A&e Standards And Procedures For Initial And Final Evaluation/scoring Page 5
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31Division of Procurement and Contracts (DPAC)
A&E Standards and Procedures for Scoring Initial and Final Evaluation
Revised 4/16/12
GENERAL GUIDELINES FOR SCORING INITIAL EVALUATION
The Scoring process begins with the initial evaluation of the SOQs. The purpose of the initial
evaluation is to evaluate all SOQs in detail to determine which Consultants will be short-listed
and continue to the next phase of the process – the formal interview. Form ADM-2027 and
Suggested Scoring System are used to record consultant scores and ranks during the initial
evaluation process.
Each voting member will perform individual evaluations on each SOQ. Refer to applicable
steps in the
Architectural and Engineering Contract Process Workflow
for scoring and ranking
procedures/responsibilities.
The Contract Manager and the Consultant Selection Committee will determine the number of
firms to be interviewed (also known as short-listed). DPAC may provide assistance during
this process. Some items for consideration are:
1) A minimum of three firms shall be interviewed, pursuant to G.C. 4525, et seq.
2) If the fourth-ranked firm were a UDBE, DBE, DVBE, or SBE firm, it would be appropriate
to interview that firm as well
3) (OPTIONAL) If there is a tie after individual scores are tallied and ranked, the panel (as
one entity) will discuss the strengths and weaknesses of each tied consultant’s SOQ.
Afterwards, the panel (as one entity) will prepare a tie-breaking consensus score sheet (form
ADM 2027 CONSENSUS) for each tied consultant.* The panel will be instructed not to have
a tie in the the tie-breaking consensus scores. However, if a tie still exists and the panel
members do not reach a consensus, the tied firms may be short-listed. The tie-breaking
consensus score sheets will be utilized as the official file copies. The earlier copies of score
sheets that reflected tie scores will be retained in the contract file as backup documentation.
* If firms are tied, or close in ranking, it is recommended that these firms also be interviewed.
1.
Committee members shall adhere to the following evaluation process for initial scoring:
(a)
Read each SOQ in its entirety.
(b)
Evaluations must follow the requirements established in the RFQ and
SOQ
Submittal
Instructions. It is therefore essential that all committee members read
and understand the RFQ and
SOQ Submittal
Instructions.
(c)
Do not add, subtract or change any evaluation factors on the score sheet.
(d)
For each evaluation factor you will weigh and document Consultants’ abilities,
significant weaknesses, and missing information (deficiencies) as related in the
SOQs. Deficiencies may include the lack of qualified personnel required by the
scope of work.
(e)
Focus on essential information related to scoring criteria; be clear and concise
in documentation to support your scores. This will be of great importance for
debriefing Consultants who want to know how to improve and do business with
the Department.
(f)
Evaluate the merit of each SOQ.
Page 3 of 7
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