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The Evaluation Committee,Evaluation Criteria and

Award

Pursuant to HRS Chapter 103D

Evaluation Committee§3-122-45.01

Prior to preparation of the RFP, adetermination shall be made by theProcurement Officer (PO) or Head of thePurchasing Agency (HOPA).

Determination that the evaluation will bemade by the PO or by evaluationcommittee.

The approved list of committee membersshall be documented and place in contractfile.

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Evaluation Committee Members

At least three governmental employees.

Have sufficient qualifications in the areas of thegoods, services, or construction to be procured.

Private consultants may serve.

Contract administrator (CA) shall serve as amember of the committee.

The CA or a designee shall serve as chairperson.

The PO or designee shall serve as advisor.

The private consultant as acommittee member shall:

Have sufficient knowledge to serve on thecommittee;

Serve without compensation, unlessjustified and determined in writing by theHOPA; and

Sign an attestation (SPO Form 024)

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By signing the attestation, thecommittee member will:

Attest to having no personal, business, orany other relationship that will influencetheir decision in the evaluation process;

Agree not to disclose any information onthe evaluation process to other than anemployee of a governmental body; and

Agree that their names will come publicinformation upon award of the contract.

Responsibilities of a committeemember are:

Participate in thedevelopment of theRFP;

Familiarize themselveswith the RFP withemphasis on theevaluation criteria;

Not disclose anyinformation on theevaluation process;

Evaluate the proposalssolely against thecriteria established;

Score each proposalindividually.

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Evaluation CommitteeChairperson Responsibilities

Shall ensure that EC members are apprisedof any changes to the RFP throughout theprocess

Conduct EC meetings

Calculate the points to be assigned to eachproposal. Compose a summary of scores.

EC Chairperson Responsibilitiescontinued….

Split or assign the work to avoid duplicationof effort

Ensure that each EC member first scoreseach proposal individually and that eachmember’s score sheet is made part of thefile

Conduct EC discussions after initial scoringof proposals

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EC Chairperson Responsibilitiescontinued….

Summarize scores to determine priority-listed offerors

Conduct all oral discussions, if any, withpriority-listed offerors

Responsible for coordinating all writteninquiries and responses to the writteninquiries

Conduct debriefings

Possible Committee Members

Actual end users

Financial background

Procurement personnel

Other agency representatives

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Other ways EC Chair may haveEC assist in the RFP process:

May assist in the development of specificparts of the solicitation

May assist in the response to vendorclarifications

May assist in the development of specificparts of the evaluation criteria

Evaluation Criteria andContractor Selection

Total number of points

What makes up total points

May attach score sheet to RFP

Minimum points to be listed as acceptable,potentially acceptable

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Criteria Essentials

Mandatory Requirements

Scored Mandatory Requirements

Desirables

Mandatory Requirements

Proposer is required to submit informationfor these requirements.

No points are award for these requirements.

These are strictly evaluated on a pass/failbasis.

Proposer is to describe how its companycomplies with each mandatory requirement.

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Scored Mandatory Requirements

What is required?

What does it need to do?

When does it need to happen?

How should the requirements be submitted?

What points will be awarded?

What are the minimum acceptable limits?

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Desirables

Proposer is not required to submitinformation; however, points will beawarded to those proposers who provide thebest solutions.

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Cost as an Evaluation Factor

When applicable, cost shall be an evaluationfactor.

The proposal with the lowest cost factor mustreceive the highest available rating.

Each proposal that has a higher cost factor thanthe lowest must have a lower rating for cost.

The points allocated to the higher-priced proposalsmust be equal to the lowest proposal pricemultiplied by the maximum points available forprice, divided by the higher proposal price.

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Here’s the Formula:

[Lowest price x total points (maximum)] ÷Offerors’s proposal = Points

Example:Lowest priced offer - $50,000 x 20 ÷ $50,000 = 20 points

2nd lowest priced offer - $50,000 x 20 ÷ $53,000 = 19 points

3rd lowest priced offer - $50,000 x 20 ÷ $55,000 = 18 points

The score sheet:

List all items to be scored.

Categorize into themes or groups.

Prioritize and weigh by importance.

Make it easy to use and understand.

Allow space for comments.

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Before the proposals are due:

Hold a EC meeting to discuss how eachitem will be evaluated.

Start from maximum points or 0?

Do the points add up?

Test the score sheet

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A Walk Through the EvaluationProcess

Initial steps:

Ensure that proposals were received by dateand time requested.

Will not be opened publicly.

Opened in the presence of two or moreofficials.

Log in all proposals received.

Check each proposal that all mandatoryrequirements are provided.

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Proposal Register Information

Name of each offeror

Number of modifications received, if any.

A description to identify what is beingprocured.

Distributing the proposals:

Original proposals to remain stored in a secureplace.

Copy of each proposal maintained for future“public inspection” file.

Proposals only viewed by EC and State Personnelthat have legitimate interest in the solicitation.

Each committee member should receive his/herown copy of each proposal.

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Let the scoring begin……

Review each proposal and notate scoreaccordingly….

Notate comments as to why maximumnumber of points not given.

May not be able to rate on first review.

Price score should be the same foreveryone.

Apply applicable preference.

Evaluation of Proposals§3-122-52

Evaluation factors shall be described in the RFP.

A numerical rating system shall be used.

The points to be applied to each evaluation factorshall be described in the RFP.

When applicable, cost shall be an evaluationfactor.

An evaluation factor must be included which takesinto consideration whether an offeror qualifies forany procurement preference.

Evaluations may not be based on discrimination.

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Award With or Without Discussions

Need

for

Discussion?

CreatePriority

List

NO

MakeAward

HoldDiscussions

No Yes

Callfor

BAFO

ScoreBAFO

Creating the Priority List

Classify each proposal as acceptable,potentially acceptable or unacceptable.

All responsible offerors who submitacceptable or potentially acceptableproposals are eligible for the priority list.

The priority list may be limited to at leastthree highest-ranked proposals.

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Holding Discussions withPriority-Listed Offerors

Promote understanding of requirements andpriority-listed offerors’ proposals

Facilitate arriving at a contract that willprovide best value to the State.

Fair and Equal Treatment to EachPriority-Listed Offeror

Any substantial oral clarification shall bereduced to writing.

If during discussions there is a need for anysubstantial clarification or change in theRFP, the RFP shall be amended byaddendum and distributed to only priority-listed offerors.

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Best and Final Offer (BAFO)

Addenda to the RFP shall be distributed only topriority-listed offerors.

The PO shall establish a date and time for thepriority-listed offerors to submit their best andfinal offers.

BAFOs shall be submitted only once.

No other discussion of or changes in the BAFOshall be allowed prior to award.

Priority-listed offerors shall also be informed thatif they do not submit a BAFO, their immediateprevious offer will be considered as their BAFO.

Making the Award

Award shall be issued in writing based onevaluation critiera set forth in the RFP.

The award will be posted for five (5)working days.

The contract file shall include the basis forselecting the successful offeror.

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Cost/Pricing Data

Used if competition is restricted or lacking/orthe prices offered appear high.

It is important to know the market andsupplier’s situation in regard to the market.

Should be used when the procurement throughRFP process is expected to exceed $100,000.

An aggregate adjustment (up or down inexcess of $100K) is made to any contract.

Requirement of Cost or PricingData

If the contract is based on multiple offers,prices published in a public price list orcatalog, prices substantiated through pricespreviously paid or by sources independentof the supplier, or prices set by law orregulation, cost/pricing data not required.

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Sole Offer

1. An award may be made to the singleofferor, provided the PO determines inwriting that the price submitted is fair andreasonable and that either other prospectiveofferors had reasonable opportunity torespond or there is not adequate time for re-solicitation.

Rejection of Offer

2. The offer may be rejected if the price isnot fair and reasonable and prospectiveofferors did not have reasonable opportunityto respond or there is time to conduct a newprocurement.

After rejection, a new request for proposalsmay be solicited.

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More options if only one offerreceived.

3. The proposed procurement may becancelled.

4. An alternative procurement method maybe conducted.

Using Alternative Procurement

The alternative procurement method may beconducted to include, but not be limited to,direct negotiations with the sole offerorfirst, and then with any other vendor shouldnegotiations with the sole offeror fail.

Use of form SPO-015.

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No Proposals Received or There Are NoResponsible Offers

Considerations:

Time constraints;

Competition in the marketplace;

Whether the additional potential cost of preparing,soliciting, and evaluating competitive sealedproposals is expected to exceed the benefitsnormally associated with the solicitations.

Alternative Procurement Documentation

State the reasons for selection and length ofcontract period;

Receive prior approval of the chiefprocurement officer or designee; and

Be made part of the procurement file uponaward by the procurement officer.

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Contract File Contents

The register of proposals prepared pursuant to section 3-122-51, HAR;

A listing of all vendors to who copies of the RFP weredistributed;

Name of successful offeror and dollar amount;

The basis on which the award was made;

A copy of the RFP;

A copy of the successful offeror’s proposal;

A copy of all unsuccessful offeror’s proposals; and

A copy of the executed contract resulting from the RFP.

Public Inspection(§3-122-58, HAR)

The register of proposals shall be open topublic inspection upon posting of award(s).

The proposals shall be available for publicinspection upon posting of award.

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Not Available for PublicInspection

Those portions the offeror designates inwriting as trade secrets or other proprietarydata to be confidential subject to subsection3-122-58(b), HAR cannot be madeavailable for public inspection.

Requests to Inspect the Portions MarkedConfidential

The inspection shall be subject to writtendetermination by the respective attorney general orcorporate counsel for confidentiality in accordancewith Chapter 92F, HRS.

If the attorney general or corporation counseldetermines in writing that the material designatedas confidential is subject to disclosure, thematerial shall be open to public inspection unlessthe offeror appeals pursuant to section 92F-42(1),HRS.

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The Purpose of the Debriefing§3-122-60

It provides the opportunity for the non-selected offerors to understand the basis forsource selection decision and contractaward.

It provides the opportunity for the non-selected offerors to see their scores.

Instructions for Non-SelectedOfferor

A written request for a debriefing to the POshall be made within three (3) working daysafter the posting of the award of thecontract.

The non-selected Offeror may only inquireabout their proposal, not any other.

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Procurement Officer Responsibilities

A debriefing shall be held by the PO ordesignee within seven (7) working days.

Determine whether or not to conductindividual or combined debriefings.

The Protest

Shall be filed within five (5) working daysfollowing debriefing.

Only the award may be protested after theproposals are received.

The CPO or designee, prior tocommencement of an administrativeproceeding or an action in court, may settleand resolve a protest.

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Summary

Determine if RFP is applicable method of procurement.

Form an evaluation committee and prepare the RFP.

Advertise and accept proposals.

Evaluate proposals and have discussions, if necessary.

Call for BAFO, if necessary.

Evaluate BAFO proposals, if called for.

Make and post award.

Conduct debriefings, if requested.

QUESTIONS?

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STATE PROCUREMENTOFFICE

Donn Tsuruda-Kashiwabara

586-0565

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