CTR066856_Pre-Solicitation_Documents.pdf

Aimee Fields <afields@azdot.gov>

ASSIGNED: PRF 3963bdre for Rhythm Engineering 1 message https://drive.google.com/open?id=1rytB3CpDrrRYt8yuoc6BFloq-rpo0G2w

Tiffany Connell <tconnell2@azdot.gov> Wed, Aug 2, 2023 at 3:38 PM To: Aimee Fields <afields@azdot.gov>

Hi Aimee, Per our discussion, I am assigning you PRF 3963bdre for Rhythm Engineering. Please submit your Planner by 8/4/2023 and let me know if you have any questions.

Timestamp 8/1/2023 15:08

Email Address bdressel@azdot.gov

Project Manager Email bdressel@azdot.gov

Project Name/Description Sole source for Rhythm Engineering

Customer Division Transportation Systems Management & Operations (TSMO)

Is there an existing or previous contract? No

Contract No.

Request Type Ongoing requirement

What is the anticipated expenditure? 15000

Annual estimated quantities https://drive.google.com/open?id=1cj6I_ wezaQMAOtvOv2SmloBakmBpVIVd

Specifications/Scope of work Additional Information

ADOT Project Number Federal Authorization Documentation (i.e.

Clearances, Joint Project Agreement, Public Interest Finding)

Funding Source State

If Project Specific, % of Federal Funds

Select Federal Funding Agency

Manager Approval https://drive.google.com/open?id=1aIETbaqs9pwnUIWSSnBuMSPBwigne 3bj

Division Finance Officer (DiFO): Approval https://drive.google.com/open?id=1uw7UGBmALRl39iZtZZxbGQmqfrKZZ OtB

Requester Phone Number 6027122272

Project Manager Phone Number 6027122272

UNIQUE_ID 3963bdre

Lookup Solicitation Contract Num

Lookup Project Name

Lookup Proc Manager

Lookup Proc Officer

Last Action Date 45139.63089

Last Action Submitted

Thank you in advance.

Best Regards, Tiffany Connell Procurement Manager https://drive.google.com/open?id=1rytB3CpDrrRYt8yuoc6BFloq-rpo0G2w https://drive.google.com/open?id=1rytB3CpDrrRYt8yuoc6BFloq-rpo0G2w https://drive.google.com/open?id=1rytB3CpDrrRYt8yuoc6BFloq-rpo0G2w mailto:bdressel@azdot.gov mailto:bdressel@azdot.gov https://drive.google.com/open?id=1cj6I_wezaQMAOtvOv2SmloBakmBpVIVd https://drive.google.com/open?id=1cj6I_wezaQMAOtvOv2SmloBakmBpVIVd https://drive.google.com/open?id=1cj6I_wezaQMAOtvOv2SmloBakmBpVIVd https://drive.google.com/open?id=1aIETbaqs9pwnUIWSSnBuMSPBwigne3bj https://drive.google.com/open?id=1aIETbaqs9pwnUIWSSnBuMSPBwigne3bj https://drive.google.com/open?id=1aIETbaqs9pwnUIWSSnBuMSPBwigne3bj https://drive.google.com/open?id=1aIETbaqs9pwnUIWSSnBuMSPBwigne3bj https://drive.google.com/open?id=1uw7UGBmALRl39iZtZZxbGQmqfrKZZOtB https://drive.google.com/open?id=1uw7UGBmALRl39iZtZZxbGQmqfrKZZOtB https://drive.google.com/open?id=1uw7UGBmALRl39iZtZZxbGQmqfrKZZOtB https://drive.google.com/open?id=1uw7UGBmALRl39iZtZZxbGQmqfrKZZOtB

1655 W. Jackson Street Phoenix, AZ 85007 Cell: 480.404.5583 Office: 602.712.8544 azdot.gov https://www.google.com/maps/search/1655+W.+Jackson+Street+Phoenix,+AZ%C2%A0+85007?entry=gmail&source=g https://www.google.com/maps/search/1655+W.+Jackson+Street+Phoenix,+AZ%C2%A0+85007?entry=gmail&source=g http://azdot.gov/

ARIZONA DEPARTMENT OF

ADMINISTRATION STATE PROCUREMENT

OFFICE

PROCUREMENT DISCLOSURE STATEMENT

CTR066856 - InSync Adaptive Control System Warranty and Replacement Parts

Dear Employee:

You have been selected to participate in the particular procurement activity as referenced above. Your selection was based on your technical knowledge and expertise in this area. Your regular job duties may not include procurement activities but for the purpose of this process you may play a significant procurement role in one or more of the following: participating in the development of a procurement as defined in A.R.S. § 41-2503;

participating in the development of an evaluation tool; approving a procurement as defined in A.R.S. § 41-2503 or an evaluation tool; serving as a technical advisor or an evaluator who evaluates a procurement as defined in A.R.S. § 41-2503; or recommending or selecting a vendor that will provide materials, services or construction to this state.

It is essential that the integrity of the procurement process be maintained to ensure that each Offeror is given fair and equal consideration. Your familiarity with particular brands, types of equipment, material, services, individuals or firms may tend to influence your evaluation; however, you are required in this specific instance to be particularly objective and guard against any tendency that might slant your evaluation in favor of a personal preference.

You are required to report to the Procurement Officer, or person facilitating the above referenced procurement process, any actual or potential conflict of interest as defined in A.R.S. §§ 38-503, 41-2616(C), 41-753, and 41-2517. You are also subject to the Code of Ethics set forth in Section A.A.C. R2-5A-501 of the Arizona Department of Administration, Personnel Division, Administrative Rules, and Regulations.

An additional consideration is the legal mandate to maintain strict security and confidentiality regarding the content of any proposal, as well as the proceedings of the Evaluation Committee meetings during the evaluation process.

Once the evaluation process has started, it is essential that any contact with Offerors, other than that disclosed, be through, and by, the Procurement Officer or person facilitating the above referenced procurement.

In addition, the Employee shall not have any communication related in any way to the particular procurement, except during formal Committee meetings, with any Offeror or potential subcontractor to that Offeror prior to award, nor shall that Member discuss the proposal or their evaluation with anyone other than the Procurement Officer, or person facilitating the above referenced procurement and Evaluation Committee Members. This is mandatory.

A person who holds a Significant Procurement Role as defined by A.R.S. §§ 41-741 and 41-2503 for a particular procurement shall sign a statement before starting any participation that the person has no financial interest in the procurement other than that disclosed and will have no contact with any representative of a competing Offeror related to the particular procurement during the course of evaluation of proposals, except those contacts specifically authorized per A.R.S. §§ 41-2534, 41-2537, 41-2538, and 41-2578. The person shall disclose on this statement any contact unrelated to the pending procurement that the person may need to have with a representative of a competing offeror and any contact with a representative of a competing offeror during evaluation of proposals except those contacts specifically authorized per A.R.S. §§ 41-2534, 41-2537, 41-2538, and 41-2578. A person who has been identified as having a significant procurement role for this procurement and fails to disclose contact with a representative of a competing Offeror or who fails to provide accurate information on this statement is subject to civil penalty of at least one thousand dollars but not more than ten thousand dollars per A.R.S. § 41-2616(C).

cc: Agency File Page 1 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 04-04-23)

DocuSign Envelope ID: 76A97D67-3383-48AE-A01B-0EB7293D87DF cc: Agency File Page 2 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 04-04-23)

As mandated by A.R.S. § 38-503, I, , have listed on this form all ownerships, employments, public and private affiliations, and relationships held by me and/or a relative1 which may have a substantial (pecuniary2 and proprietary3) interest as defined in A.R.S. § 38-502(11) in any contract, sale, purchase or service involving the agency. I understand that as my interests or those of my relatives change, I may need to modify this statement.

The substantial interests, both pecuniary and proprietary, held by me and/or a relative which may involve the State include (attach additional sheets as necessary):

During the course of my regular business, I may have contact, unrelated to this procurement, with the Offerors or potential Offerors/Bidders listed below, who have submitted proposals in response to this solicitation (attach additional sheets as necessary):

1 “Relative” means my spouse, child, child’s child, parent, grandparent, brother or sister (of the whole or half-blood) and their spouses and the parent, brother, sister or child of my spouse.

2 “Pecuniary” means money or economic or other benefits that can be valued in monetary terms

3 “Proprietary” means ownership or rights by virtue of ownership, whether public or private.

Citations listed above are available on the SPO website, https://spointra.az.gov/resources/standard-forms-and-documents.

Statements

The Undersigned attests to and agrees to abide by the following statements:

I have read and understand the above and agree to be bound by the rules and principles represented. If applicable, I have also received, read and understand the Evaluation Committee Instructions for this procurement.

I know of no conflict of interest on my part nor have I committed any indiscretion or accepted any gratuities or favors that would compromise my impartiality. Further, I will not accept an offer of employment from or have employment discussions with any person or entity lobbying for or potentially responding to a solicitation during the defined time frame stated in A.R.S. § 41-753. I will maintain all deliberations of the Evaluation Committee in strict confidence during the evaluation process. My recommendations shall be based upon an objective/ subjective review of the Offeror’s response and the appropriate award criteria from the solicitation in accordance with the Arizona Procurement Code. I have read and understand A.R.S. §§ 41-753, 41-2517, and 41-2616(C) and will fully comply with the requirements.

I have not and will not communicate with any potential Offeror or vendor in preparation of specifications/scopes of work, evaluation tool or other confidential information related to the above referenced Solicitation which would provide an unfair advantage or to prepare specifications/scopes of work which favor particular vendor(s).

I have not and will not provide insight, confidential information or assistance to any potential Offeror or vendor that might give an unfair advantage or inhibit fair competition for the above referenced Solicitation. My input regarding the development of the Solicitation documents, if any, has been and will be based solely on the State’s requirements. I have not and will not communicate those requirements or confidential information to any potential Offeror or vendor.

N/A

Dalton Thompson

N/A https://spointra.az.gov/resources/standard-forms-and-documents cc: Agency File Page 3 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 04-04-23)

I know of no conflict of interest on my part nor shall I take any action (e.g., commit an indiscretion or accept any gratuities or favors) that would compromise my impartiality or my responsibilities. Should a conflict of interest become known to me relevant to my role, I shall immediately disclose such conflict of interest.

I shall not receive any direct benefit from the utilization of confidential information, specifications, plans, scopes of work, or evaluation tools I prepared or assisted in the preparation of.

I shall maintain strict security and confidentiality regarding the content of any proposal, as well as the proceedings of the Evaluation Committee meetings during the evaluation process that I may be a participant or attend as a committee member or a technical advisor.

I shall maintain strict security and confidentiality regarding the process or decisions regarding any protest or appeal that I am a participant, advisor or decision maker.

Whether recommending or selecting a vendor that will provide materials, services or construction to the State, approving a procurement or an evaluation tool or soliciting quotes greater than ten thousand dollars for the provision of materials, services or construction, I shall maintain strict security and confidentiality regarding the process and decisions to ensure fair competition.

Upon termination of my employment with the State, for any reason, these provisions and statements remain in effect until such time as the solicitation has been successfully awarded by the State, or the State provides me a written release. These provisions and statements apply if I accept employment with any entity, its affiliates, subcontractors, or business partners that may submit an offer or are included in an offer to this solicitation. I shall not accept an offer of employment from or have employment discussions with any person or entity lobbying for or potentially responding to a solicitation for one year following the delivery of purchased materials or the purchase of services or construction begins.

I understand that if I knowingly violate the terms of this Agreement, I will be subject to suspension for not less than ninety days or dismissal from State service.

The Undersigned has read and understands the above and agrees to be bound by the statements, rules, and principles represented herein and in accordance with the provisions of the State Statutes and Rules regarding personnel, conflict of interest, confidentiality, and procurement.

Please check the applicable box below:

Yes No I am an architect or an engineer registered pursuant to section A.R.S. § 32-121

Yes No I am a State employee who was employed within the past year by a person or firm responding to a solicitation, pursuant to A.R.S. § 41-2517(F)

Signature Date Agency

Name Email address

Title Telephone

DThompson@azdot.gov

602.712.7144

ADOT Risk Management

Dalton Thompson

X

9/27/2023

Risk Management Analyst

ARIZONA DEPARTMENT OF

ADMINISTRATION STATE PROCUREMENT

OFFICE

PROCUREMENT DISCLOSURE STATEMENT

CTR066856 - InSync Adaptive Control System Warranty and Replacement Parts

Dear Employee:

You have been selected to participate in the particular procurement activity as referenced above. Your selection was based on your technical knowledge and expertise in this area. Your regular job duties may not include procurement activities but for the purpose of this process you may play a significant procurement role in one or more of the following: participating in the development of a procurement as defined in A.R.S. § 41-2503;

participating in the development of an evaluation tool; approving a procurement as defined in A.R.S. § 41-2503 or an evaluation tool; serving as a technical advisor or an evaluator who evaluates a procurement as defined in A.R.S. § 41-2503; or recommending or selecting a vendor that will provide materials, services or construction to this state.

It is essential that the integrity of the procurement process be maintained to ensure that each Offeror is given fair and equal consideration. Your familiarity with particular brands, types of equipment, material, services, individuals or firms may tend to influence your evaluation; however, you are required in this specific instance to be particularly objective and guard against any tendency that might slant your evaluation in favor of a personal preference.

You are required to report to the Procurement Officer, or person facilitating the above referenced procurement process, any actual or potential conflict of interest as defined in A.R.S. §§ 38-503, 41-2616(C), 41-753, and 41-2517. You are also subject to the Code of Ethics set forth in Section A.A.C. R2-5A-501 of the Arizona Department of Administration, Personnel Division, Administrative Rules, and Regulations.

An additional consideration is the legal mandate to maintain strict security and confidentiality regarding the content of any proposal, as well as the proceedings of the Evaluation Committee meetings during the evaluation process.

Once the evaluation process has started, it is essential that any contact with Offerors, other than that disclosed, be through, and by, the Procurement Officer or person facilitating the above referenced procurement.

In addition, the Employee shall not have any communication related in any way to the particular procurement, except during formal Committee meetings, with any Offeror or potential subcontractor to that Offeror prior to award, nor shall that Member discuss the proposal or their evaluation with anyone other than the Procurement Officer, or person facilitating the above referenced procurement and Evaluation Committee Members. This is mandatory.

A person who holds a Significant Procurement Role as defined by A.R.S. §§ 41-741 and 41-2503 for a particular procurement shall sign a statement before starting any participation that the person has no financial interest in the procurement other than that disclosed and will have no contact with any representative of a competing Offeror related to the particular procurement during the course of evaluation of proposals, except those contacts specifically authorized per A.R.S. §§ 41-2534, 41-2537, 41-2538, and 41-2578. The person shall disclose on this statement any contact unrelated to the pending procurement that the person may need to have with a representative of a competing offeror and any contact with a representative of a competing offeror during evaluation of proposals except those contacts specifically authorized per A.R.S. §§ 41-2534, 41-2537, 41-2538, and 41-2578. A person who has been identified as having a significant procurement role for this procurement and fails to disclose contact with a representative of a competing Offeror or who fails to provide accurate information on this statement is subject to civil penalty of at least one thousand dollars but not more than ten thousand dollars per A.R.S. § 41-2616(C).

cc: Agency File Page 1 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 04-04-23) cc: Agency File Page 2 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 04-04-23)

As mandated by A.R.S. § 38-503, I, , have listed on this form all ownerships, employments, public and private affiliations, and relationships held by me and/or a relative1 which may have a substantial (pecuniary2 and proprietary3) interest as defined in A.R.S. § 38-502(11) in any contract, sale, purchase or service involving the agency. I understand that as my interests or those of my relatives change, I may need to modify this statement.

The substantial interests, both pecuniary and proprietary, held by me and/or a relative which may involve the State include (attach additional sheets as necessary):

During the course of my regular business, I may have contact, unrelated to this procurement, with the Offerors or potential Offerors/Bidders listed below, who have submitted proposals in response to this solicitation (attach additional sheets as necessary):

1 means my spouse, child, child, parent, grandparent, brother or sister (of the whole or half-blood) and their spouses and the parent, brother, sister or child of my spouse.

2 means money or economic or other benefits that can be valued in monetary terms

3 means ownership or rights by virtue of ownership, whether public or private.

Citations listed above are available on the SPO website, https://spointra.az.gov/resources/standard-forms-and-documents.

Statements

The Undersigned attests to and agrees to abide by the following statements:

I have read and understand the above and agree to be bound by the rules and principles represented. If applicable, I have also received, read and understand the Evaluation Committee Instructions for this procurement.

I know of no conflict of interest on my part nor have I committed any indiscretion or accepted any gratuities or favors that would compromise my impartiality. Further, I will not accept an offer of employment from or have employment discussions with any person or entity lobbying for or potentially responding to a solicitation during the defined time frame stated in A.R.S. § 41-753. I will maintain all deliberations of the Evaluation Committee in strict confidence during the evaluation process. My recommendations shall be based upon an objective/ subjective revi Arizona Procurement Code. I have read and understand A.R.S. §§ 41-753, 41-2517, and 41-2616(C) and will fully comply with the requirements.

I have not and will not communicate with any potential Offeror or vendor in preparation of specifications/scopes of work, evaluation tool or other confidential information related to the above referenced Solicitation which would provide an unfair advantage or to prepare specifications/scopes of work which favor particular vendor(s).

I have not and will not provide insight, confidential information or assistance to any potential Offeror or vendor that might give an unfair advantage or inhibit fair competition for the above referenced Solicitation. My input regarding requirements. I have not and will not communicate those requirements or confidential information to any potential Offeror or vendor.

cc: Agency File Page 3 of 3 SPO Form 120 - State Employee Procurement Disclosure Statement (rev 04-04-23)

I know of no conflict of interest on my part nor shall I take any action (e.g., commit an indiscretion or accept any gratuities or favors) that would compromise my impartiality or my responsibilities. Should a conflict of interest become known to me relevant to my role, I shall immediately disclose such conflict of interest.

I shall not receive any direct benefit from the utilization of confidential information, specifications, plans, scopes of work, or evaluation tools I prepared or assisted in the preparation of.

I shall maintain strict security and confidentiality regarding the content of any proposal, as well as the proceedings of the Evaluation Committee meetings during the evaluation process that I may be a participant or attend as a committee member or a technical advisor.

I shall maintain strict security and confidentiality regarding the process or decisions regarding any protest or appeal that I am a participant, advisor or decision maker.

Whether recommending or selecting a vendor that will provide materials, services or construction to the State, approving a procurement or an evaluation tool or soliciting quotes greater than ten thousand dollars for the provision of materials, services or construction, I shall maintain strict security and confidentiality regarding the process and decisions to ensure fair competition.

Upon termination of my employment with the State, for any reason, these provisions and statements remain in effect until such time as the solicitation has been successfully awarded by the State, or the State provides me a written release. These provisions and statements apply if I accept employment with any entity, its affiliates, subcontractors, or business partners that may submit an offer or are included in an offer to this solicitation. I shall not accept an offer of employment from or have employment discussions with any person or entity lobbying for or potentially responding to a solicitation for one year following the delivery of purchased materials or the purchase of services or construction begins.

I understand that if I knowingly violate the terms of this Agreement, I will be subject to suspension for not less than ninety days or dismissal from State service.

The Undersigned has read and understands the above and agrees to be bound by the statements, rules, and principles represented herein and in accordance with the provisions of the State Statutes and Rules regarding personnel, conflict of interest, confidentiality, and procurement.

Please check the applicable box below:

Yes No I am an architect or an engineer registered pursuant to section A.R.S. § 32-121

Yes No I am a State employee who was employed within the past year by a person or firm responding to a solicitation, pursuant to A.R.S. § 41-2517(F)

Signature Date Agency

Name Email address

Title Telephone

Aimee Fields <afields@azdot.gov>

Fwd: Significant Procurement Notification Form

ProcurementCompliance - ADOT <procurementcompliance@azdot.gov> Tue, Aug 22, 2023 at 11:06 AM To: Aimee Fields <afields@azdot.gov>

Good day. Please utilize this email as your Significant Procurement Disclosure posting on SPO's website. Incorporate this document in your Pre-Solicitation documents.

Best Regards, Procurement Compliance Team MD100P, Office 134 1655 W. Jackson St.

Phoenix, AZ 85007

602.712.7466 or 602.712.8584 office

480.404.8177 cell azdot.gov

---------- Forwarded message --------- From: Google Forms <forms-receipts-noreply@google.com> Date: Tue, Aug 22, 2023 at 11:05 AM Subject: Significant Procurement Notification Form To: <procurementcompliance@azdot.gov>

Thanks for filling out Significant Procurement Notification Form Here's what was received.

Edit response

Significant Procurement Notification Form The following information is required to be provided to the State Procurement Administrator by all state governmental units (SGU; agencies, boards, and commissions) as per Standard Procedure 003 - Significant Procurement Role (SP 003 link).

Notes about this Google Form to provide notification of a SPR:

• You will receive a copy of your response via email

• You may edit your response after it is submitted in two ways. To ensure there's no duplication of efforts, please do one of the following:

1) Once you submit the form, you may click on "Edit you response" in the same browser; or

2) If some time has passed and it's necessary to make edits, please check your email for the original submission as it will have an "Edit response" link. If you don’t remember when you https://www.google.com/maps/search/1655+W.+Jackson+St.%C2%A0+Phoenix,+AZ+85007?entry=gmail&source=g https://www.google.com/maps/search/1655+W.+Jackson+St.%C2%A0+Phoenix,+AZ+85007?entry=gmail&source=g https://azdot.gov/ mailto:forms-receipts-noreply@google.com mailto:procurementcompliance@azdot.gov https://docs.google.com/forms/d/e/1FAIpQLSdxSzWnNvO30KUubljXrDSub3gfqJ1GX15weZF0kbYkDUx3Qw/viewform?usp=mail_form_link https://docs.google.com/forms/d/e/1FAIpQLSdxSzWnNvO30KUubljXrDSub3gfqJ1GX15weZF0kbYkDUx3Qw/viewform?edit2=2_ABaOnueiHNgssVOv-it74iGduTNOpL6l4hMHSNHeKNsc7n9tBMMwHQCOBQKyh5fBlPYF9GY https://spointra.az.gov/resources/standard-procedures originally submitted your SPR notification, you may check the date and time on the spreadsheet via https://spo.az.gov/contracts/significant-procurement-roles and match it to the email.

• If your entry needs to be deleted, email SPOCompliance@azdoa.gov to provide an explanation for the deletion. If accepted, SPO Compliance will delete the entry.

Please contact the State Procurement Office (SPO) at SPOCompliance@azdoa.gov for any questions.

Email * procurementcompliance@azdot.gov

What is the name of the person leading the procurement? *

Aimee Fields

Which agency is the procurement for? If it is a mandatory statewide contract, select your agency. *

Transportation, Dept. of

What is the title of the procurement? *

CTR066856 - InSync Adaptive Control System Warranty and Replacement Parts

What is the procurement type? *

RFQ - Request for Quotation

IFB - Invitation for Bid

RFP - Request for Proposal

CI - Competition Impracticable (SPO Form 101)

Emergency Procurement (SPO Form 102) https://spo.az.gov/contracts/significant-procurement-roles mailto:SPOCompliance@azdoa.gov mailto:SPOCompliance@azdoa.gov mailto:procurementcompliance@azdot.gov

✓ SS - Sole Source (SPO Form 103)

NPTQ - Not Practical to Quote (Determination Template D301(4))

Other:

What is the date when the first procurement disclosure statement (PDS) was signed (i.e. SPO Form 120 or SPO Form 130)? *

MM

08 /

DD

22 /

YYYY

What is the actual date or estimated date that the purchased materials will be delivered or the purchase of services or construction will begin, per A.R.S. § 41- 753(D)? *

MM

08 /

DD

29 /

YYYY

What is your name (if different from above)?

Robyn Caillouette

What is your e-mail address (if different from above)?

RCaillouette@azdot.gov

Create your own Google Form Report Abuse mailto:RCaillouette@azdot.gov https://docs.google.com/forms?usp=mail_form_link https://docs.google.com/forms/u/0/d/e/1FAIpQLSdxSzWnNvO30KUubljXrDSub3gfqJ1GX15weZF0kbYkDUx3Qw/reportabuse?source=https://docs.google.com/forms/d/e/1FAIpQLSdxSzWnNvO30KUubljXrDSub3gfqJ1GX15weZF0kbYkDUx3Qw/viewform&usp=mail_receipt_abuse

PROCUREMENT DETERMINATION

COMPETITION NOT PRACTICABLE (< $100,000)

Cc: File Rev. 04/2020

Procurement

Sections 1 through 3 MUST be completed Use Attachments as Necessary

1) Agency: Arizona Department of Transportation

Name: Aimee Fields

Title: Procurement Specialist

Date: September 5, 2023

Requisition Number: TBD

Estimated Annual Cost: Not to exceed $85,000 for five (5) years

2) Provide full description of materials or services:

InSync Adaptive Traffic Control System - Warranty and Replacement Parts

3) Provide justification category: Proprietary product &/or support services

A Proprietary Software Statement was submitted by Rhythm Engineering on July 24, 2023 identifying that there are no comparable products currently available in the industry and that Rhythm Engineering is the Sole provider and Servicer of InSync. Additional market research was conducted and no other compatible products were found in the marketplace.

Provide justification details:

Rhythm Engineering is the sole creator and owner of the proprietary hardware and software products collectively referred to as InSync Adaptive Traffic Signal System. The system digitizes traffic signal operations using the patented Greedy Algorithm, which processes real-time data, functioning in varying environmental conditions, and is compatible with the Department’s legacy hardware. InSync adapts to changing traffic flow and automatically synchronizes traffic signals. It is not manufactured, licensed, or distributed by any other entity. The InSync equipment and associated services, including software configuration and adaptive engineering services, historically have come directly from Rhythm Engineering. Rhythm Engineering is the sole manufacturer and provider of service for the InSync adaptive traffic Signal System.

The Intersection of Bell Road and the Loop 101, is maintained by the Arizona Department of Transportation (ADOT), but is part of the larger Bell Road Adaptive Signal Project, solicited by the Maricopa County Department of Transportation (MCDOT). The InSync system works in conjunction with nearby intersections maintained by the City of Peoria and the City of Glendale. The warranty, which covered updates and technical support for the software portion of the system for the Bell Road and Loop 101 Freeway intersection has now expired. In addition, replacement parts are necessary when components fail or wear out over time. In order to maintain existing services without interruption, it is in the best interest of the State to contract with Rhythm Engineering for the needed replacement parts and services.

The fees for the annual warranty and technical support are charged per Intersection. Replacement parts would be purchased on an “as-needed” basis. The Maricopa County Department of Transportation conducted a competitive solicitation in 2017, where Rhythm Engineering was awarded a 5 year contract. The pricing below was provided at the time of award and the supplier has maintained their pricing and has extended the same pricing to ADOT for a five (5) year period. The pricing below shows comparable pricing on the warranties and the replacement parts/equipment.

DocuSign Envelope ID: 80719150-C7AB-4668-883B-31779762041F

PROCUREMENT DETERMINATION

COMPETITION NOT PRACTICABLE (< $100,000)

Cc: File Rev. 04/2020

Procurement

In accordance with A.A.C R2-7-702, pricing has been determined to be fair and reasonable as it is supported by market prices.

NOTE: In accordance with the Procurement Rules, the Arizona Uniform Terms and Conditions must be made a part of all contracts. If you will be required to sign a software licensing agreement or sign any other agreement containing terms and conditions, which will be made part of the final contract, you must receive prior approval from the Office of the Attorney General.

Approval of this request does not allow for agencies to exceed their dollar acquisition amount of delegated authority.

To Be Completed by Procurement Authority:

APPROVAL

Request Authorized Pursuant to A.R.S. § 41-2535 and A.A.C. R2-7-D301(4)

Request Denied

Request Returned for Additional Information

See Comments

Comments:

Approved by:

Signature:

Title:

Date:

Agency Tracking No.___________________ Initials: ____

DocuSign Envelope ID: 80719150-C7AB-4668-883B-31779762041F

Procurement Manager

9/5/2023