Consultant Evaluation Board Membership for Architectural and Engineering Contracts

The Real Property Branch (RPB) utilizes individual Consultant Evaluation Boards to conduct evaluations of architectural and engineering proposals. Membership on these Boards consists of qualified senior level professional, technicaland contracting specialists who provide a quality review which demonstrates integrity, consistency, credibility and transparency.

Rating members for each of these Boards consists of a chairperson, and a minimum of three qualified employees, one of whom is normally the project manager. For smaller single discipline proposals, a minimum of three rating members (rather than three and a chairperson) is acceptable. Non-rating membership is comprised of a representative from Real Property Contracting (RPC) who acts as Board Administrator and may also include others on an optional basis i.e., representatives of client, other Public Services and Procurement Canada (PSPC) branches, other government departments, professional associations etc., who may wish to attend either as 'observers' or for training purposes.

Membership on individual boards is proposed by a Senior Project Manager (SPM) following his/her review of project specifics to identify the linguistics, skill sets, professional and technical qualifications and discipline expertise required. The SPM signs the Consultant Evaluation Membership Approval form and obtains approval of the overall membership from the Director level at NCA /Regional Manager level in regions prior to proceeding to the evaluation.

Roles and Responsibilities - Consultant Evaluation Board

Chairperson:

  • exercises the 'technical authority',
  • chairs the pre-board planning meeting,
  • chairs the board meeting,
  • encourages discussion,
  • debriefs (with RPC) non-successful firms where firms request such action.
  • ensures that the Chairperson and rating members are bilingual (when proposals are received in both official languages.)

Evaluators:

  • must have significant relevant broad experience, or reflect a diversity of experience in the type(s) of services being contracted, e.g., for large architectural and engineering contracts, ensure participation of mechanical/electrical disciplines.
  • are recognized as professionals and/or project managers/officers. [In exceptional cases, a 'non- professional' qualified representative of the client may become a rating member for the 'non-technical' portions of a proposal as understood by the proponent (i.e. project objectives)].
  • may be selected from clients, regions (with RM approval), professional associations, other industry specialists and advisors etc. (as required).

Board Administrator: (RPC individual)

  • exercises the 'contracting authority',
  • records the evaluation results,
  • provides contractual advice as required,
  • ensures integrity and transparency of the process and ensures that the evaluation is carried out in accordance with the methodology established in the solicitation document.

Board Protocol:

  • board membership must remain the same for both phases of 'one stage - two phase' proposals.
  • board members must exercise 'professional' judgment as to whether they should rate a particular evaluation criterion or include only ratings from appropriate discipline specialists (i.e., architects evaluating engineers or mechanical engineers evaluating civil engineers).

Forms, samples and checklists