Why compare bids in a matrix?
One bidder answers in a table, another in a letter, a third in a brochure. You end up comparing styles, not devices. A matrix puts every bidder on the same rows.
It also changes what counts as an answer. A claim with no document and no page is not accepted. That one rule removes most of the arguments at the evaluation meeting.
How to use it
- Fill the header. Tender number, bidder and date. Keep one copy of the file per bidder.
- Adjust the rows. Change the required values, set each row to Mandatory or Optional and add your clause numbers. There are 10 free rows for your own requirements.
- Send it to the bidder. The bidder fills Supplier response and Evidence reference.
- Read the Status column. It is calculated. Send the questions for every Clarify and Evidence missing row.
- Read the Summary. Counts by status and section, the score and the mandatory gate.
How the score works
Every row has a maximum equal to its weight. The answer earns a share of it.
Choosing mandatory rows
Mark a row Mandatory only when a miss should end the bid. If everything is mandatory, no bidder passes and the gate means nothing. Keep the rest Optional and let the score rank them.
Typical values
Some rows carry a typical starting value, such as 10 to 30 V DC or a 120-minute continuous driving alert. They are typical starting points, not verified against IOGP Report 365 or any named standard or tender. Replace them with the values in your own tender.
The typical values are not requirements and are not taken from one client standard. Check them against your regulator's text and your client's current IVMS or road safety standard, such as IOGP Report 365, Land transportation safety recommended practice (iogp.org, last checked 2026-11-03). Approval and certificate numbers are left blank for the bidder.
Limits
The matrix records answers and calculates a result. It does not test a device. A datasheet states what a device can do under test conditions, so ask for a trial unit before you award.