Evaluations Module

HOW TO SET UP AN EVALUATION

You are able to enable the evaluations module at any time (before issuing the bid, while the bid is open, and after the bid closes).

To turn on the Evaluation:

  • Open the bid that will be evaluated.

 

  • Go to “Bid Detail”Go to “Enable Evaluations” and select “Yes
  • A new tab will appear called “Evaluations

Note: if you cannot see the tab, click the arrow to move through the tabs.

  • Click “Launch Evaluation Setup

  • The Evaluation Details will be pre-populated with data from the information in the Bid Detail tab.

To add internal notes about this evaluation, click on "Notes":

  • Depending on your agency, select the Evaluation Type:
  • Consensus Score 

  • Average Score 

  • If you selected “Consensus Score”, a new section will appear, requesting the following information:
  • Select either:

    • Single consensus score: Evaluator’s scores will be displayed but a separate textbox will appear to indicate the score after the consensus meeting (the evaluator’s original score cannot be changed).
    • Update consensus score: The evaluator’s scores will be updated after the consensus meeting and the consensus score will be recalculated, based on the average of the updated scores (the evaluator’s original scores can be changed).

  • Start Date: The date the evaluation process begins (this date can be adjusted at any time)
  • End Date: The date the evaluation process is to be completed by (this date can be adjusted at any time)
  • Consensus Meeting: The date the consensus meeting for the Evaluators will take place.
  • If you selected “Average Score”, the following information must be completed:

 

  • Start Date: The date the evaluation process begins (this date can be adjusted at any time)
  • End Date: The date the evaluation process is to be completed by (this date can be adjusted at any time).

 Instructions:

  • If you would like to provide instructions to the Evaluators, click "Edit". The Evaluators will see these instructions prior to starting their evaluations:

  • Once you have filled out the information, click “Evaluation Sections Next
  • Here you will indicate the Evaluation Stages:
  • Compliance Check – this is a Pass/Fail check (for example: checking for Insurance Documents, Professional Certificates). If the bidder does not Pass this section, they will not move forward to the next stage of the evaluation process.
  • Evaluation – this includes the rated criteria (the scoring will be configured).
  • Interview – to be set up if an interview/demonstration is required.
  • Price – to evaluate price (if required).

 

SET UP COMPLIANCE CHECK:

  • Stage Type: Select “Compliance Check

  • Start Date: Indicate the start date for the evaluation of this stage (this date can be adjusted afterwards).
  • Due Date: Indicate the completion date for the evaluation of this stage (this date can be adjusted afterwards).

  • Name: State the name of the stage
  • Score Card Legend: Indicate to the Evaluator how this stage will be scored. Note: Compliance Checks are Pass/Fail.

  • Add the Evaluators. Note: The Evaluators must be set up as an “Employee” first (see guide):
    1. Start typing in the Evaluator’s name (this is an auto-complete field)
    2. Click “Add Evaluator
    3. Click “Save Changes” when done.
    4. To delete the stage, click “Delete”.

  • To delete an Evaluator, click “Remove Evaluator” next to the Evaluator.

SET UP EVALUATION STAGE

 

  • Stage Type: Select “Evaluation”:

  • Number: Indicate the number for the stage.
  • Name: Indicate the name of the stage.
  • Score Card Legend: Indicate how the criteria will be scored and what each score means:
  • Rating Scale - Minimum Value/Maximum Value: Depending on your evaluation process, this is the number of points the evaluator is scoring the criteria out of (ex. Out of 5, out of 10).
  • Weight: The total weight of the stage (in the evaluation) – for example rated criteria are worth 70 out of 100 and price is worth 30 out of 100.

  • Start Date: Indicate the start date for the evaluation of this stage (this date can be adjusted afterwards).
  • Due Date: Indicate the completion date for the evaluation of this stage (this date can be adjusted afterwards).

  • Add the Evaluators. Note: The Evaluators must be set up as an “Employee” first (see guide):
    1. Start typing in the Evaluator’s name (this is an auto-complete field)
    2. Click “Add Evaluator
    3. Click “Save Changes” when done.
    4. To delete the stage, click “Delete”.

  • To delete an Evaluator, click “Remove Evaluator” next to the Evaluator.

SET UP PRICE STAGE

  • Stage Type: Select “Price”

  • Number: Indicate the number for the stage.
  • Name: Indicate the name of the stage.

  • Weight/Score: The total weight of the stage (in the evaluation) – for example price is worth 30 out of 100, whereas rated / technical criteria are worth 70 out of 100.
  • Score Card Legend: this field is generally not applicable to price (leave blank).

SUBMISSION REQUIREMENTS

  • Once you have finished setting up your stages, click “Submission Requirements” to set up the requirements for each stage:

  • When you first get to the requirements page, it will show the first stage that you have set up. To view the different stages, click on 1, 2, 3, etc.

  • There are two options to set requirements:
    1. Add New Item: Add the item/criteria that will be Evaluated
    2. Add New Section: If you would like to set a subsection/grouping for the Items.

ADD NEW ITEM (COMPLIANCE CHECK STAGE)

  • Number: Indicate the number for the item.
  • Name: Indicate the name of the item.

  • Stage: Indicate which stage this item falls under.
  • Section: Select if you created Section, pick from drop down

  • Document Type:
    1. Bid Document - this will show the PDF of the submission. Check off "Include Pricing" if you want the Evaluators to see the pricing.
    2. Select which document uploads/forms you would like the Evaluators to see for this particular item:

 

ADD NEW ITEM (EVALUATION/INTERVIEW STAGE)

  • Number: Indicate the number for the item.
  • Name: Indicate the name of the item.

  • Stage: Indicate which stage this item falls under.
  • Section: If you created Section, select from drop down.

  • Document Type:
    1. Bid Document - this will show the PDF of the submission. Check off "Include Pricing" if you want the Evaluators to see the pricing.
    2. Select which document uploads/forms you would like the Evaluators to see for this particular item:

 

  • Continue adding all of the items for this stage:

  • Once you have entered in all of your stage requirements, click “Summary”:

  • The Summary Section will display all of the stages and requirements and the assigned Evaluators.

  •  Click “Complete” to finish setting up your Evaluation.

  • You have the ability to switch between the different stages you have set up:

  • By Default, every stage will be closed. To open up a stage to the Evaluators, click “Switch to Open For Evaluation” – if the stage is closed, the Evaluators will not have access to the Evaluation. You can open and close the evaluation at any point in time.

Once you click to Switch to open for Evaluation, the following will display:

 

  • To view the Evaluators and their progress, click on the Evaluators Section:

  • To view the various Score Cards, click on the Score Cards Section

Summary – displays all the Score Cards

All Comments – displays all the Comments in each Score Card.

Consensus Scoring (if utilizing this feature):

 

 

  • To start the Consensus Evaluation select the Submission from the Drop Down.
  • Depending on your selection in the set-up, it will either open a Single-Consensus Score Card or Update Consensus Score Card.
  • To reset the numbers in the Evaluation, click on the Stage with the Trash Can Icon – Note: this will erase the values in the cells.

 

 

 

 

 

 

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