ATTACHMENT 1 SECTION 3 - PROJECT SCHEDULE AND INSTRUCTIONS FOR PROPOSAL SUBMISSION 3.1. Proposal Due Date and Submittal Process Proposers must submit one (1) original, three (3) additional copies, and one (1) electronic copy (on compact disc in PDF format) of their Proposal to the offices of the San Joint Powers Authority no later than 2:00 P.M. PDT on April 05, 2018. Proposals must be sealed and clearly marked WEBSITE DESIGN, HOSTING, AND MAINTENANCE SERVICES RFP No.: 19-J-05-00, Attention: Contracts and Compliance Department on the envelope. Sealed Proposals should be mailed or delivered to: San Joaquin Joint Powers Authority 949 East Channel Street Stockton, California 95202 Attention: Contracts and Compliance Department DO NOT OPEN WITH REGULAR MAIL It is the sole responsibility of the Proposer to ensure that their Proposals are received by the SJJPA on or before the due date. Any Proposals received after the due date and time will be deemed non-responsive and will not be considered. 3.2. Schedule of Procurement Activities In addition to the above-stated Proposal due date as noted in Section 3.1, the remainder of the schedule for this procurement is as follows: EVENT DATE RFP Released February 28, 2018 Date Pre-Proposal Meeting March 15, 2018 9:00 A.M. PDT Deadline for written RFP Clarifications / Questions March 08, 2018 March 19, 2018 2:00 P.M. PST PDT Responses to Questions Posted on ACE Website https://www.acerail.com/about/contract- Opportunities March 22, 2018 5:00 P.M. PST PDT
ATTACHMENT 1 Proposal Due April 05, 2018 Date 11:00 A.M. PST 2:00 P.M. PDT Notice of Interviews April 19, 2018 April 17, 2018 Oral Presentation / Interview Week of May 07, 2018 April 24, 2018 Notice of Intent to Award (tentative) May 13, 2018 May 14, 2018 SJJPA Board Approval (tentative) May 23, 2018 May 25, 2018 3.3. Pre-Proposal Conference A Pre-Proposal Conference was not scheduled for this Solicitation. A Pre-Proposal Conference will be held commencing promptly at 9:00 A.M. PDT on March 15, 2018 at the office of SJJPA s Administrative Offices, 949 E. Channel Street, Stockton, CA 95202. While attendance is not mandatory, all Proposers are strongly encouraged to attend. A teleconference will be available for this meeting by calling (866) 516-3949. Proposers shall email rfp@acerail.com to obtain a Pin Code for this meeting. The Pre-Proposal Conference will take approximately one (1) hour. SJJPA staff will be available to answer general questions pertaining to the RFP and the specifications herein. Any questions that may require staff research to answer, or that will otherwise clarify or modify the meaning or intent of this RFP, shall be submitted in writing as described in Section 3.4 RFP Clarifications and Questions. 3.4. RFP Clarifications and Questions RFP Clarifications and Questions may be submitted at any time prior to 2:00 P.M. on March 19, 2018 March 8, 2018. Questions and/or requests for clarifications may be submitted in writing via U.S. Mail, overnight express delivery service, or E-Mail to: San Joaquin Joint Powers Authority Attn: Contracts and Compliance Department 949 East Channel Street
ATTACHMENT 1 Stockton, California 95202 E-mail: RFP@ACERAIL.COM Responses to all inquiries will be emailed to potential proposers and/or posted on the ACE website at https://www.acerail.com/about/contract- Opportunities no later than 5:00 P.M. on March 22, 2018. This will be the only response to questions received. Proposers are strongly encouraged to check the website frequently for responses to all inquiries, addenda, and/or any updates to the RFP.
ATTACHMENT 2 SECTION 5 - EVALUATION CRITERIA AND SELECTION PROCESS 5.1 EVALUATION CRITERIA SJJPA intends to award a Contract to the responsible Proposer submitting the most responsive and responsible Proposal complying with the RFP. SJJPA will base ranking on a maximum of 100 points, using a scoring range of 1 to 10, and weighted as indicated on the following form. The highest ranking for each category is to be based on the Proposal material submitted, and what is deemed most reasonable, logical, appropriate, insightful and advantageous to SJJPA. Evaluation Criteria Project Understanding a. Understanding of the Project b. Understanding of the Contractor s Role Project Plan a. Creativity b. Technical Approach Expertise and Experience a. List of Related Projects b. Key staff s relevant experience c. References Price a. Hourly Rates b. Budget Proposal Unweighted Score Multiplier 3.0 3.0 2.0 2.0 Weighted Score Excellent Good Average Below Average Unsatisfactory 10 7 5 3 0
ATTACHMENT 2 5.2 PROPOSER INTERVIEWS The top- ranked teams will be invited to a one-hour presentation/interview on the week of May 07, 2018 April 24, 2018. SJJPA will notify the top-ranked Proposers to for more details on the schedule. 5.3 INTERVIEW PROCESS The top- ranked teams will be invited to a one-hour presentation/interview, of which no more than 20 minutes will be allotted to a presentation by the Proposer of the key points in their proposal and the principal strengths their team brings to SJJPA. The rest of the time will be for the SJJPA Selection Panel s questions. The question and answer portion of the interview will be based on those derived from the initial review of the proposal. Proposers can earn up to an additional 20 during the interview. The Proposer s Project Executive and Project Manager, as well as other key personnel identified in the proposal, shall present and respond to the Selection Panel s questions. Interview Criteria Points Presentation 10 Questions 10 Excellent Good Average Below Average Unsatisfactory 10 7 5 3 0 The interview scores will be added and to the original scores. The Proposers can earn the maximum total of 120 points. 5.3 RECOMMENDATION SJJPA Contracts and Compliance Department will convey the Selection Panel s evaluation scores and the firm with the highest points will be recommended to the Executive Director of SJJPA. If approved by the Executive Director, the recommendation will be presented to the SJJPA Board for approval.