Office of Systems Integration
Evaluation and Selection Plan
Each participating bidder has the responsibility of providing the appropriate number of copies of their entire proposal. The complete draft bid submissions must be delivered to the Procurement Official as specified in RFP’s Key Action Dates.
Upon receipt, the Official immediately date and time stamps the proposal and assigns a unique identification number to assist with tracking the proposal copies and materials. The Official verifies each proposal submission has been properly sealed and contains the appropriate number of copies. Delivered bids must be in the quantity and format specified in RFP Section VIII, Bid Format. All proposals are placed in secured storage upon receipt.
After all proposals have been received, the Procurement Official removes the Master Copy of each proposal submission for retention by DGS. The remaining copies of the proposals are delivered to the Project Procurement Manager for storage at the evaluation site.
Revisions to the draft proposals are not allowed after the draft proposal due date specified in the RFP’s Key Action Dates. Any revisions received prior to the due date are processed in accordance with the guidelines in the RFP.
6.2 Review Proposals for Submission Requirements
Discuss who verifies the proposals meet the submission requirements and how. Indicate or reference the specific criteria used to evaluate the submission requirements. Submission requirements are generally not scored.
Indicate what happens if any of the submission requirements are failed (e.g., is the proposal disqualified? is the bidder warned since this is a draft proposal? etc.).
After all draft bids have been received, the Procurement Official reviews the submissions to ensure each of the proposals meet the submission requirements as stated in RFP. These requirements are evaluated as described in Appendix XX. Generally, the draft bid must contain all the information requested in the RFP, except for cost information and signatures. This portion of the evaluation only reviews the proposals to ensure compliance with submission requirements. No judgment is made on the quality of the content.
6.3 Conduct Draft Proposal Evaluation Training
Discuss how draft proposal evaluation training is conducted, who leads the training, who attends the training, and what topics are covered. Training for draft proposal evaluations should be shortly before the draft proposals evaluations are conducted, even as late as the first day of evaluations. The training should be used to remind evaluators of the procedures, objectives and conduct of the review. Conflict of interest and confidentiality should again be stressed as well as secure storage of the materials and not making any marks on the actual proposals.
The training should include several examples and exercises to ensure evaluators have a common understanding of how to handle different types of scenarios and to reinforce the approach to the draft evaluation review.
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