Vendor Selection Flashcards
Which procurement methods do not require an evaluation process?
TCI, State Use Program, and Term Contracts because these have already been determined to be best value
What is involved in Administrative Review of Responses?
1) Review of each response
2) Determine if is is “responsive” (timely submitted, singed, and includes all required documents)
3) Verify MQs are met
4) Conducted on a pass/fail basis
5) Use a checklist for review
6) Cannot accept a response from vendor who was compensated for technical assistance in specification prep; but CAN accept if they offered it for free
7) Single response- consider re-soliciting or reposting with addenda
Is an unsigned response considered responsive?
No
What is generally considered a “responsive” response?
Timely submitted
Meets MQs
Signed
Includes all required documents
What should an agency do if there is a single response to the solicitation?
1) Review for any restrictive specifications and either re-advertised with addenda or prepare a Proprietary Purchase Justification
2) Contact potential respondents to ask why they did not respond
What is bid tabulation process?
1) Used when evaluating IFB that is evaluated solely on objective criteria
2) Prepare within 3 business days of bid due date
3) Best practice to be reviewed by a 2nd contract developer (e.g. check mathematical formulas)
4) Includes:
Identifying info for respondent
HUB status
Price Sheet
Product Number
Package Quantity Info
Unit Price
Delivery days
Warranty
Award column
What is the evaluation committee?
Composed of SMEs and stakeholders to score and evaluate responses
What is the recommended size of evaluation committee?
3 to 5, minimum required to accomplish purpose
When should selection of Evaluation Committee occur?
Prior to receipt of responses, best if prior to posting
When should evaluation scoring matrix be finalized?
Prior to posting solicitation
What must evaluation committee members sign prior to evaluating?
NDAs and Conflict of Interest Disclosures
Nepotism Disclosure for $1 million or more
What should the contract developer hold prior to evaluators evaluating responses?
Hold a meeting to explain criteria and scoring matrix and responsibilities, etc.
What are ethical guidelines for evaluation committee members?
1) must sign disclosures prior to evaluating
2) Scores are not shared among members
3) Must only use responses, oral presentations, or other factors identified in solicitation, reference checks, answers to clarifications (cannot conduct independent research)
4) Must be evaluated independently against criteria, not compared to other submitted response
4) Communication among members should be done in presence of entire committee
5) No communication with a respondent (other than interview, if applicable)
What documents must be provided to committee members?
1) Entire solicitation, including Q&A
2) List of responses submitted
3) Copy of each responsive response
4) Scoring matrix
What should the contract developer do if there is significant discrepancy in scoring among members?
1) Ensure criteria were understood
2) Possibly schedule a meeting with the entire committee to ensure something was not misunderstood or overlooked
What is a scoring matrix and when should it be drafted?
Standard form using by evaluation committee to review responses and includes evaluation criteria; Prior to receipt of responses
What are requirements regarding the evaluation process?
Subject to open records request
Must be maintained in electronic form
Must be reviewed by procurement director
How should request for clarifications be used and not used?
1) To understand the information provided in the response.
2) may not be used to “cure” deficiencies in the response or to revise the response
3) Not to to negotiate terms and conditions
What are requirements for reference checks, if used?
1) All info obtained must be documented in writing
2) The same script or format of questions must be used when con-ducting reference checks
3) The list of questions must be finalized prior to due date deadline for bids/proposals and must decide whether these will be used or not prior to this deadline as well
What is competitive range determination?
Responses determined to be reasonably considered for award selection and is an objective means of narrowing the field of respondents that will participate in subsequent evaluation activities such as oral presentations.
What is best practice for oral presentations?
1) Time allowed and agenda format should be the same for all presenters
2) Draw names for order of presenters
3) Submit written questions to the respondent to document in writing the verbal clarifications provided by the respondent during the presentation. The answers to these clarification questions should be signed by an authorized representative of the respondent.
4) Evaluation committee should evaluate the clarifying info provided during oral presentations
What is an acceptable revision to a submitted proposal?
BAFO- agencies can then narrow to a smaller number for negotiations, if allowed
What are options for evaluation committee recommendations after the evaluation process is complete (with BAFO)?
1) Award the contract the highest ranked respondent without discussion,
2) tentatively award the contract to the highest ranked respondent subject to successful completion of negotiations or
3) not award the solicitation
What are preferences?
Established by statute and must be claimed by vendor by marking appropriate preference on response to solicitation (usually a form)
What is Texas reciprocal preference law?
Cannot award a contract to a nonresident bidder unless the nonresident bidder underbids the lowest resident bidder by an amount that is not less than the greater of either of the following:
1) the amount a resident bidder would be required to underbid in the nonresident’s state of principal place of business
2) the amount a resident bidder would be required to underbid a nonresident bidder is a state where the majority of manufacturing will be performed
What does residence bidder mean?
person whose principal place of business is in Texas, including a contractor whose ultimate parent company or majority owner has its principal place of business in Texas.
When does the reciprocity preference not apply?
When responses involve use of federal funds
How is preference sequenced in resolving tie bids?
1) Texas Agricultural product
2) Texas Product
3) Texas Bidder
4) US product
What happens if there is a tie with the same price and same preferences?
Draw lots, toss a coin, draw names- 2 witnesses to oversee
What are the overview steps of Vendor Selection?
1) Administrative Review of Responses
2) Evaluation- Bid Tabulation Process, if applicable
3) Evaluation Committed Process as applicable
4) Preferences
