An evaluation proposal assesses a contractor's ability to successfully perform a contract.
An evaluation proposal is a document written that includes all proposals received from contractors for a particular job. This proposal is written to state the contractor chosen for the job. The contractor is chosen based on information regarding past performance, price, capabilities and other technical factors. The contractor chosen should be most advantageous for the company doing the hiring and the evaluation proposal should clearly state the reasons why. Typically a weight system is used during this process.
Instructions
1. Form a team. Forming a team to evaluate all proposals helps in the process of choosing a contractor. The purpose of the team is to meet together and look over all received proposals. Some members of the team are designated to review cost factors, while others review noncost factors. Often, members of this team also are involved in creating the request for proposal, or RFP. The RFP states the exact specifications of the job.
2. Comply with requirements. A designated person, sometimes a procurement officer, is responsible for reviewing all the documents and ensuring they meet the requirements. This includes making sure the submissions were received by the deadline, that all pages of the submissions were received and payments were made, if applicable. As long as the proposals meet the requirements, each is photocopied and a copy is given to each team member.
3. Review all proposal responses. The team members begin reviewing each individual proposal, comparing it to the precise specifications of the job. If any items are missing from an individual proposal, someone may contact the contractor to ask about the omission. This, however, is not a normal process.
4. Assign a weight to each proposal. The RFP is used and weights are assigned to each individual section of it, either by the team or a procurement officer. The team members either determine weights as a group, or each team member is allowed to make independent weight decisions. The total weight of all sections of the RFP always equals 100.
5. Score each proposal. All team members make individual scores for each proposal. These are submitted to the team leader, or coordinator. The scores are totaled out and the contractor scoring the highest, overall, is awarded the proposal.
6. Create a summary. After a contractor is chosen, all information regarding each submission is recorded as a summary, naming the contractor chosen. This summary also explains the process used for determining the chosen contractor.
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