SayPro Supplier Performance Evaluation Template:A template to evaluate and track supplier performance over time, including ratings for timeliness, quality, and adherence to contract terms.

SayPro Supplier Performance Evaluation Template

The SayPro Supplier Performance Evaluation Template is designed to assess and track the performance of suppliers over time. It includes ratings for key metrics such as timeliness, quality, adherence to contract terms, and overall supplier performance. This template will be used to monitor the effectiveness of suppliers and ensure they meet the standards required for government and municipal contracts.

The template is part of the SayPro Monthly SCMR Supplier Database Training Workshop to help participants understand how to evaluate supplier performance and improve decision-making when selecting or retaining suppliers.

---

Supplier Performance Evaluation Template

1. Supplier Information

Field Name	Description/Details	Example
Supplier Name	Name of the supplier being evaluated.	ABC Construction Ltd.
Supplier ID	Unique identifier assigned to the supplier in the database.	SUP-12345
Contract/Project Name	Name of the contract or project that the supplier is involved in.	City Infrastructure Project
Evaluation Period	The period for which performance is being evaluated.	January – March 2025
Evaluator Name	Name of the person conducting the evaluation.	John Doe
Evaluation Date	Date when the evaluation is completed.	04/01/2025

---

2. Key Performance Indicators (KPIs)

KPI Category	Criteria for Evaluation	Rating Scale (1-5)	Comments
Timeliness	Did the supplier meet project deadlines and delivery schedules?	1 – Poor to 5 – Excellent	Supplier delivered on time, no delays.
Quality of Work	Did the supplier meet the quality standards outlined in the contract?	1 – Poor to 5 – Excellent	Quality was excellent, met all standards.
Compliance with Contract Terms	Did the supplier adhere to the agreed contract terms (e.g., payment schedules, service agreements)?	1 – Poor to 5 – Excellent	Fully compliant with all terms.
Cost Control	Did the supplier stay within the agreed budget for the project?	1 – Poor to 5 – Excellent	Managed costs effectively, no budget overrun.
Communication	Was the supplier communicative and responsive throughout the contract period?	1 – Poor to 5 – Excellent	Communication was timely and transparent.
Customer Service	Did the supplier provide adequate customer support or post-project assistance?	1 – Poor to 5 – Excellent	Excellent post-project support.
Problem Resolution	Did the supplier address issues or conflicts quickly and satisfactorily?	1 – Poor to 5 – Excellent	Supplier resolved all issues efficiently.
Innovation/Improvement	Did the supplier suggest improvements or innovative solutions to enhance the project?	1 – Poor to 5 – Excellent	Supplier offered valuable suggestions for improvement.

---

3. Overall Performance Rating

Category	Rating Scale (1-5)	Comments
Overall Supplier Rating	1 – Poor to 5 – Excellent	Overall performance across all criteria.

---

4. Supplier Strengths & Weaknesses

Strengths	Details
Example: Timeliness	The supplier consistently delivered products on time and within the agreed schedule.
Example: Quality	High-quality work that met or exceeded expectations.

Weaknesses	Details
Example: Cost Control	Supplier exceeded the agreed budget by 10%, impacting project costs.
Example: Communication	Occasionally slow in responding to emails and phone calls.

---

5. Additional Notes and Recommendations

Category	Details
Notes	Additional observations related to the supplier’s performance.
Recommendations	Any recommended actions based on the evaluation (e.g., continue business, seek alternative suppliers).

---

6. Action Plan (if applicable)

Issue/Concern	Action to Take	Deadline	Responsible Party
Example: Late Deliveries	Request improved scheduling and timeline commitment from supplier.	05/15/2025	Procurement Manager
Example: Quality Issues	Schedule a meeting to address quality concerns and implement corrective actions.	05/01/2025	Quality Control Manager

---

Instructions for Using the Supplier Performance Evaluation Template:

1. Gather Performance Data: Collect data on the supplier’s performance throughout the contract or project period, including feedback from team members, project managers, and other stakeholders.
2. Rate Each KPI: Use the rating scale from 1 (Poor) to 5 (Excellent) for each of the KPIs. Provide specific examples or evidence to support the rating.
3. Provide Comments: In the comments section, note any particular areas where the supplier performed well or areas where improvements are needed.
4. Overall Rating: Assign an overall rating based on the supplier’s performance across all KPIs.
5. Strengths and Weaknesses: Clearly outline the supplier’s strengths and weaknesses based on the evaluation.
6. Recommendations and Action Plan: Provide any suggestions for future engagements, and develop an action plan to address issues or concerns that may arise.

---

Benefits of Using the Supplier Performance Evaluation Template:

• Objective Evaluation: The template provides a structured and objective approach to evaluating supplier performance, ensuring consistency across evaluations.
• Performance Tracking: By conducting regular evaluations, SayPro can track the ongoing performance of suppliers, identify trends, and make data-driven decisions.
• Improved Supplier Relationships: Providing constructive feedback based on the evaluation helps suppliers understand expectations and make improvements for future projects.
• Compliance and Risk Management: Evaluations ensure suppliers are consistently meeting contract requirements, minimizing risks related to non-compliance or poor performance.
• Actionable Insights: The template allows SayPro to take proactive measures to address supplier performance issues, leading to better outcomes in future projects.

---

Conclusion

The SayPro Supplier Performance Evaluation Template is an essential tool for tracking and assessing the performance of suppliers over time. By using this template, SayPro can ensure that suppliers consistently meet expectations for quality, timeliness, and contract compliance. The insights gained from these evaluations will help improve supplier relationships and contribute to more successful government and municipal projects.

During the SayPro Monthly SCMR Supplier Database Training Workshop, participants will learn how to apply this template effectively to evaluate supplier performance and improve procurement outcomes.