RFP 2523-883 Scoring Example Summary

This document is a scoring example for the Enterprise Cloud Fax Request for Proposal (RFP 2523-883) issued by the Division of Information Technology (DIT) of the Washington State Department of Social and Health Services (DSHS). The RFP seeks a qualified contractor to provide a cloud fax solution for use by all business units within DSHS. The scoring example presents fictitious bid proposals from three bidders—FaxesRUs, FutureFax, and JustTheFax—structured across four implementation phases with associated costs and scoring calculations. The document demonstrates how bidders are expected to propose one-time costs (OTC), setup fees (SUPF), and recurring item costs (RIC) for various service components including local number porting, web portal setup and monthly user fees, hardware adapters, inbound and outbound fax processing, and departmental setup fees.

The scoring methodology assigns maximum points of 25 for one-time fees, 50 for setup fees, and 200 for recurring costs across all four phases combined, with phase-specific scoring brackets ranging from 0 to 200 points for Phase 1 down to 0 to 50 points for Phase 4. Scores are calculated by comparing each bidder's proposed costs against the mean cost for each category, with deviations expressed as percentages. The fictitious example shows FaxesRUs with a total cost proposal score of 266.01 points, FutureFax with 208.76 points, and JustTheFax with 382.19 points. The three bidders present substantially different cost structures across the phases, with JustTheFax proposing the lowest initial and Phase 1 recurring costs, while demonstrating the pricing and scoring framework that will be applied to evaluate actual contractor proposals.