Overview
The main purpose of Bid Evaluation is to provide a flexible analytical tool in order to identify responsive Proposals regarding procurement and compare predefined evaluation criteria and weightings against Vendor’s submitted responses. A clear definition of the technical requirements including the outcomes to be achieved, terms and conditions, mandatory requirements, and bid evaluation criteria, as applicable, as well as the vendor selection methodology permits the best award decision. The Bid Evaluation screen allows the configuration of these conditions
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Procurement ► Bid Evaluation
The Bid Evaluation screen Fields
Field | Description |
Application ID | This is a unique code that identifies the Bid Evaluation. The code can be auto generated or manually entered into the system depending on parameter settings. |
Evaluation Status | Status is automatically generated in system. Status is shown as Technical Evaluation, Financial Evaluation, Cancelled, Closed, Created, or Awarded. Award processes include: Approved, Created, Request for Approval, In Approval. Closed processes include: Awarded, Not Awarded, Not Enough Proposals, and No Proposals. |
Document | One has to use the search function (lookup) to the Procurement Document ID field and users select only one value for this field. |
Currency | Displays the currency of the Bid Evaluation. The value in this field must be inherit automatically from procurement document related to the evaluation. |
Exchange Rate | Displays the exchange rate if selected currency is not a domestic currency. The value in this field must be inherit automatically from procurement document related to the evaluation. |
Institution | Displays the institutionof the Bid Evaluation. The institution is populated based on procurement document. |
Bid Evaluation Has Responses | This field is populated by the system. This field is disabled but visible to users... The value is True, if Procurement Document Responses exist related to the Procurement Document ID. The value is False, if no Procurement Responses exist related to the Procurement Document ID. |
Allow Blank Vendor External Status | This will allow some vendor overpass the validation of the status from external systems when it is being checked on workflow validation rules. |
Allow receiving lower quantities for all Items | This field will enable the registering lower quantities on all Bid Vendor Evalution Items when entering Financial information for each Item. This field is hidden by default. Enable this attribute only when Paramter "Allow registering Lower Item Quantities for all Bid Vendor Evaluations" is set to True. |
| Evaluation Date | The Bid evaluation date must be mentioned in this field. |
| Language | Country specific language used to register the remarks. |
| Remarks | Justification or general information related to the evaluation is added in this field. |
| Created By | Displays the name of username of the Bid Evaluation creator. Auto assigned by the system when the docment is CREATED. |
| Created On | Displays the Date and Time of the Bid Evaluation creation. Auto assigned by the system when the docment is CREATED. |
| Awarded By | Displays the name of username of the Bid Evaluation Award approver. Auto assigned by the system whe the Bid evaluation reaches the wfp status CLOSED AWARDED. |
| Awarded On | Displays the Date and Time of the Bid Evaluation Award approved. Auto assigned by the system whe the Bid evaluation reaches the wfp status CLOSED AWARDED. |
| Attachments Tab | Any additional file relating to the Bid Evaluation is added by using this tab. |
| Bid Vendor Evaluations Tab | A collection of zero to more Bid Vendor Evaluation for vendors with a Procurement Document Response related to the Procurement Document is selected by using this tab. |
| Bid Evaluation Committee Members Tab | All the employees that are part of the Bid Evaluation Committee or Bid Evaluation Board are added by using this tab. |
| Taxes of the Evaluation Tab | Allows to enter different taxes for Bid Evaluation. |
Overview
It is a collection of zero to more ‘Bid Evaluation Committee Members’ for vendors with a Procurement Document Response related to the Procurement Document.All the employees that are part of the Bid Evaluation Committee or Bid Evaluation Board are selected by using this tab.
Bid Evaluation Committee Members screen Fields
Fields | Description |
Is President | This is the Bid Evaluation Committee President. Only one user President could be defined for a Committee. Usually Evaluation Committees have a President, if not checked it is possible for a Committee to be organized without a President |
Resolution Intervenient | Look up functionality is required for this field. If the user entering the Bid Evaluation exists as a Resolution Intervenient, the system must suggest this as the first Resolution Intervenient |
Overview
This entity will contain all of the taxes that the system will include for each of the items that will be evaluated financially during a Bid evaluation process and specifically the process of Financial evaluation.
Bid Evaluation Taxes Definition Tab screen Fields
| Field | Description |
| Serial Number | Serial number of the Tax Items created. Auto generated by the system. Starting at 1 for each new Bid Evaluation. |
| Tax | Allow the user to select only taxes that are active. |
| Is Tax Included in the Price | If Yes, then the value of goods/services already include the tax amount, else Tax amount should be added / deducted. |
| Tax Percentage | “Read Only Field” to show the effective tax percentage of the selected tax defined in tax table. |
| Added / Deducted | To indicate if the tax amount is added to the goods price or deducted from it. Default value is: Added. |
| Tax Date | Date of the Tax added. |