Item P3BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 10/17/2012 Division: County Attorneys Office
Bulk Item: Yes X No _ Department:
Staff Contact Person/Phone #: Suzanne Hutton
292-3470
AGENDA ITEM WORDING:
Approval of a general policy for the composition of selection committees in competitive selection
processes, and inclusion in the Purchasing Policies and Procedures Manual
ITEM BACKGROUND:
At a BOCC meeting on September 21, the commissioners discussed a recent solicitation process and
directed that a policy be developed for the composition of selection committees to provide assurances
that the result of the evaluations would be fair and objective, and not unduly affected by prior
experience with the vendor.
PREVIOUS RELEVANT BOCC ACTION:
9/21/12, approval of revisions to the Purchasing Policies and Procedures Manual
CONTRACT/AGREEMENT CHANGES:
Adds general policy that selection committee shall be composed of three to seven members, limiting
the departmental people on a committee to provide some balance of members technical expertise with
members from outside the requesting department.
STAFF RECOMMENDATIONS:
Approval
This policy has no cost component as committees will be convened whether or not this policy is passed.
TOTAL COST: INDIRECT COST: BUDGETED: Yes No
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: No additional cost SOURCE OF FUNDS:
REVENUE PRODUCING: Yes _ No AMOUNT PER MONTH Year
APPROVED BY: County Atty OMB/Purchasing Risk Management
4
DOCUMENTATION:
DISPOSITION:
Revised 7/09
Included Not Required,
AGENDA ITEM #
STATEMENT OF GENERAL POLICY
REGARDING
SELECTION COMMITTEES
FOR INCLUSION IN THE
MONROE COUNTY PURCHASING POLICIES AND PROCEDURES MANUAL
To be included in the Monroe County Purchasing Policies and Procedures Manual, as Chapter 3,
Competitive Bid Process, Subparagraph B.6.(a):
B. 6. (a) The Requesting Department may use a selection committee appointed by the Department or
Division director to review, analyze, evaluate and rank/rate the applicable solicitation responses
received and report their findings to the BOCC for consideration and approval. In the event a selection
committee is to be used, the solicitation shall so specify.
Selection committees shall be comprised of no less than three(3), and no more than seven(7), members.
Each selection committee shall have at least one member who is employed by the requesting
department and at least one member who is not employed by the requesting department. Depending on
the extent of technical information that may be contained in any solicitation, the Department or
Division director may appoint several members from his department, but no more than 2/3 of the
members may be from the same department. There shall be no consultants contracted by the County
and no county commissioners on a selection committee. Generally, no county attorney shall be a
voting member of a selection committee unless the County Attorney's office is the requesting
department.
If the issue(s) involve any other government agency, the Department or Division director may appoint
someone from an affected agency to be on the committee.