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Document
Establishing an Effective Supplier Diversity Program
Year Created: 2022
DOCUMENT
MODL - OA4 Best Value Analysis Example 2003
- YEAR CREATED: 2003
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: MODL - Model, Templates
- Management
- Policies and Procedures
This document is a form or template titled "PUR-036 (Rev 09/03)" that provides instructions for preparing a recommendation for the award of a bid or contract. The form is addressed to a department or individual responsible for evaluating bids or proposals for an ITB/RFP (Invitation to Bid/Request for Proposal) and making a recommendation for award.
The form emphasizes the importance of providing a detailed evaluation and analysis of all bids or proposals, rather than a simple statement such as "recommend low bid." It instructs the evaluator to summarize the actions taken by the evaluation review committee in determining the low bid or highest ranked proposal and to include all evaluation forms, corrections to deficient bids or proposals, and reference checks with the recommendation.
The form also requires the identification of the recommended vendor, the exact dollar amount of the bid or contract, and the amount budgeted. It instructs the evaluator to describe the criteria and relative importance used in the evaluation, excluding the 3% local preference. It mentions that not all bids and businesses with offices in Lubbock qualify for consideration of a bidder's principal place of business, and the City Council will decide whether to apply the 3% local preference.
Furthermore, the form asks for an explanation of any bids or proposals that did not meet the specified requirements or were deemed unacceptable by the committee. If the recommendation is for a vendor other than the low bidder or highest ranked proposal, the evaluator must provide detailed reasons for their decision.
If the bid or proposal involves a written contract, the form requires the submission of five original contracts in a specific order of approval and execution. It states that for expenditures of $25,000 or more, the recommendation and executed contract must be submitted to the Purchasing Manager at least 14 days prior to the scheduled Council meeting.
The form also mentions that the Purchasing Department will place the item on the Council Agenda and provide related documents to the City Manager's office. The Managing Director and the using department are responsible for having a representative at the Council meeting to answer any questions.
Finally, the form emphasizes that the award recommendation must come from the Managing Director if the expenditure is $25,000 or more. It states that failure to prepare the recommendation as outlined may delay contract award. The form includes spaces for the date and signature of the receiving party.