Supplier-Contractor Appraisal Template

SUPPLIER/CONTRACTOR PERFORMANCE APPRAISAL TEMPLATE
The supplier/contractor performance template is to be completed by the assigned ‘contract

manager’ and submitted to the ‘named’ Procurement Officer for review. The form should be
completed at the end of the contract (for contracts of relatively short durations e.g. one year or
less). For projects of longer durations, the template should be completed every six months or
annually, as may be appropriate. The completed supplier/contractor performance form(s) shall
be included in the procurement records.
Name of
Supplier/Contractor
Appraisal Period
Project Location
Contract Description
Contract Start Date
Contract Completion Date
Original Contract Sum

(TTD$)
Final Contract Sum (TTD$)
PERFORMANCE INDICATORS Score COMMMENTS
 ADMINISTRATION
The degree to which the supplier/contractor managed the administrative aspects of the contract
Supplier’s/ Contractor’s invoices were accurate, with the

timely submission of appropriate supporting documentation
and invoices.
Job tickets properly filled in and submitted on time for
review and signature.
Provided quotations for goods, works and/ or services as

requested in a timely manner.
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Areas of responsibility kept clean and daily housekeeping

performed.
Supplier/ Contractor responded to communications/

requests in a timely manner
Total (0-10) =
 CONTRACT SCOPE
The degree to which the supplier/contractor performed the contract in accordance with the defined
scope.
Appropriate manpower (human resources) available onsite
Materials, equipment and supplies available onsite on time

and in correct amounts
Services performed as requested/detailed in scope of

services
Responsive to changing scope of services
Effectively managed job and (where applicable) multiple

trades
Total (0-10) =
 QUALITY
The degree to which the supplier/contractor performed the contract to an acceptable quality
Services performed as requested/ detailed in scope of
services.
End User satisfied with services performed or goods

supplied.
Support/Assistance –available from the supplier/contractor

in a reasonable period of time or as specified in the
Contract or Service Level Agreement and was satisfactorily
provided.
Warranty – reasonable timeframe and provisions of

warranty protection offered. Problems were resolved in a
timely manner, as contractually agreed.
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Workmanship - acceptable standard.
Total (0-10) =
 TIMELINESS
The supplier/contractor performed work within the time frames identified or specified in the
contract/scope of services and kept the project on schedule.
The supplier/contractor delivered product and/or services
within the agreed timeframe in the contract.
The supplier/contractor met the agreed timelines for the

submission of deliverables, such as reports, plans, invoices,
work, etc.
The supplier/contractor responded/replied to requests for

information or assistance in a reasonable period of time, or
as contractually agreed.
The supplier’s/contractor’s average delivery time was

comparable to that of other suppliers/contractors for similar
products and/or services
Resolution of delays
Total (0-10) =
 BUSINESS RELATIONS/CUSTOMER SERVICE

The degree to which the supplier/contractor was professional and respectful in its business approach
and interactions with the employer
The supplier’s/contractor’s representative was courteous,
cooperative and had a professional approach in all forms of
communication.
The supplier’s/contractor’s representative handled

complaints efficiently and effectively.
The supplier’s/contractor’s representative was

knowledgeable about the project and/or had the expertise to
provide assistance as requested.
The supplier/contractor managed change/adjustments
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effectively.
The supplier’s/contractor’s representative attempted to

resolve problems in a timely manner and followed up with a
status report.
Total (0-10) =
 SAFETY (if applicable)

The degree to which supplier/contractor mitigated and demonstrated freedom from risk of injury,
danger, damage or loss of life or property.
The supplier/contractor complied with all local laws and
regulations concerning the environment, health and safety
of workers, the general public and property.
Supplier’s/Contractor’s safety record for the project was
incident free.
First Aid kit was available onsite.
PPE worn: Head, Foot, Eye, Skin, Respiratory, Fall

Protection and Traffic.
Work areas were properly identified, cordoned off and

secured.
Total (0-10) =
 COST (if applicable)

The degree to which a supplier/contractor demonstrated timely cost management
Cost estimates provided in a timely manner and
supplier/contractor adhered to estimates.
Costs for materials and equipment used were within market

rates.
Works or services were managed properly so that overtime
and work outside of normal hours were reduced.
Variations to contract were costed fairly.
Total (0-10) =
 CONTRACT CLOSE-OUT
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The degree to which a Supplier/Contractor completed and delivered close-out reports and/ or outputs
Significant processes completed
Timely clearance of project site
Timely and proper completion of close-out documents
Total (0-10) =
COMMENTS (summarised findings and supplier/contractor assessment; summary of lessons
learnt; and recommendations)
Overall Rating = (SUM of 8 ratings /80 x 100% = %)
SUPPLIER/CONTRACTOR PERFORMANCE RATING DEFINITIONS & FACTORS

Note:
For scores allocated above 7 and below 5, a note must be inserted in the comments section to
provide an explanation of the superior performance and/or the below par performance.
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Rating 8-10(Above Standard): Supplier/Contractor performance exceeds standard or satisfactory. This

rating represents consistent and exceptional performance or consistently superior achievement beyond
regular assignments and expectations as stated in the contract/scope of work.
Factors:
 Met and exceeded performance requirements.
 Significant positive impact to the project.
 All deliverables and tasks were on time with some being completed early.
 Significantly exceeded expectations.
 High user satisfaction.
 Highly responsive and proactive
Rating 5-7(Standard): Supplier/Contractor has met all specifications and requirements. This rating includes
a range of expected performance as stated in the contract/scope of work to support the project.
Factors:
 Supplier/Contractor exhibited competence in the assignments and consistently met the desired
expectations of the project.
 Supplier/Contractor met the standards and objectives and all performance requirements.
 Supplier/Contractor sometimes exceeded expectations.
 Supplier/Contractor met overall price.
 Supplier/Contractor met expectations.
 Deliveries were on time.
 Project schedule was not negatively impacted.
 Adequate user satisfaction.
Rating >5(Below Standard): Supplier/Contractor performance has been less than standard or satisfactory.
This rating encompasses contractors whose performance did not consistently meet expectations defined in
the contract/scope of work.
Factors:
 Supplier/Contractor performance did not consistently meet expectations defined in the contract.
 Close supervision of the Supplier/Contractor was required to progress the work.
 Work was unsatisfactory and consistently failed to meet expectations.
 Lack of cooperation.
 Most performance requirements were not met.
 Many schedule slips with negative cost impact.
 Lack of user satisfaction.
Prepared by (Contract Manager): Reviewed by (‘named’ Procurement Officer):
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Name:________________________________ Name:_______________________________
Job Title: _____________________________ Job Title: ____________________________
Signature: ____________________________ Signature: ___________________________
Date:_________________________________ Date:________________________________
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SUPPLIER/CONTRACTOR PERFORMANCE APPRAISAL TEMPLATE

The supplier/contractor performance template is to be completed by the assigned ‘contract

Contract Start Date

Contract Completion Date

Original Contract Sum

Final Contract Sum (TTD$)

PERFORMANCE INDICATORS Score COMMMENTS

Supplier’s/ Contractor’s invoices were accurate, with the

Provided quotations for goods, works and/ or services as

Areas of responsibility kept clean and daily housekeeping

Supplier/ Contractor responded to communications/

Materials, equipment and supplies available onsite on time

Services performed as requested/detailed in scope of

Responsive to changing scope of services

Effectively managed job and (where applicable) multiple

End User satisfied with services performed or goods

Support/Assistance –available from the supplier/contractor

Warranty – reasonable timeframe and provisions of

Workmanship - acceptable standard.

The supplier/contractor met the agreed timelines for the

The supplier/contractor responded/replied to requests for

The supplier’s/contractor’s average delivery time was

 BUSINESS RELATIONS/CUSTOMER SERVICE

The supplier’s/contractor’s representative handled

The supplier’s/contractor’s representative was

The supplier/contractor managed change/adjustments

The supplier’s/contractor’s representative attempted to

 SAFETY (if applicable)

First Aid kit was available onsite.

PPE worn: Head, Foot, Eye, Skin, Respiratory, Fall

Work areas were properly identified, cordoned off and

 COST (if applicable)

Costs for materials and equipment used were within market

Variations to contract were costed fairly.

Timely clearance of project site

Timely and proper completion of close-out documents

Overall Rating = (SUM of 8 ratings /80 x 100% = %)

SUPPLIER/CONTRACTOR PERFORMANCE RATING DEFINITIONS & FACTORS

Rating 8-10(Above Standard): Supplier/Contractor performance exceeds standard or satisfactory. This

Prepared by (Contract Manager): Reviewed by (‘named’ Procurement Officer):

Job Title: _____________________________ Job Title: ____________________________

Signature: ____________________________ Signature: ___________________________

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