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Vendor Performance

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Vendor Performance

It is the Office of State Procurement's goal to maintain and improve the quality of the state's vendor base.

How?

  • Acknowledge excellent vendors
  • Recognize poor performance
  • Resolve problems
  • Remove poor quality vendors (suspension/debarment)

To accomplish this goal, we need input from state agencies.

Acknowledge excellent vendors: Use the Vendor Performance Report form to let us know about vendors who exceed your expectations. Customer & Vendor Services maintains vendor performance files on all vendors for whom we receive information. We will place this information in their file and respond to them with a letter of recognition and thanks.

Recognize poor performance: It is important to determine as early as possible whether the product or service you receive is acceptable. If you have concerns, contact the vendor immediately. There may be a simple and quick resolution if the vendor is notified promptly. The longer you wait, the more difficult your problem may be to solve.

Resolve problems: If you would like advice or assistance, please do not hesitate to contact someone in OSP. Vendor Management Specialists are available to help you. Click here to find their names, phone numbers and email addresses.

Remove poor quality vendors: The Office of State Procurement is the only agency authorized to remove vendors from the bidders' list. Prompt notification and complete documentation from state agencies enables us to pursue suspension or debarment when problems cannot be satisfactorily resolved.

The Vendor Performance Report Form is available for download here.

Why use this form?

  • It prompts you to provide complete, clear, concise information
  • It reminds you who should receive copies of the form
  • You are asked to specify whether you are providing information for our files or you are requesting OSP to take action
  • It is easily recognized. Therefore, it should be clear to vendors that the form will be filed in OSP.

How The Vendor Performance Report Process Works:

  • Download Vendor Performance Report from OSP Website.
  • Inspect goods or service as soon as possible after delivery.
  • Promptly accept or reject (notify vendor of rejection immediately).
  • Communicate directly with vendor, document everything, confirm verbal communication in writing.
  • Do not hesitate to contact OSP if you are unable to resolve the problem.
  • Fill out Vendor Performance Report and send to Customer & Vendor Services, along with any supporting documentation.
  • Send a copy to the vendor at the same time and retain a copy for your files.
  • When your report is received in OSP it is assigned to a Vendor Management Specialist who will acknowledge receipt of the report.
  • The Vendor Management Specialist will inform the Acquisition Management Specialist and take whatever action is appropriate in order to facilitate a resolution to the problem. You may be contacted to participate in this process.
  • You will be notified of the outcome.
  • Your Vendor Performance Report will become an important part of the vendor's performance history. This will allow the Vendor Management Specialist to determine whether there is a continuing pattern of problems which may need to be addressed through suspension or debarment from the state bidders' list.
 


Information found on this website can be made available in alternative formats, such as large print, Braille, or on tape, by calling 651.296.2600. Persons with a hearing or speech disability can contact us through the Minnesota Relay Service by dialing 711 or 1.800.627.3529.
The State of Minnesota is an Equal Opportunity Employer.

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