Section M. Evaluation Factors for Award
The purpose of a solicitation document is to communicate the Government’s need to prospective offerors in such a way that facilitates efficient and fair competition.
Evaluation criteria are the factors an agency uses to determine the proposal that offers the best value to the Government. For effective evaluation, the factors must be clearly identified and prioritized in order of importance in meeting the buying agency's need. Evaluation factors should be limited to areas that reveal substantive differences or risk levels. Essential elements of Section M include:
Cost is always a factor in source selection.
Evaluation factors are established at the discretion of the SSA, but always include cost and quality (see FAR 15.304-c). Quality is usually evaluated with technical, management or past performance criteria. Subject to certain limitations and thresholds, past performance and participation of small disadvantaged business concerns is also evaluated. Section M factors might include:
In sealed bidding, the evaluation criteria are limited to price and price-related factors.
REVIEW ACTIONS
When reading Section M, look for the evaluation process, scoring method, score weighting, past performance approach, and “best value” terminology. You should also reconcile your win strategy with the evaluation criteria to ensure your proposal has the right focus.
Section M should always be read in conjunction with Section L and SOW/PWS. Look for passages that parrot back parts of Section L or SOW/PSW. Direct copy of RFP information into Section M makes it difficult to know what is valuable to the evaluator and to understand how you will be evaluated.
If the RFP is well coordinated, Sections L, M and C should easily align and the required organization of the proposal will be clear. If you have the opportunity to comment at DRFP, bring the following to the Government’s attention:
SUCCESS TIP
Section M lists the factors the Government uses to compare each bid and the relative importance or weighting of evaluation criteria. Understanding the weighting attached to each criterion will help you decide on page allocation for major topics.
The Government has gotten better about releasing RFPs where Sections L and M line up. However, you must still map Section M to your Section L driven proposal outline. This step may require the addition of sub topics to account for all requirements in Section M. Further, compare the scope of work (Section C and possibly Section J deliverables) with the evaluation factors to make sure you don’t miss anything. Add any missing subtopics to your Section L driven proposal outline.
SUBMISSION ACTION
Evaluation factors will tell you if the buyer is more interested in price, technical capability, or something else. Write the proposal with a focus on the factors the buyer considers valuable.
To help ensure your proposal addresses all the elements of Sections L, M, C, and H, consider preparing a cross-reference matrix that identifies where each requirement is addressed in your proposal.
WARNING
Review the factors carefully and identify any areas where your company would be deficient. If possible, correct the problem prior to proposal submission, others it may be in your best interest to no bid the solicitation.
The Government specifically lays out organization instructions in Section L. Don’t fall into the trap of trying to organize your proposal around Section M evaluation factors. You will annoy the clerk who has to do the first gate compliance review. You will also annoy the evaluator whose evaluation checklist maybe structure directly from Section L. Once you have prepared your Section L driven proposal outline, insert additional subtopics and requirements included in Section M. Make certain that the proposal management team agrees on the outline at kick-off or very shortly after.
Evaluation criteria are the factors an agency uses to determine the proposal that offers the best value to the Government. For effective evaluation, the factors must be clearly identified and prioritized in order of importance in meeting the buying agency's need. Evaluation factors should be limited to areas that reveal substantive differences or risk levels. Essential elements of Section M include:
- Identification of the evaluation method that results in the best value to the Government: 1) Tradeoff allows for consideration of trade-offs between cost or price and both non-cost factors, or 2) Lowest price, technically acceptable (LPTA), awarded to the offeror whose price is lowest among all proposals that were deemed to be technically acceptable. Technical acceptability is defined as an offeror's technical capability to meet ALL requirements outlined in the SOW/PWS
- Ranking or weighting of relative importance of each evaluation factor
- Evaluation criteria consisting of factors and subfactors with corresponding definitions by color/adjectival rating
- Cost reasonableness
Cost is always a factor in source selection.
Evaluation factors are established at the discretion of the SSA, but always include cost and quality (see FAR 15.304-c). Quality is usually evaluated with technical, management or past performance criteria. Subject to certain limitations and thresholds, past performance and participation of small disadvantaged business concerns is also evaluated. Section M factors might include:
- Technical Capability/Approach
- Management Approach
- Key personnel/Staffing/Resumes
- Transition Plan
- Past performance and/or Corporate Experience
- Quality
- Security
- Cost/Price
In sealed bidding, the evaluation criteria are limited to price and price-related factors.
REVIEW ACTIONS
When reading Section M, look for the evaluation process, scoring method, score weighting, past performance approach, and “best value” terminology. You should also reconcile your win strategy with the evaluation criteria to ensure your proposal has the right focus.
Section M should always be read in conjunction with Section L and SOW/PWS. Look for passages that parrot back parts of Section L or SOW/PSW. Direct copy of RFP information into Section M makes it difficult to know what is valuable to the evaluator and to understand how you will be evaluated.
If the RFP is well coordinated, Sections L, M and C should easily align and the required organization of the proposal will be clear. If you have the opportunity to comment at DRFP, bring the following to the Government’s attention:
- Misalignment of Section L, M, and C
- Overly detailed evaluation criteria or descriptions that are confusing and not written in plain English
- Critical program objectives not reflected in the evaluation criteria
SUCCESS TIP
Section M lists the factors the Government uses to compare each bid and the relative importance or weighting of evaluation criteria. Understanding the weighting attached to each criterion will help you decide on page allocation for major topics.
The Government has gotten better about releasing RFPs where Sections L and M line up. However, you must still map Section M to your Section L driven proposal outline. This step may require the addition of sub topics to account for all requirements in Section M. Further, compare the scope of work (Section C and possibly Section J deliverables) with the evaluation factors to make sure you don’t miss anything. Add any missing subtopics to your Section L driven proposal outline.
SUBMISSION ACTION
Evaluation factors will tell you if the buyer is more interested in price, technical capability, or something else. Write the proposal with a focus on the factors the buyer considers valuable.
To help ensure your proposal addresses all the elements of Sections L, M, C, and H, consider preparing a cross-reference matrix that identifies where each requirement is addressed in your proposal.
WARNING
Review the factors carefully and identify any areas where your company would be deficient. If possible, correct the problem prior to proposal submission, others it may be in your best interest to no bid the solicitation.
The Government specifically lays out organization instructions in Section L. Don’t fall into the trap of trying to organize your proposal around Section M evaluation factors. You will annoy the clerk who has to do the first gate compliance review. You will also annoy the evaluator whose evaluation checklist maybe structure directly from Section L. Once you have prepared your Section L driven proposal outline, insert additional subtopics and requirements included in Section M. Make certain that the proposal management team agrees on the outline at kick-off or very shortly after.
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