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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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