During the RFQ stage, the evaluation of the submissions (other than completeness and financial capacity) will follow these procedures:
o The Evaluation Team will access the already-opened submission or response packages in the evaluation office;
o All the evaluations conducted by the Evaluation Teams will take place in the evaluation office. None of the submissions will be allowed to be taken outside the designated evaluation offices without the express consent of the Project Manager;
o The Evaluation Teams will review all the submissions and document their evaluations in the evaluation score sheets;
o Each Evaluation Team will prepare a preliminary scoring for their aspect of the evaluation. Evaluation Teams will not share their preliminary scoring with the other teams except the Roll-Up Evaluation team;
o The Evaluation Teams will establish their own work schedule provided they complete their work within the overall project schedule;
o The Evaluation Teams will follow the clarification procedures on an as-needed basis;
o The Roll-Up Evaluation Team (which may consist of some of the Evaluation Team leads) will initiate the reference check procedures based on their own progress through the evaluation process and at the request of the other evaluation teams;
o The Roll-Up Evaluation Team will compile the preliminary scorings and validate any apparent inconsistencies between team scorings; and between individual respondent scores and the associated commentary;
o Upon completion of the evaluation, the Roll-Up Evaluation Team will summarize its findings in a report format for submission to the Project Manager. This report will include briefing and presentation materials to the Evaluation Committee. The report will append the complete detailed evaluation score sheets. The Roll-Up Evaluation Team will verify with the chairs of the other teams that the summary accurately reflects the consensus of that team;
o The Project Manager, the Roll-Up Evaluation Team and chairs of the other Evaluation Teams will brief the Deputy Ministers' Project Steering Committee on their findings; and
o Members of the Roll-Up Evaluation Team and Chairs of the other Evaluation Teams may be asked to attend the respondent presentations to the Deputy Ministers' Project Steering Committee as advisors to the selectors.