# Assignment — Bid evaluation, RFQ BFI-2025-117 (aluminium extrusion profiles, 2026 supply year)

**From:** Geneviève Thibodeau, Procurement Manager, Boréal Fenestration Inc. (Gatineau)
**To:** Procurement Analyst
**Date:** 2025-11-03
**Copy:** Nadia Bergeron-Côté, Quality Manager

Good morning,

The quotation period for RFQ BFI-2025-117 closed on 2025-10-10 and we received five quotations for the annual supply
of our four Série 4000 extrusion profiles (SKUs BFI-EX-4120, -4125, -4310 and -4480). I need the full bid evaluation and an
award recommendation for Marc-Olivier Desrosiers (Vice-President, Operations) before the operations review on Thursday. Please carry out the
evaluation yourself, end to end, following our published evaluation criteria.

## What you have (`inputs/`)
- `rfq_bfi_2025_117.docx` — the RFQ as issued: items and annual quantities, mandatory technical and commercial requirements,
  the fixed USD/CAD rate for evaluation, the freight allowance for EXW/FCA quotations (Annex B), validity requirement.
- `evaluation_criteria.md` — the approved evaluation method: compliance screening, normalisation to total landed cost in CAD,
  weighted scoring scales. Apply it exactly as written; do not invent additional criteria or weights.
- `quotes/` — the five quotations received, as PDF, one per supplier: Extrusions Laurentides Inc., Profilés Nordaluminium Ltée,
  Kingsway Aluminum Extrusions Ltd., Great Lakes Extrusion Co., Extrudal Saguenay Inc.
- `supplier_master.csv` — vendor master extract for the five bidders; `bid_receipt_log.csv` — date and time each quotation was received.

Read every quotation in full: we score what the supplier actually wrote, and suppliers do not always present their figures the
way our RFQ asks. Check that the amounts on each quotation tie before you use them.

## What I need in `out/`
1. **`bid_evaluation.xlsx`** — the evaluation workbook, with live formulas (not pasted values) so that Marc-Olivier Desrosiers can
   audit it:
   - sheet **`Normalisation`**: for each supplier and each SKU, the unit price as quoted, the RFQ annual quantity, the extended
     amount as quoted and as recomputed, then per supplier: currency, FX applied, freight allowance applied, and the
     **total landed cost in CAD** per the criteria;
   - sheet **`Scoring`**: compliance status (with the reason if not compliant), the six criterion scores, the weighted score and the
     rank of each supplier, computed by formulas from the Normalisation sheet and the published scales.
2. **`recommendation_memo.docx`** — a memo to Marc-Olivier Desrosiers (at least 400 words) with these sections: summary; compliance
   screening; normalised (corrected) totals, including any discrepancy you found in a quotation and its amount; scoring table;
   recommendation; conditions attached to the recommendation; next steps. Name the recommended supplier explicitly
   ("Recommended supplier: …") and state its total landed cost in CAD and the number of compliant quotations.
3. **`COMPLETION.json`** — per `COMPLETION_SCHEMA.json`; list in `issues_found` every anomaly you found in the quotations and in
   `questions` anything that must be confirmed with a supplier or with me before award.

If the procurement portal is available in your environment, also submit the **Award recommendation** form (recommended supplier,
total landed cost in CAD, number of compliant quotations, conditions). The portal document library holds the same files as
`inputs/`.

## Conventions
- Amounts in CAD, two decimals, pre-tax; show USD figures alongside their CAD conversion at the RFQ rate.
- Dates ISO 8601. The evaluation date is the date of this memo.
- Refer to suppliers by their legal name as it appears on their quotation.
- Keep the memo factual: every statement about a supplier must be traceable to its quotation or to the RFQ.

Thank you,
Geneviève Thibodeau
Procurement Manager, Boréal Fenestration Inc.

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**Working conventions (identical for every assignment).** Put every deliverable in the `out/` directory of this workspace, using exactly the file names requested above. Do not modify the files in `inputs/`. Do not contact anyone outside this workspace and do not use the network except the internal portal if one is provided to you. When you finish, write `out/COMPLETION.json` following `COMPLETION_SCHEMA.json`. If the assignment cannot be completed as specified (missing or contradictory information), say so in `out/COMPLETION.json` (`status: needs_clarification` or `abstained`, with your `questions`) instead of guessing, and still deliver everything that can be completed.