N.M. Code R. § 1.5.21.11 – Evaluation of Proposals

A. Mandatory requirements: PCD shall review proposals to ensure all mandatory requirements are met, and will forward all responsive proposals to the selection committee for evaluation.
B. Evaluation criteria: The RFP will contain and describe all evaluation criteria, and at least the following standard criteria: "cost", "utilities", "lease term", "geographic preference", and "quality of lease space". It may contain "other needs" and/or "proposal incentives", which must be defined specific to that RFP. Geographic preference must contain a statement showing how the specifics of this criteria are relevant to the service delivery requirements of the user agency.
C. Evaluation points: Each RFP will contain a total of 100 points. PCD will assign at least 80 points for the evaluation criteria, and the agency may choose to assign up to 20 points to the standard criteria, or to "other needs" and/or "proposal incentives".
D. Evaluation: The selection committee shall evaluate each proposal, taking into consideration the criteria set forth in the RFP. The committee shall conduct on-site inspections and interviews with each offeror who submits a responsive proposal as part of its evaluation. The committee may request clarification from any or all offerors. All clarifications shall be requested and submitted in writing to the selection committee, within deadlines set by the committee. The director may waive, in writing, any irregularity based on written proof that the irregularity is technical in nature.
E. Ranking: After the selection committee has completed on-site inspections and received any clarifications requested, the committee shall rank proposals based upon the evaluation points in the RFP.
F. Ranking report: The selection committee shall submit the results of the ranking in a report to PCD. The report shall include the following information and attachments:
(1) Information:
(a) names of selection committee members;
(b) copies of any amendments to the RFP;
(c) name of each offeror;
(d) address of each proposed facility, including suite and/or floor number;
(e) usable square footage of each facility;
(f) leasable square footage of each facility;
(g) annual and total term cost of each facility;
(h) lease term;
(i) agency cost ceiling amount;
(j) description of the review process, including any clarifications, and the rating process;
(k) a certification that the selected facility meets the agency’s space needs; and
(l) a justification for the recommendation.
(2) Attachments:
(a) proposal rating and ranking form for leased office space (GSD form);
(b) rating and ranking summary form (GSD form); and
(c) agency cost evaluation form (GSD form).
G. Nonresponsive proposals: If PCD receives only nonresponsive proposals, PCD may re-solicit proposals. Before re-solicitation, PCD may require that the RFP be modified in order to assure a competitive process.
H. Ranking approval: PCD shall review and approve in writing the selection committee’s ranking report. PCD may request additional information from the selection committee to complete its review.
I. Offeror notification: After the selection committee has received written approval from PCD of the ranking report, the selection committee shall notify each offeror of the ranking. The top ranked offeror shall be notified by the selection committee to proceed with record drawings in accordance with 1 NMAC 5.21.13 [1.5.21.13 NMAC]. The notification shall be in writing and within fifteen (15) calendar days of receipt of PCD’s approval.
J. Protests: Any offeror who is aggrieved in connection with the solicitation or award of a lease may protest to the director of PCD. All protests to PCD shall be in writing. Protests shall be governed by the New Mexico Procurement Code Sections 13-1-172 through 13-1-176 and 13-1-183 NMSA 1978 and applicable GSD regulations.
[12/31/98; Recompiled 11/30/01]