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Facilitating Proposal Evaluations

Posted 2/4/2020

Proposal evaluations by committee consensus are best achieved when facilitated by a dispassionate facilitator familiar with the request, someone who could have assisted with the drafting of the request, someone skilled and knowledgeable about supply management process. 

If involved with drafting the request, the facilitator could ensure that proponents can respond in a directed manner that will enable fair and efficient evaluations. The facilitator will be a resource to evaluators and ensure the process is conducted in a fair and transparent manner. The facilitator’s tasks should include:

  • ·        Prior to the closing date, create the evaluation tool in collaboration with stakeholders and reconciled with the supply request.
  • ·        Ensure that evaluators and others that may have access to proposals have signed and filed an NDA concerning the project.

After closing time, the facilitator should:

  • ·        Issue a COI/Relationship Disclosure form to all evaluators, review for any potential conflicts and address those, if any.
  • ·        Release the proposals to evaluators along with an evaluation form and instructions concerning responsibilities and best practices.
  • ·        Privately perform a “mock” evaluation to be familiar with the proposals, however the facilitator should not influence evaluator’s scoring.
  • ·        Receive and enter evaluations in the master evaluation tool.
  • ·        Facilitate a consensus meeting that will focus on addressing larger variances in evaluator’s scoring for criterion evaluations. The facilitator will ensure that evaluations are based solely on proposal and request content; hearsay and bias must not be considered.
  • ·        Ensure that evaluators have submitted appropriate notes substantiating the reasoning behind their evaluations.
  • ·        Have evaluators sign off on their recommendation and submit all documentation for retention by the appropriate Department.

Procurement best practice requires a rigorous process from procurement planning through request drafting, evaluation and contract formation. This will mitigate procurement risk and enhance your and your organization’s reputation in the vendor marketplace.