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

Selecting the Evaluation Team Conflicts of interest must be avoided Conflicts of interest must be avoided Appearances of conflicts of interest should 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 , Gov. Code) 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 , Gov. Code)

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

Evaluation Team Maintains Level Playing Field To ensure the competitive process is equitable, a level playing field for all potential proposers must be maintained 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 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 Appearances count

Evaluation Team Maintains 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 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 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 Section 1.5, Appendix One of the RFP states UT will use commercially reasonable efforts to avoid disclosure of proposals

Team Evaluates Proposals Electronic Information Resources (EIR): 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

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

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

Team Evaluates Proposals Scoring of 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 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 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 Team members should not communicate about the proposals until the Team meets

Team Evaluates Proposals Texas Public Information Act: Texas Public Information Act: Score Sheets and other documents may be disclosed under the 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 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 Information may not be shared with proposers or parties outside UT unless proper procedures are followed

Team Evaluates Proposals Score Sheets and Recommendation: 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