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<h1 class="title-t6e5ft title titlepage">Process code for software procurement</h1>
<div class="main-frame-t6e5ft">
<div class="content-jQOZxi content">
<div class="intro-bW9o9G">
<div class="titlepage-8GRYR9"><div class="page-title-H2BDL7 titlepage">3c. Bid evaluation</div></div>
<div class="content-8GRYR9 content">
<p class="this-section-will-help-you-ci7KQL mulish-bold-black-16px">This section will help you:</p>
<div class="cluster-ci7KQL cluster">
<article class="goal">
<img class="icongoal-xzPKwU icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Conduct an objective, fair, quantitative and qualitative assessment of bids
</p>
</article>
<article class="goal">
<img class="icongoal-wo0597 icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Consider direct and indirect costs associated with full software lifetime
</p>
</article>
<article class="goal">
<img class="icongoal-d9cAbl icongoal" src="img/[email protected]" alt="icon.goal" />
<p class="this-is-a-goal-for-a-particular-activity detail">
Conduct thorough technical evaluation that mitigates downstream contract issues
</p>
</article>
</div>
</div>
</div>
<div class="challenges-bW9o9G">
<div class="titlesubsection"><div class="subsection-title titlesection">Common challenges</div></div>
<div class="cluster-qdux0A cluster">
<p class="you-may-encounter-th-kxuJzU body">
<span class="span0-M7QJZC body"
>You may encounter these frictions as you do the work of bid evaluation. These are challenges the </span
><span class="span1-M7QJZC bodylink">Recommended actions</span
><span class="span2-M7QJZC body">
are designed to solve, or that may arise as you take those actions.
</span>
</p>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-73YgRW content">
<div class="title-WPbH9e title mulish-bold-black-16px">Cost eclipsing quality</div>
<p class="lorem-ipsum detail">
Quality, user experience, and integrity are very difficult to quantify. In an effort to maintain
objectivity, evaluation processes often default to cost-only comparison, without adequately
accounting for the actual value that the solution will generate.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-0AMfMF content">
<div class="title-FihVaL title mulish-bold-black-16px">Fear of the unknown</div>
<p class="lorem-ipsum detail">
Choosing legacy solutions can feel safer—they appear proven or dependable. These legacy systems may
be easier to understand and evaluate, but may not be the best solution for the problem statement.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-xuqo2o content">
<div class="title-CWqtUB title mulish-bold-black-16px">Business model pigeonholes</div>
<p class="lorem-ipsum detail">
Procurement norms were established for awarding high-value contracts to private sector companies.
But defaulting to private sector vendors, without adequately considering non-profit or open source
solutions, may sacrifice cost, quality, or opportunities for value-creating solutions.
</p>
</div>
</div>
<div class="challenge">
<img class="iconchallenge" src="img/[email protected]" alt="icon.challenge" />
<div class="content-91N7SC content">
<div class="title-lCS3z3 title mulish-bold-black-16px">Poor vendor interactions</div>
<p class="lorem-ipsum detail">
Ineffective or disrespectful communications can result in bad relationships and compromise future
procurement.
</p>
</div>
</div>
</div>
</div>
<div class="actions-bW9o9G">
<div class="titlesubsection"><div class="subsection-title titlesection">Recommended actions</div></div>
<div class="frame-143-pxNM57">
<p class="x1-creating-a-selection-panel-2Ch0n2 titlesubsection">1. Creating a selection panel</p>
<p class="the-selection-panel-2Ch0n2 body">
The selection panel will review bids using the evaluation framework stated in the RFP. Each member will
give their professional assessment of the quality of each bid, working separately and together to
compare options and assign scores.
</p>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-0VP7Xf content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Form the selection panel
</div>
<div class="lorem-ipsum detail">(see guidelines below)</div>
</div>
</div>
<div class="guidelinessolo-2Ch0n2">
<div class="title-nQeNGp title">
<img class="iconguidelines-eRwvIv" src="img/[email protected]" alt="icon.guidelines" />
<p class="guidelines-eRwvIv mulish-bold-black-16px">Guidelines for creating a selection panel</p>
<img class="arrowdown-eRwvIv" src="img/[email protected]" alt="arrow.down" />
</div>
<div class="flex-container-i21174582117085-nQeNGp">
<div class="text0-i21174582117085-JS3nEM titlesubsection-p">
<span class="span0-BKOjih titlesubsection-p"
>The panel should reflect the stakeholder group, including:<br
/></span>
</div>
<div class="text1-i21174582117085-JS3nEM titlesubsection-p">
<span class="span1-xFImnv detail"
>A representative from the primary team or business unit that is leading the procurement<br
/></span>
</div>
<div class="text2-i21174582117085-JS3nEM titlesubsection-p">
<span class="span2-xpviVl detail">A technical expert<br /></span>
</div>
<div class="text3-i21174582117085-JS3nEM titlesubsection-p">
<span class="span3-SdELm8 detail">A representative from the group of end users<br /></span>
</div>
<div class="text4-i21174582117085-JS3nEM titlesubsection-p">
<span class="span4-mCyIxv detail"
>Additional individuals who were not involved with writing the tender<br
/></span>
</div>
<div class="text5-i21174582117085-JS3nEM titlesubsection-p">
<span class="span5-kx4f6n titlesubsection-p"
>Do not include people who have conflicts of interest.<br
/></span>
</div>
<div class="text6-i21174582117085-JS3nEM titlesubsection-p">
<span class="span6-ZPjp5W detail"
>Anyone who stands to benefit or lose, on a personal or professional level, from a particular
outcome of the RFP award<br
/></span>
</div>
<div class="text7-i21174582117085-JS3nEM titlesubsection-p">
<span class="span7-xbSPAC titlesubsection-p">Panelists should be briefed on: <br /></span>
</div>
<div class="text8-i21174582117085-JS3nEM titlesubsection-p">
<span class="span8-QGZng8 detail">A summary of the discovery research<br /></span>
</div>
<div class="text9-i21174582117085-JS3nEM titlesubsection-p">
<span class="span9-xgbYgc detail">The evaluation metrics<br /></span>
</div>
<div class="text10-i21174582117085-JS3nEM titlesubsection-p">
<span class="span10-IwgZ8K detail">A summary of the vendor interactions</span>
</div>
</div>
</div>
</div>
<div class="frame-145-pxNM57">
<p class="x2-conducting-a-quant-CL264t titlesubsection">
2. Conducting a quantitative and technical evaluation
</p>
<p class="it-is-important-to-c-CL264t body">
It is important to conduct a full technical evaluation of software on offer. Does it match up to
vendors’ claims? Will it work within the city’s digital environment? Is it secure?
</p>
<div class="action">
<div class="iconknowledge">
<div class="bulb">
<img class="union" src="img/[email protected]" alt="Union" />
<img class="group-194" src="img/[email protected]" alt="Group 194" />
<img class="line-48" src="img/[email protected]" alt="Line 48" />
</div>
</div>
<div class="content-nN3fvu content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
You many need to replicate the city’s digital environment outside the city firewall
</p>
<p class="lorem-ipsum detail">
This will enable vendors (or other developers) to run demonstrations on it.
</p>
</div>
</div>
<div class="action">
<div class="iconknowledge">
<div class="bulb">
<img class="union" src="img/[email protected]" alt="Union" />
<img class="group-194" src="img/[email protected]" alt="Group 194" />
<img class="line-48" src="img/[email protected]" alt="Line 48" />
</div>
</div>
<div class="content-Y4XgOB content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Not every municipality has technical staff who can perform technical analysis
</p>
<p class="lorem-ipsum detail">
You shouldn’t be responsible for full technical auditing. Consider hiring outside impartial
technical consultants.
</p>
</div>
</div>
<div class="action">
<div class="iconknowledge">
<div class="bulb">
<img class="union" src="img/[email protected]" alt="Union" />
<img class="group-194" src="img/[email protected]" alt="Group 194" />
<img class="line-48" src="img/[email protected]" alt="Line 48" />
</div>
</div>
<div class="content-yr7sld content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Software may not be testable out of the box
</p>
<p class="lorem-ipsum detail">
You can require vendors to demonstrate a clear integration and deployment plan and include the test
as a contingency in the contract.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-yGm0Ti content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Form a technical committee
</div>
<p class="lorem-ipsum detail">
Internal staff or independent experts should perform a technical review. Explore hidden costs and
issues, and determine the truth of vendors’ claims.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-E16CBT content">
<div class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Involve your IT department
</div>
<p class="lorem-ipsum detail">
Test the software and ensure that it is compatible with existing technical infrastructure at the
city.
</p>
</div>
</div>
</div>
<div class="frame-144-pxNM57">
<p class="x3-conducting-a-quali-5MN3lT titlesubsection">
3. Conducting a qualitative, user-oriented evaluation
</p>
<p class="if-you-are-comparing-5MN3lT body">
If you are comparing existing solutions, you can test how well they address your problem statement by
involving the end users.
</p>
<div class="action">
<div class="iconknowledge">
<div class="bulb">
<img class="union" src="img/[email protected]" alt="Union" />
<img class="group-194" src="img/[email protected]" alt="Group 194" />
<img class="line-48" src="img/[email protected]" alt="Line 48" />
</div>
</div>
<div class="content-6cv95R content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
The most important evaluation will come from end users
</p>
<p class="lorem-ipsum detail">
These are the people who will eventually be using the software, so they should be directly involved
in the evaluation process.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-vVoqu8 content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Ask vendors for access to the software and/or schedule demonstrations
</p>
<p class="lorem-ipsum detail">
Run the potential software through the scenarios included in the RFP (literally or as a thought
experiment). Invite all of the end users who contributed to the discovery research and project
scoping.
</p>
</div>
</div>
</div>
<div class="frame-142-pxNM57">
<p class="x4-considering-value-beyond-cost-OaxBOK titlesubsection">4. Considering value beyond cost</p>
<p class="because-you-introduc-OaxBOK body">
Because you introduced multiple types of criteria into the RFP, you can evaluate proposals based on a
number of important factors beyond cost, such as quality, long-term value creation opportunities,
alignment with organizational priorities, and risk.
</p>
<div class="action">
<div class="iconknowledge">
<div class="bulb">
<img class="union" src="img/[email protected]" alt="Union" />
<img class="group-194" src="img/[email protected]" alt="Group 194" />
<img class="line-48" src="img/[email protected]" alt="Line 48" />
</div>
</div>
<div class="content-MY6xKx content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Panelists should review all bids individually and separately
</p>
<p class="lorem-ipsum detail">
This should happen before sharing scores and comparing options through discussion.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-xcxxcx content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Start by scoring the optional criteria
</p>
<p class="lorem-ipsum detail">
These should give you a good sense of value beyond cost. Consider also your interactions with each
vendor. Can you envision them as good partners?
</p>
</div>
</div>
</div>
<div class="frame-146-pxNM57">
<div class="x5-post-selection-A4JBWB titlesubsection">5. Post-selection</div>
<p class="the-actions-you-take-A4JBWB body">
The actions you take after making a selection are crucial for building long-term relationships with the
software development community—which is important for the success of future projects.
</p>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-uz6RXm content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Continue to communicate with vendors
</p>
<p class="lorem-ipsum detail">Even those who do not win. It is a demonstration of respect.</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-Zmce7P content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Give all vendors a post-award debrief
</p>
<p class="lorem-ipsum detail">
Send every bidder a copy of the evaluation and the winning proposal, and offer to do debrief calls.
</p>
</div>
</div>
<div class="action">
<img class="iconaction" src="img/[email protected]" alt="icon.action" />
<div class="content-NzaueZ content">
<p class="an-action-that-requires-high-engagement mulish-bold-black-16px">
Conduct a selection process evaluation
</p>
<p class="lorem-ipsum detail">
Did the selection panel find the evaluation criteria effective? Were the categories limiting? Were
the end users involved in a meaningful way?
</p>
</div>
</div>
</div>
</div>
<div class="outcomes-bW9o9G">
<div class="titlesubsection"><div class="subsection-title titlesection">Takeaways</div></div>
<div class="cluster-GamAnx cluster">
<p class="create-or-complete-t-h1N5WE body">
Create or complete the following outputs before moving on to the next step.
</p>
<div class="goals-h1N5WE">
<article class="outcome">
<div class="icongoal-Xo0wov icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<p class="this-is-an-outcome-t bodylink">Fair and objective evaluation of all bids</p>
</article>
<article class="outcome">
<div class="icongoal-R0Iw0L icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<p class="this-is-an-outcome-t bodylink">Choice of a winning bid or vendor</p>
</article>
<article class="outcome">
<div class="icongoal-WzAk7v icongoal">
<div class="v2">
<img class="gear-2" src="img/[email protected]" alt="gear 2" />
<img class="arrow-2" src="img/[email protected]" alt="arrow 2" />
</div>
</div>
<div class="this-is-an-outcome-t bodylink">Feedback to all bidders</div>
</article>
</div>
</div>
</div>
<div class="references-bW9o9G">
<div class="titlesubsection"><div class="subsection-title titlesection">Further reading</div></div>
<div class="frame-140-jFEpE8">
<article class="reference">
<div class="number"><div class="x1 body">1.</div></div>
<div class="content-Cx4tay content">
<div class="frame-163"><div class="source-name subtext">Open North</div></div>
<a href="https://opennorth.ca/publications/2hvkzrlujufylsvxgf7li5_en" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
Open and Ethical Procurement Guide on Engaging with the Private Sector
</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">2.</div></div>
<div class="content-3gxUxj content">
<div class="frame-163"><div class="source-name subtext">18F</div></div>
<a href="https://derisking-guide.18f.gov/state-field-guide/questions-to-ask/" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">De-risking guide: Questions to ask</p>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">3.</div></div>
<div class="content-9qeIVb content">
<div class="frame-163"><div class="source-name subtext">CityMart</div></div>
<a
href="https://medium.com/citymartinsights/unit-5-defining-the-evaluation-framework-3e131df69632"
target="_blank"
><div class="link-title-here mulish-bold-azure-radiance-16px">
Defining the evaluation framework
</div>
</a>
</div>
</article>
<article class="reference">
<div class="number"><div class="x1 body">4.</div></div>
<div class="content-SfqDyQ content">
<div class="frame-163"><div class="source-name subtext">FVH Application Evaluator</div></div>
<a href="https://github.com/ForumViriumHelsinki/ApplicationEvaluator" target="_blank"
><p class="link-title-here mulish-bold-azure-radiance-16px">
ApplicationEvaluator: an open source software tool for comparing bids
</p>
</a>
<p class="you-should-read-this-xZRB6f mulish-normal-black-13px">
The Finnish public innovation agency has developed a tool that facilitates public procurement. It
gives a quick visual overview, and is easy to adjust for different kinds of procurements. Public
administrations can use, replicate and contribute to the code via GitHub.
</p>
</div>
</article>
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