By Lourdes Coss, MPA, NIGP-CPP, CPPO
Procurement evaluations are at the heart of public sector decision-making. Whether you’re selecting a vendor for a major infrastructure project or acquiring a new technology platform, the evaluation process determines how public funds are spent—and whether your organization gets the value it deserves.
But too often, evaluations are treated like checklist exercises. Evaluators skim through proposals, tally up points, and move on.
This approach may meet the minimum standard, but it misses the mark on strategy, innovation, and accountability.
To deliver better outcomes, procurement professionals must evolve their evaluation practices from transactional scoring to thoughtful, criteria-driven decision-making.
The Problem with “Check-the-Box” Evaluations
When evaluations rely solely on rigid templates and numeric scores, several problems can arise:
- Subjectivity gets masked by false objectivity. Numeric scoring gives the illusion of fairness but doesn’t eliminate bias unless criteria are clear, measurable, and well understood.
- Proposals are judged on form, not substance. Vendors that know how to “write to the rubric” often outscore more capable providers who are less experienced in public proposals.
- The best value is overlooked. A supplier offering innovative, long-term solutions may lose to one offering the lowest cost in the short term.
Elevating the Evaluation Process: Key Strategies
To improve the quality and credibility of your evaluations, consider the following practices:
1. Define Clear, Outcome-Focused Criteria
Move beyond generic criteria like “experience” or “understanding of scope.” Instead, ask:
What specific qualifications will ensure project success? What evidence of understanding are we looking for?
Good evaluation criteria are:
- Specific and measurable
- Aligned with project goals
- Weighted to reflect what matters most
2. Train Your Evaluators
Even experienced staff need guidance. Conduct evaluator briefings that cover:
- The purpose of each criterion
- Common biases to avoid
- How to document justification for scores
Training creates consistency and defensibility.
3. Use Consensus Scoring
Instead of averaging individual scores, facilitate a consensus session where evaluators discuss differences and agree on a final score. This method:
- Improves understanding of proposals
- Surfaces concerns that may otherwise be missed
- Encourages deeper engagement with the evaluation process
4. Incorporate Performance History and References
Use past performance as a data point—not just letters of recommendation. Create structured reference questions and evaluate consistency in vendor delivery.
5. Balance Cost and Quality
When using best value or tradeoff methods, ensure cost is not overweighted unless it’s justified. A slightly higher cost may yield better long-term results through reduced risk or greater innovation.
Procurement as a Strategic Partner
Procurement professionals should be facilitators of value-based decisions, not just scorekeepers. By designing better evaluation tools and processes, we help our organizations select suppliers who are not only compliant—but capable, creative, and aligned with our mission.
Final Thought
An RFP may be well-written, but the value lies in how it’s evaluated. If we want to elevate public procurement, we must treat evaluations as the strategic, thoughtful, and high-impact process they truly are.
It’s time to go beyond the checklist—and toward better decisions for the communities we serve.
Procurement Transformation 