The review of relationships between project team members and Respondents/Proponents is conducted according to the following protocol:
1. As soon as the RFQ/RFP submissions are received and opened by the Completeness Team. The Completeness Team will prepare a list of Respondents and Proponent teams:
• All Respondent teams, team members, key personnel, consultants and advisors identified in RFQ responses (after RFQ submissions are received).
• All Proponent teams, team members, key personnel, consultants and advisors identified in RFP responses (after RFP submission are received).
2. A relationship disclosure form together with the list of Respondent/Proponent teams will be sent to relevant project team members before commencing evaluation of RFQ or RFP submissions. Relevant project team members include members of the Working Committee, the Steering Committee, the Evaluation Teams, and department Consultants on the Project.
3. Relevant project team members will complete the relationship disclosure form and forward it to the RRC. Relevant relationships will be disclosed without self-assessment as to whether or not a conflict of interest or other problem exists.
4. The RRC may make such investigations, including conducting interviews as are necessary to assess whether a conflict of interest exists.
5. The RRC will make decisions and, where a conflict of interest or problem exists, notify the relevant person of results.
6. The RRC may suggest mitigating measures such as information barriers if appropriate, and may make such investigations as are necessary to explore possibilities to manage conflicts of interest.
7. The RRC will notify the Project Director of conflicts of interest or problems and how they will be managed.
8. Individuals found to have conflict that cannot be managed will be excluded from the evaluation process.