AVL-GPS RFP 2016-Final (002).pdf

REQUEST FOR PROPOSAL (RFP)

FOR

Automatic Vehicle Location-Global Positioning System (AVL-GPS) Control Units and Associated Equipment and Sensors

RFP #500007

Issued by:

STATE OF WISCONSIN

DEPARTMENT OF TRANSPORTATION

Division of Transportation System Development Bureau of Highway Maintenance

Proposals must be received No later than 2 PM CT

Wednesday, August 24, 2016 Important: See building security access restrictions in Section 2.3

LATE PROPOSALS WILL BE REJECTED

There will not be a public opening for this RFP

For further information regarding this RFP contact Melissa Viken

At (608) 266-0709 Email: Melissa.viken@dot.wi.gov

Issued: July 29, 2016

TABLE OF CONTENTS

SECTION SUBJECT PAGE #

1 GENERAL INFORMATION

1.1 INTRODUCTION

1.2 DEFINITIONS

1.3 SCOPE

1.4 CLARIFICATION AND/OR REVISIONS OF THIS RFP

1.5 REASONABLE ACCOMMODATIONS

1.6 CALENDAR OF EVENTS

1.7 CONTRACT TERM AND FUNDING

1.8 MINORITY BUSINESS ENTERPRISE / DISABLED VETERAN-OWNED BUSINESS PARTICIPATION

1.9 CERTIFICATION FOR COLLECTION OF SALES AND USE TAX

1.10 VENDORNET REGISTRATION

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

2.2 INCURRING COSTS

2.3 SUBMITTING PROPOSALS

2.4 PROPOSAL ORGANIZATION AND FORMAT

2.5 MULTIPLE PROPOSALS

2.6 WITHDRAWAL OF PROPOSALS

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 EVALUATION COMMITTEE

3.2 PRELIMINARY EVALUATION

3.3 RIGHT TO REJECT PROPOSALS

3.4 PROPOSAL SCORING

3.5 EVALUATION CRITERIA

3.6 DEMONSTRATIONS

3.7 FINAL EVALUATION

3.8 AWARD AND FINAL OFFERS

3.9 NOTIFICATION OF INTENT TO AWARD

3.10 APPEALS PROCESS

3.11 NEGOTIATE CONTRACT TERMS

4 PROPOSER INFORMATION AND SOLUTIONS

4.1 MANDATORY REQUIREMENTS

4.2 ORGANIZATION CAPABILITIES

4.3 STAFF QUALIFICATIONS

4.4 PROPOSER SOLUTIONS

4.5 PROPOSER REFERENCES

5 CONTRACT REQUIREMENTS

5.1 CONTRACT REQUIREMENTS

5.2 SERVICES

5.3 SUBCONTRACTORS

6 COST PROPOSAL

6.1 GENERAL INSTRUCTIONS FOR THE COST PROPOSAL AND HOW IT WILL BE SCORED

6.2 FORMAT FOR SUBMITTING COST PROPOSAL. USE COST PROPOSAL--ATTACHMENT E

6.3 FIXED PRICE PERIOD

6.4 INFLATIONARY ADJUSTMENT

7 REQUIRED FORMS

7.1 FOUND IN FRONT SECTION THAT PRECEDES THE REQUEST FOR PROPOSAL DOCUMENT:

7.2 FOUND IN THE BACK SECTION OF THE REQUEST FOR PROPOSAL DOCUMENT:

ATTACHMENTS

ATTACHMENT A – PROPOSER INFORMATION

ATTACHMENT B - REFERENCES

ATTACHMENT C – MBE DVB ACTION PLAN

ATTACHMENT D – MBE PARTICIPATION REPORT

ATTACHMENT E – COST SHEET (ATTACHED AS A SEPARATE EXCEL FILE)

ATTACHMENT F - AVL/GPS UNITS BY COUNTY

WI DEPARTMENT of TRANSPORTATION RFP #500007

1 GENERAL INFORMATION

1.1 Introduction

The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for Automatic Vehicle Location-Global Positioning System (AVL-GPS) equipment, sensors, software, and communications. Equipment will be purchased from the contractor by Wisconsin county highway departments.

The State as represented by its Wisconsin Department of Transportation (WisDOT) intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed equipment. The contract administrator will be determined at the time of the contract award.

The WisDOT Purchasing Unit is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Melissa Viken, Purchasing Agent, (608) 266-0709 or email: melissa.viken@dot.wi.gov. Contact with anyone else involved with this process without the prior authorization of WisDOT Purchasing may result in the disqualification of your proposal.

1.2 Definitions

The following definitions are used throughout the RFP:

Agency means the Wisconsin Department of Transportation AVL means Automatic Vehicle Location BHM means Bureau of Highway Maintenance Contractor means proposer awarded the contract Department means the Wisconsin Department of Transportation DTSD means Division of Transportation System Development Gb means gigabyte Ghz means gigahertz GPS means Global Positioning System DOT or WisDOT means the Wisconsin Department of Transportation MgCl2 means magnesium chloride Mb means megabyte Mhz means megahertz NaCl means sodium chloride Proposer/Vendor means a company or individual submitting a proposal in response to this RFP Service Provider means any entity providing maintenance services of WisDOT’s State Trunk Highway System State means the State of Wisconsin

1.3 Scope

1.3.1 Project Description

This project entails replacing most existing AVL-GPS controllers on county highway department plows and other maintenance vehicles with state-of-the-art units. Pricing resulting from this RFP process will also be used by WisDOT’s county highway departments to purchase all AVL-GPS equipment and associated sensors.

1.3.2 Objectives/Needs

The contract resulting from this process will enable county highway departments to purchase new AVL-GPS controllers to replace existing equipment which will become obsolete as of December 31, 2016 due to the sunset of AT&T’s 2G technology. New AVL-GPS controllers will use current communications technology, 3G at a minimum. Additional AVL-GPS controllers beyond these replacements could be required if/when additional county highway departments decide to purchase AVL-GPS technology.

The contract will also include pricing for all new/replacement sensors required to feed data to the AVL-GPS. This includes air/pavement temperature, auger/gate, flow meter, and plow blade position. WisDOT plans to begin installing in-vehicle touchscreen displays and cameras as part of this contract.

Web-based display of current and historical information is required.

Data collected by the contractor must be available in a non-proprietary format for retrieval by third-party vendors.

1.3.3 Current Operations (history and background)

The Bureau of Highway Maintenance (BHM) functions within the Wisconsin Department of Transportation (WisDOT), Division of Transportation System Development (DTSD). BHM is responsible for overseeing highway maintenance activities in Wisconsin. Highway maintenance is currently performed by 72 county highway departments under contract to WisDOT. The county highway departments are responsible for purchasing any equipment covered by this RFP and will be the owners of this equipment.

The county highway departments and WisDOT currently use AVL-GPS equipment purchased beginning in 2009 from PreCise Mobile Resource Management (MRM). Counties that have installed AVL-GPS are shown in Attachment F. Spreader controllers are mainly Force America series 5100 and 6100. There are some vehicles with other types of spreader controllers. All vehicles that currently employ PreCise MRM AVL-GPS technology are equipped with pavement/air temperature, blade up/down, and auger/gate sensors.

Multiple awards may result from this RFP.

1.4 Clarification and/or revisions of this RFP

Any questions concerning this RFP must be submitted in writing on or before August 5, 2016 to:

Melissa Viken, Purchasing Email: Melissa.viken@dot.wi.gov

Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFP DOCUMENT at this point in the RFP process. If a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the vendor should notify immediately the above named individual of such error and request modification or clarification of the RFP.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, revisions/amendments and/or supplements will be provided to all recipients of this initial

RFP.

Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any supplements or revisions thereof.

Any contact with State employees concerning this RFP is prohibited, except as authorized by the RFP manager during the period from date of release of the RFP until the notice of intent to contract is released.

1.5 Reasonable accommodations

WisDOT will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at a bid opening/proposer conference, contact Melissa Viken, Purchasing, at (608) 266-0709 (voice) or contacting Wisconsin Telecommunications Relay System (TTY) at 1-800-947-3529.

1.6 Calendar of events

Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by WisDOT. In the event that WisDOT finds it necessary to change any of the specific dates and times, it will do so by issuing amendments to this RFP. There may or may not be a formal notification issued for changes of the estimated dates and times.

DATE EVENT

July 29, 2016 RFP issuance date August 5, 2016 Last day for submitting written questions August 10, 2016 Post amendments to proposers, which include answers to questions, supplements and/or revisions to the RFP on VendorNet

August 24, 2016 Proposals due on or before 2:00 p.m.

1.7 Contract term and funding

The contract shall be effective on the date indicated on the purchase order or contract and shall continue for three years from that date. By mutual agreement of the agency and the contractor, the contract may be renewed up to two additional one-year periods.

1.8 Minority Business Enterprise / Disabled Veteran-owned Business Participation

Wisconsin statutes support purchasing goods/service from state certified Minority Business Enterprises (MBEs) and Disabled Veteran-owned Businesses (DVBs) located in Wisconsin. The Wisconsin Department of Transportation is committed to the promotion of state certified minority and disabled veteran-owned businesses in the State’s purchasing program.

An MBE means a business certified, or certifiable, by the Wisconsin Department of Administration under Statute 560.036(2). Authority for the Minority Business Enterprise (MBE) program is found in Wisconsin Statutes 15.107(2), 16.75(3m), and 16.755.

A DVB means a business certified, or certifiable, by the Wisconsin Department of Administration (DOA), Wisconsin Supplier Diversity Program under Statute 16.283 (3). "Disabled veteran" means a person who is verified by the Department of Veterans Affairs as being all of the following at the time the person applies for certification:

1. A veteran as defined in s. 45.01(12),

2. A resident of this state, and

3. A person who is in receipt of an award from the U.S. Department of Veterans Affairs of a service–connected disability rating under 38 USC 1114 or 1134 of at least 30%.

Proposers who feel that they qualify, should seek certification from the Wisconsin Department of Administration, Wisconsin Supplier Diversity Program, and mark “yes” on page 2 of the RFP. Details of program certification are located at: https://wisdp.wi.gov/

Proposers are strongly urged to use due diligence to further this policy by setting up subcontracts to state-certified MBEs and DVBs and/or by using such enterprises to provide goods and services incidental to this contract (second-tier suppliers), with a goal of awarding 6% of the contract cost to such enterprises (5% MBEs, 1% DVB).

Proposers must submit the attached WisDOT MBE / DVB Program Awareness, Compliance & Action Plan (Attachment C) indicating their proposed utilization of state-certified minority businesses for this contract. Contact the State’s Minority Business Manager for assistance in locating certified firms at

(608) 267-9550. A listing of State of Wisconsin certified minority businesses, as well as the services and commodities they provide, is on the State-certified MBE web site: https://wisdp.wi.gov/Search.aspx.

Monthly reports (Attachment D) are requested to be submitted to WisDOT’s Purchasing Unit via email to DOTTIPSCOrrespond@dot.wi.gov, itemizing the deliveries and cost of items or services provided by certified firms. Reports should state the costs for the previous contract month. The Department reserves the right to verify with listed firms their involvement as subcontractors or second-tier suppliers.

1.9 Certification for Collection of Sales and Use Tax

The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract, if the vendor or Contractor has not met or complied with the requirements of s.77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax.

1.10 VendorNet registration

The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state. Vendors may use the same Web site address for inclusion on the proposers list for goods and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an email message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $50,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $50,000 or less. Vendors also may receive email notices of these simplified bid opportunities. If questions exist about VendorNet, call the VendorNet Information Center at 1-800-482-7813 or, for Madison area organizations; call 608-264- 7898.

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 General instructions

The evaluation and selection of a contractor will be based on the information submitted in the proposal plus references and any required on-site visits, interviews/presentations or demonstrations. Proposers should respond clearly and completely to all requirements. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

https://wisdp.wi.gov/ https://wisdp.wi.gov/Search.aspx mailto:DOTTIPSCOrrespond@dot.wi.gov http://vendornet.state.wi.us/

Elaborate proposals (e.g. expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired. WisDOT encourages all proposers to print their submission double-sided to save paper

2.2 Incurring costs

The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP

2.3 Submitting proposals

Proposers must submit, in a sealed package, One Original (identify) PLUS 4 copies of all materials required for acceptance of their proposal on or before 2:00 p.m., August 24, 2016 to:

U.S. Mail: UPS, Fed Ex, etc.:

Purchasing / Attn: Melissa Viken Purchasing / Attn: Melissa Viken WI Department of Transportation WI Department of Transportation 4802 Sheboygan Ave., Room 751 4802 Sheboygan Ave., Room 751 PO Box 7396 Madison, WI 53705 Madison, WI 53707-7396

A proposer can hand deliver their proposal package on or before the date and time listed above.

Because of increased building security, access to the WisDOT Purchasing Office is restricted and may cause delay if hand delivering your proposal. Allow ample time for security clearance to room 751.

All proposals must be time-stamped by the WisDOT Purchasing Office by the stated time. Proposals not so stamped will not be accepted. Receipt of the proposal by the State mail system does not constitute receipt of the proposal by the WisDOT Purchasing Office.

WisDOT does not accept facsimile machine or email submitted proposals. All proposals must be packaged, sealed, and show the following information on the outside of the package:

Proposer's Name and Address

Request for Proposal Title - AVL GPS

Request for Proposal Number - 500007

Proposal Due Date – August 24, 2016

COST PROPOSAL: Submit Original plus one (1) copy (Attachment E). Seal in an envelope and submit within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the name of proposer.

2.4 Proposal organization and format

Proposal should be typed and submitted on 8.5 by 11 inch paper and bound securely with page numbers clearly indicated.

Proposers responding to this RFP must comply with the following format requirements:

a) Tab 1 - COVER LETTER, RFP SIGNATURE PAGES, DESIGNATION OF CONFIDENTIAL & PROPRIETARY INFORMATION FORM, and PROPOSER INFORMATION SHEET: Include here any cover letter, the RFP signature pages 1 & 2, any addendum/amendment signature pages, the designation of confidential & proprietary information form found in the front section of the RFP, completed Attachment A--Proposer Information Sheet found at the back of this RFP, and the Vendor Agreement form.

Proposals submitted in response to this RFP must be signed by the person in the proposer's organization who is responsible for the proposal submittal, including prices. Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any addendums/amendments thereof.

b) Tab 2 - RESPONSE TO PROPOSER INFORMATION AND SOLUTIONS: Responses to the requirements in the proposer information and solutions must be in the same sequence and numbered as they appear in this RFP. Include here completed Attachment B--References Sheet found at the back of this RFP.

c) Tab 3 - WISDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS, COMPLIANCE & ACTION PLAN: Proposers must detail their action plan for potential MBE subcontracts and/or MBE second-tier agreements. Include here completed Attachment C found at the back of this

d) Separate Envelope - COST PROPOSAL--Attachment E found at the back of this RFP. Provide cost information as detailed in section 6.0 in this RFP. All costs, as requested, for furnishing the product(s) and/or service(s) must be included in this proposal. The cost proposal must NOT be listed in any other part of the proposal response.

e) Pocketed Divider - One electronic device containing identical copies of the submitted proposal documents found behind tabs 1 through 3 and the Cost Proposal (Attachment E). The documents must be in MS Word format or PDF. The device must also contain the language of the narrative proposal, included with the original proposal. The following are acceptable electronic devices: CD ROM, DVD ROM, flash drive or memory stick.

Proprietary and Confidential Information: If the proposer designates any information in the proposal as proprietary and confidential, the proposer must submit, in addition to the copies listed above, one electronic copy of the proposal with all proprietary and confidential information redacted. This copy should be clearly marked “REDACTED COPY” and submitted in the package containing the original proposal.

2.5 Multiple proposals

Multiple proposals from a proposer will be permissible; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response

2.6 Withdrawal of proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal, in writing, at any time up to the proposal due date and time or upon expiration of 180 days after the due date and time. The written withdrawal notice must be received by the Purchasing Agent or Purchasing Supervisor managing this RFP process. The notice must be signed by an authorized representative of the proposer. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal due date and time.

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 Evaluation Committee

WisDOT's evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP.

Proposers may not contact members of the evaluation committee except at the WisDOT's request.

3.2 Preliminary evaluation

The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the proposal being rejected. In the event that all proposers do not meet one or more of the mandatory requirements, WisDOT reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this

3.3 Right to reject proposals

The agency reserves the right to reject any and all proposals.

3.4 Proposal scoring

Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria.

The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. Proposals from state-certified MBE and DVB may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses. The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received. The State reserves the right to seek clarification of any information received. Proposers may be requested to answer additional questions. If these additional questions are asked, they will be evaluated against stated criteria, scored and ranked.

3.5 Evaluation criteria

The proposals will be scored using the following criteria:

Description Points

A. Proposer Information and Solutions (section 4.0) 700

4.2 Organization capabilities 50

4.3 Staff qualifications 50

4.4 Proposer Solutions 600

B. Cost Proposal (section 6.0) 300

TOTAL 1000

3.6 Demonstrations

The WisDOT may require the installation and demonstration of products and/or services at a state site.

If required, product(s) being demonstrated must be delivered to the state site by the date specified in Section 1.6. WisDOT will furnish details concerning the demonstration site and evaluate the proposer's products and/or services. Failure of a proposer to furnish the products and/or services it has proposed for demonstration will result in rejection of that proposal. Failure of any products and/or services to meet the requirements during the demonstration may result in rejection of the proposer's proposal.

Successful demonstration of the proposer’s product(s) and/or service(s) does not constitute acceptance by the State.

Any products and/or services furnished by the proposer for the purposes of this demonstration must be identical in every respect to those that will be furnished if a contract results. Any exceptions must be requested in writing and be accepted by Purchasing prior to the demonstration.

3.7 Final evaluation

Upon completion of any demonstrations by proposers, the WisDOT's evaluation team will review their evaluations and make adjustments to the requirements scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information.

3.8 Award and final offers

Award will be granted in one of two ways. Awards may be granted to the highest scoring responsive and responsible proposers after the original evaluation process is complete. WisDOT intends to make multiple awards. Alternatively, the highest proposer or proposers may be requested to submit best and final offers. If WisDOT requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring proposers following that process. However, a proposer should not expect that WisDOT will request a best and final offer.

3.9 Notification of intent to award

All proposers who respond to this RFP will be notified in writing of WisDOT's intent to award the contract(s) as a result of this RFP. Multiple awards will be made.

After notification of the intent to award is made, and under the supervision of agency staff, copies of proposals will be available for public inspection from 7:30 a.m. to 4:00 p.m., in the WisDOT Purchasing Section, Room 751, 4802 Sheboygan Avenue, Madison, Wisconsin. Proposers should make appointments to ensure that space and time are available for the review. Contact the Purchasing Agent managing this RFP process.

3.10 Appeals process

The appeals process applies only to those requests for proposal for services that result in a contract greater than $50,000. Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes and Wisconsin Administrative Code provisions that are alleged to have been violated

The written notice of intent to protest the intent to award a contract must be filed with Mark Gottlieb, P.E., Secretary, Wisconsin Dept. of Transportation, 4802 Sheboygan Avenue, PO Box 7910, Madison, WI 53707, phone number 608-266-1114, facsimile number 608-266-9912, and received in his office no later than five (5) working days after the notice of intent to award is issued.

The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued.

The decision of the head of the procuring agency may be appealed to the Secretary of the Wisconsin Dept. of Administration within five (5) working days of issuance, with a copy of such appeal filed with the procuring agency. The appeal must allege a violation of a Wisconsin Statute or a provision of the Wisconsin Administrative Code.

3.11 Negotiate contract terms

The agency reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the agency may negotiate a contract with the next highest scoring proposer.

4 PROPOSER INFORMATION AND SOLUTIONS

Submit response under Tab 2 of proposal--see section 2.4 for proposal submittal format. Detail the subcontractors, if any, that would be used and what services they would perform.

4.1 Mandatory requirements

The following requirements are mandatory and the proposer must satisfy them as a pass/fail pre-screening requirement. Any proposal submitted not in compliance with mandatory requirements may be rejected and not evaluated or scored. During the demonstration, proposers might be asked to provide proof of functionality in other jurisdictions.

4.1.1 Software edition or version.

Unless otherwise specified the software and firmware must be the latest edition or version. If, during the contract period the vendor must hold the proposal prices firm, a new edition or version is introduced, the purchaser reserves the sole right to choose to buy the old version at the proposed price;

to buy the new version at the proposed price, or, to cancel the item from the proposal.

Comply Does Not Comply

4.1.2 Contractor responsibility

The contractor is solely responsible for fulfilling the contract, with responsibility for all services offered and products to be delivered as stated in the RFP and purchaser’s work order. The contractor shall be the sole point of contact regarding all contract matters. If the contractor intends to utilize any subcontractors’ services, the subcontractors’ level of effort, tasks and time allocation must be clearly defined in the purchaser’s work order.

4.1.3 Equipment Requirements

The AVL-GPS equipment must meet the following requirements.

a. Employ in-vehicle mobile data collection units.

b. Must communicate with Force America Series 5100 and 6100 controllers.

c. Compliance with NTCIP standard 1204.

d. Solution must generate the following data:

i. Vehicle identifier

ii. Time

iii. Location

iv. Maintenance data (plow position, underbody plow position, wing plow position, materials applied, application rate

v. Air/road surface temperature data.

vi. Be capable of allowing the driver to input weather and road observations.

The following item is added per Amendment 1 (8/11/16):

vii. Engine diagnostic data (including engine on/off, vehicle engine data (fault codes), vehicle odometer or hour meter, vehicle mileage, and vehicle idle time)

e. Must transmit truck data to the vendor’s central data collection facility no less frequently than once per minute when the vehicle is within cellular coverage range.

f. The system must continue to record data regardless of whether or not it is in communications range. If the truck moves out of range for a period then reenters an area where communications are possible, all data collected during the period it was out of range must be sent back to the central collection point at that time.

g. Provide mapping and reporting information for each vehicle.

h. Provide support and training, both on-site and remotely.

i. Provide communications capability between the vehicle and the server.

j. Provide RS-232 serial connection, minimum of six (6) discrete inputs, J1939 and J1708 connections.

k. Must support at least 1 Gb flash memory for storage of data over extended periods of connectivity loss or 48 hours of observations whichever is greater.

l. Provide capability for non-plow vehicles to use units that only provide location and speed data.

m. Must support over-the-air firmware updates.

n. Provide capability to send messages and images to the vehicle as well as receive data and images from the vehicle when 2-way communication equipment is installed in vehicle.

4.2 Organization capabilities

Describe the organization/company's experience and capabilities providing similar services to those required. Be specific and detail no more than 5 projects/contracts: description of work, dates, locations, and results.

4.3 Staff qualifications

Identify key staff your organization/company will assign to fulfill the contract requirements. Detail who would be contract manager(s), etc. Provide synopses describing the educational and work experience for each of the key staff who would be assigned to the WisDOT project/program. Detail the number of hours for each key staff member that you estimate will be needed to fulfill the contract requirements.

4.4 Proposer Solutions

4.4.1 Describe your experience in working with Wisconsin’s 72 county highway departments.

4.4.2 Provide URL, userid, and password to your AVL website for use in the evaluation process. Data need not be live, but the website must demonstrate all functionality being proposed.

4.4.3 Program delivery – Provide a detailed work plan and timetable for replacement of all obsolete PreCise MRM AVL-GPS units.

4.4.4 Detail how you will meet or exceed mandatory requirements. The proposal is required to address every mandatory requirement.

4.4.5 Define extended maintenance and warranties for all equipment proposed. No costs should be disclosed in any part of the technical response.

4.4.6 Detailed training plan

Describe your training plan with respect to the following:

Equipment installation and maintenance

Website features and use

4.4.7 The AVL information collection, storage, and display system shall be designed, owned and operated by the vendor at a location of the vendor’s choice, outside of the State or purchaser’s network and accessible to the purchaser, the State and other agencies via the internet, using a standard web-browser (Internet Explorer/Microsoft Edge, Chrome, Firefox, or Safari). It must:

a) Provide unlimited user logins at no additional cost.

b) Be in continuous operation 24 hours per day, 365 days per year and must be capable of handling year-end changes and daylight savings changes with minimal effort and effect.

c) Provide for automatic recovery on any interface after any type of network failure. System must employ automatic data archival and backup without system interruption. The system must provide complete reporting and audit trail capabilities for all transactions, as required.

d) Archive all data collected on behalf of the purchaser or State for a duration of 5 years.

Historical data must be available for playback on a web site and be downloaded via text file or XML format.

e) Include email and/or SMS text message notifications when a vehicle is due for preventive maintenance based on engine hour readings, mileage or both.

f) Provide user-configurable notifications for excess speeds, excess idle times, operation after normal operating hours, previous power loss, maintenance due and low battery voltage exceptions.

g) Include a web services API to allow read only secured access for raw data retrieval for use in other database applications (such as GIS mapping or other customer uses).

Describe your solution’s ability to meet the requirements listed above.

4.4.8 System must have the ability to provide reports exportable to Microsoft Excel. Describe how the proposed system meets this requirement.

4.4.9 The system must integrate with any of the following types of controllers and the AVL modem.

Any modification to the system is at the expense of the contractor. Describe your experience and ability to integrate with all of the following:

o. Dickey John

p. Component Technology

q. Cirrus

r. Force America 5100/6100 series

s. Monroe

4.4.10 Describe value-added solutions

Include any value-added items that are available as enhancements to your system, but are not necessary for a fully functioning system. Costs for these items should be included on the Price

Sheet, Attachment E under the value-added section.

Potential examples:

Mobile application. Contractor could provide a mobile application viewable on iOS and

Android systems. The application could display current vehicle position, plow position, material application, and pavement/air temperature. The mobile application is not required to encompass the entire functionality of the website. Only the above information, plus a 4-hour trace of vehicle activity is necessary.

In-vehicle display. WisDOT desires an in-vehicle color touch screen display. It should be capable of displaying current weather information such as radar, as well as operational parameters such as application rate. It should allow the operator to make manual inputs such as road condition.

Cameras. WisDOT desires forward and/or rear facing cameras that would connect to the AVL-GPS controllers. The cameras would be capable of operating in low light conditions.

Capability to send messages and images to the vehicle as well as receive data and images from the vehicle when 2-way communication equipment is installed in vehicle.

4.5 Proposer references

Proposer must include in their proposal a list of organizations and/or clients (but no more than 4) with whom the proposer has done business in the last 3 years similar to that required by this solicitation. At least two of these must be non-Wisconsin entities. Include points of contact (person’s name, company name, address, and telephone number) and a brief description of the project or assignment that was the basis for the business relationship. Completed Attachment B--References Sheet (attached) will be considered your response to this section. (NOTE: Potential subcontractors or DOT staff cannot be references.)

The procuring agency will determine which, if any, references to contact and/or to visit to assess the quality of work performed, the personnel assigned to the project, and/or to see the product in use. The proposer will not be present during any reference checks or site visits. If contacted, all references must verify that a high level of satisfaction was provided. WisDOT may also utilize other pertinent sources of information regarding the services provided by the proposer.

5 CONTRACT REQUIREMENTS

5.1 Contract requirements

A) The Contractor is expected to furnish and install the following equipment within 30 days of receipt of a purchase order from a Wisconsin county highway department

AVL-GPS control unit and associated cabling

Air/pavement temperature sensor

Auger/gate sensor

Plow sensor(s)

Flow meter B) New equipment. Equipment offered in response to this RFP must be new equipment. New equipment means equipment that is currently in production by the manufacturer or a subcontractor and is the latest model, edition or version generally offered. The equipment must be warranted as new by the manufacturer and may not have been used for any purpose, other than display (not demonstration), prior to its sale to the purchaser.

C) AVL-GPS unit. Features in this specification must be operational and in use by existing clients and may not be developed for the purpose of this order. References must be provided (see Section 4.2 and Attachment B).

D) Cooperation with other contractors. The State and purchaser may already have in place or choose to award supplemental contracts for work related to this RFP, or any portion thereof. The State reserves the right to award the contract jointly between two or more potential contractors, if such an arrangement is in the best interest of the State and purchaser. The contractor shall agree to cooperate with such other contractors, and shall not commit or permit any act which may interfere with the performance of work by any other contractor.

E) Ownership of information and data. The State and purchaser (service provider) shall have the unlimited right to publish, duplicate, use and disclose all information and data developed or derived by the Contractor pursuant to this contract. The Contractor shall have no right to release any data without the express written consent of WisDOT. The Contractor must guarantee that it has the full legal right to the materials, supplies, equipment, and other items necessary to execute this contract.

The contract price shall, without exception, include compensation for all royalties and costs arising from patents, trademarks and copyrights that are in any way involved in the contract. It shall be the responsibility of the contractor to pay for all royalties and costs, and the State and purchaser must be held harmless from any such claims.

5.2 Insurance

The Proposer, at its own expense, shall carry and keep in force during the full term of this agreement, including any extensions or renewal thereof, a policy or policies of insurance which also name(s) WisDOT, its employee, agents or officers as additional insured, in the amount and the types as follows.

5.2.1 Commercial General Liability insurance with limits of at least $2,000,000 per occurrence and

$5,000,000 annual aggregate; and $2,000,000 products-completed operations coverage limit.

5.2.2 Workers’ compensation insurance in a form and amount as required by State law.

5.2.3 Business Automotive Liability insurance covering ownership, operation and maintenance of all owned, non-owned and hired motor vehicles with limits of at least $2,000,000 per occurrence and $5,000,000 annual aggregate for bodily injury and property damage combined.

5.2.4 Employers Liability Insurance:

Such insurance shall provide limits of not less than $500,000 policy limit.

5.2.5 Excess/Umbrella Liability Insurance:

Such insurance shall provide additional limits of not less than $3,000,000 per occurrence in excess of the limits stated in 5.2.1, 5.2.2, and 5.2.4 above.

5.2.6 Professional Liability/Errors and Omissions:

This insurance should insure the professional services of the Contractor for the scope of services to be provided under this contract. Such insurance shall provide limits of not less than $2,000,000 per occurrence.

5.2.7 Additional Requirements: Contractor shall require the same minimum insurance requirements, as listed above, of all its contractors, and subcontractors, and these contractors, and subcontractors shall also comply with the additional requirements listed below.

Contractor shall provide certificates evidencing the coverages, limits and provisions specified above on or before the execution of the Agreement and thereafter upon the renewal of any of the policies.

Contractor shall require all insurers to provide The State of Wisconsin, Department of Transportation with a thirty (30) day advanced written notice of any cancellation, nonrenewal or material change in any of the policies maintained in accordance with this Agreement. Coverage must be placed with carriers with an A. M. Best rating of A- 10 or better.

Mail to:

State of Wisconsin Department of Transportation 4802 Sheboygan Avenue Room 751 Madison, Wisconsin 53707-7915

Attn. Ann Bailey

5.3 Services

Pursuant to WI State Statute 16.705, all services provided under this contract must be performed in the United States

5.3.1 Program responsibilities.

Contractor will manage the replacement of all existing PreCise MRM AVL-GPS control units as well as the installation of new AVL-GPS units and associated equipment.

Contractor will provide a website for use by WisDOT and any county highway department employing AVL-GPS technology.

5.3.2 Minimum outputs, results, warranties, maintenance or service required.

All existing PreCise MRM sensors will be replaced no later than December 15, 2016. The contractor will, within two weeks of award, provide a replacement schedule to WisDOT BHM.

Early emphasis should be given to northern counties.

All equipment must come with a 3-year warranty against failure, with replacement of failed parts at no expense to WisDOT or a county highway department.

5.3.3 Reports required from the successful proposer. If appropriate, provide timetables that the proposer must meet.

During the replacement of PreCise MRM units, the contractor will provide a monthly update no later than the third business day of the month outlining replacement progress. The report will include a county-by-county listing of how many units have been replaced and how many have yet to be installed.

5.3.4 Equipment installation requirements.

County highway departments will perform installation of replacement units. Detailed instruction or a video are required. Complete instructions for setup of the units (including mapping the truck identifier with the specific AVL-GPS unit are required. For county highway departments procuring AVL-GPS equipment for the first time, the Contractor must provide on-site assistance.

5.4 Subcontractors

The Contractor shall be responsible for Contract performance when subcontractors are used. However, when subcontractors are used, they must abide by all terms and conditions of the Contract. If subcontractors are to be used, the Contractor must clearly explain their participation.

6 COST PROPOSAL

6.1 General instructions for the cost proposal and how it will be scored

The cost proposal must be submitted in a separate envelope within the written proposal package. All prices must be quoted in U.S. Dollars.

The Purchasing Agent will score the cost proposals by prorating with the lowest cost proposal given the highest score. The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score.

Lowest Proposed Cost ___ (constant) ____ X Maximum evaluation points given to cost = Score Other Proposer's Cost (varies according to proposal being scored)

6.2 Format for submitting cost proposal. Use Cost Proposal--Attachment E Submit one original plus one copy. Prices on the Cost Sheet should be inclusive, and include any transportation, travel, or other expenses necessary for the following items:

a) Specific equipment, software (list items)

a. AVL-GPS controller for snow plows

b. AVL-GPS controller for non-plow vehicles

c. Plow position sensor

d. Auger sensor

e. Air/pavement temperature sensor

b) Maintenance of equipment, software (5 year costs)

c) Website license/maintenance (per year)

d) Communications fees (per month)

e) TOTAL COST

f) Value Added Items (Not used in calculation of cost score)

Examples include In-vehicle touchscreen display, Cameras, etc.

WisDOT will NOT pay hourly labor rate for consultant travel time.

6.3 Fixed price period

All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for ninety (90) days starting on the due date for proposals.

The awarded contractor must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between WisDOT and the Contractor.

6.4 Inflationary adjustment

The contractor may receive an inflationary adjustment to their base fee or hourly rate(s) at the start of each contract renewal period. This increase may be based on either (1) the increase in the prevailing Consumer Price Index for Urban Wage Earners (CPI-U) for Milwaukee, Wisconsin, in effect for the first half of the current year or the second half of the previous year (whichever is more current) OR (2) five percent (5%) of the current contractor’s base fee or hourly rate, whichever is lower.

7 REQUIRED FORMS

The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.4. Blank forms are attached. Failure to submit all forms may result in rejection of your proposal.

7.1 Found in front section that precedes the Request for Proposal document:

Request for Proposal Signature Page

Designation of Confidential and Proprietary Information Page

Vendor Agreement form

Submit these forms under Tab 1; see section 2.4.

7.2 Found in the back section of the Request for Proposal document:

Proposer Information Sheet--Attachment A. Submit under Tab 1; see section 2.4.

References Sheet--Attachment B. Submit under Tab 2; see sections 2.4 and 4.5.

WisDOT MBE Program Awareness, Compliance & Action Plan--Attachment C. Submit under Tab 3;

see section 2.4.

Cost Proposal--Attachment E. Submit in separate sealed envelope within proposal package.

Attachment A

PROPOSER INFORMATION--Submit this completed form under Tab 1 of proposal; see section 2.4

1. PROPOSING COMPANY/ORGANIZATION NAME

FEIN (Federal Employer ID Number) OR SOCIAL SECURITY NUMBER (if sole proprietorship)

Phone ( ) Toll Free Phone ( )

FAX ( ) Email Address

Address

City State Zip + 4

2. Name the person to contact for questions concerning this proposal.

Name Title

Phone ( ) Toll Free Phone ( )

FAX ( ) Email Address

3. Any vendor awarded over $25,000 on this contract must submit affirmative action information to the department. Please name the Personnel/Human Resource and Development or other person responsible for affirmative action in the company to contact about this plan.

Name Title

Phone ( ) Toll Free Phone ( )

FAX ( ) Email Address

4. Mailing address to which state purchase orders are mailed and person the department may contact concerning orders and billings.

Name Title

Phone ( ) Toll Free Phone ( )

FAX ( ) Email Address

ATTACHMENT B

REFERENCES

(Submit this completed form under Tab 2 of proposal; see sections 2.4 & 4.3 for instructions)

PROPOSER: _____________________________________________________________________________

Provide company name, address, contact person, telephone number, and appropriate information on the product(s) provided to customers similar to those requested in this solicitation document. Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate proposal page.

Company Name: ________________________________________________________________________ Address (include Zip + 4) ___________________________________________________________________ Contact Person _____________________________________ Phone No. __________________________ Email Address: __________________________________________________________________________ Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: ________________________________________________________________________ Address (include Zip + 4) ___________________________________________________________________ Contact Person _____________________________________ Phone No. __________________________ Email Address: __________________________________________________________________________ Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: ________________________________________________________________________ Address (include Zip + 4) ___________________________________________________________________ Contact Person _____________________________________ Phone No. __________________________ Email Address: __________________________________________________________________________ Product(s) Used and/or Service(s) Provided: ____________________________________________________

Company Name: ________________________________________________________________________ Address (include Zip + 4) ___________________________________________________________________ Contact Person _____________________________________ Phone No. __________________________ Email Address: __________________________________________________________________________ Product(s) Used and/or Service(s) Provided: ____________________________________________________

ATTACHMENT C

WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM

DISABLED VETERAN-OWNED BUSINESS (DVB) PROGRAM

AWARENESS, COMPLIANCE & ACTION PLAN

As a matter of sound business practice, the Wisconsin Department of Transportation is committed to “supply diversity” by promoting the use of minority business and disabled veteran-owned business whenever and wherever possible.

Additionally, as an agency of the State of Wisconsin, WisDOT shares in the state goal of placing five (5) percent of its total annual purchasing dollars with state-certified minority and disabled veteran-owned businesses.

State of Wisconsin procurement policy provides that Minority Business Enterprises (MBE) and Disabled Veteran-owned Businesses (DVB) certified by the Wisconsin Department…