ABC

Department of Semiotics

DEPARTMENT OF SEMIOTICS
Sample Bid Evaluation Matrix
RFP: Development and Implementation of a Strategic Corporate Communication Plan

mmmm dd, yyyy

NAME OF BIDDER:

-SampleBid Evaluation Matrix

RFP: Development and Implementation of a Strategic Corporate Communication Plan
NAME OF BIDDER:
A. SUBMISSION OF PROPOSALS Three (3) copies of the proposal will be submitted in two (2) separate parts including a Service Proposal and, in a separate and sealed envelope, a Financial Proposal. Proposals submitted by telex, telegram, telecopy or other means of electronic transmission shall NOT be accepted. However, proposals may be amended by electronic means if such amendment is received prior to the closing date and time set herein for receipt of proposals. Proposals should be submitted by mail or courier to the Contracting Authoritys attention at the address indicated below, before the closing date/time specified in the RFP. Proposals received after the closing date/time will be returned unopened to senders. All proposals must clearly state the name of the Bidder, return address and the closing date/time as indicated in the RFP, on the cover of your submission. Bidders must also include the following information within their proposal: a) Name of the authorized representative able to deal with all matters pertaining to this RFP (name, title, contact information); Complete name of the Bidder (if incorporated, state the legal and operating name); Address of the Bidder; Telephone and facsimile number(s); and Business Number, GST Number and/or Procurement Business Number.

b) c) d) e)

Page 1

-SampleB. SERVICE PROPOSAL The Service Proposal will address each of the following items in the order in which they appear below. B.1 Mandatory Requirements MANDATORY CRITERIA 1. Bidders MUST include within their proposal a detailed curriculum vitae (c.v.) for each proposed resource named in their proposal; c.v.s must include chronological work experience (indicated in years/months) as well as a detailed listing of the knowledge, experience, skills and abilities of each proposed resource in relation to ABCs requirements as stated in this RFP. Bidders must also indicate the proposed project team structure and reporting relationships for their proposed resources. All proposed resources named above MUST have obtained a valid Government of Canada security screening at the level of Enhanced (or higher) prior to Contract award. It is the sole responsibility of Bidders to ensure that their proposed personnel are in possession of this level of security screening prior to contract award. Within their proposals, Bidders MUST provide evidence that all of their proposed resources either currently possess this level of security screening (by providing the resource name, date-of-birth and name of issuing department), or that they are in the process of making application to receive it. MEETS DOES NOT MEET

2.

Page 2

-Sample3. Bidders MUST provide written summaries of three (3) distinct projects describing the Bidders current/previous experience in successfully providing strategic communications planning services (in accordance with ABCs understanding as expressed within the Statement of Work) within a public sector environment during the past four (4) years. Each project summary should be approximately 100-200 words in length. The cumulative dollar value of EACH of the three (3) project summaries cited (to the Bidder) must be greater than $25,000 (CDN). Within each project summary provided, Bidders must also indicate the client organization, the dates/duration of the project, the dollar value of the project (to the Bidder), the number of Bidder resources involved in the project, the total Bidder level of effort (in days), the start and end dates of the project, together with the name, address and telephone number of the client project authority to whom the Bidder reported. ABC reserves the right to contact the client project authorities to verify the information provided by Bidders.

PROPOSAL NOT MEETING ANY OF THE MANDATORY REQUIREMENTS ABOVE WILL BE GIVEN NO FURTHER CONSIDERATION.

Page 3

-SampleB.2 Point-Rated Requirements POINT-RATED CRITERIA 1. Bidders should indicate, through a written description of no more than 500 words (i.e. 2 pages), their understanding of ABCs requirement as stated in this RFP. WEIGHT /10 EVALUATION FACTORS Evidence of having demonstrated an insightful understanding of ABCs requirements that goes beyond the information provided within the RFP, focussing on the purpose, objectives and intended outcomes of these requirements. Points will be allocated against each of the following factors: a. an informed and knowledgeable understanding of ABC, including its mandate, programs and major initiatives (up to 5 points); and b. an informed and knowledgeable understanding of the Communications program within ABC, including its methods, structure, priorities and challenges (up to 5 points). The following rating scale will be used to evaluate each factor: Excellent = 5 points/factor Good = 4 points/factor Satisfactory = 3 points/factor Minimal = 2 points/factor Poor = 1 point/factor Non-existent = 0 points/factor

Page 4

-Sample2. Each of the three (3) Project Summaries provided in response to Mandatory Criteria No. 3 (see above) will be evaluated on the basis of the cited projects relevance, similarity and applicability to the Communications environment within ABC. /30 Up to 10 points per cited Project Summary to a maximum of 30 points, based on the extent to which each cited Project Summary is relevant, similar and applicable to the communications environment within ABC. The following elements will be considered in determining the relevance, similarity and applicability of each Project Summary: a. Type of strategic communications planning services work undertaken (i.e. enterprise-wide vs. program/initiative specific); b. Project size, scope and duration; and c. Relevance of the client environment to ABC (i.e. public sector, monitoring body, sector of responsibilities). The following rating scale will be used to evaluate each Project Summary: Very high = 10 points/factor High = 8 points/factor Moderate = 6 points/factor Minimal = 4 points/factor Poor = 2 point/factor Non-existent = 0 points/factor

Page 5

-Sample3. Bidders should indicate, through a written description of no more than 500 words (i.e. 2 pages), the type of approach and/or specific methodologies that they would foresee utilizing to complete the work. /10 Up to 10 points for describing the Bidders proposed approach and/or specific methodology, together with evidence that the Bidder has experience in successfully utilizing this methodology on previous projects. The following factors will be used to conduct this evaluation, based on the extent to which the Bidder understands and has experience utilizing: a) extent to which proposed methodology is in line with communications planning methods prescribed by Treasury Board Secretariat within the Government of Canada Communications Policy and the extent to which proposed methodology addresses the Statement of Work and Deliverables as specified within this RFP (up to 10 points); and b) extent to which the application of this methodology within the context of other projects has contributed to the successful realization of project objectives (up to 10 points). The following rating scale will be used to evaluate each factor: Excellent = 5 points/factor Good = 4 points/factor Satisfactory = 3 points/factor Minimal = 2 points/factor Poor = 1 point/factor Non-existent = 0 points/factor

Page 6

-Sample4. Based on the submitted curriculum vitae for the Bidders proposed Project Manager resource only, ABC will evaluate the scope and extent of the resources experience, understanding and knowledge regarding the provision of strategic communications planning services within the Government of Canada. /20 The following elements will be considered in determining the scope and extent of the resources experience, understanding and knowledge regarding the provision of strategic communications planning services within the Government of Canada: a. Demonstrated depth of experience, understanding and knowledge with respect to the Communications Policy of the Government of Canada and its application within a variety of departmental/agency settings (up to 10 points); and b. Demonstrated depth of experience, understanding and knowledge with respect to the provision of strategic communications planning services within a Government of Canada environment (up to 10 points). The following rating scale will be used to evaluate each factor: Excellent = 10 points/factor Good = 8 points/factor Satisfactory = 6 points/factor Minimal = 4 points/factor Poor = 2 point/factor Non-existent = 0 points/factor

Page 7

-Sample5. Proposal Quality /5 5 points for presenting proposals in a clear and logical fashion, and in a manner which facilitates a clear and straightforward evaluation, based on the information requested in the RFP, as evidenced by the following: 2 points for ordering/structuring the proposal to match the order and sequence of the mandatory and point-rated factors in the RFP; 1 point for including tabs between sections of the proposal; and 2 points for the overall clarity and ease-of-use as it relates to the structure, presentation, layout and design of the proposal. 6. Bidders should indicate within their Financial Proposal the fixed, all-inclusive cost (exclusive of GST/HST) associated with the completion of the deliverables, as stated in this RFP ($CDN). /25 Full points (25/25) will be awarded to the Bidder with the lowest proposed fixed, all-inclusive cost, with lesser points being awarded to all other Bidders on a pro rated basis based on the percentage differential of their fixed, all-inclusive cost from that of the Bidder with the lowest fixed, all-inclusive cost, based on the following formula: Lowest Bidder Cost X 25 = Score Higher Bidder Cost TOTAL: /100

Page 8

-SampleB.3 Contractor Selection Methodology Proposals will be evaluated based on the mandatory and point-rated requirements. Only those proposals which first meet all of the mandatory requirements will be considered responsive. The selection of the Contractor will be made on the basis of the highest rated proposal. A contract will therefore not necessarily be awarded to the lowest cost Bidder. Notwithstanding any other provision in this RFP, ABC shall have the right to accept a proposal which is not the lowest cost proposal, and reject a proposal even if it is the only proposal received. ABC intends to award one (1) contract as a result of this RFP.

C.

FINANCIAL PROPOSAL Financial Proposals are to be expressed as fixed, all-inclusive cost to complete all of the deliverables, as stated in this RFP. In addition to their proposed fixed, all-inclusive cost, Bidders should indicate the underlying per diem rates (based on a 7.5 hour day) and anticipated levels-ofeffort for each of their proposed resources. All costs should be exclusive of GST/HST, but inclusive of travel and accommodation costs to and within the NCR. Provisions for Contractor travel and accommodation outside the NCR, where it is directly related to the completion of contract deliverables, will be added to the contract by ABC upon award. The Financial Proposal should also include any additional billable costs, if applicable.

PROPOSED RESOURCE(S)

ESTIMATED LEVEL OF EFFORT (DAYS)

PER DIEM RATE(S) (CAN$) January 1/04 to May 31/04 $ $ $ $ $ $ $ $

PER DIEM RATE(S) (CAN$) June 1/04 to May 31/05

1. 2. 3. 4. Total Estimated Level of Effort: Additional Billable Costs: Total Proposed Fixed All-Inclusive Cost: $ $

days days days days days

At no time should proposed costs or quoted per diem rates include such things as travel/administrative expenses or GST/HST, as such practices inflate time rates, do not reflect Page 9

-Samplemarket/going rates and may prejudice against a Bidder from being awarded a contract. The fixed all-inclusive cost must be inclusive of all payroll, overhead costs and profits required to complete the work. ABCs anticipated budget for this contract is approximately $50,000.00 to cover Deliverable #1 (Strategic Corporate Communications Plan) and $32,000.00 to cover Deliverable #2 (Four (4) Program Communication Sub-Plans), for a total of $82, 000.00, plus GST/HST.

Page 10