Bid decision matrix template
A decision matrix is a tool to help you decide between multiple options by scoring them against different criteria. Using a decision matrix you can effectively blast through tough decisions. Check out these links to Decision Matrix resources on the web, read our articles about using a Decision Matrix in Excel or get a free copy of our Decision. points,isthe winning bid, because that vendor has the highest total points. If a bidder is disqualified, the reason for disqualification should be noted for that vendor (see the “List of Disqualified Sample Bid Evaluation Matrix. Universal Service Administrative Co. Proposal Review Decision Matrix Proposal One Proposal Two Proposal Three Reviewer 1 Reviewer 2 Reviewer 3 Reviewer 4 Reviewer 5 Reviewer 6 Reviewer 7 Reviewer 8 Reviewer 9 Reviewer 10 Reviewer 11 NOTE: Use this as a paper handout only for note taking or . In this decision matrix, the range of numbers doesn’t matter; it’s the relationship between those numbers that matters. For example, if Cost is assigned a weight of 8 and Expertise is assigned a 4, you’re saying that Cost is twice as important as Expertise in your decision. Naturally, lower weights are less important than higher weights. Decision Matrix Analysis is a useful technique to use for making a decision. It's particularly powerful where you have a number of good alternatives to choose from, and many different factors to take into account. This makes it a great technique to use in almost any important decision where there isn't a clear and obvious preferred option.
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- Bid/No Bid Worksheet - Excel
- Bid/No Bid Worksheet
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The definition of chance is to be ready when an opportunity happens --Miyamoto Musashi, The Five Rings. There is a common saying that states that there is no problem, however complex it may be, that can't be solved by a lack of decision. It's true, but only when it applies to Politics.
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In our case, there's no place for " I don't know ". Whatever option you choose, you have to live with it, and acknowledge the consequences by taking the appropriate actions.
Furthermore, the fastest, and easiest way to increase your ratio of winning proposals or bids is not to bid or send a proposal when your chances of winning are null, very low, or below the bid threshold you have priory fixed. Indeed, the last thing you want to do is to drain resources from your daily, costly business operations merely for the sake of bidding.
So, do your homework. If you decide to submit a bid, you will send a letter of intent to express you intention to bid. If, at the contrary, for any of the specific reasons described in upcoming sections, you find this opportunity not so appealing that you decided not to bid, you are highly encouraged to send the requesting organization a no-bid letter. Remember, they invited you to submit an offer because they thought you were worth it.
So keep your chances to do business with them in the future optimal. Communication is a key factor in any successful procurement system. Indeed, if you don't want to play the game by the rules, they are people who will make sure you can't play next time.
A weight could even be assigned to each criterion, and then taken into account when counting the points. A total score is then computed for each alternative as the summary of all the criteria ratings. Choice whether to bid can now be taken based on the option that appears to be the most appealing.
There is a but.
Decision Matrix Example
The decision matrix gives you only an indication. You still have to base your decision on this indicator, but the decision matrix does not tell you always the truth. Indeed, it seems to be a heavy political context in this case: there is actually a good relationship between the requester and the incumbent contractor and political connections seem to enter into account in the final verdict. So it should be wise to audit, double-check the conclusion we may infer from the decision matrix to be sure it's the right one.
In that particular case, since there are parameters that are totally out of our controls and tend to indicate some favoritism toward the incumbent contractor, it may not be wise not to bid unless you are willing to enter bureaucratic, even legal procedures put in place to ensure an optimal, and fair competition.
You made up your mind to submit a bid, so you will send a letter of intent to express you intention to bid. Cross your fingers and wait for the phone to ring, an email message to pop, or a certified mail to be delivered to you personally. Save time. Use your FREE template to create your own letter of intent. Use your FREE template to create your own no-bid letter. You finally, for good reasons, deemed this opportunity not so appealing.
You have now no other choice but to decline the offer by sending a no-bid letter.
Bid/No-bid Decision-making Tools
In the purchasing officer's perspective, receiving a no-bid letter fulfills the requirement to promote as much as possible competition. The no-bid letter demonstrates to the contracting officer that, while not interested in bidding for this particular project for specific, and valid reasons specified, you are still interested in future opportunities and want to stay in the prospective bidder list. What a courteous gesture!
Otherwise, repeated failure to bid or send an offer without sufficient justification may lead the prospective provider to be removed from the bidders list.
Decision Matrix Activity
Usually, to be considered as a valid no-bid notice, the response must be received, like proposals or bids, no later than the deadline for proposal submission. Sometimes, the RFP sent by the requester provides the prospective provider with a submission form with a section dedicated to non-bidding suppliers in which a box "no bid" has to be checked and an explanation be specified. While you are merely required to send the form with the NO BID box checked, you still need to substantiate the reasons that led to your abstinence, which is the trickiest part.
To succeed, you should better learn how to sharpen your pencil, know what to put in and how to write your no-bid letter. Stay Zen , don't slam the door at future opportunities. Instead, do it professionally: quietly, and with a "I'll bid next time" smile. Indeed, you want to leave that same door wide open for future business.
Decision Matrix Analysis
In the case you don't really want to do business with the requester because of a redhibitory reason they are not financial stable, so you don't want to jeopardize your own viability , you probably don't want to and shouldn't say it to them. At the same time, the last thing you want to tell is that you are not, honestly, capable of doing the job because the only knowledgeable person left your organization for, we used to say, personal reasons.
Your best option is to go with the business fit of your product or services with the requirements as they are expressed in the invitation document. Basic table manners say that it's not acceptable to put your elbows on the table when you're actually eating. But, unlike what people usually think, good table manners say that it's not acceptable although you're not actually eating. So gather your forces, sharpen your mind.
Do whatever it takes to be irreproachable, and keep your shirt immaculate while leaving the table.
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Your Mom will be proud of you, won't she. Should you be able to see, I should probably say feel, the difference between the aforementioned sentences, you would be able to write a tactful, effective, and positive no-bid letter in your own explaining all the reasons why you won't submit a proposition without the unconscious, negative impact of using a sequence of negative forms.
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Indeed, the second sentence, unlike the first, doesn't use a negative form. Instead, a verb expressing a negative idea but in an affirmative manner, " hampering ", is coupled with a positive adjective, " appropriate ". Even better, instead of being negative and passive, it could be seen, or felt, as positive, active, and even proactive.
To wrap up, you have to say it almost with flowers.
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But what to say? To succeed, or, preferably, not to fail, you have to provide reasons that should better be valid. Be very specific regarding these reasons.
The best professional and successful approach is to go straight to the point, in a clear, sweet, positive, even proactive, but always-tactful manner. Documenting the reasons why you decided to go with a "no bid" is far more difficult than merely deciding or feeling to do so.
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Spend the time needed to honestly, and properly communicate the reasons. The more specific, exhaustive, valid, and honest the reasons for not submitting a bid or proposal are, the better are your chances to:. Valid, thus acceptable reasons not to bid ensure your organization to stay on the Bidders list for future opportunities.
It's a common sense, but to be considered acceptable, reasons have to be valid. Here are examples of valid reasons for not bidding or proposing:.
Don't take them for granted. Indeed, you have to customize them in order to render them valid in your always-particular context. We've just seen how and what to say. But how to put it in writing? To succeed, or, again, not to fail, you have to lay down your thoughts in a valid format. Here comes the no-bid letter template. To Bid or Not To Bid? That is the question. The definition of chance is to be ready when an opportunity happens --Miyamoto Musashi, The Five Rings There is a common saying that states that there is no problem, however complex it may be, that can't be solved by a lack of decision.
Get templates and samples for a variety of documents: RFP cover letters decision matrix non-binding letter of intent no-bid letter sole source protest letter protest letter disqualification letter rejection letter letter to decline a proposal contract award letter All rights reserved. I can withdraw my consent at any time. Are you, or your company, currently selling to Public Market Customers or hoping to do so?