PROCESS & ARCHITECTURE
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EFFECT OF THE ARCHITECTURE ON EVALUATORS

The architecture also helps the agencies assess the strengths and weaknesses of evaluators, and has helped identify evaluators who require additional training as well as those who may need to be removed from future consideration as an evaluator.

From the evaluator’s point of view the system provides evaluators the ability to enter their evaluation on-line. The software guides each evaluator through an organized set of on-line forms with pre-defined evaluation criteria and standards. Evaluators have access to the relevant sections of the RFP that was issued for the project without having to revert to a paper copy of the RFP. Evaluators can record strengths, weaknesses, deficiencies, and statements regarding their rating of each evaluation criteria.

The use of this system has helped provide a more objective evaluation process by having the evaluators complete the evaluation with no knowledge of the scoring formulas, and by asking for comments in relation to each rating they assign. When all of the evaluators assigned to a project have completed their evaluations, rating scores and comments are automatically consolidated into a detailed summary report that is used during a caucus meeting to develop a short list of the best proposals for further consideration. The short listed firms are normally invited to make formal oral presentations. After each oral presentation is completed, evaluators log back onto the system to score and provide comments on the oral presentation. At this time the evaluators also complete the Risk Assessment of each of the short-listed proposals. The exact process can custom tailored through the configurator.

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