How to Evaluate Questionnaire Responses – BiP Solutions

This article explains how to evaluate supplier responses to your questionnaire. The evaluation process allows you to score responses, assign evaluators, and generate scorecards to compare suppliers. It also covers the different evaluation methods available, including consensus evaluation.

Before You Begin

Make sure you have:

A published questionnaire with supplier responses submitted
The role of Buyer Administrator, Buyer Supervisor, or Buyer Evaluator
An evaluation plan set up (if using team evaluation)

Evaluating Responses

Step 1 – View Submitted Responses

Navigate to your tender exercise.
Access the relevant SQ or Tenderbox
Select the View and Evaluate Responses page.
You will see a list of all supplier responses with status indicators:
Green – Evaluation is complete.
Amber – Evaluation is in progress.
Red – Evaluation has not yet started.

Step 2 – Open a Response for Evaluation

Click on a supplier’s name to open their response.
You will see the supplier’s answers organised by the questionnaire sections.
Review each answer carefully.

Step 3 – Score the Response

For each scorable question, enter your score using the scoring scale provided.
Add any comments or notes to support your scoring decision.
If your organisation uses team evaluation, each evaluator scores independently before results are combined.

Step 4 – Complete the Evaluation

Once all sections have been scored, click Complete Evaluation or Submit.
The response status will update to green to show the evaluation is complete.
Repeat for each supplier response.

Step 5 – Generate a Scorecard

Once all responses have been evaluated, you can generate a scorecard.
The scorecard provides a summary comparison of all suppliers’ scores.
This can be used to support your award decision.

Evaluation Methods

Delta supports three evaluation approaches. The method you use depends on how your evaluation plan has been set up:

Individual Evaluation

A single evaluator scores all supplier responses. This is the simplest method and is suitable when one person is responsible for the entire evaluation.

Team Evaluation

Multiple evaluators are assigned to score responses independently. Each evaluator scores their assigned sections without seeing other evaluators’ scores. The system then combines the individual scores to produce an overall result.

All individual evaluators must complete their scoring before the evaluation can be finalised.

Consensus Evaluation

Consensus evaluation is carried out by the Chief Evaluator after the team evaluation is complete. The Chief Evaluator reviews all individual scores and enters a final agreed consensus score for each section.

Consensus Evaluation – Important Guidance

Important: Consensus evaluation must only be carried out after all individual evaluators have completed their scoring. If consensus scores are marked as complete before individual evaluators have finished, it will lock the evaluation structure and prevent individual evaluators from completing their assessments.

The Correct Order

Set up the evaluation plan and assign individual evaluators to their sections.
Each individual evaluator completes their scoring independently.
Confirm that all individual evaluators have marked their evaluations as complete (all indicators should be green).
Only then should the Chief Evaluator open the consensus evaluation.
The Chief Evaluator reviews the individual scores and enters the final consensus score for each section.
Once the consensus is complete, the evaluation is finalised.

Best Practice

Always ensure all individual evaluators have completed and submitted their scores before starting consensus.
Check the evaluation status indicators – all should show green before the Chief Evaluator begins.
The Chief Evaluator should treat consensus as the final step in the evaluation process, not the first.
If you are unsure whether all evaluators have finished, check with your team before proceeding.

Need Help?

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