5-Attachment D Scoresheet.xls
XLS spreadsheet 93 KB Posted
- Attached to
- Online Learning Platform
- Solicitation number
- LD26-2
- Issued by
- Utah
About this file
This document is an evaluation scoresheet for an Online Learning Platform Request for Proposal (RFP) issued by the State of Utah Division of Purchasing for the Department of Cultural and Community Engagement. The solicitation seeks a fully hosted online learning platform that can support 150 public libraries, school libraries, branches, and bookmobiles, with the capacity to support 6+ administrators. The platform must offer pre-populated, library-specific content modules from various databases, allow asynchronous content delivery, and have servers located within the United States. The contract will be for a 5-year term with guaranteed pricing, and the procurement aims to award a single contract to the most responsive and highest-scoring vendor.
The scoresheet outlines a comprehensive evaluation process with both mandatory minimum requirements and technical criteria. The technical evaluation will assess seven key areas: Security, Platform Capabilities, Content, Design and User Interface, Support, Administration, and Implementation and Configuration. The scoring methodology uses a 0-5 point scale, with a required technical point threshold of 70%. The total possible points are 1,000, with 550 points allocated to technical criteria, 150 points for product demonstration, and 300 points for cost. The cost evaluation will be based on the lowest proposed price, with other offerors receiving proportional points. Vendors must demonstrate experience serving multiple states and libraries and provide references to be considered.
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Other files
| File | Type | Posted |
|---|---|---|
| 1-Claim of Business Confidentiality Updated.pdf.pdf | ||
| 4-Att.-B-Agency-IT-Terms-and-Conditions.docx | DOCX document | |
| 3-Att.-A-Agency-Terms-and-Conditions-GS (1).docx | DOCX document | |
| 2-Vendor Prerequisites - RFP Agency.pdf | ||
| 6-Attachment C SOW.docx | DOCX document | |
| 7-Attachment F Technical Criteria.docx | DOCX document | |
| 8-Attachment E Cost Sheet.xlsx | XLSX spreadsheet |
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Instructions
| Instructions for Interactive Scoresheet |
| Description: The interactive scoresheet is designed as a tool to help the evaluation committee organize the minimum mandatory requirements and the scoreable technical criteria that will be used in the RFP. The scoresheet will be filled out in phases and upon completion will become the scoresheet that is published with the RFP and eventually used to score the offers. Data should be entered in shaded cells only. This scoresheet may need to be modified, such as adding more rows and adjusting formulas accordingly, to meet the needs of your RFP. |
| Identify Important Criteria |
| 1. Begin by making a list of all criteria that is important to the eventual solution. The list can be done on the Interactive Scoresheet or any other program you are comfortable with, pen and paper included. The initial list should be a brainstorm. Consider items that would be important later in the life of the solution. For example, compatibility with existing technology, maintenance, service, scaleability, enterprise solutions, emerging technologies, etc. |
| Prioritize Important Criteria |
| 2. When you feel the list is fairly comprehensive, begin to organize the list. You may choose to organize similar items into subcategories, but most importantly, prioritize the criteria by what is most important. |
| Identify "Pass - Fail" Criteria |
| 3. Once you have identified all the criteria and their relative importance, consider which items are mandatory and can be scored with either a "Pass", meaning it meets the criteria, or "Fail", meaning it does not meet the criteria. These criteria can be used for Minimum Mandatory Requirements and an initial evaluation. |
| Insert Minimum Mandatory Requirements |
| 4. Taking the list of criteria, put the Minimum Mandatory requirements in the section labeled "Minimum Mandatory Requirements". You can add lines by clicking on row 20 to highlight the row, right-clicking, and selecting Insert Row. Follow this procedure for any additional lines needed. You will have to fix row numbering and formatting if you insert additional rows. |
| Insert Technical Criteria |
| 5. Copy Scoreable Technical Criteria items into the apprpriate section. You can add lines by clicking on row 46 to highlight the row, Right-clicking, and selecting Insert Row. Follow this procedure for any additional lines needed. You will have to fix row numbering and formatting if you insert additional rows. |
| Develop the RFP Scope of Work |
| 6. It is now time to begin writing the "Detailed Scope of Work" and "Proposal Requirements and Company Qualifications" sections of the RFP. The "Detailed Scope of Work" section is designed to describe each task as carefully and with as much detail as possible. If appropriately done, it will produce responsive Proposals and ease the task of managing the project/contract. |
| Ensure All Scorable Criteria is Included in RFP |
| 7. The "Proposal Requirements and Company Qualifications" section should spell out all of the items on the "Score Sheet". Begin with the "Minimum Mandatory" items and how the offeror will respond and meet the minimums. For example, if the scoresheet says, "Meets minimum wireless technology", this section will state what the minimum wireless technology is, and if necessary, how the offeror will demonstrate compliance. This could be done by stating in the response that the Offeror complies or providing some kind of documentation to establish compliance. |
| Identify RFP Page Numbers or Section Numbers for all Scoreable Criteria |
| 8. As you address each one of the "Minimum Mandatory" and "Scoreable Technical Criteria", put the section and page number of the criteria explanation on the "Score Sheet" in the cells provided. |
| Identify Weights for All Scorable Criteria |
| 9. Enter a weight for each "Scoreable Technical Criteria" in column J. The weight is used to identify the importance of the criteria to the project/contract. The weighting should clearly identify the priority of the "Scoreable Technical Criteria". For example, if you have the criteria "The solution should be blue to match our new furniture" and "The solution will sync with our legacy software", and one is more important than the other, you would identify that by the numbers assigned in the "Criteria Weight" column. For example, you could give weight assignments like the following: 1 and 2, 2 and 3, 1 and 4, or 1 and 6. Don't worry about assigning points. Just worry about the relative importance of each of the criteria against each other. This is important because if you weight one criteria of lesser importance the same as the most important criteria, then you could get a substandard solution. |
| Identify Required Minimum Technical Percentage |
| 10. Enter the technical score minimum threshhold that has to be met to be considered for award. |
| Identify Cost Percentage |
| 11. The last thing to consider before posting the Score Sheet is the percentage amount that will be used in scoring of the cost portion of the response. Cost has to equal a minimum of 30%. Please fill in the cell labeled "Percent of Total" at this time. |
| Filling out the RFP Score Sheet |
| 12. When it is time to score the evaluations, first make a copy of the "Score Sheet" tab by right-clicking on the tab and selecting Move or Copy. There is a check box for Make a Copy and you can select where in the workbook you would like the page to be located. Make a sheet for every offer you will be evaluating. |
| Evaluate Proposals |
| 13. Now is the time to evaluate the offers. First evaluate whether the offer meets each of the Minimum Mandatory Requirements. Use the drop down menu that appears in the cell for "Evaluation" when you click in the cell. If any of the Minimum Mandatory Requirements are not met, you do not need to continue your evaluation. |
| Proposals Passing Minimum Mandatory Requirements |
| 14. For all offers that pass the Minimum Mandatory Requirements, proceed to the Scoreable Technical Criteria. Using the requirements written in the RFP and identified on the Score Sheet, evaluate each criteria on a scale of 1 - 5. The scale is included on the Score Sheet for your reference. When it is time to make an award recommendation, you will need to put together a Justification Statement. You will have the information you need if you fill these sections out while performing the evaluation. |
| Scoresheet Summary |
| 15. The "Scoresheet Summary" tab may be used to make the evaluation score sheet that will be used at the Award Determination meeting. All committee members will have an opportunity to review scores before finalizing the technical scores. Some formulas can be used to facilitate this process, but those can only be written after it has been determined how many offers will be evaluated. For help on this please contact your Purchasing Agent. |
| Bonfire Posting |
| 16. The "U3P Posting" tab illustrates the format to use for the scoresheet summary posted in U3P when the award is made. The Purchasing Agent will complete this information from the Scoresheet Summary grand totals. Firms that have been disqualified will not be included in the U3P Posting document. |
Score Sheet
| Online Learning Platform | ||||||
| SOLICITATION #LD26-2 | ||||||
| RFP EVALUATION SCORESHEET | ||||||
| Score will be assigned as follows: | ||||||
| 0 = Fail, the proposal fails to address the requirements or criteria described in the RFP or cannot be assessed due to missing information | ||||||
| Firm Name: | 1 = Poor, the proposal inadequately addresses the requirements or criteria described in the RFP or cannot be assessed due to incomplete information | |||||
| 2 = Unsatisfactory, the proposal addresses the requirements or criteria described in the RFP in an unsatisfactory manner | ||||||
| Evaluator: | 3 = Satisfactory, the proposal addresses all requirements or criteria described in the RFP in a minimum satisfactory manner | |||||
| 4 = Good, the proposal addresses all requirements or criteria described in the RFP and in some respects exceeds them | ||||||
| Date: | 5 = Excellent, the proposal addresses and exceeds all of the requirements or criteria described in the RFP | |||||
| Minimum Mandatory Requirements | Evaluation (Pass/Fail) | |||||
| 1 | Offeror is able to provide a fully hosted system. | |||||
| 2 | Platform servers must be located within the United States. | |||||
| 3 | Offeror currently serves multiple States and libraries, and is able to provide contact information for at least two of those customers. | |||||
| 4 | Platform must allow the USL the option of choosing from a wide variety of pre-populated, library-specific content or training modules, including modules for library databases such as Gale, Learning Express, OCLC, Creativebug, OverDrive, etc. and the capability to upload outside vendor tutorials and training recordings. | |||||
| 5 | Platform has the ability for content to be made available asynchronously. | |||||
| 6 | Platform has the capacity to support, at a minimum, the staff of 150 public libraries, school libraries, branches, and bookmobiles. | |||||
| 7 | Platform has the capacity to support 6+ administrators. | |||||
| 0 | ||||||
| Scoreable Technical Criteria | Evaluator Score (0-5) | Criteria Weight | % of Tech Criteria | Points Possible | Points |
Earned
| 1 | Security | 5 | 4.5% | 25.00 | ||
| 2 | Platform Capabilities | 15 | 13.6% | 75.00 | ||
| 3 | Content | 25 | 22.7% | 125.00 | ||
| 4 | Design and User Interface | 25 | 22.7% | 125.00 | ||
| 5 | Support | 15 | 13.6% | 75.00 | ||
| 6 | Administration | 20 | 18.2% | 100.00 | ||
| 7 | Implementation and Configuration | 5 | 4.5% | 25.00 | ||
| 13 | 0.0% | 0.00 | 0.00 | |||
| 14 | 0.0% | 0.00 | 0.00 | |||
| 15 | 0.0% | 0.00 | 0.00 | |||
| 16 | 0.0% | 0.00 | 0.00 | |||
| 17 | 0.0% | 0.00 | 0.00 | |||
| 18 | 0.0% | 0.00 | 0.00 | |||
| 19 | 0.0% | 0.00 | 0.00 | |||
| 20 | 0.0% | 0.00 | 0.00 | |||
| 21 | 0.0% | 0.00 | 0.00 | |||
| 22 | 0.0% | 0.00 | 0.00 | |||
| 23 | 0.0% | 0.00 | 0.00 | |||
| 100.0% | 550.00 | 0.00 | ||||
| Required Technical Point Threshold | Min Percent | Min Points Required | Points Earned | Percent Earned | Evaluation | |
| 70% | 385.0 | 0.0 | 0.0% | 0 | ||
| Scoreable Demo | Evaluator Score (0-5) | Criteria Weight | % of Tech Criteria | Points Possible | Points |
Earned
| 8 | Product Demonstration | 20 | 100.0% | 100.00 | 0.00 | |
| 100.0% | 100.00 | 0.00 | ||||
| Cost | Low Cost Option | Offered Cost | Percent of Total | Points Possible | Points Earned | |
| 30% | 300.0 | 0.0 | ||||
| * Purchasing will use the following cost formula: The points assigned to each offerors cost proposal will be based on the lowest proposal price. The offeror with the lowest Proposed Price will receive 100% of the price points. All other offerors will receive a portion of the total cost points based on what percentage higher their Proposed Price is than the Lowest Proposed Price. The formula to compute the points is: Cost Points x (Lowest Proposed Price/Proposed Price). | Other cost evaluation methods may be used as long as they are within Procurement Code/Rule. Ensure the method for awarding points is clearly stated on the score sheeet and within the solicitation documents. | |||||
| Total Evaluation Points | Points Possible | Points Earned | ||||
| Total Technical Evaluation Points | 550.0 | 0.0 | ||||
| Total Demo Points | 150.0 | 0.0 | ||||
| Total Cost Evaluation Points | 300.0 | 0.0 | ||||
| Total Evaluation Points | 1,000.0 | 0.0 |
Scoresheet Summary
| XX##### Solicitation Name Scoresheet Summary | |||||||||||||||||||||
| Instructions: | |||||||||||||||||||||
| Enter the solicitation number and name. | |||||||||||||||||||||
| Enter each Offeror name. | |||||||||||||||||||||
| Enter the Criteria name for each category. | |||||||||||||||||||||
| Enter the Weight in column B that corresponds to the Criteria Weight on the Score Sheet tab column J for each criterion. | |||||||||||||||||||||
| Enter the Total Possible Points for each Criterion, Cost Points, and Score Summary section. | |||||||||||||||||||||
| Mandatory Minimum Requirements: Evaluate each offer and enter pass or fail | |||||||||||||||||||||
| Ensure that the number of evaluator lines matches the number of evaluators. | |||||||||||||||||||||
| Offers not meeting the Minimum Mandatory Requirements will not be evaluated further. | |||||||||||||||||||||
| Ensure that the Total Average Score formula includes all of the evaluator line items. | |||||||||||||||||||||
| Technical Scores: Enter each evaluator score for each offer. | |||||||||||||||||||||
| Signatures: | Date: | ||||||||||||||||||||
| Evaluator 1 | __________________ | ||||||||||||||||||||
| Evaluator 2 | __________________ | ||||||||||||||||||||
| Evaluator 3 | __________________ | ||||||||||||||||||||
| Evaluator 4 | __________________ | ||||||||||||||||||||
| Evaluator 5 | __________________ | ||||||||||||||||||||
| Minimum Mandatory Requirements | Offeror A | Offeror B | Offeror C | Offeror D | Offeror E | Offeror F | Offeror G | Offeror H | Offeror I | Offeror J | Offeror K | Offeror L | Offeror M | Offeror N | Offeror O | Offeror P | Offeror Q | Offeror R | Offeror S | Offeror T | |
| 1 | |||||||||||||||||||||
| 2 | |||||||||||||||||||||
| 3 | |||||||||||||||||||||
| Weight | Technical Scores | Offeror A | Offeror B | Offeror C | Offeror D | Offeror E | Offeror F | Offeror G | Offeror H | Offeror I | Offeror J | Offeror K | Offeror L | Offeror M | Offeror N | Offeror O | Offeror P | Offeror Q | Offeror R | Offeror S | Offeror T |
| Criteria #1 | |||||||||||||||||||||
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| Evaluator 2 | |||||||||||||||||||||
| Evaluator 3 | |||||||||||||||||||||
| Evaluator 4 | |||||||||||||||||||||
| Evaluator 5 | |||||||||||||||||||||
| Total Average Score | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #1 - Total Points (Total Possible Points = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #2 | |||||||||||||||||||||
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| Evaluator 3 | |||||||||||||||||||||
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| Evaluator 5 | |||||||||||||||||||||
| Total Average Score | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #2 - Total Points (Total Possible Points = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #3 | |||||||||||||||||||||
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| Evaluator 3 | |||||||||||||||||||||
| Evaluator 4 | |||||||||||||||||||||
| Evaluator 5 | |||||||||||||||||||||
| Total Average Score | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #3 - Total Points (Total Possible Points = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #4 | |||||||||||||||||||||
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| Evaluator 3 | |||||||||||||||||||||
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| Evaluator 5 | |||||||||||||||||||||
| Total Average Score | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #4 - Total Points (Total Possible Points = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #5 | |||||||||||||||||||||
| Evaluator 1 | |||||||||||||||||||||
| Evaluator 2 | |||||||||||||||||||||
| Evaluator 3 | |||||||||||||||||||||
| Evaluator 4 | |||||||||||||||||||||
| Evaluator 5 | |||||||||||||||||||||
| Total Average Score | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #5 - Total Points (Total Possible Points = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #6 | |||||||||||||||||||||
| Evaluator 1 | |||||||||||||||||||||
| Evaluator 2 | |||||||||||||||||||||
| Evaluator 3 | |||||||||||||||||||||
| Evaluator 4 | |||||||||||||||||||||
| Evaluator 5 | |||||||||||||||||||||
| Total Average Score | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #6 - Total Points (Total Possible XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #7 | |||||||||||||||||||||
| Evaluator 1 | |||||||||||||||||||||
| Evaluator 2 | |||||||||||||||||||||
| Evaluator 3 | |||||||||||||||||||||
| Evaluator 4 | |||||||||||||||||||||
| Evaluator 5 | |||||||||||||||||||||
| Total Average Score | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Criteria #7 - Total Points (Total Possible Points = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Total Technical Points (Total Possible Points = XX) Minimum Threshold = XX | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Total Cost Points | Cost Scores | Offeror A | Offeror B | Offeror C | Offeror D | Offeror E | Offeror F | Offeror G | Offeror H | Offeror I | Offeror J | Offeror K | Offeror L | Offeror M | Offeror N | Offeror O | Offeror P | Offeror Q | Offeror R | Offeror S | Offeror T |
| Cost | |||||||||||||||||||||
| 300.0 | Cost Points | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 |
| Score Summary | Offeror A | Offeror B | Offeror C | Offeror D | Offeror E | Offeror F | Offeror G | Offeror H | Offeror I | Offeror J | Offeror K | Offeror L | Offeror M | Offeror N | Offeror O | Offeror P | Offeror Q | Offeror R | Offeror S | Offeror T | |
| Total Technical Points (Total Possible = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Total Cost Points (Total Possible = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | |
| Grand Total Points (Total Possible = XX) | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 | 0.00 |
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