S000000263 Bidders Conference PPT.pdf

S000000263

RFP FOR K-3 LITERACY SCREENER SYSTEM

BIDDERS CONFERENCE

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES OFFICE OF STATE PROCUREMENT

TSS OSP CONTACT INFORMATION

Julie Robnolt

Statewide Procurement Specialist

Email: julie.robnolt@arkansas.gov

Office: 501-371-6070 arbuy.arkansas.gov

RFP GOALS AND OBJECTIVES

Partnering with a Contractor to launch a single, universal K-3 Literacy Screener System that can be used in every public K-3 classroom across the State

Providing integrated and aligned diagnostic assessments for students

Providing a reporting system that identifies areas of risk for reading deficit after each administration

Providing a single report to inform each student’s independent reading plan based on screener data for use by educators and families

Streamlining data collection and reporting to drive student supports

Providing initial and ongoing training for administrators and educators on administering and interpreting screener results

RFP SOLICITATION SCHEDULE

Activity Date

RFQ Release to Prospective Contractors September 14, 2023

Bidders Conference September 19, 2023, 10:00 am CST

Deadline for Questions September 24, 2023 midnight

Answers to Questions September 26, 2023

Proposal Due Date October 3, 2023 @ 10:00 am CST

Initial Proposal Evaluation* October 6, 2023

Interviews* October 12-13, 2023

Final Proposal Evaluation* October 13, 2023

Discussions Kick Off Meeting* October 16, 2023

Finalize Discussions* October 23, 2023

Post Anticipation to Award* October 27, 2023

Award Contract* December 1, 2023

MOST ADVANTAGEOUS PROPOSAL OVERVIEW

The State seeks the most advantageous proposal (the “MAP”) to reach its objectives. The State is relying on the expertise of the Prospective Contractors to put together the MAP, which needs to:

Clearly outline the best way to achieve the State’s objectives, considering the evaluation factors identified in the RFQ

Use demonstrable and observable metrics to make its business case

Identify known and anticipated risks, along with how to manage, mitigate, or avoid those risks

The proposal should be easy for a non-technical person to read and understand.

The State expects to discuss the finer details and technical points of the project or service delivery with the Prospective Contractor who provides the MAP.

PHASES OF THE RFP PROCESS

Preparation

• Develop and release RFP

• Bidders conference

Selection

• Initial evaluation

• Interviews

• Final evaluation

Discussions

• Kick off meeting

• Final meeting

Execution

• Award

• Implementation

• Progress reporting

PHASE II OF THE RFP PROCESS - SELECTION

The TSS OSP will conduct the following task:

Review proposal response packets for submission requirements

Evaluators will conduct the following tasks:

Review and score proposal response packets and interview Prospective Contractors who meet RFP submission requirements

Recommend Prospective Contractor submitting the MAP to move into the discussion phase with the

State

PHASE II OF THE RFP PROCESS – SELECTION

Prospective Contractors provide the following information in their proposal response packets:

Experience

Solution

Risk

Each evaluation criteria submittal must be no more than 2 pages (6 pages total).

Technical Response Packets should focus on the merits of the proposed approach and not the identity or reputation of the Prospective Contractor.

The Prospective Contractor must not be identified in the proposal.

Proposals should be simple, non-technical, project specific, and supported by metrics.

Metrics should objectively demonstrate the soundness of the approach (high likelihood of success and little to no risk of failure).

Metrics should show the capability of the Prospective Contractor and minimize the room for uncertainty and subjectivity in the evaluation process.

Examples of demonstrable and verifiable experience metrics:

Claim of Expertise We provide an experienced implementation team to deliver the services requested in the RFP.

Documented performance

• Implemented successfully in 5 states

• Average implementation time of 6 months

• Average customer satisfaction rating 9.8 out of 10

Claim of Expertise Our proposed project manager is very experienced and capable.

Documented performance

• Implemented 6 projects in the last 5 years

• Average cost per project is $4 million

• Average project duration is 5 months

• Average cost deviation is 0.1%

• Average time deviation is 1.0%

Solution

High-level overview of the Prospective Contractor’s proposed solution

Should be non-technical and should include the Prospective Contractor’s best solution for meeting the requirements of the RFP

Additional service options and recommendations above and beyond the required scope of services should be included in the Recommended Options Form

Examples of demonstrable and verifiable risk mitigation metrics:

Risk Description State personnel do not attend training sessions regarding the use of the solution

Solution

Contractor will assign full-time personnel to continually reach out to State personnel regarding training sessions. Contractor will also have a 24/7 toll free number to assist personnel.

Documented performance

Contractor has implemented this strategy on the last 4 projects, and client complaints and issues have decreased by 30%. Client satisfaction on this mitigation strategy is 10/10

Interviews

Prospective Contractors meeting the RFP submission requirements will be invited to attend an interview.

The primary project manager or key person for the project will generally be the only individual attending the interview.

If the prospective contractor thinks additional personnel are needed during the interview, the Prospective

Contractor can submit the reason and request approval from the State to bring additional personnel.

Each Prospective Contractor will be provided a list of questions that will be asked during the interview.

Follow up questions may be asked during the interview.

Evaluators will follow the rating system below:

Score Description

10 The response provides metrics clearly establishing that the Prospective Contractor is reliable and capable of fully performing the required services.

5 The response provides some information suggesting that the Prospective Contractor’s level of performance may be acceptable, but it does not clearly establish that the Prospective Contractor is reliable and capable of fully performing the required services.

0 The response provides performance metrics clearly establishing that the Prospective Contractor is unreliable and incapable of fully performing the required services.

Scoring criteria and corresponding weighted percentages

Criteria Weighted Percentage

Experience 20%

Solution 35%

Risk 5%

Interview 40%

Consensus

Raw scores will be added together to determine the Total Score for each proposal to determine the top ranked proposal.

Proposals that do not receive a minimum Total Score of 430 will not be subject to further consideration in the solicitation process.

Evaluators will determine if the top ranked proposal is the MAP for the State and submit their recommendation to TSS OSP.

PHASE III OF THE RFP PROCESS – DISCUSSIONS

TSS OSP will begin the discussions phase with the responsive and responsible Prospective

Contractor submitting the MAP recommended by the Evaluators.

Prospective Contractor will be invited to participate in the discussion phase.

No work should be done during this phase, but all planning should be completed.

Discussions check points

Kickoff meeting

Refinement

Finalization

Kickoff meeting

Prospective Contractor prepares the following documents:

Detailed scope of work, including milestone schedule and performance standards

Risk management plan

Financial summary including a proposed payment schedule and recommended options

Proposed project management and reporting templates

Prospective Contractor presents the documents during to all applicable State personnel

Refinement

Prospective Contractor adjusts proposed scope, schedule, and plan (where needed) based on State feedback

Prospective Contractor collaborates with the State to finalize documents

Finalization

Prospective Contractor prepares final documents for State review during final meeting with stakeholders

S000000263

RFP FOR K-3 LITERACY SCREENER

SYSTEM

BIDDERS CONFERENCE

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES OFFICE OF

STATE PROCUREMENT