Mandatory vs. Point-Rated Criteria

Mandatory criteria and point-rated criteria are the two kinds of technical evaluation criteria used in Canadian government solicitations. Mandatory criteria are the minimum requirements essential to successful completion of the work. They are assessed on a pass/fail basis, and a bid that fails one receives no further consideration.

Point-rated criteria are used to determine the relative technical merit and best overall value of proposals. They identify value-added factors and separate one proposal from another through a scoring system. Only bids that satisfy all mandatory criteria proceed to point-rated evaluation, as the Treasury Board of Canada Secretariat evaluation criteria guidance explains.

How the mandatory pass/fail screen works

Mandatory criteria set the minimum acceptable level. PSPC's buyer guidance requires them to represent essential requirements because they cannot be waived after the solicitation closes. Typical examples include licences, minimum equipment performance, delivery requirements, and minimum qualifications or experience. The CanadaBuys guide on specifying evaluation criteria sets out this approach.

A supplier must demonstrate compliance with every mandatory requirement in the manner the solicitation prescribes. Failing a single mandatory requirement normally makes the bid non-compliant and ends the evaluation of that bid. Treasury Board guidance describes the usual sequence: mandatory requirements are evaluated first, then point-rated criteria are assessed for the bids that pass.

How point-rated criteria score compliant bids

Point-rated criteria compare the merits of offers that have already met the minimum. PSPC guidance on bidding on opportunities identifies strategy, methodology, company experience, resource experience, and facilities or equipment as examples of rated factors.

The solicitation must identify each criterion clearly, explain how it will be evaluated, and state the maximum points available. It must also specify any minimum threshold a bid needs in order to be considered compliant. A proposal can therefore pass every mandatory requirement and still be rejected for failing a point-rated threshold.

The three evaluation approaches in federal solicitations

Canadian federal evaluations can use mandatory technical criteria only, point-rated technical criteria only, or a combination of both. This is set out in the PSPC seminar notes on bidding opportunities. The combined approach is the one that produces the two-stage process described above.

In professional-services procurement under the Centralized Professional Services System, point-rated technical criteria must be consistent with the statement of work and the applicable search criteria. Where a minimum score applies, the solicitation must state it, whether it applies overall, to individual criteria, or both. See the PSPC bid solicitation preparation guidance.

Accessibility as both a mandatory and a rated criterion

Government accessibility procurement guidance says accessibility can appear in both categories. A mandatory requirement can call for proof of compliance with minimum accessibility requirements, while additional accessibility features can earn points. The accessibility procurement checklist covers this for services.

What it means for a supplier bidding on Canadian public contracts

• Read every mandatory criterion first and provide the evidence in the prescribed manner. One missed requirement ends the evaluation of your bid.
• Check whether the solicitation states minimum scores for point-rated criteria, and plan your response to clear them.
• Answer rated criteria with specific evidence, such as methodology, relevant company experience, and named resource experience, because points reward demonstrated merit.
• Do not assume a mandatory requirement will be relaxed after closing. Buyers are directed to treat these as non-waivable.