Office of Systems Integration
Evaluation and Selection Plan
during the draft proposal review.
3.5 Step 5 – Final Proposal Evaluation Process
The Final Proposal Evaluation Process begins with the receipt of final proposals and concludes after all final proposals have been scored. Proposals are first verified to be in compliance with mandatory requirements. Reference checks and interviews are used to confirm the experience and qualifications of the proposed bidders staff. Only proposals that are compliant with all RFP requirements are scored.
3.6 Step 6 – Final Cost Evaluation Process
The Final Cost Evaluation Process involves the public opening of costs, validation of the proposed costs, and establishment of a final score for the proposals, including application of any preference criteria (e.g., Disabled Veteran Business Enterprise (DVBE), small business, etc.).
3.7 Step 7 – Vendor Selection Process
The Vendor Selection Process is the final step of the procurement and evaluation process and involves the recommendation and selection of the winning bidder, including obtaining the required approvals for contract award and signatures. Upon signing of the contract, the Procurement process is complete.
3.8 Other Processes
This section contains a description of the periodic or ad-hoc processes that may occur during the procurement evaluation process. These sections should not require many changes. Additional processes may be added if desired, but should remain focused on procurement evaluations.
In addition there are several other processes that may apply at various times during the evaluation process.
3.8.1 Proposal and Evaluation Materials Storage and Management
All proposals and working papers are stored in a secure manner at all times. At the end of the day, all proposal materials, including working papers, must be placed in locked storage cabinets. All proposal materials and all evaluation working papers must remain at the evaluation site.
Evaluators must not write on the proposals or make notes on any other personal notebook. During the process of evaluation, evaluators may use paper tablets provided by the Project Procurement Manager to record their thoughts, impressions, questions and issues. Any such notes and documents are considered evaluation working papers. Evaluators may not create separate personal notes or a duplicate copy of working papers.
The Procurement Official oversees the retention and destruction of evaluation materials and working papers to ensure appropriate materials are retained in accordance with state regulations.
3.8.2 Questions on Proposal Requirement Procedures
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