Proposal_Evaluation_Rubric.pdf

School Board of Volusia County, Florida Invitation to Negotiate No.: ITN-2024-3019 200 North Clara Ave. Date: August 20, 2024 DeLand, FL 32720 Title: District-wide Multifunction Devices

Exhibit 1

Proposal Evaluation Rubric Criteria Weighted

Value Excellent (5 points) Above Average (4 points) Satisfactory (3 points) Marginal (2 points) No Response (1 point) Technical and Functional Requirements

20 - Meets all specified requirements for print speed, copy quality, scan options, paper capacity, and finishing capabilities.

- Offers reliable models with proven track records in educational settings.

- Provides secure options for user authentication and data protection.

- Includes comprehensive warranties and service agreements.

- Meets most specified requirements.

- Offers models with satisfactory performance for typical school needs.

- Provides basic security features.

- Includes standard warranties and service agreements.

- Meets some specified requirements.

- Offers models with limited functionality or outdated technology.

- Security features may be lacking.

- Warranties and service agreements may be limited.

- Fails to meet most specified requirements.

- Offers models with significant limitations or potential compatibility issues.

- Security features are inadequate.

- Warranties and service agreements are insufficient.

- Does not address hardware specifications or capabilities.

Software and Integration

15 - Offers robust document management software with features like secure printing, user quotas, and cost tracking.

- Seamlessly integrates with existing school network and ITS infrastructure.

- Includes unlimited technical integration support and consultation for district technical personnel.

- Offers basic document management software with limited functionality.

- Provides some level of integration but may require additional configuration.

- Includes limited technical integration support and consultation for district technical personnel.

- Offers minimal or no document management software.

- Integration requires substantial effort and customization.

- Includes very limited technical integration support and consultation for district technical personnel.

- Software and integration options are unsuitable for district/school needs.

- Does not address software options or integration details.

Service and Support

15 - Provides prompt and reliable on-site technical support during regular business hours.

- Offers extended support hours and emergency call options at reasonable rates.

- Provides regular preventative maintenance and equipment checks.

- Has a proven track record of responsiveness and customer satisfaction in education settings.

- Provides standard on-site technical support with some delays possible.

- Extended support options may be limited or expensive.

- Preventative maintenance may be offered for an additional fee.

- Has a mixed reputation for responsiveness and customer service.

- Technical support response times may be slow or unreliable.

- Extended support options are unavailable or prohibitively expensive.

- Preventative maintenance is not offered.

- Customer service record is below average.

- Technical support is inadequate or difficult to access.

- Emergency call options are unavailable or ineffective.

- Preventative maintenance is neglected.

- Customer service is poor or non-existent.

- Does not address service and support plans or capabilities.

Implementation Plan and

10 - Detailed and efficient implementation plan with clear,

- Includes an implementation plan with clear, logical, and

- Included implementation plan is not efficient and

- Included implementation plan is

- Did not include implementation

School Board of Volusia County, Florida Invitation to Negotiate No.: ITN-2024-3019 200 North Clara Ave. Date: August 20, 2024 DeLand, FL 32720 Title: District-wide Multifunction Devices

Training Timeline logical, and phased timelines.

- Comprehensive and high-quality training program for district personnel on equipment and software.

phased timelines.

- Includes high-quality training program for district personnel on equipment and software.

does not have clear, logical, and/or phased timelines.

- Training on equipment and software is inadequate and of poor quality.

incomplete and inadequate.

- Training on equipment and software is not included.

planning or training.

Cost and Financial Terms

30 - Offers competitive pricing for equipment, software, and service contracts.

- Provides clearly defined pricing structures with no hidden fees.

- Offers flexible leasing options, if applicable.

- Demonstrates commitment to cost-saving measures like energy efficiency and toner management.

- Pricing is within industry standards, but not particularly competitive.

- Some pricing details may be unclear or subject to change.

- Leasing options may be limited.

- Cost-saving measures are not emphasized.

- Pricing is high or exceeds budget limitations.

- Pricing structures are complex or difficult to understand.

- Leasing options are highly inflexible.

- Cost-saving measures are absent or ineffective.

- Pricing information is missing or incomplete.

- Leasing terms are unfavorable or unclear.

- Does not provide any pricing or financial information.

Sustainability and Environmental Impact

5 - Offers equipment that meets energy efficiency standards.

- Provides recycling programs for toner cartridges and other materials.

- Demonstrates a commitment to sustainable practices in manufacturing and operations.

- Equipment meets some energy efficiency standards. - Offers basic recycling options.

- Sustainability considerations are present, but not a primary focus.

- Equipment energy efficiency is below average.

- Recycling options are limited or unavailable.

- Sustainability is not a major factor in their proposal.

- Equipment has high energy consumption.

- No recycling options are offered.

- Sustainability is not addressed or considered.

- Does not mention sustainability or environmental impact.