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Supplying Principles and Practices > USPS Supplying Practices Process Step 2: Evaluate Sources > Implement Proposal Evaluation Strategy
Implement Proposal Evaluation Strategy
This topic implements the proposal evaluation strategy developed in the
Proposal Evaluation Strategy topic of the Perform Solicitation-Related
Activities task of Process Step 2: Evaluate Sources.
The evaluation of proposals is a two-step process:
• Individual proposal evaluation in relation to the proposal
evaluation factors
• Individual proposal evaluation in relation to the other proposals,
so the relative value of the proposals can be judged
Once the deadline for proposal submission has lapsed, the Proposal
Evaluation Team records the proposals received and reviews each proposal
to determine whether it meets the requirements that the Postal Service
outlined in the RFP. Additional information on the Proposal Evaluation Team
can be found in the Form Proposal Evaluation Team topic of the Perform
Solicitation-Related Activities task of Process Step 2: Evaluate Sources.
The Contracting Officer will question the supplier in regard to a failure to
acknowledge an amendment to the proposal or if the proposal contains a
suspected mistake. Suppliers should be granted the opportunity to address
amendments or correct mistakes if doing so will enhance competition and not
otherwise compromise the integrity of the purchasing process.
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:
• Proposal-specific, which address aspects of a particular purchase
(based on RFP requirements)
• Supplier-specific, which address aspects central to the supplier
being evaluated
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
Process Step 2: Evaluate Sources:
• Product life cycle
• Total cost of ownership (TCO) analysis
• Pareto Principle (80/20 Rule)
• Risk definition template
• Weighted decision matrix
• Cost-realism analysis
• Should-cost analysis
• Site visits
• Supplier financial capability analysis
• Review of item purchase history
• Supplier survey
• Market research (Conduct Market Research and Benchmarking
Analysis topic of the Decide on Make vs. Buy task of Process
Step 1: Identify Needs)
The Proposal Evaluation Team compares the relative value offered by each
proposal to the competition. This comparison of proposals is extremely
important. It must describe the differences between proposals and assess the
value of the differences or the impact the differences will have on the Postal
Service.
The Proposal Evaluation Team scores and ranks the proposals by the value
they offer the Postal Service, using the scoring system selected. The score is
derived from the established proposal evaluation factors and weights. The
selected scoring system should be simple and practical.
The Proposal Evaluation Team presents its findings to the Purchase/SCM
Team in a written report with narrative statements identifying the major
strengths and weaknesses of the various proposals. The report will be used
to help the Purchase/SCM Team conduct discussions and potential
negotiations so that the supplier offering the best value to the Postal Service
is selected.
The Postal Service establishes what it may transmit and discuss with
suppliers. Technical or other information, such as general information that will
not harm the integrity of the purchasing process, may be furnished upon
request. Information may not be furnished to any supplier if, alone or together
with other information, it may afford that supplier an advantage over other
suppliers. The Contracting Officer must ensure that no leveling or technical
transfusion occurs. For additional information on discussions, see the Hold
Discussions topic of the Evaluate Proposals task of Process Step 2:
Evaluate Sources.
Conduct Market Research and Benchmarking Analysis topic, Decide on
Make vs. Buy task, Process Step 1: Identify Needs
Conduct Spend Analysis topic, Develop Sourcing Strategy task, Process
Step 2: Evaluate Sources
Form Proposal Evaluation Team topic, Perform Solicitation-Related Activities
task, Process Step 2: Evaluate Sources
Assess Technology Implications topic, Evaluate Proposals task, Process
Step 2: Evaluate Sources
Perform Risk Analysis on Supplier Proposals topic, Evaluate Proposals task,
Process Step 2: Evaluate Sources
Conduct Price/Cost Analysis topic, Evaluate Proposals task, Process Step 2:
Evaluate Sources
Conduct Supplier Capability (Technical and Financial) Analysis topic,
Evaluate Proposals task, Process Step 2: Evaluate Sources
Hold Discussions topic, Evaluate Proposals task, Process Step 2: Evaluate
Sources
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