SECTION 5: EVALUATION METHODOLOGY The State f Oklahma will cnduct a cmprehensive, fair, and impartial evaluatin f bids received in respnse t this ITB. Technical and Cst Bids will be evaluated and scred separately. Bids will be evaluated using best value criteria. Best value criteria includes vendr respnsibility, price, prduct acceptability and delivery lead time. The rder in which best value criteria is listed des nt establish any pririty. Reviewers f the Technical Bid will nt have access t the infrmatin cntained in the Cst Bids. A separate grup will review the crrespnding Cst Bids after the technical evaluatins are cmpleted. Best Value criteria were established by the Oklahma Central Purchasing Act [74:85.2(2)]. This act states in part: Deleted: technical Deleted: bid Deleted: until scring f the technical bids has been cmpleted. Phase 1: Evaluatin f Mandatry Bid Submissin Requirements; Phase 2: Evaluatin f Technical Bids; Phase 3: Evaluatin f Cst Bids; Phase 4: Cmputatin f Scres, Ranking f Bids, and Recmmendatin f Cntractr Selectin; and Phase 5: State and Federal Apprvals and Final Award. Draft Sectin 5: Evaluatin Methdlgy Page 5-1 "Best value criteria means bid r prpsal evaluatin criteria which include, but are nt limited t, the fllwing: a. the acquisitin's peratinal cst a state agency wuld incur, b. the quality f the acquisitin, r its technical cmpetency, c. the reliability f the bidder's delivery and implementatin schedules, d. the acquisitin's facilitatin f data transfer and systems integratin, e. the acquisitin's warranties and guarantees and the bidder's return plicy, f. the bidder's financial stability, g. the acquisitin's adherence t the state agency's planning dcuments and annunced strategic prgram directin, h. the bidder's industry and prgram experience, i. and recrd f successful past perfrmance, j. with acquisitins f similar scpe and cmplexity, k. the anticipated acceptance by user grups, l. the acquisitin's use f prven develpment methdlgy, and m. innvative use f current technlgies that lead t quality results. The state will establish an evaluatin plan t cnduct the evaluatin. This evaluatin will be cnducted in the fllwing five phases:
The details f this evaluatin methdlgy are described in the remainder f this sectin. 5.1 ACCEPTANCE OF BIDS All bids prperly submitted will be accepted by the state. Hwever, the state reserves the right t seek clarificatin, request necessary amendments, reject any r all bids received, r cancel this ITB, if it is deemed t be in the best interests f the state. The state als reserves the right t waive minr irregularities in bids, prviding such actin is in the best interest f the state. Where the state may waive minr irregularities, such waiver shall in n way mdify the ITB requirements r excuse the bidder frm full cmpliance with ITB specificatins and ther cntract requirements if the bidder is awarded the cntract. 5.2 DISPOSITION OF BIDS All bids shall becme the prperty f the State f Oklahma and will be a matter f public recrd. 5.3 EVALUATION PARTICIPANTS The OHCA will use a frmal Evaluatin Cmmittee and Selectin Cmmittee t cnduct the evaluatin. The Evaluatin Cmmittee will be cmpsed f prgram peratins, cntract management, medical prfessinals and technical staff within OHCA. Each evaluatr n the team will be respnsible fr reviewing and assessing bidder qualificatins, and fr scring Technical Bid criteria. A smaller subgrup will assist with the initial mandatry requirements review and later Cst Bid validatin activities. The Selectin Cmmittee will be cmpsed f senir-level OHCA management. This cmmittee will be respnsible fr calculatin f final Technical Bid pints, fr the Cst Bid evaluatin and fr final recmmendatin fr award. The Selectin Cmmittee will ensure that the evaluatin plan is fllwed and that scring decisins are sund and defensible. The Selectin Cmmittee will als reslve any cmpliance issues, perfrm the final ranking f bids, and determine whether a best and final bid prcess is initiated r a recmmendatin made t prceed with cntract negtiatins with the recmmended cntractr. The state may designate ther prfessinal staff t serve as technical advisrs during the evaluatin prcess, these staff will nt functin as evaluatrs. The state reserves the right t alter the cmpsitin f the cmmittees r t designate ther staff t assist in the prcess and t use its prcurement cnsultants t assist in evaluatin supprt activities. Draft Sectin 5: Evaluatin Methdlgy Page 5-2 Deleted: The bid evaluatin will include a number f participants. The Oklahma Health Care Authrity (OHCA) will establish an Evaluatin Cmmittee t assist the state in selecting a cntractr, in cmpleting all f the activities within each phase f the evaluatin, and in making a final recmmendatin fr selectin t the apprpriate state prcurement fficials. The Evaluatin Cmmittee will be respnsible fr reviewing the cst and technical bids and prviding a recmmendatin n selectin t the Chief Executive Officer f OHCA. The Evaluatin Cmmittees will be respnsible fr cmpleting all f the activities within each phase f the evaluatin. Specifically, they will be respnsible fr evaluating the Technical and Cst Bids, including the final scring f all bids, reslving cmpliance issues, preparing the final reprt which recmmends a cntractr fr selectin. In rder t bring an array f expertise t the evaluatin/ prcess, the Evaluatin Cmmittees will be cmprised f representatives frm the fllwing rganizatinal entities: Deleted: <#>OHCA Oklahma Health Care Authrity <#>DHS Department f Human Services, and <#>DCS Department f Central Services.
5.4 PHASE 1: EVALUATION OF MANDATORY REQUIREMENTS The purpse f this phase is t determine if each Technical Bid is sufficiently respnsive t the ITB t permit its cmplete evaluatin. The mandatry requirements are intended t ensure that the instructins cntained in this ITB have been fllwed, and that all cntracting certificatins are prvided and signed by a representative f the bidding entity with the authrizatin t bind the firm. Thse bids determined t be sufficiently respnsive will be evaluated. Failure t cmply with the instructins r failure t submit a cmplete bid may cause a bid t be deemed nn-respnsive and, accrdingly, it may be rejected by the state. The state des, hwever, reserve the right t waive minr irregularities. The first step in this review phase will be t cnfirm timely receipt f all required materials. The next level f review will ensure that minimum bid cntents cmply with the Mandatry Bid Submissin Requirements Checklist. These bid submissin requirements will be examined fr presence and cmpliance with ITB instructins. Minr irregularities in the mandatry requirements will be identified and referred t the Selectin Cmmittee fr reslutin. The Selectin Cmmittee can reject any Technical Bid that fails a mandatry requirement, r in which incnsistencies r inaccuracies are fund. The Selectin Cmmittee may request, in writing, that crrectins be made t Technical Bid material, and a limited time perid fr their receipt may be defined t ensure timely evaluatin f the full Technical Bid r t allw fr its rejectin fr nncmpliance. A crrectin requested frm ne bidder des nt establish a right r pprtunity fr any ther bidder t submit questins r clarificatins. Crrectins will be limited t nly thse requested by the Selectin Cmmittee. A separate mandatry requirements evaluatin dcument (checklist) will be cmpleted fr each Technical Bid reviewed. When the mandatry requirements checklist has been cmpleted fr each bid received, the results will be reviewed with the Selectin Cmmittee fr cncurrence. 5.5 PHASE 2: EVALUATION OF TECHNICAL BIDS Only thse bids passing the mandatry requirements frm Phase 1 will be referred fr full technical review and pint scring by the Evaluatin Cmmittee. Thse bids failing the review r rejected fr crrectin by the Selectin Cmmittee will be returned t the respndent with ntice as t the failure. Deleted: discussed by the Evaluatin Cmmittee as a grup t determine an apprpriate reslutin. The Evaluatin Cmmittee may at this pint determine whether t waive the minr irregularity and prceed t the next phase r t reject the bid. Deleted: Deleted: cnsidered fr evaluatin in Phase 2. 5.5.1 OVERVIEW The evaluatin f Technical Bids will invlve pint scring f prpsed appraches and slutins within five (5) general areas. The technical evaluatin include the fllwing five (5) categries: Draft Sectin 5: Evaluatin Methdlgy Page 5-3 MMIS Technical and Functinal Capabilities
Prject Management Plan Crprate Stability and Resurces Firm Past Perfrmance and Qualificatins Staff Qualificatins and Experience The evaluatin f the technical bids addresses the state s desire t acquire enhanced MMIS technical and functinal capabilities frm a cntractr wh has a strng management plan that will ensure the timely and successful implementatin f the new MMIS. The Crprate Stability, Firm Past Perfrmance and Qualificatins, and Staff Qualificatins and Experience sectins will further allw the state t recgnize the verall strengths f the bidder's prpsed slutin. Evaluatrs will als seek cnsistent utstanding perfrmance, and the capability t deliver the resurces needed t ensure the success f the Oklahma MMIS implementatin and peratin. The fllwing paragraphs summarize hw the evaluatins will be cnducted, hw input frm ther evaluatin tls may be used, and hw the prcess will prceed. 5.5.2 MMIS REQUIREMENTS LIST All bidders are required t cmplete the MMIS Requirements List, frm Appendix F f this ITB, t indicate where their bid addresses each f the general, technical, functinal and peratinal requirements f the ITB. The Evaluatin Cmmittee will use the MMIS Requirements List as ne f the primary tls fr evaluatin. 5.5.3 SCORING APPROACH The technical bids and the cst bids will each be scred separately based n the evaluatin f the bid cntents. The technical bid scring may reflect the results f subsequent activities, including reference checks, presentatins, r interviews. 5.5.3.1 Evaluatin Tls The evaluatin f any item may incrprate input frm surces ther than the respnse submitted by the bidder. Thse ther surces culd include assessments made by evaluatrs based n a system demnstratin, findings recrded frm key persnnel and firm reference checks, and cmments made by the bidder staff during frmal interviews r ral presentatins. The state may elect t use any r all f these evaluatin tls t clarify the submitted bid material. Bidders will receive a minimum f five (5) business days prir written ntice f the state's intent t schedule a demnstratin r interview. If such methds are used, it is anticipated that they will be scheduled during the mnth f June, 2000. Deleted: seven Deleted: 7 Deleted: May 5.5.3.2 Pint-Scred Respnses The bid respnses that will be scred address all aspects f the prducts and services t be prvided by the selected cntractr. In additin t the MMIS technical and functinal capabilities, they may include general, technical, functinal, staffing r ther requirements fr which varying appraches, and levels f capacity. Draft Sectin 5: Evaluatin Methdlgy Page 5-4
The scre will reflect the evaluatin cmmittee's assessment f bidder capabilities r respnsiveness t Oklahma requirements and may reflect input frm ther evaluatin tls described in subsectin 5.5.3.1. The Evaluatin Cmmittee will have the pprtunity t re-scre respnses in a crrectin/clarificatin prcess after the demnstratins, presentatins, r interviews, if held. The Evaluatin Cmmittee will meet as a grup t discuss their initial findings and cnclusins befre final scring. 5.5.3.3 Final Scring - Technical Bids Final pint scres fr each scred item will be frwarded t the Selectin Cmmittee, wh will calculate the final technical scre fr each bidder. 5.6 PHASE 3: EVALUATION OF COST BIDS Each bidder that met all the mandatry requirements and whse technical bid was evaluated will prceed t Phase 3. The Cst Bid fr each f these bidders will be evaluated by the Selectin Cmmittee, t determine its cmpliance with the instructins t bidders given in Sectin 4 and n the pricing schedules cntained in Appendix H f this ITB. Cst Bids which fail t pass preliminary screening criteria may be rejected. Deleted: evaluatin Deleted: cmmittee Deleted: evaluatin Deleted: cmmittee Deleted: tallied by categry and by bid t determine the ttal and Deleted: that Each Cst Bid will be examined t determine whether the calculatins shwn n the varius pricing schedules are accurate. Any Cst Bid that is incmplete r in which there are significant incnsistencies r inaccuracies n pricing schedules r n the declaratin frm may be rejected by the state. N deviatins, qualificatins, r cunterffers t ITB requirements and requested frmats will be accepted. The state reserves the right t reject all bids. The Ttal Evaluated Price n Pricing Schedule A will be used fr purpses f evaluatin and pint award. 5.7 PHASE 4: COMPUTATION OF SCORES, RANKING OF BIDS, AND RECOMMENDATION OF CONTRACTOR The final pint scres frm each respnsive Technical and Cst Bid shall be tallied and cmbined t result in the final ranking f all bidders. The Selectin Cmmittee will summarize its findings regarding the final ranking and selectin decisin, prepare an evaluatin reprt and rank the bids frm highest ttal cmbined pints t lwest. The members f the Selectin Cmmittee review this final ranking and the pertinent materials frm the Evaluatin Cmmittee in making their recmmendatin t the OHCA Bard fr selectin. The highest ranking, respnsive bidder will be recmmended fr cntract award. The OHCA Bard will review the recmmendatin f the Selectin Cmmittee and make the final selectin fr cntract award. This selectin must als be apprved by the State f Oklahma Department f Central Services, Central Purchasing Divisin befre an award can be made. Deleted: Evaluatin Deleted: detailing its reasns fr selectin, and make a recmmendatin fr selectin t the Chief Executive Officer f OHCA. Deleted: The Chief Executive Officer f OHCA shall review and apprve the recmmendatin then frward it t the DCS. Deleted: Draft Sectin 5: Evaluatin Methdlgy Page 5-5
5.8 PHASE 5: STATE AND FEDERAL APPROVALS AND FINAL CONTRACT AWARD Cntract apprval is cntingent upn bth state and federal apprvals. Every effrt will be made by the state, bth befre and after selectin, t facilitate rapid apprval s that the prject may begin accrding t its scheduled start date. The state will send the Cntractr Selectin Reprt and a draft f the cntract t the HCFA Reginal Office fr federal apprval. Fllwing state apprval by each f the parties identified in subsectin 5.7 abve, and federal apprval, the cntractr will be ntified that it may begin wrk. Draft Sectin 5: Evaluatin Methdlgy Page 5-6