In this example the school needs to procure prime vendor to supply the school with a variety of locally produced/grown products. The school decided to use “geographic preference” which is allowable for unprocessed locally grown and locally raised agricultural products. When developing the solicitation document the decision to use geographic preference was based on the following concerns and considerations;
- Due to large out of state producers putting competitive pressure on local producers to sell at or below cost, the school decided it could afford to pay a little extra if needed for locally grown apples.
- Also local school board was concerned about the carbon footprint for shipping the apples hundreds of miles for such a small purchase.
- Although it wasn’t mandatory, teachers and nutritional staff from the school’s food service department wanted to work together to educate students on how apples are grown and it would be nice if a producer would be able to do a presentation.
Base on the above concerns and considerations the school developed the following Request for Proposal (RFP) evaluation matrix for procuring apples:
Criteria |
Maximum Score |
Producer A |
Producer B |
Producer C |
|---|---|---|---|---|
|
RFP Checklist and Submittal Page |
Mandatory |
Passed |
Passed |
Passed |
|
Qualifications and Company History |
Mandatory |
Passed |
Passed |
Passed |
|
Qualified Product |
Mandatory |
Passed |
Passed |
Passed |
|
Delivery Conditions |
10 points |
10 |
10 |
10 |
|
Product Specifications and Availability |
10 Points |
8 |
7 |
7 |
|
Ordering Procedure |
5 Points |
4 |
3 |
4 |
|
Invoice/Payment Method |
5 points |
5 |
4 |
5 |
|
Availablity of producer for a presentation at school |
5 points |
0 |
5 |
5 |
|
Geographic Preference (all products) |
5 points |
5 |
5 |
0 |
|
Points for Technical Score |
40 points |
32 |
34 |
31 |
|
|
|
|
|
|
|
Points for Cost |
60 points |
57.8 |
57.9 |
60 |
|
Proposed Costs |
$6,935.00 |
$6,915.00 |
$6,675.00 |
|
|
Calculation of Points (Based on Proposed Cost)
|
$6,675.00/$6,935.00 = 0.96 or 96% 0.96 x 60 points = 57.8 points |
$6,675.00/$6,915.00 = 0.97 or 97% 0.97 x 60 points = 57 points |
$6,675.00/$6,675.00 = 1 or 100% 1 x 60 points = 60 points |
|
|
Assigning point to costs: (Lowest Cost/Evaluated Cost) X (number of points possible) = assigned points |
||||
|
TOTAL SCORE (Points for Technical Score + Points for Costs) |
100 points |
89.8 |
92.9 |
91 |
|
Awarded Contract To: |
|
|
X |
|
Notes: All producers were responsive and responsible producers;
- Producer C was not able to provide any unprocessed locally grown and locally raised agricultural products (even without geographic preference producer C had a very competitive proposal)
- Producer B was awarded the contract for purchasing apples, cherries, pears based on highest number of points after geographic preference was applies.
- Producer B will be paid based on the proposed pricing in its proposal.
- All producers were notified of the outcome of the procurement.
