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Re: RFP Evaluation Team NDA
On Mar 10, 2006, at 10:51 PM, Neal McBurnett wrote:
The team members also have already signed a confidentiality agreement
of some sort. (That will be modified now that they are using the open
meetings procedures.) I asked Liss for a copy, and he suggested I'd
need to do an open records request for that. Amazing - secrecy about
the secrecy agreements! It is so infectious it gets downright silly
if you can retain your sense of humor.
I got your open records request right here:
<county nda>
RESPONSIBILITIES OF PROPOSAL EVALUATION COMMITTEE MEMBERS
RFP # 4730-06 TITLE: Lease of HAVA-Compliant Voting System for
2006 Elections
Thank you for participating on the evaluation committee for this
Request for Proposals (RFP) To protect the integrity of this formal
solicitation and the evaluation process, it is essential that each
participant understand and abide by the following responsibilities.
Adherence to these requirements will help assure the effectiveness of
the evaluation team as a whole, and protect the overall interests of
Boulder County in the award of this RFP.
1. Fairness and Integrity. It is the responsibility of every member
on the evaluation panel to collectively ensure that the evaluation is
conducted in an impartial, objective and professional manner, and
that the same level of effort is extended to the evaluation of all
vendors’ proposals.
2. Understanding of the Project. Your success as an effective member
of the team depends on your comprehensive understanding of the
project, and your familiarity with the requirements and
specifications contained in the RFP. A copy of the RFP will be
provided to you upon publication, so that you may familiarize
yourself with it even in advance of receiving proposals.
3. Attendance. Attendance of all committee members at all scheduled
meetings is crucial to the quality of the evaluation process. Without
all representatives present, meetings are not effective, as not all
opinions can be shared in a group setting. Therefore, committee
members must attend all meetings of the committee, including
interviews with the proposers if conducted, and must agree to
participate in any off-site visits, if scheduled.
Additionally, committee members must not discuss the evaluation with
one another unless all members are present; avoid unsanctioned, mini-
meetings.
4. Confidentiality. To preserve the integrity of the evaluation
process, the following rules of confidentiality must be observed:
a. Committee members must not communicate with others outside of the
evaluation committee on the nature or content of the written
proposals, product demonstrations, interviews, the evaluation
proceedings, the deliberations of the evaluation panel, or individual
opinions about the proposers or the project. Some panel members may
be compelled to communicate the details of their involvement with
their supervisor, department head, or other superior(s) from time to
time; however, it is imperative that the panel member convey the
importance of confidentiality to those individuals.
b. More importantly, committee members must not communicate with
proposers about this project outside of any scheduled and sanctioned
evaluation activity, without the knowledge and approval of
Procurement. If any member of this evaluation committee has any
reason to contact one or more proposers participating in this RFP,
even if the matter is not directly or indirectly related to this
project, they must immediately divulge
the nature and reason of the contact with the firm to Procurement,
who will determine if that activity poses a conflict with the
person’s participation on this evaluation committee.
5. Conflicts of Interest. You may not participate as a member of this
committee if you, or a family member, have a personal interest in any
company that may submit a proposal. You must agree that if you
currently have, or later discover, a conflict of interest which meet
these criteria, you will declare the circumstances immediately to the
Purchasing Manager, and remove yourself from the committee.
Failure to meet the responsibilities set forth herein may result in a
member being removed from the committee, at the sole discretion of
the County Purchasing Division.
I understand and agree to adhere to the above guidelines for proposal
evaluations. I do not currently have a Conflict of Interest, which
would prevent my participation in this process.
Signature: __________________________________Date:
_______________________
Printed Name: ______________________________Phone:
______________________
</county nda>