SayPro Performance Monitoring Template

A tool to track and assess the performance of vendors during the contract period

1. Basic Contract Information

Item	Details
Vendor Name	[Insert Vendor Name]
Contract Title	[Insert Contract Title]
Contract Number	[Insert Contract Number]
Contract Start Date	[DD/MM/YYYY]
Contract End Date	[DD/MM/YYYY]
Monitoring Period	[E.g., Q1 2025 or Jan-Mar 2025]
Contract Manager (SayPro)	[Insert Full Name & Contact]
Vendor Contact Person	[Insert Name, Position, Email & Phone]

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2. Performance Criteria

Performance Area	KPI / Target	Measurement Method	Actual Performance	Status (Red/Amber/Green)	Comments / Notes
Timely Delivery	100% on-time as per project schedule	Delivery Logs / Reports	[e.g., 92% on-time]	🟡 Amber	Some delays noted in March
Quality of Goods/Services	95% defect-free rate	Inspection / QA Reports	[e.g., 98%]	🟢 Green	Exceeds quality expectations
Compliance with Contract Terms	No deviations or breaches	Contract Review / Reports	[e.g., 1 minor deviation]	🟡 Amber	Payment terms breached once
Communication & Reporting	Monthly progress reports on time	Report Submissions	[e.g., 3 of 3 reports submitted]	🟢 Green	Excellent communication
Responsiveness to Issues	<48h response time to queries	Email / Call Logs	[e.g., Avg. 36h response]	🟢 Green	Responsive and cooperative
B-BBEE / Local Content Compliance	As per contract (e.g., Level 2)	Certification / Supplier Declarations	[e.g., Level 3 certificate]	🔴 Red	Certificate expired
Health & Safety Compliance	Zero incidents during reporting period	Safety Logs / Site Audits	[e.g., 1 minor safety incident]	🟡 Amber	Investigation and warning issued

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3. Summary of Findings

• Overall Performance Rating:
  ☐ Excellent ☐ Satisfactory ☑ Needs Improvement ☐ Unsatisfactory
• Key Strengths:
  • High quality of service delivery
  • Strong communication and timely updates
• Areas of Concern:
  • Expired B-BBEE certificate – non-compliance
  • Slight delays in March deliveries
• Recommendations:
  • Submit updated compliance documents within 14 days
  • Improve internal logistics for time-sensitive deliveries

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4. Contract Manager Remarks

“The vendor has demonstrated satisfactory performance in most areas. With minor adjustments and improved document control, performance can be rated as excellent. We recommend continued engagement with closer monitoring over the next quarter.”
— [Insert Name], Contract Manager, SayPro

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5. Vendor Acknowledgment & Response

Name & Signature (Vendor)	Date

Name & Signature (SayPro)	Date

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6. Attachments (if any)

• Inspection Reports
• Delivery Schedules
• Compliance Certificates
• Safety Audit Logs
• Photos / Documentation

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✅ Tips for Use:

• Conduct reviews monthly or quarterly depending on contract size and risk.
• Use color-coding (RAG: Red, Amber, Green) to quickly highlight performance levels.
• Share feedback transparently with vendors to drive improvements.
• Archive this form for audit and reporting compliance under SayPro’s SCMR framework.