​Luma - Implementer Evaluation and Selection

The State of Idaho is currently in the middle of the Implementation Services RFP process with the goal of finalizing the implementer by the end of August 2019. The formal RFP process started with the release of the Implementation RFP on March 18th, 2019. On May 10th, 201p, implementation companies responded to the Request for Proposal for a modern statewide ERP system. The Luma Governance Board and Project Team assembled a State Evaluation Committee (SEC) to analyze the proposals, watch vendor demonstrations, score, and select the best ERP technology to move Idaho's business processes into the 21 century!

In the table below, you will find the general evaluation process for this RFP. The project team will update this table by highlighting the completed steps in green to help you stay current with the evaluation process. 

Evaluation Process:

Step 1Administrative review for responsiveness – The RFP Lead will confirm compliance with minimum qualifications and administrative requirements. Done!    
Step 2First evaluation of proposals – The SEC scores each Responsive Offeror's Technical Proposal.Done!    
Step 3Short-list decision – If in the best interest of the State, the SEC will select a short-list of Finalist Offerors.Done!    
Step 4Software demonstrations – Finalist Offerors will present their software solution to the SEC
Step 5Second evaluation of proposals – The SEC conducts a second scoring round of proposals of the Finalist Offerors, incorporating additional information from demonstrations and other evaluation activities. Done!   
Step 6Evaluation of cost proposals.
Step 7Best and final offer (if needed) – At the State’s option, a request for a Best and Final Offer (BAFO) may be issued to selected Finalist Offerors and may include clarification questions for finalists. Done!   
Step 8Final scoring of proposals – The SEC incorporates additional information from BAFOs (and other evaluation activities), derives a final score for each Finalist Offeror, and makes a recommendation for award. Done!   
Step 9Presentation to Governance Board – Following final scoring of proposals by the SEC, the recommendation of the SEC will be presented to the Governance Board for review of the procurement process. Done!   
Step 10Lead Sponsor approval – The Lead Sponsor (State Controller) will review the results of the procurement process and grant approval to enter contract negotiation with the Apparent Successful Offeror. Done!   
Step 11Contract negotiations – The State enters negotiations with the Apparent Successful Offeror and prepares a final draft contract.  Done!   
Step 12Contract execution – Concurrent with execution of the systems integration contract, the State Controller will execute the formal ERP software solution contract.Done!   


Evaluation Weighting and Scoring

It is the intent of the State to award a contract to the Offeror deemed to be the most qualified and responsible firm that submits the best overall proposal based on an evaluation of all responses. Selection shall be based on State’s assessment of the Offeror’s ability to provide the best value to the State, as determined by the SEC. 
Each proposal meeting the minimum qualifications and administrative requirements will receive a complete evaluation and will be assigned a score of up to 1000 points possible based on the following items:

A. Project Approach and Methodology (325 Points)

Offeror with the highest rating may receive up to 332 points. Points shall be assigned based on factors within this category, to include but are not limited to:
• Clarity and completeneess of proposed approach and methodologies to meet the specifications and schedule defined in the RFP;
• Fit of the proposed approach and methodologieswith the State, the Luma Project objectives, and achievement of enterprise operational transformation; and
• Inclusion of innovative approaches, methods, and/or tools that can accelerate benefit achievement to the State, improve project execution, reduce project risk, and increase project success.

B. Proposed Project Team Experience (325 Points)

Offeror with the highest rating may receive up to 325 points. Points shall be assigned based on factors within this category, to include but are not limited to:
• Quality of proposed project team experience and references;
• Previous experience in similar role with successful SaaS implementation at similar, preferably public sector, clients;
• Previous experience in public sector;
• Previous experience with Infor CloudSuite modules to be implemented; and
• Previous experience with proposed methodologies.

C. Firm Qualifications and Experience (250 Points)

Offeror with the highest rating may receive up to 250 points. This section shall evaluate all firms included in the response, including the primary ERP software provider and the hosting service provider. Points shall be assigned based on factors within this category, to include but are not limited to:
• Quality of firm references;
• Stability of company business and financials; 
• Successful SaaS implementations/services at similar, preferably public sector clients; and 
• Compliance with the State contractual terms and conditions. 

D. Cost (100 Points)

Offeror with the highest rating will receive 100 points. Points shall be assigned based on the method below: 

• The responsive bid with the lowest quoted cost of the overall system implementation will recieve the maxiumum points possible.
• Remaining proposals will receive points in accordance with the following formula:
 (a / b) x c = d
 a = lowest cost proposal in dollars
 b = cost of the proposal being evaluated
 c = maximum points for Cost category (100)
 d = number of points allocated to the proposal


At the End of the Evaluation Process:

  • We have identified the best implementer to meet State business needs

  • We understand the products and services selected

  • We know what we are getting and what we are not getting

  • We believe the proposed pricing is viable

  • We have the foundation for a good contract, with clear delineation of relationships and responsibilities between Offeror and the State


What's Next?

Functional module owners have identified various subject matter experts from across the state to join the Luma Project Team and integrate the software to meet the needs of the state. The Project Management Office is currently working with agencies to ensure an easy transition for these state employees.