Office of Systems Integration
Evaluation and Selection Plan
Describe the activities that are performed to complete the confidential discussion process, including reporting progress to stakeholders, collecting and filing appropriate paperwork, adjusting the evaluation schedule, conducting lessons learned sessions, and issuing any addenda to the RFP.
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.
Prior to the first confidential discussion meeting, the Procurement Official and/or the Project Procurement Manager brief the members of the Evaluation Team on the format and protocol of the confidential discussion sessions. If appropriate, Legal staff may assist and participate in confidential discussions.
The Procurement Official facilitates the confidential discussions. The Evaluation Team meets with each bidder team and discusses the comments to the proposal. Consultants or subject matter experts may also be called on to participate in parts of the confidential discussions, as needed. More than one confidential discussion session may be scheduled with each bidder if the project determines further clarification is necessary or desirable.
At each Confidential Discussion, the Procurement Official provides a Sign-In sheet that is used to record the attendees’ names and the organization they are representing. All attendees, whether project and bidder staff, are expected to sign-in.
Throughout confidential discussions, the bidder is responsible for keeping whatever record they need of items discussed and any changes the bidder intends to make for the final proposal. The discussions are not for discussing proposal details or for bidder presentations. It is important to remember that oral statements made by either party during the confidential discussion cannot be relied upon and are not binding. The final evaluation process considers only the contents of the final proposal.
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 are identified during the draft proposal review.
Upon conclusion of the confidential discussions, bidders are encouraged to modify their proposals by incorporating changes and improvements necessary to make their proposal compliant. Ideally, the bidder makes changes that result in a higher evaluation score, and the project receives a proposed solution that more completely meets its needs and objectives.
8. 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. The Procurement Official and
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