For projects with significant potential for qualitative or other added value, a scoring system may be used to evaluate the proposals. The scoring system must be carefully developed to reflect the goals of the project and must be approved prior to commencing the procurement. Sufficient communication to potential proponents must occur to notify and inform them that the evaluation system is unique to the project. The evaluation team will score proposals against predetermined criteria, clearly articulated to the proponents in the procurement documents. Under this type of evaluation system it is imperative that:
o The appropriate approvals are obtained in advance of commencing the procurement. The use of a qualitative scoring system must be approved by Treasury Board Committee with the approach approved by the Deputy Ministers' Project Steering Committee and the ADM Project Review Committee (see section 6.8.6 and 6.8.7 for discussion of the committees) The reasons for adopting this type of approach are to be recorded in the project documentation.
o Potential proponents are informed of the evaluation criteria and the change in the province's approach early in the process.
o Proponents are not re-evaluated on qualitative factors already considered at the RFQ stage.
o The evaluation criteria and weighting are provided in the RFP document and the evaluation team uses only the criteria communicated to the proponents.
o Sufficient time must be allowed during the evaluation to ensure the criteria are consistently interpreted and applied.
o Sufficient information on the evaluation should be retained to provide feedback to proponents in accordance with Section 6.26.