Evaluation Committees
AlabamaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
AlaskaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
ArizonaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Comments:
Chapter 6.6 of AZ Procurement Manual describes recommendations for evaluation teams
Evaluation Team Requirements:
Evaluation teams may be one or more persons. It is recommended there be separate sub-teams to perform technical and cost evaluations for proposals.
Citation:
Section 6.6 of AZ Procurement Manual
Public Link 1:
https://spo.az.gov/sites/default/files/Arizona%20State%20Procurement%20Manual%20DC%20009%20r0.pdf
Citation Language:
Technical Proposal Review Team – This team is typically comprised of program and technical experts, and may conduct its evaluation under the direction of a team leader (most commonly the procurement officer). The team is responsible for all aspects of the evaluation of the technical proposal. This may include review of vendor qualifications, such as the number of past projects performed of a similar size and scope, and proposed personnel resources, such as staff capacity. Depending on the nature of the RFP, the team may also be responsible to perform such activities as benchmark tests, site visits, and reference checks. Cost Proposal Review Team – The cost proposal review team is typically comprised of one individual (usually the procurement officer), but may be a team of people, responsible for evaluating and scoring the cost proposals submitted in response to the RFP. The cost team works under the direction of the procurement officer. NOTE: While it may be necessary for the cost team to obtain technical information to clarify the association between costs and technical components, the technical evaluators must not be provided with the proposed costs until after their evaluation is complete. 6.6.2 Single Team/Evaluator Approach - Under this model, one team or one individual evaluator conducts all evaluations. When a single team/evaluator is used, the cost proposals must remain sealed until completion of the technical evaluation.
ArkansasThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Private, non-state employees are permitted to be included in evaluation teams.
Citation:
A.C.A. 19-11-230 (h) (2)
Citation Language:
(A) A state agency may use one (1) or more private evaluators to evaluate proposals submitted in response to a request for proposals under this section. (B) A private evaluator used under this subsection shall be: (i) Held to the same requirements and prohibitions regarding conflicts of interest as state employees; (ii) A qualified volunteer, unless the state does not have the necessary expertise to evaluate the proposals, in which case a paid private evaluator may be used; and (iii) Eligible for travel reimbursement if the state agency decides to make travel reimbursement available. (C) The use of a private evaluator is not required. (D) If a state agency uses one (1) or more private evaluators, the use of a private evaluator shall be disclosed in the procurement file and in any information submitted to the Legislative Council or, if the General Assembly is in session, the Joint Budget Committee.
CaliforniaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Voting members of the evaluation team must represent the soliciting/awarding agency. Private consultants can be used as SMEs, but cannot vote on proposals.
Citation:
SCM1 5.15 F
Public Link 1:
Citation Language:
F. When an evaluation committee is appointed: 1. The voting members used in the selection process shall be from the agency soliciting the proposals or awarding the contract. 2. Private consultants may not be voting members of the committee and may only be used to provide clarification or subject matter expertise to the committee members. 3. If the contract is awarded by a State board or commission, the recommendations of an evaluation committee shall be considered advisory in nature, and the board or commission must make the ultimate decision unless statute expressly permits the board or commission to delegate that responsibility.
ColoradoThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Evaluation Committee must include SMEs
Citation:
CPM Chap. 3 Sec. 4 - G
Citation Language:
For the RFP process in general, Agencies/IHEs’ Purchasing offices will perform the following tasks and the following procedures apply: vi) Establish an evaluation of SMEs in the area(s) detailed in the SOW and Specifications. vii) Meet and review the evaluation process, including conflict of interest disqualifications, with committee members.
ConnecticutThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
DelawareThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
District of ColumbiaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
FloridaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
At least three persons with knowledge and experience in the program areas and requirements for the commodity/contractual service.
Citation:
FL ST § 287.057 (17)(a)
Public Link 1:
Citation Language:
(17)(a) For a contract in excess of the threshold amount provided in s. 287.017 for CATEGORY FOUR, the agency head shall appoint: 1. At least three persons to independently evaluate proposals and replies who collectively have experience and knowledge in the program areas and service requirements for the commodity or contractual services sought.
GeorgiaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
All RFPs, and any RFQCs which include scoring, must use an evaluation committee consisting of at least three members. Issuing officer serves as an ex-officio member of the evaluation committee to facilitate the solicitation process.
Citation:
GPM 5.4
Public Link 1:
Citation Language:
GPM 5.4. Step 3 – State Finalizes the Evaluation Committee In determining whether or not to use an evaluation committee, the issuing officer should consider whether he/she possesses sufficient knowledge to evaluate the suppliers’ responses. However, for all RFPs and for any RFQCs which include scoring, the issuing officer must use an evaluation committee and the evaluation committee must include at least three members. It is essential that the issuing officer manage the entire evaluation process and serve as an ex-officio member of the evaluation committee to facilitate the solicitation process. Once the solicitation has closed and before the issuing officer releases any of the suppliers’ responses to the evaluation committee, the issuing officer must determine whether any members of the evaluation committee may have a conflict of interest (e.g. current employment with the supplier, significant financial interest, litigation other dispute, etc.) based on the identity of one or more suppliers that submitted a response. Any individual determined to have a conflict of interest cannot participate on the evaluation committee and must be excused from further participation in the evaluation process. The issuing officer may need to identify one or more additional individuals to serve on the evaluation committee as needed in the event one or more committee members are unable to serve due to conflicts of interest. Finally, before beginning the evaluation process, the issuing officer must confirm that all members of the evaluation committee have signed SPD-SP039 Evaluation Committee Member Participation. The signed forms must be maintained as part of the procurement file.
GuamThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
HawaiiThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Comments:
For the Executive Branch: 3.9.4.2 Competitive Purchase of Services Evaluation Committee For HRS 103F, The Procurement Officer or an evaluation committee selected by the Head of the Purchasing Agency or the Procurement Officer shall review and evaluate the proposals. The approved list of evaluators shall be placed in the procurement file. Evaluators: 1. The Procurement Officer; or 2. A Committee of a minimum of two state employees with the education and training to evaluate the proposals Non-state employees may serve as advisors only if there is no conflict of interest and shall not represent or act in the selection or award process.
Evaluation Team Requirements:
At least 3 government employees with sufficient qualifications in the category; private consultants may serve on committee; contract administrator must be member; contract administrator or designee must be chair person; procurement officer or designee must be advisor
Citation:
HAR §3-122-45.01
Citation Language:
§3-122-45.01 Evaluation committee. Prior to the preparation of the request for proposals, a determination shall be made by the procurement officer that the procurement officer or an evaluation committee selected in writing by the procurement officer shall evaluate the proposals. A copy of the document identifying any committee members and any subsequent changes thereto shall be placed in the contract file. (1) The evaluation committee shall consist of at least three governmental employees with sufficient qualifications in the area of the goods, services, or construction to be procured; (2) Private consultants may also serve on the committee and shall: (A) Have sufficient knowledge to serve on the committee; (B) Serve without compensation, unless justified and determined in writing by the head of the purchasing agency that compensation is justified; and (C) Sign an affidavit: (i) Attesting to having no personal, business, or any other relationship that will influence their decision in the evaluation process; (ii) Agreeing not to disclose any information on the evaluation process to other than an employee of a governmental body; and (iii) Agreeing that their names will become public information upon award of the contract; (3) The contract administrator shall serve as a member of the committee; (4) The contract administrator or a designee shall serve as chairperson, and the procurement officer or a designee shall serve as advisor.
IdahoThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
RFP Evaluation: 3 -5 individuals
Citation:
ID Procurement Manual Ch. 11
Citation Language:
The agency selects an evaluation committee (typically 3 or 5 individuals). DOP’s best practice is to encourage a multidisciplinary team of evaluators. The evaluators will be required to acknowledge an understanding of their roles and responsibilities and sign a statement confirming that they have no conflict of interest.
IllinoisThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Team members with technical or other expertise appropriate for the solicitation; approved by SPO.
Citation:
Ill. Admin. Code tit. 44, § 1.2005 (y)
Citation Language:
y) Evaluation Team. Evaluation team members shall be determined by the State agency, tailored to the particular solicitation, and include, as appropriate, technical or other personnel with expertise to ensure a comprehensive evaluation of offers. Evaluation team members must not have any conflicts of interest or apparent conflicts of interest and must commit to the time to complete all evaluations and attend any necessary evaluation meetings. The State agency's selection of the evaluation team members must be approved by the SPO, taking into consideration any conflicts of interest or apparent conflicts of interest.
IndianaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
IowaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
KansasThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Procurement Negotiating Committees are comprised of the Director of Purchases (or a designee), the Chief Administrative Officer of the customer agency (or a designee), the Secretary of Administration (or a designee). If procuring IT, it must also include the Chief Information Technology Officer (or a designee).
Citation:
KS ST 75-37,102 (b)
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Citation Language:
(b) Each procurement negotiating committee shall be composed of: (1) The director of purchases, or a person designated by the director; (2) the chief administrative officer of the state agency desiring to make the procurement, or a person designated by the officer; and (3) the secretary of administration, or a person designated by the secretary or, if a procurement involves information technology or services, the executive chief information technology officer or a person designated by the executive chief information technology officer.
KentuckyThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Comments:
Selection Committee members are chosen from a pre-selected pool of potential participants appointed by executive leadership, the Governor's Office, and state professional associations.
Evaluation Team Requirements:
For RFPs: A technical evaluation committee and a cost evaluation committee - to be comprised of state employees, unless authorized by OPS. For Bonds and Underwriting: 6 or more persons, including 3 from Office of Financial Management (that are not the Director), 2 persons from the purchasing agency, and 1 or more merit employees from the Auditor's office; For Engineering/Architecture Projects: 6 or more persons for engineering-related and architectural-related services. Includes: 2 Engineers or Architects (dependent upon project), 2 merit employees of the agency, a SME from outside the government, 1 or more merit employees from the Auditor's office, and 1 or more employees of the Dept. of Facilities Management
Citation:
KY ST 45A.843; KY ST 45A.810
Citation Language:
(3) A selection committee created in the office shall consist of the following six (6) or more members selected in the manner specified within each paragraph: (a) Three (3) employees of the office other than the executive director. The executive director shall select the three (3) employees; (b) Two (2) employees of the bond issuing agency appointed by the head of that agency to participate in the hiring of an underwriter or a bond counsel for that agency. However, at the discretion of the head of the bond issuing agency, he may substitute for one (1) of his employees an employee of the agency whose project will be funded by the bond proceeds; and (c) One (1) or more merit employees of the Auditor of Public Accounts, appointed by the Auditor. The merit employees shall serve as nonvoting members of the committee. If one (1) employee is appointed, then that employee shall attend all committee proceedings. If more than one (1) employee is appointed, then at least one (1) of the employees shall attend any committee proceeding. (4) (a) All selection committee members shall have experience which qualifies them to serve on the committee. (3) An architectural services selection committee created in the Finance and Administration Cabinet shall consist of six (6) or more members selected in the manner specified within each paragraph: (a) Two (2) architects. The secretary of the Finance and Administration Cabinet shall appoint a pool of at least six (6) architects who are employees of the cabinet. At least three (3) of the architects shall be merit employees of the cabinet. The secretary, or his designee, under the supervision of the Auditor of Public Accounts, or his designee, shall randomly select architects from the pool. The first employee selected shall be placed on the selection committee. If the first employee selected is a merit employee, the second employee selected shall be placed on the selection committee. If the first employee selected is a nonmerit employee, the selection process shall continue until a merit employee is selected. That merit employee shall be placed on the selection committee; (b) One (1) or more additional employees of the Department for Facilities Management, appointed by the commissioner of the Department for Facilities Management, to serve as a nonvoting technical adviser for a given project selection. Advisory members shall serve on a project-by-project basis and shall have the requisite knowledge, training, or experience pertaining to the professional requirements of the project. (c) Two (2) merit employees of the user agency appointed by the head of that agency to serve for the duration of the selection committee's participation in the project for which they were appointed by the user agency; (d) An individual. The Kentucky Society of Architects shall nominate nine (9) individuals, and the Governor shall appoint three (3) of these individuals to serve in the pool from which the secretary of the Finance and Administration Cabinet, or his designee, under the supervision of the Auditor of Public Accounts, or his designee, shall randomly select one (1) individual to serve on the committee; (e) One (1) or more merit employees of the Auditor of Public Accounts, appointed by the Auditor, who may, at the discretion of the Auditor, serve as nonvoting members of the committee. If one (1) employee is appointed, then that employee may attend any committee proceedings. If more than one (1) employee is appointed, then either of the employees may attend any committee proceeding; (4) The engineering and engineering-related services selection committee created in the Finance and Administration Cabinet shall consist of six (6) or more members selected in the manner specified in each paragraph: (a) Two (2) engineers. The secretary of the Finance and Administration Cabinet shall appoint a pool of at least six (6) engineers who are employees of the cabinet. At least three (3) of the engineers shall be merit employees of the cabinet. The secretary, or his designee, under the supervision of the Auditor of Public Accounts, or his designee, shall randomly select engineers from the pool. The first employee selected shall be placed on the selection committee. If the first employee selected is a merit employee, the second employee selected shall be placed on the selection committee. If the first employee selected is a nonmerit employee, the selection process shall continue until a merit employee is selected. That merit employee shall be placed on the selection committee; (b) Two (2) merit employees of the user agency appointed by the head of that agency to serve for the duration of the selection committee's participation in the project for which they were appointed by the user agency; (c) An individual. The Kentucky Society of Professional Engineers and the Kentucky Consulting Engineers Council shall together nominate nine (9) individuals, and the Governor shall appoint three (3) of these individuals to serve in the pool from which the secretary of the Finance and Administration Cabinet, or his designee, under the supervision of the Auditor of Public Accounts, or his designee, shall randomly select one (1) individual to serve on the committee; (d) One (1) or more merit employees of the Auditor of Public Accounts, appointed by the Auditor, who may, at the discretion of the Auditor, serve as nonvoting members of the committee. If one (1) employee is appointed, then that employee may attend any committee proceedings. If more than one (1) employee is appointed, then either of the employees may attend any committee proceeding; (e) One (1) or more additional employees of the Department for Facilities Management to serve as nonvoting technical adviser for a specific project selection. Advisory members shall serve on a project-by-project basis and shall have the requisite knowledge, training, or experience pertaining to the professional requirements of the project;
LouisianaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
MaineThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
MarylandThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
The procurement officer and the agency head or a designee
Citation:
COMAR Sec. 21.05.03.03
Public Link 1:
Citation Language:
(6) Initial evaluations may be conducted and recommendation for award made by an evaluation committee. Final evaluations, including evaluation of the recommendation of the evaluation committee, if any, shall be performed by the procurement officer and the agency head or designee.
MassachusettsThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
MichiganThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Evaluations are conducted by the solicitation manager, the program manager, and subject matter experts on the solicitation team; Alternatively, evaluations are performed by a Joint Evaluation Committee
Citation:
MPPM 6.4.1.8 Evaluation Method;
Public Link 1:
https://www.michigan.gov/-/media/Project/Websites/dtmb/Procurement/documents/MPPM/Chapter_6.pdf
Citation Language:
The Solicitation Manager, in collaboration with the Program Manager and Subject Matter Experts, is responsible for identifying the evaluation method the State will use to evaluate proposals. There are two types of “Evaluation Methods”: • Evaluation conducted by the Solicitation Manager in collaboration with the Program Manager and Subject Matter Experts. • Evaluation conducted by Joint Evaluation Committee.
MinnesotaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
MississippiThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Evaluation committees are appointed; can consist of state employees and/or private SMEs with relevant experience and no conflicts of interest. May use outside advisors as well.
Citation:
MS Code § 31-7-415
Citation Language:
1. Evaluation committees shall be used to evaluate request for proposals or request for qualifications and award contracts. Persons appointed to an evaluation committee shall have the relevant experience necessary to evaluate the proposal or qualification. The members of the evaluation committee shall have no personal, financial or familial interest in any of the contract offerers, or principals thereof, to be evaluated.
MissouriThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
MontanaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Recommended 3-5 members; Program staff member as chair, Contracts Manager may also serve. Members do not have to be state employees. Members must be SMEs and stakeholders in the category or project.
Citation:
Montana Procurement Manual 9.6.1
Citation Language:
9.6.1 Evaluation Committee. Evaluation committees are composed of subject-matter experts and stakeholders. Committee members generally have diverse, relevant disciplinary expertise and knowledge of the product or service being procured. Because service on an evaluation committee involves a significant time commitment, care is taken to ensure each scoring member is able to attend all meetings, oral presentations, and site visits. ; 9.6.1.1 Selection. Evaluation committee member selection generally occurs before receipt of responses, with members often having been involved in the procurement planning activities. A program staff member is usually the designated Committee chair, serving as a non-scoring member of the Evaluation Committee. Depending on the procurement, the Contracts Manager may participate as either a scoring or non-scoring member. When an agency uses individuals who are not employees, Legal Counsel is consulted to ensure appropriate procedures are implemented to protect the interests of the State. 9.6.1.2 Size. The recommended size of an evaluation committee is three- to five scoring members. To avoid potential individual bias, committees do not have fewer than three scoring members. There is no restriction on how many individuals may comprise on an evaluation committee; however, good judgment dictates that the number of individuals on the committee be limited to the minimum required to accomplish its purpose.
NebraskaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Technical Evaluation Committee - Recommended 5 members with appropriate expertise. Cost Evaluation Committee - 2 members
Citation:
Nebraska Procurement Manual 5.1.9.1
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Citation Language:
5.1.9.1 RFP Evaluation Committee (Services) Evaluation Committee - Technical The agency will establish the evaluation committee(s) and project leader for the Request for Proposal. The technical evaluation committees recommended size is five (5) members with the appropriate expertise to conduct such proposal evaluations, but could be more or less for some projects depending upon the size and complexity of the RFP.; Evaluation Committee – Cost The cost evaluation committees recommended size is two (2) members. One member will complete the cost proposal calculations per the RFP formula; the other member will verify all cost calculations for accuracy.
NevadaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Evaluation Committees must contain at least 2 members; members are state employees or officers; additional outside SMEs can be approved as members; must contain members representing at least 2 user agencies; A committee member may not be a supervisor of a majority of other members; IT purchases over $100,000 require a designee of the CIO as a member.
Citation:
NRS 333.335; NAC 333.162
Citation Language:
2. A committee appointed pursuant to subsection 1 must consist of not less than two members. A majority of the members of the committee must be state officers or employees. The committee may include persons who are not state officers or employees and possess expert knowledge or special expertise that the chief of the using agency or the Administrator of the Purchasing Division determines is necessary to evaluate a proposal. If the committee is appointed to evaluate a proposal for the procurement of technology for which the estimated cost is more than $100,000, the committee must include a person designated by the Chief Information Officer of the State appointed pursuant to NRS 223.085 if the Chief Information Officer determines the inclusion of such a person is necessary to evaluate the proposal. 3. Members of a committee appointed pursuant to subsection 1 are not entitled to compensation for their service on the committee, except that members of the committee who are state officers or employees are entitled to receive their salaries as state officers and employees. No member of the committee may have a financial interest in a proposal.; NAC 333.162 5. Each committee to evaluate proposals must contain members that represent at least two using agencies. 6. The Administrator will not appoint a member to a committee to evaluate proposals who possesses direct supervisory authority over a majority of the other members of the committee.
New HampshireThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
New JerseyThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
New MexicoThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Committee includes end customer/user and technical support representatives. Contractor/outside SMEs can be used to advise, but cannot score proposals.
Citation:
CMAC 1.4.1.38 B
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Citation Language:
Evaluation committee: The state agency management shall appoint an evaluation committee prior to the due date for receipt of proposals. The size of the committee should be manageable and include both user and technical support representatives. Contractor subject matter experts may be used to advise the committee but cannot evaluate proposals.
New YorkThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Technical review team size and composition determined by complexity of procurement. Includes program and technical experts. Cost proposal review team can be one or more persons under the direction of a procurement officer.
Citation:
NY State Procurement Guidelines Ch. 5.F
Citation Language:
The number and selection of evaluators should be based on many factors including the complexity of the procurement and the level of knowledge possessed by the potential evaluators available to analyze the proposals. There may be rare instances where a single evaluator must be used for the entire technical evaluation, or a portion of it, such as when available expertise for evaluating the technical considerations is limited. ; Technical Proposal Review Team – This team is typically comprised of program and technical experts, and may conduct its evaluation under the direction of a technical evaluation manager or a team leader.; Cost Proposal Review Team – The cost proposal review team is typically comprised of one individual, but may be a team of people, responsible for evaluating and scoring the cost proposals submitted in response to the RFP. The cost team works under the direction of a procurement director or coordinator.
North CarolinaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
North DakotaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Typically 3-5 members, including state employees/public officials with relevant knowledge; outside experts are permitted; the procurement officer serves as chairman.
Citation:
North Dakota RFP Evaluator's Guide
Public Link 1:
https://www.omb.nd.gov/doing-business-state/procurement/procurement-laws-rules-guidelines
Citation Language:
The Procurement Officer responsible for the procurement determines the number and makeup of the evaluation committee. Committees are usually comprised of three to five members, but they can be any size and an odd number is not required. The majority of members are usually State employees or public officials. The Procurement Officer may include a mixture of members from several departments of diverse backgrounds or include members who are not State employees or public officials. Role of the Procurement Officer. The Procurement Officer will be the evaluation committee chairman, and may or may not award points for proposals. The Procurement Officer has overall responsibility for all matters involving the procurement and its procedures, and they are responsible for seeing that applicable state laws, rules, and policies are followed.
OhioThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Evaluation team consists of contract analyst from Dept. of Admin. Services and SMEs from customer agency. It may include outside consultants or agency constituents.
Citation:
Ohio Procurement Manual Ch. 2 pg. 31
Citation Language:
The Evaluation Team usually consists of the contract analyst from DAS who facilitates the consensus meeting and subject matter experts from agency. The team also may include outside consultants and other people with special expertise or with a particular interest in the outcome of the project, such as the agency’s clients or constituents.
OklahomaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Evaluations are performed by representatives from the Purchasing Division and the customer agency;
Citation:
Title 74 O.S. § 85.7(C)
Citation Language:
C. Bids for an amount requiring submission of requisitions to the Purchasing Division shall be evaluated by the Purchasing Division and the state agency receiving the acquisition. At a minimum, cost and technical expertise shall be considered in determining the lowest and best, or best value, bid. Further, the state agency shall present its evaluation and recommendation to the State Purchasing Director. A documented evaluation report containing the evaluations of the Purchasing Division or the state agency shall be completed prior to the contract award and such report shall be a matter of public record.
OregonThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
The procurement official serves as facilitator and non-voting advisor to evaluation committee; recommended a minimum of 3 staff from user agency; SMEs, users, and outside stakeholders can all participate.
Citation:
Oregon Procurement Manual - Develop Evaluation Strategy
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Citation Language:
The procurement professional identifies the roles and potential members of the evaluation committee, which may include members of the procurement team. Depending on the nature and complexity of the solicitation, the procurement professional may establish a committee that includes both voting and non-voting members. The procurement professional serves as a facilitator and advisor and is not a voting member of the committee. Responsibilities of evaluation committee members require that they: - Read, sign and submit a conflict of interest form to the procurement professional. - Read the RFP and all addenda. - Rate each proposal independently. - Keep rating confidential during individual scoring. - Do not discuss proposals outside of evaluation committee meetings. - Do not permit personal knowledge and bias towards a firm or product, and evaluate on material provided in, or directly related to, the proposal only. - Score consistently and do not change evaluation standards across proposals. - Are able to attend all meetings and demonstrations. The criteria for evaluation committee membership may include representation by area of expertise, job function, relationship to the end user organization, or as stakeholder outside of the organization. A best practice is to include a minimum of three agency staff with sufficient qualifications in the procurement’s product or service. Individuals within the private sector who have subject matter knowledge and expertise in the procurement may participate on an evaluation committee, with or without compensation and as non-voting advisors. A procurement professional should ensure private sector participants do not have a conflict of interest and agree to keep the evaluation and all information they view confidential.
PennsylvaniaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
The agency comptroller must be a non-voting member of an evaluation team; minimum of 3 members (5-7 recommended) who are state employees with appropriate technical or managerial expertise; chaired by the soliciting procurement official
Citation:
PA ST 62 Pa.C.S.A. § 513(e); Pennsylvania Procurement Manual. Part I Chapter 06. p. 9
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Public Link 2:
Citation Language:
A Commonwealth agency shall invite its comptroller to participate in the evaluation as a nonvoting member of any evaluation committee. No individual who has been employed by an offeror within the preceding two years may participate in the evaluation of proposals. ; Evaluation Committee. a. The evaluation committee should be composed of a minimum of three (five or seven is recommended) Commonwealth employees who possess technical and managerial expertise in the appropriate field. Normally the evaluation committee should be chaired by the Issuing Officer, who should be a non-voting member of the committee. An agency should highly consider including individuals from other agencies who possess expertise in a product or service being procured to serve on the evaluation committee as a voting or non-voting member. An agency is required to invite its comptroller to participate as a non-voting committee member.
Puerto RicoThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Auction Board comprised of 5 members
Citation:
General Services Administration Act for the 2019 Centralization of Puerto Rico Government Procurement. Law No. 73 of 23 July 2019.
Public Link 1:
Citation Language:
Article 48.- Composition of the Auction Board. The Board of Auctions shall consist of: one (1) President and four (4) members Associated. The members who will make up the Auction Board will be recommended by the following: one (1) member recommended by the Administrator of the General Services Administration; One (1) member recommended by the Office of the Comptroller; one (1) member recommended by the Office of the Inspector General of Puerto Rico; one (1) member recommended by the College of Accountants Puerto Rico Authorized Publics; and, one (1) member recommended by the Financial Advisory Authority and Fiscal Agency (AAFAF). The Governor appoint all the members of the Board and choose the person who shall preside over it. For the confirmation of the members of this Board of Directors, Auctions will require the advice and consent of the Senate of Puerto Rico.
Rhode IslandThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Evaluation committee comprised of an agent of the Div. of Purchasing, a member of the user agency, and any other appropriate parties;
Citation:
220-RICR-30-00-5.11 (D)
Public Link 1:
Citation Language:
3. Offers shall be evaluated by a committee comprised of a representative of the Division of Purchases, representative of the user agency, and other appropriate parties
South CarolinaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
South DakotaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
TennesseeThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Minimum of 3 members; state employees with technical expertise and experience; solicitation coordinators may add other state employees or consultants to advise evaluation teams; members must complete evaluator training.
Citation:
Tennessee Procurement Manual 5.10 p. 34-5
Citation Language:
The number of evaluation committee members of a solicitation may vary but should consist of at least three (3) members, each of whom should have the technical expertise in terms of education, training and experience to aid the evaluation committee with respect to the technical aspects of the solicitation. If necessary, the solicitation coordinator should seek out State employees or consultants who can attend presentations and provide meaningful technical expertise to evaluation committee members. Only state employees may serve as evaluation committee members, but non-state employees with technical expertise that is helpful to the evaluation committee should be included as consulting, ex officio or non-voting members. Before the commencement of the evaluation process, the evaluation committee should attend evaluation training, review and familiarize themselves with the solicitation, applicable statutes, rules and regulations, Central Procurement Office Policy and this Manual. All Evaluation Committee members should understand the general solicitation requirements and the specific requirements of the subject solicitation. Only Evaluation committee members that have completed the requisite evaluator training are permitted to score responses.
TexasThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
The recommended size of an evaluation committee is three to five scoring members.
Citation:
Texas Procurement and Contract Management Guide - Version 3.0 | 75-76
Citation Language:
The evaluation committee is composed of subject matter experts and stakeholders. The committee should have a diverse relevant disciplinary expertise and knowledge of the product or service being procure Because service on an evaluation committee involves a significant time commitment, care should be taken to ensure that each member selected as a scoring member is able to attend the committee meetings, oral presentations, and site visits to respondent premises Evaluation committee selection should occur prior to receipt of the responses. It is common for the evaluation committee members to have been involved in the procurement planning activities. The Contract Developer is usually designated as the committee chair, serving as a non-scoring member of the evaluation committee. Depending on the procurement, the Contract Manager may participate as either a scoring or non-scoring member. The scoring and non-scoring members of the committee must be noted in the procurement file The recommended size of an evaluation committee is three to five scoring members. To avoid potential individual bias, the committee should not have fewer than three scoring members. Depending on the procurement, the agency may determine that a larger committee is necessary. There is no restriction as to how many individuals the agency may include on an evaluation committee; however, good judgment dictates that the number of individuals on the committee be limited to the minimum required to accomplish its purpose Each evaluation committee member will independently assess the content of each response using only the evaluation criteria and weights published in the solicitation and, if applicable, unpublished subcriteria (i.e., a smaller component of the published base criterion). Accordingly, the evaluation committee members must fully understand the solicitation, be able to critically read and evaluate the responses, and document their decisions in a clear and concise manner Each committee member will be expected to score each response on how it meets, exceeds or fails to meet the standards established in the solicitation. If the agency plans to use individuals during the evaluation process (e.g., evaluation committee members, technical advisors) who are not agency employees, it is recommended that agency legal counsel be consulted to ensure that appropriate procedures are implemented to protect the interests of the State For procurements exceeding $20 million, the Contract Developer must include the reasons an evaluation committee member was selected and their relevant qualifications, as determined by the agency, in the procurement file.
US Virgin IslandsThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Minimum of 5 members
Citation:
USVI DPP 9.6
Citation Language:
The Evaluation Committee shall consist of no less than five (5) voting members, all of whom must be free of any conflicts of interest. This Committee shall include representatives from the Executive Branch Agency and representatives from DPP, one of whom shall be the head of the Evaluation Committee or his/her designee. The Executive Branch Agency may request additional voting members, observers, or technical advisors, who shall serve as non-voting members. All Page | 28 ~ Government of the U.S. Virgin Islands, Department of Property and Procurement ~ Procurement Manual additional members must be approved by the Commissioner of DPP. For construction projects, a representative from the Department of Public Works (generally an Inspector and/or Engineer) is required to be a voting member of the Evaluation Committee. Each member of the Evaluation Committee shall be appointed by his/her respective Agency Head. A committee member shall only be removed by the person authorized to appoint the member. Each committee member, regardless of status as a voting or non-voting member, shall sign the Appendix E: Bid/RFP Evaluation Rules and Procedures regarding conflicts of interest and integrity, prior to the commencement of the evaluation process.
UtahThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Minimum of 3 members with applicable knowledge and/or users from customer agency; outside advisors are permitted
Citation:
UT ST § 63G-6a-707
Public Link 1:
https://le.utah.gov/xcode/Title63G/Chapter6A/63G-6a-S707.html?v=C63G-6a-S707_2020062520200625
Citation Language:
(1) A procurement unit shall appoint an evaluation committee of at least three members to evaluate proposals received in response to a request for proposals issued by the procurement unit.; (5) A procurement unit shall: (a) appoint evaluation committee members who have at least a general familiarity with or basic understanding of: (i) the technical requirements relating to the type of procurement item that is the subject of the procurement; or (ii) the need that the procurement item is intended to address; (6) A procurement unit may authorize an evaluation committee to receive assistance from an expert or consultant to better understand a technical issue involved in the procurement.
VermontThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
State employees with relevant subject matter expertise
Citation:
Bulletin 3.5, VIII. Page 24
Citation Language:
8. Contractor Selection, Documentation and Apparent Conflict of Interest: a. Selection: i. The bid most responsive to the selection criteria established in the RFP should be accepted. Agency staff with the relevant subject matter expertise should review each proposal for responsiveness in accordance with the requirements outlined in the RFP. When appropriate, an Appointing Authority (Agency) may establish a contract selection committee to review bids.
VirginiaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
3-5 members, including the buyer, an SME, and a contract administrator;
Citation:
Virginia Procurement Manual Annex 7-A
Public Link 1:
https://dgs.virginia.gov/globalassets/business-units/dps/documents/apspm/apspm-2022.pdf
Citation Language:
Select and assign a proposal evaluation panel. The evaluation panel should be kept small, three to five is recommended, including the buyer or some other person knowledgeable of the VPPA, the Vendors Manual and the Agency Procurement and Surplus Property Manual (APSPM) and at least one subject-matter expert (SME) knowledgeable of the commodity being procured. Experience has shown that larger panels are unwieldy and make it difficult to coordinate meetings and negotiating sessions and to reach evaluation decisions. ; Identify 3-5 member panel; incl. buyer, subject-matter expert, contract administrator (7.3)
WashingtonThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Minimum of 3 members, including technical experts and end users; procurement coordinator facilitates the committee.
Citation:
Washington Procurement Manual 10.5 p.62
Citation Language:
Committee membership can be justified (e.g. technical expert or end user). The procurement coordinator facilitates the process but does not typically serve as an evaluator on the committee. • The committee includes at least three members.
West VirginiaThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Must be odd number of members; recommended 3-5 members with applicable knowledge; may invite SMEs to advise but not score; agency procurement officer is chairperson and must vote on evaluations; non-state employees are prohibited from voting on evaluations
Citation:
WV Procurement Handbook 6.2.2.9.1
Citation Language:
A. Committee Size: The agency must assign an odd number of individuals (typically three or five) to serve on the RFP evaluation committee. The individuals selected should be knowledgeable of the service to be acquired. B. Advisors: The agency may invite subject matter experts to serve as advisors to the RFP evaluation committee. The advisors may assist the evaluation committee members (referred to as evaluators) in the evaluation process but may not evaluate, score, or vote on the proposal’s final evaluation. C. Procurement Officer Role: The agency designated procurement officer must serve on the evaluation committee as a full voting member unless the agency can provide written justification detailing the reason(s) why this requirement cannot be met. The agency procurement officer must serve as the chairperson or co-chairperson for the RFP evaluation committee. In this role, the procurement officer must mediate all discussions related to the evaluation and assist with time management of the evaluation process. The agency procurement officer must also prepare the consensus of the committee and submit the RFP Recommendation for Award Memorandum (WV-113) to the Purchasing Division. D. Non-State Employees: A non-state employee may not under any circumstances serve as a voting member of the RFP evaluation committee.
WisconsinThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
Minimum of 3 members; may not include any employee from the Governor's Office nor any unclassified agency head, commissioner, deputy agency head, executive assistant, or division administrator
Citation:
Adm 7.09(2); WI Procurement Manual PRO-307
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Citation Language:
(2) Evaluation committee. Before a request for proposal is distributed to prospective proposers, the procuring agency shall establish an evaluation committee. Each committee shall consist of 3 or a larger number of members, depending on the complexity and scope of materials, supplies, and equipment being procured. ; PRO-307: Before a request for proposal (RFP) is distributed to prospective contractors, the procuring agency will establish an evaluation committee in accordance with applicable rules. No person will serve on an evaluation committee where the action of that committee might benefit that person, or a member of that person's immediate family, or any organization or business with which that person is associated. Pursuant to Wisconsin 2006 Executive Order 137 "the evaluation committee shall exclude any employee of the Office of the Governor, and any unclassified Agency Head, Commissioner, Deputy Agency Head, Executive Assistant or Division Administrator." For UW System Administration and campuses appointees are defined as UW System President and Vice President and Chancellor, Vice Chancellor and Provost positions. When an RFP includes highly technical or specialized components, the evaluation committee may convene a subgroup of subject matter experts who serve in an advisory capacity and are non-scoring members of the evaluation committee.
WyomingThe rules concerning the size and composition of evaluation committees for formal solicitations
Eval Committees:
Evaluation Committees
Evaluation Team Requirements:
No official guidance
