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The proposal evaluation team analyzes the individual proposal’s strengths, weaknesses, and risks and documents conclusions reached regarding the proposal. This narrative is prepared simultaneously with the scoring of the proposal. The proposal evaluation team must provide its rationale for a particular supplier’s score and must arrive at a consensus decision for each proposal as soon as possible after review and evaluation.
The proposal evaluation team evaluates the proposals using the proposal evaluation factors as the basis for the evaluation. There are two types of proposal evaluation factors:
The proposal evaluation factors represent the elements of the purchase critical to its success, and they are tailored to, and consistent with, the purchase. The appropriateness and proper weighting of proposal-specific factors are essential to effective performance evaluation. The number of proposal evaluation factors is intentionally limited so evaluation scores are not leveled by insignificant factors. The proposal evaluation factors may comprise:
- Supplier’s understanding of the requirement.
- Supplier’s superiority of technical approach.
- Supplier’s cost or price of proposal.
- Supplier’s assumptions.
- Supplier’s managerial and organizational descriptions (including, where appropriate, its subcontractor plans).
- Supplier’s personnel and resources available for the project.
- Supplier’s delivery and scheduling.
- Supplier’s experience (i.e., relevant past performance) and capabilities (includes scope of services, maintenance, ability/experience of supplier’s organization with similar agreements, customer liaison).
- Supplier’s financial information.
- Other supplier information, such as information attained in a supplier survey that contains referral list of customers, number of employees, credit references, and compliance violation history (if any).
The following methods and tools are used to perform proposal evaluations; they are used throughout the topics of the Evaluate Proposals task of USPS Supplying Practices Process Step 2: Evaluate Sources:
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