unit 6 “reviewing the contractors’ proposals”

NWPP Multiple-Award Technical Support Contract (eff. 08/2005)

Unit 6

Unit 6

“Reviewing the Contractors’ Proposals”


Unit 62

Unit 6 - “Reviewing the Contractors’ Proposals”

• Transmit proposals to TOM. . . . . . . . . . . . . . . . . . . . . . .CO

• Convene the Review Panel . . . . . . . . . . . . . . . . . . . . .TOM

• Develop Consensus on Scoring of Proposals . . . . . . .TOM

• Transmit Consensus Score to CO. . . . . . . . . . . . . . . . TOM

• Review of Scores for Technical & Cost Portions of all proposals . . . . . . . . . . . . . . . . . . . . . . . . . .TOM & CO

Roles and Responsibilities


Unit 63


• At the close of the solicitation (generally 10 business days after the solicitation was announced), the CO will forward to the TOM copies of the Technical Proposals received from those vendors who responded to the solicitation.

• The CO’s transmittal of proposals to the TOM generally will take the form of an email.

Transmit proposals to TOM (1)


Unit 64

• The Technical Proposals are contained as electronic attachments.

Here is an example of an email

from the CO to the TOM.


Unit 65

• It is important to note:

– The proposals which are transmitted by the CO are the formal documents which must be reviewed by the TOM.

– In some cases, one or more of the vendors may have furnished directly to the TOM copies of proposals during the Solicitation Phase.




Unit 66

• It is important to note:

– It is the TOM’s responsibility to ensure any proposals received directly from vendors match the versions received from the CO.

– In all cases the copies of proposals transmitted by the CO represent the bids-of-record.




Unit 67


• Once the proposals are received, the Review Panel members will review the proposals according to the criteria which were specified in Item 6 on the Work Plan Review checklist.

Convene the Review Panel


Unit 68

• The Review Panel members will also review the proposals according to the TEC Factors which were provided in the original Task Order package.


Develop Consensus on Scoring (1)


Unit 69

The category checked in Item 6 of the Work Plan Review Checklist matches the heading on the TEC sheet.


Unit 610

• The Review Panel will develop a consensus on a SINGLE SCORE for each vendor proposal.

• The size of the Review Panel is not restrictive. It can consist solely of the TOM or up to as many as five reviewers.

Vendor 1 Vendor 2 Vendor 3 Vendor 4

Reviewer 1 95 88 91 97

Reviewer 2 55 95 89 79

Reviewer 3 76 96 55 85

Reviewer 4 62 85 49 89

Consensus 67 91 66 88


Develop Consensus on Scoring (2)


Unit 611


• The TOM will provide the consensus scores and narrative comments supporting the score (i.e. strengths and weaknesses) to the CO in an email (as shown above).

Transmit Consensus Score to CO

Email to Contracting Officers at CPOD:Attached is the consensus scoring from the Task Order Review Panel which was formed for solicitation 2005-087.Thanks, Task Order Manager


Unit 612


• When the Technical Review Panel has arrived at the consensus scores and has transmitted them to the CO, the Cost portion of each vendor’s proposal will then be shared with the TOM.

• The TOM will then come to closure with the CO on the successful bidder based upon the declared selection criteria (i.e. Cost > Technical; Technical > Cost; Technical = Cost, etc.)

Review of Scores for Technical & Cost Portions of all Proposals


Unit 613

• Upon issuance of the Task Order, one copy of the successful proposal shall be retained in the TOM’s File-of-Record. The TOM shall shred paper copies (and delete electronic files) of all the other proposals.


Issuance of the Task Order


Unit 614

Unit 6 - “Reviewing the Contractor’s Proposals”

Q: If I am a TOM and one of the vendors calls me to ask about the review of proposals and the final ranking, what should I tell them?

A: No members of the review panel should discuss any details related to the review of proposals with any of the vendors. Any communications from the vendors should be forwarded to the CO for a response.

FAQ’s


Unit 615

If you have a question about the information in this unit please click the link below to send an email to the Project Officer.

Unit 6 - “Reviewing the Contractor’s Proposals”

FAQ’s

[email protected]

mailto:[email protected]

unit 6 “reviewing the contractors’ proposals”

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