4-RFQ Sec3. Eval and Selection Procedures.pdf

Agency for Community Transit Media Buying Services No. 25-2-13303

SECTION 3. EVALUATION AND SELECTION PROCEDURES

A. Selection Procedures Award will be made to the responsive and responsible firm whose proposal is determined to be the Lowest Price Technically Acceptable (LPTA) in accordance with the requirements of this solicitation and applicable procurement regulations. The purpose of this evaluation process is to confirm that each proposal meets the minimum technical and contractual requirements of the solicitation. Among those proposals determined to be technically acceptable, award will be made to the proposer offering the lowest total evaluated price. Technical evaluation will be conducted on a pass/fail basis, and no numerical scoring, ranking, or weighting of technical proposals will be performed.

The Owner reserves the right to make an award without discussions, as this procurement is intended to follow an LPTA evaluation approach. Subject to the Owner’s right to reject any or all proposals, the contract will be awarded in the best interest of the Owner.

Proposals will not be publicly opened. All proposals and evaluations shall be kept strictly confidential throughout the evaluation and selection process, except as otherwise required by applicable law. Only the members of the Evaluation Committee and other Owner officials, employees and agents having a legitimate interest shall be provided with access to the proposals and evaluation results during this period.

Step 1: Determination of Proposer’s Responsiveness Responsiveness will be determined on the basis of the vendor’s adherence to all proposal requirements. No points are assigned during this stage of the evaluation. Proposals may be deemed non-responsive if they fail to include required forms, certifications, acknowledgements, or otherwise fail to comply with the material terms and conditions of the solicitation. The Owner reserves the right to waive minor errors, omissions, or technicalities as determined to be in the best interest of the Owner and that does not impede the Owner’s ability to evaluate the responding firm’s quality of work, experience, and/or its ability to perform the requested work.

Step 2: Evaluation of Submitted Proposals All proposals determined to be responsive will be evaluated by an Evaluation Committee on a pass/fail basis to determine technical acceptability. To be considered technically acceptable, the proposer must demonstrate that the proposal meets the minimum technical and contractual requirements outlined in the solicitation, which include, at minimum:

• Project Strategy and Approach

• Qualifications and Experience

• Reporting and Analytics

• Account Management and Customer Service

Proposals that fail to meet any minimum technical requirements may be deemed technically unacceptable and eliminated from further consideration.

Step 3: Clarifications (If Necessary) The Owner reserves the right, at its sole discretion, to request clarification from one or more proposers regarding their proposals if such clarification is deemed necessary to confirm responsiveness or technical acceptability. Any such clarification shall not alter the proposer’s price or materially revise the proposal.

Step 4: Contract Award A recommendation to award will be made to the responsive and responsible proposer offering the lowest price among those proposals determined to be technically acceptable, in accordance with the LPTA methodology and subject to Board approval. Accordingly, the Owner reserves the right to reject any or all proposals if deemed to be in the best interest of the Owner.