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Module 16: Tendering and Procurement
16.4. What is the process of evaluation?
A one-stage proposal
evaluation...
...uses two initial screens:
◊ Proposals are evaluated for their mandatory requirements. If any
of these requirements have not been met, the potential partner can be
eliminated from the shortlist.
◊ Proposals that do not adequately and clearly demonstrate financial
or managerial capability or previous experience can also be eliminated,
further reducing the shortlist.
Once the proposals have been through these two screens,
a shortlist will have been created. The proposals that remain can then
be evaluated based on the criteria set out in the RFP.
In a two-stage proposal evaluation,...
... all of the submissions will have
been received from participants who have already been shortlisted
through the RFEI or RFQ process. As such, all proposals
will be evaluated. Members of the project team may score
the projects individually, and then aggregate the scores,
or they may score each project together by consensus.
As in the case of the one-stage proposal evaluation, a
specific number of the highest ranked submissions will be shortlisted
to receive a Request for Proposals.
As a matter of courtesy to potential partners eliminated
in the RFEI or RFQ process, meetings with unsuccessful
proponents should be held on request to discuss why they were not shortlisted.
This session is important as it provides access and answers to questions
for unsuccessful applicants, as well as providing them with a better
understanding of the process for the next time the local government
issues a RFEI or RFQ. It will also improve the quality of submissions
received by the local government in the future, as more participants
will have a greater understanding of the process and its requirements.
Developing evaluation criteria
Evaluation criteria vary depending
on the type of project and end users. They can include
the following:
– understanding of the needs of the local government;
– previous experience of the bidder;
– legality of the proposed solution;
– commitment of the proposed partner to achieving a solution that
will benefit all parties;
– likelihood that the bidder can achieve the proposed solution;
– management capacity of the bidder;
– financial stability of the bidder;
– municipal priorities and policies; and
– proposed solutions for dealing with labour unions and local government
employees affected by the arrangement.
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