Section_9_-_Evaluation.pdf

Department of General Services Printers, Multi-Functional Devices Procurement Division Event ID #: 0000000258

SECTION 9

Evaluation

9 - 1 March 7, 2016

EVALUATION

9 - 2 March 7, 2016

9. Evaluation

9.1 Receipt

Each bid will be date and time marked as it is received and verified that all responses are submitted under an appropriate cover, sealed and properly identified. Bids will remain sealed until the designated time for opening.

9.2 Evaluation of Final Bids

9.2.1 Bid Opening and Validation Check

All bids received by the time and date specified in Section 1.5, will be logged as having been received at that time. (Volume II - Cost Data shall remain sealed until the evaluation of administrative and technical requirements is completed. All participating Bidders and interested parties shall be notified as to the date and time when a public opening of bid costs will be conducted.) The bids will be checked for the presence of proper identification and the required information in conformance with the bid submittal requirements of this IFB. Absence of required information may deem the bid non-responsive and may be cause for rejection. Unsealed bids will be rejected.

Final bids will not have their sealed cost envelopes opened until the State has evaluated the technical and administrative submission. Cost envelopes will only be opened for responsive bids from responsible Bidders.

9.2.2 Validation Against Requirements

The State’s bid evaluation team (Team) will check each bid in detail to determine its compliance to the IFB requirements. If a bid fails to meet an IFB requirement, the State will determine if the deviation is material as defined in Section 2. A material deviation will be cause for rejection of the bid. An immaterial deviation will be examined to determine if the deviation will be accepted. If accepted, the bid will be processed as if no deviation had occurred.

9.2.3 Cost Analysis

The required cost forms and schedules will be checked for mathematical accuracy. Errors and inconsistencies will be dealt with according to procedures contained in Section 2.3.6.3. Adjustments will be made for the purpose of evaluation in accordance with procedures described in Section 7. Only those cost adjustments will be made for which a procedure is described in this IFB.

9.2.4 Customer Reference Verification

All customers on the required Customer References (and any other customers the Team may select) may be contacted, per Section 9.2.8.1. Any interviews conducted will encompass at least four (4) areas including order timeliness, contract management, quality, and customer satisfaction.

9.2.5 Selection

Final selection will be on the basis of lowest cost per Printer or Multi-Functional Device (MFD) among the bids that are responsive to the IFB requirements. Responsiveness is comprised of meeting the technical and administrative requirements, conforming to Section 2. Additional awards for printers or MFDs may be made per Section 9.3. The State reserves the right at any time to reject any or all bids.

9.2.6 Clarification

During the evaluation of the Bidder’s bid, the Team may request that the Bidder clarify any area of the bid that the Team determined to be unclear. However, this request for clarification will not be an opportunity for the Bidder to change their bid.

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9.2.7 Evaluation of Administrative Requirements

The Team will evaluate each bid to determine if it is responsible and responsive to all mandatory requirements of Section 5. Failure to satisfy all of the mandatory requirements of Section 5 will result in a Bidder’s bid being considered non-responsive. Only those bids that are deemed responsive to the Administrative Requirements will be evaluated further.

9.2.8 Technical Requirements

The Team will evaluate each bid to determine if it is responsive to all mandatory and non-mandatory requirements of Section 6 of each printer or MFD bid. Failure to satisfy all of the mandatory requirements of Section 6 will result in a Bidder’s bid being considered non-responsive. Only those bids that are deemed responsive to the mandatory Technical Requirements will be evaluated further.

Failure to satisfy a non-mandatory requirement will not cause a bid to be considered non-responsive.

9.2.8.1 Customer Reference Evaluation

Each Customer Reference Form has nine (9) questions that address key areas required to meet the State’s needs and each question will be rated by the customer by providing a rating of 1 to 5. Bidder must achieve a 3 or better on each question to qualify as a reference. All questions must be complete.

N/A will not be acceptable.

Failure to submit three (3) completed customer references on Exhibit 11.5 meeting the requirements above, will result in the bid being considered non-responsive. It is not necessary to submit more than three references. If submitting more than three references, only the first three shown in the bid will be used for evaluation.

Note: Customer references from IFB DGS 1405-024 only may be used as long as the reference was compliant. If you have questions of compliance, please contact the PO listed.

9.2.9 Preference Calculation

The following preferences and incentives may be applied to Bidders’ evaluated costs. The combined total of all applicable preferences & incentives cannot except $100,000.00.

9.2.9.1 Small Business Preference Calculation

If the Small Business (SB) preference is to be applied to a California-certified Small Business’ Total Cost, the following formula will be utilized:

SB Preference = (Lowest Non-Small Business Total Cost) x (5%)

Note: The Small Business Preference cannot exceed $50,000.00.

Example: The lowest bidder is a non-small business. Their Total Cost is $1000.00. The SB Preference formula would calculate as $1000.00 x 0.05 = $50.00. The $50.00 would be subtracted from the Total Cost for all Bidders who qualify for this preference.

9 - 4 March 7, 2016

9.2.9.2 DVBE Incentive Calculation

If a DVBE incentive is to be applied to a qualified Bidder’s total cost, the incentive amount applied to each bid will be as shown in the below table. The following table supersedes that in Exhibit 11.8, DVBE Program Requirements.

Confirmed DVBE Participation DVBE Incentive

5.00% and above 5% 4.00% to 4.99% 4%

• Only this table is valid. Do not use the table in Exhibit 11.8.

Note: The DVBE Incentive shall not exceed $100,000.00

Example: The lowest cost non-small business’ total cost is $1000.00. Bidder A commits to 4% DVBE participation. The DVBE Preference formula would calculate as $1000.00 x 0.04 = $40.00. The $40.00 would be subtracted from the total cost for Bidder A.

9.2.9.3 TACPA Preference Calculations

The TACPA preference will be applied to a qualified Bidder’s Total Cost in accordance with Government Code Section 4530 et seq.

9.3 Award

The contracts will be awarded by GROUP (4 groups total) to the responsive and responsible Bidder with the lowest cost, including all applicable preferences and incentives within each Group. The State reserves the right to make additional award(s) to responsive and responsible Bidder(s) if the following occur.

• Any responsive and responsible bidder, including all applicable preferences and incentives, is within nine percent (9%) of the lowest evaluated cost.

AND

• Any additional Bidder(s) representing a different manufacturer/family than the lowest cost Bidder (meaning only the lowest of each Manufacturer’s Group can receive an award).

Multiple bidders with the same Manufacturer’s Group (OEM) cannot receive awards within a group.

Only the lowest of each Manufacturer’s Group (OEM) meeting the above criteria will be eligible for an award.

If award of a Group is made to more than one Bidder, ordering departments will have the authority to select which Contractor they order from.

NOTE: Manufacturer’s Group is determined by the three common OEM’s within a group (see Section 4.2.2.1). This excludes Group 4 which must contain the same OEM.

9.4 Negotiations

The State may elect to enter into negotiations pursuant to Public Contract Code §6611, if conditions exist.