eEvaluation Ontology Requirements Specification Document (ORSD)
eEvaluation
In the procurement domain, eEvaluation refers to the evaluation report in digital format created by the evaluation committee/jury (in the case of a designed contest) that evaluates the tenders submitted by tenderers or candidates (in the case of multistage procedures) depending on the procedure that is adopted, to provide input for the award decision. The evaluation report is drawn up and signed by the evaluation committee/jury. Note that the evaluation report is internal, however certain data within the evaluation report may become open to the tenderers/candidates when notifying them on the result of the tenders/qualification submission.
During this phase, the evaluation committee/jury may request information or clarification of what is written in the tender/qualification submission, however except for certain procedures such as competitive dialog and negotiated procedures, the information provided may not change the tender in any way.
Roles involved
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Candidate, Tenderer
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Evaluator(s), Evaluation Committee or the Jury
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The Chair, member, Secretary, experts
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Winner (the Winner may not always become the Contractor)
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Selected Candidates
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Excluded Candidates
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Relied upon Entities
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Buyer
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Unique Responsible of the Procurement (the Person legally responsible for the Procurement Procedure on the Buyer’s side).
Activity description
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First the Buyer defines the members of the Evaluation Committee. Then they examine a list of the received Tenders. The Evaluation Committee is formed by natural Persons.
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There is an Evaluation for each Tender
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The ESPD (European Single Procurement Document; a self-declaration) is checked.
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The Technical Offer is evaluated.
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The Financial Offer is evaluated.
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The MEAT (Most Economically Advantageous Tender) is calculated. During the Evaluation, the following may occur:
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The evaluation committee/jury may request information or clarification of what is written in the tender/qualification submission. This is done electronically via a message from the Unique Responsible of the Procurement to the Tenderer.
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The Tenderer can reply to the message by sending any clarification that was requested or a document that can provide the clarification needed.
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Based on an evaluation formula that takes into account all parts of the evaluation for each Tender (This formula can be MEAT for example), the different Tenders are ranked in an Evaluation Report that may show the values of the different Criteria for each Tender as well as the Winner.
Use cases
| Use case | Description | Actors | Flow |
|---|---|---|---|
1.a Defining the Evaluation Committee (Nomination) |
The Unique Responsible of the Procurement defines the members of the Evaluation Committee |
Unique Responsible of the Procurement |
The Unique Responsible of the Procurement issues a decree defining the Evaluation Committee. (appoints the Evaluation Committee with a decree) |
1.b Defining the Jury in the special case of a Design Contest (Nomination) |
The Unique Responsible of the Procurement |
Unique Responsible of the Procurement |
The Unique Responsible of the Procurement |
2. Sending the Tenders to the Evaluation Committee (transfer of documentation) |
The Tender Receiver sends the Tenders to be evaluated _by _the Evaluation Committee |
Tender Receiver |
The Tender Receiver |
3. Evaluation by the Evaluation Committee |
The Evaluation Committee meets to evaluate the Tenders and Tenderers. Based on the results of the evaluation, the Evaluation Committee defines a ranking of the Tenders, and Winner(s) is/are named. |
Evaluation Committee |
The Evaluation Committee ranks the Tenders, checks the evidences of the Exclusion Grounds and the Selection Criteria for the Winners and writes an Evaluation Report. |
The Evaluation Committee requests information or clarification of what is written in a specific tender/qualification submission |
The Evaluation Committee may request information or clarification of what is written in the tender/qualification submission. The Evaluation Committee informs the Unique Responsible of the Procurement who contacts the Tenderer via a message containing the information or clarification request. |
Evaluation Committee |
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The Tenderer sends the tender clarification to the Unique Responsible of the Procurement |
The Tenderer sends the requested tender clarification to the Unique Responsible of the Procurement, who then informs the Evaluation Committee. |
Tenderer |
User stories
| Code | Role | User Story |
|---|---|---|
EV-1 |
Buyer |
As a member of the Buyer Organization, I want to know the members of the Evaluation Committee. |
EV -2 |
Member of the Evaluation Committee |
As a Member of the Evaluation Committee, I want to have access on the Tenders taking part in the Evaluation. |
EV -3 |
Member of the Evaluation Committee |
As a Member of the Evaluation Committee |
EV -4 |
Unique Responsible of the Procurement |
As the Unique Responsible of the Procurement, I want to know the motivation and reasoning of the Evaluation Conmittee behind each evaluation of each Tender. |
EV -5 |
Tenderer |
As a Tenderer |
EV -6 |
Buyer |
As a member of the Buyer Organization, |
EV -7 |
Member of the Evaluation Committee |
As a Member of the Evaluation Committee, before awarding the Contract, I want to check that what was declared by the Candidate/Tenderer in the ESPD is true (confirmed by evidence). |
EV-8 |
Member of the Evaluation Committee |
As a Member of the Evaluation Committee, I want to know the response to a specific Clarification Request |
EV-9 |
Member of the Evaluation Committee |
As a Member of the Evaluation Committee, I want to know if the response to a specific Clarification Request is a document. |
EV-10 |
Tenderer |
As a Tenderer I want to check the date of the Clarification Request. |
EV-11 |
Tenderer |
As a Tenderer I want to see the Clarification request message |
Natural Language Statements
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The Evaluation Board is formed by members.
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The members of the Evaluation Board are appointed by the Unique Responsible of the Procurement.
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The Evaluation follows Criteria defined in the Call for Tender.
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The Tenders are ranked based on the results of the Evaluation.
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The Results for the different Evaluation metrics of each Tender can be used as a part of the evaluation formula in order to provide an overall Result for that Tender.
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The Tenderer must submit a self-declaration on the absence of the Exclusion Grounds and the fulfilment of the Selection Criteria (ESPD) to participate in the Procedure.
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The ESPD can be verified using evidence.
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Before awarding the Contract, the Evaluation Committee shall check the ESPD.
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The first Tender in Ranking is the winning Tender.
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The winner will be awarded the Contract after his/her ESPD is checked.
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If the winner is excluded, the award will follow the ranking.
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If there is only one Tender, and is excluded, the Buyer can issue another call for tenders or issue a direct contract.
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The Tenderer shall be identified.
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The Unique Responsible of the Procurement shall be identified.
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The creation date and time of the clarification request shall be specified.
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Each clarification request shall have an ID.
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The clarification request will have a reference to the Procedure.
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The clarification request will have a reference to the Lot.
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The clarification request will contain the request and its justification.
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Each clarification shall have an ID.
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The clarification will have a reference to the Procedure.
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The clarification will have a reference to the Lot.
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The clarification will contain the answer text.
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The clarification may contain a reference to the related call for tender questions.
