Evaluation_Committee_Orientation_Slides.pptx

Request for Proposals Request for Qualifications Evaluation Committee Guide Rev. 05/2024

Agenda Responsibilities of the Evaluation Committee Evaluators Procurement Analyst Review of Sunshine Law Evaluation Criteria & Schedule Clarifications and Negotiations

BAFO

Recommendation

Rev 5/2024

Sealed Proposals Request for Proposal Intake submitted in OpenGov Issue RFP Evaluate Proposals Shortlist Oral Presentations Negotiations Best and Final Offer Selection based on evaluation criteria

Evaluate each proposal independently Evaluate proposal solely against the established evaluation criteria Score each proposal on the provided criteria and enter them in OpenGov The evaluation committee will meet on a specified day, time, and location that has been made public for anyone to attend

Public Meeting (evaluate, rank, shortlist, etc) Discuss each proposal to ensure compliance with mandatory requirements Any proposal that does not meet the minimum requirements must be classifies as “non-responsible” and given no further consideration Discuss scores and reasoning for each proposal

Public Meeting (evaluate, rank, shortlist, etc) Shortlist offerors If oral presentations are being requested Prepare a list of clarifications and items to be discussed Establish time limits for oral presentation A new phase of criteria will be created in OpenGov to score the vendors’ presentation Presentations (not open to the public) Further clarifications (if needed) Best and Final Offer (BAFO) Recommendation

Responsibilities of the Procurement Analyst Coordinate the solicitation process Issue the RFP Host and conduct pre-proposal meeting Confirm that all minimum requirements are met and proposal is complete (reference checks, bonds, etc) Assist evaluators in processes and procedures Answer technical questions within OpenGov Facilitate negotiations Prepare consent item for council approval (if needed) Route agreement and set up BPA/CPA

Responsibilities of the Procurement Analyst Sole point of contact during the process

All inquiries and questions from offerors must be directed to procurement only

Work with project manager, consultant and staff to coordinate responses

Enforce prohibited communicatation/Cone of Silence

Florida Sunshine Laws, Florida Statue § 286.011 Meetings must be open to the public Reasonable notice of all such meetings must be given Minutes must be recorded and be open to the public Committee members shall not communicate with each other in any manner, that is in person, by phone, email, or social media about matters that could come before the evaluation committee Evaluation committee members must attend all meetings in-person and may not delegate attendance to another staff member.

If a committee member is unable to, or misses a meeting, that person will no longer be a voting member of the committee and will assume the role of technical advisor

Florida Sunshine Laws, Florida Statue § 286.011 Violation of F.S. 286.011 Could result in both criminal and civil penalties for the member Up to 60 days in jail and/or a $500 fine Could render the selection committee’s actions null and void

Admin Policy# 050100 para. 17 Standards of Ethical Conduct Public employment is a public trust. City officials and employees must discharge their duties impartially to ensure fair, competitive access to City procurement by Procurement of Supplies and Services responsible contractors. Moreover, they shall conduct themselves in such a manner as to foster public confidence in the integrity of the City's procurement process.

City officials and employees shall have no interest, financial or otherwise, direct or indirect, nor engage in any business transaction or activities, nor incur any obligation of any nature, which is in conflict with the St. Petersburg City Code or state or federal law.

City officials and employees are expected to fully comply with all applicable ethical laws and to demonstrate the highest standards of personal integrity and to conduct their duties in ways that are free from the inference or perception that favorable treatment was sought, received, or given, and avoid any interest or activity which is in conflict with the official duties.

Admin Policy# 050100 para. 18 Conflict of Interest Pursuant to Section 112.313 of the Florida Statutes, all City employees who participate in the procurement program shall adhere to the following ethical standards:

City official or City employee may not directly or indirectly procure contractual services for the City from a business entity of which a relative is an officer, partner, director, or proprietor, or in which he, his spouse, or child has a material interest.

No employee acting as a purchasing official, purchasing manager, or buyer may, directly or indirectly, purchase, rent, or lease any supply or service from a business entity in which he, his spouse, or child is an officer, partner, director, or proprietor, or in which he, his spouse, or child (or any combination of them) owns a material interest. Nor may a public officer or employee, acting in a private capacity, rent, lease, or sell any supply or service to the City.

Evaluation Criteria Experience Project Approach Cost Past Performance on Similar Contracts City SBE City MBE City WBE

Weight 33% 31% 17% 13% 2% 2% 2%

Schedule Publish RFP Pre-Proposal Meeting Deadline for Questions Submission deadline Evaluation Presentations Best and Final Offers Selection Award

April

Negotiations with Selected Offerors The purpose of the negotiations ensures a full understanding of the RFP requirements, the offeror’s proposal and responses to the request, along with modifications to the RFP specifications that are in the best interest of the City.

Negotiations with Selected Offerors The City may conduct negotiations with selected offerors Negotiations will be limited to specific negotiation issues or subjects which do not significantly change the scope or purpose of the project If modifications are made as a result of these discussions, they shall be put in writing.

Best and Final Offer (BAFO) BAFO’s should only be requested after all questions and clarifications have been asked.

Once a BAFO is requested, no further clarifications may be asked Following negotiations, a time and date is set for BAFO During the negotiation selected offerors shall be afforded fair and equal treatment Amendments, deletions and additions to the original proposal must be related to the negotiation subjects only.

Recommendation for Award Evaluators select or rank proposals for final negotiations or award Procurement Analyst issue notice(s) to successful and unsuccessful offerors Procurement Analyst finalize contract document with Assistant City Attorney Procurement Analyst prepare consent agenda brief for City Council Procurement Analyst prepares technical evaluation

Request for Proposals Request for Qualifications Questions?