Rated Requirement (R)

A rated requirement is a requirement in a Canadian federal solicitation against which each bid is evaluated by assigning points or another score. Instead of a simple yes or no, the evaluators decide how well the bid answers the requirement and record a numerical result.

Solicitations flag these requirements by using the word “rated” or by referring to a score, as set out in the Shared Services Canada standard instructions for procurement documents. Rated requirements are most common in requests for proposals (RFPs) and in other procurements evaluated on technical merit, price, or a combination of both.

How a solicitation identifies a rated requirement

The Shared Services Canada standard instructions state that where a solicitation includes rated requirements, each bid is rated by assigning scores to those requirements. The solicitation shows which requirements are rated by using the word “rated” or by pointing to a score. Bidders should read the evaluation section of every solicitation closely, because the label tells them how the response will be judged.

Rated requirements compared with mandatory requirements

The Treasury Board of Canada Secretariat Evaluation Guidebook for Small Agencies separates the two types. Mandatory requirements are assessed on a met or not met basis and set the minimum conditions for a bid to be considered. Rated requirements are scored and may carry minimum point thresholds.

• Mandatory requirements decide whether a proposal moves forward to scoring.
• Proposals that meet the mandatory requirements may then be evaluated against point-rated criteria.
• Each rated criterion should have associated scoring criteria.
• Bidders may be asked for evidence, such as résumés or project examples, to support their answers.

Where rated requirements appear in federal solicitations

Several federal solicitations and reports show how rated requirements work in practice:

• The RCMP Haines Junction Detachment renovation and expansion notice on CanadaBuys states that the procurement contains both mandatory and rated requirements, and that failure to comply could result in rejection of the bid.
• In the East Block Phase 2 technical feasibility study, evaluators reviewed rated technical requirements. Proponents had to achieve a minimum technical rating of 60 points out of 100 to proceed to financial evaluation.
• An Employment and Social Development Canada RFP required proposals to meet the mandatory technical criteria and to obtain the minimum points for the rated technical criteria.

Minimum scores under the phased bid compliance policy

A Public Services and Procurement Canada targeted review of the Policy on the Phased Bid Compliance Process identifies situations involving a rated requirement with a mandatory minimum threshold score. These include certain procurements exceeding $2 million and procurements involving socio-economic criteria, innovation, or comprehensive land claim agreements.

What a rated requirement means for a supplier

For a bid team, a rated requirement is a place to earn points, and also a place to lose a bid. A response can receive full credit, partial credit, or zero points. Where a minimum score applies, a low result can stop the bid from proceeding even though the requirement is not a simple pass or fail condition.

• Identify every rated criterion and its scoring method in the solicitation.
• Provide the evidence requested, such as project descriptions, résumés, qualifications, methodologies, or technical details.
• Follow the specified response format and any page or document-reference requirements.
• Confirm whether a minimum score applies, and write to that threshold.