement to submit vendor performance reports.

Must I submit reports on procurements paid for with grant funds?

That depends. Grant-funded procurements are exempt from the reporting process IF the grant funds are directly used to carry out a state program or secure materials to do so. However, if the grant funds are spent for goods and services to support work required to complete the grant, vendor performance reporting is required.

Example: The purchase of vaccines paid for with grant funds for a state agency’s use to inoculate persons at a state facility is exempt from vendor performance reporting; purchase of refrigerators used to store the vaccines would not be exempt from vendor performance reporting.

How do I correct an error on a VPR after I have submitted it?

Please email the Vendor Performance Program with the information listed below: Please do not submit a second report.

  1. Date of report
  2. Agency name
  3. Contact number
  4. Purchaser's name
  5. PO number
  6. Date of PO
  7. Vendor
  8. VID #
  9. Reason for correction