Draft_EFiMS_Evaluation_Factors.pdf

EFiMS Evaluation Factors

Basis for Award:

The Government anticipates making approximately 2 awards to responsible Offerors submitting proposals that are determined most advantageous to the Government, price discounts and non-price factors considered. The Government reserves the right to make no awards, or to award to more than 2 offerors, if it is determined to be in its best interest. As DHS seeks a diverse range of software offerings, best value will also be based on the combination of multiple awards which provide an overall pool of softwares that creates best value to DHS. DHS reserves the right to increase or decrease the number of IDIQ awards to obtain an optimal pool.

The Government will evaluate each offeror, as applicable. The evaluation criteria represent key areas of importance to be considered in the source selection decision. The following “Factors” will be used to support meaningful comparison and discrimination between and among competing proposals:

• Factor A - Functional Capabilities

• Factor B – Demonstration

• Factor C - Prior Experience

• Factor D - Key Personnel

• Factor E - Past Performance

• Factor F - Price

Order of Importance: Non-Price Factors are listed in descending order of importance. The non-price factors, when combined, are significantly more important than price.

Evaluation Approach:

A three phased evaluation process is contemplated for this procurement.

• Phase 1: Functional Capabilities for the advisory down-select process

• Phase 2: Capabilities Demonstration and advisory down-select process

• Phase 3: Written Proposals

A. Phase 1: Functional Capabilities and advisory down-select process

• Five Page White Paper on Capabilities

• Offeror self-certification in the requirements matrix

The Offeror shall submit a five page white paper on the capability to provide integrated financial, procurement, and asset management commercial off the shelf (COTS) application software licenses along with the associated/related COTS software license maintenance, software tools and services.

• Advisory down-select

B. Phase 2: Capabilities Demonstration and advisory down-select process

• Capabilities Demonstration

The Offeror shall conduct a Capabilities Demonstration to evaluate how the Offeror’s solution meets the financial, procurement, and asset management functionality as well as technical requirements of this solicitation. During the demonstrations, Offerors will be evaluated on the ability of the Contractor’s proposed software to meet DHS defined functional and technical requirements. In addition, the demonstrations will provide input for assessing related criteria and validating the self-certification in the requirements matrix.

In addition to evaluating whether or not the requirement was demonstrated, Offerors will be required to demonstrate required functionality through DHS provided scenarios.

Sample scenario for demonstration

Scenarios Overview

• Illustrate the general needs expressed in other parts of the CONOPS, providing a simple justification for why a particular capability, operational, or support characteristic is needed

• Bind together different capabilities, showing how the capabilities are related

• Focus on a realistic situation, deficiencies, and omissions in the defined needs can be detected

• Assist all non-users to understand the operational and support domains, including the roles and needs of the users

• Provide detailed and validated information which can be used for analysis and modeling tasks later in the project

Mission Operations Scenarios

High-level scenarios for each of the Mission Operational Capabilities are provided in the next sections. More detailed scenarios are provided through the use of Treasury Financial Innovation and Transformation (FIT) use cases. A mapping of Treasury FIT use cases to DHS end to end Business Processes, as well a a listing of applicable use cases, are provided in Appendix A.

Scenario Budget Formulation to Execution

A program officer needs to build the base budget for next fiscal year. The budget is built using the current five-year plan and takes into consideration decisions and obligation activities that occurred in previous year. Once the budget is approved and signed into law, DHS receives an apportionment certification. After the apportionment is approved funds are allotted per established guidelines. After funding is available, it is spent in accordance to the plan. Internal controls in the system ensure that obligations and expenditures are entered into the system do not exceed the amount available in the appropriation. Funds are reviewed daily to compare allowances to spending. Reports comparing spending plans to actual spending.

C. Prior Experience

The Government will evaluate Offerors on the following:

o Demonstrated three (3) recent and relevant projects.

o Demonstrated projects similar in size, scope and complexity of the RFP requirements.

o Experience in implementing its software in a federated environment (2 or more federal agency/components).

o Capable of meeting the needs of a large user load (6,500 users or more).

• Advisory Down-select

Phase 3: Written Response

The proposals will be evaluated against the following list of evaluation criteria:

D. Key Personnel

• Indefinite Delivery-Indefinite Quantity Program Manager

The Offeror’s quote will be evaluated on their staffing approach for providing technically proficient, qualified IDIQ Program Manager to serve as the primary interface with the government in satisfying the requirements of the Statement of Work. The Offeror’s proposal will be evaluated on the resume of the proposed Program Manager to include the individual’s overall strengths, education, professional certifications/credentials and the currency, quality and depth of experience working on similar projects (size, scope, magnitude, duration and complexity).

E. Past Performance

The Government will evaluate relevant past performance of each offeror. The Offeror shall identify three (3) ongoing or successfully completed projects performed by the Offeror that demonstrate recent and relevant past performance. Recent is defined as ongoing or completed within the last three (3) years. Relevant is defined as work similar in size, scope and complexity to the work identified in the SOW. Further, offerors shall include a list of all relevant DHS on-going contracts or contracts, if any, completed for the specified period. Past performance reports may also be accessed by the Government through the Past Performance Information Retrieval System (PPIRS) at https://www.ppirs.gov.

The Offeror shall NOT submit more than three past performance references. If the Offeror submits more than three past performance references, DHS will randomly select which three past performance references to evaluate. Offerors submitting fewer than three past performance references will be evaluated on the references received. If no recent or relevant past performance reference is available the Offeror will receive a neutral rating.

F. Price:

• Scenario based (for evaluation purposes only)

• Each price proposal will be evaluated, but will not be assigned a rating. Price accuracy, completeness, and reasonableness will be considered during the best value determination.

The Government will also evaluate the price proposals techniques consistent with FAR 15.404-1, Proposal Analysis Techniques.