BHMD Solicitation Document _ Final.pdf

State of Florida Department of Transportation

INVITATION TO NEGOTIATE

Bridge Health Dashboard

DOT-ITN-24-9029-PB

CONTACT FOR QUESTIONS:

Paul Baker, Procurement Agent

CO.purch@dot.state.fl.us Phone: (850)-414-4412

605 Suwannee Street, MS 20, Tallahassee FL, 32399

State of Florida Department of Transportation

Procurement Office 605 Suwannee Street, MS 20

Tallahassee, Florida, 32399-0450

INVITATION TO NEGOTIATE REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO PAUL BAKER at CO.Purch@dot.state.fl.us

ITN Number: DOT-ITN-24-9029-PB

Title: Bridge Health Dashboard

Sealed Reply Due Date & Time: Friday, October 20, 2023 @ 9:00AM EST

Vendors should notify our office by returning this Registration Form as soon as possible after downloading. Complete the information below and email to Paul Baker at CO.Purch@dot.state.fl.us.

THE INVITATION TO NEGOTIATE DOCUMENT YOU RECEIVED IS SUBJECT TO

CHANGE. Notice of changes (“Addenda”), will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/ under the above-referenced ITN Number. It is the responsibility of all potential respondents to monitor this site for any changing information prior to submitting a Reply.

Respondent Name:

Address:

City, State, Zip:

Telephone: ( )

Contact Person:

Internet E-Mail Address: _________________________________________________________

For further information on this process, please e-mail:

Co.Purch@dot.state.fl.us https://vendor.myfloridamarketplace.com/ mailto:Co.Purch@dot.state.fl.us

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION 375-030-60

Florida Statutes VENDOR CERTIFICATION REGARDING PROCUREMENT

287.135 SCRUTINIZED COMPANIES LISTS OGC – 06/18

Vendor Name: _____________________________________________________

Vendor FEIN: ___________________

Vendor’s Authorized Representative Name and Title: ___________________________________

Address: ______________________________________________________________________

City: _____________________ State: _____________________________ Zip: ______________

Phone Number: ____________________________________

Email Address: _

Section 287.135, Florida Statutes, prohibits a company from bidding on, submitting a reply for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135, Florida Statutes, also prohibits a company from bidding on, submitting a reply for, or entering into or renewing a contract for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to section 215.473, Florida Statutes.

As the person authorized to sign on behalf of Vendor, I hereby certify that the company identified above in the section entitled “Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

Certified By: __________________________________________________________ who is authorized to sign on behalf of the above referenced vendor.

Authorized Signature Print Name and Title: _________________________________________

Date:

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation (hereinafter referred to as the “Department” or “FDOT”) is soliciting written Replies from vendors interested in participating in competitive negotiations to establish a term contract to provide a bridge health dashboard. It is anticipated that the term of the agreement will be from the date of contract execution through June 30, 2025.

The FDOT is responsible for maintaining over 6,000 bridge structures statewide. Some of the bridges are equipped with instrumentation for monitoring the health of those bridges. The various types of monitoring include cathodic protection, galvanic protection, scour, water level, acoustic, strain, movement, moisture, and bridge pile monitoring with embedded data collectors. Some of the instrumentation systems can be monitored remotely. Others require specialists to obtain data at the bridge.

The dashboard shall be built on FDOT’s GIS platform, centrally managed as an enterprise technology.

Examples of appropriate map-based dashboards can be seen at Rest Area Inspections D2 (arcgis.com), and

Highway - Truck Empty Back Haul (arcgis.com). The dashboard shall include links to each bridge referenced in the attached scope and the ability to display video feeds and data from the cameras and instrumentation listed in Tables 1 – 17 of Exhibit A, Scope of Services. It shall allow for additional bridges to be added as health monitoring systems are incorporated into existing or new bridges within the Department’s system. The dashboard will also provide access to camera feeds, weather stations, and water level monitoring when available.

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (“Addenda”) will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this ITN number. It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting a Reply.

ACTION / LOCATION DATE LOCAL TIME (ET)

DEADLINE FOR TECHNICAL QUESTIONS - 10/09/2023 5:00 PM

(There is no deadline for administrative questions)

REPLIES DUE (“REPLY DUE DATE”) - 10/20/2023 9:00 AM

Florida Department of Transportation Central Procurement Office 605 Suwannee Street, Mail Station 20 Tallahassee, Florida 32399-0450 Attn: Paul Baker, Procurement Agent

PUBLIC OPENING (Initial Replies) - 10/20/2023 10:00 AM Florida Department of Transportation Central Procurement Office 605 Suwannee Street, Mail Station 20 Tallahassee, Florida 32399-0450 Attn: Paul Baker, Procurement Agent

TECHNICAL REVIEW COMMITTEE MEETING - 10/30/2023 10:00 AM

RANK AND RECOMMEND RESPONDENTS FOR

ORAL PRESENTATIONS

Florida Department of Transportation Burns Building 605 Suwannee Street Tallahassee, Florida 32399-0450

JOINT SELECTION COMMITTEE

AND TECHNICAL REVIEW COMMITTEE MEETING - 11/2/2023 10:00 AM

CONFIRM RANKING AND ORAL PRESENTATIONS

Florida Department of Transportation Burns Building 605 Suwannee Street Tallahassee, Florida 32399-0450

POSTING OF SHORTLIST FOR 11/2/2023 5:00PM

ORAL PRESENTATIONS ON VIP -

ORAL PRESENTATIONS - (Start date) Week of 12/4/2023 (not open to the public)

SELECTION COMMITTEE MEETING - 12/12/2023 10:00 AM

NEGOTIATION SELECTION

Florida Department of Transportation Burns Building 605 Suwannee Street Tallahassee, Florida 32399-0450

BEGIN NEGOTIATIONS Anticipated Week of 12/18/2023

PUBLIC MEETING

SELECTION MEETING/INTENDED AWARD 1/8/2024 12:00 PM

Florida Department of Transportation Central Procurement Office 605 Suwannee Street Tallahassee, Florida 32399-0450

POSTING OF INTENDED AWARD ON VIP 1/8/2024 5:00PM

3) PUBLIC MEETING AGENDA

Agenda – Public Opening (Initial Replies) Agenda for Public Opening of initial replies to DOT-ITN-24-9029-PB:

Starting Time: see “Timeline” in ITN solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

ITN solicitation.

- Initial replies received timely will be opened, with respondents’ names read aloud.

- Adjourn meeting.

Agenda – TECHNICAL REVIEW COMMITTEE MEETING

Agenda for Technical Review Committee Meeting to DOT-ITN-24-9029-PB:

Starting Time: see “Timeline” in ITN solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

ITN solicitation.

- Rank responsive Technical Replies and develop recommendation for oral technical presentations.

- Adjourn meeting

Agenda – JOINT SELECTION COMMITTEE AND TECHNICAL REVIEW COMMITTEE MEETING Agenda for Joint Meeting to DOT-ITN-24-9029-PB:

Starting Time: see “Timeline” in ITN solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

ITN solicitation.

- Technical Review Committee announces recommendation for ranking and oral presentations to Selection Committee.

- Selection Committee recommends respondents for oral technical presentations.

Agenda – SELECTION COMMITTEE MEETING Agenda for Selection Committee Meeting to DOT-ITN-24-9029-PB:

Starting Time: see “Timeline” in ITN solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

ITN solicitation.

- Selection Committee determines which respondent(s) will proceed to negotiations.

Agenda – SELECTION MEETING/INTENDED AWARD

Agenda for Selection Meeting/Intended Award to DOT-ITN-24-9029-PB:

Starting Time: see “Timeline” in ITN solicitation

- Opening remarks of approx. 2 minutes by Department Procurement Office personnel.

- Public input period – To allow a maximum of 15 minutes total for public input related to the

ITN solicitation.

- Negotiation Team recommends respondent determined to be “best value”.

- Selection Committee will determine respondent deemed to be “best value” as the Intended

Awardee.

- Adjourn meeting.

4) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-reply conference, public meeting, oral presentation and/or opening shall contact the contact person at the phone number or e-mail address provided on the title page at least five (5) working days prior to the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1

(800) 955-8771 (TDD).

S P E C I A L C O N D I T I O N S

1) MyFloridaMarketPlace

VENDORS MUST BE ACTIVELY REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE THE SEALED REPLIES ARE DUE OR

THEY MAY BE CONSIDERED NON-RESPONSIVE (See, Special Conditions, section 16, Responsiveness of Replies). All prospective vendors that are not registered, should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call 1-866-352-3776 for assisted registration.

All payment(s) to the Vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the attached Form PUR 1000 General Contract Condition #14.

However, all potential vendors should be aware, that Effective July 1, 2023, through June 30, 2024, transaction fees imposed for the use of MFMP are equal to seven-tenths of one percent (0.7%) of the payment issued. The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) Florida Department of Financial Services (DFS) W-9 INITIATIVE

The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS & ANSWERS

In accordance with section 287.057(25), Florida Statutes, respondents responding to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement Agent or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a Reply.

Any technical questions arising from this Invitation to Negotiate must be forwarded, in writing, to the Procurement Agent identified below. Questions must be received no later than the time and date reflected in the Introduction, section 2, Timeline. The Department’s written response to written inquiries submitted timely by vendors will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”), under this ITN number. It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting a Reply.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Paul Baker, Procurement Agent CO.Purch@dot.state.fl.us

(850) 414-4412

Questions regarding administrative aspects of the procurement process should be directed to the Procurement Agent in writing at the address above or by phone: (850) 414-4412

4) CHANGES TO THE INVITATION TO NEGOTIATE (“ADDENDA”)

Notices of changes (“Addenda”) will be posted on the Florida Vendor Information Portal at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this ITN number. It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting a Reply. All Addenda shall be acknowledged by signature and subsequent submission of Addenda with Reply when so stated in the Addenda.

5) BEST VALUE SELECTION & PUBLIC MEETINGS

The Department intends to contract with the responsive and responsible respondent who will provide best value to the state. "Best value," as defined in section 287.012(4), Florida Statutes, means the highest overall value to the state based on objective factors that include price, quality, design, and workmanship.

Certain events in the course of this Invitation to Negotiate will be conducted at public meetings. Those events are noted in the Introduction, section 2, Timeline. Minutes will be taken at all public meetings and will be retained in the procurement file for this ITN.

6) TECHNICAL REVIEW COMMITTEE (“TRC”) & NEGOTIATION TEAM

The Technical Review Committee and the Negotiation Team will each be composed of at least three (3) persons who collectively have experience and knowledge in contract procurement and in the program area for which the commodities and/or contractual services are sought. Due to the complexity of this procurement, each team is authorized to consult with subject matter experts during the course of the procurement for the purpose of gathering information.

https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com https://vendor.myfloridamarketplace.com/ mailto:CO.Purch@dot.state.fl.us

7) SCOPE OF SERVICES

Details of the desired commodity/services and information and items to be furnished by the Vendor are described in Exhibit “A”, Scope of Services, attached hereto and made a part hereof. Documentation of any revisions that may occur during the competitive negotiation process will be retained in the procurement file.

8) PRE-REPLY CONFERENCE: A PRE-REPLY CONFERENCE WILL NOT BE HELD.

9) QUALIFICATIONS

9.1 Authorized To Do Business in the State of Florida

In accordance with sections 607.1501, 608.501, and 620.9102, Florida Statutes, out-of-state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the reply due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.2 Licensed to Conduct Business in the State of Florida

If the business being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the reply due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

9.3 E-VERIFY

Vendors/Contractors:

1. shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the Vendor/Contractor during the term of the contract; and

2. shall expressly require any subcontractors performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term.

10) DIVERSITY ACHIEVEMENT

MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment. Vendors are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their Reply.

The contract vendor will be asked to submit payment certification for MBE subcontractors used.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the Internet at www.osd.dms.state.fl.us/.

11) CONTRACT DOCUMENT

STANDARD WRITTEN AGREEMENT

The Department’s Standard Written Agreement template is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a reply, a respondent agrees to be legally bound by these terms and conditions.

The Standard Written Agreement contract terms and conditions are non-negotiable and shall take precedence over any vendor terms and conditions that conflict.

12) REVIEW OF RESPONDENT'S FACILITIES & QUALIFICATIONS

After the Reply Due Date and prior to contract execution, the Department reserves the right to perform or have performed, an on-site review of a respondent's facilities and qualifications. This review may serve to verify data and representations submitted by a respondent and may be used to determine whether the respondent has an adequate, qualified, and experienced staff, and can provide overall management facilities.

The review may also serve to verify whether the respondent has financial capability adequate to meet the contract requirements.

Should the Department determine that a Reply or information provided by a respondent during this procurement contains a material misrepresentation(s) or that the size or nature of a respondent's facilities or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject such Reply or exclude such respondent from further consideration. The Department may waive, in its sole discretion, minor irregularities or deviations within a Reply.

13) PROTEST OF INVITATION TO NEGOTIATE SPECIFICATIONS

Any person who is adversely affected by the contents of this Invitation to Negotiate must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within seventy-two (72) hours after the posting of this Invitation to Negotiate, (the notice of protest may be Faxed to 850-414-5264), and

2. A formal written protest in compliance with section 120.57(3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

14) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the http://www.osd.dms.state.fl.us/

Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

15) SCRUTINIZED COMPANIES LISTS

Responses of $1 million or more must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the vendor is not on either of those lists. The Form should be submitted with the Price Reply.

Section 287.135, Florida Statutes, requires that at the time a vendor submits a bid, proposal, or reply for a contract for goods or services of $1,000,000 or greater, the vendor must certify that the company is not on Scrutinized Companies with Activities in the Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List.

For Contracts $1,000,000 and greater, if the Department determines the Vendor submitted a false certification under Section 287.135(5) of the Florida Statutes, or if the Vendor has been placed on the Scrutinized Companies with Activities in the Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List, the Department shall either terminate the Contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination of false certification was in error pursuant to Section 287.135(5)(a) of the Florida Statutes, or maintain the Contract if the conditions of Section 287.135(4) of the Florida Statutes are met.

16) RESPONSIVENESS OF REPLIES

16.1 Responsiveness of Replies

Replies will not be considered if not received by the Department on or before the Reply Due Date in the Introduction, section 2, Timeline.

16.2 Other Conditions

Other conditions which may cause the rejection of a Reply include, but are not limited to, evidence of collusion among respondents, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List.

17) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a Reply or a negotiation session only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

18) ATTACHMENT TO ITN SUBMITTALS - CONFIDENTIAL MATERIAL

A respondent must include any materials it asserts to be exempted from public disclosure under chapter 119, Florida Statutes, in a separate electronic document labeled: Attachment to Invitation to Negotiate, Number DOT-ITN-24-9029-PB - Confidential Material [respondent name]. The document shall be submitted in accordance with Special Conditions, section 20, Electronic Submission of Replies. The respondent must identify the specific law that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the respondent asserts to be exempt from public disclosure and placed elsewhere in the Reply will be considered waived by the respondent upon submission, effective after opening.

19) COSTS INCURRED IN RESPONDING

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

This Invitation to Negotiate does not commit the Department or any other public agency to pay any costs incurred by an individual, firm, partnership, or corporation in the submission of a Reply or subsequent negotiations or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

20) ELECTRONIC SUBMISSION OF REPLIES

Electronic Reply Submittals

Respondents must comply with the instructions in this section for the submittal of electronic Replies. Failure to comply with these instructions may result in a respondent’s Reply being found non-responsive. Non-responsive Replies will not be considered for award. The Department will not accept hard copy Replies to this ITN. A “Reply” is a respondent’s entire response to this ITN, which shall consist of a Technical Reply and a Preliminary Price Reply (collectively, “Replies”).

All Replies shall be submitted to CO.Purch@dot.state.fl.us and meet the following requirements:

a) Email subject line shall read: DOT-ITN-24-9029-PB

b) Email shall contain two separate files named:

a. DOT-ITN-24-9029-PB [respondent name] Technical Reply

b. DOT-ITN-24-9029-PB [respondent name] Preliminary Price Reply

c) Email shall contain the following file, if applicable:

a. Attachment to Invitation to Negotiate, Number DOT-ITN-24-9029-PB - Confidential

Material [respondent name]

d) Attachments shall be submitted in portable document format (PDF) and have a size limit of 25MB each.

e) Attachments shall not be submitted in a ZIP (.zip) file format.

f) The body of the email shall not contain any information or text, other than a signature block.

It is the respondent’s responsibility to assure that its Reply is delivered to the proper place on or before the Reply Due Date in the Introduction, section 2, Timeline. Replies which for any reason are not so delivered, will not be considered for award.

21) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

A respondent may modify its submitted Reply at any time prior to the Reply Due Date. A request for modification of a submitted Reply shall be in writing and must be signed by an authorized signatory of the respondent. Upon receipt and acceptance of such a request by the Department, the Reply will be returned to the respondent and will not be opened. Any subsequent Reply from the respondent resubmitted by the Reply Due Date will be opened.

22) OPENING OF SEALED REPLIES

All Reply openings are open to the public. Replies will be opened by the Department at the date, time and location stated in the Introduction Section, section 2, Timeline. The public may attend the opening but may not review any Replies submitted until they become public records in accordance with section 119.071, Florida Statutes.

23) TECHNICAL REPLIES

The Procurement Agent will provide all Technical Review Committee members copies of each responsive Technical Reply for their independent reviews and evaluations. At this stage, the TRC members will not provide scores for the Technical Replies. In a public meeting, the Technical Review Committee will develop a consensus recommendation for the ranking of all responsive Technical Replies. A consensus recommendation is a collaborative general agreement among the Technical Review Committee members mailto:CO.Purch@dot.state.fl.us that does not have to be unanimous but meets the concerns of all members as much as possible. The recommendation will be based on the respondents’ previous experience, key personnel experience, and the respondents’ technical approaches to fulfilling the requirements of the Scope of Services. At the public meeting, the Technical Review Committee will recommend which respondents will provide oral technical presentations, up to a maximum of five (5) respondents, subject to the provisions in Special Conditions, section 26, Selection Process Overview. The Department anticipates that the Technical Review Committee will recommend the top five (5) ranked respondents to provide oral technical presentations; however, the Department, through its Technical Review Committee, reserves the right to request oral technical presentations from any respondent to achieve best value. At a subsequent public meeting between the Technical Review Committee and Selection Committee, the Technical Review Committee will announce its ranking and oral technical presentation recommendations to the Selection Committee for the Selection Committee’s concurrence or modification based on the criteria set forth in this section.

23.1 Technical Reply Specifications

Technical Reply should be limited to ten (10) pages.

Technical Reply should be at least 11-point font for readability.

Technical Reply should address the respondent’s previous experience, key personnel experience, and the technical approach to fulfilling the requirements of the Scope of Services.

24) ORAL TECHNICAL PRESENTATIONS

During oral technical presentations, each respondent chosen to present will provide to the Technical Review Committee an oral technical presentation of the respondent’s capabilities and approach to the Scope of Services. Respondents will be notified of the time and date for their respective oral technical presentation.

Oral technical presentation sessions are not open to the public but will be recorded.

During oral technical presentations, the Technical Review Committee members and respondents may ask questions of the other. After each oral technical presentation, Technical Review Committee members will independently score the respondent’s oral technical presentation based on the criteria in subsection 24.1, Oral Technical Presentation Scoring Criteria, below. The Procurement Agent will provide the Technical Review Committee members’ score sheets to the Selection Committee members for their independent reviews. Thereafter, the Department, through a public meeting of the Selection Committee, will determine a competitive range of Replies susceptible to award.

24.1 Oral Technical Presentation Scoring Criteria

Technical Plan Understanding of Scope of Innovative Approaches (15 points)

Management Plan Qualifications, Capability, Experience, Resource Sufficiency, Work Plan, Quality Control (30 points)

Other Considerations Creation of GIS Maps and Dashboards, and Familiarity & previous involvement in related services (20 points)

Staff Availability (15 points)

Project Management and Coordination (10 points)

Bridge Instrumentation Experience (10 points)

25) NEGOTIATION PROCESS

The Department, through its Negotiation Team, may conduct concurrent or sequential negotiations with one or more respondents within the competitive range of Replies susceptible to award. During negotiations, the Department may request new or clarifying information from respondents or other sources, negotiate contract terms and conditions to include pricing, request best and final offers, and/or conclude negotiations at any time with one or more respondents and proceed to contract award or reject all replies. The Department further reserves the right not to exercise any of these options and to proceed in a manner that will achieve best value for the state.

26) SELECTION PROCESS OVERVIEW

Step 1) Interested vendors must submit a Reply consisting of a Technical Reply and a Preliminary Price Reply in accordance with Special Conditions, section 20, Electronic Submission of Replies.

Step 2) Responsive Technical Replies will be provided to each Technical Review Committee member for their independent review. Then, at a public meeting of the Technical Review Committee, composed of at least three members, the Technical Review Committee will rank responsive Technical Replies through a consensus recommendation. During the public meeting, the Technical Review Committee will, through another consensus recommendation, determine which five (5) respondents it will recommend to the Selection Committee in Step 3 for continuing through to Step 4. The Department anticipates that the Technical Review Committee will recommend the top five (5) ranked respondents to continue through to Step

4. However, the Department, through its Technical Review Committee, reserves the right to recommend any respondent to the Selection Committee, even if the total number of respondents recommended for advancement exceeds five (5) or if the respondent(s) are not ranked in the top five (5).

Step 3) At a joint public meeting of the Selection Committee and Technical Review Committee, composed of at least three members in each committee, the Technical Review Committee will recommend to the Selection Committee the ranking and which five (5) respondents should proceed to Step 4. The Selection Committee will determine which five (5) respondents will proceed to Step 4. The Selection Committee may accept any recommendation of the Technical Review Committee but may also reject in whole or in part any recommendation and/or chose to advance one or more other respondents to Step 4, in its sole discretion, and based on those factors in Special Conditions, section 23, Technical Replies, and Special Conditions, section 24, Oral Technical Presentations, that will lead to best value to the state.

Step 4) Respondents chosen by the Selection Committee to provide oral technical presentations will meet individually with the Technical Review Committee as described in Special Conditions, section 24, Oral Technical Presentations. The Technical Review Committee will participate in all presentations. Following the oral technical presentations, the Technical Review Committee members will independently score the oral technical presentations using the scoring criteria in Special Conditions, section 24, Oral Technical Presentations.

Step 5) At a public meeting, the Selection Committee will determine the competitive range of Replies susceptible to award and recommend with which respondent(s) the Negotiation Team will start negotiations.

• The Selection Committee may recommend that the Department, through its Negotiation Team, conduct negotiations with a single respondent using Method “A.” At the public meeting, the Selection Committee will decide the order of negotiations. The order will be provided to the Negotiation Team through the Procurement Agent.

• The Selection Committee may recommend that the Department, through its Negotiation Team, conduct concurrent negotiations using Method “B.”

The Preliminary Price Replies will be provided to the Negotiation Team for those respondents who enter negotiations with the Department.

Method “A”

Step A1 – The Negotiation Team will undertake negotiations with a single respondent until an acceptable contract is agreed upon, or it is determined that an acceptable agreement cannot or will not be reached with the respondent. If negotiations fail with that respondent, the Negotiation Team will undertake negotiations with another respondent in the order determined by the Selection Committee in Step 5. The Negotiation Team will continue this process until an acceptable agreement is reached or until it is determined no acceptable agreement can or will be reached with any respondent in the competitive range. Negotiation sessions are not open to the public and all negotiation sessions will be recorded by the Department.

Step A2 – If an acceptable agreement is made, the Negotiation Team will prepare a recommendation for award to the Selection Committee, reserving the right to reconvene and strategize should the Selection Committee reject the recommendation and/or request that the Negotiation Team resume negotiations with one or more other respondents. The recommendation should include the negotiated terms, conditions, and pricing. The written recommendation will be provided to each Selection Committee member in advance of the public meeting in Step A3.

Step A3 – At a joint public meeting of the Negotiation Team and Selection Committee, the Negotiation Team will present its recommendation and the Selection Committee may ask questions, accept or reject the recommendation based on factors in Special Conditions, section 23, Technical Replies, and Special Conditions, section 24, Oral Technical Presentations, and best value. The Negotiation Team and Selection Committee may also take any other action deemed to be in the best interest of the state, which may include restarting or opening negotiations with one or more respondents.

Step A4 – The notice of intended award will be posted in accordance with law (See, Special Conditions, section 27, Posting of Intended Award).

Method “B”

Step B1 – The Negotiation Team will begin negotiations, in no particular order, with those respondents recommended by the Selection Committee in Step 5. Each respondent recommended by the Selection Committee will be scheduled to meet with the Negotiation Team to review and negotiate both the respondent’s Technical Reply and Preliminary Price Reply and to discuss any issues or problems.

Negotiation sessions are not open to the public and all negotiation sessions will be recorded by the Department.

Step B2 – Each Negotiation Team member will independently complete a written summary evaluation of each respondent’s technical approach, capabilities, prior relevant experience, and pricing. The Procurement Agent will provide all written summary evaluations to each Selection Committee member for each member’s independent review prior to Step B3.

Step B3 – At a joint public meeting of the Negotiation Team and Selection Committee, the Negotiation Team will recommend an award. The Department reserves the right, through its Selection Committee, to reject any recommendation from the Negotiation Team and/or request that the Negotiation Team restart negotiations or take any other action deemed to be in the state’s best interest.

Step B4 – The intended award will be posted in accordance with law (See, Special Conditions, section 27, Posting of Intended Award).

27) POSTING OF INTENDED AWARD

27.1 The Department may award a contract to the responsive and responsible respondent that presents best value to the state, reject all Replies, or take any other action deemed to be in the best interest of the state and/or to achieve best value.

27.2 The Department’s decision will be posted on the Florida Vendor Information Portal, at https://vendor.myfloridamarketplace.com/, as identified in the Introduction, section 2, Timeline, and will remain posted for a period of seventy-two (72) hours. Any respondent who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within seventy-two (72) hours after posting of the Notice of Intended

Award, (the notice of protest may be faxed to 850-414-5264), and

2. A formal written protest and protest bond in compliance with section 120.57(3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to one percent (1%) of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

3. If the Department is unable to post as defined above, the Department will notify all vendors by electronic notification on the Florida Vendor Information Portal or by mail and/or telephone. The Department will provide notification of any future posting in a timely manner.

28) AWARD OF THE CONTRACT

Services will be authorized to begin when the awarded vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

a) A Standard Written Agreement executed by both parties.

29) RENEWAL

Subject to the terms of the executed agreement referenced in the preceding section, the contract resulting from this ITN may be renewed for a period that may not exceed 3 years or the term of the original contract, whichever is longer. The renewal must be in writing and signed by both parties, and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

30) ATTACHED FORMS

MBE Planned Utilization (Form 375-040-24) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) ($1 million or more) Bid Bond Form E-Verify Form

31) ATTACHED TERMS AND CONDITIONS

Exhibit "A" Scope of Services / Specification Standard Written Agreement Exhibit “B” Method of Compensation Appendix II (Information Technology Resources) General Conditions (PUR 1000) Instructions to Respondents (PUR 1001)

32) TERMS AND CONDITIONS ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Scope of Services / Specification

Price Reply Form Standard Written Agreement Method of Compensation Appendix II (Information Technology Resources) Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

33) TERMS AND CONDITIONS

33.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this ITN by reference. Any terms and conditions set forth in this ITN document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this ITN:

Paragraph 31, Dispute Resolution - PUR 1000 Paragraph 40, PRIDE – PUR 1000, when federal funds are utilized.

33.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this ITN by reference. Any terms and conditions set forth in this ITN document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this ITN:

Paragraph 3, Electronic Submission – PUR 1001 Paragraph 4, Terms and Conditions – PUR 1001 Paragraph 5, Questions – PUR 1001

33.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link:

http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept_1,_2015_.pdf Section 8(B), PRIDE, is not applicable when using federal funds.

34) WARRANTY/SUBSTITUTIONS

When performance of the services requires the supply of commodities, a warranty is required on all items provided against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than ninety (90) days from the date of acceptance by the purchaser. Any deviation from this criteria must be documented in the reply response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf http://www.dms.myflorida.com/content/download/117735/646919/Purchase_Order_Terms_Sept_1,_2015_.pdf

Replacement of all materials found defective within the warranty period shall be made without cost to the purchaser, including transportation if applicable. All fees associated with restocking cancelled orders shall be the responsibility of the vendor.

All items provided during the performance of the contract found to be poorly manufactured will not be accepted, but returned to the vendor, at their expense, for replacement. Replacement of all items found defective shall be made without cost to the Department, including transportation, if applicable. As it may be impossible for each facility to inspect all items upon arrival, a reasonable opportunity must be given to these facilities for inspection of the items, and returning those that are defective.

35) LIABILITY INSURANCE

The Vendor shall not commence any work until it has obtained the following types of insurance, and a certificate of such insurance has been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Transportation, Procurement Office, Paul Baker, 605 Suwannee Street, MS 20, Tallahassee FL 32399 within ten (10) days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $ (200,000 minimum) per person and $ (300,000 minimum) each occurrence, and property damage insurance of at least $ (200,000 minimum) each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this the agreement resulting from this ITN, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this Contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, thirty days advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention will not be accepted.

36) BID BOND

Respondents shall provide the Department with a Bid Bond in the amount of $10,000.00. The Bid Bond shall be provided by a surety company authorized to do business in the state of Florida. The Bid Bond shall be executed and furnished to the Department by the Reply Due Date, unless the Department extends the time period in writing. Failure to provide the required Bid Bond to the Department within the aforementioned timeframe may result in the Vendor being deemed non-responsive. Replies found to be non-responsive will not be considered.

37) METHOD OF COMPENSATION

Exhibit B – Method of Compensation is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation.

375-040-19

PROCUREMENT

OGC – 02/21

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION

STANDARD WRITTEN AGREEMENT

Agreement No.

Financial Project I.D.

F.E.I.D. No.:

Appropriation Bill Number(s)/Line Item Number(s) for 1st year of contract, pursuant to s. 216.313, F.S.:

(required for contracts in excess of $5 million)

Procurement No.:

DMS Catalog Class No.:

BY THIS AGREEMENT, made and entered into on by and between the

STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION, hereinafter called the "Department" and , of duly authorized to conduct business in the State of Florida, hereinafter called “Vendor,” hereby agree as follows:

1. SERVICES AND PERFORMANCE

A. In connection with , the Department does hereby retain the Vendor to furnish certain services, information, and items as described in Exhibit "A," attached hereto and made a part hereof.

B. Before making any additions or deletions to the work described in this Agreement, and before undertaking any changes or revisions to such work, the parties shall negotiate any necessary cost changes and shall enter into an Amendment…