[vendtalk] awards proceedure

Sat Oct 20 17:49:57 UTC 2012

Ms. Hudson:
Please accept my apologies for the tardiness in getting back to you.  I was
preoccupied with the press of urgent policy business in our program.  Well,
here are some of the ideas from our program.  The evaluation tool does need
updating but until we get around to doing so, it is doing a serviceable job.

Please keep in mind that all our facilities are in one city so it is
relatively easier for us to rely on monthly SLA inspections etc, something
that might not be easy in other geographically spread out programs.

1.  Supervision of Personnel
During monthly SLA inspection of facility, did any of the following occur.
Failure to produce schedule procedures for all employees.
Failure to produce personnel files.

2.  Knowledge of business
Is there a budget?
Is there a consistent mark-up of at least 35 percent?
Were there more than two bounced checks to the SLA during rating period?
Were there more than three profit and loss deficits in the rating period.
Was there any report of a payroll deficit.

3.  Ability to serve:
Any report by building management of the facility not opening or closing on
time.
Any evidence of facility not being adequately stocked?
Any evidence of facility not being properly staffed during rating period?
Any evidence of prolonged hazardous conditions during rating period?  

4.  Care and utilization of equipment:
Any complaint of broken or unclean equipment during sub factors in SLA
inspection during rating period?
*(above category almost never invoked because we hold SLA responsible for
most equipment related issues and sanitation/cleanliness issues are covered
elsewhere.)

5.  Record Keeping:
During any month in rating period, were reports received late or incomplete
without a legitimate excuse?  

6.  Sanitation:
Was the highest inspection score in any month (all authorities) less than
the aggregate in the prior year?

7.  Customer Relations:
Was there a legitimate SLA investigated customer complaint  during the
rating period?

8.  Adherence to rules and regulations:
Were all x and z tapes available for review on an audit?
Was there any lapse in insurance coverage during rating period?
Were there any violations of the permit and/or vendor agreement during
rating period?  
Was there any instance of vendor failing to provide proof of sales tax
payments?
Was there any month in which the levy was late or not paid?

Under the eight categories above, a vendor can get a maximum score of 40
performance points.  Points are deducted for each instance of a problem but
we have a maximum ceiling of five performance points that can be lost in
each category. 

We have a six month rating period and the promotion and transfer committee
meets twice a year to do this evaluation.  Vendors losing points receive a
preliminary notice of the action and have fifteen days in which they can
challenge the accuracy of an adverse finding.

Hope this is helpful.  Good luck with your own initiative.  

Mazher

-----Original Message-----
From: vendtalk [mailto:vendtalk-bounces at nfbnet.org] On Behalf Of Rhonda
Hutson
Sent: Wednesday, October 17, 2012 9:57 AM
To: Vendor Talk Mailing List
Subject: Re: [vendtalk] awards proceedure

Can you give examples of performance points? Oklahoma is in this discussion 
now.

Rhonda Hutson
918-962-5445 Home
918-774-3213 Cell
rhondahutson3 at gmail.com
Order Corinthia Falls by Kim Hutson!
www.kimhutson.com/
-----Original Message----- 
From: mazher
Sent: Tuesday, October 16, 2012 4:55 PM
To: 'Vendor Talk Mailing List'
Subject: Re: [vendtalk] awards proceedure

In our system, each vendor is rated on a ranking list that is derived from a
combination of seniority and performance points.  Seniority points are
calculated on the basis of tenure in the program, a full point per year for
the first six years and half a point thereafter.  The second set of points
are awarded on the basis of performance.  We have a maximum possible score
of 40 points which vendors can lose on the basis of deficiencies in eight
different performace categories.  Adding the two numbers together fixes a
vendor's place on what we call a ranking list.  Most vendors do not lose
more than a few performance points so the ranking list is usually a straight
up descriptor of seniority.  The seniormost person on the ranking list has
the first right of refusal on any available primary location but they have
to surrender their current location in exchange.  For this reason, most
senior vendors who may already have the most desirable locations generally
pass on the opportunity to move to a new primary location.  Our ranking list
is not perfect but we use it as a bible for refereeing bids on new
locations.

If by discretionary you mean something other than performance related, it
would be frowned upon in our program, and not least because it would invite
the kind of subjective judgments that create dissension in our ranks.
Mazher

Message-----
From: vendtalk [mailto:vendtalk-bounces at nfbnet.org] On Behalf Of Tim Jones
Sent: Tuesday, October 16, 2012 12:02 PM
To: vendtalk at nfbnet.org
Subject: [vendtalk] awards proceedure

DOES any states use discretionary points as part of the scoring points for
awarding locations ?
-- 
Tim Jones
North Carolina Food Service
Fort Bragg, NC
Office:  910-396-2297
Cell:  704-491-1486
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