9052 - Solicitation Document.pdf

RFPSHELL. 12/16/2021

State of Florida Department of Transportation

REQUEST FOR PROPOSAL

Development of an Intelligent Transportation Systems Facility Management (ITSFM) Global Positioning System

(GPS) Mapping System

DOT-RFP-24-9052-SJ

RESPONSES DUE:

Thursday, December 21, 2023 @ 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

Phone: (850) 414-4381 mailto:CO.Purch@dot.state.fl.us

State of Florida Department of Transportation Central Procurement Office

605 Suwannee Street, MS 20 Tallahassee, Florida 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-24-9052-SJ

Title: Development of an ITSFM GPS Mapping System

Proposal Due Date & Time (On or Before): Thursday, December 21, 2023 @ 9:00AM 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/

RFP Number: DOT-RFP-24-9052-SJ RFP Title: Development of an ITSFM GPS Mapping System FOB: STATEWIDE

Exhibit C – Price Proposal Form (Page 1 of 2) Services to be provided as specified in the attached Exhibit A – Scope of Services

Reference Exhibit A Section

Description Estimated Number of Months

Total Quantity

Unit Rate Pay Item Total (Total Quantity x Unit Rate)

2.1 GPS DATA COLLECTION HARDWARE

2.1.1 Trimble TDC600 data collector

2 $ $

2.1.2 Trimble Catalyst DA2 GNSS receiver

2.1.3 TruePulse 360R or current market replacement

model

2.1.4 GPS Data Collection accessories (set)

2.2 GPS/GIS SOFTWARE

2.2.1 Trimble Connect with TerraFlex Premium cloud-

based platform

1 $ $

2.2.2 Trimble TerraFlex for mobile device

2.3 SOFTWARE ENHANCEMENTS

2.3.1 Application Programming Interface (API)

Requirements

2.3.2 Export Filter Requirements

3. USER LICENSE

3.1 TerraFlex Premium user licenses

50 $ $

3.2 TerraFlex mobile user licenses

3.3 Catalyst 30 GNSS positioning-as-a-service user

licenses

TOTAL $

PRICE PROPOSAL FORM (Page 2 of 2)

RFP Number: DOT-RFP-24-9052-SJ FOB: STATEWIDE

RFP Title: Development of an ITSFM GPS Mapping System

Services to be provided as specified in attached Exhibit “A”, Scope of Services.

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 #14. 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:

FLORIDA DEPARTMENT OF TRANSPORTATION

TRAFFIC ENGINEERING AND OPERATIONS OFFICE

ACQUISITION – ITSFM GPS MAPPING SYSTEM

1. INTRODUCTION

The Florida Department of Transportation (FDOT) intends to acquire an Intelligent Transportation Systems

Facility Management (ITSFM) Global Positioning System (GPS) geospatial mapping and data collection solution. The State Traffic Engineering and Operations Office needs to replace the ITSFM GPS mapping and data collection solution that populates the ITSFM with a new data collection solution that will simplify the process, increase positional accuracy, enable seamless online or offline differential corrections with no user input, and integrate the existing application programming interface (API) for bi-directional transfer of data to/from FDOT’s ITSFM, the System of Record for Intelligent Transportation Systems (ITS) outside plant features.

An assessment has been completed recommending the hardware for use in this process, as referenced in the document titled “NextGen ITSFM GPS Mapping Summary”.

2. ITSFM GPS MAPPING SYSTEM SPECIFICATIONS

The new ITSFM GPS Mapping System will be comprised of GPS hardware, GPS/GIS software (Geographic

Information System), licensed user accounts, and Global Navigation Satellite System (GNSS) positioning-as-a-service licenses. The mobile phones and tablet devices will operate on iOS, Android, or Windows mobile operating systems with a minimum OS release version compatible with the mobile data collector software application(s) required to perform data collection.

2.1. GPS DATA COLLECTION HARDWARE

The data collection hardware consists of a user-supplied mobile phone or tablet, GNSS receiver, laser rangefinder, and accessories used in the field to GPS map ITS infrastructure.

2.1.1. GNSS Data Collector Requirements:

o The GNSS data collector shall be a Trimble TDC600 all-in-one GNSS data collector and smartphone.

2.1.2. GNSS Receiver Requirements:

o The GNSS receiver shall be a Trimble Catalyst DA2 GNSS receiver.

2.1.3. Laser Rangefinder Requirements:

• The laser rangefinder shall:

o Be a TruePulse 360R or the current Manufacturer replacement model of the 360R.

o Integrate with the Trimble TerraFlex Mobile app, o Integrate a laser rangefinder and an electronic compass (providing distance, inclination, and azimuth) to measure single reading or “one shot” offsets to ITS features by recording both a GPS position and an associated distance, inclination, and direction to the ITS feature.

2.1.4. Hardware Accessories Requirements:

Technical Specifications

• The GPS Data Collection accessories (set) shall include:

o 2-meter pole.

o Quick-release adapter mounting bracket with pole clamp (for mobile device).

o Catalyst DA2 handle.

o Mount plate (for mobile device).

o Backpack with 24” Pole for Catalyst DA2.

o 2 x Anker PowerCore 5000 [A1109] battery.

o Hard case with closed-cell foam insert designed to fit the following items; GNSS receiver, handle, brackets, and batteries.

2.2. GPS/GIS SOFTWARE:

The GPS/GIS software, a cloud-based data collection platform that enables offline differential corrections, system administration to create and manage user accounts, create workspaces for contractor projects, provide enhanced data quality review functions, and two-way data flow to transfer data to the ITSFM and to retrieve ITSFM data for the read-only data population within a project workspace for visibility by the field users.

2.2.1. GPS/GIS Software (Desktop/Cloud) Requirements:

• The desktop/cloud platform shall:

o Be Trimble Connect with TerraFlex Premium cloud-based platform.

o In addition to standard platform functionality, the system must also include the following enhanced capabilities/functionality (available to FDOT system administrators):

▪ Verify and automatically populate ITSFM code values in the feature templates,

▪ Define project and workspace limits using a “Shape Id” from the ITSFM system, and o Manage Trimble “ToDos” by:

▪ Status,

▪ Priority, and

▪ Date Modified.

o Display existing ITSFM geofeatures (A “geofeature” refers to any geospatially located infrastructure or device) in the ITSFM system, and roadway mile marker geofeatures in the map view.

o Allow users to access and edit data within all active projects assigned to their Trimble user accounts.

2.2.2. GPS/GIS Software (Mobile) Requirements:

o The mobile data collector software shall be Trimble TerraFlex (mobile).

2.3. SOFTWARE ENHANCEMENTS

The Vendor shall develop Application Programming Interface (API) functionality to enable bi-directional data transfer between TerraFlex Premium (Desktop/Cloud) software and the ITSFM system, and other, additional functionality as follows:

2.3.1. Application Programming Interface (API) Requirements:

• The API shall:

o Display all existing “In-Place” geofeatures (existing ITSFM features such as

Equipment Cabinets, Support Structures, Conduit Duct Banks, etc.) from the ITSFM system located within the “Shape-Id” project limits in Trimble Connect, to be displayed both in the TerraFlex mobile and connect map views (read-only reference features).

o Concatenate the following attribute fields collected using the Trimble data collector into the “Site Id / St.#” field to populate and generate the Site Id Name for all ITS components within the Site Identification Name. The Site Id Name is required for all geographic point features in ITSFM.

Example from ITSFM:

“This Geographic point feature is a single Equipment Cabinet installed on the northbound side of State Road 7 in Broward County near mile marker 23.6”.

ITSFM

Facility Type

Roadway Name

County Code [Only when applicable]

Mile Marker [to the nearest .1 mile]

Lane Bounding Direction

Unique Identifier

CAB SR7 BRW 23.6 NB A

Concatenated ITSFM Site Id Name Field: CAB-SR7-BRW-23.6-NB-A Note: County Code shall only be included during concatenation for Site ID Names where the Mile Marker values reset at the County line, and are excluded from

Interstate routes (e.g. I75, I10, I95, etc.)

▪ ITSFM Facility Type (e.g. CAB, ELEC, FPB, etc.)

▪ Site Id Prefix,

▪ Roadway Name,

▪ County Code,

▪ Nearest Tenth,

▪ Lane Direction, and

▪ Unique Identifier.

o Support the creation of both conduit duct banks (parent) geofeatures and duct bank makeup (child) features in ITSFM.

▪ Duct Bank - is a linear Geofeature with multiple vertices

▪ Duct Bank Makeup - is the description of the conduit groups including size, count, material, etc. and is the child feature of the Duct Bank parent geofeature. The makeup can include multiple conduit groups.

o Query the project limits to get the spatial constraint to query the map database to populate minor and major road names within the project limits in the “Roadway

Name” choice list for each project.

o Associate photographs with their parent geofeature and rename the photographs based on template photo description (i.e., site overview, cabinet-open front, cabinet-open rear, etc.).

o Resize photographs to not exceed 1 megabyte and transfer them to the ITSFM system, o Query ITSFM code lists to routinely synchronize with the TerraFlex choice lists, o Sync with ITSFM every 30 minutes between the hours of 7:00 am and 6:00 pm, Monday through Friday.

o Secure API and UI (User Interface) with Authentication/Authorization, o Be capable of diagnostic logging or troubleshooting, provide an alert to the FDOT system administrator, and o Include written documentation on the final API configuration to support maintenance and future enhancements.

• The Vendor shall fully test to ensure the API is stable, has proper security, and meets the requirements listed herein.

• The Vendor shall provide ongoing support (e.g., access to TerraFlex developers for advice, and test licenses for TerraFlex and Trimble Connect) until final acceptance.

2.3.2. Export Filter Requirements:

FDOT auditors will use TerraFlex Premium to perform routine tests necessary to measure data quality and completeness before any data can be accepted by the department. The following modification is necessary to support quality audits.

• Filter Requirements:

o The Vendor shall update TerraFlex “Filters” to include an “Exported By:” field that allows users to exclude features previously exported by named users. This will enable both the field staff and the quality auditor to manage previously exported data, eliminating the need to retest previously exported data.

3. USER LICENSE

The Vendor shall provide FDOT with the following licenses based on the quantities shown in

Exhibit XXX-Compensation. The vendor shall make additional licenses available for FDOT’s consultants and contractors to purchase on an as-needed basis.

3.1. GPS/GIS Software License (Desktop/Cloud) Requirements:

• The Vendor shall provide TerraFlex Premium user licenses that FDOT can assign to its employees and contractors as necessary.

3.2. GPS/GIS Software License (Mobile) Requirements:

• The Vendor shall provide TerraFlex mobile user licenses for its employees and contractors at no additional charge. The operational cost of this software is included in the Catalyst 30 subscription.

3.3. Catalyst 30-Centimeter License Requirements:

• The Vendor shall provide FDOT with Catalyst 30 high-accuracy GNSS positioning-as-a-service user licenses for its employees, consultants, and contractors.

4. FDOT'S RESPONSIBILITY AND SUPPORT

FDOT will provide the Vendor with the following support necessary to provide the ITSFM GPS Mapping

System:

• Access to FDOT staff for advice/resources at a level that will not hinder progress.

• Amazon Web Services (AWS) to host the API and other software applications provided by the

Vendor in the development and production environments.

• Provide the TerraFlex data template and project schema available on the TerraFlex demonstration site.

• Access to the ITSFM Web Feature Service (WFS) development site.

• TerraFlex-to-ITSFM API mapping matrix that defines ITS feature types, attribute fields, bi-directional mapping requirements, etc. that will be included in the TerraFlex API.

• ITSFM schema.

• FDOT will perform final acceptance testing of the Vendor’s deliverables.

5. SCHEDULE

The Vendor shall complete the work and provide the hardware and accessories, software, and licenses within the calendar weeks from notice to proceed as follows:

Software Enhancements:

1. Software Enhancement - Export Filter:

a. Week 12 – New filter ready for acceptance testing

b. Week 13 – FDOT provides Vendor with test results

c. Week 14 – Vendor delivers the final product

2. Software Enhancement - Application Programming Interface:

a. Week 16 – Prototype API ready for acceptance testing

b. Week 18 – FDOT provides Vendor with test results

c. Week 20 – Vendor delivers the final product

3. Hardware and Accessories

a. Week 14

4. User Licenses:

a. Week 20 – (50) TerraFlex Premium and (2) Catalyst 30

6. WARRANTY

6.1. A warranty of all equipment, components, and software must be provided against defects in material and workmanship for not less than 12 months from the date of final acceptance by

FDOT.

6.2. Should a device be found to be defective during the warranty period, the Vendor must (1) make the required repairs, or (2) replace or repair the defective parts at the Vendor’s location(s) and incur all shipping and/or mobilization charges connected with said replacement or repair.

7. PLACE OF DELIVERY

The hardware and user licenses shall be delivered to the Florida Department of Transportation, Traffic

Engineering and Operations Office in Tallahassee, Florida, where final acceptance shall occur. The Vendor shall notify the Department of the anticipated delivery date at least 10 business days before the delivery due date.

ATTN: Kenneth Shiver

ITS Communications Administrator

Florida Department of Transportation

Traffic Engineering and Operations Office

605 Suwannee Street

Tallahassee, FL 32399

Phone (850) 410-5600 kenneth.shiver@dot.state.fl.us mailto:kenneth.shiver@dot.state.fl.us

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-24-9052-SJ FINANCIAL PROJECT NO.

(DEPARTMENT USE ONLY)

DESCRIPTION: Development of an ITSFM GPS Mapping System

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:

E-VERIFY

375-031-06

OGC – 10/21

Contract No:

Financial Project No(s):

Project Description: Development of an ITSFM GPS Mapping System (DOT-RFP-24-9052-SJ)

In accordance with the contract, the Vendor/Consultant/Contractor hereby acknowledges and certifies compliance with Section 448.095, Florida Statutes. The Vendor/Consultant/Contractor shall register with and use the E-Verify system to verify the work authorization status of all newly hired employees. The Vendor/Consultant/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system. The Vendor/Consultant/Contractor shall comply with Section 448.095, Florida Statutes, for the duration of the contract term, including any extensions or renewal periods.

Company/Firm:

Authorized Signature:

Title:

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: _________________________________________

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 develop an Intelligent Transportation Systems Facility Management (ITSFM) Global Positioning System (GPS). It is anticipated that the term of the contract will begin on the date of contract execution and be effective for six months 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

DEADLINE FOR TECHNICAL QUESTIONS 12-07-2023 05:00 PM EST

(There is no deadline for administrative questions)

PROPOSALS DUE, ON OR BEFORE 12-21-2023 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) 12-21-2023 10:00 AM EST Florida Department of Transportation Central Procurement Office Sherill Johnson, Procurement Agent 605 Suwannee Street Tallahassee, FL 32399-0450

PUBLIC OPENING / MEETING (Price Proposal) 01-09-2024 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 01-09-2024

DOT-RFP-24-9052-SJ 1

3) AGENDA FOR PUBLIC MEETINGS

Agenda – Public Opening (Technical Proposals) Agenda for Public Opening of Technical Proposals for DOT-RFP-24-9052-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 – Price Proposal Opening & Intended Award Meeting Agenda for Price Proposal Opening and Intended Award meeting for DOT-RFP-24-9052-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 their price(s) as price proposals are opened.

- Calculate price scores and add to technical scores 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 #14.

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

DOT-RFP-24-9052-SJ 2

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.

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

DOT-RFP-24-9052-SJ 3

https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com https://vendor.myfloridamarketplace.com/ 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 within Part III – Forms as instructed within Section 22, Proposal Format Instructions. 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.

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) PRE-PROPOSAL CONFERENCE:

A PRE-PROPOSAL CONFERENCE WILL NOT BE HELD.

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.

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http://www.osd.dms.state.fl.us/

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 ninety (90) days from the date of acceptance by the purchaser. Any deviation from this 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

No general liability insurance is required.

12) PERFORMANCE BOND

A Performance Bond is not required for this project.

13) METHOD OF COMPENSATION

For the satisfactory delivery of goods and/or performance of services, the Vendor shall be paid up to a Maximum Amount equal to the intended awarded proposer’s price proposal. Payments shall be made to the Vendor upon satisfactory delivery of goods and/or completion of services, at the unit rates specified in Exhibit C – Price Proposal Form, as approved by the Department.

DOT-RFP-24-9052-SJ 5

FINANCIAL CONSEQUENCES: Payment shall be made only after receipt and approval of goods and services unless advance payments are authorized by the Chief Financial Officer of the State of Florida under Chapters 215 and 216, Florida Statutes. Deliverable(s) must be received and accepted in writing by the Contract Manager on the Department’s invoice transmittal forms prior to payment. If the Department determines that the performance of the Vendor is unsatisfactory, the Department shall notify the Vendor of the deficiency to be corrected, which correction shall be made within a time-frame to be specified by the Department. The Vendor shall, within five days after notice from the Department, provide the Department with a corrective action plan describing how the Vendor will address all issues of contract non-performance, unacceptable performance, failure to meet the minimum performance levels, deliverable deficiencies, or contract non-compliance. If the corrective action plan is unacceptable to the Department, the Vendor shall be assessed a non-performance retainage equivalent to 10% of the total invoice amount. The retainage shall be applied to the invoice for the then-current billing period. The retainage shall be withheld until the vendor resolves the deficiency. If the deficiency is subsequently resolved, the Vendor may bill the Department for the retained amount during the next billing period. If the Vendor is unable to resolve the deficiency, the funds retained will be forfeited at the end of the agreement period.

14) CONTRACT DOCUMENT: PURCHASE ORDER

The MyFloridaMarketPlace “Purchase Order Terms and Conditions” and the Department’s “Purchase Order Terms & Conditions” are attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of each Purchase Order issued for 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.

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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 completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists. The Form should be submitted with Part III – Forms (See Section 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.

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 seventy (70) 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.

DOT-RFP-24-9052-SJ 7

http://procnet.co.dot.state.fl.us/forms/ByNumber.asp?formnumber=375-030-60 http://procnet.co.dot.state.fl.us/forms/ByNumber.asp?formnumber=375-030-60

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 two parts 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 all Forms and additional required documents)

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 ".

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.

DOT-RFP-24-9052-SJ 8

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 Department.

b. Identification of Key Personnel

The Proposer should provide the names of key personnel on the Proposer's team, as well as a resume for each individual proposed and a description of the functions and responsibilit ies of each key person relative to the task to be performed. The approximate percent of time to be devoted exclusively for this project and to the assigned tasks should also be indicated.

3. PROPOSER'S TECHNICAL PLAN

The Proposer shall provide a technical plan which explains their technical approach, facility capabilities, and prior relevant experience.

a. Technical Approach The Proposer should explain the approach, capabilities, and means to be used in accomplishing the tasks in the Scope of Services, and where significant development difficulties may be anticipated and resolved. Any specific techniques to be used should also be addressed.

b. Prior Relevant Experience The Proposer should provide a summary, with description, date, and location of the prior relevant experience they have acquired in providing/performing this work.

4. WORK PLAN

The Proposer shall provide a Work Plan which sets forth on an average the estimated staff-hours for each skill classification that will be utilized to perform the work required.

22.3 Price Proposal (Part II)

The price proposal information is to be submitted in a separate sealed package marked "VENDOR’S NAME - PRICE PROPOSAL". The Price Proposal information shall be submitted on the forms provided in the Request for Proposal.

22.4 Presenting the Proposal

The proposal shall be limited to a page size of eight and one-half by eleven inches (8½" x 11").

Foldout pages may be used, where appropriate, but should not exceed five (5) percent of the total number of pages comprising the proposal. Type size shall not be less than 10 point font. The proposals should be indexed and all pages sequentially numbered. Bindings and covers will be at the Proposer's discretion.

Unnecessarily elaborate special brochures, art work, expensive paper and expensive visual and other presentation aids are neither necessary nor desired.

It is recognized that existing financial reports, documents, or brochures, such as those that delineate the Proposer's general capabilities and experience, may not comply with the prescribed format. It is not the intent to have these documents reformatted and they will be acceptable in their existing form.

23) "DRUG-FREE WORK PLACE" PREFERENCE

Whenever two or more bids which are equal with…