Office of Systems Integration
Evaluation and Selection Plan
8.4 Perform Final Evaluations
Final evaluations are comprised of two parts: ensuring a proposal is compliant with the RFP requirements and, for those proposals that are compliant, establishing a score according to the evaluation criteria.
Discuss how final proposal reviews are conducted and who leads and manages the efforts. Indicate who performs assignments, if sub-teams are utilized, the procedures for review, and key criteria used to review the proposals. If sub-teams are used, discuss how the teams communicate with each other. Indicate if proposal sections are reviewed concurrently or in sequence (e.g., Administrative requirements must be reviewed before Statement of Work or Project Management requirements are reviewed).
Summarize how issues, concerns and questions with the proposals are documented, discussed and resolved. Indicate who coordinates the resolution of questions, and how additional advisors or subject matter experts are utilized when appropriate.
The Project Procurement Manager makes assignments for the review. Members of the Evaluation Ream individually review each proposal one at a time. Each evaluator is charged with conducting an in-depth evaluation of the assigned proposal. Evaluators may be asked to read the entire proposal or only a portion of a proposal, based on their expertise. Each proposal is reviewed by at least two evaluators.
8.4.1 Review Proposal Materials
Indicate or reference the specific forms and worksheets used during the review, who collects these materials, and how they are used. Describe any discussions and meetings which occur during the review process.
The focus in this section is on the process. Information on scoring corporate references (if they are scored) should be placed in Section 11 of the template.
If desired, the individual sections of the proposal may be discussed as subsections, as shown in the template. This may be appropriate to clarify how the sections are reviewed and key criteria for review of each section.
The Evaluation Team begins its evaluation by repeating the review and evaluation procedures completed for the draft proposal. Evaluators identify areas of the proposal that are unclear or do not meet the requirements as stated in the RFP and document these potential material deficiencies on the Evaluation Form.
The final proposals particularly are reviewed for:
Compliance with all Administrative, Statement of Work, Project Management, and Technical requirements (refer to Appendix XX for more on these criteria)
Any “qualifiers”, assumptions or conditions placed on the proposal; conditional proposals are not acceptable and may be deemed non-responsive
Areas where a proposal appears to be non-responsive, defective, or is unclear
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