Section 80 IAC 8-3-5 - Request for proposalsAuthority: IC 15-13-2-9; IC 15-13-3-8
Affected: IC 15-13-2
Sec. 5.
(a) When the contracts or purchasing department determines that the use of competitive sealed bidding is either not practicable or not advantageous to the commission, a contract may be awarded using the procedure provided by this section.(b) The contracts department shall solicit proposals, which must include the following: (1) A statement concerning the relative importance of price and the other evaluation factors.(2) A statement concerning whether the proposal must be accompanied by a certified check or other evidence of financial responsibility.(c) Public notice shall be given in the manner required under section 10 of this rule.(d) Proposals shall be opened at the date and time specified in the request for proposals.(e) The contracts department may conduct discussions with persons submitting proposals for the purpose of clarification to ensure full understanding of, and responsiveness to, the solicitation requirements. Persons submitting proposals must be accorded fair and equal treatment with respect to the opportunity for discussion and revision of proposals. In conducting discussions, the department shall not disclose information derived from proposals submitted by competing persons.(f) After identification of the responsible offer or whose proposal appears to be the most advantageous to the commission, the commission will enter into contract preparation activities with the offeror. If at any time the contract preparation activities are judged to be ineffective, the commission may cease all activities with that offeror and begin contract preparation activities with the next highest ranked offeror, and the process may continue until a contract is executed. The commission reserves the right to cease all contract preparation activities at any time and to reject all proposals, if such action is determined to be in the best interest of the commission.(g) When two (2) or more proposals are equal, the award shall go to the offeror with the highest cost score (lowest price).State Fair Commission; 80 IAC 8-3-5; filed 11/7/2016, 3:46 p.m.: 20161207-IR-080160210FRAReadopted filed 11/15/2022, 10:12 a.m.: 20221214-IR-080220291RFA