Standardized Format for Single Source PERs
The purpose of this document is to provide a standardized format for Proposal Evaluation Reports (PER) and cost analyses performed as part of the PER. The memo which is prepared as a PER must state in clear and succinct wording the Government’s position concerning the proposal under evaluation. The PER should address the following:
A. REFERENCES AND INTRODUCTION
- Identify the Government solicitation and/or Engineering Change Proposal prompting the proposal, including revision levels and dates.
- Identify the proposal being evaluated, including offeror’s proposal number, revision levels and dates.
- Describe, on a top-level basis, the program scope of work.
B. TECHNICAL PROPOSAL REVIEW RESULTS
- State the offeror’s proposed delivery schedule(s) and indicate the Government’s acceptance or rejection of the schedule. If the proposed schedule is rejected, provide rationale supporting the Government position.
- State that the offeror’s technical approach is acceptable, or, if not acceptable, provide a list of deficiencies. (Note: Most deficiencies should have already been addressed and resolved as a part to the fact-finding effort for the action.)
- If the offeror takes exception to the requirements in the Government’s request, the exceptions should be listed and the recommended Government position for each exception should be provided.
C. ILS REVIEW RESULTS
- State that the offeror’s ILS approach is acceptable, or, if not acceptable, provide a list of deficiencies.
- If the offeror takes exception to the requirements in the Government’s request, the exceptions should be listed and the recommended Government position for each exception should be provided.
D. COST PROPOSAL EVALUATION RESULTS
- State the results of the analysis performed on the cost proposal. The cost analysis itself will normally be provided as an enclosure to the memo, with a spreadsheet showing the results of the analysis summarized to each WBS level.
- The recommended format to be used for evaluation of each WBS item is included as part of the “Sample PER”. These formats should be used for all cost evaluations unless relieved of this requirement by the contract specialist. Remember that the best cost evaluations are those which are written as though the target audience is a non-technical person who is not familiar with the project.
- The justifications supporting each recommendation should include the following:
- Proposal evaluation or analysis technique used.
- The justification for the recommended position. This should be separated into recurring and nonrecurring hours. Note all assumptions upon which your position is based.
- The calculations made to derive the recommended hours.
- Recommendations should clearly reflect the specific recommendation for each element of cost and labor category.
- Reference to documentation supporting the recommended position(s). Reference documentation must be available locally for use in the negotiations.
- Recommendations can be stated in a range in cases where proposed hours are known to be over- (or under-) stated but the extent is uncertain (e.g., 350-450 hours).
