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Chapter 24 - Requests for Proposals and Competitive Negotiations

Appendix E: A 10-Step Process for Evaluating Proposals

StepEvaluation Procedure
1 An initial evaluation will be conducted by the SPOC to ensure "must haves" are met.
2 Suppliers not meeting "must haves" will be eliminated from further consideration.
3 The evaluation team (ET) will then review proposals based on the evaluation factors contained in the RFP.
4 A "short list" is determined after reviewing evaluation results.
5 Suppliers on the short list may be asked to deliver presentations or demonstrations.
6 Another evaluation meeting may be held, and two or more suppliers may be selected for negotiation.
7 Preliminary negotiations may be conducted with each selected supplier. Preliminary negotiations allow modification of proposals, including price and negotiable terms and conditions.
8 Perform a total solution cost analysis on top proposals.
9 After steps 7 and 8 are completed with each of the selected suppliers, the ET may select the supplier(s) which, in its opinion, has made the best proposal. The ET is not required to furnish a statement explaining why a particular proposal was not deemed to be the most advantageous. If an executive steering committee was used during the acquisition process, notify the committee of the selection and obtain their approval to proceed with final negotiations and contract award.
10 Complete final negotiations. Funding must be confirmed prior to award. Obtain required reviews/approvals of final contract with CIO, OAG, other. A contract may be awarded to the supplier(s), and notice of award shall be posted in the manner prescribed in the terms or conditions of the RFP.

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