A system for the evaluation of vendors and their performance is important to support an effective purchasing function. Factors to consider for inclusion in the evaluation are:
  • Timeliness of deliveries
  • Service availability
  • Completeness and accuracy of order
  • Quality of products or services received

Whenever problems are encountered with a bid vendor (i.e., a vendor fails to deliver certain items or delivery does not meet specifications), it is important to document the problem, noting the date and an accurate description of the problem. The vendor should then be contacted by e-mail, telephone or fax to communicate specifically how the school district wants the problem corrected. The school district should keep a record of all phone calls and e-mail correspondence, including the dates and what was discussed. If the problem is not resolved or continues, written notification that states the problem, the corrective action required and that the vendor’s failure to correct the problem will be considered a breach of contract and could result in the cancellation of the contract, should be given to the vendor. This record of information about vendor performance is very important in the evaluation of the vendor. 

• To submit a report on a vendor's performance, download the “Vendor Performance Report Form” from this link:


• Complete the form and send to Melanie Bristow, Purchasing Buyer, by e-mail ([email protected]), fax (817-251-6507) or Interschool mail.