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Vendor Performance Codes

The following codes are used to provide specific feedback when submitting a Vendor Performance Report. 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

(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 or palletizing
(038) Poor product quality and/or performance
(040) Failure to promptly notify TPASS/Agency/CO-OP Member concerning manufacturer discontinuation of an item
(042) Repair parts not available
(083) Failure to meet specifications (Give details below)
(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
(113) Failure to comply with terms/conditions of contract
(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)
(126) Failure to respond to emergencies as required (Give details below)
(127) Failure to close out project as specified
(130) Failure to pay administrative fees
(131) Other

RESOLUTION CODES

Satisfactory Resolution Codes
Does not negatively affect the score(s)

(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
(259) Resolved and documented (No fault of vendor - Give reason below)
(261) Paid administrative fees
(299) Other (Give reason below)

Unsatisfactory Resolution Codes
Negatively affects the score(s)

(201) Late Delivery
(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
(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
(271) Administrative fees not paid – vendor on warrant hold
(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
(309) Provided technical/training/set-up assistance when not required
(310) Order or service completed satisfactorily
(311) Voluntary Price reduction for large order
(399) Vendor commended

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