Bid Vendor Evaluation

Overview

Bid Vendor Evaluation contains the records of the vendor proposal responses in detail, their compliance to Bid Evaluation Criteria and support documents that lead to a Bid Award decision, thus promoting a transparent procurement process.

FreeBalance Procurement populates bidders’ information from previously Registered Responses related to the Procurement Document. Other information as Preliminary Bid Evaluation Criteria, Technical Bid Evaluation Criteria is populated as well from the Procurement Document.

For each Vendor, the system automatically verifies the eligibility based on the following conditions; The Vendor does not have an entry in Vendor Ineligibility screen and the Vendor complies with Procurement Document Rules and/or with Purchasing Vehicle Vendor Validation Rules, if applicable.

Based on the Procurement Document settings Bid Evaluation may result in the following; Short Listed Vendors, Contract Vendors Awarded per Lot, Contract Vendor Awarded per Item.

Bid Evaluation Vendor keeps record of the vendor proposal responses in detail, their compliance to Bid Evaluation Criteria and support documents that lead to a Bid Award decision, thus promoting a transparent procurement process.

FreeBalance Procurement populates bidders’ information from previously Registered Responses related to the Procurement Document. Other information as Preliminary Bid Evaluation Criteria, Technical Bid Evaluation Criteria are populated as well from the Procurement Document.

For each Vendor, the system automatically verify his eligibility and consider him eligible if he:

Does not have an entry in Vendor Ineligibility Entity (see Support Entities)
Complies with Procurement Document Rules and/or with Purchasing Vehicle Vendor Validation Rules, if applicable

A Validation is performed against Minimum Number of Bids Definition Parameter, whenever number of bids is not compliant with such parameter, the system displays a message with the option to close Bid Evaluation and Procurement Process, if applicable.

Navigation

Procurement ► Bid Vendor Evaluation

Bid Vendor Evaluation screen Fields and Tabs

Field	Description
Bid Evaluation	This is a unique code that identifies the Bid Evaluation in the system. This is auto generated in the system.
Document	The procurement document related need to be selected from the Look up icon.
Vendor	This Attribute is populated by the system. It represents the Vendor ID(s) (from Vendor GE) with a Procurement Document Response in ‘Active’ status related to the Procurement Document.
Bid Vendor Qualifies For Further Evaluation	This attributes are either ‘Yes’, ‘No’, ‘Not Applicable’. This attribute are automatically populated by the system.
Bid Vendor Eligible	Available values for this field are ‘True’ or ‘False’. Default value is true. If this value is False, the bid from the vendor cannot be evaluated.
Language	Country Specific language used to enter the Bid Vendor Evaluation information is selected from the drop down box available.
Remarks	Justification or general information related to the evaluation is entered in this field.
Bid Vendor Evaluation Attachments Tab	Any additional file relating to the Bid Vendor Evaluation is added using this tab.
Reasons for not being Eligible Tab	The system automatically assigns the reasons. It then has a collection of 0 to many ineligible reasons.
Lot Bid Vendor Evaluations Tab	This field contains a collection of one or more Vendor Evaluations that corresponds to each Lot.
Clarifications to Bidder Tab	Collection of zero or more clarifications to bidder regarding the Procurement Document Response submitted by the vendor is selected using this tab.
Preliminary Bid Evaluations Tab	Collection of zero or more Preliminary Bid Evaluation criteria are shown by clicking this tab. The Attribute is populated by the system.
Meeting Tab	Collection of zero or more meetings regarding the Bid Vendor Evaluation is selected from the Look up button available under it.
Institution	The Institution associated with the Bid Vendor

Attachments

Overview

Any additional file relating to the Bid Vendor Evaluation is added using this tab.

Attachments Tab screen Fields

Field	Description
ID	This is a unique identification code of the Attachment.
Language	Country specific language used to register title and description is selected from the available dropdown box.
Title	Name of the Attachment is mentioned in this field.
Description	Description of the Attachment is added in this field.
Attachment	File to be attached is selected by clicking on the browse button of this field.
Date Time	Date and time the file is attached gets recorded in this field.
User	Users attaching the file gets recorded in this field.
Language	Country specific Language used in the attached file is selected from the drop down box available.