MEMORANDUM NO. 98-24

June 5, 1998

TO THE HEADS OF ALL STATE AGENCIES

1. PURPOSE

   The purpose of this memorandum is to advise agencies of the procedure for the Comptroller's signature on contracts pursuant to Connecticut General Statute 4a-59.

2. AUTHORITY

   Connecticut General Statute 4a-59 (formerly Sec. 4-114) Award of Contracts reads: "(c)... There shall be a written evaluation made of each bid. This evaluation shall identify the vendors and their respective costs and prices, document the reason why any vendor is deemed to be non-responsive and recommend a vendor for award. A contract valued at one million dollars or more shall be awarded to a bidder other than the lowest responsible qualified bidder only with written approval signed by the commissioner of administrative services and by the comptroller...."

   "(e) Each bid or proposal, with the name of the bidder, or proposer, shall be entered on a record, and each record, with the successful bid or proposal indicated thereon, shall, after the award of the order or contract, be open to public inspection. All contracts shall be approved as to form by the attorney general and a copy of each contract shall be filed with the comptroller."

3. PROCEDURES

   To assist State agencies, the Office of the State Comptroller has prepared the attached evaluation forms to facilitate a timely and consistent review of all bids and proposals. We are publishing these evaluation forms under Connecticut General Statute 3-112 for use in the evaluation of those bid awards and contracts valued at one million dollars or more.

   Contracts include purchase orders and personal service agreements. A personal service agreement is defined as "a written agreement defining the services or end product to be delivered by a personal service contractor to a state agency." {CGS 4-212(3)}

   We urge the use of these evaluation forms for all contracts awarded under Connecticut General Statute 4a-59, and other statutory references, without a dollar limitation, as these also require the information compiled on the evaluation form.

   These evaluation forms are intended as guides to the minimum information required under statute and for the review by the Office of the State Comptroller. Forms are to be forwarded to the State Comptroller's Accounts Payable Division only if the contract is not awarded to the lowest responsible qualified bidder. Additional information and basic formatting are at the discretion of the evaluating agency.

4. QUESTIONS

   Questions on the evaluation process may be directed to Mark Aronowitz, Director, Accounts Payable Division at (860) 702-3399.

    

NANCY WYMAN
STATE COMPTROLLER

PROPOSAL AWARD FORM TO COMPLY WITH CGS 4a-59
BID PROPOSER RECORD
CONTRACTS VALUED AT ONE MILLION DOLLARS OR MORE

Section 4a-59 (Formerly Section 4-114) reads:

"(e) Each bid or proposal, with the name of the above bidder, or proposer, shall be entered on a record, and each record, with the successful bid or proposal indicated thereon, shall, after the award of the order or contract, be open to public inspection."

The following bids were received by the due date for contract (proposal) number _______ .

1. Proposer's Name:
   Proposer's Address:

   Disposition: (check applicable section)

   ___ Recommend Award ___ Not Recommended ___ Disqualify (explain reason)

2. Proposer's Name:
   Proposer's Address:

   Disposition: (check applicable section)

   ___ Recommend Award ___ Not Recommended ___ Disqualify (explain reason)

3. Proposer's Name:
   Proposer's Address:

   Disposition: (check applicable section)

   __ Recommend Award ___ Not Recommended ___ Disqualify (explain reason)

Listed proposers represent the total number of bids submitted to the evaluation committee for contract (proposal) number ______________.

Signed:

PROPOSER EVALUATION FORM TO COMPLY WITH CGS 4a-59

Section 4a-59 (Formerly Section 4-114) reads:

"(c)... There shall be a written evaluation made of each bid. This evaluation shall identify the vendors and their respective costs and prices. Document the reason why any vendor is deemed non-responsive and recommend a vendor for award."

For each bid the following information must be recorded:

Proposer's Name:
Proposer's Address:

List bid price: $ _______________

Disposition: (check applicable section)

__ Recommend Award __ Not Recommended ___ Disqualify (justify in detail)

Justification: (Prepare a summary supporting the documentation)

Evaluation Criteria
Attach a list of evaluation criteria indicating the reason why any vendor is deemed non-responsive. This may include past contract obligations and vendor experience. Include the weighing factors that have been assigned to price in the selection.

Certification
We, the undersigned, certify that the evaluation factors and results stated above are the decision of the majority of this committee.

NW:EL:jrs

Back to Comptroller's Home Page
Back to Index of Comptroller's Memoranda