Facilities & Property checklist
Vendor Performance Checklist
Evaluate facilities and property vendors across onboarding, service-level delivery, work quality, preventive maintenance, safety, documentation, communication, commercial control, corrective actions, scorecards, and renewal decisions.
Does the vendor consistently meet contracted service levels, technical quality, safety, documentation, and corrective-action commitments?
Contract Owner | Correct repeated SLA failure | Submit recovery plan and effectiveness evidence
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About this checklist
What a vendor performance checklist should help you evaluate
Evaluate whether contracted vendors deliver reliable, safe, compliant, well-documented, and commercially controlled services - and whether recurring performance gaps lead to accountable improvement or sourcing decisions.
When
Monthly, quarterly, annual, renewal, or performance-improvement reviews
Use it for formal scorecards, contract reviews, vendor business reviews, service complaints, repeat failures, high-risk contractor reviews, renewal decisions, and performance-improvement plans.
Who
Facilities, property management, procurement, EHS, engineering, finance, and service owners
Contract owners, facilities managers, procurement, engineering, EHS, finance, property teams, operational stakeholders, and vendor managers can contribute evidence and scoring.
Outcome
Evidence-based vendor ratings with clear improvement and renewal decisions
Create one performance trail for qualifications, SLAs, quality, PM, safety, documentation, communication, commercial control, corrective actions, trend scores, and management decisions.
Complete vendor performance checklist
60 checks across vendor onboarding, SLA delivery, work quality, preventive maintenance, safety, documentation, communication, commercial performance, corrective actions, scorecards, and renewal decisions
Ten sections, sixty checks. Expand any section, then adapt the checklist to your contract model, service criticality, procurement policy, site rules, SLA framework, safety requirements, commercial terms, and vendor-governance process.
Section 1Vendor profile, contract scope, service ownership, criticality, and review readiness
- Confirm the vendor name, service category, contract or PO reference, property or portfolio scope, review period, and responsible internal owner are recorded.
- Verify the agreed statement of work, service levels, frequencies, response times, deliverables, exclusions, and escalation contacts are current and available.
- Classify the vendor or service by operational criticality, safety impact, occupant impact, asset dependency, financial exposure, or other approved criteria.
- Review previous scorecards, complaints, service failures, repeat defects, missed visits, safety findings, invoice disputes, and open corrective actions before scoring.
- Confirm property, facilities, engineering, EHS, procurement, finance, and business stakeholders relevant to the service are identified for evidence or feedback.
- Record vendor, service scope, review period, property or portfolio, contract owner, vendor manager, reviewer, and next review date.
Section 3Service delivery, SLA compliance, attendance, response time, completion, and availability
- Confirm scheduled visits, inspections, cleaning rounds, maintenance tasks, security posts, technical services, or other recurring deliverables were completed at the agreed frequency.
- Verify reactive callouts, breakdowns, urgent defects, complaints, and critical incidents met contracted acknowledgement, attendance, and response-time targets.
- Check work orders or service tickets include arrival, departure, technician, activity, asset or location, findings, status, and completion evidence as required.
- Review missed visits, late attendance, no-shows, rescheduling, incomplete work, premature ticket closure, or recurring inability to provide required coverage.
- Confirm agreed service hours, on-call coverage, spare-personnel arrangements, escalation availability, and holiday or after-hours coverage are provided where contracted.
- Calculate or record SLA achievement, missed-service events, late responses, open jobs, service availability, and any agreed performance deductions or credits.
Section 5Preventive maintenance delivery, asset care, inspections, service reports, and defect escalation
- Confirm contracted preventive-maintenance visits were completed against the current asset list, approved frequencies, and required task content.
- Verify service reports identify asset ID, location, technician, maintenance performed, readings, condition, parts used, defects found, and recommended follow-up where applicable.
- Check vendor PM work follows applicable manufacturer instructions, service standards, statutory checks, specialist requirements, or approved maintenance procedures.
- Confirm critical defects found during PM are promptly escalated to the property owner and not hidden inside routine service notes.
- Verify vendor-raised defects are converted into owned work orders, quotations, specialist assessments, replacement plans, or interim controls as appropriate.
- Review repeat failures after vendor PM for evidence that maintenance frequency, task quality, diagnosis, parts quality, or asset condition needs a deeper reliability review.
Section 7Documentation, compliance records, certificates, data quality, and work-order evidence
- Confirm required service reports, inspection sheets, test results, certificates, permits, photos, measurements, checklists, and completion records are submitted on time.
- Verify records identify the correct property, asset, date, technician, work performed, result, defects, parts, approvals, and follow-up where applicable.
- Check compliance certificates, statutory inspection reports, calibration evidence, test records, disposal notes, or specialist documents are current and traceable where required.
- Review whether vendor evidence is legible, specific, attributable, complete, and consistent with the actual work observed rather than generic or copied.
- Confirm property systems, CMMS, helpdesk, document repositories, or vendor portals are updated with final work status and required attachments.
- Record late, missing, inaccurate, duplicated, inconsistent, or unverifiable vendor documentation as a scored performance issue.
Section 9Commercial performance, quotations, invoices, variation control, cost transparency, and value
- Confirm invoices match approved work orders, service periods, contract rates, agreed attendance, completed tasks, parts, and supporting evidence.
- Verify quotations clearly identify scope, labour, materials, parts, assumptions, exclusions, taxes, validity, lead time, and any warranty or service implications.
- Check variations, additional work, emergency charges, overtime, call-out fees, substitutions, and scope changes receive required approval before billing where practical.
- Review disputed invoices, duplicate charges, unsupported parts, repeated emergency charges, avoidable call-outs, and recurring cost overruns for vendor-performance impact.
- Confirm service credits, deductions, penalties, retentions, rebates, or other contractual remedies are applied consistently where performance criteria require them.
- Assess whether the vendor is delivering reasonable value based on service quality, reliability, responsiveness, lifecycle impact, technical capability, and total cost - not price alone.
Section 2Onboarding, qualifications, insurance, licences, competence, and approved-vendor controls
- Confirm the vendor remains approved under the organization's procurement, contractor, facilities, or supplier-management process.
- Verify required business licences, trade licences, certifications, permits, registrations, insurance policies, and statutory documents are current where applicable.
- Confirm technicians, engineers, cleaners, guards, operators, inspectors, or other vendor personnel hold the required competence, training, trade qualifications, or authorizations for assigned work.
- Check subcontractors used by the vendor are disclosed and controlled according to contract, qualification, insurance, safety, and approval requirements.
- Verify vendor personnel have completed required site induction, access control, security, safety, privacy, or property-specific orientation before work.
- Record expired or missing vendor documents, qualification gaps, unauthorized subcontractors, or onboarding deficiencies requiring restriction or corrective action.
Section 4Work quality, technical standards, first-time fix, workmanship, and defect recurrence
- Confirm completed vendor work meets the agreed technical, cleaning, security, maintenance, construction, or service-quality standard for the property.
- Verify repairs, servicing, installations, cleaning, inspections, or other work are complete, functional, safe, and free from obvious workmanship defects.
- Review first-time-fix performance, call-backs, repeat visits, repeat breakdowns, repeat complaints, rework, and defects occurring soon after vendor completion.
- Confirm the vendor uses approved materials, parts, consumables, methods, tools, and manufacturer or property requirements where applicable.
- Check temporary repairs, bypasses, substitutions, incomplete restoration, cosmetic damage, poor housekeeping, or other compromises are documented and formally approved where allowed.
- Record recurring workmanship weaknesses by technician, service type, asset class, property, subcontractor, or failure mode for corrective action.
Section 6Safety, permits, site conduct, PPE, isolation, housekeeping, and incident performance
- Confirm vendor personnel follow required site safety rules, inductions, permits, safe-work methods, PPE, access restrictions, and supervision requirements.
- Verify electrical, mechanical, pressure, height, hot-work, confined-space, lifting, chemical, or other higher-risk tasks use the required authorization and isolation controls.
- Inspect vendor work areas for barricading, signage, housekeeping, cable or hose management, storage, waste, tools, and protection of occupants and property.
- Confirm vendor incidents, injuries, near misses, property damage, spills, security breaches, or unsafe conditions are reported promptly through the required property process.
- Review safety observations, permit violations, repeated PPE issues, unauthorized work, poor supervision, unsafe subcontractor activity, and previous EHS corrective actions.
- Record vendor safety performance, serious findings, incident recurrence, open EHS actions, and any work restrictions, suspension, or escalation required.
Section 8Communication, escalation, stakeholder service, complaint handling, and corrective action
- Confirm the vendor provides clear points of contact for routine service, emergencies, technical escalation, commercial issues, and management review.
- Verify service disruptions, delays, missed visits, parts shortages, safety issues, access problems, and scope changes are communicated promptly with recovery plans.
- Review occupant, tenant, customer, facilities, security, operations, or management complaints for response quality, ownership, closure time, and recurrence.
- Confirm major or repeat service failures receive documented root-cause analysis and corrective action when required by the contract or internal escalation criteria.
- Verify agreed corrective actions have owners, due dates, evidence, status, and effectiveness review rather than remaining as meeting notes or verbal commitments.
- Assess professionalism, responsiveness, technical clarity, cooperation, meeting attendance, escalation discipline, and overall stakeholder confidence in the vendor.
Section 10Scorecard, trends, corrective-action closure, business review, renewal decision, and sign-off
- Score the vendor against the approved categories such as SLA delivery, quality, safety, compliance, documentation, responsiveness, commercial performance, and stakeholder service.
- Trend repeat failures, missed SLAs, safety findings, call-backs, complaints, overdue actions, documentation gaps, invoice disputes, and service credits across review periods.
- Confirm open vendor corrective actions from previous reviews are completed and their effectiveness is verified before they are treated as closed.
- Identify improvement priorities, resources, technical changes, training, staffing, spare-parts needs, process changes, or governance actions required for the next period.
- Use evidence from the scorecard to support approved-vendor status, performance improvement plans, contract extension, scope change, tendering, suspension, or renewal decisions.
- Record final vendor rating, critical open risks, overdue actions, commercial issues, renewal recommendation, next review date, contract owner, facilities owner, procurement reviewer, and management approval.
Take it with you
Download the printable PDF to score vendor performance consistently, record C, PC, NC, or NA findings, capture service evidence, and connect repeated failures to improvement plans, commercial action, or renewal decisions.
Use the complete checklist during your next vendor performance review
This internal Facilities & Property template supports vendor-performance reviews. Apply current contracts, SLAs, procurement rules, safety requirements, insurance and qualification requirements, service standards, and commercial approval processes as controlling references.How to use it
Turn vendor reviews into a controlled evidence-to-improvement workflow
Define contracted expectations and scorecard criteria, review actual service and work evidence, challenge recurring quality, safety, or commercial failures, then close corrective actions and make evidence-based renewal decisions.
Confirm scope and scorecard criteria
Review contract scope, SLA targets, required qualifications, service frequencies, safety rules, previous scores, complaints, open actions, and stakeholder expectations.
Evaluate service delivery and evidence
Score attendance, response, work quality, PM delivery, safety, documentation, communication, stakeholder service, and commercial control using actual records and field evidence.
Assign improvement and commercial actions
Create corrective actions for repeated gaps, agree recovery plans, escalate critical failures, apply contractual remedies where appropriate, and give every action a due date and owner.
Verify trends and decide next steps
Check effectiveness, compare performance across periods and properties, review renewal risk, and use the scorecard for approved-vendor, extension, tender, or replacement decisions.
Live interactive demo
See how vendor performance reviews work when they are run in Taqtics
Use the digital workflow to score vendors with live service evidence, capture SLA and quality failures, assign corrective actions, track improvement, and compare vendor performance across properties and service categories.
Capture vendor, service, property, KPI, score, work evidence, complaint, finding, owner, corrective action, due date, and review history together.
Turn missed SLAs, poor workmanship, safety failures, missing documents, repeated defects, and commercial disputes into assigned improvement actions.
Track vendor ratings, response time, call-backs, PM compliance, safety findings, overdue actions, complaints, and renewal risk across sites.
Illustrative website demo. Responses are not stored or submitted.
Why digitize it
A clearer way to manage vendor performance across every property
Taqtics connects vendor scorecards, service evidence, SLAs, PM delivery, safety findings, documentation, corrective actions, commercial review, trend scores, and reporting across property portfolios.
Score every vendor consistently
Capture vendor, service category, property, KPI, target, score, evidence, finding, action, owner, and review history together.
Standardize performance criteria
Use consistent C, PC, NC, NA options, SLA targets, quality expectations, safety rules, documentation requirements, rating bands, and escalation thresholds.
Close vendor failures with evidence
Assign recovery plans, technical corrections, documentation fixes, safety actions, commercial remedies, or replacement decisions and verify improvement.
Compare vendors across the portfolio
Track SLA achievement, first-time fix, PM compliance, safety, complaints, documentation, overdue actions, commercial issues, and overall ratings across properties.
Frequently asked questions
Vendor performance checklist FAQs
What should a vendor performance checklist cover?
It should cover contract scope, qualifications, licences and insurance, SLA delivery, attendance and response, work quality, preventive-maintenance performance, safety, documentation, communication, complaint handling, corrective actions, invoice and quotation control, performance trends, renewal decisions, and final sign-off.
How often should vendor performance be reviewed?
Frequency should reflect service criticality, contract value, risk, failure history, SLA cadence, and business need. Critical facilities vendors may need monthly operational reviews plus quarterly or annual formal scorecards, while lower-risk vendors may be reviewed less frequently.
What KPIs are useful for facilities vendor performance?
Useful measures can include SLA achievement, response time, attendance, first-time fix, repeat failure, PM compliance, open work orders, safety findings, documentation timeliness, complaint closure, corrective-action aging, invoice accuracy, service credits, and stakeholder satisfaction.
How should vendor safety performance affect the scorecard?
Treat safety as a core performance area. Review permits, safe-work practices, PPE, isolations, incidents, near misses, housekeeping, subcontractor control, induction, and closure of EHS actions. Serious or repeated safety failures may require escalation independent of the commercial score.
What should happen when a vendor repeatedly misses service levels?
Document the evidence, identify the recurring failure pattern, require a recovery or corrective-action plan, assign owners and dates, verify effectiveness, and apply contractual escalation or remedies where appropriate. Continued poor performance should influence renewal, scope, tender, or replacement decisions.
How should a vendor renewal decision use the scorecard?
Use multiple review periods and evidence from service quality, safety, reliability, responsiveness, commercial performance, documentation, stakeholder feedback, improvement history, and unresolved risk. Avoid making renewal decisions from price or one isolated score alone.
Digitize every stock audit
Run retail stock audits with live evidence and accountable variance control
Maintain one operational view of count completion, stock accuracy, value variance, shrink risk, open actions, approvals, and recurring inventory-control issues.
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