Contracts Management Guide - Texas Comptroller of Public Accounts

Appendix 5
Evaluation Team Guidelines
Purchaser Responsibilities
Note: This procedure is provided for use as a general guideline for agencies use and may be customized to
meet individual agency needs. Agencies should determine their own internal policies and procedures in
regard to evaluation teams.
Prior to the Evaluation Team meeting:
� Establish date and time for the team to meet. This should be done within one (1) week of publishing bids.
Reserve adequate size conference room or ensure that program has done so. Review responses to ensure all
responses are responsive (meet minimum requirements and provide all required information).
� Prepare sufficient copies of the technical evaluation matrix for each team member (depending on the number of
responses received).
� Assemble copies of all responses for each team member. Remove pricing information as the scores for pricing
are calculated by the Purchasing Department and are not typically provided to the evaluators.
Evaluation Team Meeting:
� Hand out evaluation packages to each member. Package includes:
• Evaluation Team Briefing document (see attached).
• Copy of the RFP and any addenda. Members should already be familiar with these documents prior to the
meeting.
• Copy of all responsive proposals received.
• Evaluation Matrix (appropriate number of copies – depending on the number of responses received).
• Non-Disclosure Statement (2 copies for each member)
• Pencils
� Review briefing document with team. (see attached)
� Collect signed non-disclosure statements. Team members each keep a copy for their records and as a reminder
of their responsibilities.
� Review the evaluation matrix to ensure team understands how the matrix works and how the proposals will be
evaluated. Explain the scoring process.
� Advise members that evaluations are subject to the Open Records Act and thus should be aware of information
that is written on the matrix. However, it is helpful in the de-briefing process if the evaluators write in the
comment section – especially if the score is unusually low or high. This allows respondents to know where their
strengths and weaknesses are so they can improve on future proposals.
� Generally, a Purchasing Department representative (typically the purchaser) remains during the meeting to
answer any questions which may arise and to ensure proper procedures are followed. Sometimes, due to time
constraints, remote location of team members or other circumstances, it is not possible for all members to be
together for the evaluation. However, this is the preferred method.
� Scores are not divulged between team members. Members may ask questions if they are unable to find
information, do not understand information in a proposal or require the technical assistance of other members.
� After the technical evaluations are completed, all evaluation matrices are turned into the Purchasing
Department.
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