PROCUREMENT GUIDELINES

Example 2: The technical criteria may be further broken down into sub-criteria and a subset of points is assigned to each sub-criterion. Evaluators review the technical proposals and score each sub-criterion. Illustration: • Proposed Staffing Plan = 10 points Staffing Plan proposes at least ten Programmer I positions = 2 points Staffing Plan proposes at least four Programmer II positions = 2 points Staffing Plan proposes at least three Analyst I positions = 2 points

Staffing Plan proposes at least one Analyst II position = 2 points Staffing Plan proposes at least three Trainer positions = 2 points

Example 3: The technical criteria may be considered according to a pre-established scale. Evaluators grade the technical proposals and assign points for each criterion within the scale. Illustration:

• Excellent Staffing Plan = 8-10 points • Good Staffing Plan = 5-7 points • Fair Staffing Plan = 3-4 points • Poor Staffing Plan = 0-2 points

In rare instances, due to the nature of the procurement, alternative concepts for assigning value to the technical criteria may be permissible. In such instances, it is recommended that the agency consult with the OSC Bureau of Contracts before beginning the procurement. NOTE: The evaluation criteria and the values assigned must be consistent with any information provided in the RFP. The Technical Evaluation Instrument The nature, scope, and complexity of evaluation methods vary widely. However, in accordance with State Finance Law §§163(9)(a) and (b), the evaluation criteria and methodology for evaluating proposals must be completed and secured prior to the initial receipt of proposals. This principle applies to both technical and cost components. The evaluation instrument is the tool that will be used by the evaluators to apply the evaluation criteria to the proposals and includes the breakdown of the relative weights (for technical versus cost) into more detailed categories (for example, experience = 20%, staffing = 15%, and so forth). This tool consists of a series of documents used during the evaluation process. This series may include, but is not limited to:

• Evaluator instructions; • Evaluator confidentiality/conflict of interest statement; • Rating sheet which defines allocation of points; • Evaluator forms and summary evaluation sheet;

New York State Procurement Guidelines 32