INTRODUCTION TO THE QUALITY PRICE MATRIX

1 The Quality Price Matrix should be used where contracts are awarded on the basis of most economically advantageo

2 By using the Quality Price Matrix, it is possible to identify the best value for money proposal taking account of both q

3
Evaluation of tenders using the Quality Price Matrix must be undertaken strictly in accordance with the criteria and a
invitation to tender. Examples provided below.

4 The scoring methodology and if applicable the weightings by question should also be published in the tender docume

Establish Tender Award Criteria (this matrix can be used to assist in this process)

The Purchasing Officer should work with the UIG to agree appropriate award criteria, based upon their knowledge of
requirement as identified in the Specification.

The criteria identified must relate directly to the goods, services or works to be provided and not focus the characteri
defined, so that there is a common understanding of what it means.
Some examples of award criteria are given below
Quality/Technical Merit
Design, functional characteristics and aesthetics
Sustainability
Innovation, where appropriate
Maintenance, ongoing technical support or after sales service
Delivery or period of completion
Price

Weighting the Criteria

The Purchasing Officer should work with the UIG to decide on an overall ratio or split between price and quality criter
The table below provides some suggested ratios depending on the nature of the commodity/service being procured.
Commodity/
Description
Service Type
• Low Value/High Volume
Routine • Many Sources of Supply
• Many Existing Alternatives
• High spend area
• Many Sources of Supply
Leverage

• Commercial involvement can influence price.

• Strategic to Operations
• Few Sources of Supply
Strategic
• Large Spend Area
• Specification may be complex
• Few Sources of Supply and alternatives
available
Bottleneck • Complex specifications
• If supply fails, impact on organisation could be
significant.
Weightings should always total 100

Scoring Methodology for Quality Criteria

The Purchasing Officer should ensure that a robust methodology is developed to assist with the evaluation process.
An example of scoring methodology provided below:
0 Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.
Unacceptable
1 Response is partially relevant but generally poor. The response addresses some elements of the
Poor demonstrate how the requirement will be fulfilled..
Response is relevant and acceptable. The response addresses a broad understanding of the req
2 certain areas.
Acceptable
3 Response is relevant and good. The response is sufficiently detailed to demonstrate a good unde
Good
4 Response is completely relevant and excellent overall. The response is comprehensive, unambig
Excellent and provides details of how the requirement will be met in full.

Reference: R3-51-E
Released: 23/03/2017
re awarded on the basis of most economically advantageous tender (MEAT).

he best value for money proposal taking account of both qualitative and financial criteria.

e undertaken strictly in accordance with the criteria and associated weightings that have been published in the contract notice or

by question should also be published in the tender documentation Example provided below.

used to assist in this process)

appropriate award criteria, based upon their knowledge of the goods or services to be procured and the critical aspects of the

vices or works to be provided and not focus the characteristics of the individual suppliers. Each award criterion should be clearly
it means.

on an overall ratio or split between price and quality criteria and allocate weightings to any sub-criteria as appropriate.
g on the nature of the commodity/service being procured.
Suggested Price/Quality Ratio

90:10 to 80:20

70:30 to 60:40

60:40 to 50:50 to 40:60

40:60 to 10:90
 ology is developed to assist with the evaluation process.

emonstrate an ability to meet the requirement.

erally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to
be fulfilled..
The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in

esponse is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement
ement will be met in full.
 Instructions for the use of the Quality Price Evaluation Matrix

1 Start by entering the Supplier's name for each tender received in column L. Type over the existing content
and the Price Criteria, Quality Criteria and Combined worksheets will be updated automatically.

2 The criteria, sub-criteria and associated weightings used to evaluate tenders must be
included in the contract notice or tender documentation. Weightings applied at all levels must total 100.

3 In all three worksheets data should only be entered into yellow cells, all other cells will be populated
authomatically.

4 Enter the criteria, sub-criteria and associated weightings for Quality in the Quality Criteria worksheet.

5 Enter the criteria and overall weighting for Price in the Price Criteria worksheet. The example provided
allows for operating and running costs as well as end of life costs. If this in not applicable to your
project these rows can be left blank.

6 Actual quoted costs should be inserted into the Price Criteria worksheet.

7 The score entered into the Quality Criteria worksheet will be the final scores from the pre-defined evaluation
process agreed with your evaluators and shared with the suppliers in the tender documentation.

8 In the Price & Quality Combined worksheet there is the option to included quality thresholds which have
to be attained.

9 Your can add additional suppliers by inserting the appropriate number of columns in each worksheet and
copying the formula from existing columns. Start by inserting the changes on the Price and Quality
worksheets then amend the Combined worksheet. Add additional names under the list provided opposite.
 Insert Supplier's names in the cells below

Tenderer's name
existing content Tenderer's name
Tenderer's name
Tenderer's name
Tenderer's name
must total 100. Tenderer's name
Tenderer's name
Tenderer's name
Tenderer's name
Tenderer's name
Tenderer's name
Tenderer's name
ple provided Tenderer's name
Tenderer's name
Tenderer's name
Tenderer's name
Tenderer's name
Tenderer's name
defined evaluation Tenderer's name
Tenderer's name
Tenderer's name
ds which have Tenderer's name
Tenderer's name
Tenderer's name
worksheet and Tenderer's name

ovided opposite.
 Please note you should only type in yellow cells. Type shown in italics is for illustration purposes.
Actual criteria, weightings and data will vary from project to project.
Additional tenders can be added by inserting THREE columns per submission between existing tenders e.g. Tender 1 an
Tender 2 and copying the formula. Repeat in both the Quality Criteria and the Price and Quality Combined worksheets.

Project Weighting for Price

Price Tenderer's name

Example Price Criteria/ Cost of Ownership
Acqusistion/Initial Capital Expenditure
PRICE OF GOODS / PROVISION OF SERVICE

Material
Labour/Hourly Rate
Overheads
Packaging
Profit
COMMISSIONING COSTS

Delivery
Installation
Training
Travel

Section Total
No of
Owning/Operating/Recurrent Costs years
Maintenance
Spares
Energy/Fuel Consumption
Upgrade Costs
Consumables

Annual Cost x No of
Section Total years
End of Life/Disposal/Exit
Disposal/Exit Costs

Less Residual Value

Section Total

Total Price

N.B. For recurrent costs insert the number of years applicable to the goods and provision of service.
Remember that it may differ from tender to tender e.g. extended warranty will reduce the number of years maintenanc
If you insert rows within each section the formula should update automatically but if yyou add the row at the bottom of
have to amend the formula manually to include the scores for the inserted row(s).
existing tenders e.g. Tender 1 and
Quality Combined worksheets.

Enter Tenderer's name on Instructions worksheet

Tenderer's name Tenderer's name Tenderer's name Tenderer's name Tenderer's n

£0.00 £0.00 £0.00 £0.00

No of No of No of
Annual Cost years Annual Cost years Annual Cost years Annual Cost

£0.00 £0.00 £0.00 £0.00

£0.00 £0.00 £0.00 £0.00

£0.00 £0.00 £0.00 £0.00

he number of years maintenance is required.

ou add the row at the bottom of each section you will
 Tenderer's name Tenderer's name Tenderer's name Tenderer's name Tendere

£0.00 £0.00 £0.00 £0.00

No of No of No of No of
years Annual Cost years Annual Cost years Annual Cost years Annual Cost

£0.00 £0.00 £0.00 £0.00

£0.00 £0.00 £0.00 £0.00

£0.00 £0.00 £0.00 £0.00

 Tenderer's name Tenderer's name Tenderer's name Tenderer's name

£0.00 £0.00
No of No of
years Annual Cost years Annual Cost

£0.00 £0.00

£0.00 £0.00

£0.00 £0.00
derer's name Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name Tenderer's name
derer's name Tenderer's name Tenderer's name Tenderer's name
 Please note you should only type in yellow cells. Type shown in italics is for illustration purposes.
Actual criteria, weightings and data will vary from project to project.
Additional tenders can be added by inserting THREE columns per submission between existing tenders e.g. Te
Tender 2 and copying the formula. Repeat in both the Price and the Price and Quality Combined worksheets.

Project Weighting for Quality

Quality

Section Question
Example of Quality Criteria Weighting % Weighting
Functionality 0%
Q1 What are the characteristics of …. 0%
Q2 Provide design details….… 0%
Q3 Provide detail of the functionality… 0%
Methodology 0%
Q4 Describe how the system… 0%
Q5 What processes will be adopted… 0%
Q6 0%
Innovation 0%
Q7 0%
Q8 0%
Q8 0%
Maintainability 0%
Q9 0%
Q10 0%
Q11 0%
After sales assistance and support 0%
Q12 0%
Q13 0%
Q14 0%
Security 0%
Q15 0%
Q16 0%
Q17 0%
Sustainability Considerations 0%
Q18 0%
Q19 0%
Q20 0%
N.B Weightings must total 100 for all the section and all the questions per section
N.B. If you insert rows within each section the formula should update automatically but if you add the row at t
will have to amend the formula manually to include the scores for the inserted row(s).
 for illustration purposes.

ission between existing tenders e.g. Tender 1 and

e and Quality Combined worksheets.

Enter Tenderer's name on Instructions worksheet

Tenderer's name Tenderer's name

Question
Score as a Weighted Section Score as a Question
Score (out of 4) percentage Score Weighted Score Score (out of 4) percentage Weighted Score
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00

utomatically but if you add the row at the bottom of each section you
nserted row(s).
name Tenderer's name Tenderer's

Section Score as a Question Section

Weighted Score Score (out of 4) percentage Weighted Score Weighted Score Score (out of 4)
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
 Tenderer's name Tenderer's name

Score as a Question Section Score as a Question

percentage Weighted Score Weighted Score Score (out of 4) percentage Weighted Score
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
ame Tenderer's name Tenderer's

Section Score as a Question Section

Weighted Score Score (out of 4) percentage Weighted Score Weighted Score Score (out of 4)
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
 Tenderer's name Tenderer's name

Score as a Question Section Score as a Question

percentage Weighted Score Weighted Score Score (out of 4) percentage Weighted Score
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
ame Tenderer's name Tenderer's

Section Score as a Question Section

Weighted Score Score (out of 4) percentage Weighted Score Weighted Score Score (out of 4)
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
 Tenderer's name Tenderer's name

Score as a Question Section Score as a Question

percentage Weighted Score Weighted Score Score (out of 4) percentage Weighted Score
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
0.00% 0.00 0.00% 0.00
ame Tenderer's name Tenderer's

Section Score as a Question Section

Weighted Score Score (out of 4) percentage Weighted Score Weighted Score
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
0.00 0.00
0.00% 0.00
0.00% 0.00
0.00% 0.00
Tenderer's name Tenderer's name
ame Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name
Procurement Journey

Tender Evaluation Template

Procurement title: Project X

Project quality weighting (%): 0%

Project price weighting (%): 0%
QUALITY SCORES
Individual
Section
Quality
Example Technical & Quality Criteria Criteria
Threshold
Weight
(optional)
Functionality 0 0%
Methodology 0 0%
Innovation 0 0%
Maintainability 0 0%
After sales assistance and support 0 0%
Security 0 0%
Sustainability Considerations 0 0%
Quality Totals (MUST EQUAL 100%) 0%
Is overall quality threshold reached?

PRICE SCORES
Tender price (whole life costs)
Weighted Price score Lowest Cost £0.00
Weighted Quality Score
Project price weighting x price score

Overall score
Order of tenders (ranking)
Comments

Signed by members of the Tender Board _____________________________________________

(for file copy ) _____________________________________________
_____________________________________________
_____________________________________________

N.B. The scoring methodology for Quality built into this matix is 0-4, if you decide to use another scale the form
Tender 1 and the equivilent cells for all other tenders must be amended accordingly.

The Evaluation Matrix pricing is scored relatively to the best price whereas quality is scored individually i.e. no
 Please note you should only type in yellow cells. Type s
Actual criteria, weightings and data will vary from projec

Additional Tenders can be added by inserting THREE c

an existing tender. Add the tenders to the Price Criteria

Enter Tenderer's name on Instructions worksheet align new entries across ALL three worksheets.

Members of Evaluation Team: Member 1, Member 2, Member 3

Overall Quality Threshold (optional): 0

Tenderer's name Tenderer's name

Quality Threshold Section Weighted Quality Threshold

reached? Score reached?

Yes 0.00 Yes

Yes 0.00 Yes
Yes 0.00 Yes
Yes 0.00 Yes
Yes 0.00 Yes
Yes 0.00 Yes
Yes 0.00 Yes
0.00
Yes

OVERALL QUALITY SCORE 0.00 OVERALL QUALITY SCORE

Tenderer's name price = £0.00 Tenderer's name price =

Tenderer's name price score = 0 Tenderer's name price score =
0% x 0.0 = 0.00 0% x 0.0 =
0% x 0.0 = 0.00 0% x 0.0 =

0.00
1

____________________________________________________________ Date____________________________________
____________________________________________________________
____________________________________________________________
____________________________________________________________

u decide to use another scale the formula in cells G16 to G22 for
ccordingly.

s quality is scored individually i.e. not relatively.

ype in yellow cells. Type shown in italics is for illustation purposes.
data will vary from project to project.

ded by inserting THREE columns per tender and copying formula from

nders to the Price Criteria and Quality Criteria worksheets FIRST and
hree worksheets.

er's name Tenderer's name Tenderer's nam

Section Weighted Quality Threshold Section Weighted Quality Threshold

Score reached? Score reached?

0.00 Yes 0.00 Yes

0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 0.00
Yes Yes

0.00 OVERALL QUALITY SCORE 0.00 OVERALL QUALITY SCOR

£0.00 Tenderer's name price = £0.00 Tenderer's name price =

0 Tenderer's name price score = 0 Tenderer's name price score =
0.00 0% x 0.0 = 0.00
0.00 0% x 0.0 = 0.00

0.00 0.00
1 1

________________
 Tenderer's name Tenderer's name

Section Weighted Quality Threshold Section Weighted

Score reached? Score

0.00 Yes 0.00

0.00 Yes 0.00
0.00 Yes 0.00
0.00 Yes 0.00
0.00 Yes 0.00
0.00 Yes 0.00
0.00 Yes 0.00
0.00 0.00
Yes Yes

OVERALL QUALITY SCORE 0.00 OVERALL QUALITY SCORE 0.00

name price = £0.00 Tenderer's name price = £0.00

name price score = 0 Tenderer's name price score = 0
0% x 0.0 = 0.00 0% x 0.0 = 0.00
0% x 0.0 = 0.00 0% x 0.0 = 0.00

0.00 0.00
1 1
 Tenderer's name Tenderer's name

Quality Threshold Section Weighted Quality Threshold

reached? Score reached?

Yes 0.00 Yes

Yes 0.00 Yes
Yes 0.00 Yes
Yes 0.00 Yes
Yes 0.00 Yes
Yes 0.00 Yes
Yes 0.00 Yes
0.00
Yes

OVERALL QUALITY SCORE 0.00 OVERALL QUALITY SCORE

Tenderer's name price = £0.00 Tenderer's name price =

Tenderer's name price score = 0 Tenderer's name price score =
0% x 0.0 = 0.00 0% x 0.0 =
0% x 0.0 = 0.00 0% x 0.0 =

0.00
1
er's name Tenderer's name Tenderer's nam

Section Weighted Quality Threshold Section Weighted Quality Threshold

Score reached? Score reached?

0.00 Yes 0.00 Yes

0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 Yes 0.00 Yes
0.00 0.00
Yes Yes

0.00 OVERALL QUALITY SCORE 0.00 OVERALL QUALITY SCOR

£0.00 Tenderer's name price = £0.00 Tenderer's name price =

0 Tenderer's name price score = 0 Tenderer's name price score =
0.00 0% x 0.0 = 0.00
0.00 0% x 0.0 = 0.00

0.00 0.00
1 1
 Tenderer's name Tenderer's name

Section Weighted Quality Threshold Section Weighted

Score reached? Score

0.00 Yes 0.00

0.00 Yes 0.00
0.00 Yes 0.00
0.00 Yes 0.00
0.00 Yes 0.00
0.00 Yes 0.00
0.00 Yes 0.00
0.00 0.00
Yes Yes

OVERALL QUALITY SCORE 0.00 OVERALL QUALITY SCORE 0.00

name price = £0.00 Tenderer's name price = £0.00

name price score = 0 Tenderer's name price score = 0
0% x 0.0 = 0.00 0% x 0.0 = 0.00
0% x 0.0 = 0.00 0% x 0.0 = 0.00

0.00 0.00
1 1
Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name
Tenderer's name Tenderer's name Tenderer's name