purchasing

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 awarding process.

The Comptroller is required to provide VPTS under Texas Government Code, §2262.055, and 34 Texas Administrative Code (TAC), §20.509 and §20.115. Govt. Code §2155.089 requires agencies to report vendor performance for 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 other entities pursuant to Govt. Code Chapter 10, Subtitle D, or purchases exempt from CPA procurement rules and procedures. Agencies are also encouraged to report vendor performance on purchases under $25,000 and associated with purchase orders issued throughout the life of a contract, not just at its conclusion.

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.

Exemptions:

  • Inter-agency contracts
  • Inter-local agreements
  • Memorandums of understanding
  • Sub-contracts issued by a company with which the state has a contract
  • Grant-funded procurements that are determined to be subrecipient or recipient by the respective state agency
  • Grant-funded procurements that are determined to be a contractor by the respective agency are required to comply with vendor performance reporting.

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 grades (A-F) in five measurable categories for the CMBL vendors; and
  • track vendor performance for delegated and exempt purchases.

Vendor Performance Report

Submit a vendor performance report through the CPA Portal.

After submittal: The vendor has 14 calendar days to respond to the report if the vendor has received a score of less than a “C.” If the vendor does not respond, and the purchase order was issued from a CPA term contract, the Statewide Procurement Division (SPD) will send the vendor a letter explaining the importance of doing so and setting another deadline. Vendor responses are forwarded to the agency that initially submitted the vendor performance report for review. The SPD will work with the agency and vendor to achieve resolution for concerns raised. Once resolved, vendor and agency comments are added to the report. The VPR is finalized and closed.

If no response is received from the vendor 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.