Evaluation and Award - 1404.4

Procurement Summary Document

The evaluation process and resulting source (supplier) selection decision must be documented for every procurement effort and referenced as a procurement summary*.  The purpose of the procurement summary is to provide a single document that specifies the history of those particular procurement transactions by explaining the significant facts, events and decisions leading up to the contract award.

Procurement summaries should be written clearly, concisely, and convincingly to support the soundness of the purchasing decision.

Procurement summary information includes but is not limited to:

• Documenting the offered prices
• Determining that the selected supplier is responsible, and the bid is responsive
• Attaching the Procurement Summary Document, Bid/Quote Worksheet or the Evaluation and Selection Report

*Use of the Procurement Summary Document as established by DGS/PD is not required, however if this form or a similar form is not used, then the procurement file must include the Bid/Quote Worksheet or the Evaluation and Selection Report as required by the solicitation method conducted (RFQ, RFP, IFB, SB/DVBE Option, etc.).

Click here for samples and templates for:

• Procurement Summary Document
• Bid/Quote Worksheet
• Evaluation and Selection Procedures
• Evaluation and Selection Report

Tie Bids

Tiebreaker language should be included in the solicitation document, indicating how the contract award will be made in the event of a tie. Examples of permissible tiebreakers are a coin toss or other similar objective method. Such event must be observed by witnesses and the affected bidders should be invited.

In the event of a precise tie between two SB suppliers in which one is also a DVBE, the award shall go to the SB that is also a DVBE.

Example:

• Supplier – A and Supplier – B are tied.
  • Supplier – A is a SB
  • Supplier – B is a SB and a DVBE
  • Supplier – A claiming the DVBE incentive by subcontracting to a DVBE
  • Supplier – B is a SB claiming the DVBE incentive by being a DVBE
• The award shall be made to Supplier – B that is a SB and also a DVBE

(Per Government Code, Section 14838(f) and Title 2 California Code Regulations, Section 1896.8(f)).

In the event of tie for recycled tire product contracts, the contract will be awarded to the bidder whose product has the greatest percentage of recycled tire content if the fitness, quality, and price are equal. (PRC section 42894) "Recycled tire product" means a product with not less than 50 percent of its total content derived from recycled used tires. (PRC section 42890.)