State Guidelines for Awarding Service Contracts by Contracting Units
June 16, 2010
- The pool of contractors solicited should be as expansive as possible.
- Statement of work to be performed should be drafted in clear and unambiguous terms.
- Proposals should be judged on the basis of predetermined, merit-based evaluative criteria, made known to vendors before proposals are submitted.
- Evaluative criteria should include management criteria, technical criteria, cost and past experience and performance.
- The evaluative criteria should be judged by a qualified evaluation committee.
- The committee should be established before the request for proposals are sent.
- The committee members should include someone with the expertise to analyze that service (ie., engineer for engineering services.)
- Committee members should be screened for conflicts of interest.
- The evaluation process should be explainable to evaluators and competing vendors and capable of withstanding scrutiny under a protest challenge.
- The scoring process and award recommendations should be well-documented and retained.
- A contracting unit should establish an evaluative process including, scoring sheets, written record of permitted negotiations, written comparative analysis of proposals and written recommendation of the committee.