Proposal evaluation requires you to narrow down potential options.
After identifying a problem and calling for proposals to fix the problem, organizations have the unenviable task of evaluating proposals to pick the best one. The evaluative process for proposals uses a winnowing method, slowly eliminating unsuccessful or unfeasible proposals from the batch until the evaluator has one or two proposals left. Each tool an evaluator uses represents a different stage of the evaluative process, ranging from the first major cut down to the final elimination.
CFP
A proposal evaluator's first task is to familiarize herself with the specific call for proposal (CFP) the proposals answer. A CFP will specify the scope and sequence of the proposal, as well as the targeted audience, potential objectives and methodology the proposed solution should deploy. An evaluator should use the CFP to ascertain how faithfully the proposal adheres to the guidelines outlined in the CFP. For example, if the CFP specifies that the proposal should indicate the schedule and management structure for a team that will address the problem of the CFP, you can immediately cull any proposals that do not include information on the schedule and management.
Rubric
After you have eliminated the initial batch of proposals because they did not adhere to the suggested CFP guidelines, use specific rubrics to evaluate the proposed solution and methodology. For example, the state government of California uses a detailed rubric to evaluate items within a proposal as well as factors relating to the proposal's submission (see Resources). Rubrics identify a spectrum of acceptable proposals, ranging from absolutely flawless to absolutely worthless. Evaluators should use rubrics to group proposals into three or four batches based upon their relative success.
Feasibility
A limited number of top proposals should remain after evaluating the proposals using a rubric. Now evaluate these proposals according to their specific feasibility. Paul V. Anderson, professor of technical composition and communication, recommends composing detailed feasibility reports of four or five different proposals to generate a spectrum of proposals from most to least feasible. Feasibility reports introduce and summarize each proposed solution and attempt to test them in ideal circumstances. After testing the proposed solutions, evaluators should be able to identify certain solutions over others based on the feasibility reports.
Cost
Though feasibility reports seek to make final recommendations regarding the best proposed solution, sometimes two different proposed solutions address the problem with equal success. In these situations, evaluators can rely upon a very simple tool: basic math. By comparing the overall predicted costs of each proposal, evaluators can decide upon the best and most cost-effective solution. While the vast majority of evaluations based on cost will point to the cheaper of the two proposals, in some situations, budgetary restrictions require that adopted proposals fall within a range of funding, including not just a maximum allowable budget, but also a minimum allowable budget.
Tags: proposed solution, feasibility reports, address problem, allowable budget, evaluating proposals, evaluative process