R2004-16 ESTABLISHING THE METHOD FOR EVALUATING & SCORING PROPOSALS

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EVALUATION OF PROPOSALS 1 THE EVALUATION COMMITTEE A three-person Evaluation Committee will be appointed by the Decatur City Council to evaluate the firms that have submitted proposals and then make a recommendation to the City Council. 2 EVALUATION OF THE RESPONSIVENESS OF PROPOSALS The Committee will first review each proposal and determine if the proposal is responsive to the Request for Proposals. Any proposal that does not provide the information requested, in the format required, may be declared non-responsive in a material way by the Committee. The evaluation of that particular proposal will end at that point and the proposer will be so notified in writing. The Com- mittee will retain the right to waive any technicalities or irregularities of any kind. 3 EVALUATION OF THE RESPONSIBILITY OF PROPOSERS When the Committee has determined responsive proposals, the Committee will then review each proposal submitted and will use telephone interviews with each proposer, each proposed manager, and the proposer's clients and former clients to determine if the proposer is a responsible bidder. The information gathered through these means will be used by the Committee in scoring the proposers. 4 SCORING PROCEDURE When the proposals have been studied and the interviews completed, each Committee member will score each proposer using the following criteria: • Qualifications of Firm. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 points (Experience, size, finances, references, responses to questions) • Qualifications of Resident Manager. .. . . . . . . . . . . . . . . . . . . . . . . . 10 points (Education, training, experience, references, responses to questions.) • Management Approach. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 points (Past performance, client relations, customer relations, employee relations, community relations.) • Staff Support. . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 points (Legal, marketing, financial, operations, maintenance, purchasing.) • Operations Policy. . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 points (Safety, funds protection, work rules, driver training, marketing.) • Maintenance Policy. . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 points (Preventive maintenance plan, record-keeping, work rules, technician training.) • Management Fee. . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 points (Firm proposing the lowest total fee must receive 20 points) TOTAL. . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 points The firm receiving the most points will be recommended by the Committee to the City Council, whose decision shall be final.