PROCUREMENT GUIDELINES

• Scripted interview questions; • Scripted reference checks; and • Oral/product presentation/agenda.

Evaluating Technical Proposals As a preliminary step, proposals should be reviewed for compliance with the minimum mandatory technical requirements set forth in the RFP. After the preliminary review, the technical proposal evaluation must be conducted as documented in the RFP and the evaluation instrument. The evaluation team members apply scores to the pre-determined criteria and sub- criteria if applicable. Scoring is based on information provided in the submitted proposal. However, additional factors, as established in the RFP and/or the evaluation instrument, may be considered. Examples include:

• Product or service demonstrations and presentations; • Reference checks (staff and/or company performance); • Vendor site inspections; • Interviews of key proposed managers and technical experts; • Written proposal clarifications; and • Rating services (such as Moody’s or Dun & Bradstreet)

The above factors may be used for non-scored validation purposes, as cumulative information to be considered together with submitted information, or as separately scored criteria. For example: • A reference check might be used to verify submitted information (e.g., the proposer has in fact successfully completed three jobs of similar size/scope). A reference check might also be used as a separately scored criterion (e.g., the average satisfaction rating from three references is 7 on a scale of 0 – 10). • Presentations and interviews might be used as cumulative information along with submitted documentation for scoring a criterion (e.g., experience, work plan). A presentation might also be used as a separately scored criterion. The agency has the authority to waive mandatory requirements that are not material provided that:

• The RFP discloses to the offerers the agency’s reserved right; • The mandatory requirements are not met by all offerers; • The waiver does not disadvantage the state; • The waiver does not benefit the proposed contractor; and • The waiver does not prejudice any non-winning bidder or potential bidder.

New York State Procurement Guidelines 33