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Van Fleet Water Production Facility Improvements BVP 13-196 • When the County is considering going to the next highest ranked Contractor,the highest ranked Contractor can stay in the process by having presented dominant performance metrics which justify their selection despite their higher or lower cost. 3.4 Scoring Methodology Contractor's Submittals will be evaluated and scored based upon the Evaluation Criteria listed in Section 2.2. The Evaluation Committee scores the PA Plan, the RA Plan, and the VA Plan. Procurement staff shall assign scores for Local Preference and Vendor Preference, when applicable. The Cost Proposal score is generated by a mathematical equation built into the Best Value Model that records all scores and provides the final score, thereby identifying the highest scoring Contractor. SECTION 4 - PRE-AWARD PHASE The potential BV Contractor will be required to perform the Pre-Award Phase functions as outlined in this section. The intent of this Phase is to allow the proposed BV Contractor an opportunity to clarify their Submittal, address any issues or risks, allow the County to add any concerns,and to prepare a Pre-Award Document. The Pre-Award Phase will begin with the announcement of the potential Best Value Contractor. The decision to invite a Contractor to the Pre-Award Phase is the Best Value Process procedural equivalent to the County's initial award of a bid solicitation or a request for proposal solicitation. Any Contractor who believes it is adversely affected by the decision with respect to the Best Value Solicitation may file a written notice of intent to file a protest with the Procurement Director in accordance with the County's Protest Procedures. Failure to follow the protest procedure requirements as established by Polk County, Florida, shall constitute a waiver of your rights to protest and any resulting claims. If the County does not receive any protests within the time frames established in the Protest Procedures,the Pre-Award Phase will advance. OVERVIEW a. The Pre-Award Phase is not a negotiation period. The BV Contractor will not be permitted to modify its cost/fee/financial rates, Project durations, or Project team unless the County requests changes. The Pre-Award Phase is started by the notification of the BV Contractor and ended by the final presentation to the County after all issues have been addressed. If the County is not satisfied during the Pre-Award Phase, or upon completion of the Pre-Award Meeting, the County may consider another Contractor for potential award (this Contractor would also have to conduct a Pre-Award Meeting). If the County is satisfied with the BV Contractor,they will proceed to issue a contract. b. The Pre-Award Phase is carried out prior to the signing of the contract. The County's objective is to have the Project/Service completed on time, without any cost increases, and with high satisfaction. At the end of the Project, the County will evaluate the performance of the BV Contractor based on these factors, so it is very important that the BV Contractor pre plans the Project to ensure there are no surprises. c. It is the BV Contractor's responsibility to ensure it understands the scope of the Project and clearly identifies what it is delivering. It is the County's responsibility to ensure that it conveys any potential concerns and issues before the contract is signed. It is the BV Contractor's responsibility to manage and mitigate the risk of the Project. 17