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Guide: Evaluator's Guide

EVALUATOR'S GUIDE

 

HOW TO LOGIN

An Evaluator is notified by the organization that there is a bid to be evaluated, via email.

There is a link provided in the email where the Evaluator will click and login in using log-in information provided previously by agency or simply by resetting their password.

 

 

If a link has not been provided then the Evaluator should go to the Agency’s/Organization’s site.

For example:   agencyname.bidsandtenders.ca

 

This guide will use the Agency Presentation therefore the link is presentation.bidsandtenders.ca

Note:  bidsandtenders.com site cannot be used.  This url will not link to the evaluation. 

 

  • Click Login

Once logged in the Evaluator is brought to the Evaluation Portal

 

Across the top

  • Evaluation Dashboard – An area that accesses evaluation reminders and notices, access to current projects to be evaluated and a list of past projects that the evaluator is participating in.
  • Bids homepage  - the homepage of the agency that you have logged into.  If the evaluator requires access to bid documents this is where the documents can be accessed.
  • Find more bids – a redirect to bidsandtenders.com
  • Logout – to logout of the Evaluation portal

 

EVALUATION DASHBOARD

Reminders and Notices

A list of Evaluations that the Evaluator has been assigned to including:

  • Notice Date – Date that the notice was sent to evaluator
  • Project – Project #
  • Due Date – Date that the Evaluation is due
  • Notice – Type of Notice with the stage name and Project #

 

 

My Current Projects

A list of current evaluations the user has been assigned to 

  • Number - Project #
  • Project Name - Name that the project has been given
  • Stage - Stage Name given to the stage that the Evaluator is to Evaluate (example: Compliancy, Technical Requirements) 
  • Due Date - The date that the evaluation is due
  • My progress - progress bar for the Evaluator to see how much of the evaluation is complete
  • Status - The Evaluators status (example: evaluating or complete)

My Past Projects

  • Number - Project #
  • Project Name - Name that the project has been given
  • Due Date - The date that the evaluation is due
  • My progress - progress bar for the Evaluator to see how much of the evaluation was complete
  • Stage - The stage name in the Evaluation
  • When you initially log in, you should be directed to the Evaluation Dashboard. If not, click on “Evaluation Dashboard” to view any reminders you may have or your current and past projects you are an evaluator on:

EVALUATING A PROJECT DETAILED

In order to begin Evaluating a project the Evaluator MUST complete a conflict of interest acknowledgement. 

  • Click on "Pending Conflict of Interest" 
  • The Evaluator is presented with a question "Do you have a conflict of Interest?" Along with a list of Suppliers Company names that submitted to this project.

See screenshot

The evaluator will select one of the following options: 

  • I Have a Conflict - Click on this button if you have a conflict of interest with any of the suppliers listed.  This will provide Purchasing an indication that there is a conflict and automatically the Evaluator will be removed from accessing the evaluation.

If this is done in error can be removed by the Purchasing department (see how to remove conflict of interest) 

  • I Don't Have a Conflict -  Click this button if you DO NOT have a conflict of interest with any of the suppliers listed.  This will provide you access to the next section the Evaluation instructions. 

 

 

Evaluation Instructions

If the Purchasing Representative has set up evaluation Instructions as part of this Evaluation, these will have to be read and acknowledged. 

 

The Evaluation will be displayed on the Screen 

EVALUATION DETAILS 

The details of the project will appear in the first box 

  • Bid Number - The bid number indicated in the Build>Settings>Project>Project Number section
  • Bid Title - The Bid Title indicated in the Build>Settings>Project>Project Name section
  • Project Type - The Project type selected in the Build>Settings>Source>Bid Type
  • Procurement Lead - The Lead indicated in the Build>Settings>Project>Procurement Lead section 
  • Bid Closing Date - Closing date of Project to Suppliers
  • Availability - The Source Criteria selected in the Build>Settings>Source>Source Criteria

SUMMARY SCORE CARD

  • Evaluation Items - Name of the Stage and criteria that are allocated to this evaluation
  • Weight - Indicates the weight for each item in this stage
  • Points - Indicates the maximum points allowed for scoring each supplier
  • Supplier Name (Vendor Three) - Indicates the name of the first supplier for evaluation 
  • Supplier Name (Vendor One ) - Indicates the name of second supplier for evaluation

The summary score card will update when as the Evaluator scores and progresses through each item in the evaluation. 

The next section is the area where the evaluation begins: 

  • Bidder – Names of the supplier's company that submitted on the project
  • Evaluation Item(s) – Hyperlink to the items that are assigned for evaluation. Click the items to access the score card and view any documents that have been provided for you to review. (see instructions below) 
  • My Progress – A progress bar to indicate progress to completion. The bar will be blue and full when the evaluation for that bidder is completed. 
  • Score Card – This is EASY access to the score card.  The evaluator can come here and score the items without access to documentation. 
      • Click Score Card 
      • Click Score
      • Enter Score
      • Enter Comment and Save

EVALUATION ITEM(S)

Bidders listed may be evaluated at any time. The Evaluation DOES NOT have to be completed in one visit.  Evaluation must be completed by due date otherwise access will be lost. 

 

Once saved the evaluator can log in and log out to evaluate at their convenience. 

  • Click on the Evaluation Item for the Bidder that will be evaluated

The evaluator is taken to selected Bidder's Score card and items.  

In this area allows the evaluator to do the following: 

Export Notes - Export notes created in General Notes area

General Notes - An area where the evaluator can add general notes about the supplier, submission or evaluation.  This will not appear on the score card for the submission but in a general area. 

Score Card - This is EASY access to the score card.  The evaluator can come here and score the items without access to documentation. 

 

The Bidder name and progress in a percentage are listed across the top (see screenshot below) 

 

Below this section is the evaluation with access to document associated with this item/criteria              (see screenshot below) 

 

Name of Bidder being Evaluated

Items to be evaluated (Check mark indicates complete) 

Criteria for this Stage and Bidder 

Edit button for access to score card - Click to add score and comments 

Hyperlink to document attached to item being evaluated

View access to document attached to item being evaluated

  1. Click on the Hyperlink or the View button to view document  (If the document is in pdf or table pulled from submission it will appear below (if the document is in any other format the document must be downloaded by clicking download button)
  2. Review document
  3. Acknowledge the document by clicking in Acknowledged check box (this will put a date and time stamp into the Acknowledged area for the document) - see screenshot below
  4. Click on Edit button to score 

 

After reviewing document

  1. Add a score 
  2. Add comments 
  3. Click Save 

 

The evaluator can now proceed to next item for this bidder or evaluate the same item for the second bidder (see options below) 

 

continue the same process for criteria/items and bidders until the evaluation is 100% complete. 

Once the evaluation is complete the Evaluator is encouraged to print to PDF the score card for each bidder to their device to use for consensus. 

From Evaluation dashboard

  • Click on Project Name
  • Click on Score card for bidder 
  • Click on Print to PDF
  • Save to device

The score card will not be available for download once the evaluation has closed. 

 

 

 

 

EVALUATING A PROJECT QUICK REFERENCE 

The following are step by step instructions without screenshots 

      1. Open the email from the Purchasing Agency and follow the link to the evaluation. 
      2. Evaluator log's into account 
      3. If password is forgotten click on forgot password or reach out to Purchasing Representative
      4. Evaluation dashboard will display the Current Project awaiting evaluation
      5. Click on Pending Conflict of Interest
      6. Review Conflict of interest information
      7. If conflict exists click on I HAVE A CONFLICT and the evaluation will end. 
      8. If NO conflict exits click on I DO NOT HAVE A CONFLICT
      9. If Evaluation instructions have been set up they will appear and must be acknowledged
      10. Click in box beside "I acknowledge that I have read the instructions" 
      11. Evaluation dashboard for this Project appears
      12. Click on the first Evaluation Item for the first bidder
      13. Selected bidders Bidder page appears
      14. Click on hyperlink of document (table) 
      15. Document (table) appears below - if document does not appear click on Download
      16. Review submission/document/table
      17. Once document/table is reviewed Click into the box beside Acknowledged to acknowledge reviewing the submission/document/table
      18. Click on Edit
      19. Scorecard appears - use up and down arrow to add score or type score into box
      20. Add Comments 
      21. Click Save 
      22. Click into second criteria for selected vendor OR click into the second bidder at top of screen (same criteria remains) 
      23. Click Back button
      24. Repeat steps #12-#23 until all Evaluation Items have been completed 
      25. Once completed click on Score Card for Bidder 1
      26. Click on Print to PDF button 
      27. Save for your records 
      28. Evaluation is complete

FAQ  & TROUBLESHOOTING - COMING SOON!

I cannot see the evaluation I was sent a notice for? 

I cannot see any criteria or items to evaluate? 

Trying to add a number into score and it is not being accepted?

I accidentally clicked "I HAVE A CONFLICT" how do I get rid of it?

I accidentally failed a Bidder, how do I unfail? 

How do I change my evaluator password? 

 

 

 

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