SayPro Bid Evaluation Template

A standardized template for evaluating bids, allowing for easy comparison of technical and financial elements

Bid Evaluation Template Structure:

1. Header Section:
   • Project Name:
     Enter the title of the project or procurement for which the bids are being evaluated.
   • Bid Evaluation Committee:
     List the members of the committee responsible for evaluating the bids.
   • Evaluation Date:
     Enter the date when the bid evaluation process is being conducted.
   • RFP Reference Number:
     Specify the reference number of the RFP being evaluated.
   • Bidder Names:
     List all the bidders who have submitted proposals for this project.

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2. Evaluation Criteria Overview:
   • A clear list of the evaluation criteria based on the RFP’s requirements, including both Technical and Financial aspects.
   Example Criteria:
   • Technical Evaluation Criteria:
     • Compliance with technical requirements
     • Quality of proposed solutions
     • Innovation and value-added features
     • Experience and qualifications of the team
     • Project timeline
     • Sustainability practices
   • Financial Evaluation Criteria:
     • Price (Total bid price, including any optional costs)
     • Payment terms
     • Discount structures
     • Cost breakdown (labor, materials, services)
     • Any additional fees or hidden costs
   Weightings: Assign relative weights to each criterion. For example:
   • Technical Evaluation: 60%
   • Financial Evaluation: 40%

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3. Technical Evaluation Section: This section is used to assess the technical aspects of each bidder’s submission. Each technical criterion should be scored based on how well the bidder meets the RFP requirements. CriteriaDescriptionBidder A ScoreBidder B ScoreBidder C ScoreCompliance with Technical RequirementsEvaluate if the proposal meets all the technical requirements outlined in the RFP.9/107/108/10Quality of Proposed SolutionsAssess the overall quality of the technical solution provided.8/108/109/10Innovation & Value-Added FeaturesAssess if the bidder offers any innovative or additional features that enhance the project.7/109/108/10Experience and QualificationsReview the qualifications and past experience of the bidder’s team and organization.9/107/108/10Project TimelineAssess whether the proposed timeline meets project requirements.8/107/109/10Sustainability PracticesEvaluate the environmental and sustainability practices incorporated into the project.7/106/109/10 Total Technical Score:
   (Sum of each technical score weighted according to its importance)

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4. Financial Evaluation Section: This section is used to assess the financial aspects of each bidder’s proposal, ensuring that the financial terms are competitive and within budget. CriteriaDescriptionBidder A PriceBidder B PriceBidder C PriceTotal Bid PriceThe total cost of the project, including all expenses.$500,000$520,000$480,000Payment TermsEvaluate the payment schedule proposed by the bidder.30% upfront, 40% milestone, 30% on completion20% upfront, 30% milestone, 50% on completion25% upfront, 50% milestone, 25% on completionDiscount StructureConsider any discounts offered for early payment or bulk procurement.No discount5% discount for early payment3% discount for early paymentCost BreakdownReview the detailed breakdown of costs (e.g., labor, materials, equipment).See attachedSee attachedSee attachedAdditional FeesIdentify any additional hidden fees, maintenance costs, or post-project charges.None$10,000 for aftercare$5,000 for aftercare Total Financial Score:
   (Total financial evaluation score based on bidder price competitiveness, payment terms, and other factors)

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5. Overall Evaluation: In this section, the Technical and Financial scores are combined to provide an overall evaluation of each bidder. A weighted average can be used to combine the scores from the two categories. BidderTechnical ScoreFinancial ScoreTotal ScoreRankBidder A85%90%87.5%2ndBidder B80%85%82.5%3rdBidder C88%92%90%1st Final Recommendation:
   Based on the overall score, Bidder C is the recommended bidder for the project due to their highest total score.

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6. Additional Comments & Observations: In this section, the evaluators can provide any additional notes or observations about the bidders’ proposals. This could include any risks, challenges, or clarifications required before proceeding to contract negotiation.

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Conclusion and Next Steps:

• Approval:
  The evaluation committee will submit the final evaluation report for approval from the designated authority.
• Negotiation Phase:
  Based on the final recommendation, the procurement team will enter the negotiation phase with the selected bidder.
• Contract Award:
  After successful negotiations, the contract will be awarded to the selected bidder.