Proposal Scoring Criteria-.pdf

Scoring Criteria for Strategy Execution & Performance Management Platform Proposals

CCHD will evaluate responsive proposals using a best-value approach. Proposals will be evaluated based on the criteria below, with a maximum score of 100 points. There are six evaluation factors in descending order of importance: functional capabilities and alignment with our organizational needs, implementation, security, training/customer support, vendor experience, and cost.

Evaluation Category Points

1. Functional Capabilities & Alignment with CCHD Needs 35

2. Implementation, Usability & Project Approach 15

3. Security, Privacy & Technical Capabilities 15

4. Training, Customer Support & Ongoing Services 15

5. Vendor Experience & Qualifications 10

6. Cost & Overall Value 10

Total 100

1. Functional Capabilities & Alignment with CCHD Needs — 35 Points

Evaluate the extent to which the proposed solution meets CCHD's functional requirements and supports department-wide strategy execution, performance management, and PHAB accreditation.

Strategic & Operational Planning — 8 points

● Supports configurable plan hierarchies and organizational structures.

● Supports multiple plans within a centralized system, including the Strategic Plan, CHIP, CHNA, QI Plan, Performance Management Plan, and other initiatives.

● Allows assignment of ownership by division, program, or responsible individual.

● Maintains historical changes and updates to plans.

PHAB Accreditation Alignment — 7 points

● Supports organization and tagging of content according to PHAB domains, standards, and measures.

● Allows plans, measures, evidence, and supporting documentation to be mapped to PHAB requirements.

● Provides accreditation readiness and completion tracking.

● Supports ongoing reaccreditation and annual reporting.

Performance Measurement & Data Management — 7 points

● Supports measures, indicators, targets, time periods, and status.

● Supports manual data entry and spreadsheet/data imports.

● Supports calculated, aggregated, and roll-up measures.

● Tracks performance trends and identifies measures that are off target.

● Supports tracking at the division and organizational levels.

Workflows, Tasks, Accountability & Document Management — 7 points

● Supports task assignment, due dates, status tracking, and action items.

● Provides automated reminders and notifications.

● Supports recurring document/policy review schedules.

● Provides approval and review workflows.

● Allows documents and evidence to be associated with plans, measures, and PHAB standards.

● Provides effective retrieval capabilities.

● Supports document versioning and/or links to documents maintained in Google Drive.

● Maintains appropriate relationships between evidence and applicable requirements.

Reporting, Dashboards & Visualization — 6 points

● Provides configurable dashboards and visualizations.

● Supports leadership-ready reports and presentations.

● Supports automated/scheduled reporting and export to common formats.

● Clearly demonstrates the ability to provide leadership with a high-level view of organizational performance and progress.

● Desired: Public-facing dashboard/report-sharing capabilities and AI-assisted reporting or insights.

2. Implementation, Usability & Project Approach — 15 Points

Evaluate the feasibility, clarity, and quality of the vendor's implementation approach.

Implementation Plan & Timeline — 6 points

● Provides a clear implementation methodology, milestones, responsibilities, and estimated timeline.

● Demonstrates a realistic approach to configuration, testing, launch, and transition.

● Identifies CCHD responsibilities and vendor responsibilities.

● Addresses potential risks and mitigation strategies.

Ease of Use & User Experience — 5 points

● Demonstrates an intuitive, user-friendly interface.

● Minimizes unnecessary administrative burden and reliance on manual processes.

● Supports efficient navigation, data entry, reporting, and monitoring.

● Is appropriate for users with varying levels of technical expertise.

Data Migration/ Integration & System Scalability/ Flexibility — 4 points

● Provides a clear approach for migrating existing spreadsheets and other relevant data.

● Demonstrates ability to address data cleansing, transformation, and validation as needed.

● Addresses integration with Google Workspace/Google Drive and other applicable systems.

● Allows additional users, plans, measures, or functionality to be added without significant disruption, and supports CCHD's anticipated future growth.

3. Vendor Experience & Qualifications — 10 Points

Evaluate the vendor's demonstrated ability to successfully provide and support a solution of this type.

● Demonstrated experience implementing strategy execution, performance management, or accreditation management software.

● Experience with public health agencies, government organizations, healthcare organizations, or similar entities.

● Qualifications and experience of the proposed implementation team.

● Demonstrated ability to provide implementation, training, and ongoing support.

● Quality and relevance of at least three comparable client references.

4. Training, Customer Support & Ongoing Services — 15 Points

Training — 6 points

● Provides an effective initial training approach.

● Provides training appropriate to different user roles.

● Provides documentation, user guides, or other training resources.

● Provides ongoing or refresher training as appropriate.

Ongoing Administration & Product Support — 5 points

● Clearly describes ongoing system maintenance, updates, upgrades, and support.

● Demonstrates a sustainable approach to keeping the platform functional and current.

Customer Support — 4 points

● Clearly defines the customer support model and hours of availability.

● Provides a named customer success/account contact.

● Describes response and resolution expectations.

● Demonstrates a proactive approach to customer support and system adoption.

5. Security, Privacy & Technical Capabilities — 15 Points

Evaluate the proposed solution's ability to protect CCHD data and meet applicable security and privacy requirements.

Security & Compliance — 6 points

● Provides a recognized security attestation, such as SOC 2 Type II or an accepted equivalent.

● Clearly describes applicable security and privacy compliance measures.

● Addresses data protection, access controls, and security governance.

● Clearly identifies any security responsibilities retained by the vendor, hosting provider, or subcontractors.

Access & Data Protection — 4 points

● Supports single sign-on.

● Provides encryption in transit and at rest.

● Provides role-based access controls.

● Provides appropriate audit logging and monitoring.

Hosting, Resilience & Data Ownership — 3 points

● Clearly describes the hosting environment and technical architecture.

● Provides regular backups and appropriate disaster recovery/resilience measures.

● Confirms that CCHD retains ownership of its data.

● Provides a clear process for data retrieval/export upon request and at contract termination.

AI Data Handling — 2 points

If AI functionality is proposed, evaluate:

● How CCHD data is handled by AI-enabled features.

● Whether CCHD data is used to train or improve external models.

● Privacy, security, and data-use safeguards.

● Administrative controls over AI functionality.

6. Cost & Overall Value — 10 Points

Evaluate the total cost and value of the proposed solution over the anticipated contract period.

Cost — 5 points

Consider:

● Implementation and configuration costs.

● Licensing/subscription fees.

● Training costs.

● Data migration costs.

● Integration costs.

● Ongoing technical and administrative support.

● Costs for additional users or modules.

● Any other required or anticipated fees.

Overall Value — 5 points

Evaluate the relationship between proposed cost and the overall functionality, quality, scalability, support, security, and expected benefits of the solution.

CCHD may consider the total cost of ownership, rather than evaluating the lowest initial price alone.

Scoring Method

Evaluators may assign points within each category based on the following general scale:

Rating Total Score Description

Excellent 90-100 The proposal substantially exceeds the requirement and demonstrates a strong, well-supported approach with minimal risk.

Good 80-89 The proposal fully meets the requirement and demonstrates a solid approach with limited risk.

Acceptable 70-79 The proposal generally meets the requirement but contains some limitations, gaps, or areas requiring clarification.

Weak 60-69 The proposal partially meets the requirement and presents notable limitations or risks.

Poor/No Response

0-59 The proposal does not adequately address the requirement, provides insufficient information, or does not meet the requirement.

Mandatory/Pass-Fail Requirements

Prior to applying the weighted scoring criteria, CCHD may determine whether a proposal meets the following minimum requirements. Failure to meet a mandatory requirement may result in the proposal being deemed not qualified. .

● Proposal submitted by the stated deadline and in accordance with submission requirements.

● Vendor demonstrates the minimum qualifications identified in Section 5.

● Proposed solution addresses required security and privacy requirements.

● Vendor confirms CCHD ownership and ability to retrieve/export its data.

● Vendor provides required pricing information.

● Vendor demonstrates the ability to provide implementation, training, and ongoing support.

Optional Demonstration/Presentation Scoring

If CCHD elects to conduct vendor demonstrations or presentations, the demonstration should be used primarily to validate capabilities described in the written proposal, rather than introduce entirely new evaluation criteria.

CCHD may ask shortlisted vendors to demonstrate representative workflows such as:

1. Creating and managing a strategic plan and related objectives/measures.

2. Showing alignment between multiple plans and initiatives.

3. Mapping an objective, measure, and supporting evidence to a PHAB standard.

4. Entering or importing performance data and viewing trends.

5. Assigning a task and demonstrating reminders/notifications.

6. Uploading or linking supporting documentation.

7. Generating a leadership dashboard or report.

8. Demonstrating user roles and access permissions.

9. Demonstrating Google Drive integration.

10.Demonstrating AI-assisted reporting or insights, if proposed.

3. Vendor Experience & Qualifications — 10 Points

Optional Demonstration/Presentation Scoring