Number IPP 16

Dated: 1/5/96
Replaces: NEW

Internal Policy and Procedures

Evaluation of Samples and Demonstrations and Conducting of Reference Checks and Site Visits

POLICY:

Evaluation of samples and demonstrations, conducting reference checks and site visits in support of and as detailed in the Request for Bid (RFB), Request for Proposal (RFP) and Invitation to Submit Plan (ISP) will be performed in a consistent and fair manner.

PROCEDURES:

When required, the agent will solicit and evaluate samples, demonstrations,

1. Sample and Demonstration
1.1 Determine what is required by department.
1.2 Request samples and document due date and time before or after bid is opened.
1.3 Receive samples or schedule demonstrations at department or Purchasing.
1.4 Inspect, test and/or evaluate demonstrations or samples with or without department using documented standards.
1.5 Document sampling and demonstration process and results with department.
1.6 Retain documentation in bid jacket.

2. References

2.1 Develop standard questions with department.
2.2 Request references not submitted with bid.
2.3 Contact references of lowest responsible bidder consistent with bid language.
2.4 If bidder's references are not satisfactory, repeat process with next lowest responsible bidder.
2.5 Document responses with department.
2.6 Retain documentation in bid jacket.

3. Conduct Site Visits (UW location)

3.1 Determine with the department what bidders need to see and what information is to be provided at that time. Issues to consider are as follows:

  • who will coordinate (take phone calls from bidders, notify all parties of revised dates/times, etc.)
  • who will write and retain a log of visitors
  • who must attend (Purchasing agent must be present unless confident that the department representative can competently and fairly conduct the site visit.)
  • * schedule a single time/place, or schedule separately at the convenience of all involved parties. If single time is set, reasonable accommodations will be made to resolve conflicts.
  • is site preparation required
  • are floor/building plans required
  • where and when to meet
  • any parking/transportation requirements
  • will prior submission of questions be required

3.2 Log visitors at visitation.
3.3 Require a completed and signed Certification of Site Visit form be submitted with the bid or at the site visit.
3.4 Ensure consistent information is given to all bidders.
3.5 If questions from bidders result in a change to the bid, document questions and issue an amendment.
3.6 Document process/results with department.
3.7 Retain documentation in the bid jacket.

4. Conduct Site Visits (at Bidder location)

4.1 Develop standards with bidder/department and decide:

  • who must be at the site visit for bidder/department visit (Agent must be at the site visit unless confident that the department representative can competently conduct a site visit.)

  • * schedule at the convenience of all involved

4.2 Ensure consistent information is requested of all bidders.
4.3 Document process/results with department.
4.4 Retain documentation in bid jacket.