00016717_RFP.doc

RFP/Bid Solicitation S-73000-00016917 Connected In-Vehicle Alerts

State of Oregon

Oregon Department of Transportation Request for Proposal (“RFP”)

RFP TITLE: CONNECTED In-VEHICLE ALERTS RFP/Bid Solicitation Number: S-73000-00016917 Date of Issue: See “Available Date” for this RFP in OregonBuys Opening Date and Time: See “Bid Opening Date” and time for this RFP in OregonBuys.

Purchaser/Single Point of Contact:

See “Purchaser” and “Info Contact” for this RFP in OregonBuys.

Notes:

· OregonBuys: This RFP is advertised as a “Bid Solicitation” in the OregonBuys web-based eProcurement system (https://oregonbuys.gov/bso/). See RFP section 1.3 – OregonBuys for information regarding vendor registration and terminology used in OregonBuys platform.

· Hyperlinks: This document must be viewed electronically to access files, forms, provisions or other documents provided via hyperlinks within this RFP.

· Accessibility: The Oregon Department of Transportation is committed to complying with all statutory requirements to ensure that it is providing information that is more accessible to people with disabilities, as required by Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), and 36 C.F.R. 1194 Appendix A. This includes information regarding the solicitation process. Please contact the Single Point of Contact (“SPC”) identified in OregonBuys (see “Purchaser” and “Info Contact”) to request reasonable accommodation for access, due to a disability, to information related to this solicitation, or the solicitation process, or both. Accommodation requests must be received by the SPC 3 business days prior to the Proposal Submission Deadline (see “Bid Opening Date” and time in OregonBuys).

· Non-Discrimination: Agency, in accordance with the Title VI of the Civil Rights Act of 1964, 78 Stat. 252. 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in Federally-Assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that all business enterprises will be afforded full opportunity to submit proposals in response to this solicitation and will not be discriminated against on the grounds of race, color, sex, or national origin in consideration for an award.

Table of Contents

6SECTION 1:

GENERAL INFORMATION

61.1

INTRODUCTION

71.2

SCHEDULE

71.3

OREGONBUYS

91.4

RFP ATTACHMENTS

91.5

PURCHASER/SINGLE POINT OF CONTACT

9SECTION 2:

AUTHORITY, OVERVIEW, AND SCOPE

92.1

AUTHORITY AND METHOD

92.2

DEFINITION OF TERMS

102.3

OVERVIEW AND PURPOSE

102.4

SCOPE OF WORK/SPECIFICATIONS

112.5

PROJECT PHASES

11SECTION 3:

PROCUREMENT REQUIREMENTS

113.1

MINIMUM QUALIFICATIONS

113.2

MINIMUM SUBMISSION REQUIREMENTS

133.3

ROUND PROPOSAL REQUIREMENTS

16SECTION 4:

[ROUND 1] SOLICITATION PROCESS

164.1

PUBLIC NOTICE

164.2

PREPROPOSAL CONFERENCE

174.3

QUESTIONS / REQUESTS FOR CLARIFICATIONS

174.4

SOLICITATION PROTESTS

184.5

PROPOSAL SUBMITTAL VIA OREGONBUYS

184.6

PROPOSAL MODIFICATION OR WITHDRAWAL

184.7

PROPOSAL DUE

194.8

PUBLIC OPENING

194.9

PROPOSAL REJECTION

194.10

[ROUND 1] EVALUATION PROCESS

234.11

[ROUND 1] POINT AND SCORE CALCULATIONS

234.12

[ROUND 1] RANKING OF PROPOSERS

244.13

NEXT STEP DETERMINATION

254.14 ADDITIONAL ROUNDS (Optional at Agency’s discretion)

264.15

SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

27SECTION 5:

AWARD AND NEGOTIATION

275.1

AWARD NOTIFICATION PROCESS

275.2

INTENT TO AWARD PROTEST

285.3

APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

305.4

CONTRACT NEGOTIATION

32SECTION 6:

ADDITIONAL INFORMATION

326.1

COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

326.2

CERTIFIED FIRM PARTICIPATION

326.3

GOVERNING LAWS AND REGULATIONS

326.4

OWNERSHIP/PERMISSION TO USE MATERIALS

336.5

CANCELLATION OF RFP; REJECTION OF PROPOSAL; NO DAMAGES.

336.6

COST OF SUBMITTING A PROPOSAL

336.7

STATEWIDE E-WASTE/RECOVERY PROCEDURE

336.8

RECYCLABLE PRODUCTS

336.9

PRINTING, BINDING, AND STATIONERY WORK

336.10

CHECKLIST DISCLAIMER

SECTION 1: GENERAL INFORMATION

1.1 INTRODUCTION

The State of Oregon, acting by and through the Department of Transportation, (“Agency” or “ODOT”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for commercial services that will provide in-vehicle alerts to improve driver safety and mobility in Oregon.

Agency is seeking to establish a Contract(s) for the procurement of in-vehicle alert services. Agency is also interested in additional information that can be provided from vehicles to potentially enhance Agency systems.

Additional details on the Scope of the Services are included in the Scope of Work/Specifications section.

Agency may award multiple Contracts from this RFP. The number of contracts will be determined after the Proposals are evaluated and based on budgeting of the agency.

The initial term of the Contract(s) is anticipated to be 2 years with options to renew up to a cumulative maximum of 5 years.

Proposers are advised that there is no guarantee of any specific amount of purchases under the Contract. Notwithstanding the award of a Contract, Agency may conduct separate solicitations or award project-specific contracts or purchase orders for Services similar to what is described within this RFP using any method allowed by law.

1.2 SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

1.3 OREGONBUYS

1.3.1 Registration Requirement; OregonBuys User Guides.

All vendors must be registered in OregonBuys to do business with the state. Registration is free. To create a vendor account, click the blue “Register” button in the top right corner of the OregonBuys website: https://oregonbuys.gov/bso. For registration assistance see vendor registration guidance (https://www.oregon.gov/das/ORBuys/Documents/SupplierRegistrationGuide.pdf). Vendors are responsible for ensuring that their vendor information is current and correct in OregonBuys. ODOT will accept no responsibility for incorrect vendor information.

See OregonBuys User Guides located on OPO’s Contracting with ODOT page (https://www.oregon.gov/odot/Business/Procurement/Pages/HowTo.aspx) for quick reference information regarding common questions from vendors when using OregonBuys.

1.3.2 Crosswalk of Terms used In OregonBuys

1.4 RFP ATTACHMENTS

In addition to the provisions set forth and linked within this RFP, this RFP incorporates by this reference the information published or linked on the OregonBuys Bid Solicitation page for this RFP, including but not limited to:

· Details entered in the Header Information section;

· All RFP attachments, “Amendments” (if any), and any other files linked in the File Attachments and Form Attachments subsections; and

· Information, if any, entered in the “Questions” and “Item Information” sections.

1.5 PURCHASER/SINGLE POINT OF CONTACT

The single point of contact for this RFP is identified as the “Purchaser” along with Purchaser’s “Info Contact” in OregonBuys.

SECTION 2: AUTHORITY, OVERVIEW, AND SCOPE

2.1 AUTHORITY AND METHOD

Agency is issuing this RFP under the authority of the Department of Administrative Services (DAS) delegation 1095-20 (as amended), DAS Tiered Delegation Agreement.

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

2.2 DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below and in RFP section 1.3.2 - Crosswalk of Terms used In OregonBuys.

Acronyms

API

Application Programming Interface

C-V2X Cellular vehicle-to-everything

DMS

Dynamic Message Signs

DSRC

Dedicated short-range communication

ELD

Electronic logging devices

FCC

Federal Communication Commission

OEM

Original Equipment Manufacturer

PII

Personal identification information

RSU

Roadside Unit

2.3 OVERVIEW AND PURPOSE

2.3.1 Agency Overview and Background

The Systems Operations & Intelligent Transportation Systems program directs and manages Operations for ODOT. It provides statewide strategic direction, policies, and guidelines for all ITS applications within the agency, and coordinates efforts to develop projects, implement solutions, and utilize ITS systems and services. The program develops partnership opportunities with federal agencies, neighboring states, other state and local agencies, and private vendors. It oversees and manages the TripCheck traveler information system, weather monitoring system, traffic signal central software systems, and the Active Traffic Management system. The program also provides statewide funding and coordination for Transportation Operations Centers and for ODOT’s Traffic Incident Management program, including collaboration with public safety partners to support safe, quick clearance of highway incidents. In addition, the program includes statewide broadband coordination. Systems Operations & ITS works closely with Traffic HQ, Region Traffic Offices, and the Information Services Branch.

The Section also includes the Traffic Signal Services Unit, which provides direct oversight of testing and maintenance for electronic traffic signal control equipment on Oregon’s state highways. This Unit performs annual traffic signal inspections and conducts testing of all electronic traffic signal control equipment. It also develops statewide training for maintenance and repair of traffic signals, ITS roadside equipment, and Commerce and Compliance weigh‑in‑motion equipment.

2.3.2 Project Overview, Background and Purpose

One of the main issues holding back widespread connected vehicle deployments for safety advancements is the cooperation between the automotive OEM and public agencies in technology. The uncertainty in the Federal Communication Commission (FCC) 5.9 GHz band regulations and technology changes from dedicated short-range communication (DSRC) to cellular vehicle-to-everything (C-V2X) has significantly delayed roadside radio deployments. Vehicles are not commonly outfitted with C-V2X radios and various public agencies are building out roadside unit (RSU) infrastructure to guide automotive OEM’s to using that solution for connected vehicle applications, but widespread communication with privately owned vehicles has not, to date, been achieved. To provide safety and mobility information to the public, DOT’s are relying primarily on dynamic message signs (DMS), which have limited quantity in rural locations due to cost and infrastructure installation requirements, and traveler information websites that are not easily accessible while driving.

Almost all new vehicles have telematics built-in that provide two-way communication from vehicles to the equipment manufacturer, or their representative data provider. Many vehicle manufacturers already send limited safety alerts directly to vehicles. ODOT would like to increase the safety notifications to the public throughout Oregon by connecting vehicle data providers with DOT incident and work zone data via ODOT’s TripCheck API. Utilizing embedded vehicle telematics will allow ODOT an additional communication method to the public for traveler safety without requiring installation of infrastructure that is expensive to maintain.

2.4 SCOPE OF WORK/SPECIFICATIONS

ODOT is interested in establishing one or multiple contracts for services that provide real-time traveler information safety and mobility messaging directly to vehicles. ODOT is seeking a service provider that does not require third-party hardware, an application that needs to be downloaded to a smart device to achieve these in-vehicle alerts, or any software installations or database resourcing on Agency servers. The service provider should utilize cellular smart devices already embedded in the vehicles from the factory. ODOT will accept services for in-cab notifications from applications on commercial vehicle electronic logging devices (ELD). ODOT will also accept services that provide safety alerts from cellular providers to smart devices without requiring an application to be downloaded.

The in-vehicle alerts are intended to be statewide in Oregon where cell coverage is available for the embedded in-vehicle communication devices. Most of Oregon’s highways are considered rural and this service has the potential to provide safety alerts where roadside DOT managed infrastructure like dynamic message signs are not able to be installed.

Performance metrics will need to be incorporated with the service to provide ODOT information on the number of notifications being transmitted, the amount of vehicles getting notifications, and where the notifications are happening in Oregon.

ODOT is also interested in collecting any anonymized data (no Personally Identifiable Information) possible from connected vehicles. Data types that ODOT can utilize include driver response, traction control or friction, road roughness, vehicle temperature, windshield wiper operation, rapid braking, swerving, etc. Data from vehicles is a secondary feature and not required for contract award. Any integration effort needed for the Agency to connect to Proposed data is a separate effort and not part of this procurement.

SECTION 3: PROCUREMENT REQUIREMENTS

3.1 MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposer must be a registered vendor in OregonBuys.

3.2 MINIMUM SUBMISSION REQUIREMENTS

3.2.1 ROUND 1 Proposal Submissions

To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

· Proposer Information and Certification Sheet (Attachment C) (with Appendix 1 listing references.)

· Disclosure Exemption Certification (Attachment B) – submit only 1 copy if applicable - see Proposal Format section below)

· Price Proposal Form (Attachment E)

· Key Persons and Resumes

· Technical Proposal See RFP section 5.3 for submittal requirements of selected firm after award notice.

3.2.2 Reserved

3.2.3 Proposal Format

Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

· Price information must be submitted via OregonBuys (see RFP section 3.3.3 for detailed format and submittal requirements).

· All other required submittal items must be submitted via OregonBuys in Adobe Acrobat (pdf) or Microsoft Word (docx) format.

If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall submit a completed and signed Disclosure Exemption Certification (Attachment B) and a fully redacted version of its Proposal, clearly identified as the redacted version.

3.2.4 Electronic Submittal Provisions

3.2.4.1.

Proposers shall make reasonable efforts to minimize the file size of attachments so the total for all submittal files does not exceed 6 megabytes (for tips on reducing file size, see: How to reduce PDF file size (https://www.wikihow.com/Reduce-PDF-File-Size); How to reduce the size of Word documents that contain images (https://www.howtogeek.com/255379/how-to-reduce-the-size-of-microsoft-office-documents-that-contain-images/).

3.2.4.2.

Agency reserves the right to reject any submittal that is unreadable.

3.2.4.3.

Agency reserves the right to award the Contract solely on the electronically submitted Proposal; however, upon Agency’s request, the apparent successful Proposer shall promptly submit its complete original signed Proposal.

3.2.4.4.

Per OAR 731-146-0150(4), in the event of a failure of an Electronic Procurement System or email system that interferes with the ability to submit electronic Proposals, to protest, or to otherwise participate in the procurement, Agency may cancel the procurement or may extend the date and time of receipt of electronic Proposals by providing notice of the extension immediately after the Electronic Procurement System becomes available.

3.2.4.5.

By submitting a Proposal in response to this RFP, Proposer (and if selected for award, also as the Contractor) agrees with Agency that Signatures, and other forms of authorized representative certification, showing on documents submitted via OregonBuys or email are “Electronic Signatures” under ORS Chapter 84 and bind the signing party and are intended to be and can be relied upon by the parties.

3.3 ROUND 1 PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the the Services to be performed. A Proposal that merely offers to provide the Services as stated in this RFP may be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

3.3.1 Proposer Information and Certification Sheet

Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C), with the “APPROVED” checkbox marked to certify approval of the Proposal and compliance with Oregon Tax Laws by a duly authorized representative empowered to bind the Proposer. Failure to demonstrate compliance with Oregon Tax Laws may result in a finding of non-Responsibility.

Also mark the appropriate box for item 10 regarding Conflict of Interest (COI) disclosures. If disclosures are required for Proposer or any subs, use COI Disclosure Form(s) linked on Attachment C to make the disclosures.

3.3.2 References

Provide three references from current or former client firms for similar projects performed within the last 3 years. List the reference contact information in Appendix 1 of RFP Attachment C. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall send the Reference Check Form (Attachment D) to its references. Reference forms must be completed by the reference, and sent to the Purchaser. Reference forms must be received prior to the Bid Opening Date. Reference forms not received before the Bid Opening Date will receive a score of zero. The reference scores will be averaged by the Purchaser for a final reference score

3.3.3 Price Proposal

Enter and submit in OregonBuys the price(s) required in the Item Information section of the Bid Solicitation for this RFP.

In addition to the price(s) entered in the OregonBuys Item Information section, submit a detailed Price Proposal (Attachment E) as a separate file uploaded via the Attachments tab for this RFP in OregonBuys. The Price Proposal must show the price for the total price for a complete year of services under the contract (inclusive of all labor, profit and expenses).

3.3.4 Key Persons and their Resumes

Specify key persons to be assigned to this project, and include a current resume (not to exceed 2 pages each) for each key person that demonstrates the person’s qualifications and experience for the Work described in this RFP.

3.3.5 Technical Proposal

General Requirements - Proposer shall offer a service to deliver in-vehicle warning notifications. Proposer must be the owner of the service offered. Proposals offering products from other parties will be rejected. Proposer shall provide a narrative (including pictures or screenshots if applicable) for the sections below. Proposers shall submit responses addressing the scoring criteria specified in Section 4.10.2.

Notification Types - Proposer to provide any other types of safety notifications their service could provide.

Platform Requirements – Proposer’s service shall not include applications that need to be downloaded to smart devices and/or managed by the public, with the exception of applications for commercial vehicle electronic logging devices (ELD).

Proposer’s service shall not include aftermarket hardware that is not present in vehicles from the factory requiring management by the public.

Proposer’s service shall not require any software installations or database resourcing on Agency servers.

Incident and work zone notification types shall be automated and not require manually creating geofenced areas for each alert.

Performance Metrics - Performance metrics shall be provided to the Agency at an agreed upon regular interval to describe the notification type, quantity, and locations posted. Proposer shall also include any additional performance metrics offered.

Technical Support - Selected Proposer(s) shall make available technical support via telephone and email during Agency’s normal business hours Monday to Friday.

Experience on Similar Projects - Describe Proposer’s experience on the projects listed as references for this RFP. Briefly describe the Proposer’s role in the projects and the project outcomes.

Project Management Plan - Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

Additional Features - Proposer to submit additional features, if any, that they may be able to provide to the Agency. Any information provided must be anonymized and not include any personal identification information (PII).

SECTION 4: ROUND 1 SOLICITATION PROCESS

4.1 PUBLIC NOTICE

The RFP and attachments are published in the OregonBuys eProcurement system (https://oregonbuys.gov/bso). RFP documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Addenda published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Addenda have been issued. Addenda are incorporated into the RFP by this reference.

4.2 PREPROPOSAL CONFERENCE

A Pre-Proposal conference will not be held for this RFP.

4.3 QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, the intent or technical aspects of the RFP, contractual requirements, or any other provision must:

· Be submitted in writing via email to the Purchaser identified in OregonBuys for this RFP. The email must include the RFP number and identify Proposer’s name and contact information;

· Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and

· Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule, RFP section 1.2.

4.4 SOLICITATION PROTESTS

4.4.1 Protests to RFP

Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the Sample Contract. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Addenda as provided below.

4.4.2 Protests to Addenda

Prospective Proposer may submit a Written protest of anything contained in the respective Addendum. Protests to Addenda, if issued, must be submitted by the date/time specified in the respective Addendum, or they will not be considered. Protests of matters not added or modified by the respective Addendum will not be considered.

4.4.3 Requirements for Protests

All Protests must:

· Be delivered via email to the Purchaser identified in OregonBuys for this RFP;

· Reference the RFP number;

· Identify prospective Proposer’s name and contact information;

· Be sent by an authorized representative;

· State the reason for the protest, including:

· the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and

· evidence or documentation that supports the grounds on which the protest is based

· State the proposed changes to the RFP provisions or other relief sought;

· Protests to the RFP must be received by the due date and time identified in the Schedule, RFP section 1.2;

· Protests to Addenda must be received by the due date identified in the respective Addendum.

4.5 PROPOSAL SUBMITTAL VIA OREGONBUYS

Proposer is solely responsible for ensuring its Proposal and all required submittal items are submitted through OregonBuys in accordance with the RFP requirements before the Bid Opening Date. Proposals submitted by any other means will be rejected.

Agency is not responsible for any delays by transmission errors or delays, or for any misdelivery for any reason. Additional information may be found in the OregonBuys Terms of Use.

4.6 PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to withdraw or modify a submitted Proposal, Proposer must do so using the “Withdraw Quote” button in OregonBuys prior to the Bid Opening Date and time for this RFP in OregonBuys. Proposal withdrawals and modifications must be in conformance with requirements set forth in OAR 125-247-0440.

4.7 PROPOSAL DUE

A Proposal (including all required submittal items) must be received in OregonBuys on or before the Bid Opening Date and time for this RFP specified in OregonBuys.

A Proposal received after the Bid Opening Date and time is considered LATE and will NOT be accepted for evaluation.

4.8 PUBLIC OPENING

There will be no public Opening of Proposals. Proposals received will not be available for inspection until after the evaluation process has been completed and the Notice of Intent to Award is issued pursuant to OAR 137-047-0630. However, Agency will record and make available the identity of all Proposers after Opening.

4.9 PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

· Proposer fails to substantially comply with all prescribed RFP procedures and requirements.

· Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

· Proposer fails to meet the responsibility requirements of ORS 279B.110.

· Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the Purchaser or persons authorized by the Purchaser, or makes inappropriate contact with the Purchaser.

· Proposer attempts to influence a member of the Evaluation Committee.

· Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Addenda.

4.10 ROUND 1 EVALUATION PROCESS

4.10.1 Responsiveness and Responsibility Determination

4.10.1.1 Responsiveness Determination

A Proposal received prior to the Bid Opening Date for this RFP will be reviewed to determine if it is Responsive to all RFP requirements including compliance with the Minimum Submission Requirements section. If the Proposal is unclear, the Purchaser may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the Purchaser finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

4.10.1.2 Responsibility determination

Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Contract. Selected Proposer(s) shall submit a signed Responsibility Inquiry form (Attachment G) following receipt of Intent to Award notice as required in RFP section 5.3.4.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

4.10.2 Evaluation Criteria

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this section up to the maximum points available listed for each scored item.

Purchaser may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Proposer shall offer a service to deliver in-vehicle warning notifications. Proposals offering products from other parties will be rejected.

4.10.2.1 Evaluation Item 1 - Technical Proposal

Max Points: 250 General Scored Criteria (75 Points)

· How well did the Proposer demonstrate a service that provides in-vehicle notifications to the public?

· Did the Proposer demonstrate their ownership of the service?

· How well did the Proposer demonstrate how their service is scalable and will allow for additional data sources and additional in-vehicle systems?

· How significant is the anticipated distribution of in-vehicle notifications statewide?

· How many different vehicle types (makes and models) can be communicated with?

· How many different Original Equipment Manufacturers (OEM) can the Proposer’s service communicate with?

· Did the Proposer describe what other governmental agencies are using the service?

Notifications Scored Criteria (50 points)

· How well did the Proposer demonstrate their in-vehicle incident and/or work zone notifications?

· How well did the Proposer demonstrate the ability to connect to ODOT’s TripCheck API data feed for 30 second interval incident and/or work zone information to provide in-vehicle notifications?

· How well did the Proposed service update the incident and/or work zone alerts?

· Did the Proposer have another data source for incident and/or work zone in addition to ODOT?

· How many different in-vehicle notification types can be provided currently?

· How well did the Proposed service manage the quantity of messages proposed for in-vehicle communication?

· Did the Proposed service have a minimum delay between notifications to reduce the quantity of alerts being posted?

· Were message priorities assigned to ensure more critical messages were being displayed on in-vehicle systems?

· Are in-vehicle messages posted within a reasonable time frame from the creation of the event from the original data source?

· Did Proposer provide adequate proof of delivery latency with real world examples?

Platform Scored Criteria (50 points)

· Did the Proposer demonstrate their service’s ability to provide notifications to in-vehicle displays or similar smart devices?

· Did the Proposer demonstrate that their service does not require the use of an application that the public has to download, install, and manage (with the exception of commercial vehicle in-cab applications installed on ELD)?

· Did proposer demonstrate or explain how their service ensures data accuracy and completeness and prevents unauthorized data alteration.

· Did the Proposer demonstrate that their service does not require the use of a third-party hardware component that needs to be installed aftermarket by the public?

· Are the geofenced areas providing alerts automatically generated when events are created?

· Are the geofenced areas in advance of traffic approaching the event allowing drivers time to respond accordingly?

· Will notifications be generated only for traffic approaching the event and not for traffic that has already passed it?

· Do the geofenced areas change in size based on the severity or priority of the notification, and is this a configurable parameter upon request by the Agency?

Performance Metrics Scored Criteria (50 points)

· Does the service provide reports about the following?

· Quantity of unique vehicles receiving notifications.

· Quantity of messages posted.

· Locations of the messages posted.

· Descriptions of the messages posted.

· Driver response to messages posted (such as reducing speed).

· Are the reports automatically generated and will be sent to the Agency at regular intervals?

· Do the performance metrics provide any additional benefits of the service?

Additional Features Scored Criteria (25 points)

· What additional features can the Proposer provide of benefit to the Agency?

· Can the Proposed service receive data from vehicles?

· If so, does the data from vehicles include weather-based and road condition data types of interest to the Agency including traction, road roughness, ambient temperature, windshield wiper use, etc.

· If so, does the data from vehicles include traffic data types of interest to the Agency including work zone identification, incident identification, rapid slowdowns, congestion, etc.

· Is there additional information the Proposer can provide for public safety including air bag deployment, stalled vehicles, emergency response, etc.

· Are all data types provided from vehicles anonymized?

4.10.2.2 Evaluation Item 2 – References

Max Points: 50 Reference forms must be submitted by the references, not the Proposer. See Section 3.3.2 and Attachment D.

Agency will award up to a total of 50 points for all references and may use the reference forms to obtain additional information, verify information, etc. Each reference will self-evaluate their satisfaction with Proposer’s products and services on a scale of 1 to 3 in the following areas:

· Overall satisfaction with the Proposer

· Overall satisfaction with the service

· Quality of service and support, including responsiveness and technical competence

· Ease of use of the service

· Ease of configuration, or ease of coordination for Proposer configuration.

For reference forms not returned, the Proposer will receive a 0 for the reference. The Purchaser will award a score to each reference based upon the percentage of the total reference points using the following formula.

(Average of reference scores/Highest Proposer’s averaged reference score) X max reference points possible = reference score

4.10.3 PRICE EVALUATION

Not Scored Proposer shall submit a complete Price Proposal Form (Attachment E) for annual service operation. Annual service costs shall include, but not be limited to:

a) Connecting to the Agency’s API.

b) Operational cost.

c) Regular performance metric reports.

The cost for this telephone/email technical support must be included in the service cost.

4.10.4 PREFERENCES

4.10.4.1 Reserved

4.10.4.2 Tiebreakers

If Agency receives Proposals identical in price, fitness, availability and quality and chooses to award a Contract, Agency shall award the Contract in accordance with the procedures outlined in OAR 137-046-0300.

4.11 ROUND 1POINT AND SCORE CALCULATIONS

Scores are the points assigned by each evaluator.

The maximum points possible for each evaluation item are listed in the table below.

The Purchaser will average the scores for the technical proposal portion of each Proposal by totaling the points awarded by each evaluation committee member and dividing by the number of committee members.

The Purchaser will total the points of each reference check form received to establish the final reference score. (See Section 3.3.2 for additional information.)

ROUND 1 TOTAL POINTS POSSIBLE: 300

4.12 ROUND 1 RANKING OF PROPOSERS

After all Proposal scores are determined and any applicable preference has been applied, the Purchaser will determine the rank of each Proposal, with the highest score receiving the highest rank, and successive rank order determined by the next highest score.

Agency may, in Agency’s sole discretion, determine an apparent successful Proposer with no additional rounds of competition. If additional rounds are conducted, Agency will rank advancing Proposers at the conclusion of each subsequent round and may determine an apparent successful Proposer at any time during the solicitation process.

4.13 NEXT STEP DETERMINATION

At the conclusion of a round of competition, Agency may choose to conduct additional round(s) of competition if, in Agency’s sole discretion, it is in the best interest of the State. Additional rounds of competition may consist of, but will not be limited to:

· Interviews

· Presentations/Demonstrations/Additional Submittal Items

· Discussions and submittal of revised Proposals

· Serial or simultaneous negotiations

· Best and Final Offers

4.13.1 Competitive Range Determination

If Agency, in its sole discretion, determines that one or more additional rounds of competition is necessary, it will select a Competitive Range to indicate the Proposers that will be invited to participate in a subsequent round. The Competitive Range will, to the greatest extent practicable, consist of the 3 highest ranked Proposers. Agency, in its sole discretion, may increase or decrease the number of Proposers selected for the Competitive Range if there is a natural break in the scores. Agency will post a notice in OregonBuys of its Competitive Range Determination and provide details about the process and schedule for the subsequent round.

4.13.2 Competitive Range Protest

Proposers excluded from a round may submit a Written protest of Competitive Range. Protests must:

· Be emailed to the Purchaser;

· Reference the RFP number;

· Identify Proposer’s name and contact information;

· Be sent by an authorized representative;

· State the reason for the protest; and

· Be received within 7 calendar days after issuance of the Notice of the Competitive Range unless a different due date and time is specified in such notice.

Agency will address all protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

4.14 ADDITIONAL ROUNDS (Optional at Agency’s discretion)

4.14.1 Product Demonstrations

If Agency determines product demonstrations are necessary, Proposers in the Competitive Range will be invited to participate and the following will apply:

· Demonstrations will be conducted remotely via teleconference. Further details will be included with the Notice of Competitive Range.

· Demonstrations will be independently evaluated by the members of the evaluation committee based on the criteria listed below in Section 4.14.1.1. The Purchaser will average the scores by adding the total scores submitted by each committee member and dividing the total of all scores by the number of committee members.

4.14.1.1 Product Demonstrations Evaluation Criteria Max Points: 200

Points will be awarded based on how completely the evaluator determines the Proposer has answered/demonstrated the below items during the scheduled product demonstration.

General Notifications (75 Points)

· How well does the Proposer demonstrate the different notification types that the service can provide?

· How well does the Proposer describe the messages being posted in vehicles?

· How well does the Proposer describe prioritizing messages based on the alert type?

· How well does the Proposer describe managing the quantity of messages to reduce the alert popups in vehicles?

· How well does the Proposer demonstrate their in-vehicle incident and/or work zone notifications?

· How well does the Proposer demonstrate the ability to connect to ODOT’s TripCheck API data feed for 30 second interval incident and/or work zone information to provide in-vehicle notifications?

· How well does the Proposer demonstrate another data source for incident and/or work zone information in addition to ODOT?

· How well does the overall service align with Agency’s needs?

Platform (50 points)

· How well does the Proposer demonstrate their service’s ability to provide notifications to in-vehicle displays and/or smart devices without requiring an application to download (except for commercial vehicle ELD’s) or third-party hardware installation?

· How well does the Proposer demonstrate the creation of a notification based on a geofenced area generated from an event?

· How well did the Proposer demonstrate that the geofenced areas in advance of traffic approaching the event allowing drivers time to respond accordingly?

· How well did the Proposer demonstrate modifying or creating new geofenced areas based on anticipated requests by the Agency and associate a unique alert type such as severe weather, large highway closure, or a special event that impacts traffic?

Performance Metrics (50 points)

· How well does the Proposer describe the reports and show the following, or a subset of the following, information?

· Quantity of unique vehicles receiving notifications.

· Quantity of messages posted.

· Locations of the messages posted.

· Descriptions of the messages posted.

· Driver response to messages posted (such as reducing speed).

· How well does the Proposer describe the reports being automatically generated and what will be provided to the Agency?

· How well did the Proposer describe additional benefits of the service and do the reports provide that information?

Additional Features (25 points)

· Did the Proposer demonstrate collecting data from vehicles?

· Does the data from vehicles include data types of interest to the Agency?

· Did the Proposer demonstrate that all data types provided from vehicles or smart devices are anonymized?

4.15 SCORING AND RANKING OF PROPOSERS FOR SUBSEQUENT ROUNDS

If Agency conducts two or more rounds of competition, the Purchaser will determine the cumulative score for Proposers advancing through all rounds of competition by adding the scores from each completed round. The Proposer with the highest cumulative score will receive the highest final ranking.

SECTION 5: AWARD AND NEGOTIATION

5.1 AWARD NOTIFICATION PROCESS

5.1.1 Award Consideration

Agency, if it awards a Contract, will award a Contract to the highest ranking Responsible Proposer(s) based upon the scoring methodology and process described in Section 4. Agency may award less than the full Scope of Work described in this RFP. Agency, in its sole discretion, may make additional award(s) for up to 9 months following the close of this solicitation. Agency may select the next ranked Responsive and Responsible Proposer, issue an Intent to Award notice and begin a new award protest period. If agreement with that Proposer is not reached, Agency may offer award to the next ranked Proposer and so on until agreement is reached or until Agency terminates the process. Agency may require reconfirmation of the qualifications and staffing of any Proposer.

Alternatively, Agency may make an initial intent to award to multiple Contracts for as many of the highest ranking Responsible Proposers that Agency has budget for, as Agency may determine in its sole discretion.

5.1.2 Intent to Award Notice

Agency will notify all Proposers in Writing that Agency intends to award a Contract to the selected Proposer(s) subject to successful negotiation of any negotiable provisions.

5.2 INTENT TO AWARD PROTEST

5.2.1 Protest Submission

An Affected Proposer shall have 7 calendar days from the date of the Intent to Award notice to file a Written protest.

A Proposer is an Affected Proposer only if the Proposer would be eligible for Contract award in the event the protest was successful and is protesting for one or more of the following reasons as specified in ORS 279B.410:

· All higher ranked Proposals are non-Responsive.

· Agency has failed to conduct an evaluation of Proposals in accordance with the criteria or process described in the RFP.

· Agency abused its discretion in rejecting the protestor’s Proposal as non-Responsive.

· Agency’s evaluation of Proposal or determination of award otherwise violates ORS Chapter 279B or ORS Chapter 279A.

If Agency receives only one Proposal, Agency may dispense with the evaluation process and Intent to Award protest period and proceed with Contract Negotiations and award.

5.2.1.1 Protest Requirements:

Protests must:

· Be submitted via email to the Purchaser identified for this RFP in OregonBuys;

· Reference the RFP number;

· Identify Proposer’s name and contact information;

· Be signed by an authorized representative;

· Specify the grounds for the protest; and

· Be received within 7 calendar days of the Intent to Award notice.

5.2.2 Response to Protest

Agency will address all timely submitted protests within a reasonable time and will issue a Written decision to the respective Proposer. Protests that do not include the required information may not be considered by Agency.

5.3 APPARENT SUCCESSFUL PROPOSER SUBMISSION REQUIREMENTS

Proposer(s) selected for a Contract award under this RFP will be required to submit additional information via email and comply with the following:

5.3.1 Insurance

Prior to award, Proposer shall secure and demonstrate to Agency proof of insurance as required in this RFP or as negotiated. Insurance Requirements are found in Exhibit C of Attachment A.

5.3.2 W-9 Form

Proposer shall provide its Taxpayer Identification Number and backup withholding status on a completed W-9 form (https://www.irs.gov/pub/irs-pdf/fw9.pdf) when requested by Agency or when the backup withholding status or any other relevant information of Proposer has changed since the last submitted W-9 form, if any.

5.3.3 Business Registry

If selected for award, Proposer shall be duly authorized by the State of Oregon to transact business in the State of Oregon before executing the Contract. Visit the Secretary of State website (http://sos.oregon.gov/business/pages/register.aspx) for Oregon Business Registry information.

5.3.4 Responsibility Inquiry

Within 5 Business Days following the Intent to Award notice, Proposer shall complete and submit Attachment G — Responsibility Inquiry.

5.3.5 Pay Equity Certification

If selected for award and the Contract value exceeds $500,000 and Proposer employs 50 or more full-time workers, Proposer shall submit to Agency a true and correct copy of an unexpired Pay Equity Compliance Certificate, issued to the Proposer by the Oregon Department of Administrative Services - For instructions on how to obtain the Certificate visithttps://www.oregon.gov/das/Procurement/Pages/PayEquity.aspx. This requirement is also set forth on Attachment G – Responsibility Inquiry.

ORS 279B.110(2)(f) requires that Proposer provide this prior to execution of the Contract.

5.3.6 Nondiscrimination in Employment

As a condition of receiving the award of a Contract under this RFP, Proposer’s authorized representative must certify by marking the “APPROVED” checkbox and entering their name and title on Attachment C - Proposer Information and Certification Sheet that, in accordance with ORS 279A.112, Proposer has in place a policy and practice of preventing sexual harassment, sexual assault, and discrimination against employees who are members of a protected class. The policy and practice must include giving employees a written notice that the policy both prohibits, and prescribes disciplinary measures for, conduct that constitutes sexual harassment, sexual assault, or unlawful discrimination.

5.4 CONTRACT NEGOTIATION

5.4.1 Negotiation

After selection of a successful Proposer, Agency may enter into Contract negotiations with the successful Proposer.