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Proposal Evaluation Teams

This document outlines the necessary guidelines for selecting and evaluating proposal teams at The University of Texas System. Key aspects include avoiding conflicts of interest, ensuring a level playing field for all proposers, and maintaining confidentiality regarding proposals. Team members must adhere to ethical standards, complete individual evaluations of proposals, and properly score them based on established criteria. Communication with proposers is strictly regulated, and any disclosure of information must align with the Texas Public Information Act.

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Proposal Evaluation Teams

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  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

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