Handbook No. 7460.8 REV 2
APPENDIX 8. SAMPLE PROCEDURES FOR EVALUATION COMMITTEES
(FOR AMOUNTS ABOVE THE FEDERAL SMALL PURCHASE THRESHOLD)
This document establishes the procedures for the evaluation review process and shall apply to the
evaluation of all competitive proposals. The evaluation process must be impartial, consistent and
Establishment of an Evaluation Panel
A. A committee will be appointed by the Contracting Officer to evaluate technical proposals in
accordance with a written evaluation plan. The Contracting Officer may serve as a panel
B. A minimum of three persons (or a larger group having an odd number of designated voting
members) must be selected.
C. A designated chairperson shall be responsible for the deliberations of the committee and
other duties as outlined below. The Contracting Officer may serve as Chairperson.
D. Panel members who have a conflict of interest or relationship, financial or otherwise, or that
may be construed as a conflict of interest, must disclose the existence of the conflict and, if
necessary, excuse themselves from the panel.
Establishment of a Written Plan
Prior to the issuance of the RFP, a written plan for evaluating technical and cost proposals should
be established. However, where practical, the evaluation criteria set forth in the RFP can serve as
the written plan for the evaluation.
The evaluation criteria as set forth in the RFP shall be the basis for all evaluations. Factors not
specified in the RFP shall not be considered.
Conduct of Evaluation
Prior to a formal meeting to discuss the proposals and evaluations, the Contracting Officer shall
provide each evaluator with a copy of each qualified proposal, a rating sheet and a nondisclosure
certificate, which must be executed by the panel member and returned to the Chairperson. The
rating sheet will list each evaluation criterion and the weights assigned to it, as reflected in the
RFP. The rating sheets should require the evaluator to assign both an adjectival rating for each
evaluation criterion and a narrative justification to support the ratings given.
The evaluation committee will then meet to discuss the proposals. Initially the proposals should
be compared on an individual basis, separately, against the requirements stated in the RFP, not
analyzed in comparison with each other. During the evaluation, the committee members should
only evaluate the content of the proposals; personal knowledge that is not based on the
proposer's written submission, except for relevant past performance information, should not be
part of the initial technical evaluation.
Handbook No. 7460.8 REV 2
The evaluation committee members will perform the following functions: 1) review all of the
proposals using as the standard the evaluation criteria as set forth in the RFP; 2) meet to discuss
the evaluations, the ratings of each evaluator and the reasons for such ratings; and 3) complete
the ratings sheet including both an adjectival and narrative justifications for each proposal
The chairperson is responsible for collecting the individual rating sheets from each committee
member, preparing a summary rating sheet which reflects an overall adjectival rating for each
rating criterion, and preparing a formal written report to the Contracting Officer regarding the
evaluation committee meeting and discussions (such as the minutes from the evaluation
committee meeting). This written report shall rank the proposers and shall describe how the
scores were determined. The chairperson shall then forward the individual rating sheets, the
summary rating sheet and the written narrative report to the Contracting Officer.
If necessary, negotiations will be conducted with all proposers in the competitive range. The
extent of involvement of committee members in these negotiations will be determined by the
Contracting Officer. These negotiations will be conducted in accordance with applicable agency
Disclosure of Information
The evaluators shall not disclose any information included in any of the proposals (such as the
names and number of proposers or rating scores) to anyone during the solicitation and evaluation
period. Proposers submit proposals in confidence and expect their proposals and proprietary
information contained therein to be protected from disclosure to other proposers or individuals.
At the appropriate time, the Contracting Officer and/or his designee shall discuss information
regarding the solicitation and award.