A contractor can look reliable on paper and still arrive late, leave rework behind, or skip a safety step that nobody recorded. This contractor performance scorecard checklist gives municipal inspectors, supervisors, and procurement staff one 52-point list to complete for every job. Each item names the evidence to attach, so results hold up when a renewal, payment, or dispute is questioned. Print it, copy it into your own form, or run it digitally in inspection and work order software.
Contractor Performance Scorecard Checklist for Municipalities
A complete job-by-job checklist covering onboarding, timeliness, quality, rework, safety, and invoicing, with scoring rules and a sign-off block.
AOnboarding10 items
BTimeliness8 items
CQuality10 items
DRework7 items
ESafety9 items
FRecords8 items
How to Use This Checklist
Complete one checklist per job or per reporting period. Section A is done once per vendor; sections B to F are completed at job closeout.
1Mark each itemYes, No, or N/A. Mark N/A only when the item truly does not apply to the job.
2Attach evidenceEach item lists the record that proves the answer. No record means mark No.
3Calculate by sectionDivide Yes answers by all answers except N/A to get a percentage per section.
4Convert and weightTurn each percentage into a 1 to 5 score and apply the section weights.
Tick when answer is Yes
CriticalA No triggers an automatic review
Section A: Vendor Onboarding and Contract Setup
Complete before the first assignment and refresh whenever documents expire. Not scored per job.
- Scorecard criteria and weights are attached to the solicitation or contract.Evidence: contract exhibit
- Business and trade licenses are verified and current. CriticalEvidence: license copies with expiry dates
- Certificate of insurance matches required coverage types and limits. CriticalEvidence: certificate on file
- Required worker certifications are confirmed for the trade.Evidence: certification list
- Subcontractors are disclosed and held to the same requirements.Evidence: subcontractor list
- Response time and completion targets are written into the agreement.Evidence: scope or service levels
- Vendor contact and after-hours number are recorded.Evidence: vendor record
- Safety, traffic control, and permit expectations are communicated in writing.Evidence: kickoff notes
- Eligibility checks required by local policy are completed.Evidence: procurement file
- Vendor has been briefed on scoring and the dispute process.Evidence: briefing record
Section B: Dispatch and Timeliness (Weight 25%)
Use timestamps from the work order rather than memory. Separate delays the vendor caused from delays the city caused.
- Work order lists asset, location, scope, and priority before dispatch.Evidence: work order
- Request time and vendor acknowledgment time are recorded.Evidence: timestamps
- Vendor responded within the agreed window.Evidence: response time
- Arrival or start time is logged.Evidence: check-in or inspector note
- Any delay was reported before the deadline with a reason.Evidence: message or note
- Delay cause is classified as vendor, city, or external.Evidence: classification on order
- Completion date met the agreed date.Evidence: completion timestamp
- After-hours or emergency calls were answered as the contract requires.Evidence: call log
Stop re-typing this checklist for every job
Run inspections, photos, timestamps, and vendor work orders in one place with Oxmaint, so scores come from records.
Section C: Quality of Work and Inspection (Weight 25%)
Inspect against the written specification, not against personal preference.
- Work matches the specification and approved materials.Evidence: spec and inspection form
- An inspector visited the site before sign-off.Evidence: inspector name and date
- Inspection form is complete with pass or fail for each item.Evidence: completed form
- Before and after photos are attached.Evidence: photos on work order
- Materials used match submittals or approved equivalents.Evidence: delivery tickets
- Site is clean and debris is removed.Evidence: closeout photo
- Punch list items are listed with due dates.Evidence: punch list
- Punch list items were closed within the agreed period.Evidence: closure dates
- Work passed first inspection without correction.Evidence: inspection result
- Asset was tested and left in working order.Evidence: test record
Section D: Rework and Warranty (Weight 20%)
Check asset history first. Repeat visits for the same defect are the clearest sign of a workmanship problem.
- Asset history shows no repeat visit for the same defect.Evidence: asset history
- Warranty start and end dates are recorded.Evidence: warranty record
- Warranty callbacks were completed at no cost to the city.Evidence: callback order
- Cause of any repeat failure was reviewed.Evidence: review note
- Vendor answered warranty requests within the agreed time.Evidence: request and response dates
- Rework hours and cost are recorded separately.Evidence: cost lines
- Disputed repairs are documented with photos.Evidence: dispute file
Section E: Safety and Compliance (Weight 20%)
A single No on a critical item requires review, even if the section percentage is high.
- Crew wore required protective equipment.Evidence: site check
- Work zone or traffic control matched the approved plan. CriticalEvidence: photo and plan
- Lockout and tagout were followed where applicable. CriticalEvidence: lockout record
- Required permits were obtained and posted.Evidence: permit copies
- Utility locates were completed before digging. CriticalEvidence: locate ticket
- No incident occurred, or it was reported the same day.Evidence: incident log
- Barriers and signage protected the public and staff.Evidence: site photo
- Hazardous materials were handled and disposed of per rules.Evidence: disposal record
- Site was left safe with no open hazards.Evidence: closeout check
Section F: Communication, Invoicing, and Records (Weight 10%)
Clean paperwork saves finance and audit time. Check the invoice against the approved scope before payment.
- Vendor provided status updates at the agreed points.Evidence: messages
- Completion report describes the work performed.Evidence: report
- Invoice references the purchase order and work order.Evidence: invoice
- Invoice amounts match approved scope, rates, and quantities.Evidence: invoice review
- Change orders were approved in writing before work began.Evidence: signed change order
- Timesheets or material receipts support time-and-material billing.Evidence: attachments
- Manuals, as-built details, and warranty papers were delivered.Evidence: closeout package
- Invoice was submitted within the agreed period.Evidence: invoice date
Scoring: From Ticks to a Final Rating
Convert each section percentage to a 1 to 5 score, then apply the weights. The cut points below are a starting suggestion; adjust them with your procurement office.
| Section percentage of Yes | Score | Meaning |
|---|---|---|
| 95% to 100% | 5 | Exceeds requirements |
| 85% to 94% | 4 | Meets requirements with minor issues |
| 70% to 84% | 3 | Acceptable, needed follow-up |
| 50% to 69% | 2 | Below requirements |
| Below 50% | 1 | Unacceptable |
Final score formula
B score x 0.25
C score x 0.25
D score x 0.20
E score x 0.20
F score x 0.10
Add the five results for the final rating out of 5. Any critical item marked No sends the job to manager review regardless of the total.
Sign-Off Block
Copy this block to the end of your printed or digital form.
Contractor
Contract and work order number
Asset or location
Inspector name and date
Reviewer name and date
Final score (out of 5)
Continue as is
Improvement plan
Escalate to procurement
What to Do With the Result
Score 4.0 and above
- Send results to the vendor
- Consider for repeat work where rules allow
- Keep as a benchmark for others
Score 2.5 to 3.9
- Meet the vendor on the lowest sections
- Agree dated corrective actions
- Recheck on the next two jobs
Below 2.5 or critical No
- Notify procurement and legal as needed
- Hold new assignments pending review
- Document every step taken
Tips for Using the Checklist in the Field
- Print on one double-sided sheet per job, with the sign-off block on the back.
- Complete sections B and F from the office and sections C and E on site.
- Take photos while on site, not afterward, so evidence matches the date.
- Use the same inspector pair for a few weeks to calibrate how strictly items are marked.
- Review a sample of finished checklists monthly and correct unclear items.
- Remove or add items by trade. Roofing needs warranty detail; grounds work needs schedule detail.
Running the Checklist Digitally With Oxmaint
Paper works for a pilot. As volume grows, a maintenance system removes duplicate entry and keeps evidence attached.
Inspection checklistsBuild this list as a template, complete it on a phone, and attach photos to each item.
Work order timestampsRequest, start, and completion times are captured for the timeliness section.
Asset historyRepeat visits to the same asset appear immediately for the rework section.
Compliance recordsKeep insurance and license documents with expiry dates beside the vendor record.
ReportsSummarize scores, completion times, and rework by contractor each quarter.
To set up your own template, book a demo and bring a copy of your current form.
Trade Add-On Items
Add the lines below to sections C and D when the job falls in one of these trades. They cover the failures that most often appear after the contractor has left.
Paving, patching, and concrete
- Surface was prepared and edges were cut or cleaned before patching.Evidence: photo or inspector note
- Material temperature and compaction followed the specification.Evidence: delivery ticket or test result
- Patch is flush with the surrounding surface and drains properly.Evidence: closeout photo
- Patch was rechecked after the first wet or freezing period.Evidence: follow-up inspection
HVAC, electrical, and plumbing service
- Technician held the license or certification the task requires.Evidence: license record
- Readings, settings, or test results were recorded after the repair.Evidence: service report
- Parts replaced are listed with model and serial numbers.Evidence: invoice or report
- Old parts or failed components were available for review when requested.Evidence: inspector note
Grounds, landscaping, and roofing
- Scheduled visits happened on the contracted dates.Evidence: visit log
- Chemical applications were logged with product, rate, and applicator.Evidence: application record
- Roof or envelope repairs were photographed before covering.Evidence: photo set
- Warranty letter or manufacturer registration was delivered.Evidence: closeout package
Program Manager Checklist: Monthly Review
Individual job sheets only help when someone reviews them together. Use this short list once a month.
- Every completed vendor job in the month has a finished checklist.Evidence: job list compared with checklists
- Checklists with a critical No have a documented manager review.Evidence: review notes
- Any score of 2 or below was reviewed by a second person.Evidence: reviewer initials
- Contractors with falling scores have been contacted.Evidence: message or meeting record
- Expired insurance, licenses, or certifications have been identified and addressed.Evidence: compliance report
- Repeat repairs have been traced to the vendor responsible.Evidence: asset history
- Results have been shared with department heads.Evidence: monthly summary
Why a Checklist Beats Memory and Email
Consistency
- Every vendor is judged on the same items
- Two inspectors reach similar results
- New staff learn the standard quickly
Defensibility
- Each answer points to a record
- Disputes are settled with evidence
- Audit questions have ready answers
Speed
- Scoring takes minutes, not meetings
- Problems surface while jobs are fresh
- Trends appear without extra reports
Mistakes to Avoid When Scoring
- Ticking items from memory instead of checking the record, which makes the score a guess.
- Marking N/A too often, which inflates percentages by shrinking the denominator.
- Blaming the vendor for delays the city caused, such as late site access or missing approvals.
- Ignoring a critical No because the overall average looks healthy.
- Keeping completed sheets in a drawer where procurement and finance cannot use them.
- Never updating the list, so new risks and new contract terms are not captured.
Frequently Asked Questions
How often should I complete this checklist?Complete sections B to F at every job closeout, and refresh section A when documents expire.
Can I change the items?Yes. Keep the structure and weights, but tailor items to each trade and contract.
What if an item does not apply?Mark N/A and leave it out of the percentage calculation for that section.
Can I use this as a PDF?Print or save the page as PDF from your browser. For digital forms, sign up to create templates.
Does a good score guarantee future awards?No. Scores inform decisions, but awards follow your procurement rules and legal guidance.
Turn this checklist into a habit your whole team follows
Complete inspections on mobile, keep vendor evidence with each work order, and score contractors from real records.
