07-23-26__FORMAL_SOLICITATION_VENDOR_PERFORMANCE_REPORT-Exhibit.pdf

FORMAL SOLICITATION VENDOR PERFORMANCE REPORT (VPR)

This form is mandatory for all vendors acquired through Invitation to Bids (ITB), Request for Proposals (RFP), or other formal solicitation methods valued over $25,000.

Evaluator Information

Evaluator Name ______________________________________________

Evaluator Department __________________________

Date __________________________

SECTION I – CONTRACT & SOLICITATION PROFILE

Vendor Information

Vendor Name ______________________________________

Vendor # ______________________________________

Vendor Address ______________________________________

Vendor City ______________________________________

Vendor State _____________________________________

Contract Information

Solicitation Number (IFB/RFP) _____________________________________

Fiscal Year ____________________________________

Project Name _____________________________________

Contract Number _____________________________________

Contract Type ☐ Goods ☐ Services ☐ Both

Contract Term __________________________

Review Frequency ☐ Quarterly ☐ Final Closeout

Department __________________________

SECTION II – GRADING SCALE REFERENCE (STATED STANDARD)

Use this reference to evaluate the individual performance factors in Section III.

Grade Standard

A Significantly exceeded requirements to City's benefit. Met best-value standard.

B Exceeded some requirements to City's benefit. Problems minor. Met best-value standard.

C Met requirements. Problems minor (did not merit A/B).

D Did not meet some requirements. Problems are serious; corrective actions are marginally effective/not implemented. Failed best-value standard.

F Did not meet requirements. Problems are serious; corrective actions ineffective. Failed best-value standard.

SECTION III – PERFORMANCE FACTOR EVALUATION

Review each of the six (6) performance indicators and assign a letter grade (A–F) and supporting evidence.

Evaluators must attach objective documentation (e.g., logged tickets, cure notices, late delivery receipts, or invoice line-item audits) to support any grade of D or F

1. Administration & Compliance

Verification of invoice accuracy, submittal timelines, and adherence to solicitation reporting requirements.

Grade: ☐ A ☐ B ☐ C ☐ D ☐ F

Evidence (e.g., Invoices matched bid pricing, 100% on-time submittal)

2. Product Quality / Service Performance

For Goods: Quality/durability vs. specifications. For Services: Performance vs. Statement of Work

(SOW).

Evidence (e.g., Goods exceeded technical specs; Service SLAs consistently met/exceeded)

3. Communication & Relationship Management

Vendor's ability to establish a highly effective working rapport with agency staff and project managers.

Evidence (e.g., Proactive issue notification; responsive to agency inquiries within <24 hours)

4. Delivery & Milestones

For Goods: Lead times and shipping accuracy. For Services: Milestone completion and project timelines.

Evidence (e.g., Early delivery of products; all project phases completed ahead of schedule)

5. Customer Service & Technical Support

Post-award support, warranty responsiveness, and technical troubleshooting.

Evidence (e.g., Exceptional resolution of technical bugs or product replacements)

6. Scope & Best-Value Adherence

Overall performance vs. the original response. Did the vendor deliver the scope of work or the "Best- Value" promised in their response?

Evidence (e.g., Performance exceeded the baseline requirements of the RFP)

SECTION IV – CORRECTIVE ACTION & PROBLEM RESOLUTION

Required: if any "Serious Problems" were identified (Grades D or F). This section is also automatically triggered by scoring thresholds.

Corrective Action

☐ Yes ☐ No — Was a formal Corrective Action Plan (CAP) required?

☐ Yes ☐ No — If yes, did the vendor fully implement the plan?

☐ Yes ☐ No ☐ Not Applicable — Vendor's Rebuttal & Response Section completed?

Issue Tracking Table

Issue Description Date Identified Action Taken by Vendor Effectiveness Rating

☐ High ☐ Satisfactory ☐ Ineffective

☐ High ☐ Satisfactory ☐ Ineffective

☐ High ☐ Satisfactory ☐ Ineffective

Detailed Narrative of Corrective Action Effectiveness

SECTION V – FINAL DETERMINATION & RECOMMENDATION

Overall Performance Grade

☐ A ☐ B ☐ C ☐ D ☐ F

Solicitation Outcome

☐ Vendor satisfied scope of work or the Best-Value standard defined in the solicitation.

☐ Vendor did not satisfy the standard.

Recommendation for Future Solicitations

☐ Recommended for future awards.

☐ Recommended reservations (see comments below).

☐ Not recommended for future bidding (Probation/Debarment review required).

Comments / Notes

SECTION VI – INITIAL REVIEW & DEPARTMENT SIGNATURES

If Grade is A, B, or C, route directly to Purchasing Agent for final sign-off. If Grade is D or F, route to Vendor for Section VII.

Role Printed Name Signature Date

Evaluator __________________ __________________ __________

Department Manager __________________ __________________ __________

Send completed and signed reports to Purchasing Department

APPENDIX – INTERNAL PROCESSING & SCORING GUIDE

(For internal agency scoring and compliance reference only.)

1. Performance Factor Point Assignment

Grade Points Best-Value Status

A 5 Satisfied

B 4 Satisfied

C 3 Satisfied

D 2 Failed

F 1 Failed

2. Weighting Matrix

Example, an A grade in Product Quality (𝟑𝟑𝟑𝟑%) converts to:

Weighted Score = 𝟓𝟓 × 𝟎𝟎.𝟑𝟑𝟑𝟑 = 𝟏𝟏.𝟓𝟓𝟓𝟓

Performance Factor Weight Calculation Formula Points Weighted Score

Administration & Compliance

10% Points × 0.10

Product/Service Quality 30% Points × 0.30

Communication 10% Points × 0.10

Delivery/Milestones 20% Points × 0.20

Customer Service 10% Points × 0.10

Scope/Solicitation Adherence

20% Points × 0.20

TOTALS 100%

Sum of Weighted Scores Final Score:

Formula

Final Weighted Score = Σ (Factor Points × Factor Weight)

3. Final Score Thresholds & Action Logic

Final Weighted Score

Final Letter Grade

Actionable Procurement Recommendation & System Trigger

4.5–5.0 A High Priority for Future Solicitations.

3.5–4.4 B Recommendation for Future Solicitations.

2.5–3.4 C Eligible for Future Solicitations.

1.5–2.4 D Probationary Status / Performance Plan Required. Trigger:

Automatically opens Section IV (CAP) & flags for Vendor Rebuttal.

1.0–1.4 F Unsuitable / Potential Debarment. Trigger: Automatically opens Section IV & flags for formal Debarment review.

4. Progressive Corrective Action & Remedial Framework

The City reserves the right to skip steps in this progression based on severity or operational impact.

Step 1: Informal Notice & Initial Deficiency

• Action: Verbal or email notification regarding minor operational/administrative gaps.

• Cure Deadline: Must correct or provide an acceptable timeline within 24 business hours.

Step 2: Formal Cure Notice (48-Business Hour Period)

• Action: Formal written Deficiency Notice issued if Step 1 fails or a significant breach occurs.

• Requirement: Vendor must submit a written Corrective Action Plan (CAP) within 48 business hours.

• Site Audits: Mandatory attendance if requested. Failure to participate results in an automatic "Fail" for that period.

Step 3: Step-In Rights & Cost of Cover

• Action: If urgent needs or critical operational failures are ignored, the city may secure deliverables elsewhere.

• Financial Impact: The primary vendor is billed for the cost difference + administrative overhead, deducted directly from pending invoices.

Step 4: Contract Termination for Cause

Thresholds for Termination:

• Vendor receives > 3 formal "Deficient" or "Fail" ratings within a single fiscal quarter.

• Vendor fails to maintain minimum staffing, key personnel, or equipment specifications.

• Vendor fails to implement an agreed CAP within timelines.

5. Application to Procurement Types

Invitation to Bid (ITB)

Place framework in Special Conditions section so bidders factor compliance timelines into unit pricing.

Request for Proposals (RFP)

Include in draft contract terms. Points may be awarded in the evaluation criteria for a vendor's unmodified acceptance of these terms.

SECTION VII – VENDOR REBUTTAL & RESPONSE SECTION

(To be completed by the Vendor's Authorized Representative if an overall grade of D or F is assigned, or if the vendor disagrees with findings.)

If Grade is D or F, transmit a copy to the Vendor within 3 business days. The Vendor has five (5) business days from receipt to complete and submit Section VII (Rebuttal). Failure to submit within 5 days forfeits the right to appeal

1. Vendor Statement of Disagreement

☐ Yes ☐ No — Does the vendor appeal to the assigned grade?

Affected Performance Factor(s):

Detailed Response

2. Mitigation and External Factors

Describe any external factors or agency-caused delays (e.g., acts of God, excusable, delayed agency approvals, scope creep) that impacted performance.

3. Corrective Action Status (Vendor Perspective)

Provide the vendor's assessment of corrective actions taken to date.

4. Vendor Attestation

I certify that I am an authorized representative of the Vendor and that the information provided in this rebuttal is true and accurate to the best of my knowledge.

Representative Name __________________________________________

Title __________________________________________

Signature __________________________________________

Date __________________________________________

SECTION VIII – FINAL AGENCY DISPOSITION & Purchasing Sign-OFF

(To be completed by the Purchasing Agent after reviewing the Vendor Rebuttal.)

Action Taken

☐ Grade Upheld: Rebuttal did not provide sufficient evidence to alter the evaluation.

☐ Grade Adjusted: Rebuttal provided merit; Grade changed from ______ to ______.

☐ Added to Record: Grade stands, but vendor's rebuttal is attached for future selection committees.

Final Agency Comments

Final Approval

Purchasing Agent Signature ______________________________

Date ______________________________

Send Final signed disposition to OnBase Vendor Management folder for retention.