Implementation – Tendering & 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.