Initial Government Review Process

Technical approach: How well does the proposed solution address requirements? Is the methodology sound? Are technical risks adequately identified and addressed with mitigation strategies?
Management approach: Is the project management structure appropriate? Are qualified staff proposed in key positions? Is the schedule realistic and achievable? Are risks properly managed?
Past performance: Does historical performance demonstrate capability to deliver? What confidence does similar contract experience provide about future performance?
Price or cost: Is pricing fair and reasonable? Are cost assumptions realistic? Does the price represent best value considering other factors?
Small business participation: For large businesses, does the proposal include appropriate small business subcontracting plans and commitments?
Other factors: Solicitation-specific criteria such as security approach, transition planning, innovation, or socioeconomic considerations as applicable

Communications During Evaluation

Clarifications: Limited exchanges to resolve ambiguities or confirm understanding of proposal content. Clarifications do not allow proposal changes and may occur with any offeror at any time during evaluation.
Communications: Exchanges before establishing the competitive range, primarily to enhance government understanding of proposals or allow offerors to address issues that might result in competitive range exclusion.
Discussions: Meaningful exchanges with offerors in the competitive range, including the opportunity to revise proposals. The government must conduct discussions with all competitive range offerors if discussions are opened with any offeror.
Notifications: Formal communications regarding competitive range exclusion or unsuccessful status after award. These notifications trigger debriefing rights under FAR provisions.

1
Receive and analyze discussion items
Carefully read each evaluation notice or discussion letter received. Understand exactly what concern is being raised and determine what response would fully address each identified issue.
2
Prepare comprehensive responses
Address each discussion item directly and completely. Where proposal revisions are appropriate and permitted, develop specific changes that remedy identified concerns without creating new problems.
3
Review for consistency
Ensure responses and any revisions are consistent with your overall proposal. Changes in one area may have implications for other sections that must be reconciled.
4
Meet response deadlines strictly
Discussion responses have firm deadlines that are typically not extended. Ensure complete responses are submitted on time as late submissions may not be considered at all.
5
Prepare for oral discussions if applicable
If the procurement includes oral discussions, prepare your team to respond effectively to questions. Practice likely questions and prepare clear, concise answers that address evaluator concerns.

Your proposal evaluation: Specific strengths, weaknesses, deficiencies, and ratings or scores for each evaluation factor
Significant weaknesses or deficiencies: Specific issues that negatively affected your evaluation and contributed to non-selection
Overall ranking: Your position relative to other offerors in general terms without disclosing specific competitive information
Awardee information: Rationale for selection and general strengths of winning proposal without proprietary details
Past performance assessment: How your past performance was evaluated and any specific concerns identified
Price comparison: Relationship between your price and the awardee's price for best value procurements