SPD_EP002BidEvaluationTemplate.docx

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 No/Event ID:

46200-DNr0000772

Issuing Officer:

Jenifer Polk

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.

Overall Results

(PASS OR 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.

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.

Verify business is registered with the Secretary of State’s Office and authorized to conduct business in the State of Georgia, as 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.

Best Ranked Suppliers Based on Cost Please list the top ranked supplier(s) based on cost that will be selected for contract award:

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.

Pass Sales and Use Tax Check with DOR (only required if estimated award more than$100,000) for selected suppliers

02/01/2021 Page 1 of 2 SPD-EP002 image1.png