1. Prepared for California State University, San Bernardino
Best Practices in State & Local Government Contracting Module 3 - Formulas for Weighing Proposal Evaluation Scores
Prepared for California State University, San Bernardino
Management Certificate in Public Procurement (MCPP)
Module 3 - Formulas for Weighing Proposal Evaluation Scores
Prepared by
William Sims Curry, CPCM, NCMA Fellow
Author, Contracting for Services in State & Local Government Agencies
Government Contracting:
Books
Research
Consulting

2. Best Practices in State & Local Government Contracting Module 3: Formulas for Weighing Proposal Evaluation Scores
TOPICS COVERED
MODULE TOPIC__________________________________________
1 Description of Research Project – First 3 Best-Practices
2 Definitions & Proposal Evaluation Criteria
3 Formulas for Weighing Proposal Evaluation Scores
4 Request for Proposals (RFP) Provisions
5 Evaluating Proposals & Monitoring Contractor Performance
6 Underrepresented Contract Terms & Conditions

3. “Use Formulas to Weigh Proposal Scores”
Best Practices in State & Local Government Contracting Module 3: Formulas for Weighing Proposal Evaluation Scores
Best Practice
“Use Formulas to Weigh Proposal Scores”
2006 Conformance = N/A
2015 Conformance = 83%
Adjectives and color codes often result in tied scores & cryptic proposal evaluation results
Formulas can be applied to numeric weights and numeric proposal evaluation scores to clearly identify contractor offering “best value” proposal
Verification: The finding that 83% of the respondents to the 2015 survey use formulas to weigh numerical proposal scores is compelling in the decision to declare this process as a best-practice.

4. “Avoid Anomalous Formulas for Objective Criteria”
Best Practices in State & Local Government Contracting Module 3: Formulas for Weighing Proposal Evaluation Scores
Best Practice
“Avoid Anomalous Formulas for Objective Criteria”
Merely 8% of the 2015 Research Participants Used the Correct Formula
This Best-Practice was Not Evaluated in 2006
Anomalous Formulas for Price
1. Lowest Proposed Value ÷
(Proposed Value ÷ Criterion Weight) = Weighed Score or
2. (Lowest Proposed Value ÷ Proposed Value) ÷
Criterion Weight = Weighed Score
&
3. (Lowest Proposed Value – (Proposed Value – Lowest Proposed Value)) ÷
(Lowest Proposed Value ÷ Criterion Weight) = Weighed Score
Correct Formula for Price
(Highest Proposed Value – (Proposed Value – Lowest Proposed Value)) ÷
(Highest Proposed Value ÷ Criterion Weight) = Weighed Score

5. “Avoid Anomalous Formulas for Objective Criteria”
Best Practices in State & Local Government Contracting Module 3: Formulas for Weighing Proposal Evaluation Scores
Best Practice
“Avoid Anomalous Formulas for Objective Criteria”
If Proposed Values are Equidistant, then Weighed Scores Must be Equidistant
First Two Anomalous Formulas
Weight = 20
Weighed Score for Middle Price is Anomalous
Formula
Proposed Values $400M-$600M
Proposed Values $600M-$800M
Value Diff
Percent Diff
Weighed Score
Anomalous
200
25%
3.3
16.5%
6.7
33.5%
Correct
5.0

6. “Avoid Anomalous Formulas for Objective Criteria”
Best Practices in State & Local Government Contracting Module 3: Formulas for Weighing Proposal Evaluation Scores
Best Practice
“Avoid Anomalous Formulas for Objective Criteria”
If Proposed Values are Equidistant, then Weighed Scores Must be Equidistant
Third Anomalous Formula
Weight = 20
Formula
Proposed Values $400M-$600M
Proposed Values $600M-$800M
Value Diff
Percent Diff
Weighed Score
Anomalous
This Formula Does Not Work Because it Could Result in the Need to (1) Divide a Positive Number into Zero or (2) Divide a Positive Number into a Negative Number
Correct
200
25%
5.0

7. Best Practices in State & Local Government Contracting Module 3: Formulas for Weighing Proposal Evaluation Scores
Best Practice
“Avoid Anomalous Formulas for Subjective Criteria”
Anomalous Formulas for Subjective Criteria
Criterion Weight X (Actual Subjective Rating ÷
Highest Possible Subjective Rating) = Weighed Score
Correct Formula for Subjective Criteria
Criterion Weight X (Actual Rating ÷
Highest Actual Subjective Rating) = Weighed Score

8. Best Practices in State & Local Government Contracting Module 3: Formulas for Weighing Proposal Evaluation Scores
Best Practice
“Avoid Anomalous Formulas for Subjective Criteria”
Lowest Price = $7.5 Million
Highest Technical Rating = 7.5
Weight for Both Criteria = 10
When Criteria have Equal Weights, Lowest Price & Highest Technical Rating Should have Identical Weighed Scores
Weighed Scores with Anomalous Formula for Criteria that are Subjectively Rated
Weighed Score for Lowest Price
Weighed Score for Highest Technical Rating
10.0
7.5
Weighed Scores with Correct Formula for Criteria that are Subjectively Rated