Page 80 - CONTRACT POLICY MANUAL

§4.3-112 Proposal Revisions

(1) Revisions may be requested after submissions and prior to award for the purpose of
obtaining best and final offers. Late best and final offers will not be accepted.

§4.3-113 Scope of Work Revisions

(1) If discussions reveal the need to change the original scope of work, either an addendum
detailing the revised scope will be sent to all those submitting proposals, or, if appropriate,
the County will issue a revised RFP and begin the solicitation process again. The County
Procurement Officer or appropriate Deputy Purchasing Agent shall be the final authority
as to which process will be used.

§4.3-114 Evaluation Scores

(1) Evaluators shall initially score proposals individually. The initial score sheets containing
the evaluators notes and comments shall remain in the possession of the individual
evaluators, and at no time shall this information become part of the permanent procurement
file or retained as County record.

(2) Evaluators’ individual scores will be discussed with the entire evaluation panel and
combined and tallied.

(3) After scores have been tallied and discussed by the panel of evaluators and a recommended
proposal(s) determined, a Memorandum of Recommendation that includes the ranking of
all proposals based on the aggregate scores, will be signed by the evaluators and made part
of the procurement file. The final scores will be recorded on a single consolidated score
sheet.

(4) The aggregate scores will be documented and be part of the procurement file. Furthermore,
the finalized individual scoring sheet(s), with evaluators names redacted, will be provided
to the Board of Supervisors as an attachment to the Agenda Staff Report (ASR).

§4.3-115 One Proposal Received

(1) If only one (1) proposal is received in response to a RFP, an evaluation of the proposal
must be conducted by the evaluation panel in accordance to 4.3-110. The County
Procurement Officer or appropriate Deputy Purchasing Agent may either recommend
award, or, resolicit, whichever is in the County’s best interest.

§4.3-116 Errors in Proposals

(1) Prior to the time and date set for the receipt of proposals, any proposer may withdraw the
proposal or correct any errors in their previously submitted proposal.
(2) After the time and date set for the receipt of proposals, proposers may not make any
changes to their submitted proposals.

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