Attachment_E_-_Evaluation,_Scoring_and_Demonstration.docx

ATTACHMENT E: EVALUATION, SCORING AND DEMONSTRATION

1.1 Proposal Evaluation

A. The County will evaluate proposals using the criteria set forth in this RFP. If deemed necessary, written and/or oral discussions, site visits or any other type of clarification of proposal information may be conducted with those Proposers whose proposals have the potential to be among the highest scored. Identified deficiencies, technical requirements, terms and conditions of the RFP, costs or prices, and clarifications may be included among the items for discussion. The discussions are intended to give Proposers a reasonable opportunity to resolve deficiencies, uncertainties and clarifications as requested by the County and to make the cost, pricing or technical revisions required by the resulting changes. In addition, the County may request additional business and administrative information.

B. The County may find that a Proposer appears fully qualified to perform the Contract or it may require additional information or actions from a Proposer. In the event the County determines that the proposal is not within the Competitive Range the County shall eliminate the proposal from further consideration.

C. The evaluation of proposals and additional information may result in successive reductions of the number of proposals that remain in the Competitive Range. If applicable to the procurement, the firms remaining in the Competitive Range may be invited to continue in the proposal evaluation process, and negotiations.

D. Upon completion of discussions, the County may issue to all higher scored Proposers a request for Best and Final Offers. The request shall include notice that discussions are concluded, an invitation to submit a revised proposal with a Best and Final Offer, and a new submittal date and time.

E. The County may enter negotiations with one or more Proposers to finalize Contract terms and conditions. Negotiation of a Contract shall be in conformance with applicable federal, state and local laws, regulations and procedures. The objective of the negotiations shall be to reach agreement on all provisions of the proposed Contract. In the event negotiations are not successful, the County may reject proposals.

F. The County reserves the right to make a Contract award without written and/or oral discussions with the Proposers and without an opportunity to submit Best and Final Offers when deemed to be in the County’s best interests. Contract award, if any, shall be made by the County to the responsible Proposer whose proposal best meets the requirements of the RFP, and is most advantageous to the County, taking into consideration price and the other established evaluation factors. The County is not required to award a Contract to the Proposer offering the lowest price. The County shall have no obligations until a Contract is signed between the Proposer and the County. The County reserves the right to award one or more contracts as it determines to be in its best interest.

1.2 Responsive and Responsible

Responsive The County will consider all the material submitted by the Proposer, and other evidence it may obtain otherwise, to determine whether the Proposer is in compliance with the terms and conditions set forth in this RFP.

Responsible In determining the responsibility of the Proposer, The County may consider:

· The ability, capacity and skill to perform the Contract and provide the service required;

· The character, integrity, reputation, judgment and efficiency;

· Financial resources to perform the Contract properly and within the times proposed. The quality and timeliness of performance on previous contracts with the County and other agencies, including, but not limited to, the effort necessarily expended by the County and other agencies in securing satisfactory performance and resolving claims;

· Compliance with federal, state and local laws and ordinances relating to public contracts;

· Other information having a bearing on the decision to award the Contract Failure of a Proposer to be deemed responsible or responsive may result in the rejection of a proposal.

1.3 Financial Resources and Auditing

Using Attachment B, Part 3, the Proposer (if requested by The County) shall submit proof of adequate financial resources that would be available to the Proposer for the execution and completion of the work as required. Required financial information may include, but not be limited to, the following:

A. Audited financial statements (balance sheets, statements of income and stockholders’ equity, and statements of cash flows) for each of the most recently completed three fiscal years, including notes to financial statements, independent auditors’ reports, annual reports to stockholders, and SEC Form 10K reports (for publicly held corporations).

B. Certification by the chief financial officer or the Proposer’s independent auditor stating that the Proposer has adequate financial resources for the prosecution and completion of the work called for hereunder.

C. The names, addresses, e-mail addresses, telephone and fax numbers of at least one contact person from the Proposer’s principal financial or banking organization and the Proposer’s independent auditor. The contact persons shall be duly authorized by the Proposer to provide information and discuss the adequacy of the Proposer’s financial resources. Upon the County’s request, the Proposer shall provide written authorization permitting the County or its designee access to information documenting the adequacy of the Proposer’s financial resources.

D. A current copy of the Proposer’s Dun and Bradstreet report(s), if requested by the County. The County reserves the right to audit the Contractor throughout the term of this contract to assure the Contractor’s financial fitness to perform and comply with all terms and conditions contained within this contract. The County will be the sole judge in determining the Proposer’s financial fitness in carrying out the terms of this Contract.

1.4 Evaluation Criteria and Proposal Scoring

Each proposal has a total possible score of 2,300 points with the points assigned as follows:

PHASE 1: PROPOSAL EVALUATION

Ten-year total cost of ownership informed by:

· One-time implementation costs

· Ongoing support and maintenance costs (note: proposers may also be requested to submit revised pricing)

Management Questions Attachment B: Management Questions

· Proposer Qualifications

· Professional Services (one-time and ongoing)

· Implementation Approach and Methodology

· Solution Information

Technical Questions Attachment C: Technical Questions

· Infrastructure Requirements

· Software Requirements

· Maintenance, Support and Upgrades

Solution Requirements Attachment D: Solutions Requirements

· Election Definition

· Ballot Build

· Scanning

· Adjudication

· Tabulation

· Reporting

· Accessible Voting

· Security

· Audit

Terms and Conditions Compliance with Contract Terms and Conditions

PHASE 2: DEMONSTRATIONS AND INTERVIEWS

Demonstration and Interview

1.5 Onsite Demonstration Requirements

A. The County will require a solution demonstration and presentation of all Proposers that are in the Competitive Range as determined by The County. Proposer demonstration teams should include at a minimum the proposed project manager and the technical leads for both software and integration.

B. It is required that the Proposer team be on site at the specified facility in or near Tacoma, Washington for the demonstration and presentation(s), and the demonstrated solution must be a live install of the version of the software proposed. A detailed agenda and demonstration script will be provided to finalists in advance of demonstration dates.

C. The demonstration will be tailored to prove that the proposed solution will successfully address the stated requirements, while also providing flexibility for future applications.

D. During the demonstration, The County will evaluate the following:

a. Proposer presentation: Quality of overall presentation. Level of understanding of The County’s needs and scope of project. Ability to demonstrate experience and success with similar projects involving the proposed solution. Soundness of Proposer’s project management and implementation approach

b. Solution demonstration: Ability to meet stated requirements. Highlights features, relevance to business process and ease of use. Responses to questions from audience.

c. Proposer Capability as an Integrator: The County may provide technical assignments to prospective Proposers along with the aforementioned demonstration scripts. Proposers would then be asked to respond to these assignments during the course of the demonstration.

d. Team Interview(s): Proposal Evaluators will directly interview the Proposer’s project team as part of the demonstration phase. Proposer’s must assemble a single project team for the proposal and demonstration/interview, and apply this same team if awarded the Contract. The County’s Proposal Evaluators will score proposals based on the proposed project team. Proposers will not be allowed to alter the proposed team during proposal reviews, contract negotiations or contract term without the County’s consent