Office of Systems Integration
Evaluation and Selection Plan
Questions, challenges and protests to requirements are sometimes referred to as “initial protests”. These requirement questions/protests must be submitted before the deadline for the final proposals. Requirement protests after contract award may be declared invalid and without merit.
Protests of contract award are handled separately (and briefly) in Section 10 of the template (Vendor Selection Process/Notice of Intent to Award).
In either case, refer to DGS’s Dispute Program website (http://www.pd.dgs.ca.gov/disputes/default.htm) and the Procurement Official for specific guidance. The Procurement Official will guide the project through the specific scenario if a protest is filed.
After the release of the RFP, a bidder may question a requirement as being too onerous, unfair, or imposes unnecessary constraints to the bidder in responding to the RFP. The bidder must send a written protest of the requirement, including rationale and any supporting materials to the Procurement Official. The Procurement Official consults with project, sponsor (if appropriate), Legal and DGS staff and determines if the requirement should be omitted or amended. The decision of the Procurement Official is final.
If a requirement protest is successful, an RFP addendum is released to all bidders. If appropriate, the Evaluation and Selection Plan is updated to remove the protested requirement from the evaluation and scoring forms.
Questions on requirements must be filed with the Procurement Official prior to the due date for Final Proposals as indicated in the RFP’s Key Action Dates.
4. Preparing for Evaluations
4.1 Conduct Initial Evaluation Training
Describe the initial evaluation training that will be conducted for the evaluation team. This training is generally conducted shortly after the team is finalized and before proposal materials are received. The emphasis is to ensure all participants understand the nature of their commitment (in time and effort) and to provide them with a background of the process.
This training may be presented to key stakeholders and managers also to provide them with an understanding of the upcoming activities, though they will not participate in the evaluations.
Indicate when the training will be conducted, who will conduct it, who will attend it and who will participate. If staff must travel to attend the training indicate who will pay for the travel or if teleconference or video conferencing will be used for the training. Discuss the agenda and specific topics which will be covered.
The evaluation team training consists of three phases. The first phase of training provides a brief overview of the project, an overview to the evaluation process, and responsibilities during the evaluation process. The second phase of the evaluation training is specific to the draft bid evaluation process. The final phase of the evaluation training is specific to the final bid evaluation process and selection of a bidder.
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