038_StateContractSummary-OlsonEffertz-Updated.docx

ND STATE CONTRACT INFORMATION

1601 N. 12th Street Suite 609 Bismarck, ND 58501 Contact: Terry Effertz, terry@esmnd.com 701-833-7224

CONTRACT INTRODUCTION

This contract is for services related to Professional Association Management Services for the daily operation of State boards and commissions. Three vendors have been awarded contracts. This is not a mandatory contract. Boards and Commissions can issue their own solicitation following proper procurement procedures to any vendor they would like to include.

CONTRACTOR INFORMATION

Check the State contract website or NDBuys for the contractor and contract administrator information.

COOPERATIVE PURCHASING

This contract is a cooperative purchasing contract established pursuant to North Dakota Century Code (NDCC) sections 54-44.4-13. However, it is only made available to North Dakota State agencies, institutions under the jurisdiction of the State Board of Higher Education, state boards and commissions, and other state entities. Participation in this open-ended contract is not mandated; therefore, the estimated volume of this contract is not known.

CONTRACT SERVICES AND USE

There are five steps to use this contract:

Step 1: Verify your needs match the services offered Step 2: Complete the Participating Addendum by detailing what work needs to be completed along with other information that will help the vendors develop their response Step 3: Evaluate the response or responses if issued to multiple vendors Step 4: Notice of Award and Protest Period Step 5: Execute

Step 1: Services provided by all vendors under the contract

Step 2: Participating Addendum Process When a board or commission requires professional association management services, they will prepare a participating addendum request describing the needed work. The participating addendum is available by clicking on the icon below and as a template that can be downloaded from the Contract 038 web page.

Step 3: Evaluation of Vendor Responses When completing the participating addendum process, the board or commission must identify the evaluation criteria that will be used to evaluate the vendor response. A scoring work sheet is available to assist with vendor response evaluations, and must be sent to the vendors with the participating addendum. An evaluation worksheet is available by clicking on the icon below and as a template that can be downloaded from the Contract 038 web page.

Step 4: Approval Process/Award Notice After selecting the most advantageous response, the board or commission will send out a notice of award to all vendors that responded to the Participating Addendum Request. An award notice letter is available by clicking on the icon below and as a template that can be downloaded from the Contract 038 web page.

Step 5: Execution After the protest period has passed with no responses (contact the State Procurement Office if you do receive a protest of the award), the contracts can be signed by the board or commission and the vendor and sent to the State Procurement Office.

Changes - Amendments An amendment will be used to manage changes during the life of an executed participating addendum. An amendment must be in writing to document the change. The change will be reviewed and, if acceptable to the board or commission, the vendor will submit an estimate of the cost charges and any anticipated changes in the delivery schedule that will result from the proposed change in the scope of work. An amendment must be approved and signed by all parties prior to implementation of the change. A sample amendment is available by clicking on the icon below and as a template that can be downloaded from the Contract 038 web page.

CUSTOMER SATISFACTION SURVEYS

Upon final completion of each participating addendum term, the board or commission is requested to complete a customer satisfaction survey rating their satisfaction with quality of work, cost and schedule adherence, and contract compliance. Contractors will be provided copies of the surveys completed for work they have performed under the contract.

The customer satisfaction surveys will be submitted to the Contract Manager to be used in evaluating performance under this contract. Dissatisfaction with vendor performance indicated on a customer satisfaction surveys may be used by the State in making a determination to terminate or restrict a vendor’s contract. The Customer Satisfaction Survey is available by clicking on the icon below and as an attachment that can be downloaded from the Contract 038 web page.

VENDOR POOL

APT

For over twenty-five years, our company has provided comprehensive management, administrative and related solutions for many ND regulatory and licensing boards. APT, Inc. currently provides services for six ND state regulatory boards with licensees ranging from 800 to over 3000.

Clients choose APT, Inc. because our management model provides services within a cost-efficient environment and our managers have many years of experience and knowledge working with regulatory board clients.

The APT, Inc. management model for board services begins with an extremely well qualified understanding of the duties, authority, and responsibilities delegated to licensing and consumer protection boards by the state of ND. Since 1989, Bismarck’s APT, Inc. has provided regulatory licensing boards with every level of service, from the establishment of boards and the corresponding administrative rules process to full service administrative and management functions.

CLEARWATER COMMUNICATIONS

Clearwater Communications is a full-service association management and public relations firm located in Bismarck, North Dakota. Founded in 2001 by Dana Bohn, a communication professional, and Mike Dwyer, an attorney, the firm has grown to more than 15 association management and communication professionals and support staff.

The Clearwater staff has a thorough understanding of all aspects of providing management, communication, and administrative services for a wide variety of nonprofit, business, and government clients in the areas of association management, government relations, meeting and event planning, financial and database management, communication, and strategic planning, publishing, and more.

OLSON EFFERTZ EXECUTIVE SEARCH & MANAGEMENT

Olson Effertz is a joint venture of John Olson & Kayla Effertz Kleven with principal consultants Lisa Feldner, Pam Sharp, and Terry Effertz. Our approach is simple. We help associations thrive through organizational management, licensing and human resource support, and professional public-facing representation.

Olson Effertz is positioned to fulfill each requirement of this proposal and welcomes the opportunity to be included in the professional association management vendor pool. Many associations have common needs, but we pride ourselves on crafting individual strategies and custom cost proposals to meet our clients’ objectives. Our firm engages in a comprehensive planning process to identify the unique association vision and goals related to their purpose. This process maximizes efficiency and enables Olson Effertz to effectively allocate our skilled and experienced team’s resources. Olson Effertz works with our clients to develop a resource allocation plan using widely-respected tools and analytics, including cost/benefit, SWOT analysis, data analytics, and market/audience research. In addition, Olson Effertz offers regular updates and reports, ensuring our clients can measure progress and project results and evaluate how our firm’s work product fulfills previously identified objectives.

RATES AND VALUE-ADDED SERVICES

Communication Specialist $70 Administrative Assistant $40 $100 $35 $20

Communication Specialist $70 Administrative Assistant $40 $100 $35 $20

Communication Specialist $70 Administrative Assistant $40 $100 $35 $20

Office Manager $70 Administrative Assistant $40 $100 $35 $20

Communication Specialist $70 Administrative Assistant $40 $100 $35 $20

Office Manager $70 Administrative Assistant $40 $100 $35 $20

Additional Expenses:

*If services were provided in Bsmk/Mandan Clearwater would honor the offsite hourly rate

Postage Standard Postage rates apply Clearwater clients pay for direct expenses, such as telephone, postage, printing, travel, etc. Therefore, Clearwater will determine these costs on a case-by-case basis with each board or commission based on the work plan and budget they provide in their respective Participating Addendum.

Copies, Printing B&W, 1-500, $0.16 per 501 & above, $0.12 per Color, $0.30 per Supplies Black and White Copies Color Copies Actual $.20/copy $.50/copy

Webhosting $75-$100/month Communication Services Writer/Editor $200 Graphic Designer $200

$100

Phone Service $50.00/month Strategic Planning Strategic Planner $200 Communication Specialist $70

$35

Teleconference Services $50.00/month Event Planning Event Planner $200 Communication Specialist $70

Grant Writing and Management Grant Writer/Manager $200 Communication Specialist $70

Olson Effertz Executive Search & Management

General Support

· Administrative Assistant

· Executive Assistant

· Data Entry

· Coordinator (Range: $40-75)

· Executive Director (Range: $60-$150) Average Rate of Category

$20 $25 $30 $75 $150

Organizational Management Administrative Assistant

· Coordinator (Range: $40-$75)

· Professional Advisor

· Technology Advisor (Range: $100-$250)

· Strategic Planner (Range: $100-$250)

· Business Process Improvement Specialist (Range:

· $100-$250)

$20 $75 $250

Association Meetings

· Administrative Assistant

· Coordinator (Range: $40-$75)

$20

Financial Management

· Administrative Assistant

· Financial Officer

· Administration & Financial Oversight Specialist

$200

Legislative & Policy

· Legislative Intern

· Administrative Assistant

· Policy Advisor/Government Relations

· Senior Policy Advisor/Government Relations

$21

$80 $120

Licensing & Renewals

· Administrative Assistant

· Licensure Specialist

· Data Entry

$20 $80

Additional Expenses:

Value Added Service: Conference Room, Access for 12 working, 18 total individuals.

$100 per day Value Added Service: Business Process Improvement $150 per hour Value Added Service: Communication Services: Press Release, Blog Content Development, Social media content and maintenance, email marketing.

$60 per hour Value Added Service: Education & Workforce Specialist $100 per hour Value Added Service: Zoom Professional License (up to 100 participants) $180 per year Value Added Service: Bill Track 50 Software (legislation tracking software) $550 per year Value Added Service: Event & Conference Planning Services $50 per hour Value Added Service: Workforce Recruitment & Human Resource

Participating Addendum.docx

PARTICIPATING ADDENDUM

Associations utilizing vendor services under State Contract #038 must send their selection criteria and scope of work to vendors in the pool. They will select the vendor response that best meets the criteria stated in the scope of work.

Instructions

Complete the Association information below

· Issue date is the date you are sending the Participating Addendum to the vendor(s).

· Association contact is who the vendor(s) will respond to with their offers.

Association Name

Issue Date

Association Contact

E-Mail Address

Telephone Number

Fax Number

Address

City

State

Zip Code

1. Scope of Work – Include information that tells the vendor what is to be done including the desired outcome. Be as specific and comprehensive as possible. Do not assume the vendor will know something or do something if you do not include it in the scope of work. Specify what the Board requires to give the vendors a more clear idea of the work needed within each category. Provide general estimates if available (#of calls, #of meetings, # of licensees, frequency of renewals, etc.) The questions in blue below are a guideline. Clarify and add any additional information that would be pertinent for the Management Company to know.

Board overview:

How many members do you have? Are they practitioners or consumer members? How do they become a Board member? Are they appointed and how long are their terms? What are the Board’s responsibilities and duties?

A. General Support

1. Designate a telephone number, fax number, e-mail address and post office box

Does the Board require their own telephone number or would they accept a shared line?

Does the Board currently have a post office box, and if so, where?

2. Receive emails, fax and telephone communication and respond in a timely manner

Approximate number of emails, calls per day/week

3. Update and maintain website (some associations may require creation of new content)

Will this consist of uploading minutes and documents or creation of new content?

4. Receive and process mail

Approximate amount of mail received per month and how regularly vendors will be required to open/handle new mail.

5. Maintain records according to state of North Dakota records retention schedules

Does the Board of physical files that will need to be stored? Does the Board keep all information electronically?

6. Receive and process complaints

Approximate number of complaints annually

7. Administrative Support, including working with association members as requested

Clarify any additional information your Board would utilize the Management Company for.

8. Identify the software the Board uses/requires the vendor to use, the year/version of each

B. Organizational Management

1. Assist in strategic planning

Provide any information for existing strategic plans or planning that will need to be done

2. Ensure compliance with state and federal statutes, rules, regulations and requirements

List your Boards chapter of law and rule

3. Conduct daily business on behalf of association

Does your Board require specific office hours? Does your Board require a physical office space open to the public? If so, is there a required location (city/county/state) for this office?

C. Association Meetings

1. Coordinate association meeting times and agendas

Specify the quantity and frequency of Regular meetings and Special meetings. Are they call in or in person? Do they occur during business hours? Does the public attend?

2. Arrange for meeting room, if needed

Does the Board have a location they prefer to use for in-person meetings? What city do meetings take place in? For meetings where the Board will appear telephonically, provide any specifications for where the office at which the speakerphone that the public may use to listen to the meeting will be located.

3. Assist in development and approval of meeting agendas

Do your Board members need to review and/or approve agendas ahead of time?

4. Prepare and distribute materials for meetings

How many days before meetings should this be done? Is it done via email?

5. Comply with North Dakota state laws related to open meeting requirements

Where will the vendor be required to post meeting information? Will they take the compose minutes during meetings?

6. Post agenda to appropriate websites, including the Boards and the ND Secretary of State’s websites.

Are there any additional requirements for open meetings that must be done?

7. Finalize and distribute minutes after meetings

How soon does the Board need this done? Will it be sent via email?

8. Post approved minutes to the website

How soon does the Board need this done? Are there any additional requirements around approved minutes distribution and availability?

D. Financial Management

1. Assist in development of the annual budget

Does the Board currently have a budget? Provide details to the extent the vendor will be expected to assist with the budget.

2. Maintain and manage finances and financial records

Does the Board have an existing bank account? Where is it located? Is the Board willing to move that account to a new institution? Will the Board members handle this if required, or will the new vendor need to set up new accounts? Does the Board have any financial software they are currently utilizing? If so, what version? Does the Board own the software or are they willing to purchase the software license?

3. Develop and implement internal controls for funds

Describe current process and what the Board is looking for from the vendor.

4. Provide accounting services

Clarify what your Board needs for accounting and bookkeeping services.

5. Process receipt and distribution of funds

Are fees received paid via check, online, both? How should the vendor expect most of the financial transactions to take place?

6. Prepare financial statements

Please describe any specific financial reports that the Board would be looking for from the vendor.

7. Provide financial reports to the State Auditor’s Office

Clarify what kind of reports have been provided in the past, and would be required to be provided going forward.

8. Process member compensation reimbursements

Upon approval, will the vendor write physical reimbursement checks to the Board Members for approved expenses?

9. Coordinate audit required by North Dakota Century Code

Is an outside vendor hired for the audit? How much assistance will be required from the Board Management Company?

E. Legislative & Policy

1. Assist with promulgating the Board’s office rules (found in the North Dakota Administrative Code) through an administrative rulemaking process

Please advise if the Board is aware of any upcoming rulemaking that will be required.

2. Update and/or implement an association office policies and policy manual based on processes

Does the Board currently have a policy manual? Would the Board be seeking an update or creation of new policy manual?

3. Assist with developing and tracking legislation impacting the association

Will the vendor be required to attend legislative meetings or will a Board member be appointed to do that?

F. License & Renewals

1. Maintain database of licensure, certification, or registration information

Does the Board own any software used to track licensure information? How does the Board currently provide verification of licensees? Can an employer find this information online or do they need to call the Board Office? What information does an employer or outside person need to provide in order for the verification to be released?

2. Process initial applications and completed applications

Are these applications received via online portal, email, or mail? How much will the vendor be expected to do as part of this process? Does the Board know how many new license applications they receive annually?

3. Assist with continuing educations (CE) program approval processes

Please clarify how the vendor would participate with this process

4. Process renewals of licenses, certifications, registrations, etc., and CE reviews

How frequently do renewals happen (example: annually by a set date, odd number licenses in odd number years, etc.)? How many licensees does the Board currently have? Do you know how much this usually increases annually? Please note if renewals are done via mail, online, etc.

5. Receive and complete licensure, certification, and registration verifications

Does the Board have a process for this? Is it an online process, and is the Board required to review any of this information at meetings? Are there physical licenses mailed to the licensees or can they print their own?

6. Coordinate inspections if required (to be performed by another party)

Does your Board require physical inspections of licensee locations? If so, how frequently are they done? Who coordinates or approves the inspectors? List any information that would be pertinent to the vendor to understand how inspections are performed on behalf of the Board.

Clearly define any extra work needed for transition of Management Company (physical and/or electronic files to be transferred). Explain any requested file/scanning updates to be performed by the new vendor upon award and as part of the transition to new management.

2. Budget – Specify if the association has a budget for requested scope of work.

Budget Available (if applicable):

3. Agreement Type – Specify if this Participating Addendum is to be based on time and materials or fixed bid. For requests where the specific vendor time required per deliverable is known, it is recommended that the agreement type be a time and materials bid with clearly defined deliverables. A fixed bid may be a suitable option when an association does not know exactly how much time is required for each deliverable category.

4. Start Date – Specify the date when the Participating Addendum is to start. Consider the time you are allowing for vendors to return their offers in response to the written request when setting the start date (min 6 days response time).

5. End Date – Specify the date when the Participating Addendum is to be completed if the association does not want to have their Participating Addendum be coterminous with State Contract (coterminous means it will automatically continue with any renewals or extension of State Contract). If an end date is entered, it is the expiration date, and a new Participating Addendum will have to be completed before that time.

Agreement Type

|_|Time and Materials |_|Fixed Bid

Start Date

End Date

|_|Coterminous with State Contract

|_|Specific End Date

6. Location – Specify where the work will occur: onsite or offsite (“Onsite” is any association location in the State of North Dakota. “Offsite” is work that is done at the vendor’s business location)

Location of Work |_|Onsite |_|Offsite

7. Time and Status Reporting – Select all applicable reporting and accountability options. Add additional reporting requirements and detail as necessary.

Time and Status Reporting Systems to be utilized by the Vendor (Mark all that apply)

|_|Daily Accountability |_|Weekly Status Reports |_|Monthly Reports |_| Other (Describe below)

8. Vendor Response Due Date – Indicate the date that vendors must have a response returned to your association for this written request. The State has agreed to provide no less than six (6) business days for vendors to respond to a participating addendum request, although you may allow more time. Consider the size and complexity of your request and allow adequate time for vendors to provide good responses.

Vendor Response Due Date

9. If vendor is unable to respond to this Participating Addendum, please return the request to the association and provide the reason:

10. Evaluation Criteria – When preparing a Participating Addendum, the association must identify the evaluation criteria that will be used to evaluate the vendor responses. Fill in the appropriate points assigned for the technical evaluation and the points assigned to cost evaluation. The point values must add up to 100. The points in blue can be adjusted to allow for more or less points on certain evaluation criteria to meet the associations’ required weighting for scores in areas of higher or lower importance.

Evaluation Criteria

The criteria below will be used to select the most advantageous response

Points

(100 total)

Vendor Solution

Qualifications and Availability of Vendor Staff

Cost

11. Submit to State Procurement Office – Send to contract manager for review

Vendor Response Requirements

The Association will specify a response due date for the vendor to respond to request. The vendor must respond to the association that issued the request, either affirming or denying its ability to provide the personnel in the required time frame. During this response period, if necessary, the vendor may seek clarifications of the work involved.

If the vendor is unable to provide the personnel requested, it must state the reason, sign and return to the requesting association by the vendor response due date. If the vendor is capable of fulfilling the scope of work requested, it will complete and attach a response to the Participating Addendum, sign and return it to the requesting association by the due date.

The vendor response will include, at a minimum, the following items:

1. Vendor Solution – Vendors must describe their strategy for accomplishing the scope of work. Provide customer references for similar projects successfully completed, if available.

2. Qualifications and Availability of Vendor Staff –Provide the names and availability of staff who will work to provide services to meet the association’s scope of work. Provide the following documentation with the participating addendum:

a. Resume(s) for vendor staff

b. Reference checks for vendor staff. Include the results of two reference checks that the vendor has performed on the proposed individual, including the names and telephone numbers of the references. At least one reference must be from a previous employer or from a customer for which the vendor staff performed similar services.

3. Cost

a. Time and Materials Proposals – Propose a service rate per hour for each proposed vendor staff. If the service dates span more than one year of the contract term, provide rates for each effective year. Service rates may not exceed the rates originally proposed in response to the State’s RFP issued for Professional Association Management Services; however the rates may be less. List any additional costs associated with accomplishing the scope of work (i.e.-specific supplies, utilities, copies, etc.)

b. Fixed Bid Proposals - Provide a fixed price to accomplish the scope of work.

Evaluation of Vendor Responses & Notice of Award

The requesting association will evaluate the vendor responses to ensure that the response meets the requirements stated in the scope of work and that the staff proposed have the proper qualifications. The association may require interviews with proposed vendor staff prior to accepting the vendor staff.

The association will evaluate each vendor response based on the evaluation criteria stated and select the proposal that best meets the requirements (See Vendor Response Evaluation Worksheet).

The association will issue the Notice of Association Management Services Award (see Notice of Association Management Services Award), and wait seven (7) days to execute the Participating Addendum.

Execution

The parties through their authorized agents have executed this Participating Addendum and attached the vendor response under terms of State Contract # 038 Professional Association Management Services Vendor Pool, subject to amendments in the participating addendum, for the price and on the dates set out below.

Reference: In accordance with the terms and conditions of the State Contract #038 Professional Association Management Services Vendor Pool between State and Vendor, this Participating Addendum authorizes delivery of the deliverables described in accordance with the scope of work, schedule, and terms specified.

The total dollar contractual amount specified below for this Participating Addendum shall not be exceeded unless a written amendment is appended to the participating addendum, duly executed by the authorized representative of all parties.

Total Dollar Contractual Amount

Signature

Printed Name

Title

Date

Signature

Printed Name

Title

Date

Association Vendor

VENDOR RESPONSE EVALUATION WORKSHEET

INSTRUCTIONS: REVISE EVALUATION CRITERIA AND POINTS TO MATCH #10 OF THE PARTICIPATING ADDENDUM

DELETE ALL INSTRUCTIONS BEFORE PRINTING.

THE EVALUATION SUMMARY MUST BE SENT ALONG WITH THE PARTICIPATING ADDENDUM SO VENDORS HAVE THE SAME INFORMATION THAT WILL BE USED TO SCORE THEIR RESPONSES

INSTRUCTIONS FOR EVALUATORS

When preparing a participating addendum, the association must develop evaluation criteria that will be used to evaluate the vendor responses. Assign each evaluation criterion, including cost, a specific number of points totaling 100. The questions under each evaluated area help you measure the quality of the offeror’s response. All items in blue can be edited to meet association needs. Do not assign points to individual questions; instead, award a total score for each evaluation criterion.

RATING SCALE FOR ASSESSING VENDOR RESPONSES

Rating scales are intended to establish guidelines for awarding points within an evaluation criterion. You may assign any value for a given criteria from 0 to the maximum number of points. A zero value typically constitutes no response or an inability of the vendor to meet the criterion. In contrast, the maximum value should constitute a high standard of meeting the criterion.

If a specific criterion would only yield a yes or no response (e.g., offeror can submit an electronic report in required format by noon Friday), the evaluator should award either the maximum points or a zero. For Example: “Vendor Solution” is an evaluation criteria receiving a weighting of 30% of the total possible points. The rating scale would be:

* Be sure the evaluation criteria and associated point values on the evaluation worksheet correspond with item 10 of the Participating Addendum Request

Rating Scale (30 POINT Maximum)

Point Value

Explanation

0-5

None. Not addressed or no applicability.

5-10

Poor. Minimal applicability.

11-15

Fair. Limited applicability

16-20

Good. Some applicability

21-25

Very Good. Substantial applicability

25-30

Excellent. Total applicability

ASSISTANCE

Contact the State Procurement Office at 701-328-2773 for assistance in developing evaluation criteria and evaluating proposals.

AWARD NOTICE

After selecting the most advantageous proposal, send out a notice of award to all vendors that responded to the Participating Addendum. Association and vendor must wait for seven (7) days before executing the Participating Addendum

State Contract 038 Professional Association Management Services Vendor Pool

Proposal Evaluation Worksheet

Association Name:

Evaluator Name:

Date:

Vendor:

Technical Evaluation Criteria

Maximum Possible Points

Score of Vendor Proposal

Comments on Vendor Proposal

1. Vendor Solution

Consider:

What is the quality of the proposed solution?

How well does the proposed solution meet the requirements stated in the scope of work?

2. Qualifications and Availability of Vendor Staff

What is the availability of vendor staff?

What are the qualifications of the vendor staff based upon vendor staff resumes and reference checks?

Cost Evaluation

Price of Lowest Cost Proposal

Price of Proposal Being Rated X Points Assigned to Cost = Awarded Points

3. Cost

Total

NOTICE OF ASSOCIATION MANGEMENT SERVICES AWARD

INSTRUCTIONS: REVISE OR DELETE AS NEEDED.

AFTER SELECTING THE MOST ADVANTAGEOUS SOLUTION, SEND THIS NOTICE TO ALL VENDORS THAT RESPONDEED TO THE PARTICIPATING ADDENDUM REQUEST.

THIS NOTICE CAN BE MAILED, FAXED, OR E-MAILED TO VENDORS.

STATE OF NORTH DAKOTA

ASSOCIATION NAME

ADDRESS

CITY, STATE, ZIP

TELEPHONE NUMBER

DATE

NOTICE OF AWARD

A Participating Addendum Request was issued by the ASSOCIATION on DATE REQUEST WAS ISSUED.

The following vendors submitted proposals in response to the request:

· LIST NAMES OF VENDORS THAT SUBMITTED PROPOSALS

The proposals were evaluated to select the most advantageous proposal. We announce our intent to award a contract to:

· NAME OF SUCCESSFUL VENDOR.

The successful vendor is instructed not to begin work, purchase materials, or enter into subcontracts relating to the project until the Vendor, ASSOCIATION, and the State Procurement Office sign the Participating Addendum.

An interested party may protest this Notice of Award by submitting a written protest to the State Procurement Office within seven (7) calendar days after the date of this notice.

STATE PROCUREMENT OFFICE

14TH Floor Capitol Tower

600 E. Boulevard Ave Dept. 012

Bismarck, ND 58505-0310

On behalf of ASSOCIATION, thank you for your efforts in preparing a response to the Participating Addendum request. We appreciate your interest in doing business with the State of North Dakota.

If you have any questions, please feel free to contact me.

Sincerely, NAME

PHONE: INSERT

FAX: INSERT

E-MAIL: INSERT

image2.emf

Vendor Response Evaluation Worksheet.docx

VENDOR RESPONSE EVALUATION WORKSHEET

INSTRUCTIONS: REVISE EVALUATION CRITERIA AND POINTS TO MATCH #10 OF THE PARTICIPATING ADDENDUM

THE EVALUATION SUMMARY MUST BE SENT ALONG WITH THE PARTICIPATING ADDENDUM SO VENDORS HAVE THE SAME INFORMATION THAT WILL BE USED TO SCORE THEIR RESPONSES

INSTRUCTIONS FOR EVALUATORS

When preparing a participating addendum, the association must develop evaluation criteria that will be used to evaluate the vendor responses. Assign each evaluation criterion, including cost, a specific number of points totaling 100. The questions under each evaluated area help you measure the quality of the offeror’s response. All items in blue can be edited to meet association needs. Do not assign points to individual questions; instead, award a total score for each evaluation criterion.

RATING SCALE FOR ASSESSING VENDOR RESPONSES

Rating scales are intended to establish guidelines for awarding points within an evaluation criterion. You may assign any value for a given criteria from 0 to the maximum number of points. A zero value typically constitutes no response or an inability of the vendor to meet the criterion. In contrast, the maximum value should constitute a high standard of meeting the criterion.

If a specific criterion would only yield a yes or no response (e.g., offeror can submit an electronic report in required format by noon Friday), the evaluator should award either the maximum points or a zero. For Example: “Vendor Solution” is an evaluation criteria receiving a weighting of 30% of the total possible points. The rating scale would be:

* Be sure the evaluation criteria and associated point values on the evaluation worksheet correspond with item 10 of the Participating Addendum Request

Rating Scale (30 POINT Maximum)

Point Value

Explanation

0-5

None. Not addressed or no applicability.

5-10

Poor. Minimal applicability.

11-15

Fair. Limited applicability

16-20

Good. Some applicability

21-25

Very Good. Substantial applicability

25-30

Excellent. Total applicability

ASSISTANCE

Contact the State Procurement Office at 701-328-2773 for assistance in developing evaluation criteria and evaluating proposals.

AWARD NOTICE

After selecting the most advantageous proposal, send out a notice of award to all vendors that responded to the Participating Addendum. Association and vendor must wait for seven (7) days before executing the Participating Addendum

State Contract 038 Professional Association Management Services Vendor Pool

Proposal Evaluation Worksheet

Association Name:

Evaluator Name:

Date:

Vendor:

Technical Evaluation Criteria

Maximum Possible Points

Score of Vendor Proposal

Comments on Vendor Proposal

1. Vendor Solution

What is the quality of the proposed solution?

How well does the proposed solution meet the requirements stated in the scope of work?

2. Qualifications and Availability of Vendor Staff

What is the availability of vendor staff?

What are the qualifications of the vendor staff based upon vendor staff resumes and reference checks?

Cost Evaluation

Price of Lowest Cost Proposal

Price of Proposal Being Rated X Points Assigned to Cost = Awarded Points

3. Cost

Total image3.emf

Notice of Association Management Services Award.docx

NOTICE OF ASSOCIATION MANGEMENT SERVICES AWARD

INSTRUCTIONS: REVISE OR DELETE AS NEEDED.

AFTER SELECTING THE MOST ADVANTAGEOUS SOLUTION, SEND THIS NOTICE TO ALL VENDORS THAT RESPONDEED TO THE PARTICIPATING ADDENDUM REQUEST.

THIS NOTICE CAN BE MAILED, FAXED, OR E-MAILED TO VENDORS.

STATE OF NORTH DAKOTA

ASSOCIATION NAME

ADDRESS

CITY, STATE, ZIP

TELEPHONE NUMBER

DATE

NOTICE OF AWARD

A Participating Addendum Request was issued by the ASSOCIATION on DATE REQUEST WAS ISSUED.

The following vendors submitted proposals in response to the request:

· LIST NAMES OF VENDORS THAT SUBMITTED PROPOSALS

The proposals were evaluated to select the most advantageous proposal. We announce our intent to award a contract to:

· NAME OF SUCCESSFUL VENDOR.

The successful vendor is instructed not to begin work, purchase materials, or enter into subcontracts relating to the project until the Vendor, ASSOCIATION, and the State Procurement Office sign the Participating Addendum.

An interested party may protest this Notice of Award by submitting a written protest to the State Procurement Office within seven (7) calendar days after the date of this notice.

STATE PROCUREMENT OFFICE

14TH Floor Capitol Tower

600 E. Boulevard Ave Dept. 012

Bismarck, ND 58505-0310

On behalf of ASSOCIATION, thank you for your efforts in preparing a response to the Participating Addendum request. We appreciate your interest in doing business with the State of North Dakota.

If you have any questions, please feel free to contact me.

Sincerely, NAME

PHONE: INSERT

FAX: INSERT

E-MAIL: INSERT

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Participating Addendum Amendment.docx

PARTICIPATING ADDENDUM AMENDMENT

Term Contract #038 Professional Association Management Services Vendor Pool

Association Name

Vendor Name

Change Description

Reasons/Goals for Change

Impacts on Cost, Scope, Schedule, Quality

Approval Signature(s) and Date(s). The amendment must be agreed upon and signed by Association, Vendor, and State Procurement Office contract manager before it will be effective.

Association Signature

Date

Vendor Signature

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CUSTOMER SATISFACTION SURVEY.docx

CUSTOMER SATISFACTION SURVEY

Contract 038 Professional Association Management Services Vendor Pool

Association

Date

Association Contact Name

E-Mail Address

Telephone Number

Vendor

Vendor Primary Contact(s) for this Participating Addendum

1. Rate the Vendor’s quality of work performed based on the requirements in the participating addendum:

Lower Quality |_|1 |_|2 |_|3 |_|4 |_|5 Higher Quality

Comments related to quality rating:

2. Rate the Vendor’s ability to deliver requested services:

|_|1 Total Capability to provide all requested services

|_|2 Some Capability to provide all requested services

|_|3 Lacking Capability to provide most requested services

Comments related to vendor ability to deliver requested services rating:

3. Rate the Vendor’s ability to complete the requirements in the Participating Addendum Request within the original proposal offer:

|_|1 Completed Participating Addendum Request at Higher Cost than Original Offer

|_|2 Completed Participating Addendum Request at Cost Proposed in Original Offer

|_|3 Completed Participating Addendum Request at Lower Cost than Original Offer

Comments related to cost rating:

Complete and email to contract manager for State Term Contract 038.

Note: A copy will be sent to the respective contractor representative.

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