(A) The request for proposals shall state all of the evaluation factors and their relative importance, including price.
(B) The evaluation shall be based on the evaluation factors set forth in the request for proposal. Numerical rating systems may be used, but are not required. Factors not specified in the request for proposals shall not be considered in determining award of contract.
(C) The Purchasing Agent shall establish a selection committee which shall review the proposals and shall make award recommendations. The requesting organization may submit a list of potential evaluation committee members to the Purchasing Agent for consideration by the Purchasing Agent in establishing the evaluation committee. The committee members should be knowledgeable and have good judgment in the field to which the proposal applies or the need that the procurement item is intended to address. All selection committee members will impartially review the submitted proposals to insure a well-founded, fair award recommendation and the possibility of a successful contract. No selection committee member shall have a conflict of interest with any offeror. The Purchasing Agent may designate an expert, consultant or other individual to assist the selection committee; provided that, such expert, consultant or individual shall not be a member of the selection committee and shall not participate in the evaluation scoring.
(D) Once selection committee members are appointed to the selection committee, they will not confer with any prospective offerors. If information or clarification is needed as to the RFPs, the prospective offerors are to contact the Purchasing Agent.
(E) All proposals received shall be evaluated and scored independently by each member of the selection committee on the scoring sheets provided by the Purchasing Agent. The evaluation criteria will be based on the information described in the request for proposal.
(F) Final evaluation will take into consideration both written proposals and oral presentation, if any, and must be consistent with the evaluation criteria defined in the request for proposal. The award recommendation will be based on the best evaluated proposal and shall constitute only a recommendation to the Board of County Commissioners.
(G) Committee members may discuss the proposals together, but, each committee member will privately score and/or rank their selection. The score sheets and/or ranking will be turned into the Purchasing Agent for tabulation and disclosure to the full committee.
(Ord. 2020-04, passed 2-18-2020)