Bid Evaluation
256 KB Posted
- Attached to
- Tow Tractor for Wormsloe State Park
- Solicitation number
- 46200-DNR0000710
- Issued by
- Chatham County, Georgia
About this file
This is a Bid Tabulation Template and Administrative Review document for a Request for Quote issued by the Georgia Department of Natural Resources, State Parks Division, for the procurement of a Tow Tractor for Wormsloe State Park. The solicitation number is DNR0000710, with Carlethia Jones serving as the Issuing Officer. This is a one-time buy to establish a contract with a single qualified supplier meeting the specified requirements. The evaluation process follows a three-phase approach: administrative review to verify compliance with basic requirements such as timely submission and mandatory requirements, a second phase to verify business registration and product equivalency, and a final cost evaluation to identify the lowest responsive and responsible bidder. The administrative review reveals that only one bid was received from 1821 Enterprises LLC, which failed the administrative review phase due to the bid model not meeting specifications as described in Mandatory Questions 1 and 10, and the absence of an eVerify reference number, resulting in an overall FAIL determination.
The document indicates that 1821 Enterprises LLC, despite passing the second phase evaluation and verification that the company is not suspended or debarred, was ultimately determined to be non-responsive and therefore ineligible for contract award. No cost evaluation was conducted as a result of the administrative failure. The bid tabulation template provided in this document serves as the formal recording of all bids received and the evaluation results, which must be published with the Notice of Intent to Award or Notice of Award to satisfy public inspection requirements. The template was issued on February 1, 2021, and allows for the potential use of price preferences such as the Georgia Enterprises for Products and Services (GEPS) eight percent preference and price match options for Georgia-based small businesses, though these were not applicable in this instance.
Text of this file
02/01/2021 Page 1 of 4 SPD-EP002
BID TABULATION TEMPLATE
Instructions to Issuing Officer: this sample template may be used during the evaluation process for Request for Quotes (RFQs) to document the results of the bid evaluation. The issuing officer may use a document developed by the State Entity or a modified version of the “Administrative
Review” tab of SPD-EP001 Administrative Review Requirements Summary Sheet. If using this sample template, please edit as needed to correspond with your RFQ requirements and award scenario. The finalized document (or similar document) should be published with the Notice of
Intent to Award or Notice of Award (whichever comes first) to satisfy the requirement to provide public inspection of the recording of all bids received conforming to the solicitation.
Solicitation Title/Event Name: Tow Tractor for Wormsloe State Park
Solicitation No/Event ID: DNR0000710
Issuing Officer: Carlethia Jones
Administrative Review:
During the administrative review, the issuing officer reviews all timely bids to determine suppliers’ compliance with several basic requirements.
The purpose of the administrative review process is to identify any responses which are not eligible for further evaluation. Space has been provided for up to seven suppliers. The table may be copied and inserted below if there are additional responding suppliers.
Requirements 1821 Enterprises LLC
[Insert Name of Supplier #2]
[Insert Name of Supplier #3]
[Insert Name of Supplier #4]
[Insert Name of Supplier #5]
[Insert Name of Supplier #6]
Timely Submission through Sourcing Tool*
YES
02/01/2021 Page 2 of 4 SPD-EP002
Requirements 1821 Enterprises LLC
[Insert Name of Supplier #2]
[Insert Name of Supplier #3]
[Insert Name of Supplier #4]
[Insert Name of Supplier #5]
[Insert Name of Supplier #6]
Mandatory Requirements (supplier responded “yes” as appropriate and provided all required information)
NO
Completed Cost Submission (either as line item or attached worksheet as applicable)
YES
Bid model does not meet specs as described in Mandatory Question 1 & 10 NO Reference
No Everify
Overall Results
(PASS OR FAIL)
Fail
*Unless SPD grants a written exception, all state entities are required to conduct competitive sealed bidding through approved sourcing tools such as Team Georgia Marketplace™ and eSource/Jaggaer. These systems will not allow a supplier to submit a bid/proposal once the solicitation closing date/time has passed.
**By submitting a response via Team Georgia Marketplace™ or eSource/Jaggaer, suppliers automatically agree to the certificate of non-collusion and must also certify that they are not a scrutinized company. If conducting through another sourcing tool with SPD approval, the issuing officer may use form SPD-SP012 Certificate of Non-Collusion to obtain the certification and SPD-SP042 Supplier General Information Worksheet.
02/01/2021 Page 3 of 4 SPD-EP002
Second Phase of Evaluation:
Following administrative review, the issuing officer may proceed with further evaluation of all suppliers that passed administrative review.
Additional evaluation activities may include review/testing of samples, contacting client references (if requested) to verify previous work experience, etc. Examples are included below. Revise as needed to correspond to the RFQ requirements.
Requirements 1821 Enterprises LLC
[Insert Name of Supplier #2]
[Insert Name of Supplier #3]
[Insert Name of Supplier #4]
[Insert Name of Supplier #5]
[Insert Name of Supplier #6]
[Verify business is registered with the Secretary of State’s Office and authorized to conduct business in the State of Georgia, as applicable]
YES
[Product determined equivalent if brand name referenced]
Not applicable
Overall Results
(PASS OR FAIL)
PASS
Cost Evaluation:
During the cost evaluation, the issuing officer will evaluate the cost proposals to identify the lowest priced supplier(s) using the identified cost evaluation methodology. Factors that may impact the cost evaluation are noted below:
• Price Match Option: If selected by the issuing officer and included as part of the RFQ, then the price match option should be offered to any supplier that meets the following requirement: is (1) a Georgia-based, small business or Georgia Resident small business, (2) that agreed to price match and (3) submitted a response within 5% up to $10,000 of the lowest responsive and responsible bid. Only applicable if a non-
Georgia based/non-small business is the lowest priced bidder.
• Georgia Enterprises for Products and Services (GEPS): for purposes of cost evaluation only, any bid submitted by GEPS will receive a price preference of 8%. Please see GPM Section 5.6.6.6. for additional information.
• Cost Negotiation: State entities may conduct one round of cost negotiations (Best and Final Offer) with responsive and responsible suppliers.
• Reciprocal Preference: only applicable if Georgia-resident suppliers bid but a non-Georgia-resident supplier is selected for contract award.
Please reference GPM Section 5.6.6.5 for additional information.
02/01/2021 Page 4 of 4 SPD-EP002
Best Ranked Suppliers Based on Cost
Please list the top ranked supplier(s) based on cost that will be selected for contract award:
Top Ranked Supplier(s) Estimated Cost (for purposes of NOIA/NOA)
1821 Enterprises LLC Non responsive
[Add more rows as needed if split/multiple awards]
Final Evaluation Prior to NOIA/NOA:
Prior to contract award, the issuing officer should complete the steps below (plus any remaining tasks identified in the RFQ) to verify eligible for award prior to publishing the results. For efficiency, this final review may be limited to the supplier(s) selected for contract award.
Requirements [Insert Name of Supplier Selected for Contract Award]
[Insert Name of Supplier Selected for Contract Award]
[Insert Name of Supplier Selected for Contract Award]
[Insert Name of Supplier Selected for Contract Award]
[Insert Name of Supplier Selected for Contract Award]
[Insert Name of Supplier Selected for Contract Award]
Verify Not Suspended or Debarred (both State and Federal Lists) for selected suppliers
YES
Supplier Meets eVerify Requirement
NO
[insert other requirements here]
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