Managing and Completing the Evaluation Process (Video)

 

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Transcript:

 

Welcome back! This trainee is on managing and completing the evaluation process.

Now that our evaluators have been notified to start scoring, we can go in and start to track their progress.

I'm going to click on my project.

If I go to the evaluation admin and scroll down, you'll notice I'll see that one of the evaluators has already attached their evaluator attachments.

Again, just a reminder, only Marge and you will see that document, Michael, the second evaluator will not see it.

If I go over to the evaluations tab, I can then come in here and see each of my evaluators for round one and see whether or not they have started or finished their process.

It will either say not started, submitted if they're completed, or draft.

You will be able to see the scores, and if we come in here and click on one, we can expand it and see any comments they may have written.

If the evaluator is in draft mode, they can make edits.

If an evaluator is submitted, they will not be able to make edits to their information.

But if you go in and you look and you go, hey, but if you go in and you notice that they did not put any of the comments they should have put, or they wrote something inappropriate, or need to adjust their scores, you're going to need to set the evaluator back to draft mode.

For that, you'll go to Evaluation Admin and expand the evaluator.

While in edit mode, so long as we haven't started the next round of scoring, we can then click on reopen the round.

And once we hit submit, that evaluator will be placed back into draft mode.

You can undo this action by either clicking undo or canceling altogether.

Go back to evaluation.

Again, this evaluator down at the bottom, Michael, has not submitted.

Might be time for them to submit.

We have to have this done by a certain date.

Again, you can always go back to the evaluation admin tab and click on send email and remind the entire team that we have a deadline and everything else to get done.

I'm going to go ahead and refresh my screen here because as the second evaluator, I just went in and submitted my scores.

So we're going to update the page.

Now if I come back to Evaluation, you can see that Michael has all of the scoring submitted.

To recap, Cost Evaluation is set by you once you enter in their price in Bid Management on the Bid Results tab.

Preferences.

You will score preferences if you are going to be using Preferences.

You simply select a vendor to expand, or you can come over here to Expand All.

There will be a place for you to also enter in comments.

I'm going to go into edit mode to release the form so I can start to enter in.

If they do not qualify, simply leave it as a zero, and if you want, you can enter in a note.

At the top, you'll see here underneath the preference header that says lock preference scores.

If I hit submit without checkmarking it, when I come back into the project and I go back to the evaluations tab and click edit.

I can still edit my scoring.

The second I select lock and then save it, those scores are locked in and cannot be removed without contacting Planet Bits.

Consensus score round one and round two.

And if you add additional rounds, you will have a round three and round four.

Consensus round does not have to be used.

Consensus rounds means that you your fellow evaluators have come together and decided on a set score.

Because it's a group think, it only needs to be entered into the system once.

If you decide to use it, you will be the one who will go in and enter in the points available.

If I expand any comments, weaknesses or overall comments. The points available is the criteria points available.

Depending on the scoring method used, your evaluator will either be able to score 0 to the evaluation points available, 100, 10, whatever you have set.

If it is base 10, they will only be able to score 0 to 5 or 0 to 10.

You will need to go in and put scores for all of the vendors if you are using this particular scoring list.

You will need to put in scores for all of the vendors that you are evaluating.

For consensus score, again, if you hit submit and you do not have the lock score turned on, then when you come back into it, you will be able to edit the consensus score round.

Once you lock it and save, you will not be able to release that area and will need to contact Planet Bids if you need to make any evaluation changes on a consensus score.

When using this system, you have flexibility per round.

You can go straight to Evaluator and skip Consensus, go straight to Consensus and skip Evaluator, or do both.

Now that we have done round one, we might want to do a second round of evaluation.

Let me go back to the Criteria tab.

Notice that I cannot enter or enable round two, nor can I add any rounds.

First thing I need to do is click edit, but now I can come in here and add the round. Click from the library.

I can also add additional rounds, but notice here I still cannot enable it.

Reason for that, round one is everybody who passes the qualifications.

Round two, round three, or if you add round four, you will then need to say which vendor moves on to the next set of evaluations.

So here I can come in and select any of the vendors.

How do I know which vendors I want to move on? We can look at the results tab.

Results tab will show us the individual evaluator scoring, the aggregate, which is the exact scoring, the average, or the consensus.

You can uncheck particular areas to remove them from the results.

And from here, I can then see each of the bidders and their scoring.

I can then decide who I want to move on.

I can expand the round to see the information breakdown by criteria, by preference, and then once we've done You do have the ability to export this into Excel.

On the evaluations tab, you can also export all the information on this tab as well as on the technical qualification.

Now that I have looked at results to know who is going to be the next finalist for the next round, I'll go back to the criteria and select the vendors that I want to move on. Now that I've selected the vendors, I can enable the second round.

For every round after you have completed the scoring, in order to enable, you will then have to select which vendors move on.

I'm going to save the information here, and I'm going to return to the bid in bid management.

Click edit and return to the bid results tab.

On the bid results tab you have the ability to send email to selected vendors.

Notice right now that the email says zero recipients.

I can then individually select the vendors I want to notify.

When I see the vendor name in the toolbox I know that this is a private communication from me to that individual, when I see the names in the two box of the company that I've selected, this is a private communication between your agency and that specific vendor.

The vendors will not know that I have selected three companies.

I can then come in here and type in my subject, my attach as many documents as I need to, and once I hit save and save bid, submit, the email has been sent out to the vendor.

If I return to the project and I go to the addenda and emails tab, I will then be able to see the email that I've sent and to whom it was sent to.

Once we've completed the additional rounds of evaluation and we're ready to award, We will go back to the bid results tab.

We can either enter in the ranking, we can go to the attachments tab, and enter in their best and final offer, and then we need to mark the responses.

In order to bid, in order to award, we must make sure that the responses column says yes.

We can do it individually within the project or we can select update multiple, select yes for responsiveness, and then select all the vendors that we're going to award to.

You can award to multiple vendors.

Now that I've selected yes for responsiveness, I can move on to the awards tab, put my status in, award pending, which is your intent to award, awarded, canceled, rejected.

All of the options here will have the same function as we move on.

So here I'm going to go ahead and go straight to awards.

I can backdate the award if I need to.

I have internal notes.

The vendor community will not see this information, just you, the agency.

Display the award on a public site, yes or no.

And if yes, do I want to display the award amount? Yes or no?

Here I'm going to say no. Public notes if I need to.

And then who am I going to award to?

You can award to any vendors or as many vendors as you need to.

Once you hit done, if the display awards on public site is enabled, when you go to hit save bid, an email option will appear.

It is your award pending or award notice.

You can scroll through to see what our email says.

You can add your own additional message and attachment.

You do not have to send it.

If you hit save and submit publish on this particular project, then it will go to all bidders.

If I hit don't send and submit, when I return and hit edit, save bid, it will ask me if I'm ready to send it now.

You can send it at any time.

And that concludes our project evaluation training.

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