Documented, competitive vendor quotes for public bodies
Evalystar is vendor management software for facilities and procurement teams: municipalities, transit authorities, and government agencies use it to rank vendors already in their pool and draft a documented, timestamped quote request in minutes. Each completed job is then scored and timestamped alongside the vendor's incidents and documents, so a renewal, award, or cancellation defended to an auditor or a council already has its record.
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Public money deserves a documented, competitive sourcing process. Most public facilities can't produce one fast enough to matter.
Getting documented competing quotes takes too long, so a threshold gets skipped.
Board policy and often state or provincial procurement rules expect multiple documented quotes above a spending threshold before a vendor is chosen, but calling around and comparing responses by hand is slow enough that the step gets shortcut under time pressure, which is exactly what an audit or a council question can single out.
Contract renewals without documented evidence are a procurement liability.
A procurement officer who can't produce vendor performance records at an audit, in response to a council question, or during a regulatory review is exposed. Verbal performance reviews don't survive scrutiny, whether you're renewing a cleaning contract at city hall or a terminal services agreement at a regional airport.
Transit and airport facilities run on high-frequency, high-visibility service cycles.
A bus depot, transit station, or airport terminal gets cleaned multiple times a day. Every missed shift or below-standard job is visible to the public and a potential safety or compliance issue. Without a structured record, patterns go undetected and contracts renew on inertia.
Annual contracts renew on anecdote, not evidence.
Snow removal, grounds maintenance, cleaning, and terminal services contracts often renew year after year without any structured performance review. The justification is usually "no complaints", which isn't accountability.
Evalystar gives public sector and transit facilities teams a fast, documented sourcing process and the evidence trail procurement requires.
For a new job at any municipal building, depot, or terminal, rank candidates from your vendor pool by trade and past performance, and draft one documented quote request to the shortlist in minutes.
Give operations staff at municipal buildings, transit depots, and airport terminals a standardized way to rate every cleaning and services job, so your performance record is consistent and defensible.
Build the formal vendor performance documentation that procurement rules require, organized by contract and service type, so RFP justifications are grounded in evidence, not memory.
Generate a complete vendor performance record at any point: audit responses, regulatory reviews, FOI requests, council briefings, or board presentations.
Track every contract milestone so you're never caught renewing without a formal performance review, and always enter renegotiations with the full record ready.
Common questions
Can a public body get documented competing quotes quickly?
Yes, for vendors already in your pool. Describe the job and site, and Evalystar ranks candidates by trade and past performance, then drafts one quote request to send to your shortlist at once, with the request itself timestamped as part of the record. It doesn't run a formal competitive-bidding or tender process outside your existing vendor pool.
Why does the public sector need documented vendor performance?
Because renewal and cancellation decisions have to be defensible to auditors, elected officials, and the public. An invoice history shows what was paid, not what was delivered.
What does Evalystar actually record?
A score for each completed contractor job, submitted by the person accountable at that site and timestamped, plus incidents and contract documents held against the same vendor record.
Does it integrate with existing procurement or work order systems?
Not yet. API access and a job-sync webhook are on the roadmap, landing on Enterprise first. Today Evalystar runs alongside those systems rather than connected to them.
How is it priced for a public body?
Per site, with unlimited users and vendors, so the cost is stable against a fixed budget line regardless of headcount. Above 25 sites it moves to quoted Enterprise.
Public money deserves documented accountability. Start building that record today.
Build the evidence before the auditor or the public asks for it.
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