9-TJ26-12 Evaluation Score Sheet.xlsx

This is an RFP evaluation scoresheet for a Digital Asset Management System solicitation (TJ26-12) issued by the State of Utah Division of Purchasing and conducted by the Utah Division of Archives and Records Service. The procurement seeks a single vendor to provide a comprehensive digital asset management system capable of storing, managing, and providing access to various archival file types including TIFF, JPEG2000, PDF, PDF/A, PNG, video formats (MOV, AVI, MPEG4), and audio formats (WAV, AIFF, FLAC). The evaluation process consists of four sequential phases: mandatory minimum requirements verification, technical criteria evaluation worth 750 points, vendor demonstrations worth 200 points, and cost evaluation worth 175 points, with vendors required to achieve minimum thresholds at each phase to advance. The contract term is five years.

The evaluation scoresheet establishes specific scoring criteria across five technical categories: Asset Management (30 points), Usability (30 points), Privacy and Security (30 points), Metadata Management (30 points), and Reporting and References (30 points), each weighted at 20 percent of the total technical score. Vendors must achieve a minimum of 525 points (70 percent) in the technical evaluation phase and 130 points (65 percent) in the demonstration phase to advance to cost evaluation. Cost points, totaling 175 of the 1,125 possible points (16 percent), are allocated using a formula where the lowest bidder receives maximum cost points and other bidders receive proportional points based on their price relative to the lowest proposed price. Key mandatory requirements include hosting data and code in the United States, demonstrating experience with state governments and archives, providing training and customer support, and submitting responses in specified sections with separate cost proposals.