1. Vendor Evaluation
EvaluationProcedure
The proposal evaluationprocessshallconsistof the followingsteps:
1. Proposalsreceivedbyprojectmanagerbysubmissiondeadlineof November1,2010
2. Receiptof proposal notification
3. Preliminaryevaluationsof proposals
4. Notificationsof proposal rejection
5. Contact suppliersbyNovember15th
, 2010 to schedule meetingwithprojectteam
6. Detailedevaluationprocess leadingtofinal decision
7. Notificationof proposal awardandnon-award
8. Schedulingof contractsigningwithwinningsupplier
9. Schedulingof projectinitiationmeeting
Preliminary Evaluation
Proposalswill undergoapreliminaryevaluationtodeterminesatisfactionwithbasicneedand
requirements. Proposalsshouldbe on-time,complete,andadequatelyprepared forconsideration.The
proposal needstomeetthese basicrequirementsinordertobe eligible forthe competitiveevaluation
process.The potential suppliermustbe able todo the following:
 Understandthe basicissuesandproblemspresentedinthe RFP
 Demonstrate sufficientqualificationsandexperience
 Price the proposal fairly
 Complywithadministrativerequirementsof the RFP
 Addressall basictechnical requirementsof the RFP
 Submitthe proposal ontime inthe requestedformat
 Submita professional andwell structuredproposal
 Include all requestedmaterials
EvaluationTeam
The evaluationteamwill consistof the projectmanagerforHaywardJapan Grill,management,andany
internal stakeholdersdeemedrelevantandcompetenttoscore a particularproposal component.
Factors in Evaluation DecisionProcess
The followingare the majorfactorsthat all proposalswill be evaluatedbyforscoring.Eachsub-areain
the major factorswill be evaluatedona0-5 scale:
0= doesnotmeet requirements

2. 1=marginally meetsrequirements
2=mostly meetsrequirements
3= fully meetsrequirements
4=slightly exceedsrequirements
5=greatly exceed requirements
Technical
 Hardware: Doesthe POShardware satisfyall statedrequirementsinthe RFP?
 Software: Doesthe POShardware satisfyall statedrequirementsinthe RFP?
 Reduce waste: Doesthe proposedPOSsolution reduce paperandoffice supplywaste?
 Automation: Doesthe proposedPOSsolution automate checkhandlingandcalculations?
 Processingspeed:Doesthe proposedPOSsolution increase orderprocessingspeedfromtaking
the order,deliveringthe ordertothe kitchen/sushi bar,tohandlingguestcheckdeliveryand
payments?
 Error reduction:Doesthe proposedPOSsolution reduce ordererrorscreatedby
miscommunicationfromservertofoodprep?
 Reports: Doesthe proposedPOSsolution provide informationinausable digital formfor
analysis?
Management
 Installation:Doesthe proposal satisfythe statedneedforinstallationservice?
 Support: Doesthe proposal satisfythe statedneedfor supportand maintenance?
 Training: Doesthe proposal satisfythe needfortrainingdocumentationforall managersand
servers?
 Consistency:Isthe documentcompletelyconsistent?Are there anymistakesorconflicts within
the document?
 Project plan:Does the proposal include apreliminaryprojectplanincludingtaskbreakdown,
schedule,budget,staffing,andmilestones?
 Communication:Doesthe proposal include acommunicationsplanthatsatisfiesthe stated
communication requirementsinthe RFP?
 Change control: Doesthe proposal include aformal change control process?
Administrative/Supplier
 Experience:Isthe supplierexperienced—how longhave theybeenoperatinginthe line of
businessof theirproposal? How manyyearsof experience doesthe supplierhave?
 Reference satisfaction:Whatdid the supplier’s referencessayabouttheirwork? Are they
satisfiedwiththe supplier’squalityof work?
 Resources:Doesthe supplierhave sufficientinfrastructure,tools,andtechnology resourcesto
workon your project?

3.  Staffing:Are the individualswhowill workonthe contract capable of executingthe project
satisfactorily?
 Reputation:Are there complaintsregisteredagainstthisgroupwithlicensingagencies,better
businessbureaus,orthe like? Orisita leaderwiththese organizations?
 Financial strength: Doesthe supplierhave the financialstrengthtocarryout your contract?
 Schedule:Doesthe workschedule appearsoundandreasonable?
Pricing
 Payment process:Is there a clearlydefinedprocessforpayment?
 Total price: Is the total price for all aspectsof the proposal competitive?
 Value:Doesthis supplieroffergoodvalue forthe cost?Isthe proposal cost-effective?

4. EvaluationMatrix
Score each supplierforeachitalicizedsub-areaona scale of 0-5 inaccordance withthe above specified
rankingdefinitions.Multiplysupplierscoresbyweightvalue togetweightedsupplierscores.The total
for eachboldedmajorfactorwill be summed. Total the score foreach of these majorfactors to reach
the suppliertotal score andthen rank eachsupplierbasedonthe scores.
Criteria
Max
Score
Weight
Value
Original
Score
Weighted
Score
Original
Score2
Weighted
Score2
Technical 35
Hardware 5 100% 0 0
Software 5 100% 0 0
Reduce waste 5 110% 0 0
Automation 5 110% 0 0Processing
speed 5 110% 0 0
Error reduction 5 110% 0 0
Reports 5 110% 0 0
Management 35
Installation 5 100% 0 0
Support 5 100% 0 0
Training 5 100% 0 0
Consistency 5 90% 0 0
Project plan 5 100% 0 0
Communication 5 100% 0 0
Change control 5 100% 0 0
Administrative /
Supplier 35
Experience 5 70% 0 0
References 5 100% 0 0
Resources 5 100% 0 0
Staffing 5 100% 0 0
Reputation 5 100% 0 0
Financial
strength 5 100% 0 0
Schedule 5 80% 0 0
Pricing 15
Total price 5 100% 0 0
Value 5 100% 0 0
Payment
process 5 100% 0 0
Ranking na na
Total Score 120 0 0 0 0
Supplier 1 Supplier 2