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BPI Best Procurement Implementation Best Practice Toolkit Evaluation matrix user guide BPI Best Procurement Implementation Best Practice Toolkit Evaluation matrix user guide

Contents • Engage the Commodity Team • Components of the evaluation matrix • Weights Contents • Engage the Commodity Team • Components of the evaluation matrix • Weights • Sub-Weights • Evaluating the ability to supply a national contract • Evaluating the total cost of supply • Scoring and benchmarking the suppliers • The evaluation matrix as a worksheet in excel 2

Engage the Commodity Team • The evaluation criteria was agreed at a meeting with Engage the Commodity Team • The evaluation criteria was agreed at a meeting with all Commodity Team • Introduce the decision matrix concept 3

The components in the evaluation Matrix After-Sales Quality Costing Structure Delivery Commercial 7 KEY The components in the evaluation Matrix After-Sales Quality Costing Structure Delivery Commercial 7 KEY components in the evaluation matrix 4

Components of the evaluation matrix defined Quality P E R F O R M Components of the evaluation matrix defined Quality P E R F O R M A N C E After-sales Total Quality Management System. This includes past performance data on achieving an ave of 85% one day replacement turnaround/ complaints/ replacement and rejected goods process, certification and customer quality awards. The complete service offering. This includes dedicated staff/customer satisfaction/perf mgt and uptake reporting/process improvements and cost reductions /Core & non-core list. Costing Structure Ability to assess the suppliers total cost model. This includes open book costing and price fixing. Delivery On time delivery and flexibility. This includes turnaround times/ the suppliers ability to meet unscheduled requests/past performance data on achieving 85% or more on-time deliveries and delivery point improvements. Commercial viability. This includes the effectiveness of the implementation plans/board level support network/ financial stability and the level of the organisation’s influence over the supplier (For example, negotiating power). Ability to supply a national contract The ability of the supplier to supply to all delivery points in the preferred delivery option. Price The total price tendered including all discounts and additional costs. 5

How the evaluation matrix uses weighting The next stage is to find the weight How the evaluation matrix uses weighting The next stage is to find the weight for each component in the evaluation matrix The sub-weights will be included in the score for each performance criteria. Sub-weights will be applied to each tender question and summed into a total % All calculations in the evaluation matrix have been automated. 6

Each Team contributes to finding the weight In the decision matrix: Commodity Team asked Each Team contributes to finding the weight In the decision matrix: Commodity Team asked to answer ‘Yes’ or ‘No’ on what criteria is more important than another ‘Yes’ replaced by 1, ‘No’ replaced by -1 Specific questions have been designed to derive the opinion of each Team member concerning the level of importance for each criteria 7

Calculate the weight from the Commodity Team responses DRAFT STEP 1 EVALUATION CRITERIA - Calculate the weight from the Commodity Team responses DRAFT STEP 1 EVALUATION CRITERIA - STEP 2 Total for each criteria STEP 3 - Sum of all the negative numbers in the total column = Weight for each criteria Enter the Team responses as a 1 or -1 into the decision matrix which will automatically calculate the total/Rank/Weight % 8

Each Commodity Team member contributes to finding the sub-weights Each Team member rates each Each Commodity Team member contributes to finding the sub-weights Each Team member rates each topic between 1 – 3, STEP 1 (3 is critically important, 2 is important and 1 is nice to have) STEP 2 fx = (AVERAGE) ●Find the average of all Team member responses STEP 3 = 9 Sub-weight for each tender question (the importance of each tender question)

Each sub-weight will place a level of importance against each tender question Step 1 Each sub-weight will place a level of importance against each tender question Step 1 r nde Te T der en Q ue Step 3 Step 2 Yes = 1 No = 0 x 10 Sub – Weight = Score for Each tender que

Calculate the total score for each criteria STEP 1 } STEP 2 STEP 3 Calculate the total score for each criteria STEP 1 } STEP 2 STEP 3 All steps are automatic. 11 Sum the total score Calculate as a percentage Enter the criteria specific percentage into the evaluation matrix

Calculation of weights and sub-weights have been automated WEIGHT Just type ‘Yes’ or No’ Calculation of weights and sub-weights have been automated WEIGHT Just type ‘Yes’ or No’ respectively for each participating organisation in the yellow shaded boxes & Just type the exact rating that each Commodity Team Member has advised in the yellow shaded boxes SUB-WEIGHT 3 spreadsheets will automatically calculate the weight and sub-weight data 12

Measuring the ability to supply a national contract Organisation E Organisation D Organisation C Measuring the ability to supply a national contract Organisation E Organisation D Organisation C Organisation B Organisation A National Delivery Points Score for all commodities Total for all Geographies Maximum Score for all Geographies All delivery points yes yes no NO 4 18 22. 22 All delivery options YES YES YES 13 18 72. 22 Stationary yes NO NO 1 18 5. 56 Computer Consumables yes NO YES NO 14 18 77. 78 Small Electronic Office Equipment YES YES YES 18 18 100. 00 Total 5 3 4 3 2 50 50 90 55. 56% Step 1 Suppliers answer ‘Yes’ or ‘No’ on their ability to deliver to each delivery point Step 2 Yes =1 Step 3 The spreadsheet will calculate the total score: = No =0 Total Score X 100 All calculations in the evaluation matrix have been automated. Max Score Sliding Rating The sliding rating system awards each supplier a score relative to their ability to meet the delivery requirements. 13

Measuring the total cost of supply Step 2 Step 1 Enter the total cost Measuring the total cost of supply Step 2 Step 1 Enter the total cost (including all discounts/charges) for the each turnaround time Enter the total amount of the lowest cost supplier Step 3 The spreadsheet will calculate the % scoring: Lowest Cost X 100 Supplier Cost Step 4 Sum and find % total score for each supplier = Sliding Rating The sliding rating system awards each supplier a score relative to the lowest cost. The lower the cost, the higher the score. 14

Score and benchmark each supplier The total score is the sum of all the Score and benchmark each supplier The total score is the sum of all the 7 evaluation components Benchmark the tender score by ranking each supplier All calculations in the evaluation matrix have been automated. 15