CBPM Form I-16 (Revised)

GUIDELINES IN EVALUATING PERFORMANCE of SUPPLIERS and

CONTRACTORS
Rationale

The KC- NCDDP is a fast-paced/time-bounded Program. Community projects are funded

as these are immediate needs of the communities. Therefore, in the provision of goods
and services, service providers such as suppliers and contractors should comply strictly
with the provisions of the contract to immediately expedite the completion of the
community projects.

In order to facilitate management of suppliers and contractors doing business with the
communities, the Program shall establish procedures for evaluating, documenting, and
reporting the supplier/contractor’s performance under a contract for purchase of goods,
performance of services, consulting, construction or improvement of facilities. These
procedures shall include a process for performance appraisal, communication of
feedback to vendors, forms and documentation requirements.

Why Evaluate the Supplier/Contractor?

1. To improve communication and relationship with suppliers/contractors;

2. To improve supplier performance by way of awareness and feedback on key
performance criteria and service improvement areas;
3. To have more reliable material quality and availability and/or better service;
4. To document supplier performance to be used as basis for future transactions and
discussions with the supplier

Purposes

1. To provide the BSPMC with objective information on which judgments relating to

source selection can be based; and,
2. To enable the BSPMC to provide the supplier with an indication of his
performance rating and where improvements, if any, are required.

Criteria for Evaluation

1. Quality
2. Delivery
3. Compliance to Environmental Laws
4. Technical Support
5. Management Attitude

Who will evaluate?

The evaluators will come from the heads of the Procurement Team (PT), Monitoring and
Inspection Team (MIT) and from the Project Implementation Team (PIT). The evaluation
report will be approved by the BSPMC Chairperson to be collected by the CEF and
submitted to the TF for consolidation and filing at the Area/Municipal Coordinating Team
office.

The Rating

The rating to be used will be a combination of weighted-point system and categorical

method. Depending on the established range based on the points assigned in each
criterion, a corresponding category will be assigned based on the total number of points.

Blacklisting

The purpose of blacklisting is to protect the project from risks associated with awarding
contracts to persons or firms having exhibited an inability or unwillingness to fulfill
contractual obligations, and to protect the project’s interests and the integrity of the
procurement process by preventing individuals or firms who have displayed improper
conduct from participating on project requirements for specific periods of time.

Sanction/s

1. Any supplier/contractor that has incurred an UNSATISFACTORY rating in a

particular barangay shall not be allowed to participate in any procurement in that
barangay for one year;

2. Any supplier/contractor’s that has incurred two (2) UNSATISFACTORY ratings

in a particular Municipality shall not be allowed to participate in any DSWD KC-
NCDDP procurement in that Municipality for one or two years; and,

3. Any supplier/contractor’s that has incurred three (3) UNSATISFACTORY ratings

in a particular region shall not be allowed to participate in any DSWD – KC-
NCDDP procurement in any region for one or two years.

Discussion

The evaluation procedures must be discussed with the suppliers and or contractors during
contractors’ conference/meeting or pre-bidding conferences.
Annex 1: For Goods

SUPPLIER PERFORMANCE EVALUATION FORM

Date : __________________
Barangay : ___________________ Municipality : _________________
Province : ___________________ Region : _________________

Name of Sub-project:____________________________________
Contract Package No.: ___________________
Method of Procurement Used: _______ Shopping ______ (Bidding)

Name of Supplier : _______________________________________

Address of Supplier: _______________________________

Assigned Points:

Criteria Points Rating

Quality 40
Delivery 30
Compliance to Environmental Laws 10
Technical Support 10
Management Attitude 10
Total 100

Very
Satisfactory (S) Unsatisfactory %
Criteria Satisfactory
(US) Rating
(VS)
A. QUALITY (40%)
 Conformance to the Quality of Quality of all the Quality of some
Technical Specifications as materials materials or all of the
indicated in the exceeded the complied with materials did not
Contract/Purchase Order minimum the minimum complied with
requirement of requirement of the minimum
the PO the PO requirement of
the PO
40%=VS
20%=S
Unsatisfactory:
15%= if less than 25% of the materials (in terms
of amount) did not comply with the
requirement and were replaced prior to
deadline of delivery
10%= if less than 50% of the materials (in terms
of amount) did not comply with the
requirement and were replaced prior to
deadline of delivery
5%= if more than 50% of the materials (in terms
of amount) did not comply with the
requirement and were replaced prior to
deadline of delivery
0%= if more than 50% of the materials (in terms
of amount) did not comply with the
requirement and/or any one or more of the ____%
 Very
Satisfactory (S) Unsatisfactory %
Criteria Satisfactory
(US) Rating
(VS)
defective material/s was/were NOT
replaced prior to deadline of delivery
B. Delivery (30%)
 Period of Delivery All items were All items were Delayed full
delivered and delivered on the delivery by
accepted prior or agreed deadline One (1) CD up
ahead of the to seven (7) CD
agreed deadline from the agreed
deadline
30% = VS
15%=S
10%=US
5%=delayed 8CD or more
0%=Terminated due to the default of the
Supplier ____%
C. Compliance to Environmental
Laws (10%)
 Methods of delivery Compliant to the Partially Violations were
provision of the compliant to the identified
approved ESMP approved ESMP
10%=VS
5%=S
0%=US ____%
D. Technical Support (10%)
 Provision of technical Provides Satisfactory No technical
support/Responsiveness assistance even complies within assistance
without the agreed provided or
Notice/Request timeline failed to comply
from the BSPMC with the
request/s
10%=VS
5%=S
0%=US ____%
E. Contractor/Supplier Yes No
Management Attitude (10%)
 Treated the community
volunteers and KC-NCDDP
staff with due courtesy and
respect;
 Faithfully complied with all
the requirement of the
Contract;
 Satisfactory acted all the
complaint forwarded within
the prescribed period;
 The contract was executed
and completed by the
registered owner;
10%= 4 (Yes)
8%= 3 (Yes) & 1 (No)
5% =2 (Yes) & 2 (No)
3%= 1 (Yes) & 3 (No)
0% = 4 (No)
___ %
TOTAL: ___%
 Categorical Rating:

Very Satisfactory - 75 -100

Satisfactory - 55 -74
Unsatisfactory - 0 - 54

Rated by:

SIGNATURE OVER PRINTED NAME

Head, Procurement Team

SIGNATURE OVER PRINTED NAME

Head, Project Implementation Team

SIGNATURE OVER PRINTED NAME

Head, Monitoring & Inspection Team

Approved by:

SIGNATURE OVER PRINTED NAME

BSPMC Chairperson

Noted by:

SIGNATURE OVER PRINTED NAME

ACT Technical Facilitator

SIGNATURE OVER PRINTED NAME

Municipal Engineer
Annex 1: For Works

CONTRACTOR PERFORMANCE EVALUATION FORM

Date : __________________
Barangay : ___________________ Municipality : _________________
Province : ___________________ Region : _________________

Name of Sub-project:____________________________________
Contract Package No.: ___________________
Method of Procurement Used: _______ Shopping ______ (Bidding)

Name of Contractor: _______________________________________

Address of Contractor: _______________________________

Assigned Points:

Criteria Points Rating

Quality 40
Delivery 30
Compliance to Environmental Laws 10
Technical Support 10
Management Attitude 10
Total 100

Very
Satisfactory (S) Unsatisfactory %
Criteria Satisfactory
(US) Rating
(VS)
A. QUALITY (40%)
 Undertaking according to
prescribed plans and
specifications:
a. Materials and workmanship Quality of Quality of all the Quality of some
employed are according to materials materials or all of the
the contract specifications exceeded the complied with materials did not
minimum the the minimum complied with
requirement of requirement of the minimum
the contract the contract requirement
b. No punch list during contract No items in With item/s in All or any one of
implementation period the punch list the punch list the item/s in the
but was/were Punch list
rectified within was/were NOT
the agreed rectified within
duration the agreed
duration
c. Subproject condition during No defect With minor With minor or
the Defect & Liabilities period occurred defect/s but major defects
were rectified that were not
within the rectified within
agreed period
 Very
Satisfactory (S) Unsatisfactory %
Criteria Satisfactory
(US) Rating
(VS)
the agreed
period
 Submission of the required Complete Complete Delayed or
Quality Assurance test results submission submission on incomplete
ahead of time time submission
40%= 4 (VS)
35% = 3(VS) & 1(S)
30% =2(VS) & 2(S)
25%= 1(VS) & 3(S)
20%= 4(S)

15%= 1(VS) & 2(S) & 1(US)

10%= 1(VS) & 1(S) & 2(US)
5%=1(S) & 3(US)
0%=4 (US) ____%
B. Delivery (30%)
 Period of Completion of Works Completed the Completed the Delayed
works ahead works on the completion of
of the target target works
completion completion date
date
30% = VS
15%=S
Unsatisfactory
10% = Delayed up to 10 CD from the
approved Target/Revised Completion ____%
date
5%= Delayed up to 11 CD or more from the
approved Target/Revised Completion
date
0%=Terminated due to the default of the
Contractor
C. Compliance to Environmental Laws
(10%)
 Compliance of the Contractor to Full Partial Violation/s
the approved construction compliance to compliance to was/were
methodology and to the the provision the approved identified by the
Subproject’s ESMP of the ESMP BSPMC or the
approved Program
ESMP
10%=VS
5%=S
0%=US ____%
D. Technical Support (10%)
 Provision of technical Provides Satisfactory No technical
support/Responsiveness assistance complies within assistance
even without the agreed provided or
Notice/Reques timeline failed to comply
t from the with the
BSPMC request/s
10%=VS
5%=S
0%=US ____%
E. Contractor/Supplier Management Yes No
Attitude (10%)
 Very
Satisfactory (S) Unsatisfactory %
Criteria Satisfactory
(US) Rating
(VS)
 Treated the community
volunteers and KC-NCDDP staff
with due courtesy and respect;
 Faithfully complied with all the
requirement of the Contract;
 Satisfactory acted all the
complaint forwarded within the
prescribed period;
 The contract was executed and
completed by the registered
owner;
 All workers were paid based on
the approved rate;
10%= 5 (Yes)
7%= 4 (Yes) & 1 (No)
5% =3 (Yes) & 2 (No)
3%= 2 (Yes) & 3 (No)
2% = 1 (Yes) & 4 (No)
0% = 5 (No) ___ %
TOTAL: ___%
Categorical Rating:

Very Satisfactory - 75 -100

Satisfactory - 55 -74
Unsatisfactory - 0 - 54

Rated by:

SIGNATURE OVER PRINTED NAME

Head, Procurement Team

SIGNATURE OVER PRINTED NAME

Head, Project Implementation Team

SIGNATURE OVER PRINTED NAME

Head, Monitoring & Inspection Team

Approved by:

SIGNATURE OVER PRINTED NAME

BSPMC Chairperson

Noted by:
SIGNATURE OVER PRINTED NAME
ACT Technical Facilitator

SIGNATURE OVER PRINTED NAME

Municipal Engineer