Mandatory Criteria vs. Point-Rated Criteria

Canadian government RFPs use a two-tier evaluation system that separates absolute requirements from competitive elements. Mandatory criteria act as gatekeepers—miss even one, and your bid is out before anyone looks at your scores. Point-rated criteria come into play only after you've cleared those hurdles, determining which compliant bidder offers the best value.

How It Works

Think of mandatory criteria as your entrance exam. According to PSPC's procurement practice reviews, not meeting a mandatory requirement must result in the disqualification of the bid, regardless of how stellar your point-rated scores might be. These are typically straightforward yes/no requirements: Do you have the required insurance? Can you deliver within the specified timeframe? Does your solution meet the minimum technical specifications? No partial credit.

Once evaluators confirm your bid meets all mandatory criteria, they move to point-rated evaluation. This is where differentiation happens. Supply Manual Section 4.35.5 specifies that rated criteria assess the relative merits of each bid so that evaluators can distinguish one compliant proposal from another. The maximum points achievable for each criterion must be clearly stated in the solicitation document. In practice, you'll often see structures like technical merit worth 70 points, methodology worth 20 points, and past performance worth 10 points—totaling a possible 100.

The assessment process requires clear, measurable standards. Assessor guidance from PSPC emphasizes that point-rated technical evaluation criteria must clearly describe the requirement and assist in determining which response represents the best value. Many solicitations also include minimum pass marks—commonly 70% of available points—meaning you can be compliant but still lose if your scored elements don't meet that threshold. Here's the catch: a recent PSPC review found that 18 of 37 procurement files examined used both mandatory and point-rated criteria, with evaluators cautioned that rated criteria must not become overly restrictive.

Key Considerations

• Order matters: Evaluators don't look at your point-rated scores until you've passed all mandatory criteria. A common mistake is investing heavily in impressive technical proposals while overlooking a simple mandatory requirement buried in the solicitation documents.

• Mandatory doesn't mean "preferred": Some bidders treat mandatory criteria as guidelines. They're not. Even if you're the incumbent or clearly the best-qualified supplier, missing a mandatory element means automatic disqualification with no opportunity to fix it.

• Point distribution reveals priorities: How agencies allocate points tells you what they actually value. If past performance is worth 5 points out of 100, they care more about your technical approach than your track record. Calibrate your bid effort accordingly.

• Minimum thresholds add complexity: Meeting all mandatory criteria and scoring highest doesn't guarantee a win if you don't reach the minimum point threshold. Check whether the RFP requires a minimum score overall or within specific categories—sometimes both apply.

Related Terms

Technical Evaluation, Bid Compliance, Solicitation Documents

Sources

• Supply Manual - Section 4.35.5: Rated criteria (PSPC)

• Procurement practice review of Public Services and Procurement Canada (OPO)

• Assessor guidance for supply arrangement requirements (PSPC)

The bottom line: treat mandatory criteria like the non-negotiable requirements they are, then focus your competitive energy on maximizing point-rated scores. One approach keeps you in the game; the other wins it.