SayPro Supplier Evaluation Template

Supplier Evaluation Template:
A comprehensive template to assess suppliers based on various factors such as price, quality, delivery time, and reputation

Introduction:

This Supplier Evaluation Template is designed to assess suppliers based on a variety of essential criteria that are crucial for ensuring that SayPro maintains the highest standards of service, product quality, and efficiency. The evaluation is a critical component of SayPro’s commitment to building strong, long-term relationships with suppliers and ensuring continuous improvement within its procurement process. This template serves as part of the SayPro Monthly January SCMR-1 and is also a key instrument in SayPro Quarterly Supplier and Vendor Management as guided by SayPro Tenders, Bidding, Quotations, and Proposals Office under SayPro Marketing Royalty.

The evaluation factors will help SayPro assess the following:

• Price Competitiveness
• Product/Service Quality
• Delivery Time & Reliability
• Supplier Reputation
• Customer Service & Communication
• Sustainability and Compliance
• Financial Stability

1. Supplier Information

• Supplier Name: ________________________________________
• Supplier Contact Person: _______________________________
• Supplier Address: _______________________________________
• Email Address: ________________________________________
• Phone Number: _______________________________________
• Website (if applicable): __________________________________

2. Price Competitiveness (Weight: 20%)

• Price Quotation:
  • Evaluate the supplier’s pricing compared to market standards and competitors.
  • Assess if there are any discounts, promotions, or special pricing for bulk orders or long-term contracts.
  Rating Scale (1-5):
  (1 = Very High Price, 5 = Very Competitive Price)
  • Price Rating: _____
• Value for Money:
  • Assess whether the price reflects the quality of the product/service offered.
  • Compare total cost of ownership, including any hidden or additional costs.
  Rating Scale (1-5):
  (1 = Poor Value, 5 = Excellent Value for Money)
  • Value Rating: _____

Comments:

3. Product/Service Quality (Weight: 25%)

• Quality Consistency:
  • Evaluate whether the product/service meets agreed-upon specifications and if the supplier consistently delivers on these specifications.
  Rating Scale (1-5):
  (1 = Poor Quality, 5 = Excellent Quality)
  • Quality Rating: _____
• Conformance to Standards/Certifications:
  • Does the supplier adhere to required certifications (e.g., ISO 9001, quality assurance, etc.)?
  • Are products/services regularly tested and do they meet regulatory compliance?
  Rating Scale (1-5):
  (1 = Non-compliant, 5 = Fully Compliant)
  • Conformance Rating: _____

Comments:

4. Delivery Time & Reliability (Weight: 20%)

• On-Time Delivery:
  • Evaluate the supplier’s ability to meet delivery deadlines. Is the supplier punctual and reliable?
  Rating Scale (1-5):
  (1 = Frequently Late, 5 = Always On Time)
  • Delivery Rating: _____
• Handling of Delays:
  • Assess how the supplier manages and communicates in case of delays. Do they proactively inform about potential delays and provide solutions?
  Rating Scale (1-5):
  (1 = Poor Communication, 5 = Excellent Communication)
  • Delay Handling Rating: _____

Comments:

5. Supplier Reputation (Weight: 15%)

• Market Reputation:
  • Research the supplier’s reputation within the industry. Do they have a history of positive customer reviews and strong business ethics?
  Rating Scale (1-5):
  (1 = Poor Reputation, 5 = Excellent Reputation)
  • Reputation Rating: _____
• References & Testimonials:
  • Review customer feedback, references, or case studies. Are they satisfied with the supplier’s performance, and do they recommend them?
  Rating Scale (1-5):
  (1 = Negative Feedback, 5 = Positive Feedback)
  • References Rating: _____

Comments:

6. Customer Service & Communication (Weight: 10%)

• Communication Response Time:
  • How quickly does the supplier respond to inquiries or requests for quotes and support? Are they proactive in providing information?
  Rating Scale (1-5):
  (1 = Slow, 5 = Very Fast and Proactive)
  • Communication Rating: _____
• Problem-Solving & Support:
  • Evaluate the level of support the supplier provides in solving any issues or handling after-sales service. Are they approachable and helpful?
  Rating Scale (1-5):
  (1 = Poor Support, 5 = Excellent Support)
  • Support Rating: _____

Comments:

7. Sustainability and Compliance (Weight: 5%)

• Environmental Responsibility:
  • Does the supplier have sustainable practices in place (e.g., recycling, reducing emissions, etc.)? Do they adhere to environmental standards?
  Rating Scale (1-5):
  (1 = No Environmental Practices, 5 = Strong Environmental Practices)
  • Sustainability Rating: _____
• Ethical Practices and Compliance:
  • Ensure that the supplier operates ethically, following legal, social, and environmental guidelines in all aspects of their business.
  Rating Scale (1-5):
  (1 = Non-Compliant, 5 = Fully Compliant)
  • Ethical Practices Rating: _____

Comments:

8. Financial Stability (Weight: 5%)

• Financial Health:
  • Assess the financial stability of the supplier to ensure they can sustain operations and meet contractual obligations.
  Rating Scale (1-5):
  (1 = Financially Unstable, 5 = Financially Stable)
  • Financial Stability Rating: _____
• Creditworthiness and Payment Terms:
  • Evaluate the supplier’s creditworthiness, their flexibility with payment terms, and how they manage financial obligations.
  Rating Scale (1-5):
  (1 = Poor Credit Rating, 5 = Excellent Credit Rating)
  • Creditworthiness Rating: _____

Comments:

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Overall Supplier Performance Score

Category	Weight	Rating (1-5)	Weighted Score
Price Competitiveness	20%	_____	_____
Product/Service Quality	25%	_____	_____
Delivery Time & Reliability	20%	_____	_____
Supplier Reputation	15%	_____	_____
Customer Service & Communication	10%	_____	_____
Sustainability and Compliance	5%	_____	_____
Financial Stability	5%	_____	_____
Total Score (out of 5)			_____

Total Supplier Performance Rating:

• Excellent (4.5 – 5)
• Good (3.5 – 4.4)
• Average (2.5 – 3.4)
• Poor (1 – 2.4)

Final Evaluation and Comments:

This template provides a comprehensive assessment across key criteria to help SayPro ensure it partners with suppliers that can provide the best value, quality, and performance. By using this evaluation template, SayPro ensures that it maintains strong relationships with suppliers and is aligned with its organizational goals of sustainability, quality, and innovation.