Procurement for Performance: Request for Proposals (RFPs)

4. Scoring and Evaluating the RFP

2

Evaluation Process

RFP Prioritie

sProposal Narrative Sections Worth

1) Local Goals and Challenges 5%

2) Program element(s) and service delivery

30%

3) Outcomes and Outputs 15%

4) Assessments 15%

5) WIA Performance Measures 5%

6) 12 Month Follow-Up Activities

10%

7) Program Management 5%

8) Budget Narrative and Timeline

15%

Bidder Evaluation

Scoring Criteria

WinningBidders

Developing an Evaluation Process

3

Select winners

Interview top scoring

organizationsSelect evaluators

and score proposals

Review all submitted proposals for minimum

requirements

Develop evaluation process, criteria, scoring guide

Developing an

Evaluation Process

4

Scoring Criteria

1. Minimum requirements review sheet or checklist

2. More detailed worksheet aligned with proposal narrative

3. Summary sheet to summarize scores for each of the sections

Three Scoring Guides:

Developing Scoring Criteria

5

Identify the minimum requirements for proposals, for example:

Submitted by due date One-page summary

included Page limit not

exceeded Budget not exceeded

Step 1:

6 Steps for Developing Scoring Guides

6

Identify Scoring Categories

Local goals/challenges

WIA measures

Program elements/service delivery

12 Month follow-up

Outcomes/outputs

Program management

Assessments Budget narrative and timeline

Step 2:

7

Weight Scoring Categories

Local goals/challenges

5% WIA measures 5%

Program elements/service delivery

30%

12 Month follow-up

10%

Outcomes/outputs

15%

Program management

5%

Assessments 15%

Budget narrative and timeline

15%

Step 3:

8

1. Describes the relationship of the proposed services and activities to local goals

2. Describes how services will lead to long-term outcomes

3. Describes how services incorporate local youth development principles

Local Goals/Challenges:

Develop Criteria for Each Category

Step 4:

9

Scale

Scale Definition

0 Not Addressed

1 Mentioned but not explained

2 Some explanation, few details

3 Some specifics, but still gaps

4 Clearly/thoroughly addressed

Create a Scale

Step 5:

10

Proposal Narrative Scoring Sheet

11

Create a Summary Score Sheet

Step 6:

12

PROPOSAL NA RRAT IVE SCORING SHEET

All proposals meetingtheminimumrequirements will be reviewed against the followingcriteria.

Scale definitions0 Not addressed1 Mentioned but not explained2 Some explanation,but little specific detail or details are inconsistent3 Some specific detail,but still hasgaps4 Clearly and thoroughly addressed

CATEGORY

Local Goals andChallenges (5%)

RATING

0123 4

0123 4

0123 4

CRITERIA

The proposal clearly describes the relationship of the proposed servicesand activities to local goals and challenges.

The proposal describes how proposed services and activities will lead tothe attainment of the county’s long-termworkforce development goals.

The proposal describes how proposed services and activitiesincorporate the local youth development framework and philosophy.

ProgramElement(s)and ServiceDelivery (30%)

0123 4

0123 4

0123 4

0123 4

0123 4

0123 4

0123 4

0123 4

0123 4

0123 4

0123 4

The proposal describes what elements will be provided.

The proposal describes evidenced-based principles and practices usedfor each of elements provided.

The proposal describes the relationship and commitments of otheragencies providingremainingelements and provides evidence ofestablished relationship and commitments of other cooperatingagencies.

The proposal provides evidence that cooperatingagencies have adoptedayouth development approach to service delivery.

The proposal describes how services will be coordinated bycooperatingagencies for programparticipants.

Proposed service delivery and coordination incorporates the fourprinciples of youth development.

The proposal provides evidence of programsuccessconsistingof pastprogramperformance and integration of evidenced-based principles andpractices in programdesign of programsuccess.

The proposal describes target population and number of youthto be served.

The proposal describes programrecruitingand retention methods.Recruitingmethods match characteristicsof target population.

The proposal describes where and how services will be delivered.Proposed location of serviceswill meet the needs of the targetpopulation.

Proposed methods of service delivery provide youth with highexpectations,accountability and structure.

Local Goals and ChallengesTotal

1.

2.

3.

1.

2.

3.

4.

5.

6.

Proposal Narrative Scoring Sheet

13

Summary Score Sheet

14

3 independent readers Train readers Mix readers Conduct evaluation sessions the

same way each day Minimize commentary while

reviewing Make sure readers are qualified

to review

Scoring Guidelines

15

Select chief readerGive readers examples of high

quality and low quality proposalsAsk them to score the proposals

using the scoring criteriaDiscuss until you reach consensus

on the score for each example

Calibrating Process

16

Select chief readerGive readers examples of high

quality and low quality proposalsAsk them to score the proposals

using the scoring criteriaDiscuss until you reach consensus

on the score for each example

Calibrating Process

17

QuizQuiz: Which sections of the

RFP mirror one another?

Submit

A) scoring criteria and weightingB) narrative sections and scoring categoriesC) calibrating and selecting evaluatorD) scale and minimum requirements

Correct! B. Scoring categories typically

map back to the narrative sections of

your RFP.

Correct! B. Scoring categories typically

map back to the narrative sections of

your RFP.

Try againTry again

18

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