9-Attachment G Demo Criteria.docx
DOCX document 2 MB Posted
- Attached to
- Travel Program Management Services
- Solicitation number
- KK26-6
- Issued by
- Utah
About this file
This is a Demonstration Criteria attachment for a Request for Proposal issued by the State of Utah Division of Finance to procure a comprehensive, cloud-based travel and expense management system for all state employees. Vendors who achieve a minimum of 70% on the Technical Evaluation (350 of 500 points) will advance to a live demonstration stage to assess system performance in real-world scenarios. The RFP anticipates awarding a single contract to the highest-scoring responsive and responsible vendor based on a three-stage evaluation process comprising 500 technical points, 300 demonstration points, and 200 cost points. Vendors must also achieve a minimum of 70% of demonstration points (210 points) to advance to the cost evaluation stage.
The demonstration evaluation will assess six key categories: User Experience and Interface (60 points), focusing on clarity, intuitiveness, accessibility, mobile usability, and end-to-end audit trails linking pre-travel requests to expense reports; Workflow Configuration and Policy Compliance (60 points), evaluating configurable approval workflows, policy enforcement, and bulk rule updates; Integration and Data Handling (50 points), testing integration with external systems such as payroll and accounting platforms; Reporting and Analytics (50 points), examining dashboard capabilities and customizable report generation; Administrative Tools and Support Features (40 points), assessing configuration options, sandbox environments, and support processes; and Implementation Readiness and Training (40 points), evaluating implementation plans and training materials. The vendor with the most competitive grand total cost for five years of services will receive 100% of the price points, with all other vendors receiving proportional cost points calculated using the formula: Cost Points × (Most Competitive Grand Total ÷ Proposed Grand Total).
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Other files
| File | Type | Posted |
|---|---|---|
| 2-Vendor Prerequisites - RFP Agency.pdf | ||
| 1-Claim of Business Confidentiality Updated.pdf.pdf | ||
| 3-Attachment A Terms and Conditions.docx | DOCX document | |
| 4-Attachment C Scope of Work.docx | DOCX document | |
| 8-Attachment F Technical Criteria.docx | DOCX document | |
| 6-Attachment D Cost Sheet.xlsx | XLSX spreadsheet | |
| 5-Attachment B IT Terms and Conditions.docx | DOCX document | |
| 7-Attachment E Score Sheet.xls | XLS spreadsheet |
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Text version
Demo Criteria Attachment G Vendors who score at least 70% on the Technical Evaluation (350 Points) will be invited to participate in a live demonstration. The purpose of the live demonstration is to assess how well the proposed system performs in real-world scenarios and meets the State’s functional, technical, and user-experience expectations. Vendors should demonstrate a fully functional system using sample data. Demonstrations will be scored based on the following criteria:
1. User Experience and Interface (60 Points possible)
a. Clarity, layout, and intuitiveness of user interface for travelers, approvers, and administrators.
b. Ease of completing common tasks such as booking travel, uploading receipts, and submitting expense reports.
c. Accessibility and mobile usability (e.g., responsive design, mobile app performance).
d. Consistency of design across modules (Travel, Expense, Request).
e. Demonstrate the end-to-end audit trail and data transfer: specifically, how pre-travel request documents and approvals automatically link to and populate the corresponding expense report. Specifically, what attachments can be pre-populated on the expense report?
2. Workflow Configuration and Policy Compliance (60 points possible)
a. Ability to demonstrate configurable approval workflows and policy enforcement.
b. How well does the system prevent non-compliant expenses or booking options.
c. Flexibility to adapt to different agency policies and travel rules.
d. Visibility of audit and exception flags in real time.
e. Ability to configure and update workflow/policy rules in bulk via a data upload (e.g., CSV or flat file).
3. Integration and Data Handling (50 points possible)
a. Demonstration of integration or data exchange capabilities with external systems (e.g., payroll, accounting, Travel Management Companies).
b. Simulated API or flat-file upload/download examples for employee master data (upload) and financial export data (download).
c. Transparency and accuracy in data flow across modules.
d. Data validation, synchronization, and update processes.
4. Reporting and Analytics (50 points possible)
a. Demonstration of dashboards and real-time reporting capabilities.
b. Ease of customizing and exporting reports (PDF, Excel, CSV, etc.).
c. Availability of spend analysis, compliance tracking, and trend monitoring features.
d. Ability for administrators to build and save ad hoc reports.
5. Administrative Tools and Support Features (40 points possible)
a. Demonstration of administrative configuration options (user management, permissions, policy rules).
b. Demonstrate basic tasks within the sandbox environment.
c. Sandbox environment access and use for testing new workflows.
d. Discussion of disaster recovery environment, if applicable. If not applicable, must demonstrate disaster recovery plans.
e. Clarity of support, escalation, and ticketing within the Advanced Care module.
f. Demonstration of update/upgrade management and notification process.
6. Implementation Readiness and Training (40 points possible)
a. Presentation of implementation plan and milestones.
b. Demonstrated training and onboarding materials (e.g., user guides, help center).
c. Availability of ongoing user support and knowledge base.
File details come from the government source that posted it. Updated .