Safeguarding the Evaluation Process


This one-day workshop focuses on the Evaluation Process: what do you put in the RFP; how do you structure the Process; what are the best practices; what situations do you avoid.


The workshop is organized into five major sections – each dealing with a different aspect of the Evaluation Process.

Topic 1 – The View from 30,000 ft.

Michael will present an overview of important issues:

  • The RFP Process
  • What fair, open and transparent mean
  • key elements in the Evaluation Process
  • The need for an evaluation process


Topic 2 - The View from 20,000 ft.

Michael will provide insightful information into topics and issues not usually found in texts or workshops dealing with RFPs:

  • How to run a Best and Final Offers process
  • Non-numerical evaluation of costs – an alternative approach
  • Issuing a Draft RFP
  • Using Risk as an evaluation factor
  • Problems with user-developed specifications.


Topic 3 – Cost is always a critical issue

Michael will discuss the following issues:

  • Life cycle costs
  • Using two envelopes
  • Non-numerical evaluations
  • Keeping proposals within budget


Topic 4 – An actual evaluation process: step-by-step

Michael will describe a step-by-step actual evaluation process:

  • Briefing the Evaluation Committee
  • Evaluating Mandatory Requirements
  • The initial review of proposals
  • Obtaining clarifications
  • Scoring the proposals
  • Using Proof of Concept (for software proposals)
  • Establishing life cycle costs
  • Determining the overall scores
  • Utilizing best and final offers
  • Finalizing the recommendation
  • Developing the recommendation memo


Topic 5 – A Trail of Great Documents Intimidates Their Lawyers

There are six documents while can be easily created by a procurement department and which will help ensure that the evaluation process can survive scrutiny by a disgruntled vendor’s lawyers. These documents help structure the RFP process and guide the actions of vendors. These documents demonstrate fairness and transparency. Here are the documents organized chronologically to correspond to the RFP process:


Follow an RFP Road-Map


Specify the Activities of the Evaluation Committee.


Develop a Fairness Plan.


Publish an Evaluation Guide.


Publicize an Effective Debriefing Procedure.


Make Vendors Aware of Your Protest Procedure.


For more information, contact Michael