Standard forms and evaluation criteria

In Plan Procurement Management (plan contracting), the buyer prepares the documents and criteria used to invite and judge seller responses.

Role of standard forms

Standard forms are pre-prepared templates used for procurement documents and contracts, such as standard contracts, descriptions of procurement items, bid document templates, RFP/RFQ/IFB, SOW templates and non-disclosure agreements.

• Save time and effort: no need to start from scratch.
• Ensure consistency and completeness across procurements, with all legal terms included.
• Reduce errors and legal risk, since forms are reviewed by legal and procurement experts.
• Make comparison easy: all bidders respond in the same format.
• Meet regulations: public bodies must use standard bidding documents (e.g. under the Public Procurement Act of Nepal).
• Provide a base for clear communication of requirements, terms and instructions to sellers.

Role of evaluation criteria

Evaluation (source selection) criteria are the standards by which proposals are rated and compared. They may be objective or subjective, and are published in the procurement documents. Common criteria:

• Understanding of need (SOW) and technical approach.
• Price/total life-cycle cost.
• Management approach and schedule.
• Past performance and references.
• Technical capability, staff skills, financial stability.
• Warranty and support, intellectual property rights.
• Business size and legal eligibility.

Role:

• Ensure fair, transparent selection and reduce bias or favouritism.
• Help select the best-value seller, not just the lowest price.
• Guide bidders on what is important.
• Provide a basis for defending the decision (audit).
• Allow weighted scoring.

Weighted score for A: 0.4×8 + 0.3×6 + 0.2×9 + 0.1×7 = 3.2 + 1.8 + 1.8 + 0.7 = 7.5. Weighted score for B: 0.4×7 + 0.3×9 + 0.2×6 + 0.1×6 = 2.8 + 2.7 + 1.2 + 0.6 = 7.3. So A is slightly preferred, even though B offers the better price.