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BOARD OF COUNTY COMMISSIONERS <br />INDIAN RIVER COUNTY, FLORIDA <br />Purchasing Policies and Procedures <br />Approval Date: October 2, 2012 By: <br />5. COMPETITIVE SELECTION - RFP/RFQ <br />5.1 REQUEST FOR PROPOSAL (RFP) <br />If it is not practical or advantageous to procure any specific commodity or service by competitive <br />sealed bidding, a request for proposals may be used. <br />A. RFP Process. An RFP is characterized by a description of the desired objective and a <br />statement of evaluation criteria. RFPs may include a request for price, to be considered in <br />accordance with the evaluation criteria Except as modified by applicable law or this manual, RFPs <br />shall be advertised, received, opened and processed, and shall be corrected, withdrawn and <br />cancelled, in the same manner as bids discussed in section 4. <br />1. Evaluation Criteria. The RFP shall state the evaluation criteria and the <br />relative importance of each evaluation criterion, including price, if applicable. Only criteria <br />set forth in the request may be used to evaluate the proposals submitted. <br />2. Evaluation Committee. An evaluation committee shall be appointed by the <br />County Administrator. The Evaluation Committee shall be comprised of not less than three <br />and not more than seven members. A majority of members shall constitute a quorum. <br />3. Review of Proposals. The Evaluation Committee shall review all proposals <br />submitted in response to the RFP, and shall make a recommendation for award, based <br />upon the evaluation criteria. <br />4. Non -Public Proceedings of the Evaluation Committee. If the Evaluation <br />Committee (a) meets to discuss negotiation strategies, or (b) meets with a -proposer for the <br />purpose of hearing a presentation, conducting discussions and asking questions, or <br />conducting negotiations such meetings may, at the election of the County, be held in <br />private; provided, however, that a complete recording shall be made of any non-public <br />portion of the meetings, and no portion of the non-public meetings shall be held `off the <br />record." The recording of the non-public portion of the meetings shall be considered a <br />public record, under chapter 119, Florida Statutes, which is exempt from production to the <br />public until such time as the County provides notice of an intended decision, or until 30 <br />days after opening of the proposals, whichever occurs earlier. <br />5. Negotiation of Proposals. The County may negotiate with any proposer to <br />revise, value engineer, etc any proposal, provided the revisions do not amount to a <br />19 <br />33 <br />