Anticlue

Select Seller Process

The select sellers process is used to evaluate the vendor proposals by applying the evaluation criteria to ascertain who makes the cut and who doesn’t. So the selection process consists of gathering all proposals, evaluating the proposals (against criteria not other proposals), and finally contracting with the seller.
So what do you need before you begin the process? Here are the inputs to the select sellers process.

• Organizational Process Assets – The organization process asset we are specifically referring to are the formal policies which impact how a proposal is evaluated.


• Procurement Management Plan – The procurement management plan is used because it describes the complete procurement process from development to contract closure.


• Evaluation Criteria - The evaluation criteria was developed for the expressed purpose of rating proposals. So now is the ideal time to use this document.


• Procurement Document Package – The procurement document package is the guide which you provided to the vendor so the vendor could appropriately respond and submit the proposal.


• Proposals – The proposal is the vendor’s written response to the request.


• Qualified Sellers List – The Qualified Sellers List contains the list of sellers who were approved to participate in the bidding process.


• Project Management Plan – The Project Management plan has the risk register and risk-related contractual agreements. These documents will be used within the selection process.

These inputs will allow the project team to make a reasonable, informed decision. The next step is going about making the decision for the best candidate. Thankfully once again we have some best practice guidelines to follow. The recommended tools and techniques for the select sellers process are:

• Weighting Systems – The Weighting systems are employed to quantify personal perspectives. To use a weighting system, assign a ranked weight to each of the evaluation crieteria. Next, rate the vendor on each criteria, multiply by the weight, and total the result for the overall score.


• Independent Estimates – Independent Estimates depict the intended costs of the project. This is basically a check and balance technique. It can be done in house or with an independent consultant.


• Screening Systems – Screening is a pass/fail method for certain criteria deemed essential for project success. For example, if you are implementing an Ambulatory EMR is e-prescribing a vital component?


• Contract Negotiations – Contract Negotiation is the process of coming to a mutual agreement regarding terms and conditions.


• Seller Rating Systems – Seller Rating systems rates sellers upon past performance commonly reviewing quality, delivery performance, and contractual compliance.


• Expert Judgment – Expert Judgment is used to have a multi-discipline team evaluate the vendor’s proposal.


• Proposal Evaluation Techniques – Proposal Evaluation Techniques is a combination of the above – most commonly expert judgment and evaluation criteria.

After using the above tools and techniques, you should be able to generate the outputs of the select sellers process. Those outputs are:

• Selected Sellers – The selected sellers are vendors who have chosen.


• Contract – The contract is the agreement between the buyer and the seller documenting the master service agreement, breakage terms, addendums, statement of work, specifications and price.


• Contract Management Plan – The contract management plan details how to manage a major purchase. Sometime details payment arrangements, performance requirements and documentation delivery.


• Resource Availability – Resource availability state the quantity and availability of resources, along with documented dates of when the resource is active or idle.


• Updates to the Procurement Management Plan – Updates of any approved change affecting procurement management.


• Requested Changes – Certain changes to the plan should be processed through integrated change control.