Opening and Review of Proposals

A representative of the agency's Procurement Services Department and one (1) other agency employee shall administer a sealed bid opening. A selection committee will be formed to evaluate and score proposals on the basis of the criteria set forth in the RFP. The committee shall consist of at least three (3) but no more than ten (10) voting members. The committee may include a representative of the agency's purchasing department, who may or may not be a voting member. The voting members of the committee members shall elect a chairperson from among the voting members. Each committee member shall review all bidder proposals in accordance with the criteria set forth in the RFP. Each committee member will complete an evaluation sheet which shall list the criteria set forth in the RFP, provide entry of a numeric score, if desired, and provide space for additional commentary. Each committee member shall include on his or her evaluation sheet a brief written explanation of the score assigned by that member to each of the evaluation criteria. (See, Exhibit D for a sample evaluation and score sheet.) Once the committee members have finished their review of the proposals and completed their evaluation sheets, the committee members shall meet to discuss their evaluations and to determine which proposer(s) to recommend for award of the contract(s). The chairperson of the committee shall collect and maintain the evaluation sheets completed by the members of the committee. The chairperson of the committee may, but shall not be required to, complete a spreadsheet setting forth the scores assigned to each criterion by each committee member and a tally of those scores. All proposals, including samples, if any, evaluation and spread sheets, if any, and the "Recommendation of Award" memorandum (see, subsection 5 below) shall be retained by the Procurement Services Department for at least three (3) years beyond the date of the last transaction relevant to any resultant contract award, or until audited, whichever is later.