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

and Warehouse Manager and submitted to the evaluation committee. Clarifications must notmaterially alter the vendor’s original proposal.Step Six: Interview. This step is optional. If interviews are deemed necessary, the Purchasingand Warehouse Manager will issue a letter asking the proposer to attend the interview or give apresentation. This is an opportunity for the vendor to explain its proposal for clarification. Theinterview option must have been so stated in the RFP including appropriate scoring criteria.Interviews may not result in material deviations from the RFP or proposals.Step Seven: Cost Scoring. This step is only used when the cost is required to be submitted in aseparate envelope. The Purchasing and Warehouse Manager will review the committee scoringand justification for compliance to the RFP. The Purchasing and Warehouse Manager will thenopen and provide the cost proposals to the committee for review and determination that an "appleto apple" comparison can be made. The Cost Proposals are scored according to the RFPevaluation criteria, and the cost score will be added to the total score to determine an apparentwinner.Step Eight: Best and Final Offer (BAFO). This step is optional. A letter asking the proposer tosubmit a "Best and Final Offer" may be issued if the RFP allows it and if it is of additionalpossible benefit to the Authority (usually a need for clarification). Only the issuing officer maysend the BAFO at the request of the evaluation committee. A BAFO cannot be requested oncescores or cost information has been made public. Once a "Best and Final Offer" is received, thecommittee will evaluate it in the same manner as the original cost proposal.Step Nine: Recommendation and Award. The full evaluation committee makes a writtenrecommendation to the Executive Director or Board as to whom the contract should be awarded.This written recommendation should contain scores, justification and rationale for the decision,along with any other variables that may have been considered.Individual scoring sheets and any other material relating to the evaluation process must beprovided to the Purchasing and Warehouse Manager at the end of the evaluation process. Ifconsensus scoring is used, the consensus score sheets and any other material relating to theevaluation process must be turned in to the Purchasing and Warehouse Department.The Purchasing and Warehouse Manager will issue the required Intent to Award and, assumingno appeal, will issue a purchase order or vendor contract, as appropriate. A copy of the fullyexecuted contract will be retained in the RFP file. This completes the RFP solicitation process.7.9 Debriefing SessionUnsuccessful offerors may be permitted to have the opportunity of a debriefing session. Thedebriefing provides an opportunity for an offeror to receive a critical review of the losingproposal and be made aware of what, in the opinion of the evaluation committee, were its28|Page