Decision-Making Tools for Procurement of Goods and Services - Summer 2014 NCLGBA Conference

1. Are You Sure We Really Need One?
Decision-Making Tools for Procurement
of Goods and/or Services:
1www.wakegov.com

2. 2
Agenda
• Why do we need a decision making
tool?
• What are some examples of tools?
• What decision-making tools do you
use?
www.wakegov.com

3. 3www.wakegov.com
Why do we need a
decision-making tool?

4. • Are all elements of the scope of work
equal?
• If not, how do you determine which carries
the most weight as you review?
• Do all members of the review team agree?
Achieve consensus in prioritization of elements
4www.wakegov.com

5. • Make an “apples to apples” comparison
among proposals
• Adherence to RFP
• Relevant experience and knowledge
• Past history
• Cost
• Interview
Compare Proposals
5www.wakegov.com

6. • Taxpayers
• Local governing body
• NC procurement laws
• Other vendors submitting proposals
• Media
• Advocacy Groups
Need to be able to defend decision to:
6www.wakegov.com

7. 7www.wakegov.com
What are some
examples?

8.  Responsible
 Scores ability and knowledge of project
elements
 Responsive
 Scores responsiveness to RFP elements
 Rate
 Is the proposed rate higher or lower than the
median rate of all proposals
Three R Model
8www.wakegov.com

9. 9
Three R Model

10. 10
Three R Model

11. 11
Three R Model

12. 12
Three R Model

13. • Pros
• Easily understood and requires very little
to no extra work either before or after
review process
• Replicable and user-friendly for capital
projects, service provision, grants, etc.
• Cons
• Relatively generic and unspecific to
individual projects
Three R Model
13www.wakegov.com

14. 14
Blank slide for charts,
graphs, images.
United Way Model

15. • Pros
• All reviewers grade according to the same
strategy and definition of an element
• Best for multiple bids and grant proposals
• Cons
• Can be time consuming on the front-end
United Way Model
15www.wakegov.com

16. 16
Forced Choice Matrix
• Step 1: Criteria Listing

17. 17
Blank slide for charts,
graphs, images.
Forced Choice Matrix
• Step 2: Individual Ranking of Criteria

18. 18
Blank slide for charts,
graphs, images.
Forced Choice Matrix
• Step 3: Group Ranking and Weighting

19. 19
Blank slide for charts,
graphs, images.
Forced Choice Matrix
• Step 3: Group Ranking and Weighting

20. 20
Blank slide for charts,
graphs, images.
Forced Choice Matrix
• Step 4: Final Weights

21. 21
Blank slide for charts,
graphs, images.
Forced Choice Matrix
• Step 5: Individual Scoring

22. • Pros
• Can prioritize elements of the proposal
and add weights
• Best for multiple bids and large review
teams
• Cons
• Can be confusing for new reviewers
• Time consuming
Forced Choice Matrix
22www.wakegov.com

23. 23www.wakegov.com
• What decision-
making tools do you
use?