Running a Bid Evaluation
How to set up and execute a structured, compliant bid evaluation with conflict-of-interest checks.
Overview
The Evaluation module ensures your bid evaluation process is structured, transparent, and audit-ready. It supports multi-committee scoring, automated conflict-of-interest checks, and produces a compliant recommendation report suitable for Auditor-General review.
Step-by-Step Guide
Step 1: Configure Evaluation Criteria and Scoring Weights
At the start of the evaluation process, confirm or adjust the evaluation criteria and their relative weights. The system pre-populates criteria from the tender configuration. Ensure weights total 100% and that criteria are applied consistently across all bids. Lock the criteria before scoring begins to prevent mid-evaluation changes.
Step 2: Appoint the Evaluation Committee
Nominate evaluation committee members using the "Appoint Evaluator" function. The system enforces minimum committee size requirements based on your procurement policy — typically a minimum of three members for formal tenders. Each member must have an active AzaniaSCM account with a verified Supplier Passport.
Step 3: Collect Conflict-of-Interest Declarations
Each appointed committee member must complete a digital Conflict-of-Interest (COI) declaration before accessing bid documents. The system checks declarations against a database of supplier directors and shareholders. Any flagged conflicts automatically exclude the evaluator from scoring that bid and trigger an alert to the procurement manager.
Step 4: Run Independent Scoring
Evaluators score bids independently through the portal. Each evaluator submits scores and written justifications for each criterion. The system prevents evaluators from seeing other members' scores until all evaluators have submitted, ensuring independent assessment. Scoring is locked once submitted and cannot be altered without documented justification.
Step 5: Consolidate and Review
Once all evaluators have submitted, the system consolidates scores and calculates weighted averages. The evaluation chairperson reviews the consolidated report, identifies scoring discrepancies, and may request clarification from individual evaluators. Any significant variance between scores triggers an automatic flag for discussion.
Step 6: Approve the Recommendation
The evaluation committee signs off on the final recommendation report. The report includes individual and consolidated scores, COI declarations, and a recommended award. This report is submitted to the Approving Authority for final decision. The entire evaluation record — including all scores, justifications, and COI declarations — is sealed in the Audit Vault.
Tips & Best Practices
- Ensure the evaluation committee meets the minimum size requirement — typically three members — before commencing scoring.
- Require evaluators to provide written justifications for each score to support audit defensibility.
- Address scoring discrepancies before finalising the recommendation; unresolved variances weaken the audit trail.
- Complete COI declarations before evaluators access any bid documents to maintain process integrity.