5-ITN Evaluation Selection Process.pdf

ITN EVALUATION/SELECTION PROCESS

COMPETITIVE ITN PROCESS

The selection process under this ITN shall be a competitive process that shall utilize and be governed by the authority, methodology and guidance established within respective University Regulation, including 6.008 Procurement. Proposals will be evaluated by an ITN Evaluation Committee to determine which responses most closely adhere to the ITN requirements and whose proposals best address the University’s priorities, as previously stated. The committee members may consist of University Faculty, Staff, Students and designated experts. The short list may be comprised of as few as a single vendor or as many as all vendors.

Those selected for the short list will continue in the evaluation process, which may involve at the University’s sole and absolute discretion site visits, vendor presentations, vendor management team interviews, negotiations, and evaluation of the vendor’s best and final offer.

The determination of the vendors selected for the short list with which negotiations may continue will be based on evaluation of the written response submitted. During the negotiation phase, there will be no opportunity for presentations at this stage. Any response that is not complete, detailed, and accurate, or that indicates the company prefers to defer providing complete details until a later stage in the process, may be declared non-responsive at the University’s discretion and rejected without further evaluation.

The Committee may meet with the short-listed vendors to discuss their capabilities, plans for servicing FAU and satisfying FAU’s requirements. After negotiations, if any, have been completed, the short-listed vendors will be given a deadline for submission of “best and final” offers (BAFOs). BAFOs may not be withdrawn within ninety (90) days of submission and Vendors will not be allowed to make further adjustments to their offer, except to respond to requests for clarification from the Committee. The recommendation of the Evaluation Committee will be based upon the initial written response, interviews (if any), negotiations (if any), and best and final offers.

The University reserves the right, in its sole and absolute discretion, to skip the short list process, to award this ITN in full or in part, or make no award at all, or cancel or modify this ITN at anytime. (Note: Florida Atlantic University reserves the right to cancel this solicitation and acquire the products and services contained within via a pre-existing agreement, such as State of Florida Contract, Cooperative Contract, etc.

if it is determined to be in the best interest of the University.)

The University also reserves the right to award to another responsive and responsible Proposer of this ITN in the event of vendor default, non-performance, non-compliance or similar issues affecting the University at any time throughout the development agreement and any renewal period.

Award shall be based upon a responsible Proposer whose proposal is responsive to the ITN, demonstrates a clear understanding of the priorities, and demonstrates the capabilities to perform satisfactorily based on service and price matters. FAU reserves the right in its sole and absolute discretion to select the proposal deemed to be in the best interests of the University.

Confidentiality: From the date of issuance of this ITN, until an award is made, the vendor must not make available or discuss its proposal, or any part thereof, with any employee or agent of the University, unless permitted by the Procurement Director, in writing, for purposes of clarification only, as set forth herein. Any individual associated with the company participating in this ITN who contacts any other university employee and/or Evaluation Committee member regarding any aspect of this ITN, who attempts to discuss the ITN with any representative of FAU other than the person designated as the sole point of contact, whether such contact be in person, telephone, or through electronic or written correspondence, may be determined to have violated the terms and conditions of this solicitation (See Section 1.29). If that determination is made, any proposal received from such an individual OR their company may be rejected as non-responsive and not subject to evaluation. If there are any changes or additions at any time in the process, participating companies will be notified via an amendment to the ITN.

Questions regarding the ITN document and/or process should be submitted in the Q&A Board section of this electronic sourcing system. No oral communications shall be considered as a change to the ITN. All postings referred to in this ITN will be posted electronically on the Purchasing website:

https://www.fau.edu/procurement/bid-info/. At all times it shall remain the responsibility of the company participating in the ITN to check the website for postings of short lists, and award decisions. No further notice will be given.

AWARD

Contract award shall be made to the responsive and responsible Proposer(s), whose proposal is determined to be the most advantageous to the University. No other factors or criteria shall be used in the evaluation.

POSTING OF RECOMMENDED AWARDS

The official bid/proposal recommended award(s) shall be submitted through the Procurement Department and posted on the electronic sourcing system, Euna, for review and will remain posted for a period of seventy-two (72) hours, excluding weekends and holidays.

Failure to timely file a protest or failure to timely deliver the required bond or other security in accordance with the Board of Governor’s Regulations 18.002 and 18.003 and FAU Regulation 6.008 shall constitute a waiver of protest proceedings.

https://www.fau.edu/procurement/bid-info/