8-26-0159 Evaluation Criteria.pdf

RFP 26-0159

Request for Proposals for Maintenance and Repair of Vertical Turbine Pumps

EVALUATION CRITERIA AND PROPOSAL SUBMISSION

The City will conduct a comprehensive and impartial evaluation of all responsive proposals received in response to this RFP. 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 RFP.

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 on a matrix of the following criteria/weights.

Maximum Possible Points Evaluation Criteria

30 Technical and Repair Approach

20 Responsiveness, Capacity, and Availability

20 Equipment and Resources

15 Experience, References and Qualifications

15 Price

100 TOTAL POINTS

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

Proposal Submission

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. If additional sheets are attached to the bid specification package, the bidder shall clearly cross-reference the appropriate location in the solicitation (i.e. page number, paragraph, subject, etc.)

Technical and Repair Approach

• Documented inspection and reporting procedures

• Dimensional inspection and tolerance verification process

• Remanufacture vs. part-replacement repair philosophy

• Quality control procedures

• Coating and surface preparation processes

• Testing and commissioning methodology

• Sample inspection or field service reports

Responsiveness, Capacity, and Availability

• Ability to respond to emergencies within 24 hours

• Staffing levels and regional presence

• Capacity to handle multiple simultaneous repairs

• Project management structure

• Proposed contract manager and communication protocol

• Turnaround times

Equipment and Resources

• Machine shop capabilities (boring mills, vertical lathes, balancing equipment, etc.)

• Grit blasting and coating facilities

• Dynamic balancing capability

• Field service fleet and lifting equipment

• Availability of cranes and transport coordination

• Inventory and parts availability

• Ability to self-perform work without subcontractors

Experience, References, and Qualifications

• Demonstrated experience repairing and remanufacturing vertical turbine pumps (VTPs) of similar size and complexity

• Experience with municipal water and wastewater facilities in Texas

• Qualifications of key personnel (Project Managers, Service Engineers, Vibration Analysts, Machinists)

• Availability of Texas-licensed Professional Engineers

• Relevant certifications (e.g., ISO 9001, UL 508A, vibration certifications)

• Demonstrated ability to restore pumps to OEM tolerances

Price

• Hourly labor rates (routine and emergency)

• Shop rates and engineering rates

• Unit pricing for removal, disassembly, and inspection

• Repair scenario pricing

• Parts pricing and percentage discount off published price lists

• Transparency of crane, transportation, and incidental costs

• Overall competitiveness and cost reasonableness

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, demonstrations or product testing. Upon conclusion of any interviews and/or presentations, demonstrations or product testing, the Evaluation Committee will finalize the scoring against the evaluation criteria.

Oral Presentations:

Proposers who submit a PROPOSAL in response to this RFP 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 an overall score for each respondent. Negotiations with the respondent having the highest overall score 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 RFP 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. The City further reserves the right to consider a Firm’s background, personnel, experience, financial and other references, exceptions to this RFP or subsequent contract, and any working relationships, past or present, a proposer may have with its other clients.