Number:07.021.00
City of RiversideAdministrative ManualEffective Date:12/2022Approved:Last Review Date:12/2022Latest Revision Date:12/2022Next Review Date:12/2025DepartmentPolicy Owner(s):Finance DepartmentCity ManagerSUBJECT:Vendor Performance PlanPURPOSE:To provide a framework for the City to evaluate and improve the performance of all Suppliers, Vendors and Contractors that are sourced by the City by pro-actively managing the performance of Vendors. Creating a record of past performance for use by the Purchasing Department, in determining the award for future solicitations and contracts.Vendor Performance Evaluations may be used for all contracts including but not limited to invitational bids, single or sole source purchases, emergency purchases and wherever it is in the best interest of the City.SOURCE OF AUTHORITY:Purchasing Resolution Article TwoPOLICY:The Project Manager or another departmental contact will document the vendor's performance by completing a Vendor Performance Evaluation Form. Performance evaluations may be used in the evaluation of the vendor for future contract awards. The goal of the evaluation is to reduce purchase risk and maximize the value of the purchaser by evaluating criteria relevant to the project or service.The basis for evaluations are as follows:1. Any procurement, including fixed construction or services valued at $250,000 or more, will require an evaluation upon completion of the contract. (Required)2. For contracts where the City of Riverside has relied upon the professional ability and training of contractors to lead a project on behalf of or in cooperation with the City. (Recommended) 3. For one-time commodities contracts, hardware or software implementation contracts, and annual (open-end) agreements valued at $50,000 or more. (Recommended) By the decision of the City Council, vendors with 1 or more overall performances under 50% may be subject to debarment from bidding for a minimum of 1 year based on unsatisfactory performance
Number:07.021.00
evaluations when concerns over poor performance or non-compliance have been communicated to the vendor during the contract period, but no adequate or sufficient corrective measures have been implemented. The City Council may debar a contractor if the City finds, in its discretion, that the contractor has or is engaged in egregious and unprofessional acts against the City. PROCEDURE: Responsibility ActionOriginating Department1. Document the vendor’s performance by completing the Vendor Performance Evaluation formwithin 30 days of contract term expiration and/or 30 days prior to contract renewal. 2. Keep open communication with vendors regarding required performance improvements. 3. Ensure that evaluations are fair and relate specifically to the project. 4. Maintain records supporting performance evaluation.Purchasing 5. Provide vendor evaluation forms located in the Intranet forms archive. 6. Purchasing Manager will seek approval from City Council to debar vendor.City Council 7. City Council will provide decision regarding vendor debarment. Purchasing 8. Purchasing Manager will deactivate vendor account on City’s Purchasing – Bidding System if vendor is found unsatisfactory. Accounting 9. Will deactivate Vendor ID number. Attachments: 1. Vendor Performance Evaluation Form VENDOR PERFORMANCE EVALUATION FORMVENDOR NAME CONTRACT REFERENCE NUMBERCONTRACT DESCRIPTION TIME PERIOD COVEREDEVALUATING PARTY NAME DATE EVALUATION COMPLETEDEVALUATION CATEGORY PERFORMANCE EXPECTATIONS SCORECORRECTIVE ACTION DESCRIPTION(Required when score is >3)ADDITIONAL INFORequired documentation / reports submitted5Invoices submitted on time4Invoice accuracy3Contract completed on budget2Competitive change order pricing provided1Financial aspects monitored and tracked0N/A15Deliverable completed to quality standardsAdhered to specifications of contractDemonstrated flexibilityProvided innovative input Substantiated change ordersCorrections made quickly when necessaryProblem areas recognized and correctedADMINISTRATION TOTAL SCOREADMINISTRATIONSCOPE
VENDOR PERFORMANCE EVALUATION FORMVENDOR NAME CONTRACT REFERENCE NUMBERCONTRACT DESCRIPTION TIME PERIOD COVEREDEVALUATING PARTY NAME DATE EVALUATION COMPLETED 0Adequate staff presentStaff is professional and competent0Communicated effectively and openlyPositive and professional character and conduct0Work efficiently plannedProvides required schedules and plans Milestones met0OSHA compliantOther laws compliantOther bylaws compliant015TOTAL SCOREHEALTH & SAFETY TOTAL SCOREHEALTH & SAFETYSCHEDULESCHEDULE TOTAL SCORE
SCOPE TOTAL SCORESTAFFSTAFF TOTAL SCORECOMMUNICATIONSCOMMUNICATIONS TOTAL SCORE VENDOR PERFORMANCE EVALUATION FORMVENDOR NAME CONTRACT REFERENCE NUMBERCONTRACT DESCRIPTION TIME PERIOD COVEREDEVALUATING PARTY NAME DATE EVALUATION COMPLETEDTOTAL POSSIBLE POINTS 115(Max score of 5 points x all lines being evaluated)13%(Total possible points/total score)OVERALL EVALUATION COMMENTSOVERALL PERFORMANCE PERCENTAGE