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, and conduct reference checks and site visits as follows: 1. Sample and Demonstration 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:
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:
4.3 Document process/results with department. 4.4 Retain documentation in bid jacket. |