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Draft. Evaluation Committee Meeting

The meeting minutes document the evaluation committee's review of vendor proposals, individual scoring of proposals, consensus building on shortlisting vendors, and discussion of next steps including clarifications from vendors and future meeting details.

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ikesie5
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50 views3 pages

Draft. Evaluation Committee Meeting

The meeting minutes document the evaluation committee's review of vendor proposals, individual scoring of proposals, consensus building on shortlisting vendors, and discussion of next steps including clarifications from vendors and future meeting details.

Uploaded by

ikesie5
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Evaluation Committee Meeting

Date: [Date of the Meeting]


Time: [Start Time] - [End Time]
Location: [Meeting Location]

Attendees:
 [List of Evaluation Committee Members, including names and titles]

Agenda:
1. Opening and Welcome
2. Review of Evaluation Criteria
3. Presentation and Discussion of Proposals/Bids/Quotations
4. Scoring and Evaluation
5. Recommendation for Shortlisting/Final Selection
6. Discussion on Vendor Clarifications
7. Action Items and Next Steps
8. Any Other Business
9. Adjournment

Meeting Minutes:
1. Opening and Welcome:
 [Welcome and introduction to the meeting's purpose. Acknowledge attendees.]
2. Review of Evaluation Criteria:
 [Discuss pre-established evaluation criteria. Example: Criteria include technical
expertise, pricing, past performance, and compliance with requirements.]
3. Presentation and Discussion of Proposals/Bids:
 [Vendor A presentation by [Name of Presenter]:]
 Overview of their proposed solution.
 Highlighted strengths: [mention specific strengths].
 Identified concerns: [mention specific concerns].
 [Repeat for each vendor.]
4. Scoring and Evaluation:
 [Committee members individually score each proposal based on criteria. Example:
Scoring on a scale of 1-5/100% for each criterion.]
5. Consensus Building:
 [Open discussion on the overall ranking and consensus-building. Example: Discuss
common trends or concerns.]
6. Recommendation for Shortlisting/Final Selection:
 [Agreement on the shortlisting of vendors or final selection. Example: Consensus reached
to shortlist Vendor A and Vendor B for further consideration.]
7. Discussion on Vendor Clarifications:
 [Consideration of additional information or clarification needed from shortlisted vendors.
Example: Committee decided to seek clarification from Vendor A regarding their
delivery timeline.]
8. Action Items and Next Steps:
 [List of specific action items for committee members. Example: Committee members to
submit individual evaluations by [date].]
 [Example: Set a deadline for vendors to provide clarifications by [date].]
9. Any Other Business:
 [Any additional topics discussed outside the main agenda. Example: Brief discussion on
potential challenges in the implementation phase.]
10. Next Meeting and Adjournment:
 [Agreed upon the date, time, and location of the next evaluation committee meeting.
Example: Next meeting scheduled for [Next Meeting Date].]
 [Meeting was adjourned at [End Time].]

Action Items:
 [List of specific action items, responsibilities assigned, and deadlines.]
Next Meeting:
 Date: [Next Meeting Date]
 Time: [Next Meeting Time]
 Location: [Next Meeting Location]

Prepared by: [Name and Title of the Person Preparing Minutes]


Approved by: [Name and Title of the Person Chairing the Meeting]

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