Evaluation and award

After bids close, the real work begins. This is where you assess what suppliers have submitted, apply your evaluation criteria exactly as written in the solicitation, and ultimately select a contractor. Get it wrong here and you're looking at complaints, delays, and potential legal challenges.

How It Works

The Supply Manual is clear on this: bid evaluation determines the best responsive bid according to the evaluation and selection methodology specified in your solicitation document (Chapter 5, Section 5.5). First, you check whether bids meet mandatory criteria—things like financial requirements, technical specifications, and contractual terms. A bid fails any mandatory criterion? It's out. No exceptions, no second chances.

Once you've identified compliant bids, you move to rated criteria if your solicitation includes them. Here's where evaluators assess technical merits based on the point system you established upfront. Section 5.35 of the Supply Manual requires that evaluations follow the procedures stipulated in your bid solicitation exactly. You can't introduce new criteria or weight things differently just because you didn't like the results. Treasury Board Contracting Policy (section 10.7.27) reinforces this—evaluation criteria must be applied equally to all bidders.

Documentation matters more than most procurement officers realize. Section 5.35.e explicitly requires that all documents pertaining to bid evaluation must be retained—evaluation notes, scoring sheets, consensus meeting records, communications between evaluators. Everything goes on the procurement file. PSPC's procurement practice reviews consistently flag inadequate documentation as a compliance issue. If it's not documented, it didn't happen.

Key Considerations

• Evaluation plans before bids close: You need your evaluation plan and instructions to evaluators ready before the closing date. Waiting until after bids arrive to figure out how you'll score them invites bias and inconsistency.

• The team needs training: Not everyone who'll sit on your evaluation committee understands procurement rules. Walking technical evaluators through their obligations—scoring independently, documenting their rationale, avoiding contact with bidders—prevents problems later.

• Consensus doesn't mean compromise: When evaluators disagree on scores, you document the discussion and reach consensus based on evidence. You're not averaging scores or splitting differences to keep everyone happy.

• Award timing matters: Between selecting the winning bidder and contract award, you need to complete your Contract Planning & Advance Approval (CPAA) requirements and allow time for any debriefs or potential complaints. Don't promise unrealistic award dates in your solicitation.

Related Terms

Procurement Risk Assessment (PRA), Formal Procurement Plan, Contract Planning & Advance Approval (CPAA)

Sources

• Supply Manual - Chapter 5: Bid Evaluation, Public Services and Procurement Canada

• Procurement Practice Review of PSPC, Office of the Procurement Ombudsman

• Directive on the Management of Procurement, Treasury Board of Canada Secretariat

The evaluation and award stage isn't where you exercise creativity or discretion. It's where you demonstrate that you followed your own rules fairly and consistently. Keep detailed records, stick to your published criteria, and document every decision.