SLIDE 1 THE POWER OF PERFORMANCE
51TH ANNUAL CONFERENCE MAY 22-25, 2018 ORLANDO, FLORIDA
Automated Evaluation Matrix Debbie Storme and Kevin (SeYon) Hwang
- n behalf of Brenda J. Billingsley, Director of Purchasing
SLIDE 2 EVALUATION COMMITTEE EVALUATION MATRIX
- Evaluation criteria developed by Project Managers,
Contract Administrators and Purchasing staff for each advertised Request for Proposal (RFP) solicitation
- Vendors submit voluminous responses to RFP
solicitations in BidSync
- Project Managers and Contract Administrators review
Vendor qualifications
- Qualifications are presented to Evaluation Committee
in Evaluation Matrix for ranking and selecting Vendors
SLIDE 3 BUSINESS NEED
- Extensive commitment of time for
Project Managers and Purchasing staff
- Procurement Process sometimes extended or delayed
- Manual nature of process leaves room for errors
- r allows for speculative information as interpreted by
staff
SLIDE 4 AUTOMATED PROCESS
- Project Managers work with Purchasing Agents to develop evaluation
criteria and scoring prior to advertising
- Purchasing Agent creates fillable PDF Evaluation Criteria Response
Form by copying and pasting evaluation criteria provided by Project Manager
- Application automatically generates Evaluation Criteria Response Form
- Vendors provide responses directly into PDF form via BidSync
- Each criteria response allows for a maximum of 2100 text characters
- Graphs, resumes, tables, org charts, etc. are submitted as
attachments
- Purchasing Agent uploads into Automated application which creates
the final matrix of responses with all vendor information side by side.
SLIDE 5
EFFICIENCIES OF AUTOMATION
Replaces intensive labor process with automated solution Reduces delays in procurement process Evaluation Matrix submitted to Evaluation Committee are consistent in formatting Vendors have control of information Evaluation Committee reviews Easily customized based on each solicitation Provides clear comparison of vendors qualifications helping Evaluation Committee rapidly select best choice for the organization
SLIDE 6
APPLICATION LOGIN PAGE
SLIDE 7
WELCOME PAGE WILL OPEN
SLIDE 8
MASTER VENDOR EVALUATION QUESTIONS
SLIDE 9
VENDOR EVALUATION PAGE
SLIDE 10 CREATE A NEW VENDOR EVALUATION
- 1. SELECT CATEGORY TYPE 3. TYPE DESCRIPTION OF PROJECT
- 2. TYPE A TITLE OF THE PROJECT 4. TYPE RFP NUMBER
SLIDE 11 THE SYSTEM AUTOMATICALLY GENERATES THE VENDOR EVALUATION
QUESTIONS FROM THE PROJECT MASTER TEMPLATE
SLIDE 12 MODIFY VENDOR EVALUATION QUESTIONS
MULTI LINE, REQUIRED FIELD, READ ONLY, OR CHANGE ORDER OF
QUESTIONS
SLIDE 13
ONCE COMPLETE, THE VENDOR EVALUATION QUESTIONS DOWNLOAD A FILLABLE FORM BY CLICKING “DOWNLOAD COMBINED FORM” BUTTON.
SLIDE 14
SAMPLE VENDOR EVALUATION CRITERIA
FILLABLE FORM
SLIDE 15
PURCHASING AGENTS
DOWNLOAD
VENDOR
RESPONSES FROM
BIDSYNC AND
UPLOAD INTO THE APPLICATION BY DRAG AND DROP
SLIDE 16
APPLICATION ALLOWS VENDOR’S RESPONSE SIZE TO BE
LIMITED SO MATRIX DISPLAYS ON ONE PAGE
SLIDE 17
VENDOR EVALUATION MATRIX SAMPLE – LIMITED TO 4
RESPONSES ON ONE PAGE
SLIDE 18
VENDOR EVALUATION MATRIX SAMPLE – LIMITED TO 4
RESPONSES ON ONE PAGE
SLIDE 19
THE END
Deborah Storme dstorme@Broward.org Kevin (Se Yeon) Hwang syhwang@Broward.org
