9003 - Solicitation Document.pdf

RFPSHELL. 10/21/2024

State of Florida Department of Transportation

REQUEST FOR PROPOSAL

FION Optical Transmission System Upgrade and Video Distribution Router Additions – Phase 4

DOT-RFP-25-9003-SJ

RESPONSES DUE:

Friday, February 21, 2025 @ 09:00AM EST

CONTACT FOR QUESTIONS:

Sherill Johnson, Procurement Agent 605 Suwannee Street, Mail Station 20

Tallahassee, Florida 32399-0450 CO.Purch@dot.state.fl.us mailto:CO.Purch@dot.state.fl.us

State of Florida Department of Transportation Central Procurement Office

605 Suwannee Street, Mail Station 20 Tallahassee, FL 32399-0450

REQUEST FOR PROPOSAL REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO SHERILL JOHNSON at CO.Purch@dot.state.fl.us

RFP Number: DOT-RFP-25-9003-SJ

Title: FION Optical Transmission System Upgrade and Video Distribution Router Additions – Phase 4

Proposal Due Date & Time (On or Before): Friday, February 21, 2025 @ 9:00 AM EST

Potential proposers should notify our office by returning this Registration Form as soon as possible after downloading. Complete the information below and e-mail to Sherill Johnson at CO.Purch@dot.state.fl.us.

THE REQUEST FOR PROPOSAL DOCUMENT YOU RECEIVED IS SUBJECT TO

CHANGE. Notice of changes (Addenda), will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/, under this bid number, click on “Search Advertisements”, click on the drop-down arrow beside the box under Advertisement Type, select Request for Proposal, click on the drop-down arrow beside the box for Organization, select FLORIDA DEPARTMENT OF TRANSPORTATION, then go to the bottom of the same page and click on Advertisement Search. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: ( )

Contact Person:

E-Mail Address:

For further information on this process, e-mail:

Sherill Johnson, Procurement Agent CO.Purch@dot.state.fl.us mailto:CO.Purch@dot.state.fl.us mailto:CO.Purch@dot.state.fl.us https://vendor.myfloridamarketplace.com/

PRICE PROPOSAL FORM (Page 1 of 7)

RFP Number: DOT-RFP-25-9003-SJ FOB: STATEWIDE

RFP Title: FION Optical System Upgrade and Video Distribution Router Additions – Phase 4

Services to be provided as specified in attached Exhibit “A”, Technical Specifications, and the Contract Plans (Attachment 1, 2, 3, and 4).

PAY

ITEM

NO.

DESCRIPTION

UNIT

ESTIMATED

QUANTITY

UNIT RATE PAY ITEM TOTAL

Milton DOT - Furnished & Installed per contract plans

Optical Routed Site

Holt - Furnished & Installed per contract plans

Optical Amplified Site

Mossy Head - Furnished & Installed per contract plans

Optical

Caryville - Furnished & Installed per contract plans

Optical

Chipley - Furnished & Installed per contract plans

Optical Routed

Aspalaga - Furnished & Installed per contract plans

Optical

Midway Operations - Furnished & Installed per contract plans

Optical Routed

Tallahassee PSC - Furnished & Installed per contract plans

Optical Routed Site 1

Tallahassee FHP - Furnished & Installed per contract plans

Optical

TERL Building - Furnished & Installed per contract plans

Optical Amplified Site 1

SEOC Building - Furnished & Installed per contract plans

Optical

Barry Building - Furnished & Installed per contract plans

Burns Building - Furnished & Installed per contract plans

Optical

Greenville - Furnished & Installed per contract plans

Optical

Falmouth - Furnished & Installed per contract plans

Optical

PRICE PROPOSAL FORM (Page 2 of 7)

PAY

ITEM

NO.

DESCRIPTION

UNIT

ESTIMATED

QUANTITY

UNIT RATE PAY ITEM TOTAL

Lake City Operations - Furnished & Installed per contract plans

District 2 HQ - Furnished & Installed per contract plans Optical

Sanderson - Furnished & Installed per contract plans Optical

I-10/SR23 Interchange Hub - Furnished & Installed per contract plans

Optical Routed

Jacksonville FHP - Furnished & Installed per contract plans Optical Routed

SR16 - Furnished & Installed per contract plans Optical

Gopher Ridge - Furnished & Installed per contract plans

Optical

I-4/I-95 Interchange Hub - Furnished & Installed per contract plans

Optical Routed

Edgewater - Furnished & Installed per contract plans Optical

I-95/SR528 Interchange Hub - Furnished & Installed per contract plans

Optical Routed

District 5 RTMC - Furnished & Installed per contract plans Optical Routed

Deland DOT - Furnished & Installed per contract plans Optical Routed

Brevard County Line - Furnished & Installed per contract plans

Optical

District 4 Hub #2 - Furnished & Installed per contract plans

Optical Routed

SR222 - Furnished & Installed per contract plans

PRICE PROPOSAL FORM (Page 3 of 7)

PAY

ITEM

NO.

DESCRIPTION UNIT

ESTIMATED

QUANTITY

UNIT RATE PAY ITEM TOTAL

CR318 - Furnished & Installed per contract plans

Wildwood - Furnished & Installed per contract plans Optical Routed

Jessamine - Furnished & Installed per contract plans

I-75/I-275 North Apex Hub - Furnished & Installed per contract plans

Optical Routed

Orlando West - Furnished & Installed per contract plans

Turkey Lake RTMC - Furnished & Installed per contract plans

Optical Routed

Orlando South - Furnished & Installed per contract plans

Canoe Creek - Furnished & Installed per contract plans Optical

Kenansville - Furnished & Installed per contract plans

Optical

Site X - Furnished & Installed per contract plans Optical

Ft. Pierce Interchange - Furnished & Installed per contract plans Optical Routed

Ft. Pierce Maintenance - Furnished & Installed per contract plans

Optical

Jupiter Interchange - Furnished & Installed per contract plans

Optical

West Palm Beach Interchange - Furnished & Installed per contract plans

Optical

Pompano RTMC - Furnished & Installed per contract plans

Optical Routed

District 4 RTMC - Furnished & Installed per contract plans

Optical Routed

PRICE PROPOSAL FORM (Page 4 of 7)

PAY

ITEM

NO.

DESCRIPTION UNIT

ESTIMATED

QUANTITY

UNIT RATE PAY ITEM TOTAL

McArthur-Sunrise - Furnished & Installed per contract plans

Optical Routed

Martin Weigh Station - Furnished & Installed per contract plans Optical

Atlantic Ave Hub - Furnished & Installed per contract plans

Optical

Golden Glades Whatley Hub - Furnished & Installed per contract plans

Optical Routed

Coral Reef - Furnished & Installed per contract plans Optical Routed

HEFT/US1 Cabinet - Furnished & Installed per contract plans

District 6 RTMC - Furnished & Installed per contract plans Optical Routed

Andytown - Furnished & Installed per contract plans

Collier County Rest Area - Furnished & Installed per contract plans

Optical

Naples FHP - Furnished & Installed per contract plans

District 1 RTMC - Furnished & Installed per contract plans Optical Routed

Port Charlotte - Furnished & Installed per contract plans

Optical

Fruitville - Furnished & Installed per contract plans

Optical

District 1 STMC - Furnished & Installed per contract plans

Optical Routed

I-75/I-275 South Apex Hub - Furnished & Installed per contract plans

Optical Routed

Kennedy Hub - Furnished & Installed per contract plans

Optical

Brooksville

Operations - Furnished & Installed per contract plans

Optical Routed

District 7 RTMC - Furnished & Installed per contract plans

Optical Routed

PRICE PROPOSAL FORM (Page 5 of 7)

PAY

ITEM

NO.

DESCRIPTION UNIT

ESTIMATED

QUANTITY

UNIT RATE PAY ITEM TOTAL

I-4/I-75 Interchange Hub - Furnished & Installed per contract plans

Optical Routed

District 1 HQ - Furnished & Installed per contract plans Optical Routed

Tampa Maintenance - Furnished & Installed per contract plans Optical Routed

US98 Hub - Furnished & Installed per contract plans

District 5 Master Hub #1 - Furnished & Installed per contract plans

Optical

Ft. Pierce Admin - Removal of existing equipment per contract plans

Removal Site 1

Nokia 7250 IXR-R6, chassis and other necessary parts Per unit 3

Nokia 7250 IXR-R6, power supply

Per unit 6

Nokia 7250 IXR-R6, CPIOM card

Per unit 6

Nokia 7250 IXR-R6, 10 port, 10GE card Per unit 2

Nokia 7250 IXR-R6, 1 x 100GE, 6 x 10GE card Per unit 10

Nokia 7250 IXR-R6, fan tray

Per unit 3

Nokia 7750 SAR-a8, chassis and other necessary parts. Per unit 1

Nokia 7750 SAR-a8, power supply

Per unit 2

Nokia 7750 SAR-a8, IO module

Per unit 1

Nokia 7750 SAR-a8, CPU card

Per unit 2

Nokia 7750 SAR-a8, fan tray

Per unit 1

PRICE PROPOSAL FORM (Page 6 of 7)

PAY

ITEM

NO.

DESCRIPTION UNIT

ESTIMATED

QUANTITY

UNIT RATE PAY ITEM TOTAL

Optical Amplifier Shelves

Per unit 3

83 Optical Amplifier Line Card Per unit 6

Optical ROADM Shelves

Per unit 4

85 Optical ROADM Transponder Card Per Unit 10

Small Formfactor Pluggable (SFP) 100 Gigabit Transponder Optics, spare unit

Per Unit 12

Small Formfactor Pluggable (SFP) 100 GBase-SR Multimode, spare unit

Per Unit 12

Small Formfactor Pluggable (SFP) 10 GBase-LR

Per Unit 2

Small Formfactor Pluggable (SFP) 10 GBase-ER

Per Unit 2

SUBTOTAL:

Pay Items 1 – 89, inclusive

Milestone 1: Task Work Order 1:

Engineering plans and submittals, including fiber characterization and site surveys, per Exhibit A, Technical Specifications, Section 5

Milestone 1 1

20% of Price Proposal Subtotal for Pay Items 1 through 89, inclusive (rounded to 2 decimal places)

Milestone 2: Task Work Order 2:

Equipment Staging, per Exhibit A, Technical Specifications, Section 9

Milestone 2 1

75% of Price Proposal

Subtotal for Pay Items 1 through 89, inclusive (rounded to 2 decimal places.)

GRAND TOTAL:

PRICE PROPOSAL FORM (Page 7 of 7)

RENEWAL: see Special Condition 33).

THE UNIT RATE(s) WILL APPLY TO THE INITIAL TERM AND ANY RENEWAL PERIODS.

MFMP Transaction Fee:

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #7d.

The Transaction Fees imposed shall be based upon the date of issuance of the payment.

NOTE: In submitting a response, the proposer acknowledges they have read and agree to the solicitation terms and conditions and their submission is made in conformance with those terms and conditions.

ACKNOWLEDGEMENT: I certify that I have read and agree to abide by all terms and conditions of this solicitation and that I am authorized to sign for the proposer. I certify that the response submitted is made in conformance with all requirements of the solicitation.

Proposer: FEID #

Address: City, State, Zip

Authorized Signature: Date:

Printed / Typed: Title:

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

DRUG-FREE WORKPLACE PROGRAM CERTIFICATION

375-040-18

PROCUREMENT

03/17

287.087 Preference to businesses with drug-free workplace programs. --Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall:

(1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

(2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

(3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

(4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than 5 days after such conviction.

(5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by, any employee who is so convicted.

(6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

Does the individual responding to this solicitation certify that their firm has implemented a drug-free workplace program in accordance with the provision of Section 287.087, Florida Statutes, as stated above?

YES

NO

NAME OF BUSINESS:

MBE PLANNED UTILIZATION

375-040-24

03/17

PROCUREMENT NO. DOT-RFP-25-9003-SJ FINANCIAL PROJECT NO.

(DEPARTMENT USE ONLY)

DESCRIPTION: FION Optical Transmission System Upgrade and Video Distribution Router Additions - Phase 4

I, , (name) (title) of plan to subcontract at least % (percent) of the project costs on the above referenced project to Minority

Business Enterprises.

If I have indicated above that a portion of the project costs will be subcontracted to MBE(s), the firms considered as proposed subconsultants/contractors and the types of services or commodities to be subcontracted are as follows:

MBE SUBCONSULTANTS/CONTRACTORS TYPES OF SERVICES/COMMODITIES

I understand that I will need to submit Minority Business Enterprises (MBE) payment certification forms to the Department for reporting purposes only.

Signed:

Title:

Date:

PERFORMANCE BOND

375-040-27

OGC – 10/04

KNOW ALL MEN BY THESE PRESENTS: That we, (name)

(hereinafter called Vendor) of (address) and

(hereinafter called Surety) of (name)

(address) duly authorized to do business in the State of Florida, are held and firmly bound unto the State of Florida in the full and just sum of Dollars ($ ), lawful money of the United States of America, to be paid to the Florida Department of Transportation (hereinafter called the Department), to which payment will and truly to be made we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally and firmly by these presents;

WHEREAS, the above Vendor has subscribed to an agreement with the Department to bear the date of

, for contractual services agreement in connection with FION Optical Transmission System Upgrade and Video Distribution Router Additions - Phase 4 (DOT-RFP-25-9003-SJ) in County(ies), particularly known as

(hereinafter called the Agreement), upon certain terms and conditions in said Agreement more particularly mentioned; and

NOW, THEREFORE, The condition of this obligation is such that if the above Vendor in all respects will comply with the terms and conditions of said Agreement, and its obligations thereunder, including the Scope of Services, Specifications, General Conditions, Special Conditions, Bid Blank therein referred to and made a part thereof, and such alterations as may be made in said conditions and specifications, as therein provided for; and, further, if such Vendor will promptly make payment to all persons supplying labor, material, equipment and supplies, used directly or indirectly by the said Vendor or any subcontractor(s) in the prosecution of the work provided for in said Agreement, and promptly will pay all State Workers' Compensation and Unemployment Compensation taxes incurred in the performance of the said

Agreement and will pay to the Department any amount in money or property, the Department may lose or be overcharged or otherwise defrauded of, by reason of any wrongful or criminal act of the Vendor, its agents, or employees, then this obligation is to be void; otherwise, to be and remain in full force and virtue in law.

WITNESS the signature of the Vendor and the signature of the Surety by its

(Agent or Attorney-in-Fact, or otherwise) with seals of said Vendor and Surety hereunto affixed this day of , .

Surety Vendor

BY: BY:

Signature Authorized Signature(s)

TITLE: TITLE:

Attorney-in-Fact/Agent (Surety Seal)

ATTEST:

Secretary/Notary

Name/Telephone #: BY:

Address: Signature

525-010-03

POLICY PLANNING

06/09

Note: Attach Power of Attorney showing authority of Surety’s Agent or Attorney-in-Fact. This bond is not for public works contracts required by Section 25.05, Florida Statutes.

CONTRACT PROPOSAL PROCESSING

ONLINE ORDERING

EXEMPT DOCUMENTS DISTRIBUTION AGREEMENT

Exempt Documents - Section 119.0725(2)(b) Florida Statutes (F.S.), provides:

Information relating to critical infrastructure, defined in section 119.0725(1)(b), F.S., as “existing and proposed information technology and operational technology systems and assets, whether physical or virtual, the incapacity or destruction of which would negatively affect security, economic security, public health, or public safety” is confidential and exempt from section 119.07(1) and Art. I, section 24(a) of the Florida Constitution. The entities or persons receiving such information shall maintain the exempt status of the information.

Check One:

Licensed: Architect Engineer Contractor

Other (please state nature of business):

Company/Entity Name:

Street Address City State Zip

Telephone No. Fax No.

My Florida Market Place Vendor Number F

I, personally, and/or as the representative of the above entity, fully understand the confidential and exempt nature of the public records to which I have access and agree to maintain the confidential and exempt status of this information in accordance with Florida law.

Name of person receiving records:

Print Name: Telephone No.:

Signature: Date:

Email Address:

Check One: Authorized User* Lead User**

The undersigned represents and confirms that the above named individual is duly authorized to request records for the purpose of preparation of a bid or proposal by the named Company/Entity, and that the Company/Entity will maintain the confidential and exempt status of the information received in accordance with Florida law.

Authorized By: Title:

Print Name Officer/Owner

Signature: Date:

Email Address:

*Authorized Users (limited to 10 per company) can order/download documents**Lead Users (limited to 4 per Company) can order/download documents and are responsible for the inactivation of employees that are no longer with the Company. One Lead User is required per Company.

Fax completed Form to: CO.Purch@dot.state.fl.us Forms will be processed 8 AM – 4:30 PM, EST, Monday - Friday excluding holidays

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-60

Florida Statutes VENDOR CERTIFICATION REGARDING PROCUREMENT

287.135 SCRUTINIZED COMPANIES LISTS OGC – 06/18

Respondent Vendor Name: _____________________________________________________

Vendor FEIN: ___________________

Vendor’s Authorized Representative Name and Title: ___________________________________

Address: ______________________________________________________________________

City: _____________________ State: _____________________________ Zip: ______________

Phone Number: ____________________________________

Email Address: _

Section 287.135, Florida Statutes prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, Florida Statutes.

As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Certified By: __________________________________________________________ who is authorized to sign on behalf of the above referenced company.

Authorized Signature Print Name and Title: _________________________________________

Date:

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation, hereinafter referred to as the “Department”, requests written proposals from qualified Proposers to provide FION Optical System Upgrade and Video Distribution Router Additions – Phase 4. It is anticipated that the term of the contract will begin on the date of contract execution and be effective for five (5) years thereafter.

The Department intends to award this contract to the responsive and responsible Proposer whose proposal is determined to be the most advantageous to the Department. After the award, said Proposer will be referred to as the “Vendor”. For the purpose of this document, the term "Proposer" means the prime Vendor acting on its own behalf and those individuals, partnerships, firms, or corporations comprising the Proposer team. The term "proposal" means the complete response of the Proposer to the Request for Proposals (RFP), including properly completed forms and supporting documentation.

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (Addenda) will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/(click on “Search Advertisements”) under this RFP number.

It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal.

ACTION / LOCATION DATE LOCAL TIME

01-14-2025 10:00 AM EST

MANDATORY PRE-PROPOSAL CONFERENCE

FDOT Barry Building 3185 S. Blair Stone Road, Monticello Room Tallahassee, FL 32311

DEADLINE FOR TECHNICAL QUESTIONS 01-17-2025 12:00 PM EST

(There is no deadline for administrative questions)

PROPOSALS DUE, ON OR BEFORE 02-21-2025 09:00 AM EST

(Technical and Price Proposal) Florida Department of Transportation Central Procurement Office Sherill Johnson, Procurement Agent Phone: (850) 414.4381 CO.Purch@dot.state.fl.us

PUBLIC OPENING (Technical Proposal) 02-21-2025 10:00 AM EST Florida Department of Transportation Central Procurement Office Sherill Johnson, Procurement Agent 605 Suwannee Street Tallahassee, FL 32399-0450

PUBLIC MEETING TO SHORTLIST- 03-11-2025 10:00 AM EST

Florida Department of Transportation Central Procurement Office Sherill Johnson, Procurement Agent 605 Suwannee Street Tallahassee, FL 32399-0450

DOT-RFP-25-9003-SJ

POSTING OF SHORTLIST ON VBS- 03-11-2025

ORAL PRESENTATIONS (if applicable) Week of 03-24-2025 (not open to the public)

PUBLIC OPENING / MEETING (Price Proposal) 03-31-2025 10:00 AM EST Florida Department of Transportation Central Procurement Office Sherill Johnson, Procurement Agent 605 Suwannee Street Tallahassee, FL 32399-0450

POSTING OF INTENDED AWARD 03-31-2025

3) AGENDA FOR PUBLIC MEETINGS

Agenda – Mandatory Pre-Proposal Conference Agenda for the Mandatory Pre-Proposal Conference for DOT-RFP-25-9003-SJ:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

RFP solicitation.

- At conclusion of public input or 15 minutes, whichever occurs first, the Department will review/summarize the Scope of Services and go over any additional Departmental requirements of the solicitation.

- Adjourn meeting.

Agenda – Public Opening (Technical Proposals) Agenda for Public Opening of Technical Proposals for DOT-RFP-25-9003-SJ:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

RFP solicitation.

- At conclusion of public input or 15 minutes, whichever occurs first, the Technical Proposals received timely will be opened, with proposer’s name read aloud and tabulated. Price proposals will be kept secured and unopened until the Price Proposal Opening.

- Adjourn meeting.

Agenda – Public Meeting to Shortlist Agenda for Public Opening of Technical Proposals for DOT-RFP-25-9003-SJ:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

RFP solicitation.

- At conclusion of public input or 15 minutes, whichever occurs first, the Technical evaluation scores will be summarized.

- Announce the firms that did not achieve the minimum technical score.

- Announce the firms that achieved the minimum technical score and those that will move forward to the Oral Presentations phase of the solicitation process.

- Announce time and date the shortlist decision will be posted on the Vendor Information Portal

(VIP).

- Adjourn.

Agenda – Price Proposal Opening & Intended Award Meeting Agenda for Price Proposal Opening and Intended Award meeting for DOT-RFP-25-9003-SJ:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

RFP solicitation.

- At conclusion of public input or 15 minutes, whichever occurs first, the Technical evaluation scores will be summarized and Oral Presentation scores will be announced.

- Calculate the sub-totals (Technical + Oral Presentation scores)

- Open the Price Proposals of those shortlisted vendors and announce their price(s).

- Calculate price scores and add to sub-totals to arrive at total scores.

- Announce Proposer with highest Total Score as Intended Award.

- Announce time and date the decision will be posted on the Vendor Information Portal

(VIP).

- Adjourn.

4) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-proposal conference, public meeting, oral presentation and/or opening shall contact the contact person at the phone number, e-mail address on the title page at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MyFloridaMarketPlace

PROPOSERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE TECHNICAL

PROPOSAL OPENING OR THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective proposers that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call 1-866-352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #7d. The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) Florida Department of Financial Services (DFS) W-9 REQUIREMENT

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS & ANSWERS

In accordance with section 287.057(25), Florida Statutes, respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com

Any technical questions arising from this Request for Proposal must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department’s written response to written inquiries submitted timely by proposers will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”), under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting their proposal.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Sherill Johnson, Procurement Agent CO.Purch@dot.state.fl.us

Questions regarding administrative aspects of the proposal process should be directed to the Procurement Agent in writing at the email address above.

4) ORAL INSTRUCTIONS / CHANGES TO THE REQUEST FOR PROPOSAL (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a proposer as a result of any oral discussions with a State employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

Notices of changes (Addenda) will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this RFP number.

It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal. All Addenda will be acknowledged by signature and subsequent submission of Addenda with proposal when so stated in the Addenda.

5) DIVERSITY ACHIEVEMENT: MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment. Bidders are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their Price Proposal. The contract vendor will be asked to submit payment certification for MBE subcontractors used.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us/.

6) SCOPE OF SERVICES

Details of the services, information and items to be furnished by the Vendor are described in Exhibit "A", Scope of Services, attached hereto and made a part hereof.

mailto:CO.Purch@dot.state.fl.us http://www.osd.dms.state.fl.us/

7) INTENDED AWARD

The Department intends to award a contract to the responsive and responsible vendor with the highest cumulative total points for the evaluation criteria specified herein (See Section 30, Proposal Evaluation). The Intended Award decision will be announced after final evaluation and totaling of scores at the Price Proposal opening specified in the Timeline (See Introduction, Section 2 Timeline).

If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), Florida Statutes; Veteran Business Enterprise

2. Section 287.087, Florida Statute; Drug Free Work Place

3. Section 287.057(11); Minority Business Enterprise

In the event that the application of the above referenced preferences does not resolve the identical replies, the Department shall determine the award by means of random drawing.

8) MANDATORY PRE-PROPOSAL CONFERENCE

A MANDATORY pre-proposal conference will be held at the date, time and location in the Timeline. The purpose of this meeting is to provide an open forum for the Department to review the Scope of Services, RFP requirements, contractual requirements, method of compensation, and other conditions or requirements that may, in any manner, effect the work to be performed. Any changes and/or resulting Addenda to the RFP will be the sole prerogative of the Department.

Attendance at this pre-proposal conference is MANDATORY. Failure by a proposer to attend, arrive on time or be represented at this pre-proposal conference will constitute a non-responsive determination of their proposal package. Proposals found to be non-responsive will not be considered

9) QUALIFICATIONS

9.1 General

The Department will determine whether the Proposer is qualified to perform the services being contracted based upon their proposal demonstrating satisfactory experience and capability in the work area. The Proposer shall identify necessary experienced personnel and facilities to support the activities associated with this proposal.

9.2 Qualifications of Key Personnel

Those individuals who will be directly involved in the project should have demonstrated experience in the areas delineated in the scope of work. Individuals whose qualifications are presented will be committed to the project for its duration unless otherwise excepted by the Department's Project Manager. Where State of Florida registration or certification is deemed appropriate, a copy of the registration or certificate should be included in the proposal package.

9.3 Authorized To Do Business in the State of Florida

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, Florida Statutes, out-of-state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the proposal due date and time, but in any case, must be obtained prior to the award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.4 Licensed to Conduct Business in the State of Florida

If the business being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the proposal due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

10) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than twelve (12) months from the date of acceptance by the purchaser. Any deviation from these criteria must be documented in the proposal response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable.

As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items, and returning those that are defective.

11) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Transportation, Procurement Office, Attn: Sherill Johnson, 605 Suwannee Street, Mail Station 20, Tallahassee, Florida 32399-0450 within ten (10) days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $1,000,000 minimum per person and $2,000,000 minimum each occurrence, and property damage insurance of at least $1,000,000 minimum each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this Agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this Contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, thirty days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

12) PERFORMANCE BOND

The intended award proposer shall provide the Department with a Performance Bond in the amount of $5,000,000.00. The Performance Bond shall be provided by a surety company authorized to do business in the state of Florida. The Performance Bond shall be executed and furnished to the Department prior to contract execution and no later than ten (10) days after the ending date of the period for posting the intended award decision, unless the Department extends the time period in writing. Failure to provide the required Performance Bond (Form 375-040-27) to the Department within the aforementioned timeframe will void the Intended Award’s proposal and the Department will proceed in contracting with the next highest responsive proposer.

The Performance bond shall be in effect during the full term of the contract, including the warranty period. Upon Final Acceptance, the Performance Bond shall be reduced to $1,000,000.

The proposer must submit, within the Forms document, a current letter from a surety company or bonding agent authorized to do business in the state of Florida and written on company letterhead, to document the proposer's present ability to obtain a Performance Bond in the amount of $5,000,000.

Failure by the proposer to provide this letter with its response will constitute a non-responsive determination for its proposal. Proposals found to be non-responsive will not be considered

13) METHOD OF COMPENSATION

For the satisfactory performance of these services the Vendor shall be paid as described in the attached Exhibit “B”, Method of Compensation.

14) CONTRACT DOCUMENT: STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a proposal, the proposer agrees to be legally bound by these terms and conditions.

15) REVIEW OF PROPOSER'S FACILITIES & QUALIFICATIONS

After the proposal due date and prior to contract execution, the Department reserves the right to perform or have performed an on-site review of the Proposer's facilities and qualifications. This review will serve to verify data and representations submitted by the Proposer and may be used to determine whether the Proposer has an adequate, qualified, and experienced staff, and can provide overall management facilities. The review may also serve to verify whether the Proposer has financial capability adequate to meet the contract requirements.

Should the Department determine that the proposal has material misrepresentations or that the size or nature of the Proposer's facilities or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the proposal.

16) PROTEST OF REQUEST FOR PROPOSAL SPECIFICATIONS

Any person who is adversely affected by the contents of this Request for Proposal must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within seventy-two (72) hours after the posting of the solicitation, (the notice of protest may be Faxed to 850-414-5264), and

2. A formal written protest in compliance with Section 120.57(3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

17) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

18) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists. The Form should be submitted with the Forms document as identified within Special Condition 22.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering into such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel.

Section 287.135, Florida Statutes, also prohibits companies from entering into a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, Florida Statutes.

If the Department determines the Vendor submitted a false certification under Section 287.135 of the Florida Statutes, the Department shall either terminate the Contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135 of the Florida Statutes, or maintain the Contract if the conditions of Section 287.135 of the Florida Statutes are met.

19) RESERVATIONS

The Department reserves the right to accept or reject any or all proposals received and reserves the right to make an award without further discussion of the proposals submitted. Therefore, the proposals should be submitted initially in the most favorable manner. It is understood that the proposal will become a part of the Department’s official file, without obligation to the Department.

20) ADDITIONAL TERMS & CONDITIONS

No conditions may be applied to any aspect of the RFP by the proposer. Any conditions placed on any aspect of the proposal documents by the proposer may result in the proposal being rejected as a conditional proposal (see “RESPONSIVENESS OF PROPOSALS”). DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to proposal opening will be a written Addenda issued by the Department.

DOT-RFP-25-9003-SJ

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists

21) RESPONSIVENESS OF PROPOSALS

21.1 Responsiveness of Proposals

Proposals will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All proposals must be typed or printed in ink. A responsive proposal is an offer to perform the scope of services called for in this Request for Proposal in accordance with all requirements of this Request for Proposal and receiving eighty (80) points or more on the Technical Proposal. Proposals found to be non-responsive shall not be considered.

Proposals may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A proposal may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, conditional proposals, incomplete proposals, indefinite or ambiguous proposals, and improper and/or undated signatures. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

21.2 Multiple Proposals

Proposals may be rejected if more than one proposal is received from a Proposer. Such duplicate interest may cause the rejection of all proposals in which such Proposer has participated.

Subcontractors may appear in more than one proposal.

21.3 Other Conditions

Other conditions which may cause rejection of proposals include, but are not limited to, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List.

Proposers whose proposals, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may be rejected as non-responsible. The Department reserves the right to determine which proposals meet the requirements of this solicitation, and which Proposers are responsive and responsible.

22) PROPOSAL FORMAT INSTRUCTIONS

22.1 General Information

This section contains instructions that describe the required format for the proposal. All proposals submitted shall contain the parts below (as applicable) and be marked as follows:

PART I Vendor’s Name - TECHNICAL PROPOSAL (One Separate Document for Technical)

PART II Vendor’s Name - PRICE PROPOSAL (One Separate Document for Prices)

PART III Vendor’s Name - Forms (One Separate Document for forms and other additional required documentation)

Part IV Vendor’s Name – Confidential Material (if applicable)

(One Separate Document for Confidential Material as outlined within Special Condition 25)

THE SEPARATE DOCUMENTS MAY BE E-MAILED TOGETHER OR SEPARATELY.

22.2 Technical Proposal (Part I)

(Do not include price information in Part I)

The Proposer must submit one (1) original technical proposal which is to be divided into the sections described below. Since the Department will expect all technical proposals to be in this format, failure of the Proposer to follow this outline may result in the rejection of the proposal. The technical proposal must be submitted in one separate document marked "VENDOR’S NAME -

TECHNICAL PROPOSAL”:

1. EXECUTIVE SUMMARY

The Proposer shall provide an Executive Summary to be written in nontechnical language to summarize the Proposer's overall capabilities and approaches for accomplishing the services specified herein. The Proposer is encouraged to limit the summary to no more than ten (10) pages.

2. PROPOSER'S MANAGEMENT PLAN

The Proposer shall provide a management plan which describes administration, management and key personnel.

a. Administration and Management

The Proposer should include a description of the organizational structure and management style established and the methodology to be used to control costs, services reliability and to maintain schedules; as well as the means of coordination and communication between the organization and the…