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Document
1_Contract_2024-525_Ligon_Excavations.pdf
Year Created: 2025
DOCUMENT
Evaluation Committee Rules of Conduct
- YEAR CREATED: 2025
- ENTITY TYPE: City/Township
- TYPE OF DOCUMENT: BPR - Best Practice
The "Evaluation Committee Rules of Conduct" is a document established by the City of Clermont, Florida, to ensure a fair, transparent, and legally compliant procurement evaluation process. It outlines expectations for committee members who are responsible for reviewing vendor proposals. Members are required to maintain strict confidentiality throughout the process, including during meetings and deliberations, and must not disclose any information until the evaluation is complete and formally presented to the City Council. Direct communication between committee members and vendors is strictly prohibited; any vendor inquiries must be directed to the Procurement Services Director. To maintain transparency and consistency, all vendor interactions and responses must be handled exclusively through the Procurement Services Department.
Committee members are expected to independently evaluate all proposals, with their assessments compiled into a final summary for review. They must disclose any potential personal or financial conflicts of interest immediately and are required to conduct evaluations impartially based solely on the criteria outlined in the RFP or RFQ. Bias of any kind is not permitted, and scoring must strictly follow the established guidelines. Members must also understand that their evaluations may be subject to public and legal scrutiny, and therefore, all decisions must be justifiable and legally defensible.
Before beginning their work, each committee member must formally acknowledge and agree to abide by these rules, affirming their commitment to an ethical and unbiased evaluation process. The rules are designed to protect both the evaluators and the vendors, ensure integrity in the selection process, and prevent any appearance of impropriety. The guidelines are aligned with the 2024 Florida Statutes, as well as principles from the National Institute for Public Procurement (NIGP) and the National Association of State Procurement Officials (NASPO).