9.4.7.9

Evaluation process:

1. A. The purpose of the evaluation process is to provide a reasonably logical and efficient way of fairly selecting an applicant from the applicant pool.

2. B. After the evaluation committee has been appointed, consisting of two to three licensed managers and the same number from the commission staff, an evaluation location will be selected by the committee. The location should be selected with the convenience of the majority of bidders in mind.

   (1) Time: The time should be set with the majority of all involved in mind and as soon as possible. The evaluation will be conducted within a minimum of two weeks after the closing date of the bid.

   (2) Files: Copies of each bidder’s file will be sent to him/her, and it is each bidder’s responsibility to go through these files. If there is any question on the contents or lack of contents in the file, he/she should respond in writing and include a copy of any documents or reports that he/she wants added to the file. The day of the evaluation, the evaluation commission members, managers and SLA staff alike will review the file of each bidder and make notes for the evaluation.

3. C. Evaluation schedule: A schedule for the day of the evaluation will be sent to the bidders two weeks before the day of the evaluation. In addition to the file reviews, each bidder will be scheduled to make up to a 20 minute presentation to the evaluators, providing any information the bidder feels necessary concerning his/her qualifications.

4. D. Process: The selection process consists of two phases: file reviews and evaluations.

   (1) File reviews: An equal amount of time to review each file will be scheduled for all evaluation committee members. All members will review each file at the same time. If a lunch break is scheduled, it should be set between the file reviews and the evaluations.

   (2) Evaluations: A period of 20 minutes will be set aside for each bidder to present him/her self to the committee, and to provide any information that he/she feels will help in their interview. The evaluators will then be allotted an additional 15 minutes to address questions to each bidder. Upon completion of the question and answer period, the bidder will leave the room and the evaluators will have 15 minutes to score the bidder. All evaluators will have read the same file, listened to the same bidder presentation and listened to the same questions and answers during the evaluation.

   (3) All time limits specified above will be adhered to through being recorded by a member of the evaluation committee.

   (4) If a bidder or committee member needs a reader or other accommodation, such request will be placed in writing and submitted with the bid, or to the evaluation committee/SLA staff during the scheduling of the evaluation.

   (5) In the event that there is only one bidder for a facility, there will be no formal evaluation process. An assessment to determine qualifications and potential success of that manager will be conducted by the state licensing agency.

5. E. Scoring: Each evaluation committee member, whether manager or SLA staff, will use an individual score sheet (see Appendix 4) [now 9.4.7.15 NMAC] to evaluate each bidder. Each of the four criterion areas listed above shall be scored by each evaluator for each bidder, on a scale of 0 to 25 points. The total possible score is therefore 100. Scores will then be averaged for each of the two subgroups for each bidder. An average score below 15 represents unsatisfactory performance for the particular criterion. An average score of 15 or above represents satisfactory performance on that criterion. The applicant who has the greatest seniority who has been rated as satisfactory on each of the four criteria shall have five points added to his/her score by each of the two groups. For example, if the applicant with the greatest seniority receives an unsatisfactory average score in any of the four criteria areas for that subgroup, he/she would not receive the five additional points for seniority due to that unsatisfactory rating. However, if the applicant receives satisfactory average scores of 15 or higher on each criteria from the other subgroup, an additional 5 points would be awarded by that group. Thus, it is possible for an applicant to receive 10 additional points for seniority. The total score is then divided by 2, and that result becomes the total final score for the applicant. If the licensed manager with the most seniority is unable to receive the seniority preference due to not receiving a satisfactory average score of 15 or higher on each of the four criteria, the seniority preference will be given to the manager with the next highest seniority, and who has received a satisfactory average score of 15 or higher on each criteria.

6. F. Recommendations: At the end of the evaluation, the scores will be read and placed on two summary sheets, one for the SLA and one for the licensed managers. The scores on these two sheets will then be averaged for the final score. The evaluation committee subsequently uses the winning score sheets to make its considered recommendations to the executive director (see Appendix 5) [now 9.4.7.16 NMAC], who shall make the final decision as to which applicant will be assigned, transferred or promoted to the new or vacant facility, or whether it is advisable to re-bid the facility. The evaluation committee may append other pertinent facts to its recommendations as it deems necessary. The announcement of the facility award (see Appendix 6) [now 9.4.7.17 NMAC] will be sent to the selected bidder. A selection announcement (see Appendix 7) [now 9.4.7.18 NMAC] will be sent to all bidders. For a current copy of Appendices 1-17, call the New Mexico Commission for the Blind, PERA Building, Room #553 Santa Fe, NM 87503 (505) 827-4479 Fax: (505) 827-4475

   [4/15/97; Recompiled 10/01/01]