PROCUREMENT MEASURES / METRICS

Procurement measures and metrics are essential tools used to evaluate the efficiency, effectiveness, and transparency of public purchasing processes. These key performance indicators (KPIs) help organizations track spending, supplier performance, cost savings, and compliance with procurement regulations.


By measuring critical aspects of procurement activities, agencies can:

  • Ensure taxpayer dollars are spent responsibly.

  • Identify opportunities for cost savings and process improvements.

  • Maintain compliance with state and federal procurement laws.

  • Promote accountability and transparency in public purchasing.

Procurement metrics support data-driven decision-making by:

  • Monitoring vendor performance to ensure quality and timely service.

  • Analyzing procurement cycle times to improve efficiency.

  • Assessing contract utilization to optimize resource allocation.

  • Evaluating competition levels to encourage fair and open bidding.

By leveraging these measures, an organization’s procurement system fosters integrity, efficiency, and value in government contracting—ensuring the best outcomes for agencies and the communities they serve.


Note the Key Procurement Measures / Metrics below, which you may customize for your organization. 

Key Procurement Measures / Metrics

Metric Description Sep-25 Oct-25 Nov-25 Dec-25
Vendor Registration
Vendor Registration Applications (VRAS) Received 12 16 13 21
VRAS Processed (Approved/Denied/Vendor # Issued) 10 16 12 18
VRAS - Average Processing Time 5 days 7 days 4 days 2 days
Purchase Orders (PO)
PO Requisitions Received 36 44 32 38
POs Processed (Issued to Dept/Vendor) 35 32 29 31
PO - Average Processing Time 7 days 5 days 7 days 4 days
PO - Total Expenditures (Issued POs) $125,535 $158,455 $135,552 $125,655
P-Card (Procurement Card)
P-Card Requests/Transfers Received 13 15 15 17
P-Card Requests/Transfers Processed 13 14 15 14
P-Card Request/Transfer - Average Processing Time 2 days 3 days 4 days 2 days
P-Cards - Total Expenditures $35,425 $65,244 $12,552 $43,555
P-Cards - Total Rebates $2,754 $2,953 $1,452 $2,451
Solicitations (IFB, RFP, RFQ, ITN, etc.)
Solicitation Requests Received 12 13 9 11
Solicitations Processed (Issued for Public Response) 10 12 7 8
Solicitations - Average Processing Time 35 days 39 days 42 days 29 days
Solicitations in Development Phase 0 1 2 3
Solicitations in Open/Active Phase 10 12 7 8
Solicitations in Award Phase 5 6 4 6
Procurement Methods
Piggyback/Cooperative Procurements 8 5 7 8
Sole Source Procurements 6 4 5 6
Exempt Procurements 3 4 5 6
Emergency Procurements 2 1 0 1
Contracts
Contract Requests Received 12 13 9 11
Contracts Processed (Drafted/Routed/Executed) 10 12 7 8
Contracts - Average Processing Time 15 days 19 days 22 days 21 days
Contracts in Development Phase 10 12 7 8
Contracts in Open/Active Phase 5 6 4 6
Contracts Closed Out 3 4 5 6
Contracts Terminated for Convenience 2 1 0 1
Contracts Terminated for Cause / Breach 0 1 0 0
Contract Compliance
Contract Non-Compliance Issues Reported 3 4 3 4
Non-Compliance Resulting in Corrective Action Plan 2 3 3 4
Non-Compliance Resulting in Contract Termination 1 1 0 0
Contracts with Active Corrective Actions Plans 2 3 3 4
Contracts with Successfully Completed Corrective Actions Plans 1 0 2 1
Contracts with Unsuccessfully Completed Corrective Actions Plans 1 1 0 0
Financial & Other
Cost Savings/Avoidance $18,652 $15,455 $12,451 $14,553
Variance from Budget (%) 4.66% 3.86% 3.11% 3.64%
Public Records Requests Received 1 2 2 3
Public Records Requests Processed 1 2 2 3
Public Records Requests - Average Processing Time 5 days 9 days 7 days 2 days
Disposal of Surplus Assets (# of Transactions) 3 0 1 2
Revenue from Disposal of Surplus Assets $12,451 $0 $1,204 $1,452