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Evaluator Selection and Role - Consensus Evaluations

Posted 3/10/2020

The evaluation of responses to an RFP or similar type request is critical to the success of the project. The role of the evaluators in consensus type evaluations could include:

  • ·        Assistance with the development and weighting of the evaluation criteria;
  • ·        Being familiar with the terms, conditions and specifications of the request;
  • ·        Being knowledgeable about the organization’s requirements and application of the goods and/or services requested;
  • ·        Reading all the responses – critically;
  • ·        Evaluating all responses independently, scoring each criterion and providing reasoning for the scores provided;
  • ·        Meeting with the other evaluators to review scoring, discuss, amend based on discussions and recommend award.

The evaluation team should consist of persons with the following attributes:

  • ·        Key stakeholders – person(s) that will use the goods and/or services on a regular basis;
  • ·        Contract managers – persons that may be managing the delivery of the goods and/or services;
  • ·        Experts that understand the technical requirements;
  • ·        Others that may represent strategic or financial responsibilities;
  • ·        As considerable time and effort is required, evaluators should have the capacity and capability to perform the work.

Evaluators must be conflict free and able to evaluate based on the request and the responses only and not consider any bias to one vendor vs. another.

The ideal size of an evaluation committee is three to five persons. Fewer increases organizational risk, more could become unwieldy. A larger committee could be applicable where there is a large project affecting multiple departments, all of whom should be represented along with technical and financial evaluators.