Solicitation #: PS-004-23 - Banking Services
[Applicable reference within HUD Procurement Handbook No. 7460.8 REV 2]
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Step 1: Open Proposals
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After the Proposal Submittal Deadline, open and evaluate
"in confidence" (in private) the proposals recevied [Section 7.2.H].
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View Proposals submitted by each firm:
Open each of the following cost proposals seperately and print out in landscape mode.
Be sure to check for any attachments that may have been included by the proposers.
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Step 2: Determine Responsiveness
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Initially evaluate the proposals received as to
Responsiveness [Section 7.2.K]. |
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| (a) Evaluate the "Hard Copy" Proposals Received as to Responsiveness: |
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For each proposer, open the sealed package containing the "hard copy" proposal submittal and the
corresponding link below to complete the Responsiveness evaluation.
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Proposals were submitted by:
Once you have evaluated all "hard copy" proposals submitted as to their responsiveness, proceed to Step 2(b).
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| (b) Evaluate "Or Equal" Specifications and/or Proposed Quantities: |
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When you formulated the RFP, you chose to allow proposers to submit "Or Equal" Specifications (SKU).
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View Proposed Alternates: Before proceeding to the next Step 3,
you must access this area and click on the "Finalize" link, thereby showing that you viewed and considered any
alternate information listed therein.
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Step 3: Prepare Evaluation Package
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HUD requires that "[t]he evaluation shall be based on the evaluation factors set forth in the RFP"
[Section 7.2.K].
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Proposal Tabulation Forms* (for the Evaluation Committee)
* It is recommend that the following forms be printed without a header and footer. For instructions on how to avoid printing a header and footer click here.
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(a) |
View/Print a Coversheet (Instructions).
Edit Coversheet Text
Print Coversheet
After printing, click the Back button on your browser to return to this page.
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(b) |
View/Print Proposal Tabulation Form (Individual Evaluation).
After printing, click the Back button on your browser to return to this page.
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(c) |
View/Print a Written Narrative Justification Form for each responsive proposer
(HUD requires that "a narrative should accompany the scores to explain how the scores were derived, detailing the significant
strengths, weaknesses, and deficiencies in the proposal" [Section 7.2.L].)
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(d) |
View/Print the Evaluation of Responsiveness Forms for each proposer created in Step 1. |
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Step 4: Conduct Evaluation
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The Evaluation Committee conducts the evaluation of the
proposals received, including completing the written narrative justifications and the award of points for the Technical
Evaluation Factors [Section 7.2.K.1/2].
These completed evaluation forms are returned to the buyer for entry detailed within Step 5.
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Step 5: Enter Points
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Enter within the immediate following the points for any additional preference factors
and the points awarded by each evaluator.
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| (a)
Enter Points
awarded for the Evaluation Factors that were, during the creation of the RFP, designated as "Entered by a person other than the Evaluation Committee."
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| (b)
Enter Points awarded by each Evaluator.
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Step 6: Calculate and Award Points for the Cost Evaluation Factors
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Where provided for within the Housing Agency Marketplace system, the buyer awards
points for the Cost Evaluation Factor using either of the Cost Evaluation Factor Methods specified in the preceding Cost Evaluation Factor Method section.
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Evaluate cost proposals using the
"Proposed Cost vs Proposed Cost" method identified in the Evaluation Plan.
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Step 7: Evaluation Report; Determine Top-rated Proposer
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Compile points; finalize
determination as to the initial Top-rated Proposer [Section 7.2.L].
(PLEASE NOTE: The proposer that receives the most
points should be identified as the "Top-rated Proposer" until the potential negotiations identified within the following
Step 8(b) has been completed and it has been verified that the final Top-rated Proposer is truly responsive and responsible;
once such has been verifiedcompletion of Step 8 through Step 13, followingthen the Top-rated Proposer may be referred to as
the "Successful Proposer.")
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View and Select the Proposal Evaluation Recap Format.
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Step 8: Determine Whether or Not to Negotiate
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(a) Award without Negotiations As detailed within Section 7.2.R of the Procurement Handbook, if "there is a clear winner, and
there is no need to negotiate or obtain further clarification or information from the offeror," (i.e. no need conduct the process
detailed within (b) immediately following), then proceed to Step 9.
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(b) Establish Competitive Range [Section 7.2.N]; Negotiations [Section 7.2.O/P];
Best and Final Offers [Section 7.2.Q] If it is
determined that there IS a need to negotiate or obtain further clarification or information from the offeror, the process detailed
within the noted Sections will be complied with.
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Step 9: Cost Price Analysis
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Evaluate proposed costs, especially the costs submitted by the
Top-rated Proposer [Section 10.3,
Appendix 12]. |
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| (a) Conduct Price Analysis: |
| "In competitive procurements, the force of competition is usually adequate to allow the PHA to make a price reasonableness determination based simply on a comparison of the offered prices."
[Section 10.3.A]
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| (b) Conduct Cost Analysis: |
| "A cost analysis must be conducted if one or more of the . . . conditions" detailed within
Section 10.3.C
of the HUD Procurement Handbook apply.
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Step 10: Check HUD LDP/GSA Debarred List
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| Verify eligibility by checking the HUD Limited Denial of Participation (LDP) Listing [Section 10.2.H.1] and the GSA
System for Award Management (new name as of 2014)
[Section 10.2.H.2].
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(a) Check HUD Limited Denial of Participation (LDP) Listing:
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HUD requires that you "determine whether contractors have been restricted from participation in HUD . . . contracts" [Section 10.2.H.1].
Accordingly, we invite you to check the HUD LDP Listing by using the following link, http://www.hud.gov (a new window will open; after you
are finished, close the window to return to this page).
We recommend that you print the search results and maintain a copy in the Solicitation file.
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| (b) Check GSA System for Award Management (SAM):
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HUD requires that you "determine whether contractors have been restricted from participation in . . . Government Services Administration (GSA) contracts" [Section 10.2.H.2].
Accordingly, we invite you to check the GSA SAM Listing by using the following link, http://sam.gov (a new window will open; after you
are finished, close the window to return to this page).
We recommend that you print the search results and maintain a copy in the Solicitation file.
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Step 11: Determine Responsibility
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| Determine Responsibility [Section 6.12.B.2;
Section 10.2,
Appendix 10]
by conducting Due Diligence of the Top-rated Proposer (i.e. bonding; insurance; licensing; etc., as required). |
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Step 12: Award Approval
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| As required within the Agency Procurement Policy, obtain Award Approval (i.e. Board Approval). |
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Step 13: Formulate/Execute Contract
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| [Section 6.12.F,
Section 10.5,
Appendix 6]. Assure inclusion of the
required contract clauses detailed within 24 CFR 85.36(i). |
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Step 14: Post the Results
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| Complete the award by posting the Results on the Housing Agency Marketplace Internet System. |
View and Confirm the Award(s).
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Issue Post-Submittal Deadline Notice
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Follow are the Seperate Reports Available to each Proposer
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| Reports: |
Solicitation Issued |
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Summary of Firms that Registered to Download the Solicitation |
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Summary of Firms that Submitted Proposals |
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Summary of Accepted/Rejected Cost Proposal Alternates |
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Summary of Proposal Responsiveness Evaluations |
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Evaluation of Cost Proposals |
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Proposal Evaluation Recap |
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