7-26-0185 Evaluation Criteria and Proposal Submission.pdf

RFP 26-0185 Purchase Replacement Vehicles for Handitran

Evaluation Criteria and Proposal Submission

The City will conduct a comprehensive and impartial evaluation of all responsive proposals received in response to this request for proposals. The City reserves the right to use any and all reasonable and relevant criteria in making its decision as to the most advantageous proposer.

Discussions may be conducted with vendors determined to be reasonably qualified, and the City reserves the right to reject any and all proposals. The City reserves the right to determine the overall qualifications under the request for proposals.

A committee comprised of various city staff will evaluate all responsive proposals. At the City’s option or in order to make a final determination, proposers may be invited to a second round of scoring which may include oral presentations or interviews. The evaluation committee will determine the responsiveness and acceptability of each proposal according to established criteria.

Vendors shall be treated fairly and equally with respect to any opportunity for discussion and revision of their offer. To obtain the best and final value offers, revisions may be permitted after submissions and before award of the Contract.

The City will evaluate and score each of the proposal submittals received from responsive respondents based on established criteria listed below. Only the top ranked respondents will proceed to the Negotiation Phase. No order of preference is required during this phase.

Evaluation Criteria:

An evaluation committee will assess the information provided by proposers in response to the criteria established below. The scores of all evaluators will be used to determine the ranking of each proposal. Proposals will be evaluated for round one, on a matrix of the following criteria/weights.

• Technical Compliance & Demonstrated Compliance with Minimum Specifications 30 points

• Experience & Qualifications 15 points

• Delivery, Support, & Warranty 15 points

• Pricing 40 points

Maximum Points Evaluation Criteria

30 points

Technical Compliance & Demonstrated Compliance with Minimum Specifications

• Compliance with required vehicle specifications

• ADA accessibility compliance

• Safety standards compliance

• Vehicle quality and suitability for service

• Completeness and clarity of technical documentation

15 points

Experience & Qualifications

• Provide information on your experience with similar vehicles and transit agencies

• References: Submit a minimum of three (3) references from recent and relevant contracts, preferably with government or public agencies.

15 points

Delivery, Support, & Warranty

• Delivery schedule and ability to meet deadlines

• Warranty coverage and terms

• Availability of parts and service support

• Responsiveness to service and warranty issues

40 points

Pricing

• The proposer with the lowest price receives the maximum score. The proposer, with the next lowest price receives points based on dividing his price into the next lowest price and multiplying that percentage by the available points.

Example, assume $50,000 is the low offer, then that proposer would receive 40 points ($50,000/$50,000=1.00x40=40).

Assume $55,000 is the next low offer, then that proposer would receive 36.36 points ($50,000/$55,000=0.91x40=36.36), etc.

100 points

TOTAL POINTS

Each vendor is responsible for submitting all relevant, factual, and correct information with their proposal. The evaluation committee will assign a ranking score to each vendor based on the available data.

Short-Listing:

The Evaluation Committee at its sole discretion may create a short-list of the highest scored proposals based on the preliminary evaluation against the evaluation criteria. Only those short-listed Proposers would be invited to participate in interviews and/or presentations. Upon conclusion of any interviews and/or presentations. The Evaluation Committee will finalize the scoring against the evaluation criteria.

Oral Presentations:

Proposers who submit a PROPOSAL in response to this request for proposals may be required to give an oral presentation of their PROPOSAL to the City. The City will schedule the time and location of these presentations. Oral presentations are an option of the City and may or may not be conducted.

Notwithstanding the possibility of a request for an on-site interview and presentation, Proposers shall not rely on the possibility of such a request and shall submit a complete and comprehensive written response to this solicitation. Any costs incurred for the interviews and the oral presentation are the responsibility of the Proposer.

The Evaluation Committee will then discuss the oral presentation results and arrive at a score for each respondent. Negotiations with the respondent having the highest overall score, from the interviews will then begin.

Negotiations:

If negotiations do not result in a contract, the city will then begin negotiations with the respondent having the second highest overall score. This process will continue until either a contract is awarded or the request for proposals is cancelled. Once the city and the respondent determine that an agreement cannot be reached and the decision is made to move on to the next highest scoring respondent, negotiations cannot be reconvened with a respondent with whom agreement previously could not be reached.

Other Considerations:

The City reserves the right to consider historical information and facts, whether gained from the proposal, references, or any other source, in the evaluation process, including Proposer’s past working or business relationship with the City, if any.

The City will also consider the impact on the ability of the City to comply with rules, policies, and practices relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities. Consideration of such factors will be consistent with all applicable federal requirements. The City further reserves the right to consider a Firm’s background, personnel, experience, financial and other references, exceptions to this request for proposals or subsequent contract, and any working relationships, past or present, a proposer may have with its other clients.