Best Practices for Government RFT Bid Scoring by Evaluation Committees

Introduction

Government procurement relies on transparent and structured measures when selecting suppliers through Requests for Tender (RFT). A critical component of this process is the consistent scoring of bids by evaluation committees. This article outlines accepted best practices for RFT bid scoring, helping committees ensure decisions are fair, auditable, and defendable.

What Is RFT Bid Scoring?

RFT bid scoring is the formal evaluation of submitted tenders against pre-established criteria. Typically performed by an evaluation committee, the scoring process ensures each bid is assessed objectively according to the requirements and weightings stated in the public tender documentation. This practice is essential for maintaining public trust and achieving value for money.

Key Principles in Government Bid Scoring

• Transparency: Scoring methods and criteria must be published in advance and followed consistently.
• Objectivity: All committee members must avoid bias, using only the documented criteria.
• Defensibility: The final decision should stand up to audit, review, or challenge based on clear records.
• Confidentiality: Bids must be reviewed in secure environments to protect sensitive supplier information.

Step-by-Step Process for Committee Scoring

1. Formation of the Evaluation Committee
   Ensure a diverse committee representing all necessary disciplines, such as procurement, technical, and finance.
2. Disclosure of Scoring Criteria
   Before evaluation, review the published RFT documents to confirm the scoring matrix and weightings.
3. Training and Conflict Checks
   All members should be briefed on evaluation best practices and required to declare potential conflicts of interest upfront.
4. Independent Scoring
   Each member scores submissions independently using the prescribed evaluation sheets.
5. Consensus Meeting
   The committee convenes to discuss scores. Disparities are reviewed and, if necessary, adjusted by mutual agreement with documented rationale.
6. Aggregation
   Scores are tallied according to the weighting rules. The total scores are used to rank bidders.
7. Final Documentation
   All evaluation records are compiled to create a clear audit trail for future reference or challenge.

Example of a Scoring Matrix

Best Practices for Scoring RFT Bids

• Pre-Evaluation Consensus: Understand how to interpret the criteria and scoring scale before any bid is reviewed. Clarify definitions of scoring terms (e.g., ‘Excellent’, ‘Meets Requirement’, ‘Below Standard’).
• Score Consistently: Address potential ambiguity by referring back to the scoring guide for each assessment. Maintain discipline across all committee members.
• Document All Scores: Record not just the scores but also short rationales for how each rating was decided. This will provide a clear justification for all decisions.
• Minimize Groupthink Risks: Initial independent scoring helps reduce undue influence from dominant personalities on the committee.
• Use Weighted Scoring Models: Apply pre-assigned weightings faithfully when calculating aggregate totals.
• Address Conflicts of Interest Promptly: Remove or replace any member with disclosed conflicts to protect the integrity of the process.

Common Mistakes in RFT Bid Scoring

• Inconsistent Application of Criteria: Changing interpretations or moving goalposts during evaluation may lead to fairness concerns and challenges.
• Inadequate Documentation: Failing to give reasons for scores can make decisions difficult to defend during an audit or dispute.
• Allowing Unconscious Bias: Committee members should be aware of potential personal or institutional bias.
• Shortcutting Independent Review: Skipping the individual scoring stage may allow group influence to dilute robust analysis.
• Overlooking Mandatory Requirements: Bids that do not meet mandatory thresholds should be identified early and excluded according to policy.

Checklist for Evaluation Committees

Use the following checklist for each RFT evaluation:

• Confirm committee composition is multidisciplinary and free of conflicts
• Review and agree on criteria, weightings, and scoring definitions
• Undertake individual reviews using approved evaluation sheets
• Hold a consensus meeting to reconcile scores and document rationale
• Calculate weighted totals and ensure audit-ready documentation

For more on preparing your team or organization for public sector bidding, see our Vendor Readiness Checklist.

Conclusion and Next Steps

RFT bid scoring requires careful planning, implementation, and documentation. Following proven best practices protects committee decisions and upholds public confidence in procurement. For vendors or evaluation committee members seeking additional support, consider registering with PCANA for training and access to additional tools. Register with PCANA to begin or strengthen your involvement in government procurement processes.