6.16 It is usually easiest to compare the different bids against the set evaluation criteria using a weighting and scoring matrix. The relative weightings of each criteria, and sub-criteria within them, should have been agreed by the evaluation team when the ITPD was being drafted and before the scheme was advertised. The use of such a matrix will allow bids to be ranked in the order in which they best meet the evaluation criteria.
6.17 A clearly superior choice may not be immediately evident. Sometimes the choice will be between a bid offering lower costs but fewer benefits, and one at higher cost but with greater benefits or with greater risks of delivery. Determining the preferred bid will be a matter of judging the value of the additional benefits against the additional costs that would be incurred if that bid were selected against the set evaluation criteria.
6.18 The results of the evaluation should be documented, and the NHSScotland body must allow sufficient time for the evaluation to be thoroughly and fairly carried out. Where bids are very close then more detail should also be recorded. This will be particularly important in order to leave a proper audit trail. The record should thoroughly explain the procurement process followed, the prequalification and shortlisting criteria, the output specification and ITPD and IFT issued, the nature of inadequacies in the responses and, if potential partners have withdrawn during the process, their stated reasons.