What is scored evaluation?

Scored evaluation lets a small team mark each supplier's quote against criteria you chose in advance, such as technical compliance, delivery, safety, and track record. Each criterion has a weight. Bilaro averages the evaluators' scores, applies a pass mark, and ranks the quotes that pass.

The result sits next to the price on the RFQ compare screen. It does not replace your judgement: you can still award to any supplier, but awarding against the evaluation needs a note, and your company can require a Director's approval for it.

Evaluators score on their own. Nobody sees another evaluator's scores until the evaluation is locked. By default, evaluators also cannot see prices while they score, so price cannot sway the marks.

How to switch scored evaluation on

Scored evaluation is an optional module and it is off until it is switched on for your company. Bilaro support switches modules on and off; email support@bilaro.my with your company name. Once it is on, you will see Evaluation templates in the sidebar (Manager, Director and Admin roles) and an Evaluation tab on each RFQ. People named as evaluators also see My evaluations.

How to make an evaluation template

A template is a reusable list of criteria. You do not need one, but it saves time and keeps your scoring consistent.

  1. Open Evaluation templates and click New template.
  2. Enter a Template name, for example Site works contractor.
  3. Choose the Method:
    • Pass mark, then lowest price: quotes below the pass mark are left out, and the cheapest of the rest ranks first.
    • Weighted technical score plus price: the technical score and the price score are combined, using the Technical share (%) you set.
  4. Enter the Pass mark (%). A quote scoring below it is excluded. Use 0 for no exclusion.
  5. Add each criterion with its name, an optional Guidance for the evaluator, and its Weight. The weights must total 100.
  6. Tick Mandatory on a criterion that every acceptable supplier must meet, and set its Minimum score. A quote whose average on that criterion is below the minimum does not pass, whatever its total.
  7. Leave Evaluators do not see prices while scoring ticked for a price-blind evaluation.
  8. Click Save.

Every criterion is scored with whole numbers from 0 to 5; 5 means full compliance. Changing or deleting a template never changes an RFQ that already copied it.

How to set up an RFQ for scoring

Choose the criteria before the RFQ is sent, so nobody can pick the weights after seeing the quotes.

  1. Open the draft RFQ and go to the Evaluation tab.
  2. Choose a template and click Copy this template, or click Build the criteria by hand.
  3. Under Evaluators, choose each person and click Add evaluator. Evaluators are named people, not roles. A Requester can be an evaluator; Bilaro marks them so you can check they can score fairly.
  4. Send the RFQ and collect the quotes as usual.

Note: Once the RFQ is sent, the criteria and weights are frozen. To change them, cancel and reissue the RFQ.

How to declare a conflict of interest

Each evaluator must declare before they can score.

  1. Open My evaluations and open the RFQ, or open the RFQ's Evaluation tab.
  2. Choose I have no conflict of interest, or I have a conflict of interest and describe it.
  3. Click Save my declaration.

An evaluator with a conflict is left out of the scoring. You can change your declaration until the evaluation opens.

How to open the evaluation

When the RFQ is closed, every evaluator has declared, and at least one has no conflict, a Manager, Director, or Admin opens the evaluation.

  1. Open the RFQ's Evaluation tab.
  2. Click Open the evaluation and confirm.

After opening, the criteria, evaluators and declarations can no longer change. Evaluators are notified that scoring has started.

How to score the quotes

  1. Open My evaluations and choose the RFQ.
  2. For each supplier and each criterion, choose a score from 0 to 5.
  3. Add a comment where Bilaro asks for one. A comment is needed for a low score (40% of the maximum or less), a very high score (90% or more), and a score under a mandatory criterion's minimum.
  4. Click Save draft as often as you like. When every score is filled in, click Submit my scores.

You cannot change your scores after you submit, and other evaluators cannot see them. Managers can open the Running result (preview), which shows averages from the evaluators who have submitted, never individual scores.

How to lock the evaluation and read the result

  1. When every evaluator has submitted, a Manager, Director, or Admin opens the Evaluation tab and clicks Lock evaluation.
  2. If someone has not submitted, only a Director can lock it. The Director ticks Lock without them and writes a note saying why. Their scores do not count.
  3. Locking freezes the result. The Final result lists each quote with its technical percentage, whether it passed, and its rank. Quotes that failed a mandatory criterion are named.

What you see depends on your role. Managers, Directors, Finance and Admins see every evaluator's scores and comments. An evaluator sees the averages and ranks, and comments only if your company allows it in Evaluation settings. Amounts are hidden from an evaluator when the evaluation is price blind.

How to reopen an evaluation

If a score was entered against the wrong supplier, a Director can reopen a locked evaluation.

  1. Open the Evaluation tab and click Reopen evaluation.
  2. Enter the Reason for reopening and confirm.

Every evaluator must submit again. The earlier scores and result are kept in the history. A locked evaluation cannot be reopened, or locked, once the RFQ is awarded, so lock it before you award.

How to award, and what an override means

Open the RFQ compare screen. Once the evaluation is locked, each quote shows its technical result. Quotes that did not pass are left out of the lowest-price highlight.

  • If you award the top-ranked supplier, Bilaro records Technical compliance as the reason for you, even when that supplier is not the cheapest.
  • If you award a supplier that did not pass, was not top ranked, or was not part of the evaluation, you are awarding against the evaluation. Tick the acknowledgement and write a note explaining why. The note is kept with the request.
  • If your Admin has turned on Overriding a failed technical score needs a Director, the request then goes to a Director for approval.

The approval page shows the technical result for the chosen supplier, the evaluator comments if your role may see them, and a clear mark when the award went against the evaluation.

Group RFQs

A group RFQ is scored in the same way, from the Evaluation tab of the group RFQ.

  • The group buyer sets the criteria by hand, names the group's evaluators, opens, and locks.
  • Each member company's Manager may add one evaluator from their own company under Group RFQ evaluations. A Group admin or Group approver can reopen a locked evaluation.
  • Nominees from member companies score on their own screen under My evaluations. They see only their own company's side: not other members' nominees or requests.
  • After the award, every member request records the same shared result.

Notifications

Bilaro tells people when something needs them:

  • An evaluator is told when they are named and when the evaluation opens for scoring.
  • The buyer and the person who set up the evaluation are told when it is locked.
  • Evaluators are told when a locked evaluation is reopened, because they must submit again.

These appear in the notification bell, by email as usual, and in Microsoft Teams if your Admin selected Evaluation scoring in the Teams alert settings. Notifications never contain scores or prices.

How to download the summary as a PDF or CSV

  1. Open the Evaluation tab. After the lock, the Final result card has a Download PDF button.
  2. Managers, Directors and Admins also see Download CSV, which lists every score by supplier, criterion and evaluator.

The PDF is an A4 landscape summary on your letterhead (the group's name for a group RFQ): the criteria, the evaluators and their conflict declarations, the ranked quotes, the average per criterion, the award, and a signature block for the evaluation committee. It shows exactly what your role sees on screen. Before the lock it is stamped DRAFT - NOT LOCKED and carries no scores. Keep the PDF with your tender file; it is for your records and is never shared with suppliers.

Frequently asked questions

Why can I not add scoring to an RFQ that is already sent? Criteria must be fixed before quotes arrive. Cancel and reissue the RFQ to add them.

Can the buyer be an evaluator? Yes. Anyone with a login for the company can be named, including a Requester. Bilaro marks Requesters so the Manager can check.

Why can the evaluators not see the prices? The evaluation is price blind by default, so marks are about the quote's quality only. You can turn this off in a template, or when you build the criteria by hand on an RFQ.

What if an evaluator is away? A Director can lock the evaluation without them, with a note. Their scores do not count.

Does the evaluation decide the award? No. It informs it. Awarding against it needs a note and, if your company chooses, a Director's approval.

Need more help? Email support@bilaro.my.