FL ACCESS Mailing / Scanning / Indexing Services ITN # 01F12GC1

Transcription

1 Rick Scott, Governor David Wilkins, Secretary FL ACCESS Mailing / Scanning / Indexing Services ITN # 01F12GC1 July 9, 2012 Mission: Protect the Vulnerable, Promote Strong and Economically Self- Sufficient Families, and Advance Personal and Family Recovery and Resiliency.

2 Agenda Procurement Objectives ITN Process and Schedule Evaluators and Advisors Evaluation Tools Evaluation Guidelines and Tips Next Steps Contact Information Question and Answer 2

3 Statement of Need The Department of Children and Families (Department), Office of Economic Self Sufficiency (ESS) is issuing this solicitation to: Obtain services from a Vendor to implement and manage a centralized mail collection and scanning operation center that allows for centralized mail and return mail processing, document preparation, scanning, imaging, and document indexing for the State of Florida s ACCESS program Florida ACCESS document imaging services currently include decentralized mail collection, return mail processing, client documentation preparation, scanning, imaging, and indexing services (as defined in Appendix I, Attachment I of this ITN) for programs administered by the Department, as well as other State agencies. The objectives of the Department are to: Improve customer service with timely and accurate processing of client documentation Enhance the efficiency and effectiveness of program administration and accountability Reduce overall program administration costs incurred by the Department -3-

4 ITN Process Overview Evaluation Phase Negotiation Phase 4 ITN Process and Schedule

5 Evaluation Phase Each section or sub-section of vendor programmatic replies will be assessed by at least three evaluators, working independently Each Evaluator will work from the Evaluation Manual that has been provided to each of you by the Procurement Manager When the evaluations have been completed, the Evaluators will return their completed Evaluation Manuals to the Procurement Manager for inclusion in the total Programmatic Reply Score for each vendor A public meeting for validation of individual evaluator scores used to calculate the total Programmatic Reply Score for each vendor will be held on July 24, 2012 at 10 am unless otherwise noted A ranking and recommended Short List of vendors will be generated based on the combined total Programmatic and Cost Reply Scores for each vendor The Secretary or his designee will determine and approve the final Short List of vendors The approved Short List will be posted on the Vendor Bid System and DCF Procurement Website Short List vendors will then move forward to the Negotiation Phase Non-Short List vendors will not be eliminated 5 ITN Process and Schedule

6 Procurement Schedule Activity Date Time ITN Technical Reply Due 7/6/2012 3:00 pm * Public Reply Opening 7/6/ pm 5 pm * Meeting for Validation of Evaluator Scoring 7/24/ am 12 pm Notice of Shortlist Posting 7/26/ pm Negotiation Meetings/Oral Demonstrations Begin 7/27/12 - Tbd 9/13/12 * Meeting of Negotiation Team to Discuss Moving Forward Tbd Tbd * Meeting of Negotiation Team to Develop 9/13/12 10 am 12 pm Recommendation for Award: Anticipated posting of Intended Contract Award: 9/17/12 3 pm Anticipated Effective Date of Award: 10/8/12 n/a * - Public Meeting 6 ITN Process and Schedule

7 Roles and Responsibilities: Evaluator Represent the Department and other stakeholders in the reply evaluation you are evaluating on their behalf Adhere to the evaluation schedule allow sufficient time to review all replies thoroughly Do not communicate with other evaluators during the Evaluation Phase Do not discuss the replies or evaluation process with anyone other than the Procurement Manager/Procurement Advisors Do not communicate with vendors all vendors must communicate with the Procurement Manager only Read the ITN and each reply in their entirety Evaluate each reply using your best judgment based upon your experience and ITN requirements 7 Evaluators and Advisors

8 Roles and Responsibilities: Evaluator (cont.) Assign a score based on the selection criteria designated in the ITN Identify the reply s specific strengths and weaknesses to support the assigned score Raise clarification requests regarding the replies and schedule issues with Procurement Manager/Procurement Advisor Record evaluation comments and scores for each reply in the Evaluation Manual Return completed Evaluation Manual to Procurement Manager Direct all questions to the Procurement Manager/Procurement Advisors Attend the public meeting for validation of evaluator scoring 8 Evaluators and Advisors

9 Roles and Responsibilities: Procurement Advisor Document evaluator questions Submit questions to appropriate technical advisors Ensure technical advisors respond to evaluator questions timely Respond to all evaluator questions and issues in a timely manner Communicate all answers to all evaluators Cannot serve as a conduit of information among evaluators Cannot make recommendations, direct scores or otherwise perform the role of an evaluator 9 Evaluators and Advisors

10 Roles and Responsibilities: Technical Advisor Respond to all evaluator questions and issues, received from procurement manager/procurement advisors, in a timely manner Cannot serve as a conduit of information among evaluators Cannot make recommendations, direct scores or otherwise perform the role of an evaluator Speaks only to procurement manager/procurement advisors, not the evaluators, regarding the ITN 10 Evaluators and Advisors

11 Evaluation Tools: ITN and Supporting Documents Invitation to Negotiate: Section 1: Introduction Section 2: ITN Process Section 3: Minimum Specifications Section 4: Instructions for Responding to the ITN Section 5: Selection Methodology Appendix I: DCF Standard Contract and Statements of Work o Attachment I Appendices II - XI Supporting Documents posted to document library 11 Evaluation Tools

12 Evaluation Tools: Evaluation Manual Provides general instructions, selection criteria and scoring guidance to evaluators Includes for each selection criteria / sub-criteria of the evaluation: Vendor response instructions from the ITN References to the applicable sections of Appendix I, Attachment I Guidance to consider during the evaluation Area to record notes and comments in support of the assigned score Area to record score Must be completed and the original returned to the Procurement Manager in order to finalize and summarize scores and support the determination of vendor Short List Is a public record 12 Evaluation Tools

13 Selection Criteria Criteria Maximum Points Percent of Total (700 Points) 1. Vendor s articulation of their project approach and solution, and the ability of the approach and solution to meet the Department s needs, the requirements of this ITN and Appendix I, Attachment I Understanding of Statement of Need Vendor s Technical Capability and Approach % Project Management % Section 1 Subtotal % 2. The innovation of the approach and solution Innovation 70 10% Section 2 Subtotal 70 10% 13 Evaluation Tools

14 Selection Criteria (cont.) 3. Vendor s articulation of their project approach and solution, and the ability of the approach and solution to meet the Department s needs, the requirements of this ITN and Appendix I, Attachment I Corporate and Organization Structure Respondent s and Subcontractor s (if any) Organizational Qualifications and Relevant Experience Mail, Scan Systems Development, Implementation, Operations and Management Management of Complex Networks Experience responding to Changing Customer s Needs Government or Commercial Customers Qualifications 90 13% References 50 7% Section 3 Subtotal % 4. Experience and skills of proposed staff relative to the proposed approach and solution Project Staffing o Proposed Organization and Staffing 70 10% o Project Staffing Qualifications Section 4 Subtotal 70 10% Total % 14 Evaluation Tools

15 Scoring Guidance (Evaluation Manual) If in your judgment the reply demonstrates and/or describes extensive competency, proven capabilities, an outstanding approach to the subject area, innovative, practical and effective solutions, a clear and complete understanding of inter-relationships, full responsiveness, a clear and comprehensive understanding of the requirements and planning for the unforeseen. clear competency, consistent capability, a reasoned approach to the subject area, feasible solutions, a generally clear and complete description of inter-relationships, extensive but incomplete responsiveness and a sound understanding of the requirements. fundamental competency, adequate capability, a basic approach to the subject area, apparently feasible but somewhat unclear solutions, a weak description of inter-relationships in some areas, partial responsiveness, a fair understanding of the requirements and a lack of staff experience and skills in some areas. little competency, minimal capability, an inadequate approach to the subject area, infeasible and/or ineffective solutions, somewhat unclear, incomplete and /or non-responsive, a lack of understanding of the requirements and a lack of demonstrated experience and skills. a significant or complete lack of understanding, an incomprehensible approach, a significant of complete lack of skill and experience and extensive non-responsiveness. Category Superior Good Adequate Poor Insufficient Assign score within % of the maximum points for the area % of the maximum points for the area % of the maximum points for the area % of the maximum points for the area. 0-20% of the maximum points for the area. 15 Evaluation Tools

16 Key Elements of a Successful Evaluation Consistent use and application of selection criteria Consistent use and application of evaluation scoring guidance among all evaluators and replies being evaluated Careful review of the language in each reply: Verify how the vendor will meet ITN requirements Identify assumptions (whether labeled as such or not) Fully documented evaluation findings: Evaluation team members are expected to apply their individual professional judgment when assigning scores but the basis for score assignment must be the application of the selection criteria published in the Evaluation Manual. 16 Evaluation Guidelines and Tips

17 Evaluation Comments Record all evaluation comments in the space provided in the Evaluation Manual If additional space is needed for comments, use the back of the same page of the Evaluation Manual Avoid using language that is too technical or includes undefined abbreviations and acronyms This may cause confusion and misinterpretation. Use complete, clear, and legible statements and provide accurate references and sufficient detail in order for subsequent readers to determine the evaluator s intent without having to request clarification Example of ambiguous comment: Vendor #2, page 7 - not where we are going. Example of clear comment: Vendor #2, page 7, paragraph 3 - The vendor does not appear to understand the direction of the program nor the intent of the ITN and has specified an approach that has been proven unsuccessful for this program in the past. 17 Evaluation Guidelines and Tips

18 Evaluation Comments (cont.) Ensure that the comment is clear in how it relates to the evaluation criteria Example of ambiguous comment: Vendor #3 offers great resumes. Example of clear comment: The resume of John Doe presented by Vendor #3 offers the Department a strong technical staff member with 13 years of public assistance experience and 25 years of management experience. Use ITN and vendor reply section references to limit the amount of time and space that each comment requires Example of verbose: The training approach proposed by Vendor #2 is overly burdensome for the Department. Vendor #2 states, XYZ Inc. proposes to examine the market to determine if the requirement for a training session is required. Once they have determined that there might be a need Example of concise comment: The training approach presented in Section of Vendor #2 s reply relies heavily on Department staff rather than Provider staff as required by section of the ITN. 18 Evaluation Guidelines and Tips

19 Ask Yourself How is the contractor going to meet the requirements of the ITN? The simple statement Vendor will comply does not necessarily explain how the vendor intends to meet the requirements Do not make assumptions - evaluate the text in the reply If the Department s procurement decision is later protested, would I be able to defend this assessment? Ensure that your comments are concise, clear and professionally stated Avoid antagonistic or inflammatory comments Keep in mind that all materials prepared as part of the evaluation, including all notes, worksheets, etc., are discoverable in a protest. This means that if a protest occurs, the Department is legally obligated to provide these materials to the protesting vendor. 19 Evaluation Guidelines and Tips

20 Next Steps Complete and sign the Non-Disclosure Form: Today Receive and secure vendor technical replies: July 9, 2012 Complete evaluation of replies (provide scores to procurement manager): July 22, 2012 Attend Meeting for Validation of Evaluator Scoring: July 24, 2012, 10 am 20 Next Steps

21 Procurement Support Contact Information Name Role Phone Leah McCarthy Procurement Manager (850) Tina Worley Procurement Advisor (850) Scott Rainey Procurement Advisor (850) Mark Burk Procurement Advisor (850) Contact Information

22 Questions? 22 Question and Answer