4-RFQ V3 Eval and Selection Procedures.pdf

Agency for Community Transit ACT Media Buying Services No. 26-2-13304

Evaluation and Selection Procedures Page 1 of 2

VOLUME 3 EVALUATION AND SELECTION PROCEDURES

EP 1. Selection Process The Owner intends to use the best value selection process for this procurement. A combination of technical, bidder experience and price factors will be used to determine the offer deemed most advantageous and of the greatest value. Bids will be evaluated, selected and any award made in accordance with the criteria and procedures described herein.

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

EP 1.1 Determination of Bidder’s Responsiveness Responsiveness will be determined based on the bidder’s adherence to all bid requirements. No points are assigned during this stage of the evaluation. Bids may be deemed non-responsive if they fail to include required forms, certifications, acknowledgements, pricing information, technical response information, 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 fairly evaluate the bidder’s qualifications, capabilities, proposed fees, or ability to perform the requested services.

EP 1.2 Bid Evaluation Criteria (100 Points) The following are the complete criteria, listed in their relative order of importance, by which bids from responsible bidders will be evaluated and ranked for the purpose to support making any selection of a bid for a potential award.

A. Technical Evaluation

B. Experience, Company Personnel & Capabilities

C. Bid Price – Total Labor Price

EP 2. Bid Evaluations The Evaluation Committee will evaluate bids using the criteria established in this solicitation. The Owner reserves the right to make an award without discussions. The Owner may, at its discretion, request clarification, or conduct discussions with one or more bidders if deemed necessary to protect the interests of the Owner. Any clarification or discussion process will be conducted in accordance with applicable procurement requirements.

All bids determined to be responsive will be evaluated by the Evaluation Committee in accordance with the weighted evaluation criteria established in this solicitation. The Evaluation Committee will evaluate the qualifications, experience, proposed approach, cost, and overall value presented by each bidder. The Committee may consider information provided throughout the bid when evaluating each criterion.

A detailed media placement plan or channel-by-channel spending allocation is not required with bids. These items will be developed with the Owner following contract award. Evaluation will focus on the proposed approach and demonstrated ability to perform the required services. Bids will be analyzed for conformance with the instructions and requirements of the RFQ and Contract documents per Section EP 1.1, Determination of Bidder’s Responsiveness. No points are assigned during this stage of the evaluation.

Bid will be evaluated to determine the responsibility of bidders concurrently with the technical review. A final determination of a Bidder’s responsibility will be made upon the basis of initial information submitted in the bid, any information submitted upon request by the Owner, and information resulting from Owner inquiry of bidder’s references, and its own knowledge of the bidder.

Agency for Community Transit ACT Media Buying Services No. 26-2-13304

Evaluation and Selection Procedures Page 2 of 2

A. Technical Evaluation

1) Understanding the Owner’s Recruitment Goals and Workforce Needs: Understanding recruitment objectives, employer-brand awareness, diverse positions, target labor markets, and changing hiring priorities.

2) Recruitment Media Planning, Targeting & Strategy: Approach to strategy development, audience identification, channel selection, and campaign scheduling.

3) Media Buying, Placement & Optimization Approach: Placement execution and management, adaptation of Owner-provided creative materials, campaign monitoring, and performance-based adjustments

4) Reporting & Performance Measurement: Quarterly reporting methodology, relevant metrics, career-site traffic, and applicant activity where measurable.

5) Account Management & Communication Approach: Account coordination, responsiveness, budget monitoring, billing, reconciliation, and flexibility.

B. Experience, Company Personnel & Capabilities

1) Relevant Recruitment Media Buying Experience: Experience delivering recruitment media strategy, buying, placements, and campaign management.

2) Experience with Comparable Organizations and Workforces: Comparable public agency, nonprofit, transit, or other employer recruitment engagements.

3) Company Media Buying & Technology Capabilities: Media access, research and targeting resources, technology, and buying capabilities.

4) Qualifications and Experience of Proposed Account Team: Proposed representative and supporting personnel, roles, experience, and qualifications.

5) Client References and Demonstrated Campaign Results: At least three relevant client references and comparable documented results were available.

C. Bid Price Bidder must submit the Owner’s Bid Price Form with all-inclusive hourly labor rates and estimated hours for the specified labor classifications.

The Owner will calculate each bidder’s Total Labor Price as the total sum of the hourly rate multiplied by the estimated labor hours for each labor classification. The lowest Total Labor Price will receive the full amount points; other responsive bids will receive proportionate points. The bidder’s Bid Price Score will be calculated as shown in the following example.

Lowest Total Labor Price x 10 = Bid Price Score Bidder’s Total Labor Price

Media buying and placements, as well as separately authorized optional video and audio production costs, shall be excluded from the cost evaluation.

EP 3. Contract Award The Owner may not necessarily make an award to the bidder with the highest technical ranking nor award to the bidder with the lowest price if doing so would not be in the overall best interest of the Owner. Contract award shall be subject to approval by the Owner's Board of Directors and any other approvals required by applicable law or funding requirements.

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