(A) Conditions for use. When the purchasing agent determines in writing that the use of competitive sealed bidding is either not practicable or not advantageous to the town, a contract may be entered into by use of the competitive sealed proposals method.
(B) Request for proposals. Proposals shall be solicited through a request for proposals.
(C) Public notice. Adequate public notice of the request for proposals shall be given in the same manner as provided in § 33A.030(C) (Competitive Sealed Bidding, Public Notice); provided, the minimum time shall be seven calendar days.
(D) Receipt of proposals. No proposals shall be handled so as to permit disclosure of the identity of any offer or the contents of any proposal to competing offerors during the process of negotiation. A register of proposals shall be prepared containing the name of each offeror, the number of modifications received, if any, and a description sufficient to identify the item offered. The register of proposals shall be open for public inspection only after contract award.
(E) Evaluation factors. The request for proposals shall state the relative importance of price and other evaluation factors.
(F) Discussion with responsible offerors and revisions to proposals. As provided in the request for proposals, discussions may be conducted with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of, and conformance to, the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submissions and prior to award for the purpose of obtaining best and final offers. In conducting discussions, there shall be no disclosure of the identity of competing offerors or of any information derived from proposals submitted by competing offerors.
(G) Award. Award shall be made to the responsible offer whose proposal is determined in writing to be the most advantageous to the town, taking into consideration price and the evaluation factors set forth in the request for proposals. No other factors or criteria shall be used in the evaluation. The contract file shall contain the basis on which the award is made.
(Ord. passed 9-19-05)