In cases where an RFEI is used, the evaluation procedure will differ from that of evaluating an RFQ. When an RFEI has been used, the local government's project team may wish to hold meetings with potential partners who have submitted an expression of interest. The main reason behind these meetings is to bring all information forward, enabling the draft of a detailed RFP. Following these meetings, potential partners may all be allowed to respond to an RFP. Conversely, the local government may choose to use evaluation criteria to screen the submissions to the RFP and only permit a select few potential partners to respond to the RFP.
• Criteria
Generally, if an RFQ has been used, the local government has a detailed understanding of the goals that need to be achieved in the project. Once the RFQs have been received, the project team may use its established criteria to begin evaluating the proposals.
• Process and decision making
Perhaps the simplest part of the decision-making process is ensuring the potential partners have included all mandatory requirements listed in the Request for Qualifications. If the submission does not contain all elements, it may be disqualified in this first phase. The project team may also decide to contact the potential partner to ask why a requirement was omitted. When this courtesy is extended to one submission, it should be extended to all in the interest of fairness.
In the second phase, all submissions can be ranked on the pass or fail questions such as financial stability. If the submission fails any of these tests, it may be disqualified.
The proposals that have not been disqualified in the first two phases will be evaluated by the criteria set out in the RFQ or RFEI. Members of the project team may score the projects individually, then aggregate the scores, or they may score each project together by consensus.
As set out in the RFEI or RFQ, a specific number of the highest ranked submissions will be shortlisted to receive a Request for Proposals.
As a matter of courtesy to potential partners eliminated in the RFEI or RFQ process, meetings with unsuccessful proponents should be held on request to discuss why they were not shortlisted. This session is important as it provides access and answers to questions for unsuccessful applicants, as well as providing them with a better understanding of the process for the next time the local government issues a RFEI or RFQ. It will also improve the quality of submissions received by the local government in the future as more participants will have a greater understanding of the process and its requirements.