Ala. Admin. Code r. 795-7-15-.01
(7) Selection and Evaluation Criteria for Facility Classifications: Form D BEP-FSD
APPENDIX
FORMS
BEF-IE 3/99 Revised 8/2001
See Master Code for copy of form
Annual Vendor Performance Appraisal
BEP-10VPA Revised 10/99
See Master Code for copy of form
INSTRUCTIONS FOR COMPLETING
ANNUAL VENDOR PERFORMANCE APPRAISAL
VENDOR- Name of the vendor on whom the performance appraisal is being completed.
FACILITY NUMBER- The facility number(s) of the permanent Business Enterprise Program for the Blind (BEP) location(s) assigned to the vendor during the 12-month appraisal period.
PERIOD COVERED BY PERFORMANCE APPRAISAL- The actual period covered by the appraisal.
VENDOR SENIORITY DATE- The vendor's seniority date as defined by the BEP rules and regulations and recorded by the BEP.
RESPONSIBILITIES AND PERFORMANCE GOALS RATINGS- This corresponds with the first seven (7) items A through G of the performance appraisal.
A. TIMELY SUBMISSION OF BEP1-E MONTHLY REPORTS, PAYMENT OF SET ASIDE (PAF) AND ESCROW FUND (EF) PAYMENTS DUE- A report is considered delinquent if not received in the BEP accounting office by the last day of the month following the reporting period. The date of receipt is to be considered the original date-stamped copy filed with BEP accounting office. Points will be recorded based upon the following criteria:
Four (4) points will be recorded if twelve (12) BEP 1-E reports are received and PAF/EF payments made by the last day of the month following the reporting period.
Three (3) points will be recorded if ten to eleven (10-11) BEP 1-E reports are received and PAF/EF payments made by the last day of the month following the reporting period.
Two (2) points will be recorded if eight to nine (8-9) BEP 1-E reports are received and PAF/EF payments made by the last day of the month following the reporting period.
One (1) point will be recorded if six to seven (6-7) BEP 1-E reports are received and PAF/EF payments made by the last day of the month following the reporting period.
Zero (0) points will be recorded if less than (6) BEP 1-E reports are received and PAF/EF payments made by the last day of the month following the reporting period.
B. ACCURACY OF BEP 1-E REPORTS- Reports returned by the BEP accounting office for errors in mathematical computation will be considered to be inaccurate. The vendor's BEP representative will identify omissions. BEP 1-E reports containing mathematical errors or miscalculation resulting in an overpayment/under-payment of $2.00 or less will not be considered inaccurate. Points will be recorded based on the following criteria:
Four (4) points will be recorded if twelve (12) BEP 1-E reports are accurate, error free and complete.
Three (3) points will be recorded if ten to eleven (10-11) BEP 1-E reports are accurate, error free and complete.
Two (2) points will be recorded if eight to nine (8-9) BEP 1-E reports are accurate, error free and complete.
One (1) point will be recorded if six to seven (6-7) BEP 1-E reports are accurate, error free and complete.
Zero (0) points will be recorded if less than six (6) BEP 1-E reports are accurate, error free and complete.
C. VERIFICATION OF EXPENDITURES FOR MERCHANDISE PURCHASED FOR RESALE- Points will be recorded based on the following criteria:
Four (4) points will be recorded if invoices and other documents support 95% to 100% of the total merchandise listed for resale on the BEP 1-E report as determined by a random, one-month audit selected from the appraisal period.
Three (3) points will be recorded if 92% to 94% of purchases are supported.
Two (2) points will be recorded if 89% to 91% of purchases are supported.
One (1) point will be recorded if 86% to 88% of purchases is supported.
Zero (0) points will be recorded if invoices and other documents support 85% or less of purchases.
D. VERIFICATION OF EXPENDITURES FOR OPERATING EXPENSES- Points will be recorded based on the following criteria:
Four (4) points will be recorded if invoices and other documents support 95% to 100% of the total overhead/operating expenses listed on the BEP 1-E report as determined by a random, onemonth audit selected from the appraisal period.
Three (3) points will recorded if 92% to 94% of expenditures are supported.
Two (2) points will be recorded if 89% to 91% of expenditures are supported.
One (1) point will be recorded if 86% to 88% of expenditures is supported.
Zero (0) points will be recorded if invoices and other documents support 85% or less of total expenditures.
E. APPROPRIATE PERCENTAGE GROSS PROFIT ATTAINED ON BEP 1-E REPORTS- Points will be recorded based on the following criteria:
Four (4) points will be recorded if 95% to 100% or more of the gross profit percentage goal is achieved based on an average of the twelve (12) BEP 1-E reports for the appraisal period.
Three (3) points will be recorded if 87% to 94% of the gross profit percentage goal is achieved.
Two (2) points will be recorded if 79% to 86% of the gross profit percentage goal is achieved.
One (1) point will be recorded if 71% to 78% of the gross profit percentage goal is achieved.
Zero (0) points will be recorded if 70% or less of the gross profit percentage goal is achieved
F. APPROPRIATE PERCENTAGE NET PROFIT ATTAINED ON BEP 1-E REPORTS- Points will be recorded based on the following criteria:
Four (4) points recorded if 95% to100% or more of the net profit percentage goal is achieved based on an average of twelve (12) BEP 1-E reports for the appraisal period.
Three (3) points recorded if 87% to 94% of the net profit percentage goal is achieved.
Two (2) points will be recorded if 79% to 86% of the net profit percentage standard is achieved.
One (1) point will be recorded if 71% to 78% of the net profit percentage goal is achieved.
Zero (0) points will be recorded if 70% or less of the net profit percentage goal is achieved
G. APPROPRIATE GROSS SALES VOLUME ATTAINED ON BEP 1-E REPORTS- Points will be recorded based on the following criteria:
Four (4) points will be recorded if 95% to 100% or more of the gross sales volume goal is achieved based on an average of the twelve (12) BEP 1-E reports for the appraisal period.
Three (3) points will be recorded if 87% to 94% of the gross sales volume goal is achieved.
Two (2) points will be recorded if 79% to 86% of the gross sales volume goal is achieved.
One (1) point will be recorded if 71% to 78% of the gross sales volume goal is achieved.
Zero (0) points will be recorded if 70% or less of the gross sales volume goal is achieved.
TOTAL OF RATINGS- The total of the seven-responsibility/performance goals (R/G) scores A through G.
RATING AVERAGE- The average R/G score.
TASK RATING SCORE- The total of T/R/P scores.
WORK HABIT RATINGS- This corresponds with five (5) areas listed under work habit ratings. Items will be rated as satisfactory or unsatisfactory. If an unsatisfactory is given, documentation detailing the rating must be provided. Ten points will be awarded for each satisfactory score.
PROVIDES PREVENTIVE MAINTENANCE, APPROPRIATE CLEANING AND SANITATION- The preventive maintenance and appropriate cleaning and sanitation of all facility equipment, work areas and storage facilities is expected of each vendor. The vendor will be given an unsatisfactory for failure to comply with a written request to perform such maintenance on three (3) or more occasions during the 12-month appraisal period. The vendor's BEP representative will document noncompliance in this area and submit such noncompliance to the state office.
MERCHANDISE ROTATED, STOCKED SUFFICIENTLY AND CORRECTLY- The vendor is expected to maintain fresh and proper merchandise for the facility. The merchandise should be displayed appropriately, rotated in order to prevent spoilage and in the case of vending machines, stocked sufficiently and correctly. The vendor will be given an unsatisfactory for failure to comply with a written request to perform proper merchandise management on five (5) or more occasions during the 12-month appraisal period. The vendor's BEP representative will document noncompliance in this area and submit such noncompliance to the state office.
MAINTAINS INVENTORY OR CASH EQUIVALENT- The vendor must maintain an inventory and/or cash equivalent equal to the investment of the Business Enterprise Program (SLA). The vendor will furnish an annual wholesale inventory or other verification. Any outstanding charges for merchandise shall be deducted from the inventory total. An unsatisfactory will be given if this goal is not met as determined by a random, one-month audit selected from the appraisal period.
MAINTAINS APPROPRIATE HOURS OF OPERATION- An unsatisfactory will be given for failure to maintain the hours of operation as specified in the vendor agreement. The vendor will be given an unsatisfactory for failure to comply with a written request to perform the proper hours of operation on five (5) or more occasions during the 12-month appraisal period. The vendor's BEP representative will document noncompliance in this area and submit such noncompliance to the state office.
MAINTAINS GOOD RELATIONSHIPS WITH CUSTOMERS AND GRANTOR(S)- The vendor is expected to maintain good relationships with customers and grantor (s). An unsatisfactory will be given for two (2) or more verified written complaints from customers or grantor(s) during the appraisal period. Complaints should be for service-related or general customer relations only. This is not the appropriate category for pricing, product variety or equipment complaints. Refusal to work any part or all of a facility will result in an unsatisfactory rating.
SATISFACTORY RATINGS- This is the total number of work habit categories rated S for satisfactory. WORK HABIT SCORE - This is the total work habit score.
PERFORMANCE APPRAISAL SCORE- This represents the combination of the responsibilities/goals rating score and work habit score.
APPRAISAL SIGNATURES- After discussion, the BEP representative and the vendor will sign and date the performance appraisal. The vendor's signature denotes discussion, not necessarily agreement.
BEP-FSA
Revised 4/2004
SELECTION and EVALUATION CRITERIA for FACILITY CLASSIFICATIONS: FORM A
Vending Facility _________ Vending Route_________ Highway Vending_________
Announcement Closing Date ______________ Name or Facility No. _______________________
2. In compliance with items (1) through (8)
found in 795-7-4-. 01 Selection Process
In compliance with all BEP Rules Yes ____ No ____
Not on probationary status Yes ____ No ____
Not delinquent in payments to the set-aside and/or escrow funds Yes ____ No ____
Not delinquent in filing a timely and complete application Yes ____ No ____
Not delinquent in filing timely and complete BEP - 1E reports Yes ____ No ____
Current with liability insurance payments Yes ____ No ____
Meets required performance appraisal score of 75% or greater Yes ____ No ____
6. Displacement points - three points if displaced for Displacement Points _____
no fault of the vendor
Date of Selection: __________ Total Evaluation Score ______
Elected Committee Member: ____________________________________________
Elected Committee Member: ____________________________________________
SLA Member: __________________________________________________________
BEP-FSB
Revised 4/2004
SELECTION and EVALUATION CRITERIA for FACILITY CLASSIFICATIONS: FORM B
Limited Food Preparation Facility ______________ Snack Bar ____________
Announcement Closing Date ______________________ Name or Facility No. ________________________
2. In compliance with items (1) through (8)
found in 795-7-4-. 01 Selection Process
In compliance with all BEP Rules Yes _____ No _____
Not on probationary status Yes _____ No _____
Not delinquent in payments to the set-aside and/or escrow funds Yes _____ No _____
Not delinquent in filing a timely and complete application Yes _____ No _____
Not delinquent in filing timely and complete BEP - 1E reports Yes _____ No _____
Current with liability insurance payments Yes _____ No _____
Meets required performance appraisal score of 75% or greater Yes _____ No _____
7. Displacement points - three points if displaced for Displacement Points _______
no fault of the vendor
Date of Selection: ________________ Total Evaluation Score _______
Elected Committee Member: _________________________________
Elected Committee Member: _________________________________
SLA Member: _______________________________________________
BEP-FSC
Revised 4/2004
SELECTION and EVALUATION CRITERIA for FACILITY CLASSIFICATIONS: FORM C
Cafeteria and Military Dining Facilities _________________
Announcement Closing Date ___________________ Name or Facility No. _________________________
2. In compliance with items (1) through (8)
found in 795-7-4-. 01 Selection Process
In compliance with all BEP Rules Yes _____ No _____
Not on probationary status Yes _____ No _____
Not delinquent in payments to the set-aside and/or escrow funds Yes _____ No _____
Not delinquent in filing a timely and complete application Yes _____ No _____
Not delinquent in filing timely and complete BEP - 1E reports Yes _____ No _____
Current with liability insurance payments Yes _____ No _____
Meets required performance appraisal score of 75% or greater Yes _____ No _____
6. Displacement points - three points if displaced for Displacement Points _____
no fault of the vendor
Date of Selection: __________________ Total Evaluation Score ______
Elected Committee Member: _______________________________________
Elected Committee Member: _______________________________________
SLA Member: _____________________________________________________
BEP-FSD
Revised 04/2004
SELECTION and EVALUATION CRITERIA for FACILITY CLASSIFICATIONS: FORM D
Other ______________
Announcement Closing Date _______________ Name or Facility No. _________________________
2. In compliance with items (1) through (8)
found in 795-7-4-. 01 Selection Process
In compliance with all BEP Rules Yes _____ No _____
Not on probationary status Yes _____ No _____
Not delinquent in payments to the set-aside and/or escrow funds Yes _____ No _____
Not delinquent in filing a timely and complete application Yes _____ No _____
Not delinquent in filing timely and complete BEP - 1E reports Yes _____ No _____
Current with liability insurance payments Yes _____ No _____
Meets required performance appraisal score of 75% or greater Yes _____ No _____
7. Meets additional requirements posted in the
facility announcement for this facility Yes _____ No _____
Date of Selection: _________________ Total Evaluation Score ______
Elected Committee Member: ______________________________________
Elected Committee Member: ______________________________________
SLA Member: ____________________________________________________
Author: Alabama Board of Rehabilitation Services, Alabama Elected Committee of Blind Vendors
Statutory Authority: Code of Ala. 1975, §§21-1-40, 21-9-9; 20 U.S.C. 107 et. seq.
History: New Rule: Filed January 19, 2000; effective February 23, 2000. Repealed and New: Filed August 8, 2001; effective September 12, 2001. Amended: Filed May 9, 2004; effective April 13, 2004. Repealed and New Rule: Filed March 6, 2017; effective April 20, 2017.