Supplier Selection Basics - 1404.1

Evaluator's Responsibility

Evaluators are expected to:

• Be unbiased and to evaluate all bids fairly
• Be State employees
• Excuse themselves from participating in an evaluation if the evaluator or a family member has a personal involvement with the bidder or firm

Example:

Evaluator’s spouse is an employee of the bidder.

Evaluation Criteria Revisions

Evaluation criteria may not be changed once bids have been submitted.

Negotiation

The Department of General Services (DGS) can use a negotiation process under certain circumstances when procuring or contracting for goods, services, information technology, and telecommunications.  See section Negotiation Process Guidelines and Procedures Under Public Contract Code 6611 for more information.

Public Record

During the evaluation, solicitation and bid information are kept confidential.  Once bids are opened, evaluated and awarded, they become public records available to anyone requesting to review the file.  Where the solicitation process requires posting a Notice of Intent to Award, procurement documents become public and bidders may request a review of the procurement file after the Notice of Intent to Award is posted.  Refer to Public Records Act, Government Code, Section 6250 for exemptions from disclosure.

For value effective acquisitions the results of the administrative and technical score shall be made available before the cost proposal opening (see PCC 12102.2 (a)(2); for the rule on solicitations under the Alternative Protest Process, see 1 CCR [California Code of Regulations] section 1404).

Bid Response/ Award Availability

Where notices of intent to award are not used, bid response/award information shall be made available to any requestor after the award is complete.  This information is to be retained in the procurement file and is subject to public inspection.