A. At a
minimum, the school district shall retain the following for each procurement
under
R7-2-1117 through
R7-2-1121:
1. If interviews were not held:
a. The submittal of the person listed first
on the final list and the submittal of each person with whom the school
district enters into a contract. If the procurement has multiple final lists,
the school district shall retain the submittal of the person listed first on
the final list and the submittal of each person with whom the school district
enters into a contract, for each final list.
b. The final list or final lists.
c. A list of the selection criteria and
relative weight of selection criteria used to select the persons for the final
list or final lists and to determine their order on the final list or final
lists.
d. A list that contains the
name of each person that submitted qualifications and that shows the person's
final overall rank or score.
e.
Documents that show the final score or rank on each selection criteria of each
person that submitted qualifications and that support the final overall
rankings and scores of the persons that submitted qualifications. The school
district shall retain the individual scoring sheets for individual selection
committee members.
2. If
interviews were held:
a. All submittals of
the person listed first on the final list and the submittal of each person with
whom the school district enters into a contract. If the procurement has
multiple final lists, the school district shall retain the submittal of the
person listed first on the final list and the submittal of each person with
whom the school district enters into a contract, for each final list.
b. The final list or final lists.
c. A list of the selection criteria and
relative weight of selection criteria used to select the persons for the final
list or final lists and to determine their order on the final list or final
lists.
d. A list that contains the
name of each person that was interviewed and that shows the person's final
overall rank or score.
e. Documents
that show the final score or rank on each selection criteria of each person
that was interviewed and that support the final overall rankings and scores of
the persons that were interviewed. The school district shall retain the
individual scoring sheets for individual selection committee members.
f. A list of the selection criteria and
relative weight of the selection criteria used to select the persons for the
short list or short lists to be interviewed.
g. A list that contains the name of each
person that submitted qualifications and that shows the person's final overall
rank or score in the selection of the persons to be on the short list or short
lists to be interviewed.
h.
Documents that show the final score or rank on each selection criteria of each
person that submitted qualifications and that support the final overall
rankings and scores of the persons that submitted qualifications. The school
district shall retain the individual scoring sheets for individual selection
committee members.
B. Information relating to each procurement
under
R7-2-1117 through
R7-2-1121 shall be made available to the public as follows:
1. Until the school district awards a single
contract or all of the multiple contracts or terminates the procurement, only
the name of each person on the final list may be made available to the public.
All other information received by the school district in response to the
request for qualifications shall be confidential in order to avoid disclosure
of the contents that may be prejudicial to competing respondents during the
selection process.
2. After the
school district awards a single contract or all of the multiple contracts or
terminates the procurement, the school district shall make the contents of the
procurement file, except the statements of qualifications and the documents
described in subsections (A)(1)(e), (A)(2)(e), and (A)(2)(h), available to the
public.
3. After the school
district has entered into a single contract or all of the multiple contracts or
has terminated the procurement, the school district shall make the statements
of qualifications and the documents described in subsections (A)(1)(e),
(A)(2)(e), and (A)(2)(h) available to the public.
4. To the extent that a person designates and
the school district concurs, trade secrets and other proprietary data contained
in a statement of qualifications shall remain confidential.
5. If the procurement file contains
information that is confidential under
R7-2-1006, a copy of the applicable documents with the confidential information redacted
shall be placed in the procurement file for the purpose of public inspection.
The unredacted original copy of the confidential information shall be placed in
a sealed envelope or other appropriate container, identified as confidential
information, and maintained in the procurement file.
C. The school district shall retain the
records of a procurement under
R7-2-1117 through
R7-2-1121 in accordance with
R7-2-1085 .
D.
Firms shall be accorded fair and equal treatment with
respect to any opportunity for discussions and revisions of proposals. The
school district shall establish procedures and schedules for conducting
discussions. If during discussions there is a need for any substantial
clarification or change in the request for proposals, the request for proposals
shall be amended to incorporate such clarification or change. Disclosure of any
information derived from competing proposals is prohibited. Any substantial
oral clarification of a proposal shall be reduced to writing by the offeror.
The school district shall keep a detailed record of such
meetings.
E.
The school district shall establish a common date and time
for the submission of final offers. Final offers shall be submitted only once,
unless the school district makes a determination that it is advantageous to the
school district to conduct additional discussions or change the school
district's requirements and require another submission of final offers.
Otherwise, no discussions of or changes in the final offers shall be allowed
prior to selection for award. Firms also shall be informed that if they do not
submit a notice of withdrawal or another final offer, their immediate previous
offer will be construed as their final offer.
F.
Award shall be made to the responsible offeror whose
proposal is determined in writing to be most advantageous to the school
district taking into consideration the evaluation factors set forth in the
request for proposals and fee. No other factors or criteria may be used in the
evaluation. No contract may be awarded solely on the basis of price. The
contract file shall contain the basis on which the award is
made.
G.
Notice of award shall be made in accordance with
R7-2-1122(D)
and (E) .
Notes
Ariz. Admin. Code §
R7-2-1123
Adopted effective
December 17, 1987 (Supp. 87-4). Amended by exempt rulemaking at
33
A.A.R. 1526, effective 7/1/2014.
