Jenks Bidder Comparison

Process

Jenks Bidder Comparison Process (Steps)

Identify Bid Weight the Evaluate The Review Bidder Notify & Award
Process Flow Competitors Scores
Criteria Criteria Contract/ Bid

Descriptions Identify the Assign a Committee Evaluate how the Communicate

prospect's most weighting to each members rate competitiors rank winner and loser.
realistic bid criterion from the qualified based on the Respond to
criteria for the Jenks competitors weighted criteria. challenges..
best results and perspective. (without bias).
comptetion.

Bid Comparison Process Schedule

Step 1 Step 2 Step 3 Step 4 Step 5

Primary Contact Person

Estimated Completion
Date

Page 1 of 8
 Jenks Public Schools
Bidder Comparison Worksheet and Process

Bid Criteria to Choose From

Frequently Used Criteria Descriptions
1 Price Reasonable price and identified costs
2 Experience Company's overall related work experience
3 Technical Technology and integration competency
4 Staffing Adequacy of staff, skills, and certifications
5 Reputation Industry perception of company and management
6 Financial Financial strength and payment assurance to subs
7 Bid documentation Complete and properly presented
8
Other Considerations Descriptions
9 Past performance Verified performance on similar efforts
10 Solution viability Successful implementation that meets original specs
11 Risk exposure Perceived risk of proposed solution and provider
12 Recent related projects Number of similar efforts performed over the past 12 months
13 References Verified customer references from similar solutions
14 History with District Length and caliber of existing relationship
15 Responsiveness Perceived interest and follow-through during sales cycle
16 Subcontractors Number and caliber of identified subcontractors/vendors
17 Industry involvement Length and commitment of industry support
18 Warranty Warranty backing of proposed solution
19 Service/parts availability Level of service/parts support, as applicable
20 Innovation Reputation for innovative solutions
21 Vendor strategy Criteria for compliance, cost, and quality
22 Regulatory compliance Familiarity and track record with mandated regulations
23 Environmental/safety Track record in these fields, as applicable
24 Solution methodology Formal project/systems methodology with controls
25 Qualified project managers Number of qualified project managers for this type of solution
26 Project capacity Ability to support multiple, concurrent solutions
27 Multi-vendor projects Ability to manage complex, multi-vendor solutions
28 Change management Formal process for managing requirement changes

Page 2 of 8
 Bid Explanation or #:
Jenks Public Schools --- Bidder Comparison Worksheet
Ratings from Jenks' Committee Perspective Average
Bid item Bid % of Bid Competitor
Primary Bid Criterion Bid Criteria Description Bidder 1 Bidder 2 Bidder 3 Bidder 4 Bidder 5 Bidder 6 Bidder 7 Bidder 8 Bidder 9 Score
# Weight Criterion
1 #DIV/0! #DIV/0!
2 #DIV/0! #DIV/0!
3 #DIV/0! #DIV/0!
4 #DIV/0! #DIV/0!
5 #DIV/0! #DIV/0!
6 #DIV/0! #DIV/0!
7 #DIV/0! #DIV/0!
8 #DIV/0! #DIV/0!
9 #DIV/0! #DIV/0!
10 #DIV/0! #DIV/0!
11 #DIV/0! #DIV/0!
12 #DIV/0! #DIV/0!
13 #DIV/0! #DIV/0!
14 #DIV/0! #DIV/0!
15 #DIV/0! #DIV/0!
* Orange & Yellow fields calculate automatically. 0 0 0 0 0 0 0 0 0 0 0.0
RANK 1 1 1 1 1 1 1 1 1
Bid Evaluation completed by: Date completed

Instructions Description
Step 1 Note which bid (by description or bid # )being evaluated in cell G1 Evaluation Grading System Value
Select criteria from the Master Bid Criteria List to evaluate the bid prior to solicting or opening of bids. The
Outstanding 9,10
Step 2 criteria (not specifically the weights) should be shared with bidders in the package given to bid.
Step 3 Paste criteria and criteria description to columns B & C Good 7,8
As a committee, enter relative values (weights) for each criteria in column D. These do not have to equal Adequate 5,6
Step 4 100 but do need to reflect the importance of each item in comparison to all other criteria.
After bids are opened, replace the "Bidder 1-9" with the name of bidder company name & 'clear contents of
Step 5 Marginally Acceptable 3,4
evaluation data from form.
Step 6 Send file to committee to enter evaluations of each biddercomplete each column 1-10 for each criteria. Poor 1,2
Each evaluator will complete columns G-O with their evaluation of how well that company compares to the Unacceptable or No
Step 7 need of the project. Use "Evaluation Grading System" found in the light blue cells starting in cell J27. A 0
response
Drop Down list of the grading system is available if desried.

Step 8 Each evaluator fill in C25 with their name and cell H25 with the date the evaluation is finished.

Step 9 Each committee member will send their evaluations to the person tabulating the evaluations.
Tabulation is done either by a combined or average score. The average score must be utilized when one
Step 10 evaluator does not evaluate a particular bidder.

Step 11 If at any point of the evaluation a bidder is determined not to be a "responsible bidder" the Statement of
Bidder Exclusion (JPS- PUR 139) is completed and filed in the bid documentation
Step 12 Results of the evaluation are published to the committee and the bidders.
Step 13 Proceeded with the contract or purchase as per district policy and procedures.

file:///var/www/apps/conversion/tmp/scratch_5/353359842.xls
Bid Evaluation/ Compilations
Bid description or No.

Member Avg
Bidder 1 Bidder 2 Bidder 3 Bidder 4 Bidder 5 Bidder 6 Bidder 7 Bidder 8 Bidder 9 Score
Member 1 0.0 0.0
Member 2 0.0 0.0
Member 3 0.0 0.0
Member 4 0.0 0.0
Member 5 0.0 0.0
Member 6 0.0 0.0
Member 7 0.0 0.0
Member 8 0.0 0.0
Member 9 0.0 0.0
Bidder Total Avg 0.0 #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! 0.0 0.0

Overall Rank #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0! #DIV/0!

Step Description
1 Modify Row 2 company names to match the columns on the Compare Sheet. (Paste)
2 Modify Column each with a name of each committee member
3 Paste special- Value to bring over each corresponding Committee member evaluation score
4 The Orange cells will calculate automatically.
5 The Highest ranked Bidder will be ranked #1
6 Complete JPS-PUR 139 if the highest rank bidder is not a responsible bidder. Use #2 Bidder.
7 Row 27 completed by the person doing the compilation of evaluations

Compilation completed by: Date:

* Enter ZERO in at least one cell for all bidder columns for calculations to work properly.
 Jenks Public Schools
Bidder Comparison Worksheet - (High, Medium, Low)

Description of Bid to Evaluate

Jenks Bidder Comparison Worksheet

Ratings from Jenks' Perspecti
Prospect
# Primary Bid Criterion Criteria Description Bid
Our Need/
Weighting Bidder 1
Wieght

1 Price 10 H H
2 Experience 8 H M
3 Technical 7 M M
4 Staffing 7 M H
5 Reputation 4 H M
6 Financial 4 H M
7
8
9
10
11
12
13
14
15
Total Average Weighted Score 18 16
Dark gray cells will be calculated for you. You do not need to enter anything into them.

* See "Bidder Compare 1-10 Weighted" worksheet instruction to use this document.

* Use H = High, M = Medium, L = Low

Evaluation done by: Date:

Instructions Description
Step 1 Note which bid (by description or bid # )being evaluated i
Select criteria from the Master Bid Criteria List to evaluat
prior to opening of bids. The criteria (not specifically th
Step 2 should be shared with bidders in the package given t
Step 3 Paste criteria and criteria description to columns B & C

As a committee, enter relative values (weights) for each c

column D. These do not have to equal 100 but do need
Step 4 the importance of each item in comparison to all other cri

Page 5 of 8
 Jenks Public Schools
Bidder Comparison Worksheet - (High, Medium, Low)

Step 5 After bids are opened, replace the "Bidder 1-9" with the n
bidder company name & 'clear contents of evaluation dat

Send file to committee to enter evaluations of each bidde

Step 6 each column H/M/L for each criteria.

Each evaluator will complete columns F-H with their eval

how well that company compares to the need of the proje
Step 7
"Evaluation Grading System" found in Row 46 of this form
Down list of the grading system is available if desried. Ad
differntiation comments are made in column O.
Each evaluator fill in Row 49 with their name and the dat
Step 8 evaluation is finished.
Each committee member will send their evaluations to th
Step 9 tabulating the evaluations.
Tabulation is done either by a combined or average score
average score must be utilized when one evaluator does
Step 10 evaluate a particular bidder.
If at any point of the evaluation a bidder is determined no
Step 11 "responsible bidder" the Statement of Bidder Exclusion (J
139) is completed and filed in the bid documentation
Results of the evaluation are published to the committee
Step 12 bidders.
Proceeded with the contract or purchase as per district p
Step 13 procedures.

Page 6 of 8
 Jenks Public Schools
Bidder Comparison Worksheet - (High, Medium, Low)

ngs from Jenks' Perspective

Average
Competitor Key Differentiator
Bidder 2 Bidder 3 Score

H M 27 No hidden costs
M H 19 Client references
L M 12 Server integration
L M 14 Strong project managers
L L 5 Need employee buy-in
L M 7 Dunn & Bradstreet check

11 14 14

Description
n or bid # )being evaluated in cell G1
r Bid Criteria List to evaluate the bid
criteria (not specifically the weights)
ers in the package given to bid.
cription to columns B & C

values (weights) for each criteria in

e to equal 100 but do need to reflect
n comparison to all other criteria.

Page 7 of 8
 Jenks Public Schools
Bidder Comparison Worksheet - (High, Medium, Low)

e the "Bidder 1-9" with the name of

r contents of evaluation data from form.

er evaluations of each biddercomplete

criteria.

columns F-H with their evaluation of

ares to the need of the project. Use
found in Row 46 of this form. A Drop
m is available if desried. Additional
ade in column O.
with their name and the date the

send their evaluations to the person

combined or average score. The

d when one evaluator does not

n a bidder is determined not to be a

ment of Bidder Exclusion (JPS- PUR
the bid documentation
published to the committee and the

r purchase as per district policy and

Page 8 of 8