Case Record Storage and Retrieval Services RFP (Part I)

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SELECTION PROCESS AND EVALUATION CRITERIA 4.0 SELECTION PROCESS AND EVALUATION CRITERIA 4.1 Selection Process The County reserves the sole right to judge the contents of the proposals submitted pursuant to this RFP and to review, evaluate and select the successful proposal(s). The selection process will begin with receipt of the proposal on Tuesday, January 22, 2013 at 12:00 PM, Pacific Standard Time. Evaluation of the proposals will be made by an Evaluation Committee selected by the Department. The Committee will evaluate the proposals and will use the evaluation approach described herein to select a prospective Contractor. All proposals will be evaluated based on the criteria listed below. All proposals will be scored and ranked in numerical sequence from high to low. The County may also, at its option, invite Proposers being evaluated to attend site visit, if appropriate. The Evaluation Committee may utilize the services of appropriate experts to assist in this evaluation. After a prospective Contractor has been selected, the County and the prospective Contractor(s) will negotiate a Contract for submission to the Board of Supervisors for its consideration and possible approval. If a satisfactory Contract cannot be negotiated, the County may, at its sole discretion, begin contract negotiations with the next qualified Proposer who submitted a proposal, as determined by the County. The recommendation to award a Contract will not bind the Board of Supervisors to award a Contract to the prospective Contractor. The County retains the right to select a Proposal other than the Proposal receiving the highest number of points if the County determines, in its sole discretion, another Proposal is the overall most qualified, cost-effective, responsive, responsible, and/or in the best interests of the County. 4.2 Adherence to Minimum Requirements (Pass/Fail) County shall review the Proposer’s Organization Questionnaire/Affidavit – Appendix D, RFP Required Forms, Form D1, and determine if the Proposer meets the minimum mandatory requirements as outlined in this RFP, Section 1, General Information, Subsection 1.5. Failure of the Proposer to comply with the minimum requirements may eliminate its proposal from any further consideration. The County may elect to waive any informality in a proposal if the sum and substance of the proposal is present. 4.3 Adherence to Format A proposal must adhere to the specific format outlined in Section 3.0, Proposal Submission Requirements, above. Each section must be specifically labeled and in the same order, as specified in Proposal Submission Requirements, CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 Page 44
SELECTION PROCESS AND EVALUATION CRITERIA Subsection 3.12 (Business Proposal Format) and 3.13 (Cost Proposal Format). Failure of the Contractor to adhere to this format may eliminate the proposal from any further consideration, as determined in County's sole judgment. The County may elect to waive an immaterial variance in a submitted proposal, if the sum and substance of the proposal is present, as determined in County's sole judgment. 4.4 Disqualification Review A proposal may be disqualified from consideration because a Department determined it was non-responsive at any time during the review/evaluation process. If a Department determines that a proposal is disqualified due to nonresponsiveness, the Department shall notify the Proposer in writing. Upon receipt of the written determination of non-responsiveness, the Proposer may submit a written request for a Disqualification Review within the timeframe specified in the written determination. A request for a Disqualification Review may, in the Department's sole discretion, be denied if the request does not satisfy all of the following criteria: 1. The person or entity requesting a Disqualification Review is a Proposer; 2. The request for a Disqualification Review is submitted timely (i.e., by the date and time specified in the written determination); and 3. The request for a Disqualification Review asserts that the Department's determination of disqualification due to non-responsiveness was erroneous (e.g. factual errors, etc.) and provides factual support on each ground asserted as well as copies of all documents and other material that support the assertions. The Disqualification Review shall be completed and the determination shall be provided to the requesting Proposer, in writing, prior to the conclusion of the evaluation process. 4.5 Business Proposal Evaluation and Criteria (70% Maximum) Any reviews conducted during the evaluation of the proposal may result in a point reduction. All Business Proposals that successfully passed the tests described in RFP Subsections 4.2 above will be evaluated based on the criteria listed below. All proposals will receive a composite score and be ranked in numerical sequence from high to low. The Evaluation Panel(s) may utilize the services of appropriate experts to assist in this evaluation. The Evaluation Panel(s) may also, at its option, request additional clarifications from Proposers and/or invite Proposers being evaluated to make a verbal presentation to the Evaluation Panel and/or conduct on-site visits to Proposer’s existing operations, if appropriate. CASE RECORD STORAGE AND RETRIEVAL SERVICES (RFP) 2012 Page 45
Page 1 and 2: REQUEST FOR PROPOSALS FOR CASE RECO
Page 3 and 4: TABLE OF CONTENTS 2.10 Jury Service
Page 5 and 6: TABLE OF CONTENTS D-15 Charitable C
Page 7 and 8: GENERAL INFORMATION 1.0 GENERAL INF
Page 9 and 10: GENERAL INFORMATION ‣ Q: ‣ R: T
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Page 17 and 18: GENERAL INFORMATION Angeles County.
Page 19 and 20: COUNTY POLICIES AND PROGRAMS and im
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Page 25 and 26: PROPOSAL SUBMISSION REQUIREMENTS 3.
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APPENDIX C: SOW TECHNICAL EXHIBITS
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1.0 PERFORMANCE REQUIREMENTS SUMMAR
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COUNTY OF LOS ANGELES DEPARTMENT OF
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Case Record Storage and Retrieval Services RFP (Part I)

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