IX. EVALUATION OF PROPOSALS

 

A.      Introduction

All Bidder Qualification Responses, Draft and Final Proposals will be evaluated through a multi-step process to determine the responsive proposal which provides the best value to the State. The Best Value Proposal is that proposal whose overall offer best meets the State’s needs, when cost, mandatory requirements, scorable requirements, and risk are all considered. The State will utilize a two-team approach to assure an objective evaluation process. Details of the evaluation process are included in the following paragraphs.

 

B.      The Evaluation and Selection Process

The process for evaluating the Bidder proposals will be a multi-step process. It will employ the following steps in the following order:

1.         Bidder Qualification Response

a.         The Evaluation Team will review each Bidder Qualification Response. Each of the required items will be reviewed to verify that the score included by the Bidder is correct. In addition, the State will attempt to contact each of the references given by the Bidder. The references will be asked about their experience with the Bidder and the Bidder’s system. Each reference will be asked the following questions:

                                                                                i.            "Are you satisfied with the way the Contractor has met the system reliability requirement(s) as set forth in the contract or agreement between your agency and the Contractor?"

                                                                              ii.            "Has the Contractor been reasonably responsive and timely in regard to the correction of system design errors?"

                                                                            iii.            "Aside from the two questions above, has the Contractor substantially performed in accordance with the contract or agreement between your agency and the Contractor?"

In the event that the reference cannot be contacted or that the reference does not provide a positive response to all questions, the Bidder will not receive any points for this reference.

b.         Each Bidder submitting a Bidder Qualification Response will be notified of any changes to their scores and the reasons that the scores were adjusted. Bidders with adjusted scores of 690 points and above will be allowed to submit Draft and Final Proposals.

 

2.         Draft Proposal

a.         Review of Mandatory Administrative Requirements

The Evaluation Team will review and evaluate each Bidder's Draft Proposal with respect to the RFP requirements to ensure that the Bidder has met all the administrative requirements of the RFP. Additionally, the State will contract for an independent review of the proposals. The contractor providing the independent review will provide input to the State Evaluation Team. It is the responsibility of the State Evaluation Team to evaluate the proposals.

The Evaluation Team will conduct the following reviews:

o        The State will review the proposal package to determine if the proper number of copies have been delivered, that the proposals have been submitted in the proper format, and that the proposals have been signed by a person authorized to commit the company.

o        The State will review all proposals to identify any "qualifiers" placed on the bid. Conditional bids are not acceptable.

o        The State will evaluate whether the Bidder’s proposal complies with the M/W/DVBE participation requirement.

o        The State will review and evaluate each of the other administrative requirements of the RFP to verify the Bidder’s compliance.

If any deviation from these requirements is found it shall be noted as a Confidential Discussion issue.

b.         Review of Mandatory Technical Requirements

Each proposal will be evaluated as to technical completeness and compliance with the mandatory technical requirements of the RFP.

If any deviation from these requirements is found it shall be noted as a Confidential Discussion issue.

3.         Confidential Discussions

Each Bidder will be scheduled for a Confidential Discussion. During the Confidential Discussion the deviations that the State found during the Draft Proposal evaluation will be discussed. The Bidder may bring up additional items if they so desire. At the end of the Confidential Discussion the Bidder will know what they must change to make the discussed items acceptable to the State in the Final Proposal. The State does not warrant that it will find all of the material deviations in a Bidder’s proposal and it is the Bidder’s responsibility to thoroughly review their Final Proposal prior to submission to insure that all of the requirements of the RFP have been met.

At the conclusion of their Confidential Discussion with the State, each Bidder will be given ten State working days to revise their Draft Proposal, include Cost information and submit a Final Proposal.

 

4.         Final Proposal

a.         Review of Mandatory Administrative Requirements

The Evaluation Team will review and evaluate each Bidder's Final Proposal with respect to the RFP requirements to ensure that the Bidder has met all the administrative requirements of the RFP. It is the responsibility of the State Evaluation Team to evaluate the proposals and determine if the proposal is responsive to the requirements of the RFP.

The Evaluation Team will conduct the following reviews:

o        The State will review the proposal to determine if the proper number of copies have been delivered, that the proposals have been submitted in the proper format, and that the proposals have been signed by a person authorized to commit the company.

o        The State will review all proposals to identify any "qualifiers" placed on the bid. Conditional bids are not acceptable.

o        The State will evaluate whether the Bidder’s proposal complies with the M/W/DVBE participation requirement.

o        The State will review and evaluate each of the other administrative requirements of the RFP to verify the Bidder’s compliance.

b.         Review of Mandatory Technical Requirements

Each proposal will be evaluated as to technical completeness and compliance with the mandatory technical requirements of the RFP.

Any proposal found to have a material deviation from the requirements of the RFP shall be deemed non-responsive. Proposals without known material deviations will be scheduled for a Demonstration.

5.         Demonstration

a.         General

The Demonstration is intended to afford the State the ability to verify the claims made by the proposal in response to the requirements, corroborate the evaluation of the proposal, and confirm that the hardware and software proposed are actually in operation. All Bidders will be notified after the initial review of the Bidder’s Final Proposal has been completed to perform the Demonstration. The Demonstration is part of the evaluation of the Final Proposal. Bidders must be able to

demonstrate their systems within five (5) working days of notification by the State. Refer to Section X. Demonstration.

b.         Preparation

The Bidder must prepare and include in their bid a complete plan for the performance of all applicable segments of the demonstration. The plan must include a discussion of performance times, demonstration location and anticipated duration, the actual hardware/software/communications configuration and how it differs from the bid configuration, and resources required of the State, if any, during the demonstration, etc.

The Bidder must provide or make all necessary arrangements for the demonstration facilities at no cost to the State. The location of the demonstration will be determined by the Bidder. Demonstrations within California will be attended at the State's expense. Demonstrations outside California will be attended only if the Bidder agrees to reimburse the State for all travel and per diem expenses. The Bidder will be billed by the appropriate State accounting office. Approximately ten (10) State personnel will attend the demonstration.

Failure of the Bidder to demonstrate that the claims made by the proposal, in response to the RFP requirements, are in fact true, may be sufficient to cause the proposal to be deemed non-responsive. The State reserves the right to determine whether or not the demonstration has been successfully passed.

 

6.         Oral Presentation

Each Bidder who did not have any material deviations found during the evaluation of the Final Proposal and who has successfully demonstrated their system will be scheduled for an Oral Presentation to the State Management Team. The time for this presentation will be scheduled by the Evaluation Team. On the basis of their presentation, the State Management Team will evaluate each Bidder in terms of their ability to provide a quality solution to the State’s business requirements. The State Management Team will assigned a score to the Bidder between 0 and 100 points.

 

7.         Cost Proposals

After all oral presentations are concluded, the Cost Proposals will be publicly opened and read. The cost information will be reviewed and evaluated. Each Cost Proposal will be awarded a Cost score between 0 and 100 points as follows:

The required cost schedules will be checked for mathematical accuracy. Errors and inconsistencies will be dealt with according to procedures contained in Section II, paragraph C.14., Errors in the Final Proposal.

Adjustments will be made for the purpose of evaluation in accordance with procedures described in Section VII, COST. Only those cost adjustments will be made for which a procedure is described in this RFP.

Each proposal will be evaluated by the Evaluation Team as to the cost to the State for six (6) years.

o        The State will consider all major costs, direct and indirect, to implement the Bidder's proposed solution.

o        The State will consider the cost of additional resources and staff that will be required as identified by the Bidder in the proposal.

 

The lowest cost responsive Cost Proposal will receive 100 points. The other Cost Proposals will receive points based on the following formula. Cost scores will be rounded to the nearest whole number.

 

Lowest Cost Dollar Amount ¸ Your Cost Dollar Amount X 100 Points = Your Cost Score.

 

8.         Final Score

The State will identify the Best Value Proposal by adding the Oral Presentation score to the Cost Proposal score. This Final score will be used to rank the Bidders. The Bidder with the highest number of combined points which meets all of the mandatory requirements of the RFP will be selected for Contract Negotiation.

 

9.         Contract Negotiation

Once the evaluation and selection process has been completed, the State will begin contract negotiations with the apparent successful Bidder. Upon the successful completion of contract negotiations and approval of the various State and Federal agencies, an Intent to Award notification will be sent to Bidders submitting Final Proposals and, baring a protest, the winning Bidder will be awarded the contract.

 

C.      The Evaluation Teams

The State will employ a three team evaluation process consisting of the Evaluation Team, an independent contractor evaluation, as well as a State Management Team to ensure a fair evaluation of all proposals.

 

1.         Evaluation Team

The Evaluation Team will consist of a total of approximately ten (10) members. The Evaluation Team will evaluate all Bidder Qualification Responses. This team will also review the proposals submitted by the Bidders including the Administrative requirements and Technical Requirements; they will check the Bidder’s references and identify any material deviations in a Bidder’s proposal.

 

2.         State Management Team

HWDC will employ a State Management Team to score each bidder on their ability and commitment to provide the State with the Best Value fingerprint imaging system. They will:

o        Evaluate each Bidder in terms of their ability to provide a quality solution to the State’s business requirements.

o        Assigned a score to each bidder between 0 and 100 points.

o        Prepare a report which documents the scoring of the Oral Presentations.

The State Management Team is intended to include some or all of the following types of people:

o        The Director or designee of the Director at the Health and Welfare Agency Data Center

o        The Director or designee of the Director at Department of Finance

o        The Director or designee of the Director at Department of General Services

o        The Director or designee of the Director at Department of Social Services

o        The Director or designee of the Director at Department of Information Technology

o        The Secretary or designee of the Secretary at the Health and Welfare Agency

o        Representative of the Joint Legislative Budget Committee Representation

 

3.         Independent Contractor Team

HWDC will contract with an independent contractor to validate the RFP and the proposals submitted in response to the RFP. They will:

o        Review the requirements of the RFP.

o        Provide an independent review of Draft Proposals to ensure compliance with the technical, administrative, and demonstration requirements of the RFP.

o        Deleted