Bid Scoring & Evaluation Logic - ProKure Database Documentation

1. Overview

The Bid Scoring and Evaluation system provides a structured, transparent methodology for evaluating vendor bids submitted against RFQs. It ensures that bid selection is driven by objective, weighted criteria rather than subjective preference, supporting procurement integrity and compliance requirements.

                 Key Capabilities
                Configurable scoring templates with weighted criteria per category
Independent multi-evaluator scoring with blind assessment
Automated shortlisting based on technical qualification thresholds
L1 determination with configurable tie-breaking rules
Pre-scoring clarification workflow with deadline tracking
Immutable score records with full audit trail

            

2. Database Schema

rfq.bid_scoring_templates

Reusable scoring templates that define evaluation frameworks for different procurement categories

id (PK)

template_name

description

category_id (FK)

total_weight

is_active

created_by (FK)

created_at

rfq.bid_scoring_criteria

Individual scoring criteria belonging to a template, each with a type, weight, and max score

id (PK)

template_id (FK)

criteria_name

criteria_type

weight

max_score

description

display_order

rfq.bid_shortlists

Individual evaluator scores per criterion per vendor bid, with finalist designation

id (PK)

rfq_id (FK)

vendor_bid_id (FK)

evaluator_id (FK)

criteria_id (FK)

score

comments

evaluated_at

is_finalist

shortlist_reason

rfq.bid_clarifications

Pre-scoring clarification requests between buyers and vendors with deadline tracking

id (PK)

rfq_id (FK)

vendor_id (FK)

question

response

asked_by (FK)

asked_at

response_deadline

responded_at

status

Criteria types: TECHNICAL COMMERCIAL COMPLIANCE QUALITY DELIVERY

Clarification statuses: PENDING ANSWERED OVERDUE

3. Scoring Algorithm

The scoring algorithm uses a weighted-sum methodology. Each criterion carries a configurable weight, and evaluators score each criterion on a scale of 1 to 10. The final composite score is normalized to a 100-point scale.

Technical

Default: 40%

-- Specification compliance
-- Technical capability
-- Methodology and approach

Commercial

Default: 30%

-- Quoted price competitiveness
-- Payment terms offered
-- Total cost of ownership

Compliance

Default: 15%

-- Regulatory adherence
-- Document completeness
-- Certification validity

Delivery

Default: 15%

-- Proposed delivery timeline
-- Logistics capability
-- Past delivery track record

Weighted Score Formula

-- Bid Scoring: Weighted Normalized Calculation
-- Evaluators score each criterion from 1-10; final score normalized to 100

FINAL_SCORE = (SUM(criterion_weight * evaluator_score) / SUM(criterion_weight)) * 10

-- SQL Implementation
SELECT bs.vendor_bid_id,
    ROUND(SUM(sc.weight * bs.score) / SUM(sc.weight) * 10, 2) AS final_score
FROM rfq.bid_shortlists bs
JOIN rfq.bid_scoring_criteria sc ON sc.id = bs.criteria_id
WHERE bs.rfq_id = @rfq_id
GROUP BY bs.vendor_bid_id
ORDER BY final_score DESC;

Sample Calculation

Criterion	Type	Weight	Score (1-10)	Weighted
Technical Capability	TECHNICAL	40	8	320
Price Competitiveness	COMMERCIAL	30	7	210
Regulatory Compliance	COMPLIANCE	15	9	135
Delivery Timeline	DELIVERY	15	6	90
TOTAL		100		755 / 100 * 10 = 75.50

4. Evaluation Workflow

┌────────────┐     ┌──────────────────┐     ┌──────────────────┐     ┌──────────────────┐
│  RFQ Close │────>│  Auto-Generate   │────>│ Assign Evaluators│────>│   Independent    │
│            │     │  Bid Comparison  │     │  (min. 2)        │     │    Scoring       │
└────────────┘     └──────────────────┘     └──────────────────┘     └────────┬─────────┘
                                                                              │
                   ┌──────────────────┐     ┌──────────────────┐              │
                   │      Award       │<────│    Shortlist     │<────────────┘
                   │   Decision       │     │   Finalists      │     ┌──────────────────┐
                   └──────────────────┘     └──────────────────┘<────│ Committee Review │
                                                                     └──────────────────┘

1

RFQ Close and Bid Comparison

When the RFQ deadline passes, the system locks all vendor bids and auto-generates a side-by-side comparison matrix. The matching scoring template from rfq.bid_scoring_templates is loaded based on category.

2

Assign Evaluators and Score Independently

At least 2 evaluators are assigned. Each scores every vendor bid against each criterion (1-10) in rfq.bid_shortlists. Evaluators work blind -- no visibility into others' assessments until all are submitted.

3

Committee Review, Shortlist, and Award

The committee reviews aggregated scores, resolves variance, and flags discrepancies. Vendors meeting the technical threshold are shortlisted (is_finalist = true). L1 vendor is determined and the award decision is finalized.

5. Shortlisting Rules

Vendors must achieve a minimum technical score (configurable, default 60%) to qualify for commercial evaluation and L1 determination.

-- Identify technically qualified vendors
SELECT bs.vendor_bid_id, AVG(bs.score) AS avg_technical_score
FROM rfq.bid_shortlists bs
JOIN rfq.bid_scoring_criteria sc ON sc.id = bs.criteria_id
WHERE bs.rfq_id = @rfq_id AND sc.criteria_type = 'TECHNICAL'
GROUP BY bs.vendor_bid_id
HAVING AVG(bs.score) >= @min_technical_threshold;  -- default: 6.0 (60%)

Tie-Breaking Rules (in priority order)

Priority	Criterion	Logic
1	Higher Technical Score	Vendor with the higher weighted technical score wins
2	Past Performance Rating	Vendor with higher historical rating from vendor.vendor_ratings wins
3	Earlier Submission Time	Vendor who submitted their bid earlier wins (timestamp comparison)

                 Anti-Manipulation Safeguards
                Scores are locked immediately after evaluator submission -- no retroactive changes
Score modification requires committee-level approval and generates an audit log entry
Evaluator identities are not disclosed to vendors at any stage
Bid amounts are sealed until the technical evaluation phase is complete

            

6. Clarification Process

Before scoring begins, buyers may request clarifications from vendors on ambiguous bid submissions. Tracked in rfq.bid_clarifications with strict deadline enforcement.

┌────────────────┐     ┌────────────────┐     ┌────────────────┐     ┌────────────────┐
│ Buyer Reviews  │────>│ Submit Question│────>│ Vendor         │────>│ Response       │
│ Bid Details    │     │ (PENDING)      │     │ Notified       │     │ (ANSWERED)     │
└────────────────┘     └───────┬────────┘     └────────────────┘     └────────┬───────┘
                               │ deadline expires                             │
                               ▼                                              ▼
                       ┌────────────────┐                            ┌────────────────┐
                       │    OVERDUE     │                            │ Scoring Proceeds│
                       └────────────────┘                            └────────────────┘

Stage	Status	Action	Table Interaction
Question Submitted	PENDING	Buyer creates clarification with deadline	INSERT into rfq.bid_clarifications
Vendor Responds	ANSWERED	Vendor submits response within deadline	UPDATE response, responded_at, status
Deadline Passes	OVERDUE	Scheduled job marks unanswered items	UPDATE status WHERE deadline < NOW()
Scoring Impact	--	Unanswered clarifications may lower compliance scores	Referenced during evaluator scoring

-- Scheduled job: Mark overdue clarifications
UPDATE rfq.bid_clarifications
SET status = 'OVERDUE'
WHERE status = 'PENDING' AND response_deadline < NOW();

7. Business Rules

Rule ID	Rule	Description	Enforcement
BR-BID-001	Minimum Evaluators	Every RFQ evaluation requires at least 2 independent evaluators for transparency	System blocks scoring initiation if < 2 evaluators assigned
BR-BID-002	Blind Evaluation	No evaluator can see others' scores until ALL have submitted their assessments	API enforces visibility restriction until all evaluations are complete
BR-BID-003	Score Change Justification	Any score modification requires written justification recorded in the audit trail	Update endpoint requires non-empty justification; original score preserved
BR-BID-004	Evaluation Finality	Completed evaluations cannot be reopened without committee-level approval	Records locked after sign-off; reopening requires approval workflow

-- BR-BID-001: Validate minimum evaluator count
CREATE FUNCTION fn_validate_evaluator_count(@rfq_id UUID)
RETURNS BOOLEAN AS $$
BEGIN
    RETURN (SELECT COUNT(DISTINCT evaluator_id) >= 2
            FROM rfq.bid_shortlists WHERE rfq_id = @rfq_id);
END; $$ LANGUAGE plpgsql;

-- BR-BID-002: Check if all evaluators have submitted
CREATE FUNCTION fn_all_evaluations_complete(@rfq_id UUID)
RETURNS BOOLEAN AS $$
BEGIN
    RETURN NOT EXISTS (SELECT 1 FROM rfq.bid_shortlists
        WHERE rfq_id = @rfq_id AND evaluated_at IS NULL);
END; $$ LANGUAGE plpgsql;

8. Audit Trail

Every significant action in the bid scoring lifecycle is logged with the actor, timestamp, and contextual detail to support compliance, dispute resolution, and regulatory requirements.

Event	What Is Logged	Purpose
Evaluator Assignment	Evaluator ID, RFQ ID, assigned by, timestamp	Accountability for evaluation participants
Score Submission	Evaluator, vendor bid, criteria, score, comments, timestamp	Immutable record for audit and dispute
Score Modification	Original score, new score, justification, modified by	Trace changes with mandatory justification (BR-BID-003)
Shortlist Decision	Vendor bid ID, is_finalist flag, reason, decided by	Rationale for vendor inclusion or exclusion
Evaluation Reopening	RFQ ID, reopened by, approval reference, reason	Track exceptions to finality rule (BR-BID-004)
Clarification Activity	RFQ ID, vendor ID, question/response, deadlines	Complete buyer-vendor communication record

                 Retention and Access
                All audit records retained for minimum 7 years per regulatory requirements
Audit logs are append-only -- no deletion or modification permitted
Access restricted to compliance officers and system administrators
Export available in CSV and PDF formats for external audits

            

ProKure Database Documentation - Bid Scoring & Evaluation Logic v1.0

Part of the ProKure Procurement Management System