A&e Standards And Procedures For Initial And Final Evaluation/scoring Page 7
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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
1.
In order to ensure an objective scoring process, the Committee Chairperson will
instruct the members on how to use the Suggested Scoring System. This can be
accomplished by meeting with committee members. This will ensure that all members
are evaluating Consultants based on a common understanding of the evaluation
factors. A discussion of each evaluation factor/criterion on the score sheet may be
necessary as well.
2.
If there is a tie after individual scores are tallied and rank-ordered, the panel (as one
entity) will discuss the strengths and weaknesses of each tied consultant’s interview.
Afterwards, the panel (as one entity) will prepare a tie-breaking consensus score sheet
(form ADM 2028a CONSENSUS or form ADM 2028b CONSENSUS) for each tied
consultant in the rank that was tied. The panel will be instructed not to have a tie in
the tie-breaking consensus score sheets. The tie-breaking consensus score sheets
will be compared to break the tie.
3.
The final score sheets for each Consultant firm will have committee members named
and by their signatures, shall certify that he/she has performed an evaluation of each
consultant, and (if applicable) is in agreement with the consensus scoring. In addition,
he/she certifies that he/she has not engaged in discussions within the past year with
each consultant regarding their future employment.
4.
Committee members shall consider the following for final scoring:
Did the Consultant’s team answer the committee’s questions?
Did the Consultant’s presentation support the information provided in the SOQ?
Be objective.
Do not deviate from criteria of the score sheet.
All relevant experience will be considered equally. Caltrans experience will not be
given more weight in the evaluation process.
All scores will be checked for accuracy by the Chair before tabulating ranked
scores for final outcome.
5.
Complete and sign score sheets in ink.
GUIDELINES FOR DEBRIEFING THE CONSULTANT
The Debriefer will be identified on the Selection Committee memo (Kform 50). The Debriefer
can be the Contract Manager or another committee member who has been designated by the
District. Debriefing may only be conducted by a member of the committee. At the conclusion
of the award process (contracts fully executed and distributed), the Consultant(s) requesting
debriefing may then be debriefed in person or via teleconference (at the consultant request).
The DPAC Analyst will provide a memo to the Consultants and the Debriefer to announce the
debriefing period allowed.
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