Post Award Procedures

After contract award, the Evaluation Committee, assisted by appropriate technical personnel) may provide feedback to an unsuccessful offeror if so requested. When this request is received, the Evaluation Committee and Requester should prepare in advance to ensure that both parties are in accord with what shall or shall not be discussed. In such cases the offeror may only be verbally advised of the strength and weaknesses of their offer. The Evaluation Committee may choose to inform the offeror as to whether they ranked in the top, middle or bottom range, when compared to others.

The Evaluation Committee must handle proprietary information belonging to suppliers with due care and proper consideration of ethical and legal ramifications and regulations. Others at the University may be unaware of the possible consequences of the misuse of such information, therefore, the person receiving the information should be advised that it is proprietary and that it should be treated as such. Proprietary information requires protection of the company name, composition of process of manufacture, trade secrets, or rights to unique or exclusive information which has marketable value and is upheld by patent, copyright or non-disclosure agreement. If the Evaluation Committee is unclear regarding disclosure requirements they should request assistance from legal counsel.

Some examples of information which may be considered proprietary and should not be disclosed are:

·         Individual Unit Pricing

·         Cost or Price Breakdown

·         Formulas and/or Process Information

·         Design Information (drawings, blueprints, etc.)

·         Company Plans, Goals, Strategies, etc.

·         Profit Information

·         Asset Information

·         Wage and Salary Scales

·         Personal Information about Employees or Trustees

·         Supply sources of Supplier Information

·         Customer Lists or Customer Information

·         Computer Software Programs

The Evaluation Team shall provide this limited information orally, and no written documentation shall be provided to the offeror nor required for the procurement file.

 

Award Notification

Notification of contract award is generally made by mailing or delivering a signed contract to the successful offeror for acceptance.

 

Unsuccessful Offeror’s Notification

Notification to all unsuccessful offerors is mandatory for all awards exceeding $100,000. Generally, notification to all unsuccessful offerors shall be made within 30 days after contract award. However, when a procurement is not definitized for an extended period of time due to long approval cycles or other circumstances, the Evaluation Team, after consultation with their management, may elect to notify unsuccessful bidders at an earlier point in time. The Evaluation Team should consider the impact on the offeror caused by a lengthy delay in notification and the possible impacts of notification on the yet to be awarded procurement.

Information released, after contract award, shall be limited to the name of the winning contractor.

 

Documentation

Documentation regarding the selection process must provide convincing information that the selection was appropriate & make an argument for selection of one offeror over others on the basis of Best Value Tradeoff analysis. The Evaluation Committee shall, at a minimum, document the following:

·         Why an offeror was not considered to have the potential for “highest probability of success: and therefore was eliminated from further consideration for award

·         Rational for any substantial changes to University requirements

·         Rational for allowing offerors to change their proposals

·         The evaluation method used

·         Rational for any changes to the evaluation factors (update source selection plan if used)

·         Negotiations

·         Cost/technical tradeoff(s)

·         Price/cost reasonableness

·         How the selected firm offers the best value to SMU