Vendor Bid Matrix Expert System

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Step 1: Project Scope & Trade Category

What type of contracting work is being evaluated?

Storefront Doors/Glass Asphalt Paving Roof Replacement HVAC Upgrades Plumbing Services Electrical/Lighting Landscaping/Grounds Fire Suppression Security Systems Painting/Coating Concrete/Masonry Janitorial Services

Step 2: Core Evaluation Criteria

What are the primary factors for comparing these bids?

Bottom-Line Price Warranty Length Timeline/Schedule References/Past Work Insurance/Bonding Safety Record Materials Quality Subcontractor Usage Payment Terms Change Order Rates Local Reputation ADA Compliance

Step 3: Stakeholder Audience

Who will be reviewing this matrix to make the final decision?

Facilities Manager Church Board Finance Committee Lead Pastor Deacon Board Operations Director Building Committee Legal Counsel Parishioners/Donors Insurance Adjuster City Inspector Architect/Engineer

Step 4: Bid Normalization & Scope Alignment

How will we ensure all vendors are quoting the exact same scope of work?

Equalize Line Items Identify Missing Scope Labor Rate Comparison Material Substitutions Off-Hour Surcharges Debris/Disposal Costs Permit Fee Inclusions Equipment Rental Costs Mobilization Fees Tax Inclusions Allowances/Contingencies Warranty Exclusions

Step 5: Matrix Format & Output Structure

How should the final bid comparison matrix be visually structured?

Side-by-Side Table Weighted Scoring Model RAG Status Indicators Executive Dashboard Pros/Cons Breakdown Total Cost of Ownership Tiers of Viability Risk Assessment Grid Phased Cost Breakdown Life Cycle Costing Value Engineering Log Contract Deviation List

Step 6: Risk Mitigation & Compliance

What specific risks or liabilities must be evaluated within the bids?

Insurance Minimums Bonding Capacity Lien Release Process OSHA Safety History Prevailing Wage Rules Subcontractor Default Risk Material Lead Times Weather Delays Schedule Penalties Termination Clauses Hidden Site Conditions Change Order Abuses

Step 7: Key Financial & Payment Terms

What financial constraints or cash flow requirements dictate vendor selection?

Retainage (e.g., 10%) Upfront Deposit Size Net-30/60 Terms Progress Billing Discount for Fast Pay Performance Bonds Liquidated Damages Escalation Clauses Change Order Markups Financing Options Material Storage Fees Final Punch List Payout

Step 8: Vendor Reputation & Qualitative Factors

How will the AI weigh qualitative metrics against hard costs?

Church/Non-Profit Exp Communication Quality Proposal Professionalism Reference Checks Years in Business Local vs National Key Personnel Resumes Union vs Non-Union Response Time Cultural Fit Dispute History Post-Install Support

Step 9: Exclusions & Unacceptable Terms

What specific vendor conditions or bid formats must be instantly flagged or rejected?

Open-Ended T&M Missing COI Excluded Cleanup Unlicensed Bidders Vague Timelines Restrictive Warranties High Change Order Fees Substitutions w/o Approval Refusal of Retainage Excessive Deposits Non-Local Jurisdictions Lack of Lien Waivers

Step 10: Operational Disruptions & Logistics

How should the matrix address staging, logistics, and facility uptime?

Sunday Service Uptime School/Daycare Safety Parking Lot Access Noise Restrictions Dust/Fume Control Material Staging Areas Utilities Shutoffs Security Protocol Temporary Fencing Daily Cleanup Rules Bathroom Access Weekend Work Rates

Step 11: Value Engineering & Alternates

How will voluntary alternates or cost-saving suggestions be compared?

Material Alternates Finish Options Phased Implementations Energy Efficiency Rebates Longer Lead/Lower Cost Refurbish vs Replace Scope Reductions Maintenance Contracts Salvage/Reuse Value Bulk Purchasing Standardization Lower-Tier Warranties

Step 12: Weighted Scoring Methodology

What numerical weights should the AI assign to different criteria?

Price (Highest Weight) Timeline Priority Warranty Value Quality of Materials Safety/Insurance Local Preference Minority/Women Owned Interview/Presentation Completeness of Bid Technical Competence Financial Stability Lowest Risk Profile

Step 13: Edge Case & Discrepancy Handling

How should the AI flag apples-to-oranges comparisons?

Apples-to-Oranges Flag Imputed Cost Adjustments Clarification RFIs Outlier Identification Math Error Checks Missing Page Alerts Conditional Bid Rejection Contingency Balancing Warranty Parity Check Allowance Standardizing Unit Cost Extrapolation Assumptions Logging

Step 14: Final Output & Presentation Format

In what exact format should the final vendor comparison be delivered?

Markdown Table CSV/Excel Ready Data Executive Summary Memo PowerPoint Slide Outline JSON Data Object Board Recommendation RFI Generation List Pros/Cons Narrative Decision Matrix Grid Scoring Rubric Top 2 Shortlist Vendor Rejection Letter

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