531-22.pdf

Invitation No.: 531-22 Location: Statewide Commodity: Road & Weather Information System (RWIS), Maintenance & Repair Services Pricing: http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/531pricing.xlsx

INVITATION TO BID (ITB)

State of Ohio, Department of Transportation

Office of Contract Sales, Purchasing Services Jack Marchbanks, Ph. D., Director

Bid Submission Deadline (Bid Opening Date):

April 28, 2022 at 1:00 p.m. eastern time

Submitted by:

Company Name:

Federal Tax ID No.:

Physical/Mailing Address: Remit to Payment Address:

Street Address:

P.O. Box:

City:

St:

Zip:

Contact Person and Phone Number:

(authorized to answer questions about your company’s bid)

E-Mail Address (required):

(person who filled out bid)

E-Mail Address (required):

(for notification of future bid opportunities)

Telephone Number 800 Number Fax Number

Return Properly Marked, Complete Bid Packages To:

contracts.purchasing@dot.ohio.gov - Paper bids will NOT be accepted.

VENDORS MUST SUBMIT ANY QUESTIONS, CLARIFICATIONS, OR INQUIRIES REGARDING THIS

PROCUREMENT VIA THE FOLLOWING WEBSITE:

https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.aspx mailto:contracts.purchasing@dot.ohio.gov

Attachments to be submitted in the emailed bid response:

Completed Front Page (Separate Attachment)

Completed Signature Page (Separate Attachment)

Completed Affirmation and Disclosure form (Separate Attachment)

Completed Excel Pricing Page (Separate Attachment)

Anything Else You wish to Submit (Separate Attachments)

Send multiple emails, as needed, to complete your submission to contracts.purchasing@dot.ohio.gov - Paper bids will NOT be accepted.

Zip files CANNOT be sent.

Invitation No. 531-22

SECTION I. GENERAL OVERVIEW

1.1 Overview

The purpose of this invitation is to establish maintenance and repair pricing for approximately 202 Environmental Sensing Stations (ESS), part of the Road & Weather Information System (RWIS), of the Ohio Department of Transportation (ODOT). Common ESS parts utilized in the ODOT system are manufactured by Vaisala, Inc., Surface Systems, Inc., Nu Metrics, Inc., Quixote, Inc., Lufft, Inc., Boschung, Inc., High Sierra, Inc., M.H. Corbin. Additionally, ODOT may choose to explore new technologies and/or other manufacturers to incorporate for testing purposes and/or widespread use. Full descriptions, locations and major components are contained in Attachment A of this invitation.

This is a performance-based agreement that includes deductions and penalties for work not performed in a timely manner, as stated herein. The intent of the structure of the performance measures is to ensure any repairs required are completed as fast as reasonably possible while allowing for exceptions where repairs are not within the immediate ability of the vendor due to conditions outside the control of the vendor as deemed by ODOT.

The main objective of this contract is to provide the maximum up-time of ESS equipment and thus continuous, reliable data to ODOT.

1.2 Project Manager

Unless otherwise designated, the Statewide RWIS Coordinator will be the Project Manager for this agreement who will be included in all communications under this agreement. The Vendor will maintain accurate and timely contact information for use by

ODOT.

1.3 Equipment to Be Supplied

All RWIS components will be purchased by ODOT and provided to the vendor. ODOT will not provide basic maintenance tools, diagnostic equipment, office supplies, and other miscellaneous shop supplies.

1.4 Specification Statement

Specifications from the current C&MS as shown herein are incorporated into the RFP and made a part thereof.

To obtain a copy, contact:

Ohio Dept. of Transportation Office of Construction Management Mail Stop 5190 1980 W. Broad St Columbus, Ohio 43223 Telephone: 614-466-3778 or 800-459-3778

1.5 Basis of Award

The cost proposal will be reviewed by ODOT. The grand total of each technically qualified vendor’s cost proposal is 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.

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 application. Technical proposals which do not meet or exceed a total score of at least 253 points out of a maximum of 330 points, will be disqualified from consideration. Only Technical Proposal scores will be considered in the scoring of this RFP.

If a technical proposal’s score doesn’t meet the minimum technical score, stated above, the associated cost proposal will not be opened or considered for award of the contract.

ODOT may, at its sole discretion, negotiate with all technically qualifying vendors for a revised cost proposal. Vendors may then submit one last and best offer or may request that ODOT view its original cost proposal as its last and best offer, or may formally withdraw from further consideration, and 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 which are within the budget according to the process described in this section above, and in the Technical Proposal Score Sheet, for vendor selection purposes.

1.6 Contract Duration

This contract agreement shall run for a period of two years with the option to extend by one year up to three times once the contact has been signed.

w1.7 Authorization Method

The preferred method of communication for this contract will be Electronic Mail (e-mail).

Adobe Portable Document Format (PDF) attachments is the authorized attachment form.

1.8 Laws and Regulations

The vendor will strictly follow the specifications outlined in the contract as well as any additional ODOT procedures, policies, guidelines or instructions regarding the general scope of work to be performed. As to any part of the job not covered thereby, the vendor will perform all work in accordance with all the laws of the State of Ohio, municipal ordinances, regulations and requirements of the public service commission. The vendor will perform all work in accordance with the standards of the national electric code, bid proposal and pertinent items of the current edition of Ohio Department of Transportation’s C&MS. The Vendor will also conform to the regulations of the Environmental Protection Agency (EPA).

SECTION II. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES

2.1 General Maintenance

Vendor shall calibrate, maintain and/or repair each ESS site listed in the Excel file which is incorporated into the requirements of this RFP. This will include onsite diagnostics and troubleshooting required to maintain each location, as well as upgrades or enhancements of existing parts to increase the functionality, dependability and/or accuracy of an ESS.

The vendor shall submit a weekly report documenting all general maintenance activities for the previous week. This shall include, but is not limited to site visits, troubleshooting activities, inventory movement, recurring issues, and other items the Project Manager may request during the contract. Any changes to equipment noted in the weekly report shall also be reflected in an update to Attachment A.

The vendor shall provide a single email address or contact method for ODOT personnel to submit a service request to the Vendor.

2.2 Preventative Maintenance Inspections (PMI)

Vendor will be required to perform an annual preventive maintenance inspection at each site listed on Attachment A of this agreement (which may be modified at any point during the contract). This must be completed between April 1 and October 1 of each year. A status report for each site in the form of a spreadsheet will be provided to the Project Manager on an ongoing basis as inspections are completed. All completed PMI forms shall be available by October 15 of each year. Preventive maintenance will include any calibrations and/or performance testing necessary to assure proper functionality. Other preventive maintenance activities should include but are not limited to troubleshooting to find isolated breaks, shorts, outages or erroneous readings in the road or atmospheric sensors, calibration of all eligible components, cleaning of lenses on sensory equipment, re-alignments and adjustments of signal antenna, and any other appropriate equipment or adjustments as needed. The vendor will verify the integrity of any repaired device at a site. The vendor shall identify any other issues related to proper functionality of the ESS site that are not the responsibility of the vendor to correct, such as tree limbs blocking sensors/solar panels, drainage issues, etc.

2.3 Maintenance of Inventory

The vendor is required to store the components provided by ODOT. The vendor shall maintain an accurate record of stored parts and shall notify ODOT when a re-supply of parts is needed, taking into consideration each manufacturer’s delivery schedule.

Deductions and penalties shall be assessed for ESS failures due to depleted inventories when adequate and timely notice has not been given to ODOT. The vendor must also report when items are delivered, removed from inventory, placed on an ESS or removed from an ESS. This must be tracked by updating the information in Attachment A.

2.4 Installation of ESS or new equipment

The vendor may be requested to install a new, or re-install pre-existing, ESS at the request of the Project Manager with parts provided by ODOT. This would include, but is not limited to, the installation of ESS pole, cabinet, RPU, support arms, pole mounted sensors, up to two pavement sensors, and any other additional hardware.

The vendor may also be requested to install new equipment not previously installed at a given ESS. This would include, but is not limited to, the installation of pole mounted sensors, pavement sensors, and any other additional hardware.

2.5 Removal and storage of ESS

The vendor may be requested to remove and store an existing ESS and existing equipment at the request of the Project Manager.

2.6 Vendor Warranty

The vendor will warranty all labor on ODOT ESS for a period of 12 months following completion. Vendor will maintain documentation for all items installed on ODOT property.

Documents will be available for review by ODOT upon request.

2.7 Utility Notification

The vendor will review each location and obtain utility clearances and the proper permits and schedule all required work. Unless authorized by ODOT, all work at a given location will be completed in a timely manner before moving to the next location.

The location of existing utilities can be obtained from the owners of the utilities.

Underground utilities, whether or not shown on the plans, will be located and flagged by the utilities upon request of the vendor. No excavation will be permitted in the area of underground utilities until all such facilities have been located and identified to the satisfaction of all parties. Excavation must be performed with extreme care in order to avoid any possibility of damage to the utility facility. The vendor is responsible for any damage to utilities caused by the vendor's operations.

SECTION III. VENDOR QUALIFICATIONS AND EXPERIENCE

Vendors’ proposals must address all the following minimum qualifications as well as organizational and staff experience and capabilities:

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

A. The vendor must provide with the bid documentation of their authority or ability to provide technical expertise and to perform installation, maintenance and repair of ESS equipment manufactured by Vaisala, Inc. Lufft, Inc., Boschung, Inc., R.M. Young, Inc., Campbell Scientific, M.H. Corbin, and/or approved equal.

B. The vendor must have at least five (5) years of experience in Intelligent Transportation Systems (ITS) related technology.

Vendors who do not meet BOTH 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:

Vendors will be evaluated based on the following:

A. The vendor has at least five (5) years’ experience in RWIS technology.

B. The vendor has at least ten (10) years’ experience in ITS technology.

C. Name and contact information for leaders of those projects/programs.

D. Name(s) of any subcontractor(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:

A. Vendor is required to have at least one full time technician for every fifty (50) sites that falls within the responsibility of this contract.

B. Vendor shall submit resumes of full-time technicians on staff outlining qualifications, education and applicable certifications.

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 subcontractor and subcontractor 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.

3.4 Equipment and Facilities

Proposals shall demonstrate equipment and facilities available for use by staff to conduct maintenance and store inventory. Proposals should include, at minimum:

A. Vendor shall be capable of storing all RWIS inventory in a climate controlled and secured facility. While a permanent facility is preferred, a temporary facility is acceptable until a permanent facility can be located.

Documentation of current or intended facility shall be provided.

B. Vendor shall possess all appropriate equipment necessary to complete responsibilities related to this contract. This includes, but is not limited to, a bucket truck, technician vehicles capable of charging related batteries on the road, various tools and diagnostic equipment, etc.

SECTION IV. Maintenance and Performance

4.1 Basic Daily Maintenance

Vendor shall provide a price on a “per site, per day rate” for general maintenance that includes the following responsibilities:

This is a performance-based agreement. ODOT will pay the full price per site, monthly when the vendor follows the specifications described in Sections 2.1, 2.2, and 2.3 of this agreement. As sites are added into the RWIS network, the vendor may add the price per site to the monthly invoice for billing.

Payment Formula – The formula for payment is as follows: The default monthly payment per site is 100%. Unless otherwise stated by exceptions, vendor will receive a percentage deduction for sites or component groups which fail to deliver accurate or complete data to the RWIS server as agreed.

4.2 RWIS Performance Group Payments

ODOT will pay 100% of the daily bid amount for the following:

one complete data record set, per site, for each hour of the day, for a total of 24 complete data sets received during a day – for each RWIS site.

Deductions will be assessed as described below but shall not exceed 100% of the daily bid amount.

Performance Group 1 – Remote Processing Unit

Vendor will be responsible for maintaining unconventional power, communications and data processing equipment and programming on each ESS Remote Processing Unit (RPU). For each day that no data packet is received, the daily payment for the site will be reduced by one hundred percent (100%) of the daily bid amount for the site.

Performance Group 2 - Pavement Sensors

The vendor will be responsible for properly maintaining all pavement sensors, including wired, wireless, sub-surface, infrared, and ice-detection sensors. A pavement sensor is considered to be out of tolerance when:

A reading that is +/-5 deg. (F) different of the average of other pavement sensors at the same site, pavement sensors at the next closest site or portable infrared temperature measurement device.

No report from the sensor or any report resulting in a display of “Error‟ on the site display screen.

Multiple duplicate readings.

For each calendar day that any pavement sensor is continually failing or out of tolerance, the daily, pro-rated payment for the site will be reduced by ten percent (10%) per sensor, to a maximum of one hundred percent (100%) of the daily bid amount for the site.

Performance Group 3 – Atmospheric Sensors

The vendor will be responsible for maintaining Visibility Sensors, Precipitation Sensors, Air Temperature sensors, Relative Humidity Sensors, Wind Sensors, and other sensors attached to ESS. An atmospheric sensor is considered to be out of tolerance when:

Visibility or Precipitation device readings which are inconsistent with apparent weather conditions, other similar sensor within that District or National Weather Service reporting.

For example, a precipitation sensor that reports “rain‟ when no rain is present in the area.

Air Temperature sensors are considered to be in error when the temperature reading varies +/- 5 deg. (F) or more as compared to air temperature sensors from the National Weather Service.

Relative humidity sensors are considered to be in error when data is missing or varies +/- 10% as compared to relative humidity readings from the National Weather Service.

Wind Sensors are considered to be out of tolerance when data is missing or in obvious error such as a wind reading of “0‟ mph on a windy day, as determined by the National Weather Service (NWS).

For each calendar day that these conditions exist, the daily, pro-rated payment for the site will be reduced by thirty percent (30%) for each sensor, up to a maximum of one hundred percent (100%) of the daily bid amount for the site.

4.3 Exceptions

Under the following exceptions, ODOT agrees to pay the vendor when no data or unacceptable data is received from a site or site component:

ODOT management decisions: This will include, but is not limited to, sites or components ODOT has chosen to abandon, including sites utilizing parts which are no longer manufactured and will not be upgraded. If ODOT chooses to re-activate the site or component during the life of this agreement, it will no longer fall under the exception rule and warranties and deductions will again apply to the site. If a site is abandoned, the vendor may use working components from that location to repair and extend the service of another site on the system.

Conventional Power Failure: Including, but not limited to, electric company power outages.

Communications Company Failure: Including, but not limited to, cell company tower outages and maintenance cycles. This does NOT include modem failures.

Construction projects areas that ODOT management determines should not be repaired until a later time.

A period of two (2) weeks following a traffic control or other support request made to ODOT to schedule a repair. If a traffic control request is rescheduled due to one of the previously listed exceptions, an addition two (2) week period is granted before deductions resume.

Damage to the ESS caused by acts of nature, vehicle crashes, vandalism, and unintentional damage by an outside entity. This exception is limited to 30 consecutive calendar days per incident, per site from the date of the incident.

No exception will be made for waiting on parts or vendor’s equipment failures.

4.4 Extended Outage Penalty

Under this agreement, any ESS which fails to transmit a complete set of data for 15 consecutive calendar days, and is not otherwise exempted, will be considered an extended outage. The vendor agrees that ODOT may impose a $1,000 penalty in addition to the daily deduction for that same device, component, or site. The deduction would be made from the overall monthly payment. Penalties being imposed will be on a rolling basis. No penalty will be imposed less than 30 calendar days after a previous penalty at the same site.

4.5 Performance Group Incentive

For each monthly billing cycle where there is a high percentage of site-days (calculated as the number of sites times the number of days in the month) without errors, an additional amount shall be added to the monthly payment based on a percentage of site-days that have no errors for the month using the following schedule. The calculation will exclude the sites that are listed in the exception in Section 4.1.2:

% of site-days without errors

Amount to add to payment

95% to 95.99% $1000 96% to 96.99% $1500 97% to 97.99% $2000 98% to 98.99% $2500 99% to 100% $3000

4.6 Installation of a full ESS and equipment

Vendor shall provide the price of installing a full RWIS site, utilizing parts provided by ODOT or inventory, as described in Section 2.4.

4.7 Removal and storage of an ESS

Vendor shall provide the price of removing and storing an existing ESS, as described in Section 2.5.

4.8 Installation of a new equipment attached to existing ESS site

Vendor shall provide pricing for the installation of the following categories of parts:

A. Sensors mounted on the main RWIS station.

B. Sensors mounted remotely from the RWIS station.

C. Sensors installed in the roadway pavement.

4.8 Cost of other work not covered by previous sections

Vendor shall provide a per-hour rate for any work outside of work covered by sections 4.1, 4.2, 4.3 and 4.4. Work requiring a per-hour rate will require a quote prior to commencement of work. Costs exceeding the quote without a change in scope will require written justification and documentation.

4.9 Invoicing and Payment

Only accepted and approved work will be eligible for invoicing. Approved invoices related to pricing for Section 4.1 will be paid in monthly installments provided the vendor is following the specifications of this invitation. Deductions and/or penalties will be applied to billing statements for the following month. Invoices related to Sections 4.2, 4.3, 4.4, and 4.5 will be approved and paid for on a case-by-case basis.

SECTION V. Proposal Submission Requirements

A. Delivery of Documents

Emailed submissions for this Request for Proposal will be received until 1:00PM eastern time on April 28, 2022 to the following email address:

contracts.purchasing@dot.ohio.gov

Required for Submittal:

Completed Front Page (Separate Attachment) Completed Signature Page (Separate Attachment) An electronic pricing page (Separate Attachment) Anything Else You wish to Submit (Separate Attachments)

No proposals will be accepted after the date and time specified on this page. No hardcopy proposals will be accepted. ODOT reserves the right to reject any and all proposals. Timely receipt of proposals will be determined by the date and time the emailed proposal is received by the Office of Contracts. Receipt of proposals by any other mechanism other than email delivery to the Office of Contracts shall not be considered timely.

All materials submitted in accordance with this solicitation become the property of the State of Ohio and shall not be returned. All materials submitted in accordance with this solicitation shall remain confidential until Successful Proposer(s) are selected after Round 2 at which time all submitted information becomes part of the public record.

B. Inquires

Pre-proposal questions must be received no later than the close of business the Thursday prior to the scheduled opening date. An addendum being issued is dependent upon the information received and the impact on the competitive bidding process.

All pre-proposal inquiries must have the following: Name of the Sender, Contractor or Company Name, Phone Number, Project Number, Letting Date, a detailed description of the question.

Proposers are NOT to contact any other ODOT office, including District offices, for responses to pre-bid questions.

Department responses will be posted to the following website:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-

Answers.doc

Proposal Inquiries may be submitted at this link:

https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.as px http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc

Based upon the content of any received questions/clarifications, proposal requirements may, solely at the discretion of ODOT, be modified, changed or deleted. Any such changes to this RFP will be communicated by addendum and published to the ODOT website at the following URL:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingIT Bs/RFP.aspx

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. The State of Ohio is not responsible for legal agreements.

Proposers must submit a response for the following areas:

A. Proposed Work Plan B. Organizational Structure/Staffing Plan C. Cost Proposal (submitted SEPARATELY ATTACHMENT) D. Completed Front Page E. Completed Signature Page

A. Proposed Work 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. At minimum address the below items.

a) Provide a status reporting procedure for reporting work completed, and resolution of unanticipated problems; and

b) Provide a current organizational chart (including any subcontractors and all organizational partnerships and collaborations) and specify the key management and administrative personnel who will be assigned to this project.

B. Organizational Structure

The Proposer must provide the names and résumés of each individual that will be working on 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.

C. Cost Proposal http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/RFP.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/RFP.aspx

The Proposer shall submit a SEPARATE Cost Proposal in the emailed response. Any proposal in which this Cost Proposal is not included will be considered non-responsive and the proposal will be rejected.

The Proposer’s completed Cost Proposal shall become a part of the contract upon award of the contract.

The Cost Proposal shall be submitted in the Excel format. As a separate attachment from the proposal.

D. Signature Page

A Signature Page must be included with a proposer’s response to this RFP. Submitted proposals not containing a signed signature page may be rejected and deemed non-responsive.

(the remainder of this page has been left intentionally blank)

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.

ITE

M

PROPOSAL ACCEPTANCE CRITERIA YE

S

NO

1 Was the vendor’s proposal received by the deadline as specified in the

RFP?

2 Has the vendor provided documentation of their authority or ability to provide technical expertise and to perform installation, maintenance and repair of ESS equipment manufactured by Vaisala, Inc. Lufft, Inc., Boschung, Inc., R.M. Young, Inc., Campbell Scientific, M.H. Corbin, and/or approved equal?

3 Does the vendor have at least five (5) years of experience in Intelligent Transportation Systems (ITS) related technology?

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 253 points (a score which represents that the selected vendor has the capability to successfully perform the project/program services) out of a maximum of 330 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 Weight Doesn’t

Meet

Partially Meets

Meets

VENDOR QUALIFICATIONS

ORGANIZATIONAL EXPERIENCE AND

CAPABILITIES

1 Does the vendor have at least five (5) years’ experience in RWIS technology? 5

2 Does the vendor have at least ten (10) years’ experience in ITS technology? 3

The vendor has included name and contact information for leaders of those projects/programs.

The vendor has included name(s) of any subcontractor(s) that will be involved in working with the vendor, and their experience/qualifications.

STAFF EXPERIENCE AND CAPABILITIES

5 Vendor is required to have at least one 4 full time technician for every fifty (50) sites that falls within the responsibility of this contract.

The vendor has submitted resumes of full-time technicians on staff outlining qualifications, education and applicable certifications.

EQUIPMENT AND FACILITIES

Does the vendor have the capability of storing all RWIS inventory in a climate controlled and secured facility? While a permanent facility is preferred, a temporary facility is acceptable until a permanent facility can be located.

Documentation of current or intended facility shall be provided.

ITEM # EVALUATION CRITERIA Weight Doesn’t Meet

Partially Meets

Meets

Does the vendor possess all appropriate equipment necessary to complete responsibilities related to this contract? This includes, but is not limited to, a bucket truck, technician vehicles capable of charging related batteries on the road, various tools and diagnostic equipment, etc.

PROPOSED WORK PLAN

Has the vendor provided a technical approach and work plan to be implemented?

Has the vendor provided a status reporting procedure for reporting work completed, and resolution of unanticipated problems?

Has the vendor provided a current organizational chart (including any subcontractors and all organizational partnerships and collaborations) and specify the key management and administrative personnel who will be assigned to this project?

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 253 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.

State of Ohio, Department of Transportation (ODOT) Office of Contract Sales, Purchasing Services

INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING

(Last revised 11/30/2020)

1. BIDDER REGISTRATION: The Department requires awarded bidder(s) to successfully register as a State of Ohio Supplier with the Department of Ohio Shared Services and successfully obtain an OAKS vendor identification number (OAKS ID) within fourteen (14) calendar days from the date of contract award and execution. The Department cannot utilize awarded Contracts to purchase from a bidder who cannot obtain an OAKS ID from Ohio Shared Services. In the event an awarded bidder is unable to obtain an OAKS ID, the Department shall reserve the right to revoke its award to the bidder and immediately cancel any resulting Contract.

A Supplier Information Form and W-9 must be completed and sent back directly to Ohio Shared Services in order to register and apply for an OAKS ID. The following website can be accessed by bidders to obtain both the forms and specific instructions for obtaining an OAKS ID:

http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

It is strongly recommended that all interested bidders not already registered with Ohio Shared Services submit the above paperwork prior to the bid submission deadline.

2. HOW BIDS MUST BE PACKAGED: All submitted bids in response to this procurement must be emailed to contracts.purchasing@dot.ohio.gov – Paper bids will NOT be accepted.

3. WHAT NEEDS INCLUDED IN BID PACKAGE: Submitted bid packages should include, at a minimum, a completed Signature Page, a completed Excel pricing page, and all necessary supportive documentation, forms, and any other information required herein. The Department may deem a bid non-responsive for failure to submit any of the documents requested above.

4. PREBID QUESTIONS, DISCREPANCIES, AND CLARIFICATIONS: Any discrepancies, omissions, ambiguities, or conflicts in or among the bidding documents or doubts as to the meaning shall be brought to the Department’s attention by the bidder no less than three (3) business days prior to the bid submission deadline. All questions, discrepancies, clarifications, etc. must be submitted electronically (hyperlink below). During the competitive bidding process, bidders (and their agents) are prohibited from contacting any ODOT office, including District offices, other than the Office of Contract Sales, Purchasing Services section to obtain responses to any questions. The Department may find a bidder non-responsive for failing to adhere to any of the above requirements.

Pre-bid questions/inquiries must be submitted electronically through the following website:

Answers to Pre-Bid Questions/Inquiries will be posted on the following document available for download at the following website:

It is each bidder’s sole responsibility to check the website for updates to pre-bid questions and answers before submitting its bid package to the Department.

5. MODIFICATIONS TO THE BIDDING DOCUMENTS: When it is deemed necessary to modify these bidding documents, the Department will only do so by written addendum. The issuance of an addendum is dependent upon the information received and the impact on the competitive bid process. All issued addenda will be posted to the Department’s Upcoming ITB’s website and shall be automatically incorporated into the bidding/contract documents:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/UpITBs.aspx

In addition to posting on the above website, the Department also may email addenda information out to all known bidders for convenience purposes only. The Department shall not be held responsible for a bidder’s http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx mailto:contracts.purchasing@dot.ohio.gov https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/UpITBs.aspx failure to receive the email with the addenda information. It is the sole responsibility of all interested bidders to diligently visit the above-listed website to see if any addenda have been issued prior to submitting their bid to the Department. Those interested in obtaining addenda information via email for a particular procurement must send the Department its request in writing to the following email address:

Contracts.Purchasing@dot.ohio.gov

6. PRE-BID CONFERENCES: The Department reserves the right to hold mandatory or optional pre-bid conferences at its discretion. Conferences may be held either in-person or via webinar/phone conference formats. Bidders will be required to sign-in at all pre-bid conferences. The sign-in sheet for all pre-bid conferences is considered a public record, will be kept in the bid file, and will be shared with any requesting party. Additionally, any business cards collected during any pre-bid conference shall be considered public records and may be distributed out to all conference attendees. Any changes to the requirements or specifications of a procurement, as a result of the pre-bid conference content, will be made by written addendum and publicly posted.

For mandatory pre-bid conferences, the Department requires that those companies intending on submitting a bid be in attendance for the entire duration of the pre-bid conference. Mandatory pre-bid conferences will officially begin five (5) minutes after the scheduled date and start time at the location specified in the Special Terms and Conditions. Those bidders not in attendance at that time will be considered ineligible to submit a bid. The conference will be considered adjourned and complete when a representative of the Office of Contract Sales, Purchasing Services section indicates so. To be considered in attendance and eligible to bid, a bidder must have at least one representative of the company in attendance. A single representative cannot be present on behalf of two or more companies (bidders). Each company (bidder) must send its own representative on behalf of their organization. It is the sole responsibility of the bidder to ensure that the representative follows the sign-in procedures to properly document the bidder’s attendance.

The Department shall not be held responsible for a bidder’s failure to arrive at the meeting on time, properly sign-in, or failure to stay for the entire duration of the meeting.

7. WHERE BIDS MUST BE DELIVERED TO: contracts.purchasing@dot.ohio.gov - Paper bids will NOT be accepted.

8. LATE BIDS: A bid received after 1:00 p.m. eastern time, on the bid submission deadline (bid opening date) established, shall be deemed “Late” and will not be considered for award of this procurement. The late bid package will be marked as late, remain sealed, and will be kept in the Department’s bid file to serve as official record of a late bid having been received.

Note: The Office of Contract Sales, Purchasing Services timeclock takes precedence over any other timekeeping device (e.g. cell phones, other ODOT clocks, wrist watches, etc.) and will be utilized by the Department to determine whether or not a bid was received by the 1:00 p.m. deadline.

9. PUBLIC BID OPENING PROCEDURE: Due to the current Covid-19 global pandemic, Public bid openings are suspended.

10. BIDS FIRM: Once opened, all bids are firm and cannot be altered by the bidder. Once a Contract is awarded and executed, the Vendor shall deliver all products and/or services at the bid prices and terms contained in the Contract. All submitted bids shall remain valid for a period of sixty (60) calendar days after the date of the public bid opening. Beyond sixty (60) calendar days, bidders will have the option to either honor their submitted bid or make a written request to withdraw their bid from consideration. The Ohio Department of Transportation shall receive the benefit of any decrease in price during the sixty (60) day period.

11. WITHDRAWAL OF BIDS: A bidder may, by way of written notice to the Purchasing Services section, request to withdraw their bid response prior to the bid submission deadline. The request must be received by the Purchasing Services Section PRIOR to the start of the public bid opening (beginning at 1:01 p.m.)

on the date of the bid submission deadline. Such written notice must set forth the specific reasons for the bid withdrawal.

For requests to withdrawal a bid after the bid opening has begun, the bidder may request to withdraw their bid response from consideration if the unit bid price(s) submitted are unreasonably lower than the other bids received, provided the bid was submitted in good faith, and the reason for the unit bid price(s) being substantially lower was due to an unintentional and substantial arithmetical error or unintentional omission mailto:Contracts.Purchasing@dot.ohio.gov of a substantial quantity of material or labor in the compilation of the bid. Written notice of any such request to withdraw after the bid opening must be received by the Purchasing Services section within no later than forty-eight (48) hours of the scheduled bid opening.

The decision to allow a bid to be withdrawn is at the sole discretion of the Purchasing Services section. If the bid is to be awarded by category, lot, or group the withdrawal request will apply to all items within the category, lot, or group. All documents and conversations relating to any withdrawal request will become a part of the permanent bid file.

12. MODIFICATION OF SUBMITTED BIDS PRIOR TO BID OPENING: A bidder may request to modify their bid response prior to the scheduled date and time set for the public bid opening (i.e. bid submission deadline). To modify a bid response, the bidder must provide an alternate, complete bid package containing all required forms and necessary documents. The alternate bid package must have in the email subject line “REVISED”.

13. UNIT BID PRICES: The unit bid price(s) submitted shall govern the award of this procurement unless otherwise specified in the bid evaluation criteria. The unit bid price should be entered for each required bid item on the Department’s pricing page. Use of ditto marks, arrows, or other markings in lieu of the actual unit price may result in a non-responsive bid determination. Lot or group prices listed in the unit bid price area shall be considered as the unit price unless clearly identified as the lot price. Unless specifically allowed in the contract’s terms and conditions, requests to change or alter unit bid prices after the public bid opening are prohibited.

The following requirements also apply to unit bid prices:

a. DECIMAL POINT: Bidders should not insert a unit cost of more than two (2) digits to the right of the decimal point. Digit(s) beyond two (2) will be dropped and not recognized by the Department for the purposes of bid evaluation or contract award.

b. CREDIT CARD FEES: Bidders must incorporate into their unit bid price(s) submitted all costs and fees associated with the State’s use of a payment (credit) card.

c. DISCOUNTS: While bidders may offer to the Department discounts for prompt payment and other similar incentives, discounts and incentives these will not be used to alter the submitted unit bid price(s) for purposes of bid evaluation and contract award. This section only applies to bids awarded to the lowest responsive and responsible bidder either by individual bid item or group of bid items and does not include bids which are awarded to all responsive and responsible bidders (i.e. Multiple Award Contracts).

d. MULTIPLE AWARD CONTRACTS: Pursuant to Ohio Revised Code 5513.02, the Department may award Contracts to all responsive and responsible bidders for articles (i.e. bid items) meeting the general specifications provided. These are referenced by the Department as ‘Multiple Award Contracts’. Unit bid prices submitted for Multiple Award Contracts shall be considered by the Department as an amount-not-to-exceed unit bid price for the entire duration of the Contract. These awarded, amount-not-to-exceed bid prices often do not reflect potential quantity discounts, freight discounts, nor other similar discounts/incentives offered periodically by a distributor, manufacturer, or supplier. Where like or similar bid items are being offered by two or more awarded Vendors (bidders) on the awarded Contract, the Department reserves the right to obtain quotes from all awarded bidders on the Contract in order to achieve the best and most up-to-date pricing available to the Department at the time of ordering.

e. UNBALANCED BIDS: The Department will not accept unit bid prices that are deemed to be either materially or mathematically unbalanced. The final determination of an unbalanced unit bid price shall be at the Department’s sole discretion.

f. TIE BID PROCESS: If two or more responsive bids offer the same unit bid price, ODOT may break the tie as follows: during the bid evaluation process, the bidders that submitted tie bids will be contacted and given up to three (3) business days to submit a written revised unit price for the affected item or items. Bidders are not required to submit a revised unit price. In the event a tie still exists after the above-prescribed deadline has passed, ODOT will schedule a coin flip to be conducted in the presence of both bidders. The winner of the coin flip will be deemed awarded the affected bid item(s).

14. PREFERENCE FOR OHIO/BORDER STATE PRODUCTS: The bid award for this procurement may be subject to the domestic preference provisions of the Buy America Act, 41 U.S.C.A., 10a-10d, as amended, and to the preference for Ohio products under O.R.C. Sections 125.09 and 125.11 and Ohio Administrative Code Rule 123:5-1-06. A bidder must complete the enclosed Ohio Bid Preference Certification Statement form to be eligible to receive any applicable bid preferences.

15. RESPONSIVE BIDDER: A bidder is responsive if its bid responds to the bid specifications in all material respects and contains no irregularities or deviations from the specifications that would affect the amount of the bid or otherwise give the bidder an unfair competitive advantage.

16. MINOR INFORMALITIES OR IRREGULARITIES IN BIDS: A minor informality or irregularity is one that is merely a matter of form and not of substance. It also pertains to some immaterial defect in a bid or variation of a bid from the exact requirements of the invitation that can be corrected or waived without being prejudicial to other bidders. The defect or variation is immaterial when the effect on price, quantity, quality, or delivery is negligible when contrasted with the total cost or scope of the supplies or services being acquired.