AGENDA MARCH 9, 2011 5:00 PM 1. Meeting called to order 2. A ...

7.8 Evaluation of ProposalsGeneral: The goal of the evaluation committee is to determine in a fair and consistent manner therelative merits of all proposals received in response to the RFP. Each evaluator must becomefamiliar with the entire contents of the RFP. At least three (3) evaluators are recommended. Anodd number of evaluators are preferred. The Purchasing and Warehouse Manager will be thesole intermediary between the committee and vendors and will act as the committee chairperson,facilitate committee meetings and shall be available to answer procedural questions. ThePurchasing and Warehouse Manager shall be neutral in the evaluation process.Initial Abstract: The Purchasing and Warehouse Manager will first abstract the proposals,checking to make sure all proposals meet the proposal format as prescribed in the RFP and ifbonds are required, that bonds are received in good order. The Purchasing and WarehouseManager will retain all originals of the proposals and distribute the necessary copies to theevaluation committee once abstracting is complete.No Conflict of Interest: Once the proposals have been received and it is clear which companiesare involved in the RFP, each member of the evaluation committee must sign a Responsibility ofEvaluation Committee Form. The evaluation committee chairperson will provide this form.These forms must be signed before any committee members receive copies of the RFPs.Confidentiality: Certain documents received as part of an RFP may be determined to containproprietary information protected from public view and exempt from production underFlorida’s Public Records Act. General Counsel should be consulted concerning any requestfor confidentiality. If such documents are present, each member of the RFP evaluationcommittee must maintain the confidentiality of these documents during and after the RFPevaluation process.Do not share proposals, rankings, and evaluation materials outside the evaluation committee untilthe selection process is complete and the contract is awarded.Individual Scoring: Evaluation committee members are provided with copies of each RFP tobegin their individual review of the proposals.Step One: Review all proposals. Take notes, make comments or prepare questions fordiscussion. Do not necessarily score at this point.Step Two: Determine status. Determine whether each proposal is "responsive" or "nonresponsive."A "responsive" proposal conforms in all material respects to the RFP and ALLMANDATORY REQUIREMENTS HAVE BEEN MET. A proposal may be deemed "nonresponsive"if any of the required information is not provided, the submitted price is found to beexcessive or inadequate as measured by criteria stated in the RFP, or the proposal is clearly notwithin the scope of the project described and required in the RFP. Extreme care should be usedwhen making this decision because of the time and cost that a proposer has put into submitting a26|Page