THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON
ISSUED DATE: 09/17/00
LOGISTICS/ACQUISITION OPERATING PROCEDURES
REVISED DATE: 04/22/08
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SUPPLIER MANAGEMENT
SUBJECT
4.50
VENDOR PERFORMANCE
GENERAL INFORMATION
This procedure is issued to establish effective guidelines administered by the Supplier Management Section of
Logistics/Acquisitions for the management of Vendor Performance in accordance applicable state and federal laws and
regulations.
AUDIENCE
Applicable to all Procurement Staff and designated Satellite Buyers.
GUIDELINES
1.
Vendor Performance
Any employee of UTMB may report to Supplier Management any problems with a Vendor’s performance or other
concerns, as well as, any accolades. Supplier Management will review the compliant or accolade, file a copy in the
“Vendor Information File”, and determine whether to notify the TPASS’s Vendor Performance Program.
2.
Suspension, Debarment and Exclusion of Vendors
A.
Supplier Management shall follow the guidelines and procedures of TPASS’s Vendor Performance
Program and OMB Circular A-110 for the debarment, suspension and exclusion of Vendors.
B.
No Purchase Orders or Contracts can be issued to any Vendor on warrant hold by the Comptroller,
suspended or disbarred by the TPASS or other Federal Agencies, or suspended by the Compliance Officer.
This provision includes any subcontracts let by a prime contractor.
For any Purchase Order or Contract utilizing Federal Funds (e.g., Federal Grants and Contracts), any
subcontracts let by a prime contractor over $25,000, must include certification by the subcontractor that
their organization and its principles are not suspended, debarred or excluded by any State or Federal
Agency before being approved.
C.
The Compliance Officer may suspend a Vendor indefinitely for material breaches under UTMB’s Standard
Terms and Conditions, non-performance, or other improper activities that have been properly documented
and substantiated.

If the Compliance Office elects to suspend a Vendor, he/she will send a letter to the Vendor indicating
the concerns/issues UTMB has and instructing the Vendor to respond to or correct the concerns/issues
within ten (10) days from receipt of the letter. The letter shall also inform the Vendor of the actions
UTMB will take if the concerns/issues are not addressed and/or corrected.

If after review of the Vendors response, and/or actions taken to address or correct the concerns/issues,
the Vendor has not taken appropriate measures, then the Compliance Officer may suspend Vendor until
the concerns/issues have been properly addressed. The Compliance Officer shall issue a “Suspension
Letter” informing the Vendor of the action taken and forward all relevant documentation to TPASS’s
Vendor Performance Program.

If an assessment of damages is due to UTMB, the Compliance Officer shall process the claim in
conjunction with UTMB’s Department of Legal Affairs.
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D.
Once a quarter, Supplier Management will reconcile UTMB’s Vendor Database against listings of all
suspended, disbarred and excluded Vendors by the TPASS and appropriate Federal Agencies. If a Vendor
is found to be suspended, disbarred or excluded, their “Vendor Information File” will be properly
documented and they will be inactivated from UTMB’s Vendor Database until such time they are no longer
suspended, disbarred or excluded.
EXCEPTIONS
There will be no exceptions unless by formal addendum to this procedure or other formal written exception by the Chief
Purchasing Agent.
REFERENCES
TPASS’s Vendor Relations Program
Government Code; Section 2155.077
OMB Circular A-110
4.50
Vendor Performance
Approved: Jeffery Bonnardel, C.P.M.
Chief Purchasing Agent
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