This article explains the step-by-step process for a Buyer to create, use, and edit a Evaluation Matrix to score Supplier responses to a Request or Tender. Use this when you are the sole evaluator and need a weighted scoring tool.

Prerequisites

• Role: Buyer.
• You must have published a Request or Tender.
• Supplier responses must be unlocked for viewing.

Steps

1. Access the Matrix Creation Screen

1. Go to your Request or Tender by clicking the green people icon to the right of it.
   
2. After viewing and unlocking the responses, click the Create matrix button.
   

2. Choose Criteria Options

1. To create a brand new Matrix: Select 'No evaluation criteria (I’ll add my own)', then click Add new.
   
2. To use a saved default: Select 'My default evaluation criteria' before clicking Add new.

3. Create a New Matrix (if applicable)

1. Name, describe, and add a weighting to each criterion.
2. To auto-score Cost or Price, tick the box provided for one criterion.
3. Click Save Criteria.
4. Repeat until the weighting percentage for all criteria combined totals 100%.
5. Select the maximum score for each criterion from the left-hand options.
   
6. To save this Matrix for future use, check the box to save it as your default Matrix.
   
7. Click Continue to save and return to the responses page.

How cost scores are automatically calculated

• The response with the lowest cost receives the highest score for Cost.
• Responses with higher costs receive proportionally lower scores.

SCORE = ($n × #t) ÷ Cost of this response

• $n = the lowest cost across all responses evaluated so far
• #t = the maximum score set for the Cost criterion
• Cost of this response = the dollar value entered during evaluation

WEIGHTED SCORE = SCORE × n%

• n% = the weighting percentage assigned to the Cost criterion

• Cost scores and weighted scores are automatically recalculated each time you evaluate an additional response.
• Entering or updating an evaluation may change the cost scores of responses you have already evaluated.
• The score is always rounded down to the nearest whole number after it is calculated.
• Final cost scores are only confirmed once all responses have been evaluated, as the lowest cost may change.

4. Editing the Evaluation Matrix

1. Click on the blue arrow button in the top right corner to bring up the Request Options.
2. Select Edit evaluation matrix.
   

Please note: Choosing to edit the Matrix will reset any progress you've made on your existing Matrix.

5.  Editing the Evaluation Matrix

1. Next to a response, click the Evaluate link.
   
2. If you set up a Cost/Price criterion, confirm the Supplier's cost and click Save.
3. Click the Add score button for the first criterion.
   
4. Use the slider to set your score and add notes in the textbox. Click Save.
   
5. Repeat until all criteria have a score. A Continue button will appear; click it to submit the evaluation for that supplier.
6. You'll be taken back to the responses page where the weighted score will be listed for the supplier.
   1. The weighted score is calculated based on the percentages and scores set for each criteria. You can hover over Scores to see a summary of how the score was calculated.
      

6. Make Selections

1. Once all responses have been evaluated, click the Make Selections button.
   
2. Select or decline each response.
   
3. Add or edit private notes or documents, and add feedback for the supplier.
4. Click Save Decision.

Results / Validation

The weighted score is listed next to the supplier on the responses page. The score is calculated based on the criteria weightings and the scores you entered. You can hover over Scores to see a summary of the calculation. You can click on the Edit button to make changes to a completed evaluation.

What's Next / Related

• Finalize the Request/Tender
• Multi-Party Evaluation (for more than one Evaluator).
• Change the Response Evaluation Method (Quick Select, Multi-Party Evaluation, Advanced Evaluation).

Troubleshooting

• Cannot make a selection: You must evaluate each response before you can make selections.
• Matrix criteria are wrong: You can click the Edit button on the responses page to make changes to an evaluation, or edit the matrix itself.

Limits & Notes

• You can download the evaluation information into a PDF summary document as part of the Request's zip file download.
• The Evaluation Matrix is a single-party evaluation tool.
• Suppliers do not have visibility of your evaluation matrix or scores.
• When providing feedback to a supplier the maximum length is 4,000 characters.
• Once the request is finalised, no changes can be made to the evaluation.

Please note: Choosing to edit the Matrix after it's been created will reset any progress you've made on your existing Matrix. To edit the matrix, click the blue arrow button in the top right corner and select Edit evaluation matrix.