Interoffice MemoRFP #071I9200193

To: / Greg Faremouth,Director
IT Division
Purchasing Operations
From: / Jacque Kuch, Buyer
Purchasing Operations
Date: / February 1, 2010
Subject: / Award of RFP - #071I0200044–National Spatial Data Infrastructure Cooperative Agreement Grant

GENERAL:

The purpose of this RFP is to establish a contract for consulting services to aid in activities pertaining to the successful execution of two national Spatial Data Infrastructure (NSDI) Cooperative Agreement Program (CAP) Grants.

JOINT EVALUATION COMMITTEE:

The Joint Evaluation Committee (JEC) for this RFP consisted of the following individuals:

VOTING / ADVISORS
Jacque Kuch, Buyer
Department of Management & Budget
Purchasing Operations

517-241-0239 / Patty Bogard

517-335-4051
Paul Harmon

517-373-4079 / Jeroen Wagendorp

Phone: 616.331.8672
Alden Leatherman

517-373-7910

BIDDERS:

Proposals were solicited from prospective bidders and posted on the DMB Web site onDecember 29, 2009, two vendors submitted responses to this RFP by the published due date of January 19, 2010:

3.020Award Process

3.021Method of Evaluation

A Joint Evaluation Committee, chaired by DMB Purchasing Operations, will evaluate proposals.

3.022Evaluation Criteria

The following chart represents the scoring of the particular factors:

Weight
1. / Statement of Work – Technical Solution (Article 1 Section 1.104 Work and Deliverables) / 45
2. / Statement of Work – Staffing & Organization (Article 1, Section 1.200 and Resumes Attachment A) / 35
3. / Prior Experience (Article 1 Section 1.201 and Article 5) / 20
TOTAL / 100

Oral Presentation

A Bidder may be required to make an oral presentation to the State. This presentation provides an opportunity for the Bidder to clarify their proposal through mutual understanding. If required, Purchasing Operations will schedule the oral presentation.

Site Visit

The State may conduct a site visit to tour and inspect the Bidder’s facilities. Purchasing Operations will schedule these visits, if required.

3.023Price Evaluation

Only those proposals receiving a score of 80 points or more of the total maximum possible score will be considered for award.

All price proposals will be opened. However, prices will only be evaluated from those Bidders meeting the minimum point threshold.

3.024Award Recommendation

The award recommendation will be made to the responsive and responsible Bidder who offers the best value to the State of Michigan. Best value will be determined by the Bidder meeting the minimum point threshold and offering the best combination of the factors stated in Section 3.022, and price, as demonstrated by its proposal.

Weight
1. / Statement of Work – Technical Solution (Article 1 Section 1.104 Work and Deliverables) / 43
2. / Statement of Work – Staffing & Organization (Article 1, Section 1.200 and Resumes Attachment A) / 35
3. / Prior Experience (Article 1 Section 1.201 and Article 5) / 20
TOTAL / 98

A. Applied Geographic’s

The Joint Evaluation Committee (JEC) determined thatApplied Geographic’s, based on a score of 98meet all the terms of the RFP. This determination was accomplished based on best value to the State based on their Statement of Work (Article 1, Section 1.104) responses to requirements/specifications, Staffing & Organization (Article 1, Section 1.200 and Resumes – Attachment A), and Prior Experience (Article 1.201 and Article 5)

1. Statement of Work Article 11.104 Work and Deliverables scored43/45 points).

  • Vendor provided good detail on preparation for summits, during the summits, an example of agenda, but they provided limited post summit activities. (p. 8-10)
  • Vendor offered use of online survey and pre-registrationquestions for tailoring the Summit sessions.(p.7 & 8)
  • Vendor met the requirements for the deliverables of the Business Plan as defined in the RFP.
  • Vendor met the requirements for the deliverables for the Marketing Plan as defined in the RFP.
  • Vendor listed State Roles throughout the proposal - adding clarity so the State will be aware of what is expected of them.
  • Vendor did not identify that they would provide a final compiled report of all five summits as required in the RFP. (p.10)
  • Vendor identified that they would make the reservations for the Summit sessions, but also expects the State to find “free” space for listening summits. (p.6)

2. Statement of Work – Staffing & Organization (Article 1, Section 1.200 and Resumes Attachment A)scored 35 /35 points

Please review each candidate and score on the required skill sets as defined in the RFP.

Sr. Business Plan Analyst

5+ years of prior experience in GIS Business Planning

2+ years of prior experience in facilitating meetings of up to 150 attendees

2+ years of prior experience working with governmental organizations (Federal/State/Local)

Excellent Oral and Written Communication Skills

Ability to work independently and in team/group environments

Four year degree in related field preferred

Mike Terner, Executive Vice President (up to 50% involvement)

  • Vendor identified Mr. Terner as Single Point of Contact (SPOC) dedicated to the project 50% of the time.
  • Meets or exceeds all above requirements

Senior Marketing Plan Analyst

5+ years of prior experience in Marketing Plan Development

2+ years of prior experience in facilitating meetings of up to 150 attendees

2+ years of prior experience working with governmental organizations (Federal/State/Local)

Excellent Oral and Written Communication Skills

Ability to work independently and in team/group environments

Four year degree in related field preferred

Richard Grady (up to 33% involvement)

  • Meets or exceeds all above requirements

James Bennett – President of InfoGeographic’s (up to 30% involvement)

  • Will provide support for summits
  • Will provide support for creating business and marketing plans

Sudha Maheshwari – Operation Manager for Sanborn (up to 20% involvement)

  • Will provide support for summits
  • Will provide support for creating business and marketing plans
  • Percentage of time allocated does not seem to be sufficient

The overall percentage of time allocated for all resources is limited.

3. Article 1 Section 1.201 andArticle 5 (Prior Experience) scored 20/ 20 points).

  • Vendor identified extensive experience (15 CAP grant funded projects) with the CAP

Program.

The JEC concluded that Applied Geographic’s did not offer the best value to the State based on their Statement of Work (Article 1, Section 1.104) responses to requirements/specifications, Staffing & Organization (Article 1, Section 1.200 and Resumes – Attachment A), and Prior Experience (Article 1.201 and Article 5) and bid price for one yearof $69,300.00

Weight
1. / Statement of Work – Technical Solution (Article 1 Section 1.104 Work and Deliverables) / 45
2. / Statement of Work – Staffing & Organization (Article 1, Section 1.200 and Resumes Attachment A) / 35
3. / Prior Experience (Article 1 Section 1.201 and Article 5) / 19
TOTAL / 99

B. GeoPlanning

The Joint Evaluation Committee (JEC) determined that GeoPlanning, based on a score of 99, could meet all the terms of the RFP. This determination was accomplished based on best value to the State based on their Statement of Work (Article 1, Section 1.104) responses to requirements/specifications, Staffing & Organization (Article 1, Section 1.200 and Resumes – Attachment A), and Prior Experience (Article 1.201 and Article 5).

1. Statement of Work Article 1 1.104 Work and Deliverables scored45/45 points.

  • Vendor provided summit schedule and researched available facilities and identified appropriate locations and will submit for State review and approval.
  • Vendor indicated that a 6th – virtual summit – web conferencing will be available at no additional costif required. (P13-14)
  • Vendor provided the option to follow-up on the RSVP process for those who fail to attend. (P14)
  • Vendor listed various marketing tools and approach, such as press releases and notification of professional organizations and to send postcards and emails. (P15)
  • Vendor offered use of online survey and registration services for the Summit sessions.
  • Vendor met all requirements for the planning and execution of summits as defined in the RFP.
  • Vendor met all requirements for the Business Plan as defined in the RFP.
  • Vendor recommended that second draft of Business Plan be presented to the GIS community for additional feedback. (p.21)
  • Vendor will provide a final compiled report of all five summits and additional information gathered from the stakeholder community. (p.20)
  • Vendor met all requirements of the Marketing Plan as defined in the RFP.

2. Statement of Work – Staffing & Organization (Article 1, Section 1.200 and Resumes Attachment A)scored 35 /35 points

Please review each candidate and score on the required skill sets as defined in the RFP.

Sr. Business Plan Analyst

5+ years of prior experience in GIS Business Planning

2+ years of prior experience in facilitating meetings of up to 150 attendees

2+ years of prior experience working with governmental organizations (Federal/State/Local)

Excellent Oral and Written Communication Skills

Ability to work independently and in team/group environments

Four year degree in related field preferred

Pete Croswell – sr. business plan analyst (90% involvement)

  • Meets or exceed all above requirements

Senior Marketing Plan Analyst

5+ years of prior experience in Marketing Plan Development

2+ years of prior experience in facilitating meetings of up to 150 attendees

2+ years of prior experience working with governmental organizations (Federal/State/Local)

Excellent Oral and Written Communication Skills

Ability to work independently and in team/group environments

Four year degree in related field preferred

Martin Roche - project director & sr. marketing plan analyst (90% involvement)

  • Meets or exceed all above requirements

Janet McKee – administrative support

3. Article 1 Section 1.201 andArticle 5 (Prior Experience) scored _19/20 points).

  • Limited experience working directly with CAP grant projects (identified two CAP grants)
  • Vendor detailed experience with GIS Business and Marketing planning

The JEC concluded that GeoPlanning Servicesdid offerthe best value to the State based on their Statement of Work (Article 1, Section 1.104) responses to requirements/specifications, Staffing & Organization (Article 1, Section 1.200 and Resumes – Attachment A), and Prior Experience (Article 1.201 and Article 5) and bid price for one year of $67,330.00.

Weight / AppGeo / Geo Planning
Statement of Work (Article 1)1.104 Statement of Work / 45 / 43 / 45
Statement of Work – Staffing & Organization (Article 1, Section 1.200 and Resumes Attachment A) / 35 / 35 / 35
Prior Experience (Article 1 Section 1.201 and Article 5) / 20 / 20 / 19
TOTAL / 100 / 98 / 99

Award Recommendation is made for Geo Planning based on their Statement of Work (Article 1, Section 1.104) responses to requirements/specifications, Staffing & Organization (Article 1, Section 1.200 and Resumes – Attachment A), and Prior Experience (Article 1.201 and Article 5) and bid price for one year of $67,330.00

______
Paul Harmon, voting
______
Alden Leatherman, voting
______
Jacque Kuch, voting