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Vendor Performance Codes

The following codes are used to provide specific feedback when submitting a Vendor Performance Form. Scores ranging from 0 to 100% are then broken into four categories:

  1. Commodity delivery
  2. Service delivery
  3. Commodity performance
  4. Service performance

DELIVERY CODES

(005) Late Delivery
(006) 1st Written notice issued for late delivery
(007) 2nd Written notice issued for late delivery
(008) Failure to deliver
(010) Delivery made at wrong destination

PERFORMANCE CODES

(014) Failure to identify shipments per contract terms
(016) Short/over weight or count
(018) Vendor shipped incorrect merchandise
(020) Failure to replace damaged goods
(021) Slow replacement of damaged goods
(022) Failure to pick up incorrect shipment
(023) Improper product packaging
(024) Failure to follow palletizing instructions
(038) Poor product performance
(040) Failure to promptly notify TPASS/Agency/CO-OP Member concerning manufacturer discontinuation of an item
(042) Repair parts not available
(050) Inspection - Random (TPASS use only)
(051) Inspection - Requested (TPASS use only)
(052) Inspection - Receiving Agency
(083) Failure to meet specifications (Give details below)
(085) Poor product quality
(087) Failure to respond to letter, phone call, or email
(090) Poor customer service (Give details below)
(091) Unauthorized substitution
(095) Failure to supply performance bond within required time
(100) Unsatisfactory installation
(102) Service not performed within specifications
(110) Incorrect invoices
(111) Failed inspection (TPASS use only)
(113) Failure to comply with terms/conditions of contract including reverse auction documentation (Give details below)
(114) Failure to comply with requirements of HUB Subcontracting Plan (HSP) (Give details below)
(120) Failure to provide proof of insurance or maintain insurance
(121) Failure to provide report(s)
(122) Misrepresentation of qualifications (Give details below)
(123) Falsification of/fraudulent submittals (Give details below)
(124) Failure of workforce to meet specifications
(125) Incorrect allocation of work (Give details below)
(126) Failure to respond to emergencies as required (Give details below)
(127) Failure to close out project as specified
(128) Certification not received on time
(129) Failure to comply with code of conduct as specified
(130) Other (Give details below)

  • RESOLUTION CODES

Satisfactory Resolution Codes

Does not negatively affect the score(s)

(202) Complaint withdrawn (Give reason below)
(205) Item met specification via inspection
(207) Delivery made after vendor was notified
(208) Service met specifications
(209) Performance corrected
(210) Material or item replaced
(212) Equipment performance corrected
(217) Performance bond received
(220) Invoice corrected
(230) Item canceled from contract (No fault of vendor)
(234) Item/entire order canceled
(236) Entire contract canceled (No fault of vendor)
(249) Order completed
(251) Correct shipment received
(255) Substitution approved by awarding agency
(256) Insurance requirements received
(258) Certification received
(259) Resolved and documented (No fault of vendor - Give reason below)
(260) Vendor failed to receive purchase order on time(Agency or postal fault)
(299) Other (Give reason below)

Unsatisfactory Resolution Codes

Negatively affects the score(s)

(201) Late Delivery

(206) Vendor failed to receive purchase order on time
(211) Damages Assessed
(213) Failure to pay assessed damages
(225) Shipment rejected (Give reason below)
(228) Item canceled from contract (Vendor failure-vendor initiated)
(229) Item canceled from contract (Vendor failure-state initiated)
(235) Entire contract canceled (Vendor fault)
(237) Damages paid
(253) Performance not corrected, TPASS action taken (TPASS use only - give reason below)
(262) Order not complete (Give reason below)
(263) Manufacturer fault (Give reason below)
(264) Resolved and documented (Vendor fault -give reason below)
(265) Substitution not approved by awarding agency
(266) Item/entire order cancelled (Vendor fault)
(267) Delivery not corrected by vendor
(268) Hub Subcontracting plan rejected
(269) Failure to provide required documentation (vendor fault)
(270) Vendor Failed to Respond to Complaint
(298) Other (Give reason below)

  • EXCEPTIONAL PERFORMANCE CODES

(301) Shipment made early upon agency/co-op member request
(303) Product upgrade substitution suggested and accepted at no additional cost to the agency
(305) Exceptional customer service response
(307) Exceptional service provided for return of products
(309) Provided technical/training/set-up assistance when not required
(311) Voluntary Price reduction for large order
(399) Vendor commended

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