Transcript:

Welcome to the training on how to set up project evaluation.

In this training, we're going to first start off in bid management Whether you've just created your bid or the project is already closed Welcome to the project evaluation training on how to set up your evaluation In this training, we're going to start off first in bid management and cover a few items If your project is just at the street and you're going to do an evaluation on it, whether it's a bid, a quote, a qualification, a request for information, or a request for proposal, while the project is bidding, you will want to go to the Bid Results tab and make sure that you have turned off Make Bid Results Public.

So just a reminder, just click at it and either go in and uncheck it.

If you want to show the results but maybe not show the pricing, you can change the line item details to none.

But once you've done those, and once you've done that, make sure you hit the Save Bid and Publish.

Once your project has closed, however, we're going to go back to the Bid Results tab here click Edit. A couple of things that I want to point out.

The release cost file, you can see right here, it's not checkmarked.

You do not have to do this step immediately after the bid closes.

You can do this step in the middle of your evaluations or at the end of your evaluation.

This step is designed to be done when you need it to be done.

I am going to do it now just to save us some and forth.

You'll notice that the bid amount column is all zero and that's because we have asked for the vendors to provide pricing either in their proposal or in a cost file.

If we had asked for line items then we would see the pricing here.

When I go into a project and I go to the attachment you'll see that the cost file says on server but it's not released.

All the other files, however, I can download or view individually, or I can come up here to the top and click download all.

And down at the bottom, we do have a place once you go into negotiations to attach their best and final offer.

In order to open that cost file, when you are ready, you will simply click this box and hit Save and Submit.

When you return into that project, and you'll see up here at the top, it says that I released it and the date and time in which that happened.

When I go back into the project, you'll see that the cost file is now released and I can download it individually or include it in the zip file.

Once you have released it, whenever you are ready in your processes to do this next step, click edit, you will then on the very first tab, the bit detail tab, enter in the bid amount if you are asking for pricing.

Once you have finished the evaluation process, if you want to return to this area, you can also put the ranking in here.

So now that I have pricing released and I wanna record the pricing, I'm gonna do that for each one of these bidders.

Now that all the pricing has been entered in, I'm gonna save my changes to this bid.

Now let's go over to project evaluation.

When you enter into project evaluation, you'll be able to search by keyword, stage, type, buyer, which is going to default to you, but you can always click on that X and then quickly hit search to change up that search results and see everybody or come in here and select specific buyers that you're looking for.

By default, we are going to exclude any project that you already haven't started some portion of the evaluation process, whether it's simply setting up the criteria, setting up your evaluators, but until you actually do something in project evaluation, you're not going to see it here by default.

So as soon as I uncheck it and hit search, I will then have access to all of the projects going in all of the projects going on in bid management even if they're currently bidding.

So while a project is bidding and again it doesn't matter the project type, you can come in and start to set things up.

We're going to go ahead and do it on my RFP that just closed.

The very first tab when you enter in as the agency you will see the bid details tab and This is everything from bid management.

Once the bid closes, you will even see the bid result.

If I come in here to the bid results, you'll see the bid amount column.

The bid amount section here has the value that we entered in bid management.

If we had not entered that value, we would not see it here, we would see blank.

If we have released the cost file, we would also see the cost file here and be able to open it.

If we have not released the cost file, we would not be able to access it here either.

This is where you and your vendors will also be, this is where you and your evaluators will also be able to see all the submitted documents.

There will be no reason to download them and provide them to your evaluation team.

Below that is everything else that happened on the bid, including any documents that you handed out to your public, any line items if there were line items, any addendums that you issued, any questions that you released with the answers, and any emails that you may have sent during the bidding process.

Evaluation admin. Scoring method. The scoring method can be defaulted.

Simply reach out to PlanetBit support and we can change the default.

You may override the default at any time.

Weighted.

Weighted looks at your criteria and your evaluators will then score that criteria zero to five or zero to ten.

The setting base is set by your administrator.

Please contact PlanetBits to set that up. So what does weighted mean? It means if you give a score of.

So what does weighted mean?

Weighted means if the criteria is worth 100 points, your evaluators will score simply 0 to 10. If they give it a 10, the ultimate weighted score will be 1000. Rubric.

The rubric says that if your weighted score is rubric.

Rubric says that if your criteria is worth 100 points, your evaluator will be able to score 0 to 100.

Rubric is the most common use by agencies today. Below that, release results to evaluators.

You can release them immediately so they can start to see the scores as everybody enters those in, or you can do it at a later date.

Evaluators.

You will select add new, and then click on name to sort and search through your current list of evaluators.

If anybody is at, if the evaluator has been used, if the person has been listed as an evaluator at any time you will be able to pull their information and select it.

When selecting add new and you do a name search, if that person is not an evaluator with your agency, you can simply click on create user.

You will then create a username, the first and last name, title, phone number, email, the organization in which they belong to.

They do not have to belong to your agency. They can be a consultant or with a sister agency.

Once you hit submit, once you hit submit, their information will populate.

If at this time I hit submit, it will save this information into the project, but it will also notify both the returning evaluator and the new evaluator that they are now a part of this project and how to login.

It will remind them both of their username and they can reset or create your password when they go to login.

When setting up a when setting up an evaluator you will by default have two rounds initially.

You then decide which rounds your evaluators will be scoring on.

All evaluators do not have to score on the same round. They can join in at the beginning or in the middle of the project.

While you are setting up the project, you can remove the evaluator and add new.

Once you save this and scores have been submitted, the remove will become recall.

You can add evaluators at any time.

You will also have the ability to click on send email and send an email to your evaluation team.

The emails will appear at the bottom of this tab.

Schedule.

Schedule allows you to schedule a series of meetings for your evaluation team to be aware of.

Once I save this information, then everybody on my evaluation team will receive an email with this meeting information and when they log in, they'll be able to see this information on the Evaluation Admin tab as well.

You have the ability to edit and to remove and add as many as you need to.

Evaluation form.

This is where you can hand out documents to your evaluation team.

These are not the bid documents since your vendor submitted, but instead these are the additional internal documents that you need to hand out to your team.

In Admin, Bid Management, the Document Library, you can upload those common documents and access them here under Document Library File.

So I can scroll through and then find my Evaluator Guidelines or my Declaration Concerning Conflict entrance, for example. I can remove documents and I can also drag and drop from my computer.

My evaluation team will be able to download these documents and if there is anything they need to return to me, whether it's conflict statement or notes that they've taken and scanned in, they can attach them down here at the bottom under evaluator attachments.

Any attachments submitted by an evaluator will only be able to be viewed by that evaluator and by you, the agency.

The other evaluators will not see the information listed there.

And if I send any emails, this is where those email histories will reside.

Technical qualification.

Here we can see every vendor who submitted.

But how do we know which vendors we're going to pass on to my evaluation team to start to evaluate on?

Not every vendor qualifies.

At minimum on this particular tab, you must click into each vendor and give them a pass or fail grade.

You'll notice it'll be recorded over here, green for pass and pink for fail.

That is the minimum that you have to do on this tab.

and give everybody a pass or fail rate.

However, when we're doing a review of those submissions, we sometimes wanna record what it is that we're looking for.

Up here at the top, you have an ad, which is a manual ad or choose from library.

If you click manual ad, you can then decide is that item mandatory or optional?

And what is it that we're looking for?

You can type in your qualification title and description and hits on.

Notice now that I've added it here we automatically have it under the vendor.

If you go to choose from library you can see a library of all the different technical qualifications that you set up an admin, project evaluation, technical qualification section.

You can then select all that apply.

Once you've selected them or manually added them, you do have the ability to come in here and make edits. You can also remove items from this list.

Here we have the cover letter and we marked it mandatory.

So underneath the fitter, we'll notice that it says passing this qualification is required in order to move on.

So we're reminding you which one at the top that you have marked as a mandatory item.

Here, the vendor has passed everything, and their score remains a pass.

Here, if they fail the optional item, but pass the mandatory, we still need to give them a pass or fail grade.

Here, if they pass the optional item, but fail the mandatory item, they have an automatic fail.

You must score for all submissions.

Only the vendors that pass will move on to the evaluation round.

And if I return to the bid detail tab, even though we as an agency will see all of the bidders and the information, when your evaluation team logs in, they will not see the failing vendors here.

They will not have any access to their file criteria, cost.

There are three different ways that cost is done depending upon your project.

It may be an RFI or an RFQAL where we're not asking for any kind of pricing, so we can skip it altogether.

It could be that we want our evaluation team to score the cost, in which case it's a subjective scoring. That can be done in round 1, round 2, or your additional round 3 and round 4.

Or you can use our system to score the cost.

The cost formula is going to be found in the Help Center in the Project Evaluation User Guide.

The lowest bidder will receive maximum points and then we do the math curation formula to adjust the scores thereafter.

You can decide whether or not you want your evaluation team to see the cost once you've configured it.

Here we have the cost, and we're simply going to put the points in.

If in bid management you have not released the cost file or entered in the unit price, if in bid management you have not gone into the bid and entered in the cost of each submission, and it will not be able to configure the cost.

Because we've already done that, when I save this, here you can see it did an evaluation.

If you forgot to do something, it will let you know that you do need to select which round the evaluators are going to score on.

So now if I return to the RFP and I go to the criteria, here you can see I've set it up, and if I move over to the evaluation tab, I can now see the cost.

Again, you can do that portion at any time in the process.

Preferences.

If your agency gives extra points for being a small business, a DVBE, etc., you can click on Library, and the list of preferences is based upon the classification types that you are tracking in Vendor Management.

So here if I was going to give extra points for a disabled veteran business enterprise, I can select it. I can also do for additional items if I need to.

You'll notice here that the weight 5 has already been set.

In admin for vendor management, you can set your typical point value within there and it will automatically display here.

Once you've added it into your project, you can edit if you need to change the point value for that particular procurement.

You can also remove it. Evaluators typically do not understand preferences.

You can manually add or pull from the library.

When you click add, you'll enter in the criteria, the detail, and the points available.

Or click library and then select from your library of common criteria that you use over and over again.

And as you can see as I hold my mouse over this particular criteria, the tooltip shows me the full definition.

Once I've selected everything, I can click on Done and it's going to enter it in here.

Again, I can come in and click Edit to make changes to the points, to the criteria, or to any part of the detail.

The library is a basic template of your criteria, but you can alter it in the project level.

Back to cost.

In this example I did cost first, but I did not have to do it.

I can do cost at the same time I'm scoring round one.

I can do it after round one, during round two, or during any other rounds up to the last round.

Now that I have everything set up, I want my evaluation team to start scoring.

When I am ready for my evaluation team to start, I will click on Enable Round Scorecard.

I will then go over to the Evaluation Admin tab and send a quick email to my evaluators.

Because I had saved my evaluators previously, I want to let them know that I've enabled that scorecard and it can begin to start scoring.

I'm going to go ahead and hit Save, and then as soon as the screen passes away or I click it to clear it. I hit submit. My evaluation team can now start scoring.

And that is the end of this training.

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