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Clearly, we are not the only company to sell Evaluation Specifications.
Sometimes, the distinction between "Request for Proposal" (RFP) and "Evaluation Specification" is not clear. What sometimes is termed an RFP is actually an Evaluation Specification. So, when you purchase a so-called "RFP" from some vendor, you may actually get an Evaluation Specification.
We distinguish between "Evaluation Specification" and "Request for Proposal" to make explicit that an Evaluation Specification represents a preliminary stage in the acquisition process. An Evaluation Specification focuses more on the technically-oriented aspects, while an RFP adds business-oriented aspects. Of course, you can generate an RFP from an Evaluation Specification.
Our Evaluation Specifications and generated RFPs contain "private information" (e.g. private comments and weighing factors), which is not intended to be viewed by potential offerors. However, such information is required later in the process when you are about to evaluate RFP Responses.
Private Comment, which in this case provides background information. It helps the business analyst determine whether the requirement is relevant in the acquisition project context and whether it should be included in the Evaluation Specification.
Private Comment, which in this case provides background information and a hint regarding the grading at RFP Response evaluation time.
When you generate an RFP, you effectively generate a "Private RFP", from which a "Public RFP" is generated. The "Public RFP" is sent to vendors, while the "Private RFP" remains within the boundaries of your organization. The distinction between "Private RFP" and "Public RFP" is a unique concept, which is implemented in our Evaluator's Application Suite (EAS).
The following table contains a list of the major characteristics that differentiate our Evaluation Specifications from the competition.
| Characteristic |
Jenz & Partner Evaluation Specifications |
Competitors' Offers |
| Overall Document Structure |
Hierarchical document structure, which is much the same as if the document were created using word processor software. |
Sometimes "pseudo-hierarchical" structure, or "flat", tabular structure. |
| Information Element Types |
Information element types are:
- Header
- Part
- Section
- Paragraph
- Requirement Group
- Requirement.
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If a spreadsheet file format is used (e.g. Microsoft Excel files), then there is typically no distinction between information element types. |
| Information Element Structure |
Each information element (e.g. Requirement) is structured (i.e. contains properties (fields)) and is machine-processable. |
If a spreadsheet file format is used, then there are only cell values. It is not easily possible to tell what cell contains what kind of information. |
| Specification of Requirements |
Each Requirement has a set of properties (e.g. "Requirement Statement", "Requirement Rationale", "Requirement Weight", etc.). For example, you can specify, why a particular Requirement is needed. |
If a spreadsheet file format is used, then there is no formal notion of information type. |
| Grouping of Requirements |
Requirement Groups can be used to group Requirements that logically "belong together", since they deal with the same subject. |
Normally not supported.
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Wording of Requirements
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Requirement statements use keywords as defined in RFC 2119 (e.g. "shall", "should", etc.). |
Sometimes, requirements are formulated as questions. The requirement level is often not clearly specified. |
| Annotations |
Many requirement descriptions contain annotations in the form of "private" and/or "public" comments.
Requirement statements are concise and precise. Therefore, a business analyst or a vendor can better understand a requirement statement if there is some additional background information.
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May be present in the form of "Notes" in a spreadsheet, but many so-called "RFPs" do not have any annotations at all. This may cause misunderstanding, maybe on your part and/or on the vendor's part. |
| File format |
OWL (OWL is an acronym, which stands for "Web Ontology Language"). OWL is a W3C Recommendation and represents a XML superset. OWL is platform-neutral and vendor-neutral. For more information, please see the wikipedia article.
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Often, Microsoft Excel files are used.
Sometimes, the vendor leaves you in the dark about the file format.
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EAS