OK, so we released your RFTOP and now you have proposals to evaluate. The Federal Acquisition Regulations (FAR) tell us that: “The contracting officer must document in the contract file the rationale for placement and price of each order.” This guide will help you structure your award recommendation to the Contracting Officer (CO).
Stick to the Evaluation Factors Stated in the RFTOP
Before reading the proposals, reread the evaluation factors and then specifically
evaluate/score each proposal on each factor. Comment on the strengths and
weaknesses of each proposal. If you listed points or other scoring factors,
use the system listed.
Evaluate Every Proposal
Compare each firm to the evaluation factors not to the previous proposals.
Evaluate Technical Factors First
It is a good idea to first assess the technical (non-price) merits of each
proposal and develop a initial ranking based only on technical scores.
Evaluate Price
If price was listed as an evaluation factor, now include the price scores
and develop a new ranking based on total scores. Is there a clear choice?
Are discussions with some of the firms advisable or necessary? If so, your
CO can initiate negotiations.
Address Price Premium
If you listed other evaluation factors, you are not required to select the
firm with the lowest price. You are however expected to select the proposal
that represents the best value to the government. It is entirely appropriate
to pay more money for a superior product or service. We just need to document
why the selected source is superior and state that we think it is worth
the additional cost. You will be describing why the selected proposal represents
the best value available to the government. Try to be specific.
Step Back and Look at the Big Picture
Reconsider the proposals in total. Are you making the best recommendation?
Your recommendation will be a summary memo to the CO with your worksheets
attached. It may help if you set up a grid with the firms listed vertically
and the evaluation factors listed horizontally. List the prices and comment
on the price of the winning firm