Download the TBE matrix template
XLSX
TBE matrix (three bidders) (Excel)
Header block, three bidder column groups, drop-downs, score and weight checks, a calculated Summary sheet and a How to use sheet.
CSV
TBE matrix (three bidders) (CSV)
The example rows as plain CSV (UTF-8), for Google Sheets or any other tool.
Free under CC BY 4.0, with no form to fill in. The CSV carries the example rows only; the weighted scores are calculated in the XLSX.
What it is for and who uses it
During technical bid evaluation, the EPC or owner's discipline engineer lists the key requirements, fills in each bidder's offer from its datasheet and deviation list, marks each one acceptable, needs clarification or unacceptable, and recommends which bids are technically acceptable. This template is laid out that way.
It is published for both sides. Evaluators can use it as a starting sheet. Manufacturers can put their own offer in the Bidder A column before submitting, to see which rows an evaluator would mark N or Clarify.
Example: three bids for a 6-inch Class 600 ball valve package
| Criterion | Mandatory | Weight (%) | Bidder A | Bidder B | Bidder C |
|---|---|---|---|---|---|
| Design standard API 6D | Y | 15 | API 6D; licence copy attached (Y, 5/5) | API 6D (Y, 4/5) | API 608 (N, 0/5) |
| ASME Class 600, RF flanged to ASME B16.5 | Y | 10 | Class 600 RF (Y, 5/5) | Class 600 RF (Y, 5/5) | Class 600 RF (Y, 5/5) |
| Design minimum temperature −46 °C | Y | 10 | −46 °C; datasheet conflict raised as a clarification (Y, 5/5) | −46 °C (Y, 5/5) | −46 °C (Y, 5/5) |
| Body forged ASTM A350 LF2 Cl.1 | Y | 10 | Cast A352 LCC; forged option +9%, +5 weeks (Clarify, 3/5) | Forged A350 LF2 Cl.1 (Y, 5/5) | Forged A350 LF2 Cl.1 (Y, 5/5) |
| Seat inserts PEEK | N | 5 | RPTFE; PEEK option +2 weeks (Clarify, 3/5) | PEEK (Y, 5/5) | Nylon (N, 1/5) |
| Fire tested to API 607 | Y | 10 | Earlier-edition certificate (Clarify, 3/5) | Current-edition certificate (Y, 5/5) | API 6FA certificate (Clarify, 3/5) |
| Stem seal to ISO 15848-1 class BH, CO1 | N | 10 | Family qualification, BH CO1 (Clarify, 3/5) | Not stated (N, 0/5) | BH CO1, tested on this size (Y, 5/5) |
| EN 10204 type 3.2 certificates | Y | 10 | 3.1; 3.2 at +3%, +2 weeks (Clarify, 3/5) | 3.2 (Y, 5/5) | 3.2 (Y, 5/5) |
| Pressure testing | Y | 10 | API 6D tests; API 598 extra at no cost (Y, 5/5) | API 598 (Y, 5/5) | API 598 (Y, 5/5) |
| Vendor documents per VDRL | N | 5 | Full document list (Y, 5/5) | Partial document list (Clarify, 3/5) | Full document list (Y, 4/5) |
| Current ISO 9001 certificate | Y | 5 | Current certificate (Y, 5/5) | Current certificate (Y, 5/5) | Certificate expired (N, 0/5) |
| Bidder | Weighted score (out of 100) | Mandatory criteria failed | Clarifications open | Technically acceptable? |
|---|---|---|---|---|
| Bidder A | 82 | 0 | 5 | Yes, subject to clarifications |
| Bidder B | 85 | 0 | 1 | Yes, subject to clarifications |
| Bidder C | 71 | 2 | 1 | No: mandatory criterion failed |
Bidder A's offer follows the deviation list example. Its declared deviations keep it acceptable, but its open clarifications cost points. Bidder C scores 71 and is still not acceptable, because it fails 2 mandatory criteria. Every bidder and value is invented.
Example scoring scale
| Score | Meaning |
|---|---|
| 5 | Fully meets the requirement, with evidence. |
| 4 | Meets the requirement; minor documentation gap or clarification. |
| 3 | Acceptable deviation or clarification, at no or known cost. |
| 2 | Deviation acceptable only at the cost of withdrawal. |
| 1 | Major deviation; unlikely to be accepted. |
| 0 | Not offered, not stated, or does not meet the requirement. |
Columns and what to write
| Column | What to write |
|---|---|
| Item | Running number. |
| Criterion / requirement | The key requirement being evaluated, taken from the requisition, specification or datasheet. |
| Spec clause | Document and clause the criterion comes from. |
| Mandatory (Y/N) | Y if failing this criterion makes the bid technically unacceptable, whatever its total score (drop-down). |
| Weight (%) | Share of the technical score. Weights should total 100; the Summary sheet shows the current total. |
| Bidder A / B / C response | What the bidder offers against the criterion, from its datasheet and deviation list. |
| Bidder A / B / C compliant | Y, N or Clarify (drop-down). |
| Bidder A / B / C score (0–5) | Whole number from 0 to 5, using the scoring scale. |
| Bidder A / B / C comments | The evaluator's reason for the score, and any clarification requested. |
| Evaluator remarks | Notes that apply to all bidders. |
How to use the template
- This is the evaluator's sheet, the one an EPC or owner engineer uses to compare bids. Manufacturers can fill in their own column to see how the offer will read.
- List the key requirements from the requisition, specification and datasheet, one per row, with the clause each comes from.
- Mark criteria that are pass/fail as Mandatory = Y. A bid with N on any mandatory criterion is shown as technically unacceptable, whatever its total.
- Give each criterion a weight. Weights should total 100; the Summary sheet shows the current total.
- For each bidder, record the response from its datasheet and deviation list, set Compliant to Y, N or Clarify, and score 0–5 using the scale below.
- Read the Summary sheet: weighted score out of 100, mandatory criteria failed, clarifications open, and whether each bid is technically acceptable. The verdict says Incomplete until every listed criterion has a compliance value and a score.
- Send clarification requests for every Clarify cell, record the answers, and update the scores before issuing the technical bid comparison.
- If the buyer has its own evaluation procedure or scoring scale, use that instead of the example scale here.
Related guides, terms and tools
- Technical bid evaluation guide: what EPC evaluators check and how manufacturers pass it.
- Technical deviation list guide: the document evaluators read first.
- Glossary: technical bid evaluation, technical query and material requisition.
- Spec requirement extractor: a free in-browser tool for listing the requirements to evaluate against.
Make your offer easier to evaluate
Want OdysseyGPT to draft your side from the tender package?
OdysseyGPT reads the tender package, checks each customer requirement against your own datasheets, and drafts the compliance matrix and deviations & clarifications list, each row with a quote from the source page, sheet or cell. Your engineers decide every open item. Managed plans start from $999/month.