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The framework for procurement and contracts is directly related to Cochrane’s commitment to manage Town finances and resources responsibly and report on them to the community.
Complaints/concerns and physical copies of the supporting documentation must be submitted to the contact person for the bid. If the concern cannot be resolved at the department level, the complaint may be referred to our legal and/or process department for review. If a meeting is required, or if litigation follows, the process will follow its due course.
Common reasons an RFP bid is rejected:1. Lack of evidence of your experience relating to the project. 2. Too verbose (unnecessary padding) of the document. 3. Lack of required documentation.4. Financial errors in budget/financial documents.5. Lack of appropriate project planning in the estimated time/cost. 6. Proofreading/spelling mistakes. 7. Late submission. 8. Lack of signature approving that the bid comes from your office.
Common reasons a bid is accepted: 1. Full evidence of experience, capabilities and resources. 2. Price (competitive, fair and market-base )3. Appropriate project planning in the estimated time/cost.4. All required documentation provided.
The RFP includes detailed information, including but not limited to: • Department managing the project• Location of the project/service/goods required• Restrictions, constraints on the SOW• Required deliverables, standards and outcomes• Risk management details and success factors• Performance and evaluation standards/criteria• Applicable municipal, provincial, federal legislation or guidelines• Terms and conditions of the bidding process• Public reporting (post-award) and filing requirements
Weighted criteria can usually be broken down into key areas: planning/execution approach, capabilities/experience and price; the RFP usually lists the weighted criteria, including relative weightings. The evaluation criteria will be different for each project, so do not rely on past RFPs to determine your potential for success.
Final award is determined on final scores in both steps of the evaluation process.
Our evaluation takes into account your company’s best project approach, capabilities and resources, pricing, scheduling, and supplemental documentation. The winner who receives the contract will have met the right balance of all these aspects, measured against the weight of each part of the RFP requirements and the evaluation criteria.