T HE P OWER OF P ERFORMANCE 51 TH A NNUAL C ONFERENCE M AY 22-25, - PowerPoint PPT Presentation

T HE P OWER OF P ERFORMANCE 51 TH A NNUAL C ONFERENCE M AY 22-25, 2018 O RLANDO , F LORIDA Automated Evaluation Matrix Debbie Storme and Kevin (SeYon) Hwang on behalf of Brenda J. Billingsley, Director of Purchasing

E VALUATION C OMMITTEE E VALUATION M ATRIX  Evaluation criteria developed by Project Managers, Contract Administrators and Purchasing staff for each advertised Request for Proposal (RFP) solicitation  Vendors submit voluminous responses to RFP solicitations in BidSync  Project Managers and Contract Administrators review Vendor qualifications  Qualifications are presented to Evaluation Committee in Evaluation Matrix for ranking and selecting Vendors

B USINESS N EED  Extensive commitment of time for Project Managers and Purchasing staff  Procurement Process sometimes extended or delayed  Manual nature of process leaves room for errors or allows for speculative information as interpreted by staff

A UTOMATED P ROCESS  Project Managers work with Purchasing Agents to develop evaluation criteria and scoring prior to advertising  Purchasing Agent creates fillable PDF Evaluation Criteria Response Form by copying and pasting evaluation criteria provided by Project Manager  Application automatically generates Evaluation Criteria Response Form  Vendors provide responses directly into PDF form via BidSync  Each criteria response allows for a maximum of 2100 text characters  Graphs, resumes, tables, org charts, etc. are submitted as attachments  Purchasing Agent uploads into Automated application which creates the final matrix of responses with all vendor information side by side.

E FFICIENCIES OF AUTOMATION Replaces intensive labor process with automated solution Reduces delays in procurement process Evaluation Matrix submitted to Evaluation Committee are consistent in formatting Vendors have control of information Evaluation Committee reviews Easily customized based on each solicitation Provides clear comparison of vendors qualifications helping Evaluation Committee rapidly select best choice for the organization

A PPLICATION LOGIN PAGE

W ELCOME PAGE WILL OPEN

M ASTER V ENDOR E VALUATION Q UESTIONS

V ENDOR E VALUATION P AGE

C REATE A NEW V ENDOR E VALUATION 1. S ELECT C ATEGORY T YPE 3. T YPE D ESCRIPTION OF P ROJECT 2. T YPE A TITLE OF THE P ROJECT 4. T YPE RFP N UMBER

T HE S YSTEM AUTOMATICALLY GENERATES THE V ENDOR E VALUATION QUESTIONS FROM THE PROJECT MASTER TEMPLATE

M ODIFY V ENDOR E VALUATION QUESTIONS M ULTI L INE , R EQUIRED F IELD , R EAD O NLY , OR CHANGE ORDER OF QUESTIONS

O NCE COMPLETE , THE V ENDOR E VALUATION Q UESTIONS DOWNLOAD A FILLABLE FORM BY CLICKING “D OWNLOAD C OMBINED F ORM ” BUTTON .

S AMPLE V ENDOR E VALUATION C RITERIA FILLABLE FORM

P URCHASING A GENTS DOWNLOAD V ENDOR RESPONSES FROM B ID S YNC AND UPLOAD INTO THE APPLICATION BY DRAG AND DROP

A PPLICATION ALLOWS V ENDOR ’ S R ESPONSE SIZE TO BE LIMITED SO MATRIX DISPLAYS ON ONE PAGE

V ENDOR E VALUATION M ATRIX S AMPLE – LIMITED TO 4 RESPONSES ON ONE PAGE

V ENDOR E VALUATION M ATRIX S AMPLE – LIMITED TO 4 RESPONSES ON ONE PAGE

Deborah Storme dstorme@Broward.org T HE END Kevin (Se Yeon) Hwang syhwang@Broward.org