Mandatory Versus Point-Rated Criteria

Mandatory versus point-rated criteria describes two ways of evaluating the technical content of a bid. Mandatory criteria are essential requirements that a bid must satisfy to remain compliant and continue in the evaluation. Point-rated criteria assess the relative technical merit or value-added features of compliant bids by awarding points.

CanadaBuys states that bids may be evaluated using mandatory technical criteria only, point-rated technical criteria only, or a combination of both. The solicitation document tells suppliers which approach applies, so the evaluation method is known before a bid is written. See the CanadaBuys guide to how bids are evaluated and selected.

How mandatory criteria screen bids

Mandatory criteria are generally evaluated on a pass/fail basis. A bid either demonstrates that it meets the requirement or it does not. When mandatory and point-rated criteria are combined, only offers that meet all of the mandatory criteria are subject to point rating, as set out in the CanadaBuys guidance on specifying evaluation criteria.

For federal professional-services procurements, PSPC assessor guidance requires mandatory technical criteria to be consistent with the statement of work. The requirements are tied to the work being bought, not set arbitrarily.

How point-rated criteria distinguish compliant bids

Rated criteria assess elements of the technical offer so that the relative merits of bids can be distinguished. Treasury Board Secretariat states that point-rated criteria determine relative technical merit and best overall value to the Crown. They also identify value-added factors that set one proposal apart from another. The Secretariat's evaluation criteria page adds that these criteria may include a defined scoring scale and a pass mark for responsiveness.

PSPC explains that point-rated criteria typically look at value-added factors such as strategy, methodology, company or resource experience, and facilities or equipment. Accessibility Standards Canada guidance gives further examples: features or approaches that exceed minimum accessibility requirements, and demonstrated experience delivering accessible services.

What a solicitation must state about points and thresholds

CanadaBuys states that solicitations must identify the maximum points for each rated criterion and any minimum thresholds required for compliance. PSPC assessor guidance in the bid solicitation preparation guidance says that minimum total points, or minimum points for individual rated criteria, must be clearly stated when required.

Point-rated criteria must also be clearly described and aligned with the work. Under supply arrangements, evaluators record the points assigned to each point-rated criterion, subtotals where applicable, and total scores for each resource evaluated, as described in the assessor guidance for supply arrangement requirements.

What it means for a supplier bidding on Canadian public contracts

Treat the two kinds of criteria differently when you write a bid.

• Demonstrate compliance with every mandatory criterion exactly as required. Strong rated scores cannot make up for a failed mandatory requirement, because only compliant offers are normally eligible for point rating.
• Provide the evidence, format, certifications, experience, security information or other documentation the solicitation specifies.
• Address each point-rated criterion separately and follow the stated scoring methodology.
• Check for minimum scores on individual criteria or on the overall technical evaluation, and meet them.

NATO procurement procedures similarly require solicitations to specify the criteria used for bid or proposal evaluation and contract award, so the same discipline applies to suppliers pursuing NATO opportunities.