Office of Systems Integration
Evaluation and Selection Plan
Step 6 – Final Cost Evaluation Process
Step 7 – Vendor Selection Process
3.1 Step 1 - Preparing for Evaluations
This section should not need to be modified.
There are many logistical activities that must be coordinated prior to beginning the proposals evaluations. Specifically, the Project Procurement Manager must ensure that all physical space, storage, security, and communication considerations are in place. These activities occur shortly before the release of the RFP and preparations must be completed prior to the receipt of any proposal materials.
3.2 Step 2 – Letter of Intent Process
This step is sometimes called pre-qualifications. If this step is not being used, leave the existing text, but add another paragraph indicating the project has elected not to use this step of the process and the reasons why the step was deemed unnecessary.
This process begins when the bidders deliver their Letter of Intent packages to the Procurement Official. The process involves validating the requested materials to ensure the bidders have sufficient corporate experience and financial resources to complete the project as required. The process ends when the bidders’ materials are reviewed, the materials filed in the procurement files, and the Procurement Official notifies the bidders of their status (qualified or not qualified).
3.3 Step 3 – Draft Proposal Evaluation Process
Although draft proposals are technically optional, OSI considers then mandatory due to the amount of time and effort required to conduct a prime contract procurement. Conducting draft evaluations mitigates the risk of receiving non-compliant final proposals.
The Draft Proposal Evaluation Process begins with the receipt of draft proposals from the bidders and concludes after the appropriate Confidential Discussion Agendas have been sent to each bidder. The purpose of the draft review is to identify errors or inconsistencies that, if contained in the final proposal, may cause the proposal to be rejected or disqualified. No cost information is reviewed.
3.4 Step 4 – Confidential Discussion Process
If the project and DGS agree that contract negotiations are appropriate, this item should be added. No other changes should be needed.
The objective of Confidential Discussions is to discuss and clarify outstanding issues that the Evaluation Team has identified as concerns or potential deficiencies in the bidder’s draft proposal. This gives the bidders the opportunity to amend their solutions to more fully meet the needs and objectives of the project.
The confidential discussions are not meant to cause the bidder to make major changes to their proposal. The purpose is only to identify errors or inconsistencies that, if contained in the final proposal, may cause the proposal to be rejected or disqualified. The state does not guarantee that all such errors will be identified
< DB Name > Evaluation and Selection Plan Template fv1.DOC