PROCUREMENT GUIDELINES

Separate Team Approach Under this approach, the technical and cost evaluation teams may conduct their reviews simultaneously. Technical Proposal Review Team – This team is typically comprised of program and technical experts, and may conduct its evaluation under the direction of a technical evaluation manager or a team leader. The team is responsible for all aspects of the evaluation of the technical proposal. This may include review of vendor qualifications, such as the number of past projects performed of a similar size and scope and proposed personnel resources, such as staff capacity. Depending on the nature of the RFP, the team would also be responsible to perform such activities as benchmark tests, site visits, and reference checks. Cost Proposal Review Team – The cost proposal team is typically comprised of one individual, but may be a team of people, responsible for evaluating and scoring the cost proposals submitted in response to the RFP. The cost team works under the direction of a procurement director or coordinator. NOTE: While it may be necessary for the cost team to obtain technical information to clarify the association between costs and technical components, the technical evaluators must not be provided with the proposed costs until after selection is made. Single Team/Evaluator Approach Under this model, one team or one individual evaluator conducts all evaluations. When a single team/evaluator is used, the cost proposals must remain sealed until completion of the technical evaluation.

G. Conduc ting the Admin is tra tive Re view

At its discretion, the agency may conduct an administrative review of proposals to:

• Ensure that all required documents and forms are included in the submission. Proposals found to be materially incomplete may be disqualified as provided for in the RFP. • Determine on a pass/fail basis that certain minimum mandatory qualifications (e.g., minimum experience requirements) set forth in the RFP have been met. Depending on the number and complexity of proposals expected to be submitted, the agency should designate an individual or team to conduct this review.

New York State Procurement Guidelines 30