528-24_Bid_Document.pdf

SECTION I. GENERAL OVERVIEW

1.1 Overview

Purpose - The purpose of this Project Statement of Work (SOW) is to provide The Ohio Department of Transportation (ODOT) with GIS and related services in the Technology Category, a qualified Vendor, herein after referred to as the “Vendor”, shall furnish the necessary personnel, and/or services and otherwise do all things necessary for or incidental to the performance of work set forth in Section 2, Scope of Work.

Objective - The objective of this project is to review roadway characteristics for accuracy and completeness, identify all changes needed in the ODOT Roadway Inventory, and provide the changes to the RI team in the specified format.

Background - The Roadway Information Management System (RIMS) is a linear referencing system (LRS) comprised of a geo-referenced road network with associated various physical and administrative data. RIMS is managed in the ODOT Roadway Information GIS section (RIGIS) in the Office of Technical Services (OTS). Data is entered into the system by personnel and requires changes or updates over time. The Office of Technical Services is responsible for the quality and validity of this data.

ODOT is seeking support to update various RIMS data on approximately 38,000 miles of divided and undivided roadways (see mileage breakdown in Attachment A). This would include reviewing sections of roadways using imagery, video log, and other sources or methods to allow for updates related data fields in ESRI Roads and Highways (R&H) and Event Editor (EE).

SECTION II. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES

2.1 Scope of Work

Vendor will create an outline, timeline, and work with the ODOT RIGIS team to determine required data fields and needed corrections. Vendor is responsible for the updates, delivery, and revisions of the information for RIMS. ODOT team will identify and define resources to answer questions or provide direction. ODOT resources will be responsible for participating in discovery sessions and communicating areas for corrections, as well as making the actual updates to the data within RIMS. ODOT will provide OSIP imager, video logs, Linear Referencing System (LRS), and Route information.

This process shall:

1. Determine methods to collect data items listed below for specified roadways.

2. Collect all data items listed below for specified roadways.

3. Document updates and corrections under these circumstances in the description field of the

FGDB provided.

4. Provide the data to ODOT in a File Geodatabase (FGDB) – See FGDB provided as an example.

Data items include (See below for examples):

1. Bike Lanes Type/Width

2. Direction of Travel

3. Divided/Undivided Indicator (HPMS

4. Facility Type (FDE 93)

5. Lane Width (HPMS)

6. Median Type (FDE 55)

7. Median Width (HPMS)

8. Route Segment Direction (FDE 18)

9. Route Signing (HPMS)

10. Shoulder Types (HPMS)

11. Shoulder Widths (HPMS)

12. Speed Limit (HPMS)

13. Surface Width Left/Right (HPMS)

14. Through Lanes (FDE 32)

15. Turn Lanes (HPMS)

The vendor is responsible for collecting the data items, providing the needed changes, and missing attributes. Accepted delivery of the updates and corrections will be dependent upon ODOT quality control (QC) and acceptance of the final data checks. The task will be considered complete upon delivery of a completed RIMS R&H data validation with ODOT acceptance. Any questions or unclear data should be discussed with the ODOT team for consideration.

All data will be sent to ODOT using the File Geodatabase that will be provided.

Timeframe The rate of data collection shall be completed early or as uniform as possible throughout the three (3) year contract with approximately 1/3rd of the centerline miles being completed each year. ODOT reserves the right to cancel this agreement at any time if the Vendor is not collecting and processing data at the acceptable rate of a minimum monthly average of 1,000 centerline miles or if the data deliverables do not meet minimum specifications and requirements.

Our linear referencing data is updated on an annual basis. If the work is not completed by the next update, we will take the data that has been completed, conflate it to the new LRS and provide the updated LRS back to the vendor.

Process for Data Collection The vendor will provide their methods of collecting the data, along with samples of more than one Route Type for the following data items: FACILITY TYPE, NUMBER OF THROUGH LANES, AND LANE WIDTH, in a FGDB, in their response to this RFP. The purpose of the samples is to show that the bidder understands the expectation of selecting and using appropriate tools to collect the data and meet the requirements of the bidder.

Inspection of Work The RIGIS team will perform monthly inspections of the data.

2.2 Specifications of Deliverables

Task Deliverables - Vendor

• All data item updates and changes – refer to the list of data items, mileages, and coding requirements in Attachment A

• All data submitted in the required format.

• Provide a Work Plan outlining the schedule to deliver specific work to be done and the timeline to complete it

• A monthly status to the ODOT RIGIS Manager and Project Manager indicating the specific work completed that month, mileage completed that month, percent of the total mileage completed that month (e.g., 1,000/38,000), and overall percent of total mileage completed to-date (e.g., 10,000/38,000).

• QC of data entries

• Availability for questions

• Weekly Status Call

ODOT will assume ownership of the RIMS data once sign-off has occurred.

ODOT will provide the following materials, however, vendor may utilize other current sources:

• LRS

• OSIP Imagery

• Access to video log

Task/Activity/Product Responsible Party Start Date End Date Project Kickoff ODOT Project Schedule Vendor Outline and Timeline Vendor All updates Vendor RIMS Data Validations ODOT Weekly Status Call Vendor

SECTION III. VENDOR QUALIFICATIONS AND EXPERIENCE

3.1 Mandatory Requirements – Vendor MUST meet, at minimum, ALL the following qualification requirements:

• The offeror should be experienced in transportation roadway attribute data collection and spatial data and shall have a minimum of five (5) years experience with centerline inventory projects.

• Vendor shall provide, through written proposal content, a minimum of 3 completed projects, within the previous 84 months, where data review, collection, and extraction services, along with the use of GIS with linear referencing, were used successfully.

• Provide 3 samples as explained in the process for data collection in 2.1.

Vendors who do not meet ALL the above experience and qualifications will be disqualified from further consideration for contract award

3.2 Organizational Experience and Capabilities – vendors will be evaluated based on the following:

• Experience in conducting at least 3 similar types of projects/programs within the past 5 years that demonstrate expertise in centerline inventory.

• Name and contact information for leaders of those projects/programs

• Name(s) of any subVendor(s) that will be involved in working with the vendor, and their experience/qualifications.

3.3 Staff Experience and Capabilities – proposals should demonstrate significant expertise by assigning staff to key leadership roles. Proposals must include, at minimum:

• Identified staff, by name and position, who are considered key to the project/program’s success

• Resumes/curriculum vitae of those key staff that describe appropriate education, experience and expertise needed for the project/program

Sensitive Personal Information: It is the sole responsibility of the vendor submitting a proposal to remove all personal confidential information (such as home addresses and social security numbers) of vendor staff and/or of any subVendor and subVendor staff from resumes or any other part of the proposal package.

Following submission to ODOT, all proposals submitted may become part of the public record. ODOT reserves the right to disqualify any vendor whose proposal is found to contain such prohibited personal information.

ODOT will hold a Question-and-Answer Pre-Bid meeting on January 18, 2024, 10:00 AM – 11:30 AM

EST.

Here is the meeting information on Microsoft Teams:

Join on your computer, mobile app or room device:

Click here to join the meeting Meeting ID: 270 083 687 474 Passcode: b4eaLo

Join with a video conferencing device:

682042763@t.plcm.vc Video Conference ID: 112 975 839 1 Alternate VTC instructions

Or call in (audio only) +1 614-721-2972,,108299777# United States, Columbus Phone Conference ID: 108 299 777#

Proposal Response

The RFP Proposal response must contain information on how the Proposer intends to perform the services outlined in the RFP. Omission of required information may render a Proposer ineligible, and incomplete responses may result in the loss of points. The selected Proposer will become the Vendor of record with ODOT.

Proposers must submit a response for the following areas:

A. Implementation/Management Plan/Work Plan B. Organizational Structure/Staffing Plan

Implementation/Management Plan

The Proposer shall submit a statement of the Proposer’s understanding of the scope and his/her/their capabilities to perform the requirements of the RFP, along with a narrative of how the Proposer intends to implement and manage each of the tasks set forth in this RFP. Provide a technical description of the methodology anticipated in the performance of the services described above. Other good innovative and creative approaches to accomplish the goals of the contract will be given consideration and should also be included in this section.

Organizational Structure

The Proposer must provide the names and résumés of each individual that will be working on https://teams.microsoft.com/l/meetup-join/19%3ameeting_OGEyMDk0M2EtYjQ2YS00YzU0LWI5NzMtOTk0MmEyODY0YWVh%40thread.v2/0?context=%7b%22Tid%22%3a%2250f8fcc4-94d8-4f07-84eb-36ed57c7c8a2%22%2c%22Oid%22%3a%22eb5f7026-7c2c-4e76-9467-bb043c2b0830%22%7d https://dialin.plcm.vc/teams/?key=682042763&conf=1129758391 tel:+16147212972,,108299777#%20 the RFP. Designate the individual who will be committed to ensuring performance of all tasks under the prospective contract (Project Manager). Provide a résumé and contact information for the Project Manager. Please provide a staffing plan the list any other professionals who will be given key responsibilities in fulfilling the requirements necessary to perform the services. Provide supporting documentation, such as a résumé, for each individual summarizing their experience on similar assignments or projects. Each résumé must identify each employee with the years of service, educational background, the duties and responsibilities for that employer, and a phone number for a contact person. Identify each individual and the percent of time that each person would be assigned to each major task in the Scope of Services.

Technical Proposal Score Sheet

Scoring of Technical Proposal

Technical Proposals will be collectively scored by a Proposal Review Team (PRT) appointed by ODOT. For each of the evaluation criteria given in the score sheet, reviewers will collectively judge whether the technical proposal does not meet, partially meets, meets or exceeds each criterion, and assign the appropriate point value. The scoring is by consensus and one official score sheet will be completed for each technical proposal that is scored.

Criteria for Considering the Cost Proposal

The cost proposal will be reviewed by the PRT. The grand total of the vendor’s cost proposal will be divided by that vendor’s final technical proposal score. This compares the cost with the quality of the technical proposal, which will provide an average cost-per-quality point earned on the technical proposal.

ODOT may, at its sole discretion, negotiate with all technically qualifying vendors for a revised cost proposal. Vendors may then: 1) Submit one last and best offer; 2) request that ODOT view its original cost proposal as its last and best offer; or 3) May formally withdraw from further consideration. The vendor shall formally indicate its choice according to directions provided by ODOT at that time. Upon receipt of all last and best offers, ODOT will then consider those vendors’ revised cost proposals.

PHASE I: Initial Qualifying Criteria

The proposal must meet all of the following Phase I proposal acceptance criteria in order to be considered for further evaluation. Any proposal receiving a “no” response to any of the following qualifying criteria shall be disqualified from consideration.

ITEM

PROPOSAL ACCEPTANCE CRITERIA YES NO

1 Did the vendor provide adequate information proving that they are experienced in transportation roadway attribute data collection and spatial data and shall have a minimum of five (5) years’ experience with centerline inventory projects.

2 Did the vendor provide through written proposal content, a minimum of 3 completed projects, within the previous 84 months, where data review, collection, and extraction services, along with the use of GIS with linear referencing, were used successfully.

3 Did the vendor provide 3 samples as required (See Process for Data Collection in section 2.1).

PHASE II: Criteria for Scoring of Technical Proposal

Qualifying technical proposals will be collectively scored by a Proposal Review Team (PRT) appointed by ODOT. For each of the evaluation criteria given in the following score sheet, reviewers will collectively judge whether the technical proposal exceeds, meets, partially meets or does not meet the requirements expressed in the RFP, and assign the appropriate point value, as follows:

0 6 8 10 Does Not Meet Requirement

Partially Meets Requirement

Meets Requirement

Exceeds Requirement

Technical Performance Scoring Definitions:

“Does Not Meet Requirement”- A particular RFP requirement was not addressed in the vendor’s proposal, Score: 0

“Partially Meets Requirement”-Vendor proposal demonstrates some attempt at meeting a particular RFP requirement, but that attempt falls below acceptable level, Score: 6

“Meets Requirement”-Vendor proposal fulfills a particular RFP requirement in all material respects, potentially with only minor, non-substantial deviation, Score: 8

“Exceeds Requirement”-Vendor proposal fulfills a particular RFP requirement in all material respects, and offers some additional level of quality in excess of ODOT expectations, Score: 10

A technical proposal’s total PHASE II score will be the sum of the point value for all the evaluation criteria.

The review team will collectively score each individual qualifying proposal. Technical proposals which do not meet or exceed a total score of at least 365 points (a score which represents that the selected vendor has the capability to successfully perform the project/program services) out of a maximum of 470 points, will be disqualified from further consideration, and its cost proposal will neither be opened nor considered.

Only those vendors whose Technical Proposals meet or exceed the minimum required technical points will advance to PHASE III of the technical proposal score sheet.

ITEM # EVALUATION CRITERIA Weighting Doesn’t Meet

Partially Meets

Meets

Exceeds

WORK REQUIREMENTS

PROPOSED WORK PLAN

1 The Vendor has demonstrated an understanding of the project objective. 5

The Vendor has demonstrated a technical knowledge of how to perform data collection on centerlines.

The vendor has explained how they plan to collect the data (imagery, video log, and other resources, etc.).

The Vendor has provided a logical schedule and methodology for meeting the project’s 3-year timeframe or earlier.

The vendor has provided their methods of collecting the data, along with samples of more than one Route Type for the following data items: FACILITY

TYPE, NUMBER OF THROUGH

LANES, AND LANE WIDTH, in a FGDB

The vendor has agreed to follow all ODOT/DAS OIT data security requirements and is willing to enter into any necessary agreements for data storage.

The vendor has agreed that ODOT owns all the collected/reported data obtained through the project.

BUSINESS REQUIREMENTS

The Vendor has experience in the transportation asset data collection and spatial data.

The Vendor has a minimum of five years (5) experience with centerline inventory projects and data collection.

10 The Vendor has demonstrated the ability to provide all deliverables 4

11 The vendor has GIS experience 3 12 The vendor has Esri R&H experience 3

Column Subtotal of "Partially Meets" points Column Subtotal of "Meets" points Column Subtotal of "Exceeds" points

GRAND TOTAL SCORE:

Based upon the Grand Total Technical Score earned, does the vendor’s proposal meet or exceed the minimum Technical score of 365 points?

Yes__________ No_____________ (If “No” vendor’s Cost Proposal will NOT be opened)

Cost Per Quality Point

Vendors Total Submitted Cost: ________________ / Grand Total Technical Score: ______________

Cost per Quality Point: _______________

The Technical Proposal with the lowest Cost per Quality point will be recommended for award of the contract.

If ODOT finds that one or more Proposals should be given further consideration, ODOT may select one or more of the highest-ranking Proposals to move to the next phase. ODOT may alternatively choose to bypass any or all subsequent phases and make an award based solely on the Proposal evaluation phase.