I've created a simple model that calculates the complexity of tender evaluation processes. I've called it "The Co-efficient of Tender Evaluation".
It can help run some 'what if?' scenarios so you can experiment with different choices. And each one comes with a score and tailored feedback!

Have a go by moving the sliders on the questions below, checking the output of your choices for each question by noting the value of the right hand side of each box.
There's only six questions and the results are shown below the final question. Now with a cute speedometer graphic if you like eye candy!

The first dimension is how many bidders you expect to respond?


How many answers need to be read and scored for each bidder? Count the number of fields that bidders need to complete including qualitative (non-price) and commercial responses


How many people are on the (core) evaluation team?


How complex is the project where 10 = complex and 1 = simple


What is the % availability of the least available evaluation team member?


What is the quality of the evaluation plan/framework? A good plan scores 100% and a poor plan scores 0%



Results


Stacks Image 766
What?
Your choices have resulted in a co-efficient of [Factored]
This is very, very low.

So What?
This should be a very simple evaluation and easy to plan and to execute. It shouldn't take more than five working days (excluding approvals).

Now What?
  1. Try not to overcomplicate things.
  2. Use simple processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  3. Make sure any approvers are kept in the loop so that there are no surprises for them!

Stacks Image 639
What?
Your choices have resulted in a co-efficient of [Factored]
This is very low.

So What?
This should be a very simple evaluation and easy to plan and to execute. It shouldn't take more than five working days (excluding approvals!)

Now What?
  1. Try not to overcomplicate things. Use simple processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. Schedule dates for evaluation in evaluator's diaries in advance.
  4. Make sure that evaluators allow enough time to read and score the responses
  5. Make sure any approvers are kept in the loop so that there are no surprises for them!
Stacks Image 641
What?
Your choices have resulted in a co-efficient of [Factored]
This is a relatively simple evaluation.

So What?
This should be a straightforward evaluation and relatively easy to plan and to execute. It shouldn't take more than five to seven working days (excluding approvals!)

Now What?
  1. Try not to overcomplicate things. Use simple processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. Schedule dates for evaluation in evaluator's diaries in advance.
  5. Make sure that evaluators allow enough time to read and score the responses.
  6. Make sure any approvers are kept in the loop so that there are no surprises for them!

Stacks Image 643
What?
Your choices have resulted in a co-efficient of [Factored]
This is a standard evaluation.

So What?
This should be a relatively straightforward evaluation. Straightforward to plan and to execute. It shouldn't take more than ten working days (excluding approvals!)

Now What?
  1. Try not to overcomplicate things. Use simple processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. Consider creating an evaluation plan (your procurement governance may already require this.) Think through how and when you will undertake evaluation.
  5. Schedule dates for evaluation in evaluator's diaries in advance.
  6. Make sure that evaluators allow enough time to read and score the responses.
  7. Brief the evaluators to make sure that they score relatively consistently.
  8. Make sure any approvers are kept in the loop so that there are no surprises for them!

Stacks Image 645
What?
Your choices have resulted in a co-efficient of [Factored]
This is a relatively standard evaluation.

So What?
The evaluation process will need careful management. Make sure that you have an evaluation plan and that someone leads the process. It shouldn't take more than ten working days (excluding approvals!)

Now What?
  1. Try not to overcomplicate things. Use simple processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. How could you improve the evaluation plan? Could you shortlist early in the process to reduce complexity?
  5. Schedule dates for evaluation in evaluator's diaries in advance.
  6. Make sure that evaluators allow enough time to read and score the responses.
  7. Brief the evaluators to make sure that they score relatively consistently.
  8. Capture 'lessons learned' about what lost time in evaluation and think through what could be done differently next time
  9. Make sure any approvers are kept in the loop so that there are no surprises for them!

Stacks Image 647
What?
Your choices have resulted in a co-efficient of [Factored]
This is a somewhat complex evaluation.

So What?
The evaluation process will need careful management. Make sure that you have an evaluation plan and that an experienced person leads the process. It shouldn't take more than ten to fifteen working days (excluding approvals!)

Now What?
  1. Try not to overcomplicate things. Use simple processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. How could you improve the evaluation plan?
  5. Could you shortlist early in the process to reduce complexity?
  6. Do you really need so many questions requiring written answers? Are written answers reliable evidence?
  7. Schedule dates for evaluation in evaluator's diaries in advance.
  8. Make sure that evaluators allow enough time to read and score the responses.
  9. Brief the evaluators to make sure that they score relatively consistently.
  10. Capture 'lessons learned' about what lost time in evaluation and think through what could be done differently next time
  11. Make sure any approvers are kept in the loop so that there are no surprises for them!
Stacks Image 653
What?
Your choices have resulted in a co-efficient of [Factored]
This is a complex evaluation.

So What?
The evaluation process will need careful management. Make sure that you have an evaluation plan and that an experienced person leads the process. It shouldn't take more than fifteen working days (excluding approvals!)

Now What?
  1. Try not to overcomplicate things. Use simple processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. Could you shortlist early in the process to reduce complexity?
  5. Do you really need so many questions requiring written answers? Are written answers reliable evidence?
  6. Kick off the evaluation process with a clear commitment to reach the right decision, in the right way. This means that the focus is on reaching a decision, and trying to make sure that it is the correct decision.
  7. Schedule dates for evaluation in evaluator's diaries in advance.
  8. Make sure that evaluators allow enough time to read and score the responses.
  9. Brief the evaluators to make sure that they score relatively consistently.
  10. If probity advisors are involved, make sure that their advice is pragmatic and 'real World' advice. Challenge anything that recommends arcane processes for negligible discernible benefit. Do you really need their input?
  11. Capture 'lessons learned' about what lost time in evaluation and think through what could be done differently next time
  12. Make sure any approvers are kept in the loop so that there are no surprises for them!
Stacks Image 660
What?
Your choices have resulted in a co-efficient of [Factored]
This is a complex evaluation.

So What?
The evaluation process will need very careful management. The evaluation plan should be robust and pressure-tested. An experienced person should lead the process. The evaluation process shouldn't take more than fifteen working days (excluding approvals!)

Now What?
  1. Try to simplify processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. Shortlist early in the process to reduce complexity.
  5. Do you really need so many questions requiring written answers? Are written answers reliable evidence?
  6. Kick off the evaluation process with a clear commitment to reach the right decision, in the right way. This means that the focus is on reaching a decision, and trying to make sure that it is the correct decision.
  7. Schedule dates for evaluation in evaluator's diaries in advance.
  8. Make sure that evaluators allow enough time to read and score the responses.
  9. Identify the least available evaluation resource and make sure that they are 'locked in' and evaluation managed around their availability.
  10. Brief the evaluators to make sure that they score relatively consistently.
  11. If probity advisors are involved, make sure that their advice is pragmatic and 'real World' advice. Challenge anything that recommends arcane processes for negligible discernible benefit. Do you really need their input?
  12. Capture 'lessons learned' about what lost time in evaluation and think through what could be done differently next time
  13. Make sure any approvers are kept in the loop so that there are no surprises for them!

Stacks Image 667

What?
Your choices have resulted in a co-efficient of [Factored]
This is a very complex evaluation.

So What?
The evaluation process will need very careful management. The evaluation plan should be robust and pressure-tested. An experienced person should lead the process. The evaluation process shouldn't take more than fifteen to twenty working days (excluding approvals!)

Now What?
  1. Try to simplify processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. Shortlist early in the process to reduce complexity.
  5. Do you really need so many questions requiring written answers? Are written answers reliable evidence?
  6. Kick off the evaluation process with a clear commitment to reach the right decision, in the right way. This means that the focus is on reaching a decision, and trying to make sure that it is the correct decision.
  7. Schedule dates for evaluation in evaluator's diaries in advance.
  8. Make sure that evaluators allow enough time to read and score the responses.
  9. Identify the least available evaluation resource and make sure that they are 'locked in' and evaluation managed around their availability. Is there another way to involve them, or is there someone else who could be substituted?
  10. Brief the evaluators to make sure that they score relatively consistently.
  11. If probity advisors are involved, make sure that their advice is pragmatic and 'real World' advice. Challenge anything that recommends arcane processes for negligible discernible benefit. Do you really need their input?
  12. Capture 'lessons learned' about what lost time in evaluation and think through what could be done differently next time
  13. Make sure any approvers are kept in the loop so that there are no surprises for them!

Stacks Image 688

What?
Your choices have resulted in a co-efficient of [Factored]
This is a very, very complex evaluation!

So What?
The evaluation process will need very careful management. The evaluation plan should be robust and pressure-tested. An experienced person should lead the process. The evaluation process shouldn't take more than twenty working days (excluding approvals!)

Now What?
  1. Try to simplify processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. Shortlist early in the process to reduce complexity.
  5. Do you really need so many questions requiring written answers? Are written answers reliable evidence?
  6. Consider some presentations of key use cases to simulate actual performance and take up references. Ask for five and contact three referees.
  7. Kick off the evaluation process with a clear commitment to reach the right decision, in the right way. This means that the focus is on reaching a decision, and trying to make sure that it is the correct decision.
  8. Schedule dates for evaluation in evaluator's diaries in advance.
  9. Make sure that evaluators allow enough time to read and score the responses.
  10. Identify the least available evaluation resource and make sure that they are 'locked in' and evaluation managed around their availability. Is there another way to involve them, or is there someone else who could be substituted?
  11. Brief the evaluators to make sure that they score relatively consistently.
  12. If probity advisors are involved, make sure that their advice is pragmatic and 'real World' advice. Challenge anything that recommends arcane processes for negligible discernible benefit. Do you really need their input?
  13. Capture 'lessons learned' about what lost time in evaluation and think through what could be done differently next time
  14. Make sure any approvers are kept in the loop so that there are no surprises for them!


Stacks Image 705
What?
Your choices have resulted in a co-efficient of [Factored]
This is an extremely complex evaluation!

So What?
The evaluation process will need expert management. The evaluation plan should be robust and pressure-tested. An expert person should lead the evaluation process. The evaluation process shouldn't take more than twenty to twenty five working days (excluding approvals!)

Now What?
  1. Aggressively simplify processes, and remember the purpose is to reach the right decision, consistent with being objective and treating bidders equally.
  2. Have a plan to deal with missing information, ambiguous responses and close results.
  3. If you are not very good at estimating complexity, model some potential "tough" situations in advance and think through how you can deal with them, (or even prevent them!)
  4. Shortlist early in the process to reduce complexity.
  5. Use a variety of means to support decision making. Aim to reduce the number of questions that need documentary evidence to a minimum. Are written answers reliable evidence?
  6. Consider some presentations of key use cases to simulate actual performance and take up references. Ask for five and contact three referees.
  7. Kick off the evaluation process with a clear commitment to reach the right decision, in the right way. This means that the focus is on reaching a decision, and trying to make sure that it is the correct decision.
  8. Schedule dates for evaluation in evaluator's diaries in advance.
  9. Make sure that evaluators allow enough time to read and score the responses.
  10. Identify the least available evaluation resource and make sure that they are 'locked in' and evaluation managed around their availability. Is there another way to involve them, or is there someone else who could be substituted?
  11. Brief the evaluators to make sure that they score relatively consistently.
  12. Review progress at key milestones and make sure that 'rabbit holes' do not derail the evaluation process.
  13. If probity advisors are involved, make sure that their advice is pragmatic and 'real World' advice. Challenge anything that recommends arcane processes for negligible discernible benefit. Do you really need their input?
  14. Capture 'lessons learned' about what lost time in evaluation and think through what could be done differently next time
  15. Make sure any approvers are kept in the loop so that there are no surprises for them!
  16. Brief approvers about sensitive issues and/or 'political' issues that may affect their decision making.
  17. Manage disclosure of information carefully so that key stakeholders are prepared for any lobbying by bidders and/or third parties.
Stacks Image 722
What?
Your choices have resulted in a co-efficient of [Factored]
This is such a complex evaluation that it is unlikely to be manageable.

So What?
The evaluation process is unlikely to deliver a result. It will either take months and months of effort, burning up managerial hours, or be abandoned part way though. Or both!

Now What?
  1. Don't do this. Stop while you still can!
  2. Simplification good; complexity bad. Simplify as much as you can.
  3. Reduce the number of bidders. (Yes, you can!)
  4. Reduce the number of responses requested. (Yes, you can!)
  5. Improve the evaluation plan (Yes, you can!)
  6. Reduce the number of evaluators involved. (Yes, you can!)
  7. The purpose of evaluation is to reach a decision, and this process won't do that. Think again?