State of South Carolina

COMPETITIVE NEGOTIATIONS

Amendment 1

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400018669 05/18/2020

KIMBER CRAIG, CPPO

803-737-2527 kcraig@mmo.sc.gov SFAA, Div. of Procurement Services 1201 Main Street, Suite 600 Columbia SC 29201

DESCRIPTION: Asset Management Software Solution USING GOVERNMENTAL UNIT: SC Department of Transportation

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov SUBMIT OFFER BY (Opening Date/Time): 07/01/2020 at 11:00 am (See Section L - Instructions, Conditions, and Notices to Offerors) QUESTIONS MUST BE RECEIVED BY: 05/22/2020 (See Section L - Instructions, Conditions, and Notices to Offerors) NUMBER OF COPIES TO BE SUBMITTED: On-line Submission CONFERENCE TYPE: Pre-proposal Conference DATE & TIME: May 13, 2020 at 11:00 am

(As appropriate, see Section L - Instructions, Conditions, and Notices to Offerors)

LOCATION: WebEx Meeting Contact Procurement Officer for login information

AWARD &

AMENDMENTS

Award will be posted on 10/9/2020. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

You must submit a signed copy of this form with Your Offer. In accordance with the solicitation the undersigned agrees, if this offer is accepted within one hundred eighty (180) calendar days from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

NAME OF OFFEROR

(full legal name of business submitting the offer)

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

AUTHORIZED SIGNATURE

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

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

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

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

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

OFFEROR'S TYPE OF ENTITY: (Check one) (See " Section L - Instructions, Conditions, and Notices to Offerors)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

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

COVER PAGE – ON-LINE ONLY (MODIFIED)SAP

PAGE TWO

(Return Page Two with Your Offer)

HOME OFFICE ADDRESS (Address for offeror's home office / principal place of business)

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

Area Code - Number - Extension Facsimile

E-mail Address

PAYMENT ADDRESS (Address to which payments will be sent.)

(See "Payment and Interest" clause)

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

ORDER ADDRESS (Address to which purchase orders will be sent) (See "Purchase Orders and "Invoicing Instructions" clauses)

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

ACKNOWLEDGMENT OF AMENDMENTS

Offerors acknowledges receipt of amendments by indicating amendment number and its date of issue. (See Section L - Instructions, Conditions, and Notices to Offerors) Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date Amendment No. Amendment Issue

Date

DISCOUNT FOR

PROMPT PAYMENT

(See "Discount for Prompt

Payment" clause)

10 Calendar Days (%) 20 Calendar Days (%) 30 Calendar Days (%) _____Calendar Days (%)

PAGE TWO (SEP 2009) End of PAGE TWO

AMENDMENTS TO SOLICITATION (MODIFIED)

(a) The Solicitation may be amended in accordance with Section 11-35-1535(D) and Reg. 19- 445.2099D(2). All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or

(4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged.

J. List of Attachments

J.1 Solicitation Exhibits Incorporated into Final Contract

Attachment K –Representations, certifications and other statements by offerors (incorporated by reference but not physically attached)

J.2 Solicitation Exhibits Not Incorporated into Final Contract

Exhibit 1 – Slides from Pre-Proposal Conference http://www.procurement.sc.gov/

Attachment K - Representations, certifications, and other statements by offerors

4/13/2020 11:18 AM

You must sign and date this Attachment K and include it as a separate exhibit to your proposal. If you are unable to make any of the representations, or if you qualify your responses in any way, you must attach a separate, signed statement explaining in detail the reason for such a response.

Contents

Certificate of Independent Price Determination

Certification Regarding Debarment and Other Responsibility Matters

Certification Regarding Use of Contract Funds for Lobbying

Drug Free Workplace Certification

Ethics Certificate

Illegal Immigration (Modified)

Open Trade Representation (modified)

Organizational Conflict Of Interest

Certificate of Independent Price Determination

GIVING FALSE, MISLEADING, OR INCOMPLETE INFORMATION ON

THIS CERTIFICATION MAY RENDER YOU SUBJECT TO PROSECUTION

UNDER SECTION 16-9-10 OF THE SOUTH CAROLINA CODE OF LAWS

AND OTHER APPLICABLE LAWS.

(a) Offeror certifies that-

(i) Those prices;

(ii) The intention to submit an offer; or

(iii) The methods or factors used to calculate the prices offered.

(2) The prices in this proposal have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror or competitor before contract award unless otherwise required by law; and

(3) No attempt has been made or will be made by the offeror to induce any other concern to submit or not to submit a proposal for the purpose of restricting competition.

(b) Each signature on the proposal is considered to be a certification by the signatory that the signatory-

(1) Is the person in the Offeror’s organization responsible for determining the prices being offered in this proposal, and that the signatory has not participated and will not

Request for Proposals No. 5400018669 Attachment K, Page 2 participate in any action contrary to paragraphs (a)(1) through (a)(3) of this certification; or (2)(i) Has been authorized, in writing, to act as agent for the Offeror’s principals in certifying that those principals have not participated, and will not participate in any action contrary to paragraphs (a)(1) through (a)(3) of this certification [As used in this subdivision (b)(2)(i), the term "principals" means the person(s) in the Offeror’s organization responsible for determining the prices offered in this proposal];

(ii) As an authorized agent, does certify that the principals referenced in subdivision (b)(2)(i) of this certification have not participated, and will not participate, in any action contrary to paragraphs (a)(1) through (a)(3) of this certification; and

(iii) As an agent, has not personally participated, and will not participate, in any action contrary to paragraphs (a)(1) through (a)(3) of this certification.

(c) If the offeror deletes or modifies paragraph (a)(2) of this certification, the offeror must furnish with its offer a signed statement setting forth in detail the circumstances of the disclosure.

Certification Regarding Debarment and Other Responsibility Matters

(a) (1) Offeror certifies, to the best of its knowledge and belief, that-

(i) Offeror and/or any of its Principals-

(A) Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any state or federal agency;

(B) Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and

(C) Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph (a)(1)(i)(B) of this provision.

(ii) Offeror has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any public (Federal, state, or local) entity.

(2) "Principals," for the purposes of this certification, means officers; directors;

owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions).

Attachment K, Page 3

(b) Offeror shall provide immediate written notice to the Procurement Officer if, at any time prior to contract award, Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

(c) If Offeror is unable to certify the representations stated in paragraphs (a)(1), Offer must submit a written explanation regarding its inability to make the certification. The certification will be considered in connection with a review of the Offeror's responsibility. Failure of the Offeror to furnish additional information as requested by the Procurement Officer may render the Offeror nonresponsible.

(d) Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

(e) The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Offeror knowingly or in bad faith rendered an erroneous certification, in addition to other remedies available to the State, the Procurement Officer may terminate the contract resulting from this solicitation for default.

Certification Regarding Use of Contract Funds for Lobbying

1. The prospective participant certifies, by signing and submitting this bid or proposal, to the best of his or her knowledge and belief, that: a. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. b. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Federal agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.

2. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31 U.S.C. 1352.

Attachment K, Page 4

Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

3. The prospective participant also agrees by submitting its bid or proposal that the participant shall require that the language of this certification be included in all lower tier subcontracts, which exceed $100,000 and that all such recipients shall certify and disclose accordingly.

Drug Free Workplace Certification

Offeror certifies that, if awarded a contract, Offeror will comply with all applicable provisions of The Drug-free Workplace Act, Title 44, Chapter 107 of the South Carolina Code of Laws, as amended.

Ethics Certificate

Offeror certifies that Offeror has and will comply with, and has not, and will not, induce a person to violate Title 8, Chapter 13 of the South Carolina Code of Laws, as amended (ethics act). The following statutes require special attention: Section 8-13- 700, regarding use of official position for financial gain; Section 8-13-705, regarding gifts to influence action of public official; Section 8-13-720, regarding offering money for advice or assistance of public official; Sections 8-13-755 and 8-13-760, regarding restrictions on employment by former public official; Section 8-13-775, prohibiting public official with economic interests from acting on contracts; Section 8-13-790, regarding recovery of kickbacks; Section 8-13-1150, regarding statements to be filed by consultants; and Section 8-13-1342, regarding restrictions on contributions by contractor to candidate who participated in awarding of contract. The state may rescind any contract and recover all amounts expended as a result of any action taken in violation of this provision. If Offeror participates, directly or indirectly, in the evaluation or award of public contracts, including without limitation, change orders or task orders regarding a public contract, Offeror shall, if required by law to file such a statement, provide the statement required by Section 8-13-1150 to the procurement officer at the same time the law requires the statement to be filed.

Illegal Immigration (Modified)

(An overview is available at www.procurement.sc.gov) Offeror certifies that Offeror will comply with the applicable requirements of Title 8, Chapter 14 of the South Carolina Code of Laws.

Attachment K, Page 5

Open Trade Representation (modified)

Offeror represents that Offeror is not currently engaged in the boycott of a person or an entity based in or doing business with a jurisdiction with whom South Carolina can enjoy open trade, as defined in SC Code Section 11-35-5300.

Organizational Conflict Of Interest

Offeror warrants that, to the best of Offeror’s knowledge and belief, there are no relevant facts or circumstances that would give rise to an organizational conflict of interest, as defined in S.C. Code Ann. Reg. 19-445.2127, or that Offeror has disclosed all such relevant information.

Offeror so certifies, represents, or warrants:

Name of Offeror Signature

Name and title of person authorized to sign certification Date

Enterprise Asset Management System (EAMS)

Solicitation# 5400018669

Issued 5/1/2020

Pre-Proposal Conference

5/13/2020

11:00 AM Eastern

Kimber Craig

State Fiscal Accountability Authority

Division of Procurement Services

Agenda

• Procurement Method – Competitive Negotiations

• Goal – Best Value for the State, 5-7 years implementation, 10 years support and maintenance Statement of Objectives (Attachment C) and Exhibit 1

• Submission

• Evaluation Process – 3 Phases Phase 1 – Mandatory Requirements Phase 2 – General Requirements Phase 3 – System Demonstration and Project Presentation

• Schedule

• Procurement Questions

EAMS Pre-Proposal Conference 5/13/2020 2

Procurement Method

• Competitive Negotiations 11-35-1535

Title 11 – Public Finance

Chapter 35 South Carolina Consolidated Procurement Code

Section 1535

• Evaluation leading to a “Competitive Range” of offerors

• State will negotiate with all offerors within the competitive range

• Negotiations lead to a Final Contract from offerors in competitive range

• Evaluation Panel will make recommendations to Selection Executive

• Selection Executive makes final selection

EAMS Pre-Proposal Conference 5/13/2020 3

Solicitation Document

• Solicitation Document Sections:

A – Cover Page B – Services and Prices – Firm Fixed Price C - Performance Work Statement D – Packaging and Marking E – Inspection and Acceptance F – Deliveries or Performance G – Contract Administration H – Special Contract Requirements I – Contract Clauses J – List of Attachments K – Representations, Certifications, Other Statements of Offerors L – Instructions, Conditions, and Notices to Offerors M – Evaluation Factors for Award

EAMS Pre-Proposal Conference 5/13/2020 4

Solicitation Document

• Solicitation Document Attachments Incorporated into Final Contract:

A – Cover Page

K – Representations, Certifications, Other Statements of Offerors

• Attachments Not Incorporated into Final Contract:

C – Statement of Objectives (SOO) o Exhibit 1 – Summary of existing SCDOT Applications

I – Proposed Contract Terms

L.1 – Instructions to Offerors

L.2 – Service Provider Security Assessment Questionnaire

L.3 – End User License Agreements for COTS Software

EAMS Pre-Proposal Conference 5/13/2020 5

Procurement Goal

• Best value for the State

• Estimate of 5-7 years to fully implement, 10 years support/maintenance

• Statement of Objectives (SOO) outlines high-level requirements Exhibit 1 to SOO is program area interview results (informational only)

• The successful offeror will:

Start the project with an overall EAMS Implementation Plan

Followed by EAMS Implementation Plans for each Program Area

Will ultimately have multiple program area modules underway at one time

EAMS Pre-Proposal Conference 5/13/2020 6

EAMS Pre-Proposal Conference 5/13/2020 7

Bridge Inspection and

Management (BrM)

Load Ratings (BrR)

Road Network (LRS) and Roadway

Information Management System

(RIMS)

Safety Data Management and

Analysis

GIS

Oracle Spatial

ArcGIS Web Services

SCEIS

(SAP)

Project Programming System (P2S)

Document Management and Workflows

(Sharepoint)

Enterprise Asset Management System

Construction Document

Management (ProjectWise)

Query and Map EGIS Viewer Traffic Counts Active Projects Evac Routes Roadway Info Street Finder

EAMS

Maintenance Management

Rights of Way Management

Traffic and Signals

Management

Asset Trade Off Analysis

Pavement Management

Supply and Equipment

Management

Fleet Management

Facilities Management

EAMS

Component

EAMS

Integration

Permit Data OS/OW iHaul Encroachments

(EPPS)

Outdoor

Advertising

(OAX)

Work Requests Public Portal Call Center

Sign Management

Roadway Asset

Inventory and Inspection

ITS

Management

GIS Interface and LRS Gateway

Bridge Inventory and Management

EAMS Interfaces

EAMS Interfaces

TAMP Performance Viewer

Building Maintenance

System

Submission – Section L

• Submission page limits specified, see section L.5 on page 20

• Use appendices to your submission for supporting information

• Since the requirements are high-level, cost assumptions will need to be made and provided. Upon start of the project:

The successful team will perform a detailed Program Area Implementation Plan with schedule and cost validation

Change management process will be initiated if needed

EAMS Pre-Proposal Conference 5/13/2020 8

Evaluation Process – Section M

• Phase 1 – Mandatory Requirements

Special Standards of Responsibility – solicitation section L.3 page 19 o UNLESS YOU POSSESS THESE MANDATORY MINIMUM QUALIFICATIONS, DO NOT SUBMIT AN OFFER

Technical Evaluation Mandatory Requirements – solicitation section M.4.4.1 page 36 – see Section A chart on page 31.

o Proposal should provide clear and convincing evidence to determine the proposed system meets these 4 mandatory requirements o Proposals determined to be unacceptable may be eliminated from competition with no further consideration for award

EAMS Pre-Proposal Conference 5/13/2020 9

Evaluation Process

• Phase 2 – General Requirements, section M.4.4.2 page 36

Factors/Sub-factors in three categories, starting on page 31 o Vendor Qualifications and Proposed Staff – 6 sub-factors o Technical Solution and Methodology – 9 sub-factors o Technical Approach and Schedule – 7 sub-factors

No weighting of individual sub-factors, number of sub-factors in a category provides a general indication of the importance to SCDOT

For each sub-factor, the Evaluation Team will determine a single consensus rating o See section M.4.2.2 on page 37 for Technical/Risk Rating Method

EAMS Pre-Proposal Conference 5/13/2020 10

• Phase 2 – Offeror’s Past Performance Rating

References will be evaluated to compile a single rating for each offeror

Rating reflects the Evaluation Team’s confidence assessment that the offeror will successfully perform the required effort based on:

o Recent experience o Relevance to this project o Quality of the information provided including trends and usefulness

See section M.4.4.2.3 on page 37 for Past Performance Confidence Assessment Ratings

EAMS Pre-Proposal Conference 5/13/2020 11

• Phase 2 – Price Evaluation

Price will be evaluated to ensure it is “Fair, Reasonable, and Complete”

See Section M.5, page 39

Offeror’s price breakdown is the source of this evaluation

• Phase 2 will result in an Overall Evaluation and recommendation of the Evaluation Team for the offerors in the Competitive Range

• Only the offerors within the competitive range will be invited for Phase 3 – System Demonstration and Project Presentation

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• Phase 3 – System Demonstration and Project Presentation

See section M.4.4.3 on page 38

Offerors will be provided an agenda for this 4-hour session

It is expected that the sub-factors in Section C should be demonstrated, and addressed during the presentation. See page 34-36 for the factors of:

o Proposed Solution, Capabilities, and Technical Approach o Competency and Capabilities of Project Team o Project Approach and Management

EAMS Pre-Proposal Conference 5/13/2020 13

Schedule

EAMS Pre-Proposal Conference 5/13/2020 14

Procurement Task Expected Date Final RFP issued 5/1/2020

Pre-Bid Conference 5/13/2020

Deadline for submission of written questions and request for clarification 5/22/2020 Answers to written questions posted in RFP Amendment 6/5/2020

Responses due 7/1/2020 Start proposal evaluation 7/2/2020

Begin Demonstrations 8/24/2020

Selection Executive Decision 9/25/2020

Award Posting 10/9/2020

Project Kick Off 11/3/2020

Procurement Questions

• Questions about the solicitation or technical requirements must be submitted in writing by May 22, 2020

• State will publish an amendment June 5, 2020 with official responses to questions

• Proposal submissions due on Wednesday July 1, 2020

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SCDOT Enterprise Asset Management System (EAMS) Pre-Proposal Conference