Evaluation and Award Specific to IT Value Effective Evaluations - 1404.5

Value Effective Acquisitions

For IT goods and/or services transactions valued at over $100,000, bids should be evaluated based on a value‑effective methodology, where factors other than cost are of considerable value to the department, unless the procurement is straight-forward and requirements are known, detailed, and clear such that the evaluation and selection can be based on lowest net cost meeting all other bid specifications.

All requirements must be clearly identified associated points clearly identified in the evaluation section of the solicitation (or denoted non-scorable).  The method for determining the winning bid must be clearly stated.

Example:

 “Award may be made to the supplier achieving the highest cumulative number of points from the administrative requirements, technical requirements, and cost proposal evaluation phases.”

Two-Envelope Evaluation Procedure

Whenever a value-effective evaluation methodology is used to evaluate IT goods and/or services bids, the following process must be followed:

1.  Cost proposal must be sealed in its own envelope and clearly labeled as “Cost.”
2. The Administrative and Technical proposals must be submitted together in a sealed envelope and clearly labeled as “Administrative and Technical.”
3. Administrative and Technical proposals will be evaluated to determine responsiveness of the bidder.  (Cost proposals are not to be opened.  See step 5 for when cost proposals are opened.)
4. All bidder responses will be kept sealed and under lock and key until evaluation of all technical and administrative criteria is completed and the results published.
5. The sealed cost proposals for responsive proposals shall then be opened at the time and place designated in the solicitation and the remainder of the evaluation completed. (Cost proposals of non-responsive bids/proposals will not be opened.)

Evaluators must verify all mathematical calculations.

Example:
Verify that line extensions are computed correctly and when all lines are added together, they total the final bid total.

Purpose of the Cost Proposal Certificate

The Cost Proposal Certificate is the State’s confirmation that all proposals have been maintained sealed and under lock and key until the time cost proposals are opened.  This certification is retained within the procurement file and certified by the buyer that the information is correct.