The Evaluation Matrix is an online evaluation that is completed by the Buyer of a Request or Tender. It helps to identify the best Supplier based on their own criteria and weightings. It is a single-party evaluation tool, so only one score per Supplier response is recorded.

As each response is reviewed, you enter your scores and comments. The matrix will automatically calculate a weighted score for each criterion in the matrix. Once all responses have been scored you can make your decision, select or decline each supplier and record your reasons, as well as provide them with feedback. Suppliers do not have visibility of your matrix or your evaluations.

The first time a Buyer uses the Evaluation Matrix, they will need to create a Matrix from scratch. The Buyer can save this as a 'default matrix' to be used for future Requests or Tenders they create and need to evaluate.

If more than one Evaluator needs to review the responses, please refer to the Multi-Party Evaluation article. If you'd prefer to use a different evaluation method (Quick Select or Multi-Party Evaluation), you can change your evaluation method at any time, see more information here: Changing the Evaluation Method.

Once an evaluation of responses has been completed, you can download all the information into a PDF summary document. This contains a summary of the evaluation criteria, a summary of each response evaluation and a separate page for each response's detailed evaluation. This document can be downloaded as part of the Request's zip file download.

You can view your responses by clicking the green people icon to the right of your request or tender. You will need to have unlocked the responses before recording your decision. You can find information on viewing and unlocking responses here: Viewing the Responses to a Request.

When viewing your unlocked responses, click the Create matrix button.

If creating a new Matrix for the first time, click Add new.

To use your default Matrix select 'My default evaluation criteria' before clicking Add new. If you have a default saved but want to create a new Matrix for this evaluation, select 'No evaluation criteria (I’ll add my own)', and click Add new.

Creating a New Matrix

1. When creating a new Matrix you will name, describe and add a weighting to each criteria
   
   
2. Mark whether this criterion is about Cost or Price by ticking the box provided.
   
   • This will automatically score and weight the cost.
   • You can only select one criteria to automatically score and weight cost per evaluation matrix. You'll be required to add/confirm the total cost as quoted (or estimated) for each response.
     
     
3. Click Save Criteria to add this to your Matrix.
   
   
4. Keep adding your required criteria to the Matrix. You will need the weighting percentage for all criteria combined to add up to 100% before you can proceed.
   
   
5. You can then select the maximum score for each criteria from the options provided on the left.
   
   
   
6. To make this Matrix your default, check the box to save it as your default Matrix before clicking the Continue button.
   
   
   
7. After clicking Continue, you will return to the responses page.

Editing the Evaluation Matrix

Once your Matrix has been created, to edit the Matrix you will need to click on the blue arrow button in the top right corner to bring up the Request Options. Select Edit evaluation matrix.

Evaluating Responses

1. Once your Matrix has been set, next to each response you will see an Evaluate link. Click this link to review that response.
   
   
   
   
2. If you have marked a criteria on the Matrix to score and weight the cost (see above), then you'll be asked to confirm the Supplier's indicated or calculated cost. If the Supplier did not include a price in their response, then you'll be prompted to enter any price details they may have included elsewhere in their response details or documents attached. Enter/Confirm the price and click on the Save button.
   
   
   
   
3. You will now see the evaluation Matrix at the top of the page, with the Supplier’s response below. Click the Add score button to add your score for that criteria. 
   
   
   
   
4. Slide to select your score, which will be displayed in the table to the left. You can add notes in the textbox provided. Click on Save once you've set the score.
   
   
   
   
5. Once you've added a score for each criteria, a Continue button will appear. Click this button to submit your evaluation for this supplier.
   
   
6. You'll be taken back to the responses page where the weighted score will be listed for the supplier.
   • The weighted score is calculated based on the percentages and scores set for each criteria. You can hover over Scores to see a summary of how the score was calculated.
     
     
     
7. You can click on the Edit button to make changes to the evaluation.

Making Your Selections

1. You can make and set your decision once each response has been evaluated. Click the Make Selections button to make your decision.
   
   
   
   
2. Here, you will see your evaluation next to each Supplier response.
   
   
3. You will need to either select or decline each response. You can edit your initial evaluation or add private notes or documents.
   
   
   
   
4. Once you select to decline or select the supplier, you can add or edit your private notes and then add feedback for the supplier. Click on the Save Decision button once you're done.
   
   
5. Once all the responses have been decided, you can either submit your decision for approval or finalise the Request/Tender. You can find information on finalising your request here: Finalising your Request or Tender.