573-24.pdf

Invitation No.: 573-24 Location: Statewide Commodity: Centerline Pavement Marking Inventory and No-Passing Zone Study Pricing: http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/573pricing.xlsx

Request For Proposal (RFP)

State of Ohio, Department of Transportation

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

Bid Submission Deadline (Bid Opening Date):

September 7, 2023, 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)

Completed Supplements A & S

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.

We respond to every submission. If you don’t get a response from us saying, we received your bid within a day, reach out or resubmit.

SECTION I. GENERAL OVERVIEW

1.1 Overview

Purpose - Conduct a Centerline Pavement Marking Inventory and No-Passing Zone Study (also known as a Centerline Compliance Study and Safe Passing Zone Study) using georeferenced 3D colorized data obtained from a mobile mapping system with integrated LiDAR.

Objective – For all state maintained two-way, two-lane highways, and on other routes as determined by each District (approximately 15,000 centerline miles), conduct a mobile-mapping with integrated LiDAR inventory of all centerline pavement markings and other non-pavement marking inventory events (see section 2.1). Evaluate passing sight distances utilizing the post-processed mobile mapping and LiDAR data and a virtual two-vehicle line-of-sight method to determine loss-of-sight locations in both directions. Using the collected georeferenced 3D data and following the Ohio Manual of Uniform Traffic Control Devices (OMUTCD), determine the placement for all centerline zones including passing, no-passing, and no striping. Provide logs, reports, and all associated data, and provide a means to view, edit and maintain the data.

Background – The Ohio Manual of Uniform Traffic Control Devices (OMUTCD) requires ODOT to establish no-passing zones at vertical and horizontal curves and other locations where an engineering study indicates that passing must be prohibited because of inadequate site distances or other special conditions. No-Passing zones can change over time as sight distances change due to roadway construction projects and changes in natural and manmade landscapes. Having the most up-to-date and accurate no-passing zone data possible is essential for the safety of motorists performing passing maneuvers.

A no-passing zone at a horizontal or vertical curve is warranted where the sight distance as defined below is less than the minimum necessary for safe passing at the posted speed limit on the rural state highway system and 50 mph speed limit inside the villages.

Passing sight distance on a vertical curve is the distance at which an object 3.50 feet above the pavement surface can just be seen from a point 3.50 feet above the pavement, as illustrated on figure 3B-5 (see section 3B.02) of the OMUTCD. Passing sight distance on a horizontal curve is the distance measured along the centerline between two points 3.50 feet above the pavement to a line tangent to the embankment, pole line, fence, or other obstruction that cuts off the view on the inside of the curve, as illustrated on figure 3B-5 of the OMUTCD.

No-passing zones shall be recorded where the passing sight distance is equal to or less than that listed in Table 1 (see table 3B-1 of the OMUTCD) for the posted speed limit:

Table 1 – Warrants for No Passing Zones

Posted Speed Limit

(miles per hour)

Minimum Sight Distance

(feet) 25 450 30 500 35 550

40 600 45 700 50 800 55 900 60 1000 65 1100 70 1200

In locations where there are dips or undulations in the profile of the pavement which create areas where the actual pavement surface is more than 3.50 feet below the line of sight, the no-passing zone shall be extended as necessary.

The no-passing zone marking shall not be less than 500 feet in length, except in advance of an intersection. If the actual no passing distance is less than 500 feet, the additional length of marking shall be added to the beginning of the zone.

The distance between successive no passing zones required to provide unrestricted passing zones shall be 400 feet for speeds less than 50 mph and 600 feet for speeds of 50 mph or greater. Where the distances are less than these, the single or double no passing lines shall be extended to connect the zones.

The minimum length of no passing zones at railroad grade crossings shall be determined as shown on figure 8B-6 of the OMUTCD.

Per OMUTCD 3B.02, the decision as to whether or not a no-passing zone should be marked at intersections is a matter of engineering judgment. Therefore, except for intersections already marked as such, do not include no-passing approach zones for intersections.

No passing zones for truck climbing lanes shall begin at the beginning of the taper for the climbing lane unless a sight restriction applies in which case it shall be adjusted appropriately.

The centerline shall stop 150 feet in advance of one lane bridges.

SECTION II. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES

2.1 Scope of Work

Collect and generate georeferenced 3D colorized data using a mobile mapping system equipped with 360° high-definition mobile video mapping with integrated LiDAR and positioning sensors with Global Positioning System (GPS)/Global Navigation Satellite System (GNSS), Inertial Measurement Unit (IMU) and Distance Measuring Instrument (DMI), computer equipment and software, and any other incidental equipment and supplies.

Equipment/Hardware Minimum Requirements:

• 360° high-definition mobile video mapping camera specifications o Accuracy level: 2mm at 10m o Megapixel: 30 Megapixel o Frame Rate: 30 Frames Per Second o High Dynamic Range: 12 stops

• LiDAR specifications o Range: 90 m (10%), Min 0.5 m, Max 200 m o Range Accuracy: ±0.7 cm o Field of View: 45° vertical, 360° horizontal o Channels of resolution: 128 o Points per Second: 5.2M o Photon sensitivity: 10x o Maximum deviation: 2.5 cm o Standard deviation: 0.5 cm

• Positioning Sensor specifications o Use GPS reference system NAD83/2011 datum epic 2010.0 state plane on grid in Ohio South o Embedded GPS/GNSS receivers with integrated DMI and IMU o Ability to operate at highway speeds o Accuracy position: X,Y 0.020 m, Z 0.030 m o Accuracy roll & pitch (deg): 0.015 o Accuracy true heading (deg): 0.025

For all state maintained two-way, two-lane highways, and on other routes as determined by each District, use the above-described mobile mapping system to conduct an inventory of all described pavement marking and non-pavement marking inventory events and collect sight distance data for approximately 15,000 centerline miles.

• Conduct the mobile mapping inventory during daylight hours in non-winter months when foliage is full.

• Do not conduct the mobile mapping inventory during dawn, dusk, fog and inclement weather when visibility is reduced.

• No-passing zones which extend into an adjacent city, county or state shall be completely inventoried;

however, the centerline pavement marking inventory logs shall be terminated at the end of the District’s jurisdiction.

• Split city corporation limits shall be completely inventoried until the end of the no-passing zone or until both sides of the roadway are completely within the corporation limit of the city.

• State routes through villages shall be completely inventoried.

• Some state routes extending across city boundaries are a part of the District’s marking responsibility.

These routes are contained in the District’s existing centerline marking inventory database and shall be inventoried.

For each direction, record the date, NLFID, altitude, GPS location (lat/long in decimal format) and county log points of Inventory Events, including but not limited to:

• Pavement Marking Inventory Events o Begin and end points of passing zones o Begin and end points of no-passing zones o Begin and end points of other existing non-loss-of-sight related centerline markings, including but not limited to:

No-passing zone at intersections One-lane bridges One-lane tunnels Two-way left turn lanes Painted islands Painted gores Left turn lanes Other centerline changes

• Non-Pavement Marking Inventory Events o Entering and leaving county lines o Mile posts o Intersections identified as T-intersection (left or right) or 4-way intersection o Change in number of lanes o Begin and end points of at-grade bridges o Overhead bridges o Railroads, active and abandoned o Entering and leaving municipalities including cities and villages o Begin and end points of rumble strips or stripes o Entrances to fairgrounds and state parks

Record the number of active travel lanes in each direction.

Use post-processed data to evaluate passing sight distances and determine and record locations of loss-of-sight no-passing zones in both directions.

Agree to follow all ODOT/DAS OIT data security requirements and enter into any necessary agreements for data storage.

Provide all data and reports in file formats compatible with existing ODOT software (i.e., ESRI ArcGIS, etc.) including MP4, JPG, LAS/LAZ, Excel, PDF, CSV, Geodatabase and Shapefiles.

Agree that ODOT owns all the collected/reported data obtained through this contract.

As proof-of-concept (see Section 2.1.2), conduct pavement marking inventory and full no-passing zone study as described above in a ten-mile-long section of roadway selected by the Department.

Submit data and results to the Department for review prior to continuing with the project.

Prior to the start of data collection, provide software for the management and reporting of the centerline inventory and no-passing/passing zone data with the ability for ODOT users to create, read, update and delete (CRUD) data (see Section 2.1.6).

2.1.1 Timeframe

The rate of data collection shall be as uniform as possible throughout the three (3) year contract with approximately 1/3rd of the centerline miles being completed each year and grouped into whole Districts. 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 800 centerline miles or if the data deliverables do not meet minimum specifications and requirements.

Weather delays will be taken into consideration by ODOT, but every effort should be made by the Vendor to collect data in other portions of the collection areas, if possible.

2.1.2 Proof-of-Concept Phase

A proof-of-concept phase will be required to be performed by the lowest responsive and responsible bidder and shall be performed at the bidder’s sole expense. The goal of the proof-of-concept phase is to confirm the bidder understands the requirements of, and is able to perform, a valid no-passing zone study and to evaluate the capabilities of the bidder to ensure compliance with all requirements and deliverables contained herein.

The timeline for the proof-of-concept will have a duration of approximately three (3) weeks for the activities outlined in Section 2.1. At the end of the proof-of-concept phase, The Department will evaluate and assess the bidder’s abilities and work product to determine if the bidder meets the requirements of the contract. The Department, in its sole discretion, may rescind its tentative contract award, with no liability to the Department, to a bidder if there is any question as to capabilities of a Vendor to successfully perform this contract and within the prescribed timeframes.

2.1.3 Accuracy Checks

Prior to starting the data collection in each District, collect and process 2 centerline miles of georeferenced data along a route in the District designated by the Department.

Verify positional accuracy of identified non-pavement marking inventory events (see Section 2.1) are within 52.8 feet (0.01 mile) by comparing the GPS coordinates in the Vendor’s post-processed data to the GPS coordinates provided by the Department’s Linear Referencing System (LRS).

Verify accuracy of No-Passing and Passing Zone boundaries is within 52.8 feet (0.01 miles) by comparing the following:

• The county log points established in the Vendor’s post-processed data to the county log points in the field and shown on existing No-Passing Zone logs

• The GPS coordinates established in the Vendor’s post processed data to the GPS coordinates of locations established by the Department that were determined by graphical checks (horizontal/vertical) in OpenRoads Designer using existing OGRIP LiDAR data.

2.1.4 Inspection of Work

After successful completion of the proof-of-concept phase and the accuracy checks, the Vendor may begin work. The work may be inspected by random sample. The random sample may include, but is not limited to, the District’s Engineer riding in the inventory vehicle at any time.

At any time during the contract, the Engineer may cause additional accuracy checks to be performed satisfactorily at no additional cost to the Department if, in his opinion, the Vendor’s method or its apparent accuracy deviates from that established in the initial accuracy checks.

If the accuracy check uncovers a problem, it shall be resolved before work can continue. Any area where the inventory is in question, it shall be re-inventoried as directed by the District Engineer at no additional cost to the Department.

After the accuracy checks have been satisfactorily performed, new personnel can only be added with the prior approval of the Engineer, who may require that the first route inventoried by the new personnel be checked for accuracy by the above method.

After completion of the inventory in each county, the Vendor shall submit the inventory data for that county to the District Engineer in the form of a Shapefile and Geodatabase file. The District Engineer will verify the accuracy and completeness of the data in the field and/or through a Vendor provided web-based viewer.

2.1.5 Calibration, Inspection and Functional Checks of Equipment Initial setup of the mobile mapping vehicle will be completed by the Vendor. The Vendor shall provide and set up the necessary equipment, including the mobile mapping system, GPS/IMU device, and any other necessary accessories. The Vendor shall also perform a calibration of the equipment to ensure that all components are functioning properly and accurately.

Before the Vendor may begin mobile mapping, the Department may perform in-field inspections of the Vendor’s mobile mapping vehicle. The mobile mapping vehicle inspection may include, but is not limited to:

• Antenna Alignment check: The antenna of the GPS system should be properly aligned and positioned for optimal accuracy.

• Bolts and cables check: All bolts, cables and equipment attachments inspected for safety and performance.

• GPS/IMU Settings check: Verifying the GPS/IMU software is configured correctly, including the GPS receiver settings, IMU settings, and output data format. This can be accomplished by reviewing the device's configuration settings and comparing them to the manufacturer's recommendations.

• GPS/IMU Updated Firmware and Software check: Updated firmware and software for GPS systems ensure optimal functionality and should be up to date with the manufacturers latest stable release.

• GPS/IMU Integrity Test: Verify that the GPS receiver provides warnings or alerts when it detects an issue with the GPS signals, such as a loss of signal or an incorrect signal.

• GPS/IMU Self-Diagnostic Test: Many GPS/IMU devices have built-in self-diagnostic tests that can be performed to verify the accuracy and reliability of the device. These tests can be triggered through the device's software or firmware and may include checks for GPS signal quality, IMU accuracy, and system health.

• GPS/IMU System Health Check: Verifying all components of the device, including the GPS receiver, IMU, antenna, and power supply, are functioning properly. This can be accomplished by monitoring the device's status messages, monitoring the GPS signal quality, and verifying that the IMU readings are consistent and accurate.

• GPS Data Quality Check: Verifying the quality of the GPS data, including the accuracy of the GPS measurements and the number of visible GPS satellites. This can be accomplished by monitoring the GPS solution status, signal quality, and number of visible satellites, and comparing the GPS measurements to a known reference.

If a problem is discovered because of inspection, the problem shall be resolved before the work can proceed.

After the mobile mapping vehicle has been successfully inspected with approval from the Department, the Vendor may begin mobile mapping.

The Vendor is responsible for daily inspections of the mobile mapping vehicle including the following:

• Bolts and cables check

• Tire pressure

• Cold‐start accuracy optimization for the GPS/IMU

• 360° spherical cameras, planar cameras and LiDAR lenses are all cleaned (additional, cleaning is to be performed throughout the day as necessary)

• Data backup

• Lighting is adjusted based on sunlight and cloud cover for all cameras.

• Antenna Alignment check

• GPS/IMU Integrity Test

• GPS/IMU Self-Diagnostic Test

• GPS/IMU System Health Check

• GPS Data Quality Check

The Vendor is responsible for additional weekly inspections of the mobile mapping vehicle above and beyond the daily inspections including the following:

• Proper calibration of GNSS Azimuth Measurement Subsystem (GAMS)

• GPS/IMU Self-Diagnostic Test

• GPS/IMU System Health Check

• GPS Data Quality Check

2.1.6 Centerline Inventory Management and Reporting System Software

The Vendor shall be responsible for determining the current and planned hardware, network and software platform of the Department for the time of work and support and ensuring that the Centerline Inventory Management and Reporting System software proposed will operate successfully. Successful operation of the system shall be demonstrated to the satisfaction of the Engineer as described in the Accuracy of the Final Product section below.

The system shall maintain a complete audit trail of all changes to the data records including the nature of the change, date of change, reason for the change, who made the change, and the records modified by the change. The audit trail shall be able to be viewed on screen or printed as desired by the user.

The system shall have full offline/online use with synchronized results and provide data synchronization between all In-Field and Office co-workers.

The system shall have Create, Read, Update, Delete (CRUD) capabilities.

The system format shall be graphical in nature showing a plan view of the centerline and roadway, including solid (no-passing zone) and dashed (passing zone) sections (T-Marking), intersections, left turn lanes, islands, two-way left-turn lanes and any other centerline configurations. The scale shall be user-selectable to display any location or section or an entire route and shall show the same roadway section on screen and is printed. The default scale shall be one mile per page. All control points, the equivalent length of solid line for the page selected and accumulated for the route and beginning and end of no passing zones shall be located on each page and log miles shall be shown for each. The number of lanes by direction shall also be displayed in graphical form. The graphical screen display shall be in color and generally represent the colors of centerline and pavement. Printed reports shall be black and white or color at user option.

The Vendor shall provide on-site training for each District and Central Office and provide one full year annual maintenance agreement that includes unlimited technical support service, required software updates, hosting fees, database backup, ESRI ArcMap Integration.

2.2 Specifications of Deliverables

• No-passing/passing zone data shall include, at a minimum, the following attributes:

o Associated route (NLF_ID) o No-passing/passing zone record primary key o Beginning zone county logpoint o Beginning zone latitude o Beginning zone longitude o Beginning zone altitude o Ending zone county logpoint o Ending zone latitude o Ending zone longitude o Ending zone altitude o Zone type o Effective date

• For all 12 ODOT Districts, deliver:

o One (1) PDF containing all graphical no passing zone logs in color for all counties in the District. See Attachment 1 o Excel file and graphic representation of each District’s centerline inventory, by county, route, direction, and log point of locations where it is recommended the existing centerline markings be revised based on the passing sight distance evaluation

• For ODOT Central Office, deliver:

o One (1) PDF graphical no passing zone logs in color of all counties in all 12 Districts.

See Attachment 1 o MP4 format of all 360° High-Definition geo-referenced street level mobile mapping videos for each route on external hard drive o JPG format of all 360° High-Definition geo-referenced street level mobile mapping still framed imagery for each route on external hard drive o LiDAR: RGB colored *.las/*.laz point clouds for each route on external hard drive.

o CSV, Geodatabase and Shapefile containing all Districts’ centerline inventories and the no-passing, passing zone and no striping location inventories o Excel file of all District’s Percent Passing Sight Distance by county, route and direction.

• Centerline Inventory Management and Reporting System software o Software package delivered to ODOT Central Office o Ability for unlimited installations by ODOT Central Office to ODOT computers statewide o Ten (10) Concurrent User Licenses statewide o One (1) year software maintenance agreement with unlimited technical support and software updates o Initial onsite software training at each District and Central Office

• Provide mobile mapping imagery and LiDAR data storage for one (1) year with a minimum of 1 GB upload speed and with redundancy, backup and disaster recovery plans. Storage location must be in the United States.

SECTION III. VENDOR QUALIFICATIONS AND EXPERIENCE

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

• Vendor shall provide a Professional Engineer, currently registered in the State of Ohio, as the Project Supervisor

• Vendor shall possess and demonstrate, through written proposal content, knowledge of the data collection industry. The offeror should be experienced in the transportation asset data collection and spatial data and shall have a minimum of five years (5) experience with mobile video mapping projects, centerline inventory projects and no-passing zone study experience.

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 5 similar types of projects/programs within the past 5 years that demonstrate expertise in centerline inventory and no-passing zone studies using 3D mobile video mapping with integrated LiDAR.

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

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

• If a State of Ohio Minority Business Enterprise (MBE) or Encouraging Diversity, Growth and Equity (EDGE)

Vendor, provide a copy of that current certification from the Ohio Department of Administrative Services (or whoever issues it). Additional consideration will be given to State of Ohio MBE or EDGE Vendors.

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 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.

Proposal Submission Requirements

A. Delivery of Documents

Emailed submissions for this Request for Proposal will be received until 1:00PM eastern time on September 7, 2023, to the following email address:

contracts.purchasing@dot.ohio.gov

Required for Submittal:

Completed Front Page (Separate Attachment) Completed Signature Page (Separate Attachment) Completed Affirmation and Disclosure form (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, Vendor 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

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/PurchaseUpcomingI TBs/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.

Proposers must submit a response for the following areas:

A. Implementation/Management Plan/Work Plan B. Organizational Structure/Staffing Plan C. Cost Proposal (submitted SEPARATELY ATTACHMENT) D. Completed Front Page E. Completed Signature Page F. Completed Supplements A & S

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.

A. 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 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 https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.aspx https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.aspx 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 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.

B. Cost Proposal

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.

C. 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.

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 Did the Vendor submit a proposal comprised of a Technical Proposal and, in a separate, attachment, a Cost Proposal?

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 5 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: 5

“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 weighted point values 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 262 points (a score which represents that the selected Vendor has the capability to successfully perform the project/program services) out of a maximum of 380 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.

M #

EVALUATION CRITERIA Weightin g

Doesn ’t

Meet

Partial ly

Meets

Meet s

Exceed

WORK REQUIREMENTS

PROPOSED WORK PLAN

1 The Vendor has demonstrated an understanding of the project objective. 3

The Vendor has demonstrated a technical knowledge of how to perform No-Passing Zone Studies.

The Vendor has demonstrated an understanding of the background of the project.

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

The Vendor has provided a list of equipment and hardware that will be used that meets the requirements in the Scope of Work.

EVALUATION CRITERIA Weightin g

Doesn ’t

Meet

Partial ly

Meets

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 a Professional Engineer, currently registered in the State of Ohio, as the Project Supervisor

The Vendor has demonstrated, through written proposal content, knowledge of the data collection industry

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

The Vendor has a minimum of five years (5) experience with mobile video mapping projects, centerline inventory projects and no-passing zone study experience

The Vendor has at least 5 similar types of projects/programs within the past 5 years that demonstrate expertise in centerline inventory and no-passing zone studies using 3D mobile video mapping with integrated LiDAR

The Vendor has the ability to and agrees to provide all data and reports in file formats compatible with existing ODOT software (i.e., ESRI ArcGIS, etc.)

including MP4, JPG, LAS/LAZ, Excel, PDF, CSV, Geodatabase and Shapefiles.

The Vendor has demonstrated the ability to use post-processed LiDAR and mobile mapping data to evaluate passing sight distances and determine and record locations of loss-of-sight no-passing zones in both directions.

The Vendor has demonstrated the capability to upload and use ODOT-provided Linear Referencing System (LRS) data.

EVALUATION CRITERIA Weightin g

Doesn ’t

Meet

Partial ly

Meets

The Vendor has provided proof of the ability to, prior to start of data collection, deliver an existing Centerline Inventory Management and Reporting System software with create, read, update and delete (CRUD) capabilities to manage the no-passing/passing zone and centerline inventory data.

17 The provided software meets all requirements in Section 2.1.6 2

The Vendor has demonstrated the ability to provide all deliverables in Section 2.2

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 262 points?

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

Phase III: 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.

Attachment 1: Existing No-Passing Zone Log

State of Ohio, Department of Transportation (ODOT)

Terms and Conditions for Submitting Excel Pricing File in Bid Package (Last Revised 07/2020)

1. DOWNLOADING THE EXCEL PRICING FILE: Bidders can access and download the most current Excel Pricing File for this procurement by following the hyperlink provided below:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/573pricing.xlsx

2. SUBMISSION OF EXCEL PRICING FILE: Bidders should submit the pricing page in the original excel format.

3. UNAPPROVED ALTERATIONS TO EXCEL PRICING FILE: Bidders who materially alter the original content of the Excel pricing file (e.g. specifications, formulas, etc.) issued by the Department may be found non-responsive and ineligible for award of this procurement.

4. CHANGES TO EXCEL PRICING FILE: The Department will only make modifications to the Excel pricing file by written addendum only. Where changes are necessary to the Excel pricing page, the Department will issue a new Excel pricing page indicating the revisions made and a revision date for the changes.

It is the sole responsibility of the bidder to check for issued addenda prior to submitting a bid package to ensure the most updated Excel pricing file is being utilized.

5. DESCRIPTIVE LITERATURE: Bidders may electronically provide any descriptive literature (e.g. brochures, spec/cut sheets, drawings, MSDS, etc.) regarding the products and/or services offered by the bidder. As this literature may be publicly posted for viewing by purchasers, bidders must not submit any literature electronically in which they consider to be a trade secret, proprietary, or confidential in any way.

(the remainder of this page has been left intentionally blank) http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/573pricing.xlsx

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:

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

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.asp x http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Purchase/PBQ-Answers.doc http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Lists/PurchaseUpcomingITBs/UpITBs.aspx 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 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. BID OPENING PROCEDURE: Bids will usually be available within a day of the bid opening. Vendors can submit requests for the bid tab to contracts.purchasing@dot.ohio.gov.

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.

mailto:Contracts.Purchasing@dot.ohio.gov

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 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…