Page 79 - CONTRACT POLICY MANUAL

§4.3-110 Evaluation Committee

(1) All proposals shall be evaluated by an evaluation committee. Evaluation committee shall
be comprised of an odd number of at least a minimum of three (3) or more members who
have no conflict of interest with the selection process. Members of evaluation committees
shall be selected based on their qualifications and expertise related to the subject matter.
a) It is County policy that when practical and appropriate, private citizens with
appropriate expertise who are free of any potential conflict of interest will be
included on the proposal evaluation committee.

b) The composition of the selection committee will be determined by using
department or by the County Procurement Officer for those contracts issued by the
County Procurement Office.
c) All members of the evaluation committee must sign a form certifying, under
penalty of perjury, that they have no conflict of interest with the selection process.
d) During the proposal evaluation process, evaluators shall not discuss any issues
related to the evaluation or selection process with any proposed contractors or their
advocates, except in scheduled proposer interviews as discussed below.

§4.3-111 Proposer Interviews

(1) Proposer interviews must be conducted when the total contract value is anticipated to
exceed $1,000,000. The evaluation committee will conduct interviews with proposers who
have submitted responsive proposals and have scored high enough on the written portion
of the RFP to remain eligible for the contract award.
(2) When the total contract value is anticipated to not exceed $1,000,000, the evaluation
committee may elect to conduct interviews with proposers who have submitted responsive
proposals and have scored high enough on the written portion of the RFP to remain eligible
for the contract award.
(3) During all interviews conducted under sub-sections (1) and (2) above:

a) Proposers shall be given fair and equal treatment with respect to any opportunity
for discussion and revision to proposals;

b) Discussions with proposers will be recorded either in writing or digital media, and
that record will become part of the procurement file;
c) In conducting interviews there shall be no disclosure of any information derived
from proposals submitted by competing proposers; and,
d) All members of the evaluation committee must sit in on the interviews with all
proposers. An exception may be made with the approval of the Deputy Purchasing
Agent if in the best interest of the County.

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