Bid evaluation process
Editable bid evaluation process swimlane from “Lock evaluation criteria and conflict declarations” through “Bid technically compliant?” to a documented outcome. Includes named roles, exception paths and evidence.
What the bid evaluation process process is
The workflow starts at “Lock evaluation criteria and conflict declarations”. The next two steps, “Open eligible bids under controlled access” and “Score technical response and evidence”, establish the information needed for a defensible decision. The chart assigns each handoff to a role and retains the evidence at closeout.
The main gates are “Bid technically compliant?” and “Commercial and risk review support award?”. The first branch leads to document exclusion or permitted clarification; the second can require request best and final offer or escalate risk. If that cannot be resolved, the case can end at “Exclude bid and record evaluation reason”. Keep technical, commercial and risk evidence separately traceable before consolidation.
What this flowchart covers
In this template
- Lock evaluation criteria and conflict declarations followed by open eligible bids under controlled access.
- Bid technically compliant? with a route for document exclusion or permitted clarification.
- Compare price and total cost on common basis and review supplier risk and compliance as separate supplier and internal handoffs.
- Commercial and risk review support award? with request best and final offer or escalate risk when the decision fails. A separate decision can end at “Exclude bid and record evaluation reason”.
- Consolidate independent assessments, recommend best evaluated bid for approval and retain score sheets, clarifications and decision as the controlled closeout.
When to use this template
- Use it to agree who owns “Lock evaluation criteria and conflict declarations” and what information the next role needs.
- Use it when the answer to “Bid technically compliant?” is unclear or decisions are made outside the record.
- Use it to make “Retain score sheets, clarifications and decision” visible in an audit or operational review.
How it works
Assign decision owners
Replace the Procurement, Technical panel, Commercial analyst, Risk reviewer, Approver lanes with your actual functions. Keep the owner of “Bid technically compliant?” separate from the requester where your authority rules require it.
Configure the gates
Keep technical, commercial and risk evidence separately traceable before consolidation. Define what evidence is sufficient for “Commercial and risk review support award?” and who may authorize an exception.
Connect downstream records
Link retain score sheets, clarifications and decision to the relevant purchase order, contract, supplier record or operational case. Set retention and review dates under your document policy.
Frequently asked questions
What does the bid evaluation process template include?
It covers lock evaluation criteria and conflict declarations, score technical response and evidence, review supplier risk and compliance, and retain score sheets, clarifications and decision, with three labelled decisions and rework paths.
Can the decision rules be changed?
Yes. Keep technical, commercial and risk evidence separately traceable before consolidation. Edit the gate labels, swimlanes and return paths before using the chart in your organization.
What evidence should be retained?
Keep the input to “Bid technically compliant?”, the evidence behind “Commercial and risk review support award?”, approvals or exception decisions, and the closeout record: “Retain score sheets, clarifications and decision”.
Where this process fits
In most operations this process follows RFQ process and hands off to Supplier selection process flowchart with weighted scoring.
Comes before
- RFQ process — Editable rfq process swimlane from “Define purchasable specification” through “Sufficient compliant quotations?” to a documented outcome. Includes named roles, exception paths and evidence.
- RFP process — Editable rfp process swimlane from “Define outcome and service scope” through “Proposals complete and eligible?” to a documented outcome. Includes named roles, exception paths and evidence.
- Procurement tender process — Editable procurement tender process swimlane from “Approve scope and tender route” through “Submissions received by deadline and compliant?” to a documented outcome. Includes named roles, exception paths and evidence.
Comes after
- Supplier selection process flowchart with weighted scoring — Supplier selection process flowchart template: long list, RFI shortlist, weighted RFQ scoring, site visit, total cost and selection recommendation.