SayPro Supplier Evaluation Template: A document to assess the qualifications and performance of potential suppliers.

SayPro Supplier Evaluation Template

Purpose:
This template is designed to assess the qualifications, performance, and capabilities of potential suppliers. By evaluating key areas, it will help determine the most reliable, cost-effective, and quality-driven suppliers for SayPro.

Supplier Evaluation Form

Supplier Information

• Supplier Name: ___________________________
• Contact Person: ___________________________
• Position: ___________________________
• Phone Number: ___________________________
• Email Address: ___________________________
• Company Website: ___________________________
• Date of Evaluation: ___________________________

1. Supplier Background and Experience

• Years in Business:
  ☐ Less than 1 year
  ☐ 1-5 years
  ☐ 6-10 years
  ☐ More than 10 years
• Industry Experience (Select relevant industries):
  ☐ Manufacturing
  ☐ Distribution
  ☐ Technology
  ☐ Retail
  ☐ Other (specify): _______________________
• Certifications and Compliance (Select applicable):
  ☐ ISO 9001
  ☐ ISO 14001
  ☐ ISO 45001
  ☐ Industry-specific certifications
  ☐ Other: ______________________
• Previous Clients (Please list notable clients or sectors):
• Experience in Supplying to Businesses of Similar Size
  ☐ Yes
  ☐ No

2. Quality Management and Standards

• Quality Control Systems in Place
  ☐ Quality assurance team
  ☐ Inspection process for goods
  ☐ Testing protocols
  ☐ No clear process
• Product Quality Ratings
  ☐ Excellent
  ☐ Good
  ☐ Average
  ☐ Poor
• Returned Goods or Complaints in Last 12 Months
  ☐ 0%
  ☐ Less than 5%
  ☐ 5-10%
  ☐ More than 10%
• Warranties and Guarantees (Provide details on any offered):

3. Delivery and Lead Times

• On-Time Delivery Rate
  ☐ 95% and above
  ☐ 85-94%
  ☐ 75-84%
  ☐ Below 75%
• Average Lead Time for Orders (Provide details in days/weeks):
• Ability to Meet Urgent Orders
  ☐ Yes, can handle rush orders
  ☐ No, standard lead times only
  ☐ Depends on product
• Flexibility with Delivery Schedules
  ☐ Very flexible
  ☐ Somewhat flexible
  ☐ Not flexible

4. Cost Competitiveness

• Price Competitiveness (Compare with other suppliers for the same product):
  ☐ More competitive
  ☐ On par
  ☐ Less competitive
• Discount Structure
  ☐ Volume-based discounts
  ☐ Seasonal discounts
  ☐ Loyalty discounts
  ☐ No discounts
• Additional Fees (E.g., shipping, handling, etc.):
  ☐ Transparent, no hidden fees
  ☐ Some hidden fees
  ☐ Frequent additional charges
• Cost for Services or Customization:

5. Customer Service and Communication

• Responsiveness
  ☐ Very responsive (within 24 hours)
  ☐ Responsive (within 48 hours)
  ☐ Slow to respond
  ☐ Unresponsive
• Communication Channels Available
  ☐ Email
  ☐ Phone
  ☐ Online Portal
  ☐ Other (specify): _______________
• Customer Service Availability
  ☐ 24/7 support
  ☐ Business hours only
  ☐ Limited availability
• Issue Resolution and Support
  ☐ Excellent, resolves issues promptly
  ☐ Good, resolves issues within a reasonable time
  ☐ Average, may need follow-up
  ☐ Poor, issues are not resolved satisfactorily

6. Supplier Financial Stability

• Financial Health (Based on available financial statements or credit reports):
  ☐ Very strong
  ☐ Stable
  ☐ Moderate risk
  ☐ High risk
• Payment Terms
  ☐ Net 30
  ☐ Net 60
  ☐ Net 90
  ☐ Other: _______________________
• Credit Rating (if available)
  ☐ Excellent
  ☐ Good
  ☐ Fair
  ☐ Poor

7. Ethical and Environmental Practices

• Sustainability and Environmental Practices
  ☐ Has a documented sustainability program
  ☐ Follows industry-standard environmental regulations
  ☐ No clear environmental policy
• Ethical Sourcing Practices
  ☐ Suppliers follow fair labor practices
  ☐ Transparent supply chain
  ☐ No clear ethical sourcing policy
• Social Responsibility
  ☐ Active in social causes or community support
  ☐ Neutral or limited engagement
  ☐ No visible involvement

8. Innovation and Technology

• Use of Technology for Efficiency
  ☐ Advanced systems (ERP, automation, etc.)
  ☐ Basic systems (manual processes, spreadsheets, etc.)
  ☐ No technological support
• Innovative Capabilities (e.g., product design, manufacturing processes):
• R&D Investments
  ☐ Significant investment in R&D
  ☐ Moderate investment
  ☐ No apparent investment

9. Risk Management and Contingency Planning

• Risk Management Strategy
  ☐ Comprehensive strategy in place (disaster recovery, backup supplies, etc.)
  ☐ Some risk management procedures
  ☐ No visible risk management plan
• Supply Chain Reliability
  ☐ Highly reliable, multiple sources of supply
  ☐ Reliable with a few suppliers
  ☐ Dependent on a single source
• Contingency Plans for Unexpected Issues
  ☐ Well-defined and documented
  ☐ Somewhat defined
  ☐ Not defined

10. Overall Assessment

• Strengths of Supplier:
• Weaknesses of Supplier:
• Recommendation (Select one):
  ☐ Strongly Recommend
  ☐ Recommend with Conditions
  ☐ Do Not Recommend

Evaluation Summary

• Overall Score: (Total score out of 100) ________
• Final Comments:

Evaluator Name: ___________________________
Position: ___________________________
Signature: ___________________________
Date: ___________________________

This template allows SayPro to systematically assess the qualifications, capabilities, and reliability of potential suppliers, providing a clear and objective basis for supplier selection. Adjust the criteria and weight as necessary to suit your specific business needs.