STEP 2: BID EVALUATIONS

Transcription

1 STEP 2: BID EVALUATIONS Sample Bid Evals and Best Practices Erin Rock, Secretary

2 PROCESS CHECK We have Posted the FCC Form 470 Waited 28 days Kept process open, fair, and competitive by posting Q&A and other related RFP docs: No secrets Every potential bidder has the same info at the same time All s fair in love and competitive bidding.. Restarted 28 day clock for any substantive changes.

3 We need to PROCESS CHECK Consider all bids Document non-responsive bids Evaluate responsive bids Notify winning bidder Document all related forms Document compliance with cost-effectiveness

4 PLAN FCC 470 EVALS FCC 471 ADMIN WINDOW CONTRACT PIA FCC 486 INVOICE 4

5 BID EVALS Before you evaluate YOU MUST: Consider ALL bids. Follow process defined in RFP and/ or 470. Document and keep ALL bids. Document non-responsive bids and why. Document applicable state/local rules. Document all meeting (minutes) sign-in sheets, and/or meeting agendas where evaluation was discussed.

6 Defining a responsive/ non-responsive bid Bid responsiveness requirements should be clearly stated on the FCC Form 470, and if present, the RFP. The two should match. Automated responses from vendors that do not meet the requirements outlined in the solicitation are not considered responsive bids. No 470 referenced. BID EVALS No detail relevant to your procurement. *REMEMBER TO DOCUMENT NON RESPONSIVE BIDS*

7 BID EVALS Why is a bid matrix necessary? IS it necessary? To evaluate the bids you receive, you must construct an evaluation

8 Evaluating Price Heavily weighted vs highest weighted? Tech Neutral Language 470 and RFP (or equivalent..) Tech solution Criteria CONSTRUCTING A MATRIX Subjective or objective? May be scored on range

9 CONSTRUCTING A MATRIX You have options Multi Tier Two stage process (can be more) First Round: This tier may be evaluated on a pass-fail basis or it may be scored numerically, where a minimum score is required to advance to the next phase of the evaluation process. Second Round: Applicants may use the second tier of the evaluation process to examine price and other criteria. Single Tier

10 MATRIX EXAMPLE Single Tier Can also use a point system. Follow any local or state procurement laws. Points Eligible Price 60 Ineligible Price 20 Inform all potential bidders of scoring criteria. Experience with Vendor

11 MATRIX EXAMPLE Single Tier POINTS Vendor A Vendor B Vendor C Eligible Price Ineligible Price Experience

12 MATRIX EXAMPLE Single Tier Points Eligible Price 50 Ineligible Price 10 Tech Solution

13 MATRIX EXAMPLE Single Tier POINTS Vendor A Vendor B Vendor C Eligible Price Ineligible Price Tech Solution

14 MATRIX EXAMPLE Multi-Tier ROUND ONE YES/NO ROUND TWO Points Meets Technical Requirements Provides SPI Invoicing Mode? Responsive Bid?? Eligible Price Ineligible Price Tech Solution Is Vendor on Red Light status? 100 VENDOR #1

15 ROUND ONE MATRIX EXAMPLE Multi-Tier YES/NO ROUND TWO Points Meets Technical Requirements YES Eligible Price 0 Provides SPI Invoicing Mode Responsive Bid NO YES Ineligible Price Tech Solution 0 0 Is Vendor on Red Light status NO 0 VENDOR #1 = Disqualified due to not providing SPI Invoicing

16 AFTER THE EVAL Document losing bid and why Memorialize winning bid Notify winning vendor Document cost-effectiveness, if necessary. If possible, enter into legally binding agreement

17 WHAT IF? Only one bid is received? Keep a written record of this fact. This will help to document that you did not just keep only the winning bid. You may consider an incumbent or state master contract. No bids are received? Follow applicable laws and rules Optional: Re-start procurement. Consider state master contract or incumbent contract. Contact service providers to solicit bids and can then review and evaluate any bids received as a result. You have a tie?

18 RULES & BEST PRACTICES Do not discuss current, open solicitations. Record negotiation strategy sessions and meetings. Use an evaluation process and criteria defined in your FCC Form 470 or/and in the RFP documents. Wait the minimum concurrent 28 days.

19 RULES & BEST PRACTICES Document everything. Track and keep copies of all correspondence and bids. Ensure all meeting minutes, discussions, and participants are documented. Document that there are no conflicts of interest. Document award to winning bidder both internally and through correspondence with selected provider.

20 AUDIT PREVENTION COMPETITIVE BIDDING, VENDOR EVALUATION & CONTRACTS FCC Form 470 & delivery confirmations Form 470 Receipt Notification Letter (RNL) State and Local Procurement Regulations (printout or website reference) RFP/ Public Notice/ Advertisement All Vendor responses & Bids received (winning and losing)

21 AUDIT PREVENTION COMPETITIVE BIDDING, VENDOR EVALUATION & CONTRACTS Bid Evaluation criteria, Evaluation Matrix & Bid ratings Notice of Award letters Miscellaneous documents (memorandums, board minutes, notes to file) Signed and Dated Contracts/ Service Agreements/ Notice of Award Letters Contract Amendments/Addendums/Extensions State Master Contracts (printout or website reference) Vendor Correspondence