Committee members say assessor RFP process was not followed, cite Wisconsin Administrative Code

Committee member Brad Brett told the Weston Finance & Human Resource Committee that the committee's written RFP specified how assessment services proposals should be evaluated and that the committee's work did not follow that process. Brett read portions of the RFP aloud, including the passage that said, "Final selection, the village board will select an assessment firm based upon the recommendation of the finance and human resource committee."

Brett said the panel did not use an evaluation committee or documented scoring criteria the way the RFP and good-practice procurement guidance suggest, and he warned that failing to follow the RFP could expose the village to liability and discourage future bidders.

Other members raised Wisconsin Administrative Code ch. 10.08. One member said the code lists factors for evaluation and requires an evaluation committee of three or more members and that awards should be based on an evaluation committee recommendation unless a change is approved for listed reasons. A staff member responded that portions of the administrative code are state guidance intended for state procurement and could be viewed as recommended practice rather than a binding municipal statute, though the code is often cited as a standard for public purchasing.

Committee members asked staff to consider how committee referrals are handled so that citizen volunteers' work carries appropriate weight and to discuss ways to prevent similar procedural issues in future procurements. No formal action or reversal of the board's award was taken at the committee meeting; discussion focused on future procedural changes and assurances that references and proposals be documented thoroughly.

What happens next: committee members suggested flagging procurement procedures for board discussion and asking staff to review whether follow-up changes to RFP language or evaluation practice are needed.