SayPro Supplier Performance Evaluation Template: A form used to assess how suppliers are performing relative to the negotiated terms.

SayPro Supplier Performance Evaluation Template

Objective:
This template is designed to assess the ongoing performance of suppliers post-contract, evaluating their adherence to the negotiated terms and their overall reliability. It ensures that suppliers are delivering on quality, cost, delivery, and service expectations. Regular performance evaluations help in managing supplier relationships and identifying any areas that need improvement.

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1. Supplier Information

Criteria	Details
Supplier Name	[Supplier Name]
Contact Person	[Name & Position]
Evaluation Period	[Start Date] to [End Date]
Product/Service Supplied	[Description]
Contract Reference Number	[Contract Number]
Evaluation Prepared By	[Name & Position]

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2. Evaluation Criteria

a. Product Quality

Criteria	Rating (1-5)	Comments
Quality Consistency	[Rating 1-5]	[Any variations in product quality]
Defect Rate	[Rating 1-5]	[Percentage of defects or returns]
Compliance with Specifications	[Rating 1-5]	[How well the product meets the agreed specifications]
Certification and Compliance	[Rating 1-5]	[ISO, CE, etc., certifications]
Overall Product Quality	[Rating 1-5]	[Overall assessment of quality]

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b. Cost and Pricing

Criteria	Rating (1-5)	Comments
Price Competitiveness	[Rating 1-5]	[Is the supplier competitive with pricing compared to others?]
Adherence to Agreed Pricing	[Rating 1-5]	[Has the supplier adhered to the agreed pricing without any hidden costs?]
Discounts and Promotions	[Rating 1-5]	[Availability and application of agreed discounts]
Cost Transparency	[Rating 1-5]	[Clarity on pricing structure and no surprise charges]
Overall Cost Performance	[Rating 1-5]	[Overall satisfaction with pricing]

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c. Delivery and Lead Time

Criteria	Rating (1-5)	Comments
On-time Delivery	[Rating 1-5]	[Did the supplier deliver products on time as per the contract?]
Lead Time Adherence	[Rating 1-5]	[Did the supplier meet the expected lead time for product delivery?]
Delivery Accuracy	[Rating 1-5]	[Was the right quantity and product delivered?]
Packaging Integrity	[Rating 1-5]	[Was the product packaging adequate and intact?]
Overall Delivery Performance	[Rating 1-5]	[Overall satisfaction with delivery]

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d. Customer Service and Support

Criteria	Rating (1-5)	Comments
Responsiveness to Inquiries	[Rating 1-5]	[How responsive was the supplier to emails/calls and queries?]
Issue Resolution	[Rating 1-5]	[How quickly and effectively does the supplier resolve issues?]
Technical Support	[Rating 1-5]	[Availability and quality of technical assistance provided]
Return/Exchange Process	[Rating 1-5]	[Ease and effectiveness of the return or exchange process]
Overall Customer Support	[Rating 1-5]	[Overall satisfaction with customer service]

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e. Compliance and Contract Adherence

Criteria	Rating (1-5)	Comments
Adherence to Contract Terms	[Rating 1-5]	[Has the supplier complied with all terms and conditions?]
Regulatory Compliance	[Rating 1-5]	[Is the supplier compliant with legal and industry regulations?]
Sustainability Practices	[Rating 1-5]	[Is the supplier following sustainable and ethical practices?]
Documentation & Reporting	[Rating 1-5]	[Has the supplier provided necessary documentation and reports on time?]
Overall Compliance	[Rating 1-5]	[Overall assessment of compliance with terms]

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f. Supplier Relationship and Communication

Criteria	Rating (1-5)	Comments
Communication Clarity	[Rating 1-5]	[How clear and transparent was the communication?]
Proactive Problem Solving	[Rating 1-5]	[Did the supplier address potential issues before they became problems?]
Willingness to Collaborate	[Rating 1-5]	[How willing was the supplier to collaborate and find solutions?]
Flexibility in Meeting Demands	[Rating 1-5]	[How adaptable was the supplier to changes in demand or other challenges?]
Overall Relationship	[Rating 1-5]	[Overall satisfaction with the supplier relationship]

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3. Overall Supplier Performance Rating

Category	Score (1-5)	Comments
Product Quality	[Score 1-5]	[Summary of product quality performance]
Cost and Pricing	[Score 1-5]	[Summary of cost performance]
Delivery and Lead Time	[Score 1-5]	[Summary of delivery performance]
Customer Service and Support	[Score 1-5]	[Summary of customer service performance]
Compliance and Contract Adherence	[Score 1-5]	[Summary of compliance performance]
Supplier Relationship and Communication	[Score 1-5]	[Summary of relationship performance]

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4. Additional Comments and Recommendations

• Strengths:
  [List of key strengths observed during the evaluation period]
• Areas for Improvement:
  [List of areas where the supplier needs to improve]
• Action Plan:
  [Any actions to be taken to address areas of concern or enhance performance]
• Recommendations:
  [Recommendations regarding the continuation, improvement, or modification of the supplier relationship]

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5. Evaluation Summary

Overall Rating	[Final Rating]
Performance Category (Excellent, Good, Fair, Poor)	[Rating]

Evaluation Prepared By:

• Name: [Evaluator’s Name]
• Position: [Evaluator’s Position]
• Date: [Date]

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Supplier Acknowledgement:
By signing this document, the supplier acknowledges receipt of the performance evaluation and understands any feedback or required improvements.

Supplier Representative Name	Signature	Date

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This Supplier Performance Evaluation Template helps SayPro monitor and assess supplier performance systematically. It enables clear communication of performance expectations, identifies strengths and weaknesses, and ensures that suppliers remain aligned with SayPro’s needs and goals throughout the partnership.