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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 award process. The VPTS tracks exceptional, satisfactory and unsatisfactory vendor performance.

Reporting of vendor performance is mandated by the Texas Government Code (TGC), §2262.055, and 34 Texas Administrative Code (TAC), §20.108. The requirement applies to 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 pursuant to Government Code Chapter 10, Subtitle D, or purchases exempt from CPA procurement rules and procedures. Agencies are additionally encouraged to report vendor performance on purchases under $25,000.

Exemptions:

  • Inter-Agency Contracts
  • Interlocal Agreements
  • Memorandums of Understanding
  • Sub-contracts issued by a company with which the State has a contract
  • Grant-funded procurements 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: 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.)
  • Work performed by sub-recipients (a non-state entity that expends state awards received from a pass-through entity to carry out a state program, OR a recipient of other state awards directly from a state awarding agency) UNLESS the agency expends funds/issues a procurement in support of work the sub-recipient is performing. Grant-funded work performed by the sub-recipient itself is not expected to comply with Vendor Performance Reporting.

Through the use of data obtained through Vendor Performance Reports (VPRs), 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.

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 scores in four measurable categories for the CMBL vendors.
  • Track vendor performance for delegated and exempt purchases.

Vendor Performance Scoring

Vendor performance scores ranging from 0 to 100% are broken into four categories:

  • Commodity delivery
  • Service delivery
  • Commodity performance
  • Service performance

The scoring system begins to actively tally the score after 10 purchase orders. Scores over two years old are not used in calculations. Each purchase order without a complaint provides a positive score of 100% for that vendor. Each negative VPR counts as a 0 in the corresponding category. The scores are averaged for each category.

Example: Ten purchase orders have been issued to a vendor. Nine purchase orders do not have associated complaints. One of the purchase orders resulted in an unsatisfactory commodity delivery. A VPR with an unsatisfactory commodity delivery has been issued. The vendor's commodity delivery score would be 90% (100+100+100+100+100+100+100+100+100+0 ÷ 10 or 900 ÷ 10). The vendor's commodity performance score would be 100 because there are no negative reports against that category.

Vendor Performance Report

Submit a vendor performance report through the CPA Web Applications Portal.

After submittal: The vendor has 14 calendar days to respond to the report if unsatisfactory codes are included. If the vendor does not respond, and the purchase order was issued from a CPA term contract, TPASS will send the vendor a letter explaining the importance of doing so and setting another deadline. Responses are forwarded to the agency which originally submitted the Vendor Performance Report for review. TPASS will work with the agency and vendor to achieve resolution for concerns raised. Once resolved, vendor and agency comments are added to the report and it is finalized and closed.

If no response is received to the follow-up letter, the Vendor Performance Coordinator will pursue resolution by alternate means.

If the unsatisfactory report is not from a CPA term contract, it will be referred back to the agency issuing the purchase order for resolution. A notation will be added to the Vendor Performance Report noting the referral.

Searching Vendor Performance Information

Reports for all vendors including those not on the CMBL may be found at venperf.cpa.state.tx.us/vpedit/Dreport.cfm. No scores are displayed at this link.

Vendor Performance Reports for active and inactive CMBL vendors may be found by searching the CMBL. Scores are displayed on the individual vendor's profile page.

Contact Information

For more information, please contact the Vendor Performance program at vendor.performance@cpa.state.tx.us or call (512) 463-2650.

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