9-01. UDOT BOS RFP General Information.pdf

Utah Department of Transportation (UDOT)

Request for Proposal (RFP)

Toll Back Office System and Customer Service Center

Support

Solicitation No. UDOT260065MP

December 10, 2025

Request for Proposal – Solicitation No. UDOT260065MP i

Table of Contents

1 General Information

2 Solicitation Specifics

3 Scope of Work and Associated Requirements

4 Required Proposal Submission Information

5 Proposal Evaluation and Contract Award

Request for Proposal – Solicitation No. UDOT260065MP 1

1 General Information This Request for Proposals (“RFP”) is intended to provide interested Responders with sufficient basic information to submit proposals meeting minimum requirements. It is not intended to limit a proposal’s content or exclude any relevant or essential data.

This solicitation is issued in accordance with the State of Utah Procurement Code, Utah Code Annotated (UCA) Chapter 63G-6a, and applicable Rules found in the Utah Administrative Code (UAC). If any provision of this solicitation conflicts with the UCA or UAC, the UCA or UAC will take precedence.

The following Attachments are included in this RFP, and therefore, considered a part of this solicitation:

Attachment A: State’s Standard Terms and Conditions Attachment B: State’s Standard Information Technology Terms and Conditions Attachment C: Scope of Work Attachment D: Instructions and Evaluation Attachment E: Cost Proposal Worksheet Attachment F: Performance Requirements Attachment G: I-15 Express Lanes Historical Data Attachment H: Acronyms and Definitions

NOTICE: In this solicitation, if an item is defined through use of a trade name, brand name, or a manufacturer and/or model number, it is intended that the words, “or equivalent” apply; and invites the submission of equivalent products by the Responders.

The following words and phrases are used interchangeably throughout the RFP document and attachments:

Customers; Users; Drivers Back Office System; System Contractor; Responder, Offeror; Bidder, Proposer

CANCELLATION OF PROCUREMENT

The Utah Department of Transportation (the State) reserves the right to cancel this solicitation at any time and not award a contract if such action is determined in writing to be in the best interest of the State (UCA §63G-6a-709).

Request for Proposal – Solicitation No. UDOT260065MP 2

FUTURE PROCUREMENTS

UDOT reserves the right to reopen this solicitation or create a new solicitation if it determines there may be more need for the procurement item than when the original solicitation as issued.

QUANTITY ESTIMATES

Historical usage may not be representative of forthcoming need, and as such, UDOT does not guarantee to purchase any amount under this contract.

QUESTIONS AND ANSWERS

Questions MUST be submitted through the online bidding system during the designated Question and Answer period. Questions submitted through any other channel will not be answered. Answers disseminated by the State through the online bidding system may modify the specification or requirements of this solicitation and will constitute an addendum to this solicitation.

Questions or notifications to the State of any ambiguity, inconsistency, excessively restrictive requirement, or errors in this solicitation MUST be submitted as a question during the Q&A period. (See Attachment D for the anticipated procurement schedule.)

Issues with the solicitation that have not been previously addressed within the Q&A period of the procurement are not allowed to be addressed within a proposal and may result in the Responder’s proposal being considered non-responsive.

It is the responsibility of the Responder to submit their proposal as required by this solicitation, including any requirements contained in an answered question and/or addenda.

Exceptions to the scope of work or other content of the Solicitation not previously addressed within the Q&A period of the procurement may result in the Responder’s proposal being considered non-responsive.

ADDENDA

Any modification to this procurement will be made by addendum issued by the State. Addenda to this solicitation may be made for the purpose of making changes to the scope of work, the schedule, the qualification requirements, the criteria, the weighting, or other requirements of this solicitation.

Authorized and properly issued addenda shall constitute the official and binding position of the State. Any response to this solicitation which has as its basis any communications or information received from sources other than this solicitation, or related addenda may be considered non-responsive and be rejected at the sole discretion of the State.

Request for Proposal – Solicitation No. UDOT260065MP 3

The State accepts no responsibility for a prospective Responder not receiving solicitation documents and/or revisions to the solicitation. It is the responsibility of the prospective Responder to monitor the bidding system to obtain addenda or other information relating to the solicitation.

RESTRICTIONS ON COMMUNICATIONS

From the issue date of this solicitation until an award is published, Responders are prohibited from communications regarding this solicitation with staff, evaluation committee members, or other associated individuals EXCEPT the UDOT procurement officers overseeing this solicitation. Failure to comply with this requirement may result in disqualification.

PROPOSAL SUBMISSION

All materials submitted become the property of the State. Materials may be evaluated by anyone designated by the state as part of the proposal evaluation committee. Materials submitt0065d may be returned only at the State's option.

Proposals must be received by the due date and time (“deadline”). Proposals received after the deadline will be late and ineligible for consideration. (See Attachment D for the anticipated procurement schedule.)

Electronic submission instructions: When submitting a proposal electronically through the online bidding system, please allow sufficient time to complete the online forms and to upload proposal documents. The solicitation will end at the deadline. If a Responder is in the middle of uploading a proposal when the deadline arrives, the system will stop the upload process and the proposal will not be accepted by the bidding system, and the attempted submission will be considered late and ineligible for consideration.

Electronic proposals may require uploading of electronic attachments. The online bidding system will accept a wide variety of document types as attachments. However, the State is unable to view certain documents. Therefore, DO NOT submit documents that are embedded (zip files), or encrypted. All documents must be uploaded in the bidding system as separate files (system limit for file size is 50 MB).

Files submitted electronically must NOT be password protected or locked in any way.

Cost Proposal submission instructions: Cost Proposals are evaluated independently from the technical proposal, pursuant to the Utah Procurement Code, and as such, must be submitted separately from the technical proposal and as per solicitation requirements (see Attachment D for Price Proposal Instructions). Failure to submit cost or pricing data separately and as directed may result in your proposal being judged as non-responsive and ineligible for contract award.

Request for Proposal – Solicitation No. UDOT260065MP 4

Sample submission instructions: Responders may be required to submit product samples to demonstrate whether a procurement item meets the specifications and other requirements set forth in the solicitation.

Samples must be received prior to the solicitation due date and time and must be furnished free of charge unless otherwise stated in the solicitation.

Submitted samples will not be subject to return.

Samples must be labeled or otherwise identified as specified in the solicitation.

All costs incurred by a Responder in the preparation and submission of a proposal, including any costs incurred during interviews, oral presentations, and/or product demonstrations are the responsibility of the Responder and will not be reimbursed.

PROTECTED INFORMATION

Portions of a proposal may be protected by submitting a Claim of Business Confidentiality Form.

However, an entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL” or “PROPRIETARY”, and if so identified, shall be considered non-responsive unless the Responder removes the designation.

Pricing may not be classified as confidential or protected and will be considered public information after award of the contract.

Process for Requesting Non-Disclosure: Any Responder requesting that a record be protected must provide with their proposal the following information:

1. Must provide a completed Claim of Business Confidentiality at the time the information (proposal) is provided to the state, and

2. Must include a concise statement of reasons supporting the claim of business confidentiality (UCA § 63G-2-309(1)), and

3. Must submit an electronic “redacted” (excluding protected information) copy of the proposal. The copy must clearly be marked “Redacted Version.”

Redacted Copy: If a Responder submits a proposal that contains information claimed to be business confidential or protected information, the Responder MUST submit two separate proposals: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and one non-redacted version for evaluation purposes, clearly marked as "Protected Business Confidential."

Responder acknowledges that its proposal or redacted copy will be made public upon the State’s receipt of a GRAMA request. The Responder will not be notified of any GRAMA request made to the State for Responder’s proposal. If the Responder submits a redacted copy, then the State will respond to a GRAMA request for Responder’s proposal with Responder’s redacted copy. However, if the Responder fails to submit a redacted copy, then the State will respond to a GRAMA request with Responder’s proposal, which will result in Responder’s

Request for Proposal – Solicitation No. UDOT260065MP 5 protected/proprietary information, if any, being made public. Responder acknowledges that notations in the header, footer or watermark of the proposal will not be considered sufficient to constitute a request for non-disclosure of protected/proprietary information.

Failure to comply with the requirements regarding Protected Information releases the State from any obligation or liability arising from the inadvertent release of Responder’s information.

CORRECTION OR WITHDRAWAL OF PROPOSAL

Proposals may be modified or withdrawn by written or electronic notice received by the procurement officer prior to the established due date. A decision to permit the correction or withdrawal of a proposal or the cancellation of an award or a contract shall be supported in a written document, signed by the chief procurement officer or head of a procurement unit with independent procurement authority. The State reserves the right to waive minor informalities as well as minor deviations. The State also reserves the right to seek clarification on any proposal response.

DISCUSSIONS OR CLARIFICATIONS

Discussions may be held with a Responder to obtain a more complete understanding of whether the Responder is responsible, or the Responder’s submitted proposal is responsive. Following discussions, a proposal may be rejected if it is determined that the Responder is not responsible, or the proposal is not responsive.

INTERVIEWS AND PRESENTATIONS

None will be required for this solicitation.

BEST AND FINAL OFFER

A Best and Final Offer (BAFO) may be issued if it is determined to be necessary. The Best and Final Offer process is a formal request for Responders to amend specific portions of the technical proposal or cost proposal. Under the Utah Procurement Code, a Best and Final Offer may be requested if:

1. No single proposal adequately addresses all the specifications stated in the request for proposals

2. All proposals are unclear or deficient in one or more respects

3. All cost proposals exceed the identified budget or the procurement unit’s available funding, or

4. Two or more proposals receive an identical evaluation score that is the highest score.

PROPOSAL EVALUATION

All responsive and responsible proposals that have not been disqualified from consideration under the provisions of Part 7 of Utah Code 63G-6a, using the criteria established in this RFP will

Request for Proposal – Solicitation No. UDOT260065MP 6 be evaluated by an evaluation committee in accordance with the Utah Procurement Code, Administrative Rules, policies, and the evaluation criteria set forth in this solicitation. (See Attachment D for the Proposal Evaluation Process.)

All proposals shall remain valid for a minimum of 120 calendar days after the Proposal Due Date to allow adequate time for evaluation.

AWARD

A solicitation award does not constitute a contract. Any award made through the bid system, notifications received from the bid system, email notifications received directly from the procurement unit, documents received by the Responder, or documents posted in the bid system, DO NOT constitute or create a contract. Only a fully executed Purchase Order (PO) or a fully executed contract constitutes a binding contract.

During the time between the notification of award and the receipt of a fully executed PO or contract, the procurement unit may cancel the award and/or the solicitation in full (or in part) in accordance with UCA 63G-6a-902 and 63G-6a-120.

If awarded, Responder(s) may not begin work, purchase materials, or enter into subcontracts relating to this solicitation until they receive a fully executed PO or contract.

After the evaluation and final scoring of proposals is completed, the State shall award the contract as soon as practicable, provided the solicitation is not canceled without awarding a contract.

PROTEST PROCESS

Responders are directed to Utah Code Part 16 and Utah Administrative Code Rule R33-16 for available appeal processes.

CONTRACT TERMS AND CONDITIONS, EXCEPTIONS, AND NEGOTIATIONS

Any contract resulting from this solicitation will include, but not be limited to the following documents:

Scope of Work Specifications, Requirements, and Instructions.

Any addendums to the solicitation as issued through the bidding system.

Attachment A – State of Utah Standard Terms and Conditions.

Attachment B – State of Utah Standard IT Terms and Conditions.

Exceptions and/or additions to the Standard Terms and Conditions are strongly discouraged.

Any requested exceptions and/or additions to the Standard Terms and Conditions must be submitted with the proposal. Exceptions and/or additions submitted after the date and time for receipt of proposals will not be considered. Responders may not submit requests for exceptions and/or additions by reference to a Responder's website or URL.

Request for Proposal – Solicitation No. UDOT260065MP 7

The State may refuse to negotiate exceptions and/or additions that are determined to be excessive; that are inconsistent with similar contracts of the procurement unit; to warranties, insurance, or indemnification provisions that are necessary to protect the procurement unit after consultation with the Attorney General's Office or other applicable legal counsel; where the solicitation specifically prohibits exceptions and/or additions; or that are not in the best interest of the procurement unit.

In a multiple award situation, the State reserves the right to negotiate exceptions and/or additions to terms and conditions in a manner resulting in expeditious resolutions. This process may include beginning negotiations with the Responder having the least number of exceptions and/or additions and conclude with the Responder submitting the greatest number of exceptions and/or additions. Contracts may be executed and become effective as negotiations are completed.

Responders must provide all documents in Microsoft Word format with redline editing.

Responders must also provide the name, contact information, and access to the person(s) that will be directly involved in legal negotiations.

Any mandatorily required acceptance of a Responder’s terms and conditions may result in the proposal being determined to be non-responsive.

An award resulting from this solicitation is subject to successful contract terms and conditions negotiation (if required). The State, at its sole discretion, will determine when contract terms and conditions negotiations become unproductive and will result in termination of award to that Responder, and the State may move to the next eligible Responder.

PERFORMANCE EVALUATION

The contract resulting from this solicitation is subject to performance evaluation. Continuous negative performance evaluations and documented feedback from end users may impact a Responder’s ability to participate in future solicitations. Performance evaluations may include end user surveys, performance audits, reports, interviews, or other reasonable methods of performance evaluation. Responders will be notified of any negative performance evaluations or end user feedback collected. The Responder’s performance requirements and Key Performance Indicators (KPI) for this solicitation are included in Attachment F of the RFP.

STABILITY OF RESPONDER

The State reserves the right to request financial and other information it deems relevant as necessary to evaluate a Responder’s stability and capability of completing the Scope of Work.

SUBCONTRACTORS

The planned use of any and all subcontractors must be clearly explained in the Technical Proposal. The Responder, if awarded the contract, shall be responsible for all costs and contract

Request for Proposal – Solicitation No. UDOT260065MP 8 performances if subcontractors are used. The State reserves the right to review and approve all subcontractors, review services conducted by subcontractors, and refuse payment on projects where subcontractors are used without foreknowledge or approval by the State.

Subcontractors must be authorized to do business in the State of Utah. Subcontractors must include information, in the same detail as the prime Contractor or Responder, of any and all personnel and companies who are not in the direct employ of the Contractor.

Freelance/contracted labor may not be billed above the prevailing labor rate in the contract and is not considered a reimbursable expense. The prime Contractor shall be responsible for all costs and contract performances by subcontractors if used.

Joint Bids: Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The State intends to contract with a single firm.

STARTUP COSTS

All startup costs are to be borne by the awarded Responder.

TECHNOLOGY MODIFICATIONS

Pursuant to Utah Administrative Rule R33-12-502 the awarded contract may be modified to incorporate new technology or technological upgrades associated with the procurement item being solicited, including new or upgraded:

i. Systems

ii. Apparatuses

iii. Modules

iv. Components, and

v. Other Supplementary Items

Further, a maintenance or service agreement associated with the procurement item under the resulting contract may be modified to include any new technology or technological upgrades.

Any contract modification incorporating new technology or technological upgrades will be specific to the procurement item being solicited and substantially within the scope of the original procurement or contract.

In compliance with Utah Attachment B – State of Utah Standard IT Standard Terms and Conditions, where the product does not already have a FedRAMP or verified GovRAMP status, the following provisions apply:

At the time of contract execution, the product must be enrolled in GovRAMP Progression Snapshot Program and remain in the program until a verified status is achieved.

Request for Proposal – Solicitation No. UDOT260065MP 9

The product must achieve a verified status of GovRAMP no later than 12 months after the date of contract execution [and maintain that status until such time the product achieves a verified status of Ready/Authorized (Provisionally Authorized)]

The product must achieve a verified status of Ready no later than [12-18] months after the date of contract execution.

Incorporate any additional assessment requirements, such as regulatory compliance (including but not limited to CJIS, HIPAA, etc.) here.

If the Contractor fails to maintain or achieve the security requirements outlined above, the Contractor may be subject to liquidated damages and/or the State of Utah may re-evaluate the terms of the contract and determine whether the failure to comply justifies contract termination.

BACKGROUND CHECKS

The State reserves the right to require any Contractor (and Subcontractor if applicable) with access to secure state facilities, sensitive data, or technology to complete a background check.

Contractor (and Subcontractor if applicable) agrees to notify the State immediately if an arrest or conviction of any employee that has access to secure state facilities, sensitive data, or technology occurs during the performance of a contract resulting from this solicitation.

Contractor (and Subcontractor if applicable) shall not permit any of its employees who have been convicted of a felony or misdemeanor to have access to secure state facilities, sensitive data, or technology.

The State reserves the right to determine what state facilities, sensitive data, or technology applies to the background and disclosure/notification requirements.

Request for Proposal – Solicitation No. UDOT260065MP 10

2 Solicitation Specifics NOTICE: The electronic bidding system’s Event Number must be referred to on all proposals, correspondence, and documentation relating to this solicitation.

PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The purpose of this request for proposal is to enter into a contract between the Utah Department of Technology Services (DTS), on behalf of the Utah Department of Transportation (UDOT), and a qualified firm to acquire an Express Lanes Back Office System (BOS) with a Customer Service Center (CSC) and related support services. Under this procurement, the project will include development, transition, delivery, and operational services to support the electronic toll collection (ETC) account management for customers of the Express Pass program.

UDOT will select only one Responder to provide these services (one prime Contractor and one or more subcontractors). See Attachment G for historical data regarding the I-15 Express Lanes.

Attachment H includes a list of acronyms and relevant words used throughout the RFP documents.

For the purposes of this solicitation, the Utah Department of Transportation (UDOT) is the Issuing Procurement Unit for this solicitation and all subsequent addenda relating to it, on behalf of the Conducting Procurement Unit, the Department of Technology Services (DTS), collectively referred to as “State”.

CONTRACT AWARD INTENT

It is anticipated that this solicitation will result in an award to a single Contractor.

LENGTH OF CONTRACT AND PRICING GUARANTEE

The contract resulting from this solicitation will be for a period of five (5) years with an option for additional 1-year extensions up to five years, for a total contract term of ten (10) years.

All pricing must be guaranteed for one year. Following the guarantee period, any request for price adjustment must be for an equal guarantee period and must be made at least 30 days prior to the effective date. Requests for price adjustment must include sufficient documentation supporting the request (i.e., through Federal commodity indices) and demonstrating a logical mathematical link between the current price and the proposed price.

Price adjustments may occur no more frequently than the pricing guarantee period. An "Exception" will be considered if there is a net change in price of five (5) percent or more based on a change in the index(es). If a price adjustment is granted earlier than the price guarantee period, that adjustment must be in effect for a full price guarantee period unless there is a subsequent Exception.

Request for Proposal – Solicitation No. UDOT260065MP 11

Any adjustment or amendment to the contract will not be effective unless approved by the State. The State will be given the immediate benefit of any decrease in the market, or allowable discounts.

Request for Proposal – Solicitation No. UDOT260065MP 12

3 Scope of Work and Associated Requirements All Scope of Work Requirements MUST be demonstrably met by a Responder in order for their response to be considered. Any breach of requirements once the Contract has been awarded constitutes breach of Contract by the Responder and the Contract may be terminated immediately.

The Scope of Work is subject to change based on the awarded contract.

DETAILED SCOPE OF WORK AND ASSOCIATED REQUIREMENTS

See “Attachment C – Scope of Work” included in this solicitation.

Request for Proposal – Solicitation No. UDOT260065MP 13

4 Required Proposal Submission Information

PROPOSAL RESPONSE

All Responders must submit proposals that detail their experience and qualifications in the requested areas (each area must be addressed. Do not list “not applicable”).

For ease of evaluation, the submitted proposals must provide a point-by-point response, addressing in detail each area of the evaluation criteria. The criteria are not intended to limit a proposal's content or exclude any relevant or essential data. Responders are at liberty and are encouraged to expand upon the criteria to demonstrate the Responder’s capability to provide the State with a solution.

Responders bear sole responsibility for providing evidence in their response that they are capable of performing the requested Scope of Work.

PROPOSAL FORMAT and RESPONSE REQUIREMENTS

Proposals should be concise, straightforward, and prepared simply and economically. Expensive displays, bindings or promotional materials are neither desired nor required. However, the State does not intend in these instructions to limit a proposal’s content or to exclude any relevant or essential data.

The Responder must complete and submit all the forms requested through the electronic bidding system. These forms should be organized and titled as follows:

1. Form Title: UDOT Vendor Setup Form

UDOT’s Vendor Setup Form fully completed and signed by the Responder.

See document titled “Submittal Form– Vendor Setup-Form.pdf”.

2. Form Title: Cover Letter.

Include a one-page cover letter that identifies the name and primary contact information of the person who will be authorized to executive an agreement with the State of Utah on behalf of the Responder.

3. Form Title: Business Confidential/Protected Information. All protected/proprietary information must be indicated by submitting a completed Claim of Business Confidentiality form.

Request for Proposal – Solicitation No. UDOT260065MP 14

If Responder’s proposal contains protected/proprietary information (please refer to the Protected Information section of this solicitation for additional information) then Responder must also submit a redacted copy of the proposal at the same time as the Responder submits their proposal. The redacted copy of the Responder’s proposal must be submitted in compliance with the other sections of this solicitation.

If there is no protected information, check the “None” box on the submittal form.

Failure to comply with this Section releases the State from any obligation or liability arising from the inadvertent release of Responder information.

See document titled “Submittal Form- Business Confidentiality- check fields.doc”.

4. Form Title: Potential Conflicts of Interest.

Responders must identify any conflict, or potential conflict of interest, that might arise during the contract.

If no conflicts are identified or expected, write “None” in this section.

5. Form Title: Exceptions and/or Additions to the Standard Terms and Conditions.

Proposed exceptions and/or additions to the Standard Terms and Conditions must be submitted. Responder must provide all proposed exceptions and/or additions, including a Responder’s terms and conditions in Microsoft Word redline format. Responders must also provide the name, contact information, and access to the person(s) that will be directly involved in terms and conditions negotiations.

If there are no exceptions and additions to the Standard Terms and Conditions, check the “No” box on the submittal form.

See document titled “Submittal Form- Attachment A- Standard Terms and Conditions-with check fields.docx”.

6. Form Title: Mandatory Minimum Requirements/Qualifications (Pass/Fail Criteria).

Responders must provide the required evidence and/or documentation/narratives demonstrating compliance with the stated Mandatory Minimum Requirements/Qualifications. A Responder’s failure to meet any one of the mandatory requirements will result in the proposal being classified as non-responsive and will be rejected under the provisions of the Utah Procurement Code.

Responders should review the scope of work and/or specifications in the files before submitting their responses to the mandatory minimum requirements. The Scope of Work is included in Attachment C of this solicitation.

Request for Proposal – Solicitation No. UDOT260065MP 15

All of the items described as mandatory minimums are non-negotiable. If it is determined that a response does not meet the mandatory minimum requirements, at any time during the solicitation process, it will be deemed non-responsive and disqualified from further consideration. Responders must provide sufficient evidence and/or documentation demonstrating that the Responder is compliant with the Mandatory Minimum Requirements.

7. Form Title: Detailed Technical Proposal (Scored Criteria).

This section should constitute the major portion of the proposal and must be a concise overview of the Responder’s assessment of the work to be performed, the Responder’s ability and approach, and the resources necessary to fulfill the requirements. This section should demonstrate the Responder’s understanding of the desired overall performance expectations, deliverables, if any, and outcomes. Clearly indicate any options or alternatives proposed. In any case wherein the Responder cannot comply with a provision outlined in the “Detailed Scope of Work”, such inability must be stated in response to the applicable requirement. Responder should reference the Scope of Work in their response.

For ease of evaluation, the Detailed Technical Proposal Section must be a specific point-by-point response, addressing in detail each of the Technical Evaluation Criteria outlined under the Evaluation Process section in Attachment D.

See “Attachment D – Proposal Instructions and Evaluation” for the specific format and order of the sections to be included in the Responder’s technical proposal. The order includes the following:

Section 1: Introduction and General Qualifications Section 2: Project Management Section 3: Personnel and Resources Section 4: Technical Approach Section 5: Project Schedule Section 6: Project References

The Responder bears sole responsibility for the items included or not included within their submitted proposal. Each area of the technical evaluation criteria must be addressed in detail in the response. The criteria are not intended to limit a response's content or exclude any relevant or essential data. Responders are at liberty and are encouraged to expand upon the criteria to demonstrate the Responder’s capability to provide the State with a solution.

8. Form Title: Cost Proposal. All costs are to be enumerated on the Cost Proposal Worksheet provided in Attachment E. Instructions for filling out the cost proposal are included under the Price Proposal Instructions in Attachment D of this solicitation.

Request for Proposal – Solicitation No. UDOT260065MP 16

Please note that the Responder must obtain 80 or more points of the possible Technical Proposal points and pass all the pass/fail criteria in order for their cost estimate to be considered and scored.

Pursuant to Utah Procurement Code requirements, Cost Proposals are evaluated independently from the Technical Proposal, and as such, must be submitted as an independent and separate document (Cost Proposal Worksheet) from the Technical Proposal. Inclusion of any cost or pricing data within the Technical Proposal will result in the proposal being judged as non-responsive.

Responders may not change/modify the format of the Price Proposal Worksheet and must submit pricing in the exact format requested for a fair comparison of pricing among all Responders. Altering the format or conditioning the cost on acceptance of additional/conflicting terms or limitations may result in a finding that your proposal is non-responsive.

The cost proposal must address all costs associated with the services described in the RFP over the life of the project. The cost of this project should be defined according to the specific tasks or steps to be taken.

Request for Proposal – Solicitation No. UDOT260065MP 17

5 Proposal Evaluation and Contract Award

PROPOSAL EVALUATION PROCESS

All responses submitted in response to this solicitation will be evaluated in a manner consistent with the Utah Procurement Code, Administrative Rules, policies and the evaluation criteria in this solicitation.

This solicitation will be evaluated under a Multiple Stage process. Responders must pass each stage in order to move to the next stage in the evaluation process.

Stage 1: Mandatory Requirements Determination of Responsiveness (Pass/Fail)

In Stage One of the evaluation process, all proposals received on time will be reviewed for responsiveness to solicitation requirements. Proposals not conforming to solicitation requirements or unable to meet the Mandatory Requirements (Pass/Fail) will not proceed on to Stage 2 Technical Proposal Evaluation.

State 2: Detailed Technical Proposal Evaluation (160 points possible)

Stage Two will consist of an evaluation committee conducting a detailed Technical Evaluation of each responsive and responsible proposal that has not been previously disqualified or rejected.

Responsive proposals will be evaluated against the Technical Evaluation Criteria.

Evaluation committee members will individually score the Technical Evaluation Criteria on a 0-4 basis. The Evaluation Committee will then tally the final scores for the Technical Criteria to arrive at a consensus score by an average of the individual scores. See the Proposal Evaluation Process outlined in Attachment D of this solicitation.

Only those Proposals that obtain a score of 80 or more of the possible Total Technical points will be eligible to proceed on to Stage 3: Cost Proposal Evaluation. Proposals with a score of less than the minimum required technical score will be deemed non-responsive and ineligible for further consideration.

Stage 3: Cost Proposal Evaluation (240 points possible)

Stage Three will consist of the Cost Proposal Evaluation of each responsive and responsible proposal that has not been previously disqualified or rejected. The Responder with the lowest Total Cost will receive the maximum available Cost points.

All other Responders will receive cost points proportionately based on the formula

Request for Proposal – Solicitation No. UDOT260065MP 18 below. No points are awarded if the Responder’s price is more than double the lowest proposed cost.

𝑂𝑡ℎ𝑒𝑟 𝑃𝑟𝑜𝑝𝑜𝑠𝑒𝑟ᇱ𝑠 𝑃𝑜𝑖𝑛𝑡𝑠 = ቈ 2 − 𝑃𝑟𝑜𝑝𝑜𝑠𝑒𝑟ᇱ𝑠 𝐶𝑜𝑠𝑡

𝐿𝑜𝑤𝑒𝑠𝑡 𝑃𝑟𝑜𝑝𝑜𝑠𝑒𝑑 𝐶𝑜𝑠𝑡 × 𝑀𝑎𝑥𝑖𝑚𝑢𝑚 𝐶𝑜𝑠𝑡 𝑃𝑜𝑖𝑛𝑡𝑠

Stage 4: Determination of Contract Award

Single Award:

In regard to this solicitation, UDOT has determined to enter into a Single award contract.

The Responder’s Total Combined Score is determined by adding the scores from the Technical and Cost Proposals. The proposal with the highest Total Combined Score will be determined to be eligible for award.

After the evaluation and final scoring of proposals is completed, the State shall award the contract as soon as practicable, provided the RFP is not canceled in accordance with the Utah Procurement Code requirements.