SAP

State of South Carolina

Request for Proposal

Amendment 1 Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400021323 07/23/2021

NATHAN DAWSON

(803) 737-9931 ndawson@mmo.sc.gov SFAA, Div. of Procurement Services 1201 Main Street, Suite 601 Columbia SC 29201

DESCRIPTION: SCDOT Software Maintenance

USING GOVERNMENTAL UNIT: SC Department of Transportation

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov

SUBMIT OFFER BY (Opening Date/Time): 08/10/2021 11:00 am (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 07/21/2021 11:00 am email questions to ndawson@mmo.sc.gov (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: Two (2) Online submissions – One (1) Original and One (1) Redacted Copy Initial here if NO redacted copy is necessary___________ See Section II A “Submitting Confidential Information” clause, and Section IV “Submitting Redacted Offers” clause

CONFERENCE TYPE: Pre-Proposal Conference DATE & TIME: 07/20/2021 10:00 am

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions) LOCATION: WebEx Online Conference

(email ndawson@mmo.sc.gov before 12:00 noon on 07/19/2021 for call-in instructions)

(See Section IIB “Conference – Pre-Bid/Proposal” clause)

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of 90 calendar days after the Opening Date.

(See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer) Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

SAP

SAP

PAGE TWO

(Return Page Two with Your Offer) HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

NOTICE ADDRESS (Address to which all procurement and contract related notices should be sent.) (See "Notice" clause)

_________________________________________________ Area Code - Number - Extension Facsimile

_________________________________________________ E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.) (See "Payment" clause)

____Payment Address same as Home Office Address ____Payment Address same as Notice Address (check only one) ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Contract Documents" clauses)

____Order Address same as Home Office Address ____Order Address same as Notice Address (check only one)

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See "Amendments to Solicitation" Provision)

DISCOUNT FOR PROMPT PAYMENT

(See "Discount for Prompt Payment" clause)

PREFERENCES - A NOTICE TO VENDORS (SEP. 2009):

Preferences do NOT apply to Requests for Proposals per SC Consolidated Procurement Code §11-35-1524(E)(5)

PREFERENCES - ADDRESS AND PHONE OF IN-STATE OFFICE:

Preferences do NOT apply to Requests for Proposals per SC Consolidated Procurement Code §11-35-1524(E)(5)

____In-State Office Address same as Home Office Address ____In-State Office Address same as Notice Address (check only one)

PAGE TWO (SEP 2009)

End of PAGE TWO

AMENDMENT #1

Solicitation #5400021323

AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

Highlighted text is added to the original provision. Stricken text is deleted.

Section III. of the solicitation is amended as follows: SA

III. SCOPE OF WORK/SPECIFICATIONS

3.3 SCOPE OF SERVICES

3.3.3 Personnel Required Qualifications

Staff performing application maintenance shall possess expert level capabilities in the following architecture components:

· PowerBuilder ten (10) and later

· Latest version of Oracle including stored procedures

· MS Access

· VB.NET

· ASP.NET

· MS Visual Studio 2010

· Microsoft SQL Server

· Web Services

· GeoMedia Professional

· GeoMedia SmartStore Files

· GeoMedia WebMap Professional

· Adobe SVG

· XSLT - SVG Editor language

· CSS (Cascading Style Sheets)

· JavaScript

· C++

· ArcGIS Server

· ArcGIS Pro

· ArcGIS Enterprise

· ArcGIS Image Server

Section IV. of the solicitation is amended as follows: SASAP

IV. INFORMATION FOR OFFERORS TO SUBMIT

INFORMATION FOR OFFERORS TO SUBMIT -- EVALUATION (JAN 2006)

Instructions for Technical Proposal Section 3 – Past Performance

3.1 Provide three references for whom you have provided similar work. Include the following:

3.1.1 Name of organization for whom you provided services

3.1.2 Name and title of individual at that organization who will provide a reference

3.1.3 Physical address, email address, and telephone number of that individual

3.2 Provide the following information for all customers who have terminated a contract with you for any reason prior to that contract’s intended completion date within the last eight years:

3.2.1 Name of organization for whom you provided services

3.2.2 The type of services being provided

3.2.3 The date of the contract and the reason for the termination

3.2.4 Name and title of individual at that organization who can provide information regarding the cancelled contract

3.2.5 Physical address, email address, and telephone number of that individual

QUESTIONS FROM OFFERORS - AMENDMENT (JUN 2017)

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT. ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE” SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE “STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED. [02-2A097-1]

The following questions were received pursuant to the original date and time specified on the front of the solicitation:

SCDOT Software Maintenance 5400021323

Questions from vendors:

1. Question: Can you disclose how many hours of support you are expecting to spend on this contract?

State’s Response: We are currently using slightly less hours than those shown in the price proposal, and we expect similar hours on this contract.

2. Question: Can you disclose how many hours of support you are currently using and does that amount seem to fit your needs?

State’s Response: See the answer to question 1.

3. Question: Do you need on-call live support or would email be sufficient?

State’s Response: A help desk ticket system is acceptable for normal support, but critical support needs live support during business hours.

4. Question: Do you need 24-hour support, or would business hours suffice?

State’s Response: See the answer to question 3.

5. Question: I just want to double check that this scope of service can be done remotely. Section III, section 3.2, point 10 mentions some restrictions for remote work. If we are willing to travel for any needs regarding servers or any I.T. infrastructure, could the rest of the services be provided remotely?

State’s Response: Yes, programming and project management can be done remotely. Meetings and some installations will require you to be on site.

6. Question: Please identify the incumbent vendor(s). If multiple vendors, please identify their respective scope of work.

State’s Response: PMG Software Professionals and Hexagon. Both do work as needed, but Hexagon is the primary support for the OSOW and PST systems while PMG is the primary support for the other systems shown in the Background section on page 15.

7. Question: Section 3.0 Background, p. 15. The text references PowerBuilder applications (plural). The detailed listing identifies only one (RIMS). Please identify any additional PowerBuilder applications in scope of work.

State’s Response: RIMS is the only remaining PowerBuilder application.

8. Question: Section 3.1, pp 15-16. Please confirm scope is limited to the six named applications. We assume SCDOT or other vendors will continue maintaining ancillary integrated applications, such as Pavement Management, P2S, and RWDMS.

State’s Response: The scope is primarily limited to the six named applications, and it is not anticipated that this contract will include changes to other applications such as Pavement Management, P2S, and RWDMS. However, this cannot be ruled out in the future because, as stated in section 3.3.1, enhancements may include “changes and additions, as well as the development and maintenance of new/existing systems which may require integration with the above listed software applications.”

9. Question: Section 3.1.2, pp15-16, Enterprise GIS utilizes ArcGIS. Please clarify whether Enterprise GIS (and its ArcGIS infrastructure) are currently in production.

State’s Response: Yes, EGIS and its ArcGIS infrastructure are currently in production.

10. Question: Section 3.1.5 Oversize Overweight Permitting and Routing system (OSOW), p. 16. SCDOT plans to roll the new system out. It is unclear whether development is complete for OSOW. Please provide a high-level timeline for system rollout vis-à-vis contract transition.

State’s Response: Development is complete, and the OSOW upgrade project is now in production.

11. Question: Section 3.2 SCDOT standards, p. 17, Item 9. SCDOT does not allow remote access to servers or any IT infrastructure resource. As per the RFP, SCDOT owns the in-scope source code. Please describe how SCDOT wishes vendors to (1) access this software for development/support and (2) release modifications.

State’s Response: It will be the Contractor’s responsibility to have their own development environment.

12. Question: Section 3.3.3 Personnel Required Qualifications, p. 19. The list of required skills includes GeoMedia (current platform) but does not include ArcGIS (target platform). Please confirm/clarify required GIS skills.

State’s Response: This list includes ArcGIS Server. However, the State has added the following additional required skills to Section 3.3.3: ArcGIS Pro, ArcGIS Enterprise, and ArcGIS Image Server. See this Amendment.

13. Question: IV. Information for Offerors To Submit, Section 3 – Past Performance, Sub-section 3.2 Contract Termination, pg. 24. SCDOT asks Offerors to list any contracts that have been terminated. We have been in business for over 20 years. Could SCDOT specify a timeframe they’d like the Offerors to list cancellations? We propose to provide cancellations for the last 3 years for similar projects and services. Is this acceptable?

State’s Response: We have revised this requirement to only provide information on contracts cancelled within the last eight years. See this Amendment.

14. Question: IV. Information for Offerors To Submit, Minority Participation (Dec. 2015), pg. 25. Does this need to be completed and submitted with the Proposal? If so, where does it need to be included?

State’s Response: Please complete the Minority Participation form and include it in Section 1 of your Technical Proposal.

15. Question: VII. Terms and Conditions – B. Special, Contract Documents & Order of Precedence – Software Licensing – Single Agency (Feb. 2015), pg. 33, Software Licensing Agreements – Single Solicitation, pg. 43-44. Is SCDOT agreeable to the inclusion of a company-standard (or negotiated, as the case may be) Software End User License Agreement as part of the final contract?

State’s Response: As stated in both of those clauses, any contract awarded pursuant to this solicitation shall not include a software licensing agreement. Software licensing agreements must be executed separately from the contract awarded pursuant to this solicitation in order to be binding.

16. Question: VII. Terms and Conditions - B. Special, Contractor’s Liability Insurance (Feb. 2015), pg. 33-34. As insurance premiums and policies vary greatly based on many factors, is SCDOT agreeable to negotiate a reduction of the insurance requirements from those included in the Solicitation?

State’s Response: No.

17. Question: VII. Terms and Conditions – B. Special, Ownership of Data and Materials (Modified), pg. 41. Is SCDOT agreeable to negotiating the terms of this clause?

State’s Response: The State may award a contract to the highest-ranked responsive and responsible Offeror without entering into negotiations. Offerors should therefore be prepared to agree to the terms and conditions of the solicitation as written/amended. See Discussions and Negotiations – Optional in Section VI of the solicitation.

18. Question: Offeror’s Checklist (June 2007), pg. 63. The Offeror’s Checklist directs, “[d]o not include any of your standard contract forms!” Does this direction include hyperlinks to the vendor’s standard contract forms? Is the SCDOT agreeable to including in the final contract the vendor’s standard contract terms with the understanding in writing that, in the event of a conflict, SCDOT’s Terms and Conditions take precedence over the Vendor’s terms and conditions?

State’s Response: If an Offeror’s proposal contains any terms or conditions, whether included in the text or via hyperlink, that conflict with or qualify the terms and conditions of the solicitation, that proposal may be rejected as non-responsive. If an Offeror intends to submit one of their standard contract forms, they should clearly label it as a “sample”. See, for example, IV. Information for Offerors To Submit, Section 1 – Introductory Documents, Sub-section 1.6.

19. Question: Contract Negotiation. In the event SCDOT is agreeable to negotiating the terms and conditions of the final contract, at what point should these negotiations take place, and in what form? Should vendor requests for modifications of the terms and conditions of the Solicitation take place in the RFP submission, or at some point afterward (i.e., after award)?

State’s Response: The State may award a contract to the highest-ranked responsive and responsible Offeror without entering into negotiations. See Discussions and Negotiations – Optional in Section VI of the solicitation. If the State does decide to negotiate, those negotiations will take place after evaluations have concluded, but before the award is made. Negotiations may be done in writing, via telephone, via virtual conference, or in-person. That decision will be made by the negotiating parties, and will depend on the number and complexity of the points to be negotiated.

ALL OTHER TERMS, CONDITIONS, BIDDING INSTRUCTIONS, AND SPECIFICATIONS REMAIN UNCHANGED. IF THERE ARE ANY QUESTIONS OR IF ANY CONFUSION OR UNCERTAINTY ARISES AS A RESULT OF THIS AMENDMENT, IT IS THE SOLE RESPONSIBILITY OF THE OFFEROR TO CONTACT THE PROCUREMENT OFFICER FOR CLARIFICATION. CONTACT INFORMATION CAN BE FOUND IN THE TOP RIGHT HAND CORNER OF THE COVER PAGE OF THIS AMENDMENT. REFERENCE THE “DUTY TO INQUIRE” CLAUSE IN THE ORIGINAL REQUEST FOR PROPOSAL.

Page Page image1.png