Proposal Evaluation Teams

1. Proposal Evaluation Teams Presented by: Dana Hollingsworth Office of General Counsel The University of Texas System November 4, 2009

2. Selecting the Evaluation Team • Conflicts of interest must be avoided • Appearances of conflicts of interest should be avoided • If the value of the contract is at least $1 million, the Disclosure Statement for Purchasing Personnel must be signed by each Team member (ref. Section 2262.004, Gov. Code)

3. Selecting the Evaluation Team • Examples of potential conflicts of interest: • Current or former employment with a proposer • Owning or controlling an interest in a proposer • Family relationship with a partner, stockholder, or paid consultant for a proposer • Receipt of anything of value from a proposer • Receipt of anything of value in connection with a proposal

4. Evaluation Team Maintains Level Playing Field • To ensure the competitive process is equitable, a level playing field for all potential proposers must be maintained • UT representatives may not solicit proposals, furnish information, or take action that could be construed to give a direct or indirect advantage or disadvantage to any proposer • Appearances count

5. Evaluation TeamMaintains Level Playing Field • Disclosure of information related to the contents, status, or ranking of any proposal could be interpreted to give a direct or indirect advantage or disadvantage to a proposer • Disclosure includes both written and verbal information • Section 1.5, Appendix One of the RFP states UT will use commercially reasonable efforts to avoid disclosure of proposals

6. Team Evaluates Proposals • Electronic Information Resources (EIR): If EIR are licensed, purchased or developed, the Team must evaluate the EIR for accessibility and compliance with UTS150 before scoring proposals or selecting a successful proposal

7. Team Evaluates Proposals • References: • One designated Team member may contact proposer references and report back to the Team • Ask the same questions of each reference • Record responses in writing

8. Team Evaluates Proposals • Contact with Proposers: Follow instructions from the Purchasing Office regarding contact with proposers

9. Team Evaluates Proposals • Scoring of Proposals: • Each Team member should (1) review each proposal separately against the Evaluation Criteria and requirements of the RFP, and (2) complete a Score Sheet • Proposals may not be scored by comparing one proposal side-by-side with another • Team members should not communicate about the proposals until the Team meets

10. Team Evaluates Proposals • Texas Public Information Act: • Score Sheets and other documents may be disclosed under the Texas Public Information Act • If a written or verbal request for information is received, contact the Purchasing Office immediately • Information may not be shared with proposers or parties outside UT unless proper procedures are followed

11. Team Evaluates Proposals • Score Sheets and Recommendation: All Score Sheets and a Recommendation for Award summarizing why the successful proposer was chosen, should be submitted to the Purchasing Office