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D.C. Municipal Regulations (Last Updated: September 13, 2017) |
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Title 8. HIGHER EDUCATION |
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SubTilte 8-B. UNIVERSITY OF THE DISTRICT OF COLUMBIA |
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Chapter 8-B30. UNIVERSITY PROCUREMENT RULES |
Section 8-B3017. COMPETITIVE SEALED PROPOSALS
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3017.1If the CCO determines competitive sealed bidding is not appropriate, procurements shall be conducted utilizing the competitive sealed proposal (CSP) method.
3017.2Each procurement by competitive sealed proposals shall be initiated by the issuance of a Request for Proposals (RFP), which shall be publicized in accordance with Section 3002, and which shall include (i) a specification, statement of work, and/or purchase description, as appropriate, (ii) the evaluation factors specified pursuant to Section 3017.8, (iii) the time of delivery of the goods or services required by the University, and (iv) the deadline, place, and manner for submitting proposals.
3017.3After the issuance of an RFP, the RFP shall not change unless the CCO issues a written amendment to all prospective bidders to which the RFP was sent. The CCO shall distribute each amendment to all prospective bidders within a reasonable time to allow consideration of the information before submitting their offers. If a change to an RFP is so significant that it warrants complete revision, the CCO shall cancel the original RFP and issue a new RFP.
3017.4Prior to the contract award, the CCO may cancel the RFP if the CCO determines that cancellation is in the best interest of the University. If an RFP is canceled, the CCO shall inform all parties which received the solicitation as soon as it is practicable.
3017.5To be considered for award, a proposal shall be required to comply with all the requirements of the RFP.
3017.6The CCO shall evaluate proposals without discussions with bidders when the competitive sealed proposal method of procurement is utilized. Prior to award, the CCO shall have no discussions with bidders except at a conference of which all prospective bidders are informed.
3017.7Proposals shall be received in the office designated in the solicitation not later than the date and time set for receipt of proposals. Bids not received by the set time shall be considered late.
3017.8Each solicitation shall include all of the evaluation factors for award, including price, and the relative importance of each factor. The solicitation shall include a statement that the CCO may conduct discussions with all offerors within the competitive range, but that the University reserves the right to evaluate initial proposals and make award without discussions.
3017.9If discussions are held, the CCO shall hold such discussions with all offerors with proposals in the competitive range and do the following:
(a) Lead and control all discussions;
(b) Advise offerors of any deficiencies in their proposal;
(c) Resolve any suspected mistakes without disclosing information concerning other proposals received or the evaluation process; and
(d) Provide offerors a reasonable opportunity to submit revisions to their proposal that may result from the discussions.
3017.10Proposal evaluations shall be based on the evaluation factors outlined in the solicitation. Numerical, adjectival or other rating methods may be used to indicate the relative weight of each factor. Factors not specified in the solicitation shall not be considered or utilized.
3017.11The CCO shall utilize discussions to correct any minor informalities or irregularities. If the CCO determines that award will be made without discussions, the procedures outlined in Section 3016.12 shall be used to correct any minor informalities or irregularities.
3017.12Upon completion of negotiation, the CCO shall issue to all offerors in the competitive range a request for best and final offers. Best and final offers shall be submitted as prescribed by the CCO with a common date and time for receipt.
3017.13Offers submitted as best and final offers shall be considered complete and not subject to any additional negotiation, unless the CCO determines it is in the best interest of the University to reopen negotiations.
3017.14The CCO has the right to reject all proposals in whole or in part when it is determined to be in the best interest of the University.
3017.15The CCO shall award the contract to the offeror whose proposal offers the best value to the University.