Luma - ​Software Evaluation and Selection

The State of Idaho is currently in the middle of the Software RFP process with the goal of finalizing the Software vendor by the end of February 2019. The formal RFP process started with the release of the software RFP on August 24th, 2018. On October 5th, 2018, software 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.

Step 12Contract execution – The State Controller will execute the formal ERP software solution contract.


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. Functionality, Capability and Integration of Solution (350 Points)

Offeror with the highest rating may receive up to 350 points. Points shall be assigned based on factors within this category, to include but are not limited to:
• Functionality and quality of business applications and associated tools
• User experience and ease of use
• Integration of proposed applications and tools
• Ability to meet State requirements, as specified in Attachment 1
• Ability to support State business processes, as specified in Attachment 2
• Demonstrations and presentations by Finalist Offerors

B. Technology (300 Points)

Offeror with the highest rating may receive up to 300 points. Points shall be assigned based on factors within this category, to include but are not limited to:
• Technical platform and delivery model consistent with the long-term objectives of the State
• Ability to integrate with other State systems and business processes
• Support, maintenance, and upgrade approach to reducing the related burden on State resources
• Ability to meet or exceed required service levels
• Ability to meet or exceed security standards and requirements of the State
• Additional technical services (e.g., backup, archiving, disaster recovery)
• Demonstrations and presentations by Finalist Offerors

C. Qualifications, Experience, and References (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:
• Stability of company business and financials
• Successful implementations/services at states of similar size and complexity
• Ability to comply with State requirements and standards
• Commitment to the public sector, future vision, and strategic direction
• Publicly available analysis and reference materials (e.g., Gartner Magic Quadrant reports)
• Comparability of reference to the scope and scale of the State’s project
• Recency and relevance of references (e.g., current version vs. old version, last year vs. ten years ago)
• Reference satisfaction with the Offeror’s solution and support model
• Publicly available information regarding the Offeror’s reputation and performance in the market
• Demonstrations and presentations by Finalist Offerors

D. Cost (100 Points)

Offeror with the highest rating will receive 100 points. Points shall be assigned for the cost of the specific components and services, which comprise the overall system, including annual maintenance cost, as follows:
• Cost points will be assigned on the Total Cost of Ownership reflected on the Summary Presentation schedule of the Cost Proposal, for comparison and evaluation purposes.
• The proposal with the lowest estimated Total Cost of Ownership will receive the maximum points possible for this section.
• 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 solution 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?

After selecting the software, the second RFP will be released to procure services for implementation and integration of the awarded software solution. Services will include software configuration, deployment to each agency, and integration with retained software solutions.