DOCUMENT

FORM - Evaluation Committee Memo 2003

  • YEAR CREATED: 2003
  • TYPE OF DOCUMENT: FORM - Form
The document is a memorandum addressed to the Evaluation Committee Members regarding the Congestion Management System Request for Proposal (RFP) No. 04-0008. The Purchasing Division received five proposals in response to the RFP, and the committee members are requested to serve as evaluators. The first evaluation committee meeting is scheduled for October 3, 2003. The document includes attachments of the RFP specifications, RFP Evaluation Committee Rules, and the proposals received from five vendors. The document emphasizes the importance of maintaining confidentiality during the evaluation process and prohibits committee members from disclosing any information about the proposals or their preliminary conclusions. Committee members are also prohibited from contacting the vendors directly and must direct any vendor contact to the Purchasing Division Manager. The committee members are required to have no personal interest in any of the vendors submitting proposals and must ensure that their recommendation is in the best interest of the Columbus Consolidated Government. Any questions or issues regarding the proposals will be addressed by the committee as a whole, with communication with vendors coordinated through the Purchasing Office. Each committee member is responsible for evaluating each proposal individually, and their evaluations will be summarized and averaged for the committee as a whole. Fair evaluation and setting aside prejudices are emphasized. Each member will be requested to sign a "Recommendation Memorandum" indicating their participation and concurrence or non-concurrence with the recommendation, with the option to record any exceptions. Any unresolved issues will be brought to the attention of the Purchasing Division Manager, who will rule to resolve them. If necessary, the issue will be referred to the Finance Director or City Manager. The document stresses that the evaluation results must withstand public and legal scrutiny and be legally supported and defended. At the first meeting of the Evaluation Committee, each member will be asked to confirm their understanding and ability to comply with the rules outlined in the document.
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