UTS Supplier Evaluation Guidelines and Template

V2.0

Instructions in the use of this document (Please remove after use)

Complete all fields highlighted in blue italics.

Fields highlighted ingrey and grey italicsare for optional input.

Hints/examples are highlighted in orange italics.

Contents

1. RFP Evaluation

1.1Supplier Evaluation Table

1.2Evaluation Averages Table

1.3Summary of Weighted Scores Table

Appendix A – Supplier Evaluation Template

Appendix B – Evaluation Scoring Guide

Appendix C – Evaluation AveragesTemplate

Appendix D – Summary of Weighted ScoresTemplate

1. RFP Evaluation

If required, all Supplier responses that have fulfilled the pre-advised Short-Listing Criteria can then be fully evaluated against the respective criteria weightings.

If the Sourcing Evaluation Panel has not previously determined the need for any Short-Listing Criteria, all Supplier responses must be fully evaluated against the criteria weightings determined prior to issuing the RFP.

1.1Supplier Evaluation Table

  1. Using the pre-determined RFP evaluation criteria categories and questions/measures reference and the criteria weightings, the Sourcing Activity Manager should populate the Criteria, Questions/Measures Ref and Weighting columns in the “Supplier Evaluation Table”. See Appendix A Supplier Evaluation Template.
  2. The populated “Supplier Evaluation Table” should then be distributed to all Evaluation Panel Members in soft copy to retain the formulas contained within the template.
  3. Each panel member will need to allocate a score out of 5 for the questions/measures listed from each Supplier being evaluated. See Appendix B Evaluation Scoring Guide.
  4. Find or calculate theAverage Score for each criteria
  5. Find or multiply the Average Score with the Criteria Weighting to calculate the Weighted Average
  6. Each panel member’s Supplier Evaluations must then be returned in soft copy to the Sourcing Activity Manager.
  7. Each panel member’s Supplier Evaluation must be appended to the UTS Evaluation Report

1.2Evaluation Averages Table

  1. Once the Sourcing Activity Manager receives all panel members’ Supplier Evaluations, the Weighted Average score of each criteria category per panel member for each supplier must then be collated in the Evaluations Averages Table, See Appendix C Evaluation Averages Template, to obtain the Average Weighted Evaluation Score for each Supplier across the Sourcing Evaluation Panel.
  2. The Evaluation Averages Table must be appended to the UTS Evaluation Report.

1.3Summary of Weighted Scores Table

  1. To identify the Supplier with the highest evaluation score the Sourcing Activity Manager must apply eachcriteria Weighted Average score for each supplier in the previous table to the Summaryof Weighted Scores Table, see Appendix E Summary of Weighted Scores Template.
  2. To compare the Supplier’s weighted scores against the Max. Weighted Score for each criteria, you will need to multiply the criteria weighting by the maximum possible score (in the most instances, this will =5) and input into the Max. Weighted Score field for each criteria.
  3. Suppliers with the higher Total Scores should be considered for negotiation by the Sourcing Evaluation Panel.
  4. The Summary of Weighted Scores must be applied to Section 4 in the UTS Evaluation template.

Appendix A – Supplier Evaluation Template

Supplier Evaluation Table

Appendix B – Evaluation Scoring Guide

Score / Scoring Description
0 / Capability not demonstrated
1 / Limited demonstration of capability & significant gaps identified
2 / Partial demonstration of capability but gaps remaining
3 / Capability demonstrated with no gaps
4 / Capability clearly demonstrated with some value added benefits
5 / Superior demonstration of capability with significant added benefits

Evaluation Scoring Guide

Appendix C – Evaluation AveragesTemplate

Evaluation Averages Table

Appendix D – Summary of Weighted ScoresTemplate

Summary of Weighted Scores Table

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UTS Supplier Evaluation Guidelines and Template v2.0