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CHAPTER XII: RECENT ACQUISITION REFORM INITIATIVES
PART C: ELECTRONIC PROPOSAL EVALUATION PROCESS
Purpose: The "paperless" Electronic Proposal Evaluation System was developed for Navy Acquisition Teams by
the Source Selection Office (AIR-4.10C) to aid in the evaluation of proposals while eliminating the volumes of
paper which were by-products of the traditional evaluation process.
Background: In response to the successful use of a "paperless" procurement for the Joint Strike Fighter
Technology (JSF), NAVAIR has implemented a similar process for all future major and less-than-major formal
source selections. Although similar to the JAST system, the AIR-4.10C system follows the formal source selection
process that NAVAIR practices and was developed by computerizing the paper evaluation process. This is a
significant expansion on the version used for the JAST Program Broad Area Announcement (BAA) evaluations.
Discussion: The system is comprised of hardware and specially tailored software that are combined to receive and
review offeror's proposals in a totally paperless process, while maintaining all the discipline and fidelity of the
current NAVAIR system. This system accommodates up to SECRET material for review during the evaluation
process. A closed LAN computer system that facilitates a "paperless" source selection has been established at a
NAVAIR evaluation site. The hardware for the work stations consists of thirty personal computers connected to a
primary and a backup server in an Advanced Windows NT network environment with shareable file structures
containing access controls established via passwords. All evaluation efforts, including evaluation worksheets,
summary worksheets, and the building of source selection briefing materials, will be conducted "on-line" using the
network. The system can accommodate either floppy disk or CD/ROM formats and will have redundant backup
systems for archival and recovery, if required.
Most formal source selections have, as a minimum, a four team structure: Technical, Cost, Integrated
Logistics Support and Management; with support from Contracts, Legal Counsel and AIR-4.10C. The server and
back-up server have sufficient storage capacity to handle multiple proposals and be able to handle multiple
evaluation personnel working simultaneously. the system is able to use software presently in use on the NAVAIR
network, i.e. Word, Powerpoint and Excel from Microsoft, in addition to the "evaluation" software being produced
by NAWC. It allows all proposals to be read on a computer screen, with the capability to simultaneously call up
forms to prepare evaluations, questions to Offerors, and briefing slides. A network administrator is required.
The evaluation process is patterned after the existing NAVAIR evaluation process and team structure with
SSEB, SSAC, SSA, designated Team Leaders, Sub-team Leaders, and Evaluators. The worksheets, which are
completed by the Evaluators, serve as the inputs to the summary worksheets that are then forwarded up the line for
review and approval. The system produces Evaluation Notices (ENs) which, when approved, are sent to the
contractors if discussions are initiated. All files are archived for future use as required.
The computer equipment and software have been installed so that each user can perform all evaluations at
their workstations, virtually free of paper. Each workstation supports the concurrent use of the worksheet software
and the supporting Offeror's documents, so that the user can switch readily from one to another.
The individual workstations are connected to each other via a local area computer network. This enables
information to be shared amongst users as appropriate. It also allows for "chatting" from station to station for the
exchange of messages and other forms of text.
The security aspects of having classified material on the network represent a significant requirement of the
system. The system is designed to handle technical proposals received that are classified as high as SECRET.
Problems: To use a "paperless" system for electronic proposal evaluation requires the accomplishment of an
increased volume of "up front" work. The evaluation criteria and Proposal Instructions of the RFP must be
carefully integrated, as they will become the basis for inputs for setting up the electronic evaluation. Extraordinary
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