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10. Evaluation Criteria

Evaluation of the proposals will be based on a competitive selection process, in which the evaluation of proposals will not be limited to price alone. The capability of the proposer to satisfy the City requirements identified in this solicitation, and the experience of the proposer in providing services of this type, size and scope will also be considered in the selection.  This RFP has been structured to provide specific requirements which function as a standardized framework for the evaluation.  The weighted scoring prioritizes the factors most important for this solicitation.  A winner will be chosen based on the Total Average points of all evaluators across all scoring factors. 

The City, in consultation with the selection panel, reserves the right to reject any and all proposals. The selection panel will grade and score responsive proposals with the following criteria and weights: The competitive selection evaluation criteria are as follows:

  • 1. Proposed Solution

    Points will be assigned for “Functional and Technical Merit” based on the capability of the proposer to satisfy the City requirements identified in the SCOPE OF WORK. Points will be assigned for “Completeness of Proposed Solution” based on the vendor submitting a proposal that follows the guidelines specified in the SCOPE OF WORK.

    Scoring Method:
    Points Based
    Weight (Points):
    20  (20% of Total)

  • 2. Cost Proposal

    Points will be assigned based on a “Ratio Method.” The proposer’s cost must include the delivery of the proposed solutions, as well as any recurring costs (if any) as delineated in the Scope of Work and the PRICE PROPOSAL.

    With this method, the proposal with the lowest cost receives the maximum points allowed. All other proposals receive a percentage of the points available based on their cost relationship to the lowest price. This is determined by applying the following formula:

    Lowest Price / Evaluated Price X maximum points available = Awarded Points

    Example: The cost for the lowest proposal is $100,000. The next lowest proposal has a cost of $125,000. The total points available for cost = 30 points.

    ( $100,000 / $125,000 ) X 30 = 24 points

    Scoring Method:
    Reward Low Cost
    Weight (Points):
    20  (20% of Total)

  • 3. Consultant Experience, References, and Work Sample

    Evaluators will consider the quality of the bidder’s described experience leading similar communication, marketing, branding, and PR efforts including key successes. Evaluators will also consider the expertise of the project team and subcontractors, their past projects, certifications, education, etc. The bidders should provide work samples to showcase their experience.

    Points will be assigned for “Experience with Projects of this Size and Scope in an Agency of Similar Size” based on a vendor’s previous experience with municipal agencies, as delineated in the SCOPE OF WORK, and CLIENT REFERENCES. Relevant experience, and technical expertise of the Consultant and sub-Consultants (if allowed) to perform the work. Points will be assigned based on references that named professionals are responsive to requests for analyses and information, have met or exceeded all performance expectations, and would be contracted with again. Nature and quality of completed work for other governmental agencies.

    Scoring Method:
    Points Based
    Weight (Points):
    30  (30% of Total)

  • 4. Proposed Schedule & Timeline

    Evaluators will evaluate the quality and feasibility/appropriateness of the consultant's proposed project schedule including the overall timeline for completion of the scope of work as well as proposed milestones.

     

    Scoring Method:
    Points Based
    Weight (Points):
    10  (10% of Total)

  • 5. Cost Effectiveness

    Bidders should submit a budget and budget detail that includes proposed solutions and cost associated with each solution. Bidders will be evaluated on the services offerings and their cost-effective solutions.

    Scoring Method:
    Points Based
    Weight (Points):
    10  (10% of Total)

  • 6. Small or Micro-Business

    To be awarded a 5 point preference for this category, the proposer must be certified by the State of California as a small or micro-business. Refer to the State of California Department of General Services Division for further information. https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

    Scoring Method:
    Pass / Fail
    Weight (Points):
    5  (5% of Total)

  • 7. Local Pasadena Business

    To be awarded a 5 point preference for this category, the proposer must have an official business address within the City of Pasadena at the time that this RFP is posted on the City’s Website.

    Scoring Method:
    Pass / Fail
    Weight (Points):
    5  (5% of Total)