Invitation to Quote Evaluations

1. Evaluation Template
2. Price Only Evaluations
3. Rated Criteria Evaluations
   1. Determining your Rated Criteria
   2. Evaluating your Rated Criteria

When completing your Invitation to Quote (ITQ) process, you will disclose your method of evaluation to the Vendors in the Invitation to Quote (ITQ) Cover Sheet, Section 5. This disclosure includes the criteria for allocating a 10% evaluation preference to any Vendors that have represented that they are an Ontario Business as part of ITQ Cover Sheet, Section 7.

When more than one Vendor will be invited to quote on goods or services, you are required to be fair and transparent with them regarding how the quotes will be evaluated, and may not adjust the evaluation criteria after Quotes have been received. Community members do not need to provide documentation of their evaluation process to Procurement Services for procurements under the Open Competitive procurement threshold.

Evaluation Template

Procurement Services’ Invitation to Quote (ITQ) Evaluation Template (must be logged onto the VPN) may be used for your evaluation process and will calculate all your weighted evaluation scores. Use of the template is optional, and for your records only.

Price Only Evaluations

In Price Only evaluations, there are two criteria, as follows:

Criteria 1: Price

You will evaluate this criteria based on the total price indicated on the Quotes received. The lowest price receives the highest score, unless otherwise clearly indicated on your ITQ Cover Sheet, Section 4. To calculate the Price score:

1. Determine the lowest price from all Quotes received (“Lowest Price”).
2. For each Vendor, calculate their Price score as: 90 x (Lowest Price / Vendor Price).

Criteria 2: Ontario Business Preferential Margin

This criteria is evaluated based on the Vendor’s response to the acknowledgement in Section 7 of the ITQ Cover Sheet.

• Any Vendor who selects “Yes” receives the full 10% allocated to this criteria.
• Any Vendor who selects “No” receives 0% for this criteria.

Example Price Only Evaluation

In the following example, Vendor A should be selected based on the total score. Demonstrate compliance with BOBIA when completing your purchase.

Rated Criteria Evaluations

Determining your Rated Criteria

Rated Criteria demonstrate how Quotes will be evaluated when Price is not the only factor in how a Vendor will be selected. These Criteria will vary depending on the nature of the purchase, but might include:

• Company profile and project team,
• Experience and qualifications,
• Approach and methodology, or work plan,
• Understanding of scope,
• Technical conformity with specifications,
• Support and maintenance,
• Schedule or delivery timelines,
• Warranty,
• Reporting,
• Health and safety,
• Environmental, Social and Corporate Governance (ESG), or
• Diversity, Equity and Inclusion (DEI).

These are only examples – you will decide what Criteria are important to you in determining how a Vendor will be selected, and assign a Weight (%) to each Criterion based on its relative importance (ITQ Cover Sheet, Section 5).

Evaluating your Rated Criteria

See Price Only Evaluations for the steps required to evaluate Price and the Ontario Business Preferential Margin. Remember that Ontario Businesses always receive a preferential margin of 10%. This does not change regardless of the use of Rated Criteria.

For all Rated Criteria:

1. Evaluate each Vendor on a scale of 1 (lowest) through 10 (highest) for each Rated Criteria (“Score out of 10”).
2. Calculate each Rated Criteria score as: “Score out of 10” / 10 x Weight
3. Add all the weighted scores for all Rated Criteria to get a total score for each Vendor.

Example Rated Criteria Evaluation

In the following example, Vendor A should be selected based on the total score. Demonstrate compliance with BOBIA when completing your purchase.

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