3515R08 - RFP Bridge Instrumentation - FINAL.pdf

i

REQUEST FOR PROPOSALS FOR

INSTRUMENTATION AND MONITORING OF

PENNSYLVANIA’S BRIDGES

ISSUING OFFICE

PENNSYLVANIA DEPARTMENT OF TRANSPORTATION

BUREAU OF OFFICE SERVICES

COMMONWEALTH KEYSTONE BUILDING

400 NORTH STREET, 5th FLOOR

HARRISBURG, PA 17120-0041

RFP NUMBER

3515R08

DATE OF ISSUANCE

OCTOBER 12, 2016

ii

REQUEST FOR PROPOSALS FOR

INSTRUMENTATION AND MONITORING OF PENNSYLVANIA’S BRIDGES

TABLE OF CONTENTS

CALENDAR OF EVENTS iii

Part I—GENERAL INFORMATION 1

Part II—PROPOSAL REQUIREMENTS 8

Part III—CRITERIA FOR SELECTION 14

Part IV—WORK STATEMENT 17

APPENDIX A SAMPLE CONTRACT

APPENDIX B IT CONTRACT TERMS AND CONDITIONS

APPENDIX C COST SUBMITTAL

APPENDIX D DOMESTIC WORKFORCE UTILIZATION CERTIFICATION

APPENDIX E PROPOSAL COVER SHEET

APPENDIX F LIST OF BRIDGES TO BE INSTRUMENTED AND MONITORED

APPENDIX G SERVICE LEVEL AGREEMENT

APPENDIX H DIVERSE BUSINESS PARTICIPATION FOR NON-FEDERALLY

FUNDED PROJECTS

APPENDIX I DISTRICT COMMUNITY RELATIONS COORDINATORS

APPENDIX J CONFIRMATION OF SERVICES (FORM OS-501)

APPENDIX K WORK ORDER REQUIREMENTS

APPENDIX L SAMPLE WORK ORDER AUTHORIZATION PAGE

APPENDIX M TRADE SECRET CONFIDENTIALITY PROPRIETARY

INFORMATION NOTICE FORM

APPENDIX N PENNDOT ENTERPRISE IT STANDARDS

APPENDIX O NON-DISCLOSURE AUTHORIZATION

APPENDIX P LONG TERM BRIDGE PERFORMANCE PROTOCOL

APPENDIX Q INSTRUMENTATION PLAN – GENERAL PROTOCOL

APPENDIX R LIVE LOAD TESTING – GENERAL PROTOCOL

iii

CALENDAR OF EVENTS

The Commonwealth will make every effort to adhere to the following schedule:

Activity Responsibil ity

Date

Deadline to submit Questions via email to PDRFPQuestions@pa.gov.

Potential Offerors

Tuesday, October 18, 2016

Answers to Potential Offeror questions posted to the DGS website at http://www.emarketplace.state.pa.us/ no later than this date.

Issuing Office

Tuesday, November 1, 2016

Please monitor website for all communications regarding the RFP.

Potential Offerors On-going

Sealed proposal must be received by the Issuing Office at:

Pennsylvania Department of Transportation Bureau of Office Services ATTN: Amanda Weaver, Issuing Officer 400 North Street, 5th Floor Harrisburg, PA 17120

*Due to increased security requirements in the Commonwealth’s mail processing operations, all incoming mail to the Keystone Building is routed, scanned and sorted at an off-site location prior to delivery. This includes overnight deliveries. Be aware when submitting proposal documents via overnight delivery services, there is no guarantee that the proposal documents will be received in the Issuing Office when required. Proposals which are received late will be rejected regardless of the reason for late arrival. Offerors are advised to allow extra time to ensure timely delivery. Receipts for all hand delivered packages must be obtained and signed by the Issuing Officer or his designee to verify date and time of delivery.

Offerors

No Later Than

2:00 PM,

Wednesday, November 10, 2016 mailto:PDRFPQuestions@pa.gov http://www.emarketplace.state.pa.us/

PART I

GENERAL INFORMATION

I-1. Purpose. This Request for Proposals (RFP) provides to those interested in submitting proposals for the subject procurement (“Offerors”) sufficient information to enable them to prepare and submit proposals for the Pennsylvania’s Department of Transportation’s (“PennDOT’s”) consideration on behalf of the Commonwealth of Pennsylvania (“Commonwealth”) to satisfy a need for Instrumentation and Monitoring of Pennsylvania’s Bridges (“Project”).

I-2. Issuing Office. The Bureau of Office Services (“Issuing Office”) has issued this RFP on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this RFP shall be Amanda Weaver, 400 North Street, 5th Floor, Harrisburg, PA 17120, PDRFPQuestions@pa.gov. Please refer all inquiries to the Issuing Officer.

I-3. Scope. This RFP contains instructions governing the requested proposals, including the requirements for the information and material to be included; a description of the service to be provided;

requirements which Offerors must meet to be eligible for consideration; general evaluation criteria; and other requirements specific to this RFP.

I-4. Problem Statement. PennDOT is in need of a qualified Offeror to install short and long term instrumentation on bridges to monitor certain types of bridges with the specific purpose of capturing specific data. Additional detail is provided in Part IV of this RFP.

I-5. Type of Contract. It is proposed that if the Issuing Office enters into a contract as a result of this RFP, it will be a deliverable based, established price and work order driven contract containing the IT Contract Terms and Conditions as shown in Appendix B and available at:

http://www.dgs.pa.gov/_layouts/download.aspx?SourceUrl=http://www.dgs.pa.gov/Documents/Procure ment%20Forms/IT_Terms_and_Conditions.doc.

The Issuing Office, in its sole discretion, may undertake negotiations with Offerors whose proposals, in the judgment of the Issuing Office, show them to be qualified, responsible and capable of performing the Project.

I-6. Rejection of Proposals. The Issuing Office reserves the right, in its sole and complete discretion, to reject any proposal received as a result of this RFP.

I-7. Incurring Costs. The Issuing Office is not liable for any costs the Offeror incurs in preparation and submission of its proposal, in participating in the RFP process or in anticipation of award of the contract.

I-8. Questions & Answers. If an Offeror has any questions regarding this RFP, the Offeror must submit the questions by email (with the subject line “RFP 3515R08 Question”) to the Issuing Officer named in Part I, Section I-2 of the RFP. If the Offeror has questions, they must be submitted via email no later than the date indicated on the Calendar of Events. The Offeror shall not attempt to contact the Issuing Officer by any other means. The Issuing Officer shall post the answers to the questions on the DGS website by the date stated on the Calendar of Events. An Offeror who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its http://www.dgs.pa.gov/_layouts/download.aspx?SourceUrl=http://www.dgs.pa.gov/Documents/Procurement%20Forms/IT_Terms_and_Conditions.doc http://www.dgs.pa.gov/_layouts/download.aspx?SourceUrl=http://www.dgs.pa.gov/Documents/Procurement%20Forms/IT_Terms_and_Conditions.doc proposal will not be responsive or competitive because the Commonwealth is not able to respond before the proposal receipt date or in sufficient time for the Offeror to prepare a responsive or competitive proposal. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Offeror to specific provisions in the RFP. To the extent that the Issuing Office decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer must be provided to all Offerors through an addendum.

All questions and responses as posted on the DGS website are considered as an addendum to, and part of, this RFP in accordance with RFP Part I, Section I-9. Each Offeror shall be responsible to monitor the DGS website for new or revised RFP information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the RFP or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation. The required protest process for Commonwealth procurements for Commonwealth procurements with PennDOT can be found in Part I, Section I-25 to this RFP

I-9. Addenda to the RFP. If the Issuing Office deems it necessary to revise any part of this RFP before the proposal response date, the Issuing Office will post an addendum to the DGS website at http://www.emarketplace.state.pa.us/. It is the Offeror’s responsibility to periodically check the website for any new information or addenda to the RFP. Answers to the questions asked during the Questions & Answers period also will be posted to the website as an addendum to the RFP.

I-10. Response Date. To be considered for selection, hard copies of proposals must arrive at the Issuing Office on or before the time and date specified in the RFP Calendar of Events. The Issuing Office will not accept proposals via email or facsimile transmission. Offerors who send proposals by mail or other delivery service should allow sufficient delivery time to ensure timely receipt of their proposals. If, due to inclement weather, natural disaster, or any other cause, the Commonwealth office location to which proposals are to be returned is closed on the proposal response date, the deadline for submission will be automatically extended until the next Commonwealth business day on which the office is open, unless the Issuing Office otherwise notifies Offerors. The hour for submission of proposals shall remain the same. The Issuing Office will reject, unopened, any late proposals.

I-11. Proposals. To be considered, Offerors should submit a complete response to this RFP to the Issuing Office, using the format provided in Part II, providing eight (8) paper copies of the Technical Submittal, and two (2) paper copies of the Cost Submittal. In addition to the paper copies of the proposal, Offerors shall submit two (2) complete and exact copies of the entire proposal (Technical and Cost submittals, along with all requested documents) on separate CDs or Flash drives in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the paper copy and any spreadsheets must be in Microsoft Excel. The Offerors may not lock or protect any cells or tabs. Offerors should ensure that there is no costing information in the technical submittal. Offerors should not reiterate technical information in the cost submittal. The CD or Flash drive should clearly identify the Offeror and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted. The Offeror shall make no other distribution of its proposal to any other Offeror or Commonwealth official or Commonwealth consultant. Each proposal page should be numbered for ease of reference. An official authorized to bind the Offeror to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (Appendix E, Proposal Cover Sheet to this RFP) and the Proposal Cover Sheet is attached to the Offeror’s proposal, the requirement will be met. For this RFP, the proposal must remain valid for 180 days or until a contract is http://www.emarketplace.state.pa.us/Search.aspx fully executed. If the Issuing Office selects the Offeror’s proposal for award, the contents of the selected Offeror’s proposal will become, except to the extent the contents are changed through Best and Final Offers or negotiations, contractual obligations.

Each Offeror submitting a proposal specifically waives any right to withdraw or modify it, except that the Offeror may withdraw its proposal by written notice received at the Issuing Office’s address for proposal delivery prior to the exact hour and date specified for proposal receipt. An Offeror or its authorized representative may withdraw its proposal in person prior to the exact hour and date set for proposal receipt, provided the withdrawing person provides appropriate identification and signs a receipt for the proposal. An Offeror may modify its submitted proposal prior to the exact hour and date set for proposal receipt only by submitting a new sealed proposal or sealed modification which complies with the RFP requirements.

I-12. Economy of Preparation. Offerors should prepare proposals simply and economically, providing a straightforward, concise description of the Offeror’s ability to meet the requirements of the RFP. The proposal shall not exceed 50 pages. This excludes table of contents, dividers, appendices (both supportive and required which includes financial documents, plans, drawings, etc.). Duplex printing is acceptable and suggested.

I-13. Alternate Proposals. The Issuing Office has identified the basic approach to meeting its requirements, allowing Offerors to be creative and propose their best solution to meeting these requirements. The Issuing Office will not accept alternate proposals.

I-14. Discussions for Clarification. Offerors may be required to make an oral or written clarification of their proposals to the Issuing Office to ensure thorough mutual understanding and Offeror responsiveness to the solicitation requirements. The Issuing Office will initiate requests for clarification. Clarifications may occur at any stage of the evaluation and selection process prior to contract execution.

I-15. Prime Contractor Responsibilities. The contract will require the selected Offeror to assume responsibility for all services offered in its proposal whether it produces them itself or by subcontract.

The Issuing Office will consider the selected Offeror to be the sole point of contact with regard to contractual matters.

I-16. Proposal Contents.

A. Confidential Information. The Commonwealth is not requesting, and does not require, confidential proprietary information or trade secrets to be included as part of Offerors’ submissions in order to evaluate proposals submitted in response to this RFP. Accordingly, except as provided herein, Offerors should not label proposal submissions as confidential or proprietary or trade secret protected. Any Offeror who determines that it must divulge such information as part of its proposal must submit the signed written statement described in subsection C. below and must additionally provide a redacted version of its proposal, which removes only the confidential proprietary information and trade secrets, for required public disclosure purposes.

B. Commonwealth Use. All material submitted with the proposal shall be considered the property of the Commonwealth of Pennsylvania and may be returned only at the Issuing Office’s option.

The Commonwealth has the right to use any or all ideas not protected by intellectual property rights that are presented in any proposal regardless of whether the proposal becomes part of a contract. Notwithstanding any Offeror copyright designations contained on proposals, the Commonwealth shall have the right to make copies and distribute proposals internally and to comply with public record or other disclosure requirements under the provisions of any Commonwealth or United States statute or regulation, or rule or order of any court of competent jurisdiction.

C. Public Disclosure. After the award of a contract pursuant to this RFP, all proposal submissions are subject to disclosure in response to a request for public records made under the Pennsylvania Right-to-Know-Law, 65 P.S. § 67.101, et seq. If a proposal submission contains confidential proprietary information or trade secrets, a signed written statement to this effect must be provided with the submission in accordance with 65 P.S. § 67.707(b) for the information to be considered exempt under 65 P.S. § 67.708(b)(11) from public records requests. Refer to Appendix M of the RFP for a Trade Secret Confidential Proprietary Information Notice Form that may be utilized as the signed written statement, if applicable. If financial capability information is submitted in response to Part II of this RFP such financial capability information is exempt from public records disclosure under 65 P.S. § 67.708(b)(26).

I-17. Best and Final Offers.

A. While not required, the Issuing Office reserves the right to conduct discussions with Offerors for the purpose of obtaining “best and final offers.” To obtain best and final offers from Offerors, the Issuing Office may do one or more of the following, in any combination and order:

1. Schedule oral presentations;

2. Request revised proposals; and

3. Enter into pre-selection negotiations.

B. The following Offerors will not be invited by the Issuing Office to submit a Best and Final

Offer:

1. Those Offerors, which the Issuing Office has determined to be not responsible or whose proposals the Issuing Office has determined to be not responsive.

2. Those Offerors, which the Issuing Office has determined in accordance with Part III, Section III-5, from the submitted and gathered financial and other information, do not possess the financial capability, experience or qualifications to assure good faith performance of the contract.

3. Those Offerors whose score for their technical submittal of the proposal is less than 70% of the total amount of technical points allotted to the technical criterion.

The issuing office may further limit participation in the best and final offers process to those remaining responsible offerors which the Issuing Office has, within its discretion, determined to be within the top competitive range of responsive proposals.

C. The Evaluation Criteria found in Part III, Section III-4, shall also be used to evaluate the Best and Final offers.

I-18. News Releases. Offerors shall not, during the RFP process and after award of the contract, issue news releases, Internet postings, advertisements or any other public communications pertaining to this Project without prior written approval of the Issuing Office, and then only in coordination with the Issuing Office. Any and all news releases, Internet postings, advertisements or any other public communications pertaining to this Project must be submitted to the PennDOT Project Manager at least two (2) weeks in advance to allow sufficient time for review and approval.

I-19. Restriction of Contact. From the issue date of this RFP until the Issuing Office selects a proposal for award, the Issuing Officer is the sole point of contact concerning this RFP. Any violation of this condition may be cause for the Issuing Office to reject the offending Offeror’s proposal. If the Issuing Office later discovers that the Offeror has engaged in any violations of this condition, the Issuing Office may reject the offending Offeror’s proposal or rescind its contract award. Offerors must agree not to distribute any part of their proposals beyond the Issuing Office. An Offeror who shares information contained in its proposal with other Commonwealth personnel and/or competing Offeror personnel may be disqualified.

I-20. Issuing Office Participation. Offerors shall provide all services, supplies, facilities, and other support necessary to complete the identified work, except as otherwise provided in this Part I, Section I-20.

I-21. Term of Contract. The term of the contract will commence on the Effective Date and will end 48 months from the Effective Date. The Issuing Office will fix the Effective Date after the contract has been fully executed by the selected Offeror and by the Commonwealth and all approvals required by Commonwealth contracting procedures have been obtained. The selected Offeror shall not start the performance of any work prior to the Effective Date of the contract and the Commonwealth shall not be liable to pay the selected Offeror for any service or work performed or expenses incurred before the Effective Date of the contract.

The Commonwealth’s Contracting Officer may renew this contract upon the same terms and conditions, incrementally or in one-step, for a period of up to 12 months, by written notification to the selected Offeror by the Contracting Officer. There will be no cost escalation for the renewal term. All pricing will remain as shown on the final agreed upon cost between PennDOT and the Selected Offeror as shown on Appendix C, Cost Submittal for Year 4 of the contract term.

I-22. Offeror’s Representations and Authorizations. By submitting its proposal, each Offeror understands, represents, and acknowledges that:

A. All of the Offeror’s information and representations in the proposal are material and important, and the Issuing Office may rely upon the contents of the proposal in awarding the contract(s).

The Commonwealth shall treat any misstatement, omission or misrepresentation as fraudulent concealment of the true facts relating to the Proposal submission, punishable pursuant to 18 Pa.

C.S. § 4904.

B. The Offeror has arrived at the price(s) and amounts in its proposal independently and without consultation, communication, or agreement with any other Offeror or potential offeror.

C. The Offeror has not disclosed the price(s), the amount of the proposal, nor the approximate price(s) or amount(s) of its proposal to any other firm or person who is an Offeror or potential offeror for this RFP, and the Offeror shall not disclose any of these items on or before the proposal submission deadline specified in the Calendar of Events of this RFP.

D. The Offeror has not attempted, nor will it attempt, to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal.

E. The Offeror makes its proposal in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

F. To the best knowledge of the person signing the proposal for the Offeror, the Offeror, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four (4) years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract, except as the Offeror has disclosed in its proposal.

G. To the best of the knowledge of the person signing the proposal for the Offeror and except as the

Offeror has otherwise disclosed in its proposal, the Offeror has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Offeror that is owed to the Commonwealth.

H. The Offeror is not currently under suspension or debarment by the Commonwealth, any other state or the federal government, and if the Offeror cannot so certify, then it shall submit along with its proposal a written explanation of why it cannot make such certification.

I. The Offeror has not made, under separate contract with the Issuing Office, any recommendations to the Issuing Office concerning the need for the services described in its proposal or the specifications for the services described in the proposal.

J. Each Offeror, by submitting its proposal, authorizes Commonwealth agencies to release to the

Commonwealth information concerning the Offeror's Pennsylvania taxes, unemployment compensation and workers’ compensation liabilities.

K. Until the selected Offeror receives a fully executed and approved written contract from the

Issuing Office, there is no legal and valid contract, in law or in equity, and the Offeror shall not begin to perform any work associated with the contract.

I-23. Notification of Selection.

A. Contract Negotiations. The Issuing Office will notify all Offerors in writing of the Offeror selected for contract negotiations after the Issuing Office has determined, taking into consideration all of the evaluation factors, the proposal that is the most advantageous to the Issuing Office.

B. Award. Offerors whose proposals are not selected will be notified when contract negotiations have been successfully completed and the Issuing Office has received the final negotiated contract signed by the selected Offeror.

I-24. Debriefing Conferences. Upon notification of award, Offerors whose proposals were not selected will be given the opportunity to be debriefed. The Issuing Office will schedule the debriefing at a mutually agreeable time. The debriefing will not compare the Offeror with other Offerors, other than the position of the Offeror’s proposal in relation to all other Offeror proposals. An Offeror’s exercise of the opportunity to be debriefed does not constitute nor toll the time for filing a protest (See Section I-25 of this RFP).

I-25. RFP Protest Procedure. The RFP protest procedure is located on the DGS website at http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Supplier%20Service %20Center/Pages/default.aspx. Any protest arising from the award or non-award of a Contract by PennDOT as a result of this RFP must be filed in writing with the Secretary of the Department of Transportation and follow the procedures set forth in Section 1711.1 of the Procurement Code, 62 Pa.C.S. § 1711.1. A protest by a party not submitting a proposal must be filed within seven (7) days after the protesting party knew or should have known of the facts giving rise to the protest, but no later than the proposal submission deadline specified in the Calendar of Events of the RFP. Offerors may file a protest within seven (7) days after the protesting Offeror knew or should have known of the facts giving rise to the protest, but in no event may an Offeror file a protest later than seven (7) days after the date the notice of award of the contract is posted on the DGS website. The date of filing is the date of receipt of the protest. A protest must be filed in writing with the Issuing Office. To be timely, the protest must be received by 4:00 p.m. on the seventh day.

I-26. Information Technology Policies. This RFP is subject to the Information Technology Policies (ITPs) {formerly known as Information Technology Bulletins} issued by the Office of Administration, Office for Information Technology (OA-OIT). ITPs may be found at http://www.oa.pa.gov/Policies/Pages/itp.aspx.

All proposals must be submitted on the basis that all ITPs are applicable to this procurement. It is the responsibility of the Offeror to read and be familiar with the ITPs. Notwithstanding the foregoing, if the Offeror believes that any ITP is not applicable to this procurement, it must list all such ITPs in its technical response, and explain why it believes the ITP is not applicable. The Issuing Office may, in its sole discretion, accept or reject any request that an ITP not be considered to be applicable to the procurement. The Offeror’s failure to list an ITP will result in its waiving its right to do so later, unless the Issuing Office, in its sole discretion, determines that it would be in the best interest of the Commonwealth to waive the pertinent ITP.

http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Supplier%20Service%20Center/Pages/default.aspx http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Supplier%20Service%20Center/Pages/default.aspx http://www.oa.pa.gov/Policies/Pages/itp.aspx

PART II

PROPOSAL REQUIREMENTS

Offerors must submit their proposals in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements in this part of the RFP. Offerors should provide any other information thought to be relevant, but not applicable to the enumerated categories, as an appendix to the Proposal. All cost data relating to this proposal should be kept separate from and not included in the Technical Submittal. Each Proposal shall consist of the following two (2) separately sealed submittals:

A. Technical Submittal, which shall be a response to RFP Part II, Sections II-1 through

II-9;

B. Cost Submittal, in response to RFP Part II, Section II-10.

The Issuing Office reserves the right to request additional information which, in the Issuing Office’s opinion, is necessary to assure that the Offeror’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the RFP.

The Issuing Office may make investigations as deemed necessary to determine the ability of the Offeror to perform the Project, and the Offeror shall furnish to the Issuing Office all requested information and data. The Issuing Office reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Offeror fails to satisfy the Issuing Office that such Offeror is properly qualified to carry out the obligations of the RFP and to complete the Project as specified.

II-1. Statement of the Problem. State in succinct terms your understanding of the problem presented or the service required by this RFP. This is limited to two (2) pages.

II-2. Management Summary. Include a narrative description of the proposed effort and a list of the items to be delivered or services to be provided. This is limited to one (1) page.

II-3. Work Plan. Describe in narrative form your technical plan for accomplishing the work. Use the task descriptions in Part IV of this RFP as your reference point. Modifications of the task descriptions are permitted; however, reasons for changes should be fully explained. Indicate the number of person hours allocated to each task. Include a Program Evaluation and Review Technique (PERT) or similar type display, time related, showing each event. If more than one approach is apparent, comment on why you chose this approach.

In addition to the narrative, Offerors are to provide detailed Project schedule/timeline, which shows action steps and dates of execution for each step. Offerors should assume a Notice to Proceed date of February 1, 2017; however, the anticipated Notice to Proceed date is subject to change at PennDOT’s discretion and PennDOT reserves the right to issue a Notice to Proceed at any time.

A. Initial Project Plan. Provide an Initial Project Plan that shall illustrate and document the phases, activities, tasks, and milestones for completing the deliverables for the entire project. In developing the Initial Project Plan, Offerors shall consider items such as the selected Offeror’s resources, impact on customers, end users, high-level dependencies among deliverable groups, etc. The Initial Project Plan should include at a minimum the following:

• A complete schedule covering all aspects of project in a Gantt chart format showing that the instrumentation and monitoring will be fully functional and operational within six (6) months from the Notice to Proceed;

• High-level phases, activities, tasks, deliverables and milestones that align with all project deliverables;

• Planned start and end dates for each phase, activity and task, and dates for deliverables and milestones;

• All assumptions related to reviews and approvals on the part of PennDOT shall be clearly defined in the schedule;

• Dependency lag and overlap among phases, activities and tasks.

The Initial Project Plan will be reviewed during the negotiation stage of the RFP process.

Any revisions will be made by the selected Offeror as part of negotiations so that the Initial Project Plan is final at the time of contract award. The final Project Plan will be reviewed at the kick-off meeting with the selected Offeror to ensure accuracy and that PennDOT’s expectations have been met. The Initial Project Plan must be approved by PennDOT prior to commencing work on any deliverables.

Offerors are referred to Section IV-5, Reports and Project Control, for additional requirements. During the term of the Contract, the selected Offeror shall be required to maintain and submit the Project Plan on a weekly basis until Task A is complete. Once the project is in a maintenance only phase, the Project Plan shall be due monthly.

II-4. Prior Experience. Include experience in remote structural monitoring sensors, systems, monitoring software, monitoring system installation and maintenance on large scale production monitoring systems. Experience shown should be work done by individuals who will be assigned to this project as well as that of your company and subcontractors. Provide at least three (3) studies or projects as references that must be clearly identified with the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted. Offerors are not to submit any type of marketing and/or sales brochures as part of their proposal.

II-5. Personnel. Include the number of executive and professional personnel, analysts, auditors, researchers, programmers, consultants, etc., who will be engaged in the work. Show where these personnel will be physically located during the time they are engaged in the Project. For key personnel, including project manager, and maintenance and support personnel, include the employee’s name and, through a resume or similar document, the Project personnel’s education and experience in installing, monitoring and maintaining remote structural monitoring sensors, systems, and software. Indicate the responsibilities each individual will have in this Project and how long each has been with your company.

Identify by name any subcontractors you intend to use and the services they will perform.

II-6. Training. If appropriate, indicate recommended training of agency personnel. Include the agency personnel to be trained, the number to be trained, duration of the program, place of training, curricula, training materials to be used, number and frequency of sessions, and number and level of instructors.

II-7. Financial Capability. Describe your company’s financial stability and economic capability to perform the contract requirements. Provide your company’s financial statements (audited, if available) for the past three fiscal years. Financial statements must include the company’s Balance Sheet and Income Statement or Profit/Loss Statements. Also include a Dun & Bradstreet comprehensive report, if available. If your company is a publicly traded company, please provide a link to your financial records on your company website in lieu of providing hardcopies. The Commonwealth reserves the right to request additional information it deems necessary to evaluate an Offeror’s financial capability.

II-8. Objections and Additions to IT Contract Terms and Conditions. The Offeror will identify which, if any, of the IT Contract Terms and Conditions (contained in Appendix B), it would like to negotiate and what additional terms and conditions the Offeror would like to add to the IT contract terms and conditions. The Offeror’s failure to make a submission under this paragraph will result in its waiving its right to do so later, but the Issuing Office may consider late objections and requests for additions if to do so, in the Issuing Office’s sole discretion, would be in the best interest of the Commonwealth. The Issuing Office may, in its sole discretion, accept or reject any requested changes to the standard contract terms and conditions. The Offeror shall not request changes to the other provisions of the RFP, nor shall the Offeror request to completely substitute its own terms and conditions for Appendix B, IT Contract Terms and Conditions. All terms and conditions must appear in one integrated contract. The Issuing Office will not accept references to the Offeror’s, or any other, online guides or online terms and conditions contained in any proposal.

Regardless of any objections set out in its proposal, the Offeror must submit its proposal, including the cost proposal, on the basis of the terms and conditions set out in Appendix B, IT Contract Terms and Conditions. The Issuing Office will reject any proposal that is conditioned on the negotiation of the terms and conditions set out in Appendix B, IT Contract Terms and Conditions or to other provisions of the RFP as specifically identified above.

II-9. Diverse Business Participation Submittal. Documentation of good faith efforts to solicit subcontractors that are diverse businesses (DBs) shall be made by the Offeror and be subject to the concurrence of PennDOT. A list of the requirements constituting good faith efforts and additional information concerning DB participation in this contract is contained in Appendix H, entitled Diverse Business Participation for Non-Federally Funded Projects.

II-10. Cost Submittal. The information requested in this Section II-10 shall constitute the Cost Submittal. The Cost Submittal shall be provided in the format as instructed in Appendix C, Cost Submittal. The total proposed cost shall be broken down as specified in the instructions contained in Appendix C, Cost Submittal and as identified below. The Cost Submittal shall be placed in a separate sealed envelope within the sealed proposal, separated from the technical submittal.

Offerors should not include any assumptions in their cost submittals; all questions should be addressed during the Questions and Answers period identified in the Calendar of Events. If the Offeror includes assumptions in its cost submittal, the Issuing Office may reject the proposal. Offerors should direct in writing to the Issuing Office pursuant to Section I-8 of this RFP any questions about whether a cost or other component is included or applies. All Offerors will then have the benefit of the Issuing Office’s written answer so that all proposals are submitted on the same basis.

Costs quoted in Appendix C, Cost Submittal shall be an individual unit price based on estimated quantities. Estimated quantities listed in Appendix C, Cost Submittal are estimated, based on historical data and are not guaranteed for work or for payment. Estimated quantities may be changed based on the need of the program. PennDOT reserves the right to request a change in quantities for any of the deliverables as identified in Appendix C, Cost Submittal. The change in quantities initiated by PennDOT may be considered an administrative change to the Contract.

The total proposed cost must be broken down into the deliverables identified in Appendix C, Cost Submittal.

A. Offerors should note that Tasks A and B will require an all-inclusive, fixed price, per unit.

1. Fixed Price. Offerors shall include any and all costs to perform the service for each bridge as described in Task A and Task B. The fixed price shall include any and all required materials, travel, and subsistence.

2. Task B Retainage. Offerors shall note that a lump sum unit cost per bridge is required on Appendix C, Cost Submittal. PennDOT will retain 20% from each lump sum unit cost per bridge for the removal of the components and equipment, to be paid after PennDOT’s acceptance of the removal of the components and equipment and verification that the site conditions are acceptable to PennDOT.

3. No payment will be made for the replacement of components and/or equipment while the component and/or equipment is under warranty. Offerors should take warranty of the components and/or equipment into consideration when completing Appendix C, Cost Submittal.

B. Task C – Maintenance and Support. Offerors should note that the lump sum total for all bridges for Task C will only be paid at the end of the first contract year and then at the end of subsequent years of the contract. No payment for annual maintenance will be paid in advance.

1. The selected Offeror will be responsible for the maintenance and operation of each site as it is brought online, but will not receive the annual payment until the end of the first contract year and then at the end of subsequent years of the contract.

2. On Appendix C, Cost Submittal, PennDOT has identified a performance lump sum annual payment amount for each bridge. For bridges where an amount is not shown, the selected Offeror shall provide maintenance at no additional cost to PennDOT. The annual payment is subject to Appendix G, Service Level Agreement and Section IV-3., H. Service Level Agreement.

3. Offerors may suggest lower annual maintenance costs per bridge as part of the Cost

Submittal. However, Offeror’s who propose a maintenance cost for any or all bridges that exceeds the amount already identified, PennDOT reserves the right to exercise any of the following for a single bridge or for all bridges:

i. Reject the higher amount and the Selected Offeror shall provide the maintenance at the amount identified on Appendix C, Cost Submittal, or

ii. Through negotiations, accept a cost that may be higher than the identified amount but not more than the Offeror’s proposed amount.

C. Task D. There is no guarantee that Task D will be utilized by PennDOT. Quantities provided in Appendix C, Cost Submittal are estimated, do not constitute guaranteed work, and PennDOT may increase or decrease the quantities at any time. Offerors are to identify specified positions for work that may occur through the use of a work order as identified in Task D. Each specified position will require an Hourly Rate, as identified on the “Task D - Labor” tab of Appendix C, Cost Submittal. Offerors should note that the Hourly Rate per specified position shall show the maximum Hourly Rate that will be used for the prime firm and all subcontractors. NOTE: For each work order, PennDOT reserves the right to negotiate a lower hourly rate using the maximum hourly rate as the starting point for negotiations. Offerors should refer to Section IV-4, Task D for additional information.

1. Total Hourly Cost. A Total Hourly Cost is required for Task D. The Total Hourly Cost derived from the direct labor cost, profit, and overhead as described below will be the maximum rate the selected Offeror agrees to provide key personnel necessary to complete work through a work order. The total hourly rate should include the following:

a) Direct Labor Rate per hour.

i. Profit percentage (%) – the profit percentage may not exceed 10%.

ii. Other Direct Costs – includes costs that are not 100% attributable to the service being completed, but are generally associated with the recurring management or support of the service.

iii. General Overhead Costs – includes salaries, equipment and other costs related to headquarters management external to the service, but in support of the activity being completed.

2. Component and Equipment. Offerors shall provide a list of components and equipment, the manufacturer, and the unit cost for Task D to be used for work order development and negotiations of each work order. Offerors should note that the unit cost will not be evaluated as part of the Cost Submittal evaluation. The unit cost will be considered the maximum unit cost which may be negotiated by PennDOT and the Selected Offeror in response to a work order request. In addition, the unit costs shall not be increased by the Selected Offeror during the life of the contract.

3. Travel and Subsistence. Travel and subsistence costs for Task D may be established at the time of the work order development and negotiated for each work order. PennDOT may elect to establish a lump sum amount to draw down from on each work order or PennDOT may elect to require the Selected Offeror to provide exact dollar amounts related to the travel and subsistence. The amount provided is not a guaranteed amount and PennDOT reserves the right to review and approve any and all costs associated with travel and subsistence during work order negotiations and before payment is made for work completed during the term of the work order.

When travel and subsistence is required for Task D, the Selected Offeror shall provide for each work order itemized transportation, lodging and meals per diem costs separately for each specified position, except for the Administrative/Clerical Support position, and a total amount. Payment to the Selected Offeror for travel and subsistence shall be based on actual amounts negotiated in each work order, acceptance (in writing) of work order deliverables, and travel and subsistence costs conforming to the requirements of the most current version of Commonwealth Management Directive 230.10, Travel and Subsistence Allowances.

The Issuing Office will reimburse the selected Offeror for work satisfactorily performed after execution of a written Contract and the start of the Contract term, in accordance with contract requirements, and only after the Issuing Office has issued a Notice to Proceed. Refer to Part IV-3.

– Requirements for additional information.

II-11. Domestic Workforce Utilization Certification. Complete and sign the Domestic Workforce Utilization Certification contained in Appendix D of this RFP. Offerors who seek consideration for this criterion must submit in hardcopy the signed Domestic Workforce Utilization Certification Form in the same sealed envelope with the Technical Submittal.

II-12. Access to Bridge Plans and Other Documents. Offerors wishing to access the Bridge Plans and other documents for the sole purpose of submitting a proposal in response to RFP 3515R08, must read and apply an ink signature of a person authorized to bind the company as described in Part 1, Chapter 31 – Signature Authorization of the Pennsylvania Procurement Handbook on Page 3 of the Appendix O, Non-Disclosure Authorization. The original, ink signed Non-Disclosure Authorization form must be submitted to the Issuing Officer indicated in Section I-2 of this RFP. Upon receipt and approval, the Issuing Officer will provide the address of a secure site where the Bridge Plans may be obtained. Any and all questions about this requirement must be addressed to the Issuing Officer identified in Part I-2 of this RFP. The Bridge Plans and other documents are reference materials only that provide information only for the purposes of submitting a response to this RFP and shall be considered thereof.

http://www.portal.state.pa.us/portal/server.pt?open=512&objID=711&PageID=228891&mode=2&contentid=http://pubcontent.state.pa.us/publishedcontent/publish/cop_general_government_operations/oa/oa_portal/omd/p_and_p/management_directives/management_administrative_support/items/md230_10.html http://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2031%20Contract%20Signatures.pdf http://www.dgs.pa.gov/Documents/Procurement%20Forms/Handbook/Pt1/Pt%20I%20Ch%2031%20Contract%20Signatures.pdf

PART III

CRITERIA FOR SELECTION

III-1. Mandatory Responsiveness Requirements. To be eligible for selection, a proposal must be:

A. Timely received from an Offeror;

B. Properly signed by the Offeror; and

III-2. Technical Nonconforming Proposals. The two (2) Mandatory Responsiveness Requirements set forth in Section III-1 above (A-B) are the only RFP requirements that the Commonwealth will consider to be non-waivable. The Issuing Office reserves the right, in its sole discretion, to (1) waive any other technical or immaterial nonconformities in an Offeror’s proposal, (2) allow the Offeror to cure the nonconformity, or (3) consider the nonconformity in the scoring of the Offeror’s proposal.

III-3. Evaluation. The Issuing Office has selected a committee of qualified personnel to review and evaluate timely submitted proposals. Independent of the committee, BSBO will evaluate the Small Diverse Business participation submittal and provide the Issuing Office with a rating for this component of each proposal. The Issuing Office will notify in writing of its selection for negotiation the responsible Offeror whose proposal is determined to be the most advantageous to the Commonwealth as determined by the Issuing Office after taking into consideration all of the evaluation factors.

III-4. Evaluation Criteria. The following criteria will be used in evaluating each proposal:

A. Technical: The Issuing Office has established the weight for the Technical criterion for this RFP as 70% of the total points. Evaluation will be based upon the following in order of importance:

i. Soundness of Approach. Emphasis here is on the overall approach to implementation of this statewide Project, data collection, and methods for managing the tasks to meet the requirements and objectives of this RFP.

ii. Understanding the Problem. This refers to the Offeror’s understanding of PennDOT’s objectives in asking for the services or undertaking the study, and of the nature and scope of the work involved. This also includes the Offeror’s responsiveness to the RFP, including quality criteria.

iii. Personnel Qualifications. This refers to the competence of personnel who would be assigned to the project by the Offeror. Qualifications will be measured by experience and education with particular reference to experience on studies/services similar to that described in the RFP. Particular emphasis is placed on the qualifications of the Offeror’s Project Manager.

iv. Quality Control Process. This refers to the Quality Management plan described in Part IV-3, G. Quality and Service. Offerors will be evaluated on their ability to provide high quality service and products as well as the commitment to exceed established standards.

Particular emphasis is placed on the Offeror’s ability to ensure that quality control procedures be utilized to verify, check, and review the quality of all work and quality assurance procedures to confirm that quality control procedures are being followed.

v. Offeror Qualifications. This refers to the ability of the Offeror to meet the terms of this

RFP by detailing experiences on similar projects completed by the Offeror within the past five (5) years. This also includes the Offeror’s financial ability to undertake a project of this size on tax returns and/or documentation that demonstrates solvency of the company to function throughout the term of the contract.

The final Technical scores are determined by giving the maximum number of technical points available to the proposal with the highest raw technical score. The remaining proposals are rated by applying the Technical Scoring Formula set forth at the following webpage:

http://www.dgs.pa.gov/Businesses/Materials%20and%20Services%20Procurement/Procurement -Resources/Pages/RFP_SCORING_FORMULA.aspx.

B. Cost: The Issuing Office has established the weight for the Cost criterion for this RFP as 30 % of the total…