Board Approved July 10, 2007
Board Approval on July 10, 2007
****Finalist Interviews Information Sheet**** - Board Approved 7/17/2012
1. Each firm, in turn, is welcomed and congratulated for having been shortlisted for the project. (Board chair)
2. Introduction of participants (board voting/non-voting members; department and user agency representatives; State or agency project manager; and, board's Executive Secretary). (Board chair)
3. Introduction of observers, if any. (Board chair)
4. Each firm, in turn, is informed of the time limits for the presentation and question/answer portions of the interview with the chair being the timekeeper.
5. Upon completion of each firm presentation, board initiates the question/answer portion of the interview until the time set for the question/answer period has expired.
6. At the completion of each interview, the board chair will thank the firm for their appearance before the board. Each firm is told when they can expect to be informed of the board's decision by the board's Executive Secretary.
7. After the interviews, the board will discuss each firm using the RFP criteria. After discussion, the agency will caucus to determine the firm(s) they want to choose.
8. Following the agency caucus, the user agency-voting representative will be asked to inform the board both (1) the results of the caucus and (2) the strengths and weaknesses of each firm interviewed, as perceived by the caucus.
9. The Chair asks the board if there are any additional comments. Each of the board's voting members may make final comments if they choose.
10. For State projects, the board then votes to select the designer. Each member votes once and the team with the greatest number of votes is selected. In the event of a tie, the non-voting representative from the Dept. of Administration will cast the deciding vote. The board then determines which team will be an alternate in case the selected firm is unable to finalize contract terms. The remaining firm with the next greatest number of votes is chosen as the alternate. If needed, the board will vote for the alternate team.
For University of Minnesota or MnSCU projects, the board determines the number of firms that will be forwarded to the agency for further consideration by vote. After determining the number of firms to be forwarded, each board member votes for that number of firms. The top vote-getters are forwarded for further consideration. In the event of a tie, the board will consider whether to forward the names of the firms that tied for further consideration.
11. After completion of the vote, the board states the RFP criteria upon which the selected firm(s) was chosen. The selected firm(s) and reasons for selection are recorded in the meeting minutes.
12. Within a day of the interviews, the Executive Secretary prepares a letter to the interviewed firms notifying them of the board's decision. All interviewed firms are copied on the letter. The letter is sent out by email to the email address provided on that firm's Transmittal Form included with their proposal.
13. The Executive Secretary then updates the project summary information on the SDSB website.
14. For higher education projects, once the Executive Secretary is told who the final selection is, the secretary will post this information on the SDSB website project summary.
Board Approval on July 10, 2007
Note: Any late proposal is rejected and the firm is sent a letter of disqualification.