PROCUREMENT GUIDELINES

References ................................................................................................................................ 28 D. RFP Distribution and Receipt of Proposals ......................................................................... 28 Advertisement of the Solicitation............................................................................................... 28 Distribution of the RFP .............................................................................................................. 28 Receipt of Proposals ................................................................................................................. 29 E. Evaluation of Proposals – Overview ..................................................................................... 29 F. Evaluation Team...................................................................................................................... 29 Separate Team Approach ......................................................................................................... 30 Single Team/Evaluator Approach ............................................................................................. 30 G. Conducting the Administrative Review ................................................................................ 30 H. Conducting the Technical Evaluation................................................................................... 31 Development of the Technical Evaluation Criteria .................................................................... 31 Assignment of Values to Technical Evaluation Criteria ............................................................ 31 The Technical Evaluation Instrument........................................................................................ 32 Evaluating Technical Proposals ................................................................................................ 33 I. Conducting the Cost Evaluation ........................................................................................... 34 Conversion of Price to a Weighted Point Score........................................................................ 34 Comparison of Life Cycle Costs................................................................................................ 34 J. Determining the Final Score .................................................................................................. 35 K. Agency-Recommended Award and Notification.................................................................. 35 Agency-Recommended Award ................................................................................................. 35 Notification of Award ................................................................................................................. 35 L. Contract Negotiation............................................................................................................... 35 M. Documentation Requirements for Control Agency Review and Approval ....................... 36 VI. BEST PRACTICES ............................................................................................................37 A. Knowing the Business Needs................................................................................................ 37 B. Proper Planning ...................................................................................................................... 37 C. Thorough Information Gathering .......................................................................................... 37 D. Conducting Pre-Bid Conferences ......................................................................................... 37 E. Providing for Site Visits.......................................................................................................... 38 F. Discussion with the Office of the State Comptroller ........................................................... 38 G. Use of FOB Destination .......................................................................................................... 38 H. Review of Terms and Conditions Proposed by Vendors.................................................... 38 I. Negotiating Effectively ........................................................................................................... 39 J. Involving Upper Management ................................................................................................ 39 K. Documenting ........................................................................................................................... 39 L. Adapting Standard Formats to the Specific Procurement.................................................. 40

New York State Procurement Guidelines