Supplier Evaluation

The Supplier Evaluation process is the second part of Go to Market. It commences after the Go to Market process has completed (i.e. the RFQ has closed and Supplier Responses are available for Evaluation).

The follow sub-processes form the Supplier Evaluation process:

  1. Screen Offers – The P2i Procurement Authority role assigned to the project screens all RFQ Supplier responses in P2i to identify compliant offers that can be released to the Evaluation Panel for evaluation and scoring. If no compliant offers are received, the P2i Procurement Authority will request a change to the Commissioning Plan.

  2. Evaluation – The Evaluation Panel Chair and Panel Members receive the offers in the system and individually evaluate and score every response from every Supplier at a question level. Following the completion of individual scoring, the Evaluation Panel as a whole discusses their scores through a moderation process managed by the Panel Chair, and the Panel Chair records a final moderated score for every question from every supplier, which results in a final score for each Supplier.

    The Evaluation Panel Chair can elect to run the evaluation and moderation process outside of P2i and enter the moderated scores into P2i.

    If the Panel requires further information from a Supplier, a clarification question is recorded in a P2i discussion list, which is subsequently used by the assigned procurement authority to manage the communication between the Service Supplier and the Panel Chair. The Panel Chair updates the offers with comments (if required) and approves any comments that may be recorded against the Suppliers response by Panel Members.

    Following the moderation of scores, the Panel Chair prepares an Evaluation Report off-system and attached it into P2i. The report outlines the results of the evaluation and makes recommendation(s) in terms of the next steps in the procurement activity. This will typically recommend which Supplier(s) should move forward to the contract negotiation stage; in the absence of any suitable responses there may be a recommendation to cancel the procurement, amend the RFx and go back to market, or proceed from RFI to RFQ.

  3. Endorse Evaluation Recommendation – When the Evaluation Report has been completed by the Panel Chair, they will obtain off-system endorsement from the other Panel Members, before submitting the Report for Endorsement via the P2i workflow to the Procurement Authority and the Business Owner. The Procurement Authority and the Business Owner both review the report, either endorse or reject the recommendations, and record comments in P2i regarding their decision. Once both the Procurement Authority and the Business Owner have completed their review; the Sourcing Lead will initiate the applicable actions based on the Evaluation Report recommendation (refer to process 2 above) and comments recorded by the Procurement Authority and the Business Owner.

  4. Negotiation – Budget and Finance advise the Negotiator (via Procurement Services or the Procurement Authority) once the Customer and Vendor Set-up has been completed in SAP. The Negotiator prepares and associates an approved Negotiation Plan to the P2iworkflow (if applicable); and commences contract negotiations directly with the Service Supplier. Negotiations may occur within P2i through the use of system messages or may occur off-system such as face-to-face. Following completion of the negotiations the Negotiator will attach the outcome of the negations in P2i which will include a contract amount required to commence funding confirmation.

  5. Confirm Funding – Following successful negotiation (or Customer and Vendor Set-up if negotiation is not requested) Budget and Finance confirm whether the negotiated amount has changed (i.e. is the amount within the approved funding amount)

    • If the funded value has changed, the sub-process Request Variation to Budget is triggered.

    • If the funded value has not changed or when the outcome of sub-process Request Variation to Budget is received, the Business Owner prepares a Funding Memorandum for Approval (FMA) off-system and seeks off-system approval from the Financial Delegate.

    The Business Owner approves or rejects the FMA off-system by signing the FMA, which is provided to the Sourcing Lead off-system. The Sourcing Lead attaches a scanned copy of the signed FMA to the project workflow and requests approval from the Business Owner in P2i by sending an approval task from the P2i project workflow.

    • If the FMA is not approved, the Business Owner rejects the RFQ in P2i.

    • If the FMA is approved, the Business Owner approves the RFQ in P2i. This closes the Supplier Evaluation process and the Contract Setup begins.