Amendment 2.pdf

SAP

State of South Carolina

Request for Proposal

AMENDMENT 2

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400025010 04/25/2023

JON BAYSDEN

803-737-4832 BaysdenJW@scdot.org SCDOT Procurement Office PO Box 191 Columbia SC 29202-0191

DESCRIPTION: Pavement Data Collection

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): 05/18/2023 @ 14:30:00 (See "Deadline For Submission Of Offer" provision)

QUESTIONS MUST BE RECEIVED BY: 04/18/2023 @ 12:00:00 EXPIRED (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: 1

CONFERENCE TYPE: Pre-Proposal

DATE & TIME: 04/17/2023 11:00:00 EXPIRED

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION: SCDOT, 955 Park St, Room

211, Columbia, SC 29201 or MSTEAMS

Link. Email BaysdenJW@scdot.org if link needed.

AWARD &

AMENDMENTS

Award will be posted on 06/30/2023. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

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 ninety (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)

http://www.procurement.sc.gov/ mailto:BaysdenJW@scdot.org http://www.procurement.sc.gov/ http://www.procurement.sc.gov/

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]

QUESTIONS AND ANSWERS ARE BELOW. THE SCDOT’S ANSWER APPEARS IN RED.

1. RFP Section: V. Qualifications - Qualifications of Offeror

Question: Does SCDOT require a response to Section V. Qualifications, "Qualifications of Offeror"? If so, should the offeror include qualifications such as certifications held by our company and staff?

As the question relates to Section V. Qualifications, the SCDOT may request information after proposals have been submitted. But, please be sure to note, that this does not negate Section VI-Award Criteria under Evaluation Factors and Section IV-Information For Offerors To Submit under Experience.

2. RFP Section: III. Scope of Work

Question: The RFP states that 2023 data collection includes Primary and Secondary roads and must be submitted by August 31, 2023. The RFP also states that the Notice to Proceed/Contract award is expected on June 30, 2023.

This effectively gives the selected vendor two months to initiate, plan, collect, process, and submit results/reports for approximately 19,800 miles of roadway. It is highly unlikely that any vendor can realistically commit to this schedule. Can SCDOT please consider extending the schedule of activities and data delivery for 2023 by two (2) months (data due by October 31st).

SCDOT will adjust the deadline for final delivery of condition data/images to October 15th during the 2023 collection cycle due to the late award date. With the deadline adjustment for 2023, SCDOT requires that data must be delivered in intervals by District, not in a mass delivery at the data deadline. In future data collection years, all data must be collected according to the guidelines set forth in the RFP. Proposals should include collection and delivery schedules for 2023 and a separate collection and data delivery schedule for subsequent contract years.

3. RFP Section: VII. Terms and Conditions

Question: Can payment terms be amended to be based on monthly progress, including for data collection prior to delivery of processed data?

Not at this time. However, the State may elect to negotiate this with the highest rank offeror.

4. RFP Section: III. Scope of Work

The RFP describes Forward Digital Image requirements. Does SCDOT require access to an imagery/data viewing software application by which DOT staff can access collected data and imagery? If so, does SCDOT prefer that this application and associated data be hosted on SCDOT servers, or does SCDOT prefer the selected vendor to be responsible for hosting the application and associated data?

Though not mentioned in the RFP, a vendor’s ability to provide an imagery/data viewing platform affording the ability to observe crack mapping may be beneficial to their overall Technical Proposal scoring.

5. Can the 2023 collection shapefile be made available as soon as possible?

The 2023 collection shapefile can be given immediately upon award of the collection contract to the winning bidder.

6. Can SCDOT provide any idea of extended time (if any) being offered for data submission in 2023 (beyond the 8/31 deadline)?

See response to question 2.

7. What is the page limit for the technical proposal?

The Technical Proposal should be no more than 20 pages in length.

8. What is the preferred font and font size for the technical proposal?

Fonts are to be no less than 12 pt. All margins – top, bottom, left and right – are to be set 1” throughout the proposal.

9. Can we confirm the contract is for 2yrs + 3 optional yrs?

Contract is one year, with four (4) one year renewals.

10. Is the DOT looking for a pricing without Distress Rating? It’s not listed as an item on Attachment G. If yes, does the DOT want this pricing in attachment G or separate?

No, all “Unit Cost” and “Total Cost” entries on Attachment G should include distress data collection.

11. What does the DOT want as part of the Technical part of the proposal vs the Business Part?

A detailed requirement description of a technical proposal can be found in section IV. INFORMATION FOR

OFFERORS TO SUBMIT – of the RFP.

12. Should the Nonresident Taxpayer Registration Affidavit - Form I-312 (referenced on Page 42) be submitted with the RFP response or after the notice of intent to award?

This can be submitted after Intent to Award

13. Will delivering imagery at the industry standard rate of every 26.4 feet (200 frames per mile) be acceptable for this project?

SCDOT will accept forward images at a rate of 26.4 feet.

14. In SOW Section 1.3, please confirm "PSI" is referring to the Present Serviceability Index.

“PSI” refers to the Pavement Serviceability Index, a conversion of IRI (International Rough Index) into a defined index.

15. Please confirm when data is expected to be delivered for the 2023 collection year.

See response to question 2.

16. Please clarify if a description of the optional services proposed should be included in the Price-Business Proposal or the Technical Proposal package.

The technical aspects of the optional services proposed should be included in the Technical Proposal. Any pricing information associated with the optional services should be included in the Price/Business Proposal.

17. RFP Section: III. Scope of Work

Page 22 of the RFP includes tables with mileage information. Can SCDOT clarify the difference between “Total

SCDOT Center Line Miles” and “Total Rideable Center Line Miles for collection”? Can SCDOT clarify which column indicates the mileage vendors except to drive (survey miles)?

The “Total SCDOT Center Line Miles” refers to the total miles in the cardinal direction for each system or system subset. The “Total Rideable Center Line Miles for Collection” is the number of miles (including divided side mileage) the chosen vendor could expect to collect in the short year (2023) and in each subsequent year.

The following changes have been made to Section III. SCOPE OF WORK/SPECIFICATION Under 1.6 Performance

Delivery Schedule and Section IV INFORMATION FOR OFFERORS TO SUBMIT Under Technical Proposal: RED Underlined TEXT IS ADDED TO THE ORIGINAL PROVISON. STRICKEN TEXT IS DELETED.

1.6 PERFORMANCE DELIVERY SCHEDULE

The table below is the estimated mileage the Contractor may collect each year.

The Deliverables may be scheduled to be submitted in any order.

The proposed schedule for the deliverable is to be presented and approved by SCDDOT prior to the beginning of annual data collection.

The scope of pavement collection data and imagery for short year 2023 is presented in the table below.

2023 year’s collection must be delivered in accordance with the approved schedule by District.

Final delivery shall be submitted by August 31, 2023 October 15, 2023

The data shall be submitted in text files/Access files/Excel spreadsheets via portable hard drive or using SCDOT

IT Department approved data transfer site.

The final report for 2023 year’s collection must be delivered in a PDF format by September 30 th, 2023.

System Class

TOTAL

SCDOT

Center

Line Miles

(CLM)

TOTAL

CLM On non-cardinal on Divided

Segments

Total Rideable CLM for

2023 Year Collection

% of OF

TOTAL

CLM

that is Divided

District

District

District

District

District

District

District

Primary

PRI >=15 5066.6 183.3 4066.9 3.62% 0 0 694.7 743.0 1006.4 795.0 827.8

PRI < 15 4408.7 892.8 3697.4 20.25% 0

0 608.5 785.6 901.1 605.3 796.9

Secondary*

SEC>=10 2985.5 N/A 2745.6 N/A 330.2 475.9 134.9 360.4 706.0 294.4 443.8

10>SEC>=2 14770.2 N/A 7601.7 N/A 1202.4 1127.5 1191.5 1159.2 1190.3 694.4 1036.4

SEC<2 13200.2 N/A 1680.7 N/A 300.8 234.3 329.6 232.0 236.9 179.0 168.1

19,792.3

The scope of pavement collection data and imagery for year 2024 and all subsequent years of the contract is presented in the table below.

Beginning 2024: each year’s collection must be delivered in text files/Access files/Excel spreadsheets via portable hard drive or using SDCOT IT Department approved data transfer site.

The data must be delivered:

o Between February and July for all non-interstate routes by District;

o Between April and June for Interstates.

The data is to be delivered in text files/Access files/Excel spreadsheets via portable hard drive or using SDCOT IT

Department approved data transfer site.

The final report for each year’s collection must be delivered in a PDF format by September 30th of the calendar year the data was collected.

System Class CLM

TOTAL

CLM On non-cardinal on Divided

Segments

Total Rideable CLM for

2024 Year Collection

% of OF

TOTAL

CLM

that is Divided

District

District

District

District

District

District

District

Interstates Interstates 851.0 851.0 1,702.0 100.00%

Primary

PRI >=15 5066.6 183.3 5249.9 3.62% 542.5 640.5 694.7 743.0 1006.4 795.0 827.8

PRI < 15 4408.7 892.8 5301.5 20.25% 620.7 983.4 608.5 785.6 901.1 605.3 796.9

Secondary*

SEC>=10 2985.5 N/A 2745.6 N/A 330.2 475.9 134.9 360.4 706.0 294.4 443.8

10>SEC>=2 14770.2 N/A 7601.7 N/A 1202.4 1127.5 1191.5 1159.2 1190.3 694.4 1036.4

SEC<2 13200.2 N/A 1680.7 N/A 300.8 234.3 329.6 232.0 236.9 179.0 168.1

24,281.4

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

In addition to information requested elsewhere in this solicitation, offerors should submit the following information for purposes of evaluation:

CRITICAL ELEMENTS OF THE TECHNICAL PROPOSAL

The proposals shall be organized in the order specified in this Solicitation. The offeror must provide written, point-by-point narrative responses to each proposal requirement in Section III Scope of Work/Specification. Each response shall clearly indicate how the Offeror’s proposal meets or exceeds the requirements of the RFP. Offerors shall explain in detail, the method used to meet each requirement. It is very important to state the RFP requirement and then respond below it.

Supplemental technical information, product literature and other supporting materials that further explain or demonstrate the proposed system capabilities may also be included within the proposal. If your proposal includes any comment over and above the specific information requested below, you are to include this information as a separate appendix to your proposal.

It is the responsibility of the offeror to ensure all elements of the RFP have been responded to in accordance to the RFP. If the proposal does not follow the RFP requirements point-by-point, it may be scored accordingly. Failure to provide information required by this RFP may result in rejection of the proposal. Offers which impose conditions that modify requirements of the Solicitation may be rejected (Reference “RESPONSIVENESS/IMPROPER OFFERS” clause on page 12).

TECHNICAL PROPOSAL

- Explain in detail, the items listed below. Your offer must include enough detail to demonstrate an understanding of the full scope of the requirements. The Technical Proposal must not include any price/cost information.

- The Technical Proposal shall be no more than 20 pages in length.

- Fonts are to be no less than 12 pt. All margins – top, bottom, left, and right – are to be set 1” throughout the proposal.

The price/cost information is to be submitted separately within the Price-Business Proposal.

COLLECTION PLAN

Describe your plan to seamlessly integrate the collected data with existing SCDOT collected data. Describe your plan to collect accurate and repeatable data, and provide data and photos in a format consistent with

HPMA loading requirements.

Note: In 2024, SCDOT will begin a process of migration to a new platform (Agile Assets

Pavement Management will replace HPMA). This may result in some changes in the way the collected data is formatted and submitted. The contractor will be obligated to conform to those changes.

Describe your plan for all methods of distress data collection. SCDOT uses a system of automated distress detection.

Describe your plan to collect, detect, and analyze distresses.

Describe your Quality Control Process plan, to include the accuracy of the measured grade data, estimate of the precision of the measurement process, and real-time, on-board verification that valid data is being recorded.

Describe your documented standards for corrective action reconciling quality issues.

Describe and provide details of all software necessary to verify and monitor the data and Quality Control.

EXPERIENCE

Due to the unique nature of such a large scale data collection and extraction project, SCDOT desires an offeror with current experience in this field and a high quality staff possessing a high degree of expertise in the required areas.

• Provide a brief history and description of your company and organization. Elaborate on the expertise of your organization and the current staff that will perform the desired services, and outline any recent, similar work within the last six (6) years.

• Provide reference contact information from two (2) or more customers who have had similar work performed by your company within the last six (6) years.

PRICE/BUSINESS PROPOSAL

Submit any information asked for in Section VIII and Attachment G separately from the Technical

Proposal. In SCIES this needs to be uploaded as a separate file(s).