DOT-ITB-25-7004-EG - ITB PACKAGE.pdf

DOT-ITB-25-7004-EG

State of Florida Department of Transportation

INVITATION TO BID

DISTRICT 7 CONNECTED VEHICLE ONBOARD UNITS

DOT-ITB-25-7004-EG

CONTACT FOR QUESTIONS:

Enrique Garcia, Purchasing Agent enrique.garcia@dot.state.fl.us

Phone: (813) 975-6156 or (800) 226-7220 x6156 Fax: (813) 975-6473

Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

State of Florida Department of Transportation Procurement Office, MS 7-700 11201 North McKinley Drive Tampa, Florida 33612-6456

INVITATION TO BID REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO ENRIQUE GARCIA AT ENRIQUE.GARCIA@DOT.STATE.FL.US

Bid Number: DOT-ITB-25-7004-EG.

Title: District 7 Connected Vehicle Onboard Units.

Bid Due Date and Time (On or Before): See Introduction Section 2, Timeline.

Potential bidders should notify our office by returning this Bid Registration Form as soon as possible after downloading. Complete the information below and email to Enrique Garcia at enrique.garcia@dot.state.fl.us.

THE INVITATION TO BID DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE.

Notice of changes (Addenda) will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: Contact Person:

Internet E-Mail Address:

For further information on this process, e-mail, or telephone: Enrique Garcia, Purchasing Agent at enrique.garcia@dot.state.fl.us or (813) 975-6156 or (800) 226-7220 x6156.

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

1) INVITATION

The purpose of this invitation to bid (ITB) is to obtain competitive bids to establish a three-year contract for the purchase of connected vehicle onboard units by the Florida Department of Transportation, District 7, hereafter referred to as the "Department". The contract will become effective on the date the successful bidder is approved for award and will expire three years from that date. After the award, said bidder will be referred to as the "Vendor".

All commodities identified in this ITB will be subject to the availability of identical commodities as provided by mandatory Department of Management Services' State Contract(s) at such time these commodities become available. In the event of duplication(s) of commodities, the Department of Management Services' mandatory State Contract shall prevail.

2) TIMELINE

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

ACTION / LOCATION DATE LOCAL TIME

DEADLINE FOR TECHNICAL QUESTIONS 8-9-2024 5:00 PM

There is no deadline for administrative questions.

BIDS DUE (ON OR BEFORE) 8-16-2024 5:00 PM

ELECTRONIC SUBMISSION OF BIDS – PLEASE SEE NO.3 BELOW

PUBLIC OPENING 8-19-2024 11:00 AM

Florida Department of Transportation Manatee Conference Room 11201 North McKinley Drive Tampa, Florida 33612-6456

POSTING OF INTENDED DECISION/AWARD 8-27-2024 5:00 PM

3) ELECTRONIC SUBMISSION OF BIDS

Electronic Bid Submittals

Please follow the below instructions for the submittal of electronic bids, failure to do so, may result in your bid being found non-responsive. Non-responsive bids will not be evaluated.

a) Subject line must show: DOT-ITB-25-7004-EG – VENDOR’S NAME

b) Email shall contain one file attachment marked as the following: DOT-ITB-25-7004-EG –

VENDOR’S NAME

c) Documents shall be submitted in portable document format (PDF).

d) The body of the email shall not contain any information other than the PDF documents and the signature line.

e) Email limit is 25MB per message. That total includes all attachments, email body and if you use stationary backgrounds, artwork, etc.

f) Bids shall be submitted ONLY to: D7.Purch@dot.state.fl.us

NOTE: It is the bidder’s responsibility to assure that the bid is delivered to the email address above on or before the bid due date and time (See Introduction Section 2 Timeline).

Bids which for any reason are not so delivered, will not be considered.

4) BID OPENING AGENDA

The sealed bids will be opened by the Department's Procurement Office personnel at the date, time, and location in the Timeline. All bid openings are open to the public and will be conducted according to the following agenda:

- Opening remarks – Approximate time of two minutes by Department Procurement Office personnel.

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

- Bids opened – At conclusion of public input or 15 minutes, whichever occurs first, bids received timely will be opened with bidder’s name and prices to be read aloud.

- Adjourn - After all bids received timely have been opened, the meeting will be adjourned.

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodations at a pre-bid conference, public meeting, and/or opening shall contact the contact person at the phone number, e-mail address or fax number provided on the title page at least five 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 (800) 955-8771 (TDD).

6) CONTRACT USE

Use of the contract resulting from this bid will be optional for the Department. The Department reserves the right to solicit separate bids for any unusual or abnormal quantity requirements that may arise during the term of the contract.

7) ESTIMATED PURCHASES

The Department anticipates purchasing the estimated quantities, shown on the bid sheet, for a three-year period of any contract resulting from this bid. The estimated quantities are given only as a guideline for preparing your bid and should not be construed as representing the actual quantities to be purchased under this contract. The Vendor shall supply, at bid prices, the actual quantities ordered regardless of whether the total of such quantities is more or less than anticipated. This bid and the resulting contract will be subject to annual appropriated funding.

8) RENEWAL

Upon mutual agreement, the Department and the contract Vendor may renew the contract for a period that may not exceed three 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.

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

1) MYFLORIDAMARKETPLACE

BIDDERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE BID OPENING OR

THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective bidders that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call (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 referenced Form PUR 1000 General Contract Condition #14. The Transaction Fee imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES W-9 REQUIREMENT

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 AND ANSWERS

In accordance with section 287.057(25), Florida Statutes (F.S.), respondents 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 officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this ITB must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department’s written response to written inquiries submitted timely by bidders will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”) under this bid number. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Enrique Garcia at D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the bid process should be directed to the Procurement Agent in writing at the address above or by phone: (813) 975-6156 or (800) 226- 7220 extension 6156.

4) ORAL INSTRUCTIONS/CHANGES TO THE ITB (ADDENDA)

No negotiations, decisions, or actions will be initiated or executed by a bidder as a result of any oral discussions with a state employee. Only those communications which are in writing from the Department will be considered as a duly authorized expression on behalf of the Department.

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

5) DIVERSITY ACHIEVEMENT

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 the recruitment and utilization of small, minority, women, and service-disabled veteran businesses. 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.

6) PRICES/DELIVERY

Prices shall be firm, net, delivered prices, F.O.B. destination.

Delivery must be made within 30 calendar days or less upon receipt of a purchase order by the contract vendor at their designated ordering location. If more time is needed, the bidder should state the extra time required and the reasons why, in their bid response. Acceptance will be subject to the Department’s approval.

7) IN-STATE PREFERENCE FOR COMMODITY BIDS

Not applicable because federal funds will be used for this bid.

8) INTENDED AWARD

As the best interest of the State may require, the right is reserved to make award(s) by individual item, group of items, all or none, or a combination thereof: on a geographical district basis and / or on a statewide basis with one or more suppliers, to reject any and all bids or waive any minor irregularity or technicality in bids received. When it is determined there is competition to the lowest responsible bidder, evaluation of other bids is not required. Bidders are cautioned to make no assumptions unless their bid has been evaluated as being responsive. All awards made as a result of this bid shall conform to applicable F.S. If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

1. Section 295.187(4), F.S.; Veteran Business Enterprise

2. Section 287.087, F.S.; Drug Free Workplace

3. Section 287.057(11) F.S.; Minority Business Enterprise

In the event that the application of the above referenced preferences does not resolve the identical bids, the Department shall determine the award by means of random drawing.

9) PRE-BID CONFERENCE

A PRE-BID CONFERENCE WILL NOT BE HELD.

10) ALTERNATES

ALTERNATE BRANDS WILL NOT BE CONSIDERED FOR THIS BID. BID AS SPECIFIED.

11) WARRANTY

A warranty is required on all items purchased against defective materials, workmanship, and failure to perform in accordance with required industry performance criteria, for a period of not less than one year from the date of acceptance by the purchaser. Any deviation from this criterion must be documented in the bid response or the above statement shall prevail. Delivery of substitute commodities requires prior written approval from the ordering location.

12) REPLACEMENT/RESTOCKING

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

13) PRODUCT REQUIREMENTS/SPECIFICATIONS

Items furnished shall be standard products of the manufacturer or their suppliers, shall be new, unused, clean, and free from any defects or features affecting appearance, serviceability, or the safety of the user in normal intended use.

Any deviation from specifications indicated herein must be clearly pointed out; otherwise, it will be considered that items offered are in strict compliance with these specifications, and the successful bidder will be held responsible. Deviations must be explained in detail on separate attached sheet(s).

14) ACCEPTANCE

All items listed in the specifications purchased by the Department not meeting specifications or 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.

15) REVIEW OF BIDDER'S FACILITIES AND QUALIFICATIONS

After the bid due date and prior to contract execution, the Department reserves the right to perform or to have performed an on-site review of the bidder's facilities and qualifications. This review will serve to verify data and representations submitted by the bidder and may be used to determine whether the bidder has adequate facilities, equipment, qualified and experienced staff, and overall management capabilities to provide the required services. The review may also serve to verify whether the bidder has financial capabilities adequate to meet the contract requirements.

Should the Department determine that the bid package has material misrepresentations or that the size or nature of the bidder's facilities, equipment, management capabilities, or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the bid.

16) PROTEST OF ITB SPECIFICATIONS

Any person who is adversely affected by the contents of this ITB 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 72 hours after the posting of the solicitation, the notice of protest may be faxed to (850) 414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 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), F.S., 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, F.S.

17) UNAUTHORIZED ALIENS

The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract.

18) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists.

The form should be submitted with the price proposal.

A Vendor is ineligible to enter into a contract with the Department for goods or services of any amount if, at the time of entering into such contract, the Vendor is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, F.S., or is engaged in a boycott of Israel.

Section 287.135, F.S., also prohibits companies from entering into a contract for goods or services of $1 million 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 s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 of the F.S., 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 of the F.S. or maintain the contract if the conditions of Section

287.135 of the F.S. are met.

19) RESERVATIONS

The Department reserves the right to accept or reject any or all bids received and reserves the right to make an award without further discussion of the bids submitted. Therefore, the bidder should make sure that the bid package submitted is complete and accurate and submitted to ensure delivery on or before the bid opening time and date specified in this solicitation. It is understood that the bid will become a part of the Department's official file, without obligation to the Department.

20) ADDITIONAL TERMS AND CONDITIONS

No conditions may be applied to any aspect of the ITB by the bidder. Any conditions placed on any aspect of the bid documents by the bidder may result in the bid being rejected as a conditional bid (see “RESPONSIVENESS OF BIDS”). DO NOT WRITE IN CHANGES ON ANY ITB SHEET.

The only recognized changes to the ITB prior to bid opening will be a written Addenda issued by the Department.

21) RESPONSIVENESS OF BIDS

Bids will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All bids must be typed or printed in ink. A responsive bid is an offer to provide the services specified in this ITB in accordance with all requirements of this ITB. Bids found to be non-responsive will not be considered. Bids may be rejected if found to be irregular or not in conformance with the requirements and instructions herein contained. A bid may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, modifying the bid requirements, submitting conditional bids or incomplete bids, submitting indefinite or ambiguous bids, or executing forms or the bid sheet with improper and/or undated signatures. Other conditions which may cause rejection of bids include evidence of collusion among bidders, obvious lack of experience or expertise to provide the required services, and failure to perform or meet financial obligations on previous contracts. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

22) REQUIRED DOCUMENTS

The bidder must use the attached bid sheet to submit its bid. The bid sheet must be signed and dated in ink by a representative who is authorized to contractually bind the bidder. All bid sheets and other documentation submitted in response to this solicitation must be executed and submitted in accordance with Introduction Section No.3, Electronic Submissions of Bids.

NOTE: The bidder must submit product data sheets, manufacturer’s technical specifications, installation instructions, and user manuals, as required in Exhibit A, Technical Specifications.

23) "DRUG-FREE WORKPLACE" PREFERENCE

Whenever two or more bids which are equal with respect to price, quality, and service are received, the Department shall determine the order of award first in accordance with section 295.187(4), F.S., giving preference to “Veteran Business Enterprise” then to bid responses from vendors that certify the business has implemented a drug-free workplace program in accordance with Section 287.087, F.S. The “Drug-Free Workplace Program Certification” must be completed and submitted with the bid response to be eligible for this preference.

24) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a bid 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, F.S. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

25) ATTACHMENT TO ITB SUBMITTAL - CONFIDENTIAL MATERIAL

The bidder must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate bound document labeled "Attachment to ITB, Number DOT-ITB- 25-7004-EG - Confidential Material". The bidder must identify the specific statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the bidder asserts to be exempt from public disclosure and placed elsewhere in the bid will be considered waived by the bidder upon submission, effective after opening.

26) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Bidders may modify submitted bids at any time prior to the bid due date. Requests for modification of a submitted bid shall be in writing and must be signed by an authorized signatory of the bidder.

Upon receipt and acceptance of such a request, the entire bid will not be considered unless it is resubmitted by the due date and time. Bidders may also send a change in a separate email to be opened at the same time as the bid. Bid modification and changes must be submitted in accordance with Introduction Section No.3, Electronic Submission of Bids.

27) POSTING OF INTENDED DECISION/AWARD

27.1 General:

The Department’s decision will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/, under this bid number, on the date and time in the Timeline, and will remain posted for a period of 72 hours. Any bidder 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 72 hours after posting of the 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), F.S., within 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 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), F.S., 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, F.S.

27.2 Inability to Post:

If the Department is unable to post as defined above, the Department will notify all bidders by electronic notification on the Florida VIP (see special condition 27.1, above) or by mail, fax, and/or telephone. The Department will provide notification of any future posting in a timely manner.

27.3 Request to Withdraw Bid:

Requests for withdrawal will be considered if received by the Department, in writing, within 72 hours after the bid opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the bidder. Bidders that do not withdraw as stated above will forfeit their bid bond, if applicable.

28) RECYCLED MATERIAL

The Department encourages the use of products and materials with recycled content and post-consumer recovered materials. If the item(s) specified herein is available with recycled content, we request that you provide product information to help in our search for recycled products.

However, this bid request is for the product as specified herein and does not require prices for recycled product unless specified. This information should be sent separately and not as a part of your bid response.

29) PRICE ADJUSTMENTS

Prices shall remain firm for the life of the contract. Price adjustments will not be allowed.

30) DELIVERY LOCATIONS

The primary point of delivery for this contract will be Edward Albritton/Susan Shaffer, 11201 North McKinley Drive M.S. SunGuide, Tampa, FL 33612.

31) CANCELLATION

All contract obligations shall prevail for at least 180 days after the effective date of the contract.

For the protection of both parties, this contract may be cancelled in whole or in part after 180 days by either party giving 30 days prior written notice to the other contract party. The contract may, also, be cancelled by the Department for nonperformance (default) in accordance with Rule 60A- 1.006(3), Florida Administrative Code (F.A.C.).

32) ORDERING INSTRUCTIONS

Manufacturers are encouraged to bid directly, naming dealers who will accept orders and complete deliveries. Bidders must include complete ordering instructions, including Federal Employer Identification Number (FEID), for invoicing dealers, with the bid on a separate sheet.

33) ORDER QUANTITIES

No minimum order quantities will be accepted. The Department will order as needed in the quantities needed.

34) OPEN PURCHASE ORDERS

The Department may, at its discretion, establish an open (estimated quantity) purchase order with the contract Vendor to facilitate the purchasing of materials. The purchase of materials may be placed by; (1) written purchase order, (2) telephone orders by authorized Department personnel, or (3) an itemized order in writing. The Department will supply the contract Vendor with a list of personnel authorized to order. Purchase of items on these open purchase orders shall not exceed the contract effective period.

35) INVOICING

Invoices must match units specified on the purchase order.

36) FORMS

The bidder must complete all required items below and submit them as part of the bid package.

Any bid in which these forms are not used or in which these forms are improperly executed may be considered non-responsive and the bid may be subject to rejection.

Exhibit “B”, Bid Sheet Drug-Free Workplace Program Certification (Form 375-040-18) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) E-Verify (Form 375-031-06) Affidavit Regarding Labor and Services (Form 375-030-31) Ordering Instructions

37) TERMS AND CONDITIONS

37.1 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 ITB by reference. Any terms and conditions set forth in this ITB 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 ITB:

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

37.2 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 ITB by reference. Any terms and conditions set forth in this ITB 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 ITB:

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

37.3 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.

38) 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 Exhibit “A”, Technical Specifications Exhibit “B”, Bid Sheet MFMP Purchase Order Terms and Conditions – Section 8(B), PRIDE, is not applicable when using federal funds.

MFMP Contract Terms and Conditions (Form 375-040-44) Terms for Federal Aid Contracts (Appendix I) General Instructions to Respondents (PUR 1001) General Contract Conditions (PUR 1000) Introduction Section

A-1

EXHIBIT “A”

TECHNICAL SPECIFICATIONS

DISTRICT 7 CONNECTED VEHICLE ONBOARD UNITS

I. OBJECTIVE

The Florida Department of Transportation (FDOT) District 7, referred to as the “Department”, seeks a Vendor to furnish and install connected vehicle (CV) onboard units (OBU) on vehicles owned and operated by the Department and partner agencies.

Potential Vendors shall identify and describe proposed devices and equipment with technical specifications and product data sheets and explain how proposed products will satisfy the performance and functionality requirements of these technical specifications. These technical specifications are all inclusive of the requirements and scope of work included herein.

II. ONBOARD UNIT SPECIFICATIONS

The Vendor shall provide an engineered OBU solution as an assembly that provides, at a minimum, the following components: a physical computing unit with integrated cellular vehicle-to-everything (C-V2X) radio; a single, external multi-band antenna; a human-machine interface (HMI) display, and all cabling, mounting hardware, and incidental parts necessary for a fully functional OBU system. The Vendor shall also provide a complete set of documentation describing OBU programming, configuration, and operation, including a user and programmer’s guide and software development kit.

The Vendor shall be responsible for all work and materials necessary to fabricate and provide portable OBUs that can be easily transferred between vehicles and perform semi-permanent installations of OBUs for long-term use within vehicles identified by the Department.

The following defines the minimum technical specifications and functional requirements for portable and semi-permanent OBUs.

A. General Requirements:

1. OBU shall transmit and receive messages for vehicle to vehicle (V2V) and vehicle-to-infrastructure (V2I) applications and provide visual and audible warnings and information to users as part of CV applications and functionality.

2. OBU shall follow current applicable CV guidance, standards, and requirements published by:

A-2

a. FDOT

b. United States Department of Transportation

c. European Telecommunications Standards Institute

d. International Organization for Standardization (ISO)

e. Institute of Electrical and Electronics Engineers (IEEE)

f. Car2Car Communication Consortium

g. Society of Automotive Engineers (SAE) International

h. 5G Automotive Association

3. OBU shall comply with the C-V2X operational, technical, and transition rules ultimately adopted by the Federal Communications Commission per DA23- 343.

4. OBU shall be preloaded with software capable of performing the functions described in these technical specifications and enrolled in the Department’s statewide security credential management system (SCMS) prior to delivery with production level certifications.

5. OBU shall provide the ability to configure settings for each classification of vehicles including standard, heavy-duty, emergency, and transit vehicles.

Configurable settings shall allow the Department to allow or limit the broadcast of specific message types to certain vehicle classifications (e.g., signal request messages limited to emergency and transit vehicle classifications).

6. OBU shall be capable of being reset and reconfigured such that the same unit can be installed into another vehicle of the same or different classification type (e.g., standard, heavy-duty).

7. OBU shall acquire time from the Global Positioning System (GPS)/Global Navigation Satellite System (GNSS).

8. OBU shall permit the resumption of incomplete downloads instead of requiring an incomplete download to be restarted.

9. OBU hardware must be accessible for maintenance.

10. OBU shall support role-based access control.

11. OBU shall provide a minimum reserve use capacity (e.g., central processing unit, memory, dynamic storage, persistent storage) of 50% to provide the capacity to install and run future firmware updates and applications.

12. OBU must include a Linux real-time operating system (RTOS).

13. OBU must include a minimum of one 10/100/1000 ethernet interface.

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14. OBU must include a minimum of one universal serial bus (USB) interface.

15. OBU must include a minimum of one dual-band a/b/g/n WiFi interface.

16. OBU must include a minimum of one controller area network (CAN)/ onboard diagnostic (OBD2) interface that supports both wired and wireless connection (e.g., wireless connection to OBD2 port via Bluetooth interface or similar).

17. OBU must include a minimum of one interface that provides multiple general-purpose inputs and outputs (GPIO).

18. OBU must include cellular internet connectivity with three years of pre-paid unlimited data service (4G LTE minimum) from the date of purchase.

19. OBU must include light emitting diodes (LEDs) that indicate operational status.

B. System Power Requirements:

1. Device State Definitions – OBU shall include three unique states: “System Off”, “System On”, and “Sleep”.

a. “System Off” – Loss of power (e.g., disconnected, or dead battery) Expected behavior: None.

b. “System On” – Fully operational state of OBU Expected behavior: All hardware and software components are fully operational.

c. “Sleep” – Vehicle ignition key is off and OBU still receiving power.

Expected behavior: System is in standby mode and appears off to user;

aids in quick boots.

2. Operating Voltage – OBU shall be powered from a nominal 12-volt vehicle power source and shall operate across a voltage range of +9 volts to +30 volts direct current (DC).

3. Power Consumption – OBU shall be powered from vehicle power source and shall not exceed an average of 2.0 amps in the “System On” mode.

OBU shall not exceed 50 milliamps in “Sleep” mode.

4. Loss of Vehicle Power – OBU operation shall not be adversely affected by sudden loss of power and/or significant operating voltage variations, as

A-4 these voltage events are expected. Upon power loss and restoration, OBU shall perform a secure boot, checking the integrity and authenticity of the installed software prior to execution.

5. System Device Startup – OBU shall become fully operational with two seconds of GPS lock which should occur no later than 40 seconds from “System Off” state under clear and open sky conditions. OBU shall begin transmission of basic safety messages (BSMs) in accordance with SAE J2945/1.

C. Mechanical and Installation Requirements:

1. Semi-Permanent OBUs – The Vendor is responsible for all work and materials necessary to complete installation of semi-permanent OBU systems in vehicles designated by the Department, including OBUs, HMIs, antennas, cables, and incidental materials. The Vendor shall provide vehicle-specific installation instructions, parts lists, schematics, and details to the Department prior to installation.

a. OBU Dimensions – OBU dimensions shall not exceed 7” (Length) x 7” (Width) x 2” (Height).

b. OBU Mounting – OBUs shall be capable of being mounted in any orientation and provide a method for secure physical attachment or fastening to the host vehicle.

c. Installation – No irreversible modifications to vehicle are allowed (e.g., drilling holes in vehicle for antenna mounting or cable routing).

Coordinate with the Department and agency fleet managers to develop an installation approach and schedule that meets the unique policies, requirements, and constraints of each organization. Installation activities for fleet and emergency vehicles shall occur onsite at the vehicle’s normal maintenance location unless otherwise directed by the Department. Equipment must be installed in a manner that conceals and protects components and cables. Use of adhesives or penetrating fasteners on painted surfaces is not allowed. Neatly bundle, route, and secure all wiring and cables.

2. Portable OBUs – The Vendor is responsible for all work and materials necessary to construct portable OBU systems that can be temporarily installed in a variety of vehicles and relocated from vehicle to vehicle without requiring the use of tools. The portable system must include OBU, HMI, antennas, cables, a plug compatible with automotive accessory power outlets, and incidental materials as needed to create a fully functional system. Cables shall be provided with sufficient length and slack to accommodate placement and use of the portable OBU in a variety of passenger vehicles, light trucks, and commercial vehicles.

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a. OBU Dimensions – OBU dimensions shall not exceed 7” (Length) x 7” (Width) x 2” (Height) and shall be capable of containment within the portable case.

b. Portable Case – OBUs shall be enclosed within a portable weatherproof case Ingress Protection 65 (IP65). The case must be constructed of reinforced polypropylene and include a hinged lid with rubber seals, carrying handle, minimum of two latches, and hasps to accommodate a padlock. Exterior dimensions of the case shall not exceed 14” (Length) x 12” (Width) x 7” (Height). The exterior of the case lid shall include cleats to store antenna and power cables when not in use. Cables attached to the case should use weatherproof bulkhead connectors (e.g., for power and antenna cables). If use of bulkhead connectors is not possible due to cable type, cables exiting the case can be run through gland fittings that provide strain relief and prevent moisture intrusion.

c. OBU Mounting – OBUs shall be securely attached to the interior of the portable case. Neatly bundle, route, and secure all wiring and cables.

D. Environmental Requirements:

1. Temperature and Humidity – OBUs shall operate at a temperature range of – 40°Celsius (C) to + 85°C and humidity between 10 and 95%. In the case of overheating, the device shall shut down to avoid creating internal or external damage. OBUs shall not damage or pose risk to the host vehicle’s electrical systems, electronic systems, or create a fire hazard or other condition that may cause damage to the vehicle or injure the driver or passengers.

2. Shock and Vibration – OBUs shall not be adversely affected by shock and vibration levels as typical for motor vehicles and maintain operation, as defined in SAE J1211.

3. Electrical Discharge – OBUs shall be protected from typical electrostatic discharges and shall maintain normal operation.

4. Electromagnetic Compatibility – OBU shall be SAE J1113 compliant and shall withstand electromagnetic interference (EMI) from external sources and electrical distribution.

5. Electrical Transients – OBU shall be protected from electrical transients, as defined in SAE J1113. OBU shall not be affected by reverse battery connection.

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6. Contamination – OBU shall be protected from contaminant intrusion consistent with international standard EN 60529 IP 64, or greater.

E. Functional Requirements of Message Types:

1. BSM:

a. OBUs must generate and transmit BSM through the C-V2X radio interface at a rate of ten times per second (10 Hertz), unless otherwise configured, as defined in SAE J2945/1.

b. Messages shall conform to SAE J2735:2022-11

2. Map Data (MAP) Message:

a. OBUs shall receive and process the MAP as defined in SAE J2735:2022-11.

3. Signal Phase and Timing (SPAT) Message:

a. OBUs shall receive and process the SPAT Message as defined in SAE J2735:2022-11.

4. Traveler Information Message (TIM):

a. OBUs shall receive and process the TIM as defined in SAE J2735:2022- 11.

b. OBUs shall, at a minimum, support the TIM message library defined in Attachment No. 1.

5. Personal Safety Message (PSM):

a. OBUs shall receive and process the PSM as defined in SAE J2735:2022-11.

6. Signal Request Message (SRM):

a. OBUs shall generate and transmit the SRM as defined in SAE J2735:2022-11.

b. OBUs shall generate and transmit SRM containing the intersection ID provided in the MAP message with preemption/priority requests.

c. OBUs shall be capable of logging preemption/priority requests and responses. The OBU must store a record of all preempt/priority events that can be viewed, downloaded, and analyzed.

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7. Signal Status Message (SSM):

a. OBUs shall receive and process the SSM as defined in SAE J2735:2022-11.

b. OBUs shall be capable of logging preemption/priority requests and responses. The OBU must store a record of all preempt/priority events that can be viewed, downloaded, and analyzed.

F. Security Credential Management System

1. OBUs shall be enrolled in the FDOT SCMS prior to delivery to the Department. The Vendor must coordinate OBU enrollment with FDOT.

2. Following the initial installation of the SCMS certificate onto the OBU, the OBU must possess the capability to seamlessly receive updates for SCMS certificates.

3. OBU software shall receive and use certificates and meet the following high-level software functional requirements:

a. Software associated with signing, authenticating, encrypting, and decrypting messages shall be in accordance with IEEE 1609.2.

b. Software to generate public-private key pairs and create the requests for the SCMS to generate enrollment, pseudonym, application, and identification certificates shall be used by the first software block.

III. HMI SPECIFICATIONS

The Vendor shall provide HMI assemblies inclusive of all devices, cabling, mounting hardware, and additional components necessary for a fully functional system.

A. General Requirements: The following requirements define the minimum technical specifications for proposed HMI hardware.

1. HMI shall provide both an audio and visual interface for delivery of warnings, alerts, notifications, information, and other messages to the vehicle operator.

2. All components of the HMI shall comply with the requirements of the Americans with Disabilities Act and Section 508 of the Rehabilitation Act of 1973.

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3. HMI shall present alerts to the vehicle operator in a succinct manner to minimize distraction.

4. HMI shall produce an audible output (e.g., waveform audio, text-to-speech, warning tone, beep, etc.) when providing an alert, warning, notification, and information. The HMI must allow users to selectively enable/disable audio for different alerts.

5. HMI shall contain speakers capable of producing an audible output.

6. HMI shall provide adjustable volume levels, configurable by the vehicle operator.

7. Distinct sounds shall be matched with various alert types to audibly convey the type of warning or message being provided in conjunction with the associated visual component.

8. HMI shall be capable of audio volume levels that are loud enough to overcome ambient noises.

9. HMI text displays shall follow Manual on Uniform Traffic Control Devices (MUTCD) guidance for Changeable Message Signs.

10. Visual component(s) of the HMI incorporating graphics shall include graphics based on a minimum 16x9 image aspect ratio with minimum image dimensions of 2.07” (vertical) x 3.65” (horizontal).

11. Visual components(s) of the HMI shall utilize iconography consistent with ISO 2575:2010 and the MUTCD.

12. HMI display must be legible in all lighting conditions.

13. Visual components of the HMI shall be capable of dimming and include a default image background that is black (0% red, 0% green, 0% blue) to minimize light output during nighttime viewing.

14. HMI shall provide a visual output similar in appearance and feel (i.e., similar in size, consistent color schema in icons and graphics, similar styles of icons and graphics) for various CV applications when presenting visual information to motorists.

15. HMI displays shall include adjustable settings for the following options:

brightness, text size, display contrast, and viewing angle.

16. User display and audio setting adjustments must be persistent (i.e., remain set at their last values when device power is cycled).

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17. HMI shall notify the vehicle operator of operational status of system and functions (e.g., failed, operating, disabled component; no signal; software service fault).

18. HMI shall notify the vehicle operator of pending updates for the HMI and/or OBU systems (e.g., applications, firmware, operating system).

19. HMI shall provide a visible and/or audible notification when the vehicle is started to indicate to the vehicle operator that the CV system is functional.

20. HMI shall prioritize alerts, warnings, and notifications provided to the vehicle operator, in accordance with SAE J2395-2002.

21. HMI shall be mounted or installed in a location such that it does not obstruct the line of sight of the vehicle operator nor distract from the primary task of driving.

22. HMI shall be positioned in a location such that visual outputs to the vehicle operator can be read from the driver’s normal seated position.

B. Functional Requirements: The following requirements outline the minimum necessary functionality of the HMI for specific CV applications.

1. Signal Phase and Timing:

a. HMI shall provide the current traffic signal state for all traffic signals that control the movement(s) associated with the vehicle’s approach. Signal state shall be provided as soon as the vehicle is within a lane defined in the intersection MAP file. Phase state is commonly conveyed visually with red, flashing red, yellow, flashing yellow, or green indications that are similar to an actual traffic signal.

b. HMI shall be capable of providing a countdown to the next phase (e.g., time remaining to change) and a notification shortly before a change to green (e.g., audible “Get Ready”).

c. HMI must provide an alert if the vehicle is approaching a signal that is yellow or red and OBU logic determines that a red-light violation is probable.

2. Emergency Vehicle Preemption:

a. HMI shall provide the driver with acknowledgement that the preemption request has been successfully broadcast to the signalized intersection.

b. HMI shall alert the driver to whether the preemption request was granted, was denied, or has timed out.

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3. Transit Signal Priority:

a. HMI shall provide the driver with acknowledgement that the priority request has been successfully broadcast to the signalized intersection.

b. HMI shall alert the driver to whether the priority request was granted, was denied, or has timed out.

4. Advanced Traveler Information System:

a. HMI shall provide the driver with information derived from SunGuide including, but not limited to, the following:

i. Travel times.

ii. Congestion.

iii. Expected delays.

iv. Lanes blocked (temporary duration).

v. Lanes closed (long duration).

vi. Highway/ramp/roadway closed.

vii. Adverse roadway conditions.

viii. Adverse weather conditions (dense fog, flooding, icy roadways).

ix. Optional detour.

x. Required detour.

xi. Special events (sporting events, concerts, festivals, conferences, parades).

xii. Planned construction activity (lane closures, detours, change in lane patterns, speed control measures).

xiii. Planned maintenance activity (mobile work, lane closures).

xiv. Local identifier (airport, sporting venue, attractions).

xv. Public safety announcement.

xvi. America’s Missing Broadcast Emergency Response (AMBER) alerts.

xvii. Silver alerts.

b. HMI shall provide the driver with the appropriate message, warning, alert, or general notification based on the appropriate geo-referenced area for that information, referred to as the “presentation region”.

5. Queue Warning:

a. HMI shall provide the driver with warning(s) for vehicles approaching developed…