UFC 4-214-02
24 July 2003
APPENDIX B
PHASE 2 EVALUATION MANUAL
1.
GENERAL
The purpose of this document is to establish a uniform evaluation procedure for Phase 2 of the solicitation
based on contractually defined criteria.
This process will be an extension of the Phase 1 evaluation
process. The Evaluation Team will evaluate each proposal individually using the qualitative/quantitative
procedures that follow. Each proposal will be reviewed and rated by each of the evaluators. During this
process, discrepancies between evaluations will be discussed and resolved within the team. Following the
completion of the individual evaluations, a consensus evaluation will be derived.
The results of this
consensus evaluation will determine the final overall Phase 2 rating.
2.
EVALUATION PROCEDURES.
a. Security. Each evaluator is responsible for maintaining security of offerors' proposals and Government
evaluation documents. No material is permitted to be removed from the evaluation room during the
evaluation or after completion of the evaluation by the evaluators. The evaluation room will be locked when
not in use. Proposals are not to be discussed outside of the evaluation room.
b. Procurement Integrity and Non-disclosure. Evaluators must sign a non-disclosure statement as required
by the procurement integrity regulations. This also applies to anyone who looks at the proposals, even if not
actually involved in the evaluation process.
c. Written Comments. Written comments are required of each evaluator identifying the strengths and
weaknesses of each proposal on the rating worksheets. These comments are essential to the Contract
Specialist (CS) in preparing the Phase 2 documentation and the debriefing of unsuccessful offerors.
d. Additional Information. Additional information may be needed to complete the evaluation process, or to
assure that all proposals in the competitive range are conforming to the Request for Proposals (RFP). The
Contracting Division will request the information or clarification be provided by the offeror in writing. If the
information necessary is minor or simple to explain, the CS may contact the proposer by telephone to
discuss the questions and receive clarification in a teleconference with all the members of the evaluation
team present. If a telephone conference is utilized, the CS must immediately document all discussions and
validate the information received by a follow on written communication.
e. Prior to beginning the review or evaluation of any of the Offeror's proposals, the evaluators must
familiarize themselves with the solicitation statement of work, proposal submission requirements (Section
00110) and the proposal evaluation criteria (Section 00120).
f. Evaluators shall review and evaluate all proposals independently. No discussion of proposals between
the evaluators shall take place prior to the final consensus discussions.
g. Substitutions for evaluators will not be allowed once the evaluation process has begun. No consensus
sessions may be held unless all evaluators are present as well as the non-evaluating board Chairperson.
h. Identify and Document Proposal Ambiguities and Inadequate Substantiation. Evaluators shall review the
proposals to identify ambiguous language or areas where the Offeror has not provided sufficient information
to allow a quality evaluation and rating to be accomplished. Instances shall immediately be discussed with
the Chairperson for instructions on procedures.
i.
Prior to beginning any review and evaluation, each evaluator shall ensure that he/she has a complete
copy of the Engineering Minimum Technical check results as applicable.
In many instances these
engineering review comments can save time and effort and provide validation for the identified strengths and
weaknesses.
Appendix B Page 1
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