Attachment B Services Requirements Matrix Final.pdf

Attachment B Service Requirements Matrix (SRM)

Request for Proposal Number R404-24

Vendor Name: ________________________________________________

Bidders are instructed to complete Attachment B Service Requirements Matrix for the Video Traffic Data Equipment and Data Processing Services RFP. Bidder must respond to each of the following statements. Requirements listed are minimum conditions that must be met in order for a Bidder’s RFP to be considered. Bidders are required to describe in detail how their proposed solution meets the conformance specification outlined within each requirement.

The SRM must indicate how the bidder intends to comply with the requirement and the effort required to achieve that compliance. It is not sufficient for the bidder to simply state that it intends to meet the requirements of the RFP. NDOT will consider any such response to the requirements in this RFP to be non-responsive. The narrative should provide NDOT with sufficient information to differentiate the bidder’s solution from other bidders’ solutions.

How to complete the SRM:

SRM Column Description Bidder Responsibility

Requirement Description

The statement of the requirement to which the bidder must respond. This column is dictated by the RFP and must not be modified by the bidder.

Response Code Each of the items from the Service Requirements Matrix of this RFP require a response of Yes, Custom or No. Below is a brief explanation of each.

Yes Yes, Bidder guarantees they can meet the requirement as listed.

Explanation is required.

Custom Yes, Bidder can meet the requirement, but with some exceptions.

Explanation is required; explain in detail any deviation, including ability to meet the requirement and an explanation how this would be determined to be an acceptable alternative to meet the requirement. Alternatives must be detailed sufficiently in order to be fully evaluated.

No No, cannot meet the requirement. Explanation is required.

The “Service Requirements Matrix” for each section below must be completed, using the format provided and returned with the Request for Proposal response.

For each section, bidders must provide a response directly in the matrix, using as much space as needed. Responses do not need to be limited to one line.

Bidders must not change the order of the project requirements.

Please provide any appropriate explanations and comments in the "Comments by Vendor" section of the matrix. Explanations and comments will be considered during the RFP scoring process. The Nebraska Department of Transportation (NDOT) shall determine at its sole discretion whether a bidder’s alternative is an acceptable alternative.

Services Requirements Matrix

Item # Requirement or Question Response Code (Yes / Custom / No) Comments by Vendor

A. Services Requirements Data Processing Services & Temporary Video Storage

A.1

Data processing services should be a vendor supported, secure, online web location, accessible by the NDOT to upload recorded video for data processing. Contractor shall provide video processing services to the NDOT upon request.

A.2

Recorded video of turning movement studies and the average daily traffic counts must be stored for at least thirty (30) calendar days and organized at a secure, vendor supported, web location, so the video can be viewed online by an unlimited amount of NDOT users.

A.3 All videos submitted by NDOT shall be permanently deleted by the Contractor thirty (30) calendar days after the Department’s access of the report generated from each video submission.

A.4

The price bid for data processing services per one

(1) hour of recorded video shall include all costs associated in processing the video, extracting the turning movement and classification data from the video, extracting the average daily traffic counts and classification data, providing the data classification reports, and temporary storage of each video.

A.5

Contractor shall provide data processing services, including the associated Data Report and Summary Report within three (3) business days of NDOT’s upload of recorded video to the Contractor’s online web location. Contractor shall notify NDOT when reports are available. If delays in data processing services and reports are anticipated, Contractor shall

(Yes / Custom / No) Comments by Vendor notify the NDOT immediately with a resolution and anticipated time frame for completion.

A.6

Contractor must be able to expand data collection capabilities for data collection, processing, and reporting at Roundabouts; to include all classifications identified in Section IV. C. Scope of Work at the request of the NDOT.

B. Data Report Requirements Data and Summary Reports and Samples

B.1

Contractor shall provide a data report, to include a summary page, to the NDOT upon completion of requested data processing services. The report provided must capture traffic counts for pedestrians, bikes, and all standard classifications as identified in the Federal Highway Administration classes, divided into each vehicle type.

B.2 Each classification in the report shall be broken down into 15-minute increments, with the ability to summarize each movement from each approach of an intersection.

B.3 The Contractor produced report shall also include the capability to identify the peak hour volumes at an intersection.

B.4

Report should include headers, footers, or comment sections which are customizable to identify the data received, including location of count, date collected, duration of data collection, and classification group of the data as described in this RFP.

B.5 Data report shall be customizable to include NDOT logo and contact information.

(Yes / Custom / No) Comments by Vendor

B.6 A summary page should be included with each data report reflecting the overall counts of each general classification.

B.7

Contractor shall report any discrepancies between the video submitted by NDOT and the video data reviewed by the Contractor. If the NDOT finds significant errors in the data caused by the processing services, the Contractor will reprocess the information and provide a corrected report at no additional cost to the NDOT.

B.8 Data reports provided by the Contractor shall become property of the NDOT.

B.9 Reports shall be provided by the Contractor in a format which can be exported to a spreadsheet.

B.10 Contractor shall not use any file format which prevents the Department from viewing reports after the contract period has ended.

C. Technical Requirements Technical Support

C.1

Contractor shall provide phone and/or online technical support to the NDOT during the normal business hours of Monday through Friday, 8:00 a.m.

to 5:00 p.m. CST, for the duration of the contract and warranty period; whichever is later.

C.2

Technical support shall be defined as any equipment or technical issues which may arise during the contract period to include, but not limited to, upload issues, report issues, format issues, and equipment operation.

(Yes / Custom / No) Comments by Vendor

D. Warranty Requirements Warranty

D.1

Contractor must warrant the average life expectancy for the equipment and accessories hereunder to be not less than that stated in the manufacturer’s price list and agree to replace, without cost, all equipment, accessories, parts and supplies failing to meet the requirements, except where the reduced life is due to conditions beyond the control of the Contractor.

D.2 Defective equipment, accessories, parts and supplies, or those damaged in shipment must be replaced by the Contractor at no charge to the

NDOT.

D.3 The manufacturer’s standard warranty shall apply and be in effect for a minimum of one (1) year from the date the equipment was received by the NDOT.

E. Training Requirements Training Methodology, Plan, Materials & Supplemental

E.1

Bidder must describe its strategy for a one (1) time on-site train-the-trainer session, for up to four (4) hours, for up to ten (10) NDOT staff at a central NDOT location in Lincoln, Nebraska. Training Methodology must address the Contractor’s approach to provide the training session, training materials and supplemental training, if needed, to the NDOT in the operation and use of the equipment bid, submission of data, and interpretation of completed data reports.

(Yes / Custom / No) Comments by Vendor

E.2

Training shall be provided at no additional cost to the State. Bidder shall detail the activities for training in the proper use of the Video Traffic Data equipment bid, how to properly submit data to the proposed system and how to correctly interpret the completed data and summary reports. Training plan shall include methods, materials, and time frame for proposed train-the-trainer session.

E.3

Training materials for the train-the-trainer session shall be provided to the NDOT prior to the onsite training; including leave-behind materials specific to the equipment operation and report procedure.

Contractor shall provide ten (10) manuals for training.

Manuals may be provided via web portal, flash drive, or other mutually agreeable delivery method. All training materials/manuals shall be provided at no additional cost to the State.

E.4 Contractor shall provide, at no additional cost to the State, supplemental training for the train-the-trainer group of up to ten (10) NDOT staff if significant system changes or updates occur.

E.5

Supplemental training may occur on-site or via video conference, web portal, printed instruction/manuals, and/or other mutually agreeable delivery method.

Video web portal will be made available to NDOT upon request.

E.6 Updated training materials shall be provided and sent to the NDOT as needed, at no additional cost.