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� g1VEJ? BOARD OF COUNTY COMMISSIONERS INDIAN RIVER COUNTY, FLORIDA A z Purchasing Policies and Procedures LQRI� Approval Date : October 2 , 2012 By : i. 1 5 . COMPETITIVE SELECTION — RFP/RFQ 5 . 1 REQUEST FOR PROPOSAL ( RFP ) If it is not practical or advantageous to procure any specific commodity or service by competitive sealed bidding, a request for proposals may be used . A . RFP Process . An RFP is characterized by a description of the desired objective and a statement of evaluation criteria. RFPs may include a request for price , to be considered in accordance with the evaluation criteria . Except as modified by applicable law or this manual , RFPs shall be advertised, received, opened and processed , and shall be corrected , withdrawn and cancelled, in the same manner as bids discussed in section 4 . 1 . Evaluation Criteria , The RFP shall state the evaluation criteria and the relative importance of each evaluation criterion , including price , if applicable . Only criteria set forth in the request may be used to evaluate the proposals submitted . 2 . Evaluation Committee . An evaluation committee shall be appointed by the County Administrator. The Evaluation Committee shall be comprised of not less than three and not more than seven members . A majority of members shall constitute a quorum . 3 . Review of Proposals . 'The Evaluation Committee shall review all proposals submitted in response to the RFP , and shall make a recommendation for award, based upon the evaluation criteria . 4 . Non- Public Proceedings of the Evaluation Committee . If the Evaluation Committee (a) meets to discuss negotiation strategies , or (b) meets with a proposer for the purpose of hearing a presentation, conducting discussions and asking questions , or conducting negotiations , such meetings may , at the election of the County , be held in private ; provided , however, that a complete recording shall be made of any non- public portion of the meetings , and no portion of the non-public meetings shall be held "off the record . " The recording of the non- public portion of the meetings shall be considered a public record, under chapter 119 , Florida Statutes , which is exempt from production to the public until such time as the County provides notice of an intended decision, or until 30 days after opening of the proposals , whichever occurs earlier . 5 . Negotiation of Proposals . The County may negotiate with any proposer to revise, value engineer, etc any proposal , provided the revisions do not amount to a substantial and material change to the proposal , and provided that such revisions do not unfairly affect other proposers . 18