Compilation of Rules and Regulations of the State of Georgia › Department 665 - RULES OF GEORGIA TECHNOLOGY AUTHORITY › Chapter 665-2 - INFORMATION TECHNOLOGY PROCUREMENT › Subject 665-2-4 - PROCUREMENT AUTHORIZATION AND PROCEDURES › Rule 665-2-4-.02 - Methods of Sources Selection

Current through Rules and Regulations filed through June 27, 2024
Competitive source selection may be conducted in accordance
				 with the following best value methods.
(a) The following steps may be employed in
				the application of the best value procurement methodology:
1. Appropriate best value bidding method is
				determined by purchasing authority.
2. Solicitation document is developed and
				advertised in accordance with other rules of this Chapter.
3. Scheduled conferences or site visits are
				held in accordance with solicitation requirements.
4. Offers are received and a public bid
				opening is conducted. For solicitations that allow for negotiation after
				receipt of offers, only the names of responding bidders are revealed. Price
				information shall be made public after evaluation and award.
5. An evaluation committee evaluates offers
				in accordance with the stated evaluation factors. For solicitations that
				include a best value ranking process, scoring and ranking may be determined by
				using any consistent rating methodology, including adjectival, numerical, or
				ordinal rankings. The results of the evaluation committee shall be documented
				in the contract file. Evaluation factors may include but are not limited to
				quality factors; delivery and implementation schedule; maximum facilitation of
				data exchange and systems integration; warranties, guarantees, and return
				policies; vendor financial stability; consistency of the proposed solution with
				the state's strategic program direction; effectiveness of business solution and
				approach; industry and program experience; prior record of vendor performance;
				vendor expertise with similar projects; proven development methodologies and
				tools; and innovative use of technologies.
6. Clarifications, communications to
				establish a competitive range, or negotiations may be conducted with offerors
				after receipt of offers in accordance with instructions and procedures set
				forth in the solicitation document and as appropriate to the method of source
				selection chosen. In those cases where negotiation is permitted by procedures
				set forth in the solicitation document, offerors may be allowed to submit best
				and final offers subsequent to negotiated changes in the initial offer or
				previous offer.
7. The evaluation
				committee shall determine a final ranking of all offers under consideration
				using only the criteria set forth in the solicitation document. All offerors
				shall be ranked from most advantageous to least advantageous to the
				state.
8. Award must be made to the
				responsive and responsible offeror whose offer is determined in writing to be
				the most advantageous to the state, using all evaluation factors set forth in
				the solicitation. If the lowest price technically acceptable method is used,
				award must be made to the responding and responsible offeror with the lowest
				price.
9. The following types of
				solicitation may be used:
(i) One-step
				Invitation for Bids (IFB) or Request for Proposals (RFP) Technical and price
				response is submitted at the same time.
(I)
				If the lowest priced technically acceptable method of source selection is used,
				only clarifications are allowed.
(II) If the trade off or ranking method of
				source selection is used, communications to establish competitive ranges or
				negotiations may be used. Final price adjustments or best and final offers may
				be allowed.
(ii) Two
				step IFB or RFP Technical responses (step one) and price responses (step two)
				to solicitation are submitted separately.
(I)
				If the lowest priced technically acceptable method is used, technical responses
				(step one) are evaluated for acceptability only. Only clarifications with
				offerors are allowed. Price offers are opened (step two) for only those
				offerors who submitted technically acceptable responses. Selection is made by
				low price analysis.
(II) If the
				trade off or ranking method of source selections is used, technical responses
				(step one) are submitted, after which clarifications, communications to
				establish a competitive range, and negotiations with offerors may be allowed as
				specified in the solicitation document. Price responses (step two) are
				requested only from offerors placed in the competitive range after the
				technical evaluation and discussion phase has concluded. Subsequent
				negotiations may be conducted with offerors after receipt of price responses.
				Final price adjustments or best and final offers may be allowed.