Articles / Sourcing
How to evaluate bids: scoring criteria, weights and a worked example
Fair bid evaluation starts with criteria published in advance. Learn pass/fail checks, weighted scoring, how to score price, and a worked example you can copy.
Choosing a winner is the moment when procurement is most exposed to challenge. A transparent evaluation method protects the buyer, treats suppliers fairly, and usually produces a better decision. The method is not complicated. It needs to be decided before the bids arrive.
Step 1: Decide the criteria before you publish
Everything a bidder needs to know about how they will be judged must be in the notice. Changing criteria after offers are opened is the quickest way to lose the trust of bidders, and in public procurement it can invalidate the award.
Criteria fall into two groups.
Pass/fail (mandatory) requirements. Either the bid meets them or it does not. Examples: valid registration, required licence, a signed declaration, compliance with a minimum specification, a bid security where required. A bid that fails a mandatory requirement is not scored.
Scored criteria. Things that differ in quality or degree. Examples: technical approach, relevant experience, delivery time, warranty, after-sales support, and price.
Step 2: Choose weights
Weights say how much each criterion matters. They should add up to 100 and reflect the real priorities of the purchase.
| Type of purchase | Typical emphasis |
|---|---|
| Standard goods, well specified | Mostly price (for example 80 to 100 percent) |
| Works or equipment with performance needs | Balanced technical and price |
| Complex services or solutions | Technical quality weighs more than price |
There is no universal split. What matters is that the weights fit the purchase and are published. Many buyers also set a minimum technical score, so that a very cheap but weak proposal cannot win on price alone.
Step 3: Score each criterion consistently
Use a defined scale, for example 0 to 5 or 0 to 10, and write down what each score means.
| Score | Meaning |
|---|---|
| 0 | Does not address the criterion |
| 1 | Poor, major gaps |
| 2 | Weak, several gaps |
| 3 | Acceptable, meets the basic need |
| 4 | Good, meets the need well |
| 5 | Excellent, exceeds the need with evidence |
Good practice:
- Score independently first. Each evaluator scores alone before the group meets.
- Give a reason for every score. One sentence is enough.
- Declare conflicts of interest and step aside where one exists.
- Evaluate technical proposals before seeing prices where possible, so price does not colour the quality judgement.
Step 4: Score price
Price is usually converted to points so it can be combined with the other criteria. A common method gives the lowest compliant price the full price score and others a proportion:
Price score = (lowest price / this bidder's price) × maximum price points
For example, with 30 price points available, a bidder at 120 when the lowest is 100 scores (100 / 120) × 30 = 25 points.
Compare prices on the same basis: same currency, same delivery terms, same inclusions. Be careful with abnormally low prices. They may signal a misunderstanding or an offer that cannot be delivered. Ask the bidder to explain it.
A worked example
A buyer needs a managed IT support service. Mandatory requirements are checked first, and all three bidders pass. Weights: technical approach 40, relevant experience 20, price 40. Technical and experience are scored 0 to 5.
| Bidder | Technical (0-5) | Experience (0-5) | Price |
|---|---|---|---|
| A | 4 | 3 | 100,000 |
| B | 5 | 4 | 125,000 |
| C | 3 | 5 | 110,000 |
Convert to points:
- Technical = score / 5 × 40: A = 32, B = 40, C = 24.
- Experience = score / 5 × 20: A = 12, B = 16, C = 20.
- Price = (lowest / price) × 40: A = 40, B = 32, C = 36.4.
Totals: A = 84, B = 88, C = 80.4. Bidder B wins despite the highest price, because the weights said quality mattered as much as cost. If the buyer had weighted price at 80, the result would be different. This is why the weights must be fixed and published first.
Step 5: Record and communicate
- Keep the score sheets and the reasons. They are your evidence if anyone asks why a bidder won.
- Publish or share the outcome as your rules require. Public buyers often publish an award notice.
- Offer a debrief to unsuccessful bidders. It builds a better supplier pool for next time.
Common mistakes
- Criteria that are too vague to score ("good quality").
- Too many criteria. Five to eight is usually enough.
- Weights chosen after seeing the bids.
- One person scoring alone with no review.
- Ignoring the total cost. Consider running costs and warranty, not only the purchase price.
The eProcurement.si buyer workspace supports technical evaluation with pass/fail checks and scored criteria with a technical weight, then ranks bids for award. For the stage that follows, see The complete procurement lifecycle. If you are drafting the notice itself, read How to write an RFQ.