ESBD_366000_1719936253417_5 RFO 608-24-20855A Attachment D - Evaluation Criteria.pdf

Page 1 of 4 RFO No. 608-24-20855A Inventory Management System

Attachment D

Evaluation Criteria

The following sections will serve as an outline for Respondents’ responses. At a minimum, Respondents must address all following sections in their Responses to be considered for evaluation. Respondents must clearly denote which section and subsection their responses pertain to, for example, “Section 1(a) Response:”, etc.

Total Points Available: 75

1) Proof of Ability to Meet State Needs (45)

Respondent shall provide documentation that demonstrates Respondent has the capability and experience to meet the requirements of this Solicitation, including but not limited to:

a) Historical Background of Respondent's Related Projects: (15)

i. Provide documentation detailing the number of contracts and duration of the contracts that Respondent executed with public entities for similar motor vehicle inventory services within the last five years.

ii. Supply detail of similar implementations and case studies which detail the capability and experience in handling similar software implementation projects, focusing on integration with existing systems.

iii. State whether any of Respondent’s clients have terminated a contract with Respondent for default within the last five years and whether any of Respondent’s clients have assessed liquidated damages against Respondent within the last five years.

iv. Also provide the following information:

a. Name of client;

b. Contact title, name, business address, phone number, and email address; and

c. A brief description of the project (includes statement of work (“SOW”) performed and indicates whether Respondent was the prime contractor or a subcontractor.

b) Demonstration of Respondent’s understanding of the project for motor vehicle inventory services (30)

i. Provide the quality of the product or service, its technical specifications, scalability, customization options, and integration capabilities, including analytics and reporting.

ii. Evidence that the system's ability to handle the expected volume of transactions and users efficiently, i.e. the ability to support 5 million vehicles

Page 2 of 4 RFO No. 608-24-20855A a year and capability to support 25,000 Dealerships. As well as to ensure it can scale to meet future growth without performance degradation.

iii. Consider customer service, account management, training, regulatory compliance, and the vendor's track record with government projects, as well as the provided pricing.

iv. Demonstrate the dashboards' efficiency in presenting key data and metrics, emphasizing user-friendliness and adherence to industry-standard Web Content Accessibility Guidelines for users with varying technical skills.

v. Offer a comprehensive project plan detailing how the deliverables in section A. 7.6 Delivery Schedule of the RFO will be met, guaranteeing key deliverables by February 1, 2025. Include specifics on contract durations, project scales relevant to motor vehicle services, and adherence to deadlines.

vi. An estimated timeline to implement the system.

vii. Resources required by TxDMV and/or Respondent to support and maintain the system long-term.

viii. Documentation detailing the proposed system’s successful utilization by other states’ motor vehicle regulatory agencies or similar government entities.

ix. Documentation demonstrating the Respondent’s commitment to long-term support and maintenance of the system

2) Qualifications of Staff and Key Personnel (10)

a) The Respondent must provide documentation demonstrating staff capability specific to this Solicitation including but not limited to:

i. Key personnel resume illustrating qualifications to perform the services described in the solicitation. Resumes should include experience levels as well as any certification documentation in relevant areas. Highlight direct experience relevant to the scope of TxDMV's project.

ii. Explain the structure of the project team, including any key partnerships and subcontractors, delineating responsibilities, and levels of engagement for the project.

b) Respondent shall provide documentation that states the qualifications and capabilities of each of their key personnel. Information may include but is not limited to:

i. Each individual’s name and title.

ii. Education.

iii. Training.

iv. Specific work to be performed and services to be provided, if awarded.

v. Qualifications and relevant experience that makes the proposed individual suitable for their designated role on this Contract, if awarded.

vi. Whether the person is an employee or a subcontractor of the Respondent.

vii. Any additional information that indicates the individual’s ability to successfully perform the services required under this Solicitation.

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3) Respondent Remediation Procedures (10)

Respondent’s Proposal shall describe an escalation protocol for TxDMV’s consideration to collaboratively resolve issues encountered during the term of any Contract resulting from this Solicitation. The escalation protocol must explain how issues or complaints are prioritized and resolved and the average amount of time for resolution.

Respondent shall describe its procedures for remedying scenarios that may arise throughout the life of the Contract including, but not limited to:

a) Service Level Agreement

b) System Outage

c) Change Request

d) Quality Control

e) Software Vulnerabilities

f) Data Breach/PII

4) Continuity of Operations and Disaster Recovery Plan (10)

Respondent shall describe its disaster recovery plan for a variety of scenarios, including but not limited not:

a) Strategies to recover from natural disasters (e.g., hurricanes, floods, tornadoes) that may destroy or incapacitate warehousing facilities. This includes immediate temporary relocation plans, long-term recovery strategies, and preventive measures to protect critical inventory and infrastructure.

b) Plans to address significant operational disruptions caused by mechanical failures of essential equipment or significant workforce shortages. Solutions should encompass maintenance schedules to prevent breakdowns, backup equipment availability, and workforce contingency planning.

c) Disaster recovery plan, including strategies for maintaining operations in case of facility, equipment, or workforce disruptions. Detailed backup and recovery mechanisms to ensure uninterrupted service.

d) Documented commitment to a continuous improvement process, including post-incident reviews, lessons learned documentation, and iterative updates to the disaster recovery/continuity of operations plan based on feedback, analysis and emerging best practices in disaster recovery and resiliency planning.

e) Documentation of regular testing exercises, tabletop scenarios and training initiatives to validate the effectiveness of the disaster recovery/continuity plan and identify areas for improvement.

f) Documented planned regular, secure backups of all critical data and plan for rapid data restoration capabilities to minimize downtime.

g) A comprehensive communication plan to ensure stakeholders are well informed through appropriate channels during a disruption. Prove consistent updates on recovery efforts and expected service restoration timelines.

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