Procurement Guidelines - New York State Office of General Services

J. Determining the Final ScoreThe agency should weigh the technical and cost evaluation results as two components,which together total 100 percent of the evaluation. For example, the technical evaluation couldbe weighted at 70 percent and the cost evaluation weighted at 30 percent. After the technicalevaluation has yielded a technical score and the cost evaluation has yielded a cost score, thescores are weighted and combined to produce a final score for the proposal.K. Ag e nc y-Recommended Award and NotificationAgency-Recommended AwardThe agency’s selection of the vendor must be in accordance with evaluation criteriadeveloped prior to the initial receipt of proposals. The agency may reject all proposals or – ifprovided for in the RFP – may reject separate parts of the scope of services. (State FinanceLaw §163(9)(d)).The agency may award a contract to an offerer if only one proposal was submitted,provided that the agency documents that the RFP did not restrict competition and that the costis reasonable.Notification of AwardUpon completion of the evaluation and vendor selection, the agency must sendnotification of award to all successful and non-successful offerers. Notification to the selectedofferer(s) should indicate that the award is subject to approval by control agencies before thecontract is finalized. The agency must provide non-successful bidders the opportunity for adebriefing, if requested.L. Contract NegotiationIn cases where the RFP has specifically provided for negotiation of terms andconditions, the agency may engage in negotiation with the successful bidder prior to settling onthe contract terms. Revisions must not substantially alter the requirements or specifications setout in the RFP. To assess whether a potential revision constitutes a substantial change, thequestion should be asked: “Would other bidders or non-bidders have responded differently if theterm or condition to be revised as a result of negotiation had been included in the RFP?” If theanswer is "yes" or "possibly," then the provision may not be revised.New York State Procurement Guidelines 35