Supplier Performance Management Program

 

The City of Vaughan is committed to building strong, collaborative relationships with our suppliers. Our Supplier Performance Management Policy and Procedure ensures transparency, accountability, and continuous improvement in the delivery of goods and services.This page outlines our expectations, evaluation process, and recognition program for exceptional suppliers.

Overview of Supplier Performance Management

 

Purpose

The purpose is to ensure consistent and fair evaluation of supplier performance, encourage excellence and continuous improvement, and provide a structured process for addressing and resolving issues.

 

 

Supplier Performance Image

Examples of Key Performance Areas

  • Quality of deliverables
  • Timeliness of delivery and responsiveness
  • Compliance with laws, policies, and contract terms
  • Health, Safety, and Accessibility standards
  • Customer Service and collaboration

 

Managing Performance

 

Evaluation Frequency

Evaluations are conducted at key project milestones, upon contract completion, or at predetermined intervals.

 

Who Conducts the Review

Reviews are carried out by City project leads, managers, or designated procurement officials.

 

Evaluation Outcomes

  • Exceed Expectations
  • Meets Expectations
  • Improvement Required (with Corrective Action Plan)
  • Unsatisfactory (may result in probation, suspension, or removal from eligibility for future work)

 

Supplier Performance Criteria

 

We use standardized criteria to assess supplier performance:

  • Construction Projects Evaluation
  • Consulting Services Evaluation
  • Goods & General Services Evaluation

 

Exceptional Supplier Recognition

 

The City values excellence and recognizes suppliers who consistently deliver outstanding results.

Criteria for Recognition

  • Consistently exceed performance expectations
  • Demonstrate innovation, sustainability, and exemplary customer service
  • Maintain full compliance with all policies and regulations

 

Exceptional Supplier List

Note: This list is updated quarterly. Suppliers remain on the recognition list for six months unless performance falls below expected standards.

 

Supplier Code of Conduct

 

The City of Vaughan is committed to doing business with suppliers who demonstrate integrity, professionalism, and respect for our community. This Supplier Code of Conduct sets out the standards and expectations that apply to all suppliers, their employees, and subcontractors when working with the City.

 

Core Principles

 

1. Compliance with Laws
Suppliers must comply with all applicable federal, provincial, and municipal laws and regulations.

2. Ethical Business Practices
Suppliers are expected to operate honestly and transparently. This includes avoiding conflicts of interest, bribery, corruption, collusion, or other unfair practices.

3. Safe, Respectful, and Inclusive Workplaces
Suppliers must provide safe and healthy workplaces, free from harassment and discrimination, and in compliance with labour and human rights laws.

4. Sustainability and Community Contribution
Suppliers are encouraged to support environmental sustainability and contribute positively to local communities through fair practices, innovation, and social value initiatives.

5. Confidentiality and Data Protection
Suppliers must protect City information, respect privacy laws, and use information only for authorized purposes.

6. Accountability 
Suppliers who violate this Code may face corrective measures, including suspension or disqualification from future opportunities.

 

Reporting Concerns


Anyone who believes a supplier is not abiding by this Code can report their concern directly to Procurement Services:

  • Email: procurement@vaughan.ca
  • Phone: (905) 832-8555

Reports will be reviewed confidentially, the City does not tolerate retaliation against anyone who raises a concern in good faith.

 

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