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RFP Procedures

Jump to: Steps in the RFP Process | Role of the Project Manager | Role of the Contract Unit Officer | Selection of the Evaluation Committee | Role of the Evaluation Committee Members | Compromised Evaluation | Process for Possible Resolution to Compromised Evaluation

System Administration's Requests for Proposals (RFPs) must be done for procurements greater than $125,000. They may also be done for lower dollar value procurements but are not required. The general purpose of the procurement process is to ensure that contract awards are made in the best interest of the State and in furtherance of the State University's mission. The following outlines the RFP process at System Administration and the roles and responsibilities of all individuals involved in the process.

The Project Manager is the department designee responsible for managing the procurement. The Contract Unit Officer is the Contract Unit staff in the Business Office designated to assist and guide the department through the entire procurement process.

Steps in the RFP Process

1. Develop a draft RFP and timeline
2. Create a bidders list
3. Approve RFP by Contract Unit and Legal Counsel
4. Advertise in the Contract Reporter
5. Release the RFP
6. Develop the evaluation methodology
7. Establish the evaluation committee
8. Receive Proposals
9. Evaluate Proposals
10. Award the Contract
11. Contract Negotiations
12. Contract Development, Approval and Execution

Role of the Project Manager

• Project Manager begins the process by contacting the Contract Unit to discuss procurement needs. NYS Finance Law and University-wide Procurement Procedures require that strict rules and regulations must be followed for competitive bidding procurements.
• Project Manager submits a request to the Contract Unit Officer with a description of product/services wanted, time frame expected, estimated total cost, funding source, authorized departmental approval, and any other pertinent information. Electronic requests are preferred.
• The initial draft RFP document is developed by the program department desiring the service under the direction of the Project Manager. The draft is sent to the Contract Unit Officer (electronic version preferred) for review and suggested revisions.
• Project Managers are responsible for determining the evaluation methodology and will be guided in its development by the experience of the Contract Unit Officer.
• Project Manager selects the Evaluation Committee Members (may include an alternate).
• The Project Manager is responsible for the development of the specific evaluation criteria for the selection of a qualified, responsible vendor.
• The evaluation criteria must be reviewed and approved by both the Project Manager and the Contract Unit Officer preferably before the proposal due date, however, it must be finalized prior to the opening of proposals.
• Components of evaluation criteria may include:
  • Minimum mandatory technical requirements
  • Minimum vendor qualifications
  • A weighted evaluation criteria totaling 100%, which is made up of cost and technical and demonstration percentage points. Such as: Responsiveness to RFP = 25%; Work plan/Methodology = 20%; Vendor Experience = 15%; Staff Qualifications = 15%; Cost = 25%
  • The RFP must state the relative importance of cost versus technical scores.
  • Evaluator instructions/score sheets must also be developed.
• Project Manager supplies a list of preferred vendors to whom the RFP should be provided. This should include five or more companies including firm name, address, contact name/phone number and e-mail address. Where appropriate, M/WBE vendors from the ESDC web site should be solicited.
• Project Manager and Contract Unit Officer write the ad for the NYS Contract Reporter. Contract Unit Officer places ad in NYS Contract Reporter.
• From the time the ad is placed in the Contract Reporter, all contact with potential vendors is to be by the designated Contract Officer(s) or their designees. In addition, vendors are not allowed to contact individuals other than the designated contact.
• Project Manager is responsible for tabulating all technical scores, cost scores, and demonstrations/interviews scores received from the Committee Members.
• Project Manager is required to maintain the confidentiality of all individual scores until the final results have been submitted to the Contract Unit Officer.
• Project Manager determines the final scores for each proposal and submits the following to Contract Unit Officer:
  • An evaluation memo
  • A summary of the final scores for each proposal
  • Individual scores sheets from all evaluators

Role of the Contract Unit Officer

• Contract Unit Officer assigned to the procurement will contact the Project Manager to discuss the schedule, the best method of procurement, the required evaluation process, and the Procurement Lobbying Law procedures.
• Contract Unit Officer will provide a suggested outline and/or examples for use in drafting the initial RFP document.
• Contract Unit Officer will provide advice on evaluation criteria and acceptable methodologies.
• Contract Unit Officer will review the RFP document with SUNY Legal Counsel staff and discuss revisions with the Project Manager. At times the RFP and evaluation criteria may be shared with the Office of the State Comptroller for their input.
• Contract Unit Officer will review the proposed evaluation criteria document for inclusion in the official procurement record file.
• Contract Unit Officer will submit the required advertisement in the NYS Contract Reporter.
• Contract Unit Officer will release the RFP to all vendors on the bidders list.
• Contract Unit Officer verifies all technical scores, cost scores and demonstrations/interview scores provided.
• Contract Unit Officer confirms final results with the Project Manager.
• With the approval of the Project Manager, the Contract Unit Officer will issue a notice of award to the successful vendor and notify the unsuccessful vendors.
• Contract Unit Officer determines vendor responsibility.
• Contract Unit Officer determines that all required state forms have been submitted.
• Contract Unit Officer will debrief unsuccessful vendors as requested.

Selection of the Evaluation Committee

• A minimum of three members is required.
• A maximum of five members is recommended.
• One alternate evaluator is suggested. This is required if the number of evaluators is stated in the RFP document (not recommended).
• Select staff members with specific knowledge of the services to be procured.
• Project Manager may also be a member.
• Members outside the SUNY community may be selected for knowledge and expertise.
• The alternate may be asked to replace a member who is unable to complete the evaluation process. The alternate evaluator's scores are submitted sealed to the Contract Unit Officer for use in that event.
• If the alternate evaluator is engaged, all scoring of the initial member is void. The scores of the alternate must be used throughout the entire evaluation process.

Role of the Evaluation Committee Members

• Committee Members must confidentially evaluate each qualified proposal in accordance with the pre-established weighted evaluation criteria as filed by the Project Manager with the Contract Unit Officer.
• Committee Members participate in all committee meetings to discuss proposals and share pertinent information. All proposals and discussion of the committee members are confidential. No release of information is allowed by any of the committee members.
• Committee Members must evaluate all proposals.
• Committee Members must participate in all demonstrations, interviews, and/or site visits as applicable.
• While it is appropriate to discuss proposals among committee members, each evaluator must independently score each proposal in accordance with the pre-established criteria and instructions.
• Committee Members are required to submit signed/dated score sheets with an explanation of their scoring to the Project Manager or designee by the required due date.
• Project Manager is required to maintain the confidentiality of all individual scores until the final results have been submitted to the Contract Unit Officer.
• Project Manager summarizes all individual scores and tallies a final score for each proposal.
• No evaluator may change his/her scores after the submission of the summarized results to the Contract Unit Officer.

Compromised Evaluation

An evaluation is determined to be compromised if one of the following occurs:

• An evaluator is physically unable to fulfill his/her obligation (illness, resignation, termination, transfer).
• An evaluator has a personal conflict of interest or the evaluator's actions are not in the best interest of the State.
• An unauthorized release of confidential information jeopardizes the evaluation process.

The Executive Director of Business Operations & Procurement makes the initial determination that the evaluation process may be compromised. This is based on information provided to the Director by the Project Manager and/or Contract Unit Officer. Senior Management is advised by the Executive Director of the situation.

Process for Possible Resolution to Compromised Evaluation

Project Manager and Contract Unit Officer consult with SUNY Legal Counsel on the particular situation and determine available options:

• Eliminate the evaluator's scores for those procurements that do not state the number of evaluators in the RFP document.
• Substitute the sealed scores of the alternate evaluator when available.
• Select an entirely new evaluation committee.
• Begin the RFP process all over (re-bid).