Vendor Evaluation

Evaluation Procedure

The proposal evaluation process shall consist of the following steps:

1. Proposals received by project manager by submission deadline of November 1,20102. Receipt of proposal notification3. Preliminary evaluations of proposals4. Notifications of proposal rejection5. Contact suppliers by November 15th, 2010 to schedule meeting with project team6. Detailed evaluation process leading to final decision7. Notification of proposal award and non-award8. Scheduling of contract signing with winning supplier9. Scheduling of project initiation meeting

Preliminary Evaluation

Proposals will undergo a preliminary evaluation to determine satisfaction with basic need and requirements. Proposals should be on-time, complete, and adequately prepared for consideration. The proposal needs to meet these basic requirements in order to be eligible for the competitive evaluation process. The potential supplier must be able to do the following:

Understand the basic issues and problems presented in the RFP Demonstrate sufficient qualifications and experience Price the proposal fairly Comply with administrative requirements of the RFP Address all basic technical requirements of the RFP Submit the proposal on time in the requested format Submit a professional and well structured proposal Include all requested materials

Evaluation Team

The evaluation team will consist of the project manager for Hayward Japan Grill, management, and any internal stakeholders deemed relevant and competent to score a particular proposal component.

Factors in Evaluation Decision Process

The following are the major factors that all proposals will be evaluated by for scoring. Each sub-area in the major factors will be evaluated on a 0-5 scale:

0= does not meet requirements

1=marginally meets requirements2=mostly meets requirements3= fully meets requirements4=slightly exceeds requirements 5=greatly exceed requirements

Technical

Hardware: Does the POS hardware satisfy all stated requirements in the RFP? Software: Does the POS hardware satisfy all stated requirements in the RFP? Reduce waste: Does the proposed POS solution reduce paper and office supply waste? Automation: Does the proposed POS solution automate check handling and calculations? Processing speed: Does the proposed POS solution increase order processing speed from taking

the order, delivering the order to the kitchen/sushi bar, to handling guest check delivery and payments?

Error reduction: Does the proposed POS solution reduce order errors created by miscommunication from server to food prep?

Reports: Does the proposed POS solution provide information in a usable digital form for analysis?

Management

Installation: Does the proposal satisfy the stated need for installation service? Support: Does the proposal satisfy the stated need for support and maintenance? Training: Does the proposal satisfy the need for training documentation for all managers and

servers? Consistency: Is the document completely consistent? Are there any mistakes or conflicts within

the document? Project plan: Does the proposal include a preliminary project plan including task breakdown,

schedule, budget, staffing, and milestones? Communication: Does the proposal include a communications plan that satisfies the stated

communication requirements in the RFP? Change control: Does the proposal include a formal change control process?

Administrative/Supplier

Experience: Is the supplier experienced—how long have they been operating in the line of business of their proposal? How many years of experience does the supplier have?

Reference satisfaction: What did the supplier’s references say about their work? Are they satisfied with the supplier’s quality of work?

Resources: Does the supplier have sufficient infrastructure, tools, and technology resources to work on your project?

Staffing: Are the individuals who will work on the contract capable of executing the project satisfactorily?

Reputation: Are there complaints registered against this group with licensing agencies, better business bureaus, or the like? Or is it a leader with these organizations?

Financial strength: Does the supplier have the financial strength to carry out your contract? Schedule: Does the work schedule appear sound and reasonable?

Pricing

Payment process: Is there a clearly defined process for payment? Total price: Is the total price for all aspects of the proposal competitive? Value: Does this supplier offer good value for the cost? Is the proposal cost-effective?

Evaluation Matrix

Score each supplier for each italicized sub-area on a scale of 0-5 in accordance with the above specified ranking definitions. Multiply supplier scores by weight value to get weighted supplier scores. The total for each bolded major factor will be summed. Total the score for each of these major factors to reach the supplier total score and then rank each supplier based on the scores.

Supplier 1 Supplier 2

Criteria Original ScoreTechnical 35

Hardware 5 100% 0 0Software 5 100% 0 0Reduce waste 5 110% 0 0Automation 5 110% 0 0

Processing speed 5 110% 0 0Error reduction 5 110% 0 0Reports 5 110% 0 0

Management 35Installation 5 100% 0 0Support 5 100% 0 0Training 5 100% 0 0Consistency 5 90% 0 0Project plan 5 100% 0 0Communication 5 100% 0 0Change control 5 100% 0 0

35Experience 5 70% 0 0References 5 100% 0 0Resources 5 100% 0 0Staffing 5 100% 0 0Reputation 5 100% 0 0

Financial strength 5 100% 0 0Schedule 5 80% 0 0

Pricing 15Total price 5 100% 0 0Value 5 100% 0 0

Payment process 5 100% 0 0Ranking na na

Max Score

Weight Value

Weighted Score

Original Score2

Weighted Score2

Administrative / Supplier