Proposal Evaluation Process
The Technical Proposal Evaluation Committee (TPEC) performs an in-depth, systematic evaluation of the proposals against the evaluation factors and subfactors in the solicitation. Using these evaluation factors, subfactors, and applicable evaluation standards, the TPEC accomplishes an equitable, impartial, and comprehensive evaluation against the solicitation requirements. Evaluation factors and subfactors must be applied consistently.
Specific evaluation processes and tasks vary between source selections, but the basic objective remains constant -- to provide the Contracting Officer and/or Source Selection Authority (SSA) with information to make an informed and reasoned selection. Toward this goal, the evaluators identify deficiencies, strengths, weaknesses, clarifications, and uncertainties applicable to each proposal.
In addition to the SSA using this information to make the source selection decision, the contracting officer uses it to establish a competitive range when discussions are necessary, and provides the information to the respective offeror during clarifications or discussions.
Evaluation Steps
The following are the general steps that the TPEC takes in evaluating proposals. Although these steps are identified in a linear manner, the process is actually iterative and many of the steps occur concurrently. Except where noted, these steps apply to evaluation of both the cost and non-cost factors.
- Conduct Pre-Evaluation Briefing/Training.
Each TPEC member will be provided the solicitation, acquisition strategy, Source Selection Plan, and rating scale to gain a high-level familiarity with the requirements. The training includes an overview of these documents and the source selection process, with detailed training on how to properly document each proposal's strengths, weaknesses, and risks.
- Perform Pre-Evaluation Screening of Proposals.
The Contracting Officer will initially screen the proposals. This phase is purely administrative and not a qualitative evaluation. Proposals are screened for adherence to written proposal submission instructions contained in the solicitation and verify that each proposal includes all required information and electronic media in the quantities and format specified in the solicitation.
- Convene the TPEC and Provide Copies of the Technical Proposals.
It is necessary to protect the cost or pricing data to avoid intentional or unintentional bias on the part of the evaluators. To preclude prejudice, do not disclose cost or pricing information to the TPEC evaluators during the early stages of evaluation. For the initial evaluation, provide the evaluators copies of the proposed contract items without pricing so evaluators can ensure the proposed contract items track to the associated narrative. Once the initial evaluations are completed, members may review the cost or pricing data for an analysis of the proposed methodology to ensure the offeror understands the requirements of the solicitation.
- TPEC to Identify and Document Proposal Uncertainties Such As:
- Ambiguous proposal language.
- Instances in which the offeror failed to provide sufficient information to evaluate whether the proposal should be placed in the competitive range or, if discussions are not anticipated, whether the offeror should be awarded the contract.
If additional information is required to enhance the Government's understanding of the proposal, the Contracting Officer only, not the TPEC, may request the information from the offeror by using the clarification process.
- Identify and Document Deficiencies, Items for Negotiation, and When Using the Tradeoff Process, Proposal Strengths, Weaknesses, and Risks.
TPEC evaluators identify and document proposal deficiencies and any items for negotiations:
- Identify and document the proposal strengths, weaknesses, and risks.
- Identify and document performance risks using the criteria established in the Source Selection Plan.
When using the tradeoff process, identification of each proposal's strengths, weaknesses, risks, and deficiencies is crucial because:
- The Contracting Officer considers these items when determining the competitive range.
- Specific information on the relative strengths and weaknesses form the basis for tradeoff analysis and the source selection decision.
- Assign Ratings for Non-Cost Evaluation Factors.
Non-cost factors (i.e. technical factors) and cost and price proposals are independently evaluated/separately evaluated.
- TPEC Decision Making.
Each team member convenes to discuss the offeror's proposal and to share the evaluator's views on the offeror's strengths, weaknesses, risks, and deficiencies related to its assigned evaluation factor(s), subfactor(s), and to reach a final consensus rating for each factor and subfactor. Teams must not average the individual evaluations to reach the consensus. A consensus requires a meeting of the minds on the assigned rating and associated deficiencies, strengths, weaknesses, and risks. In exceptional cases where the evaluators are unable to reach an agreement without unreasonably delaying the source selection process, the evaluation report must include the majority conclusion and the dissenting view(s) with supporting rationale for each.
- Prepare a Summary Evaluation Report.
Once evaluations of past performance and other factors, cost and price, and risk are completed, the TPEC Chairperson prepares a report that includes the evaluated price; the final rating for each evaluation factor and subfactor; and a discussion of the associated strengths, weaknesses, deficiencies, and risks for each proposal. A sample TPEC Summary Report is available.