Performance Evaluation of Service Providers

Name of agency:
Agreement No:
Work order No :
Name of Work/Service:
Date of start of Service:
Stipulated Period of Contract:
Date of completion as per agreement:
Date/Month of evaluation:
Quantity exhausted till previous month:
Likely date of exhaust of full quantity:

Evaluation scoring: Evaluate the firm with scores 05 through 01. Fill the selected cell with red.
05 = Excellent; 04 = Good; 03 = Satisfactory; 02 = Less than satisfactory; 01 = Unacceptable
(May tick NA against an item if found not applicable to the specific contract; total score need to reset accordingly)

A. Employees engaged by the firm:

  

1 Are adequately qualified to perform the job 5 4 3 2 1 NA

2 Are adequately experienced in the field 5 4 3 2 1 NA
3 Are very cooperative and well behaved 5 4 3 2 1 NA
4 Are well trained to perform the job 5 4 3 2 1 NA
5 Are provided with complete tools and tackles as stipulated in contract 5 4 3 2 1 NA
6 Are always in proper uniform 5 4 3 2 1 NA
7 Are very fast in responding to calls 5 4 3 2 1 NA
8 Are adequate in numbers as stipulated in contract 5 4 3 2 1 NA
9 Always report on time as per shift roster 5 4 3 2 1 NA
10 Stay with the firm for long time(Minimum employee turnover) 5 4 3 2 1 NA
11 Are always paid on time ( by 7th day of the month ) 5 4 3 2 1 NA
12 Are provided with adequate amenities/welfare facilities 5 4 3 2 1 NA
13 Are satisfied with the work 5 4 3 2 1 NA
14 Carry high regards /goodwill for orgnisation 5 4 3 2 1 NA
15 Are provided with refresher trainings periodically 5 4 3 2 1 NA
Total Score 75 out of 75 (100%) ###
B. Material handling:
    ###
1 Materials are always delivered on schedule 5 4 3 2 1 NA
2 Adequate stock is maintained at site 5 4 3 2 1 NA
3Quality of materials is always found excellent 5 4 3 2 1 NA
4 Make/ brand provided are always in line with the contract 5 4 3 2 1 NA
5 Sample approvals are done in time and samples are maintained at site 5 4 3 2 1 NA
6 Always pay the supplier in time and receive no complaints 5 4 3 2 1 NA
7 Very prompt in delivery of materials on sending demands 5 4 3 2 1 NA
8 Materials are ,stored ,handled and recorded in proper way 5 4 3 2 1 NA
Total Score 40 out of 40 (100%) ###

C. Machineries and Equipment:

    ###
1 All equipments and Machineries as stipulated are deployed 5 4 3 2 1 NA
2 All equipments are maintained serviceable always 5 4 3 2 1 NA
3 Operators are adequate in numbers 5 4 3 2 1 NA
4 Operators are well trained and fully conversant with the equipments 5 4 3 2 1 NA
5 No damage to property due to wrong use of equipments 5 4 3 2 1 NA
6 Proper records are maintained about maintenance and servicability 5 4 3 2 1 NA
Total Score 30 out of 30 (100%) ###

D. Documentation:
   ###
1 All documents stipulated in the contract are maintained 5 4 3 2 1 NA
2 Printed document templates as stipulated in contract are provided 5 4 3 2 1 NA
3 Documents of Salary, ESI, Bonus etc are provided 5 4 3 2 1 NA
4 Invoices are always proper and submitted in time 5 4 3 2 1 NA
5 Daily/weekly/monthly MIS reports are generated and maintained in order 5 4 3 2 1 NA
6 All documents are always found genuine and indicating facts 5 4 3 2 1 NA
7 No follow up required for submission of documents 5 4 3 2 1 NA
Total Score 35 out of 35 (100%) ###

E. Contract handling by the Agency

    ###
1 The agency is very clear about the contract terms and also follow it 5 4 3 2 1 NA
2 Maintains good relations with the employees 5 4 3 2 1 NA
3 Correspondence are to the point and well balanced 5 4 3 2 1 NA
4 Proper follow up is done with …... to ensure smooth functioning 5 4 3 2 1 NA
5 Responds to ...... call promptly and positively 5 4 3 2 1 NA
6 Periodical meetings are always result oriented 5 4 3 2 1 NA
7 Contractual disputes are minimum till date 5 4 3 2 1 NA
8 Disputes are always resolved through discussions 5 4 3 2 1 NA
9 Managers/Higher level personnel are well behaved and cooperative 5 4 3 2 1 NA
10 Well cooperative with other agencies working with 5 4 3 2 1 NA
11 Contract is operated within the scope and within the cost 5 4 3 2 1 NA
12 The agency has fulfilled all legal/statutory compliances till date 5 4 3 2 1 NA
13 Do not propose unnecessary variations, change of scope, revised prices 5 4 3 2 1 NA
etc.
14 All contract items are executed on time as scheduled 5 4 3 2 1 NA
15 Has adequate technical knowledge and back up to execute the job 5 4 3 2 1 NA
16 Financial condition of the firm is sound to handle the contract smoothly 5 4 3 2 1 NA
17 Extends support whenever additional skills/knowledge is required 5 4 3 2 1 NA
18 Extends prompt support to execute variations if required to be 5 4 3 2 1 NA
executed
19 Escalation matrix of the agency is providedand working well 5 4 3 2 1 NA
Total Score 95 out of 95 (100%) ###
F. Overall quality of service:
    

Overall Score 275 out of 275 (100%) ###

1 Overall quality of service performed by the agency 5 4 3 2 1
(80- (60-80%) (40-60%) (20-40%) (below
100%)
20%) ###

Would you recommend to extend the YES NO

contract for another term?

If NO, specify reasons: (use adequate space

as required)

If yes, we may extend the contract, (please select the appropriate cell)
a.        Only if the agency agrees to execute
the work with at same cost
b.      Even if we may have to pay a cost
escalation up to 05%
c.        Even if we may have to pay a cost
escalation up to 10%
d.      Even if we may have to pay a cost
escalation beyond 10%

Name of Evaluator:______________________________ TEL:

Designation of Evaluator:_____________________________________________________
Signature:________________________________Date:_______________________
REVIEW OF EVALUATION:
I agree / disagree with the above evaluation.
(In case of disagreement, the reviewing authority may over right the cells with green)
Remarks/Recommendations:

Name of Reviewer :
Title of Reviewer:
Signature:________________________________Date:_______________________

ACCEPTANCE OF EVALUATION:

I agree/ disagree with the proposal Agree Disagree

Recommended for negotiations with the Yes No

agency to renew the contract

Name :
Title: Chief Infrastructure Officer
Signature:________________________________ Date: