Section 660.360  Discussions with Responsible Offerors

a)         "Offerors" Defined.  For purposes of this Section, the term "offerors" includes only those businesses submitting proposals that are acceptable or potentially acceptable.  The term does not include businesses who submitted unacceptable proposals.

b)         Purposes of Discussions.  Discussions may be held to promote understanding of the Department's requirements and the offerors' proposals, and to facilitate arriving at a contract that will be most advantageous to the State, taking into consideration price and the other evaluation factors set forth in the Request for Proposals.  (See Section 20-15(f) of the Code.)

c)         Conduct of Discussions.  Offerors will be accorded fair and equal treatment with respect to any opportunity for discussions and revisions of proposals.  If during discussions there is a need for any substantial clarification of or change in the Request for Proposals, the Request shall be amended to incorporate such clarification or change and all offerors advised accordingly.  Revealing one offeror's price to another and disclosure of any information derived from competing proposals are prohibited.  Any substantial oral clarification of a proposal shall be reduced to writing by the offeror. (See Section 20-15(f) of the Code.)

d)         Best and Final Offers.  The Department may establish a common date and time for the submission of best and final offers.  The Department may conduct additional discussions or change the State's requirements and require another submission of best and final offers.  If an offeror does not submit either a notice of withdrawal or another best and final offer, that offeror's immediately previous offer will be construed as its best and final offer.