Review Supplier Responses

  • Updated

After the Criteria step in Advanced Evaluations, you can review supplier responses to assign documents, verify costs, and complete assessments. You can also view and assign the request documents (the spec, terms, and supporting files that went to market). Respondents appear in a list with four action columns: Documents, Cost, Pre-Assessment, and Status.

Prerequisites

  • Roles: Procurement Officer / Evaluation chair, to assign documents, edit costs, and manage status. Evaluators can view and download request documents.
  • Permissions: Access to the Advanced Evaluations module and the specific Request Package.
  • Environment: The Criteria step must be defined before this review.

Steps

1. Manage Documents

Request documents

The Request Documents section shows the documents from the Go to Market request package.

  • Evaluation chairs: On the Responses tab, open Request Documents and assign documents to teams or users. This works the same way as assigning response documents.
    assign-request-documents.gif
  • Evaluators: Open Request Documents, below the respondent list, to view the spec, terms, and supporting documents.

  • Evaluators: Click Download All to download every request document at once.

    evaluators-access-documents.gif

Response documents

The Documents column shows how many files each supplier included in their submission. The documents section below the All Responses table is labelled Response Documents.

  • Click the 0 of x assigned link to open the assignment interface.
  • Use Bulk assign to assign all documents to Evaluators or teams at once.

  • Alternatively, go to Response Documents below the All Responses table to see all documents listed for bulk assignment.

    assign-response-documents.gif

2. Verify and Update Cost

Review the costs the supplier provided.

  • If a cost is incorrect, click Edit in the Cost column.
  • Enter the updated price and a reason for the change.
  • Click Apply new price.
  • Result: The change is recorded in a change log for auditing.

  • Result: The change is captured in a change log for auditing purposes.

3. Complete Pre-Assessment

Evaluate each respondent against the criteria from the Criteria step.

  • Click View next to a respondent to evaluate one supplier at a time.
  • Alternatively, click Go to Comparative Pre-Assessment to evaluate all suppliers one question at a time.
  • Answer Yes or No for each question. A No marks the supplier as Non-Conforming. They stay in the evaluation by default.
  • Click Finish Evaluation, then Submit.
  • Optional: Click Export results to download a CSV of the Pre-Assessment scores.

4. Update Response Status

Choose whether a response is included in the final evaluation.

  • All responses are Included by default.
  • To remove a supplier, click Edit in the Status column.
  • Set the status to Excluded.
  • Enter internal decision notes and external supplier feedback.
  • Click Apply Changes.

Troubleshooting

  • Pre-Assessment is N/A: Pre-Assessment criteria were not defined at the Criteria step.
  • Incorrect cost scoring: Check that the price matches the latest negotiations. Use Edit to correct it.

Limits & Notes

  • Audit log: All price changes are recorded to keep a clear audit trail.
  • Negotiations: You can update prices at multiple stages of the evaluation if further clarifications occur.
  • Supplier notifications: Suppliers are not notified when you mark them as Excluded. They are notified only when the request is finalised in Go to Market.
  • Excluding after scoring: Excluding a respondent after individual scoring is complete hides them from the workflow and removes them from scoring calculations. Their evaluation data is not deleted. It stays in downloadable reports for audit and record-keeping.