The panel usually assesses each response individually. You can ask for additional information before making a recommendation.
The evaluation panel must determine the best supplier or provider based on the information provided in the responses.
The team may decide to appoint a financial specialist to:
Scrutinise a response that is priced very low in comparison with others to determine:
If the panel has any concerns about the price, seek clarification from the supplier. However, you must not allow the supplier to adjust their price in the evaluation process, other than where the quoted elements of the price have been wrongly added.
Be alert to any signs of bid-rigging or collusion amongst suppliers.
This guide details how to develop bid evaluation criteria to manage sustainability impacts including the approach to cost versus sustainability.
Request any additional information
You may want the panel to be able to ask for additional information before reaching its decision. They could ask for:
Usually, each member of the evaluation panel carries out their own initial evaluation of responses and scores them according to the rating scale.
Once this is done, you can reach final overall scores by mathematical average (using either the mean or the median of the individual scores) or by team consensus. Reaching a team consensus through a moderation process is preferable - the final score will be an agreement based on all the evaluation panel members’ assessments, observations and opinions.
By using moderation, the panel can:
This process does take longer than using a mathematical average, and it's important to manage the moderation so that all viewpoints are heard.
You can use previous experience with the supplier as part of your evaluation – but you must make sure you're being objective and not biased. For example, documented knowledge of poor performance is a valid reason to rule out a supplier, but personal dislike isn't.
The evaluation panel recommendation records the panel’s deliberations and is signed by all members of the panel. It:
Document the outcome of the evaluation process, including the panel recommendation, in an evaluation report. The report should be endorsed by all panel members before being submitted for approval.