The following steps occur during the Evaluation State:
Enter manual responses received.
Create an Evaluation (EV) document. The EV document can be created by using the New Document action on the Procurement Management (PRCUID) page, the Document Catalog, or by selecting the Copy Forward button on Final Solicitation documents and entering the appropriate solicitation data.
Once all responses have been entered into the Advantage Procurement Lockbox, select Load Responses on the Evaluation document. This allows the buyer to load all Solicitation Responses into the Evaluation document. This includes the responses entered via the web and manually. Note: Pricing Attachments will not be loaded until the Pricing Attachment Open Date and Pricing Attachment Open Time have passed.
Modify Existing Responses. Using the EV document, the buyer will have the opportunity to review all bids, looking for non-substantive errors. Based on client policies and procedures, the buyer can contact vendors to verify certain data. If the vendor did make a typo and approves the change, then the buyer must fill out the Modification Authorization detail section and use the Load Responses action on the EV document to load the modified response data for evaluation.
Create Evaluator Documents. Once all responses are loaded into the Evaluation document and Evaluators are selected, click the Create Evaluator Documents link on the Evaluators detail section of the Evaluation document if you want Evaluators to fill out EVT documents. You can also evaluate the vendors’ responses on the EV document, Score by Criteria section.
Uniquely numbered copies of the Evaluator document are distributed to each member of the Evaluation team. Evaluators receive an e-mail notification with the EVT document number that they need to complete.
Evaluators provide overall comments for each vendor’s response and assign points to the evaluation criteria for each vendor before submitting the EVT document.
Evaluator Documents are automatically loaded into the Evaluation document upon submittal. A buyer can view evaluator comments and scores, and rank line Items based on scores.
Evaluators can optionally score the vendors by filling out the Score by Criteria and Evaluator Comments sections on the EV document.
Awards can be made by total bid, commodity group, or commodity line. If no award is made the buyer may wish to create a new solicitation in the Procurement Folder to obtain new bids.
After the buyer has made the appropriate awards, they can check the Publish flag on the EV header to publish the award information to the web. Any lines that were not awarded will display on the web as No Award.
Validate and Submit the EV document to final – unlike other documents in the system, the EV document does not have to be Validated/Submitted until the lines have completed the evaluation and the award process outlined in the preceding steps.