ESBD_File_330271_601440000040194_Solicitation Package.pdf

INSTRUCTIONS TO RESPONDENTS

USE OF NATIONAL INSTITUTE OF GOVERNMENTAL PURCHASING CODE

The Texas Department of Transportation (TxDOT) uses the National Institute of Governmental Purchasing, Inc., (NIGP) code to standardize purchases by conforming to the class, item, and group structure of the code. The NIGP code is used to select vendors for our master vendor file from the Texas Comptroller of Public Accounts (CPA) Centralized Master Bidders List (CMBL).

New suppliers and other vendors wishing to furnish materials, equipment, supplies and services to TxDOT should apply to be on the CMBL to receive bidding opportunities.

Existing TxDOT vendors need only be concerned that the information listed on the CMBL file is correct, and that the applicable NIGP class and item are selected for those you can provide.

CMBL information is available online at: https://comptroller.texas.gov/purchasing/vendor/cmbl/ or by phoning 1-512-463-3459.

Early Payment Program - TxDOT is offering an important program to all respondents that provide prioritized invoice processing and payments (prior to the 30th day after receipt of a correct invoice). The program provides enrolled vendors enhanced benefits from improved invoice processing to priority handling to cash advancement and technology efficiencies.

Respondents offering a cash discount in exchange for TxDOT’s priority invoice processing and early payment agreement should complete and return the attached form entitled “Priority Invoice and Early Payment Program” with the response.

Additional information may be found at the following website: http://www.txdot.gov/business/vendors/epp.html

Revised 03/23/2021

THE ATTACHED SOLICITATION SHOULD BE RETURNED AS FOLLOWS:

must be received before the hour and dateAll responses for Solicitation No.

specified All reference to time in the solicitation shall mean Central Time.

Email responses must be sent to PRO_Bids@txdot.gov. Email responses must not exceed 20 MB and be in portable document format (PDF) or Excel format for pricing schedules, signed by respondent, and attached to the email to be considered for award. Emails exceeding 20 MB must be sent to PRO_Bids@txdot.gov through managed file transfer services such as, but not restricted to, Dropbox™. TxDOT will not be responsible for failure of electronic equipment, operator error, server delays, or system outages. Responses that are late, illegible, incomplete, file corrupted, flagged as a virus, or otherwise non-responsive will not be considered.

Respondent must place the following in the subject line of their email submission: Solicitation Number, Company Name.

The response must be sent only to PRO_Bids@txdot.gov. Any response sent to any email address other than PRO_Bids@txdot.gov - whether directly, courtesy copy (cc), or blind copy (bcc) - will be considered non-responsive.

For hand delivery or courier service, United States Postal Service, Federal Express, United Parcel Service, or other mail delivery service, contact the purchaser for assistance.

Request for Proposal Household and Establishment Travel Survey

Services for the Bryan-College Station, El Paso and Midland-Odessa Regions

Solicitation No. 601440000040194 NIGP Class-Item: 968-85

Purchaser: Sandi Jowers, CTCD

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Solicitation Calendar of Events Estimated Solicitation Posting Date: 7/24/2023

Non-Mandatory Pre-Response Conference:

8/4/2023 at 1:00 p.m.

Deadline for submission of questions:

Reference Paragraph 11 – Contact Information

8/8/2023

TxDOT Response to Questions to be posted by:

8/10/2023

Solicitation Due Date: 8/23/2023 at 3:00 p.m.

Tentative Date for Contract Award: 9/30/2023

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1. Description of Services: This solicitation is to establish a contract for services to provide travel surveys to obtain information to update travel demand models for transportation planning.

2. Term of Service: The initial term of the contract shall commence upon execution for a period of one year with the option to renew for three one-year periods at TxDOT's sole discretion.

TxDOT will provide an intent to renew, in writing, a minimum of 30 days prior to expiration of the current term.

NOTE: The dates, list below, are estimated and based on the anticipated award date of the contract.

Initial term 10/1/2023 through 9/30/2024

1st Renewal Option 10/1/2024 through 9/30/2025

2nd Renewal Option 10/1/2025 through 9/30/2026

3rd Renewal Option 10/1/2026 through 9/30/2027

3. Electronic State Business Daily (ESBD): This solicitation is posted on the ESBD.

It is the responsibility of the respondents to be active on the CMBL to receive notifications regarding addenda or additional information related to the solicitation.

http://www.txsmartbuy.com/esbd

4. Order of Precedence: In the event of any conflict, terms contained in the document shall prevail in the order as listed below:

4.1. Solicitation No. 601440000040194

4.2. Statement of Work (SOW), TxDOT 968-85-40194, Dated May 2023

4.3. TxDOT Terms and Conditions, Revised June 2022

4.3.1. Payment will be made in accordance with Part 4, Para. 4.04 (b)

4.4. Pricing Schedule

4.5. Execution of Proposal

4.6. HUB Subcontracting Plan

5. Work Hours:

Work hours may be flexible, based on type of work and TxDOT requirements. All work performed by the respondent must be in accordance with a TxDOT-approved work schedule. Respondent employees must be available to work on an as needed basis.

6. Insurance Requirements: The respondent must provide to TxDOT an executed Certificate of Insurance for Services, Form 1950, per TxDOT Terms and Conditions, Part 5, within seven business days of request by TxDOT.

http://www.txsmartbuy.com/esbd

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7. Estimated Quantities

Quantities are estimates only to be used for the purpose of comparing responses. The respondent must enter their unit price on Pricing Schedule. Total price will be evaluated by multiplying the unit price for each line by the estimated quantities listed on Pricing Schedule.

TxDOT will order only the amount needed to satisfy operating requirements; no guarantee of any minimum or maximum purchase is made or implied. Total amount ordered must not exceed the aggregate contract amount unless additional funds are allocated, and the total contract amount is increased in accordance with the terms and conditions.

8. Price Adjustments

Prices may be adjusted annually when correlated with index below at successful respondent(s) request; acceptance is at the sole discretion of TxDOT. Successful respondent must provide supporting documentation to justify all price increase requests.

Any request submitted by the successful respondent that fails to use the formula as indicated below for calculating the price increase will not be considered a complete, properly submitted price increase request. Unless otherwise indicated, the price index below is the specified index as published by the Bureau of Labor Statistics, Washington, DC 20212.

Index to be used: PPI BLS website: https://www.bls.gov/data/ When using the most recent monthly information from the index, the following applies:

A = Index from the month of the due date for the response, or of the month of last price increase B = Current or latest baseline index posted at the time of respondent request or TxDOT decision to adjust price.

The allowable percent change must be calculated as follows:

(B-A) ÷ A x 100 = Percent of allowable price increase.

The allowable percent change shall be rounded to the nearest one-hundredth of one percent and shall be the maximum unit price adjustment permitted, except that the respondent may offer price decreases in excess of the allowable percent change.

The respondent may offer price decreases in excess of the allowable percent change at any time during the term of the contract.

9. Texas HUB Subcontracting Plan TxDOT has determined that subcontracting opportunities are probable in connection with this solicitation (Reference Attachment E).

10. Disclosure of Interested Parties

The contract resulting from this solicitation is estimated to exceed $1 million. The vendor must provide to TxDOT an executed Texas Ethics Commission, Form 1295, Disclosure of Interested Parties, within seven business days of request. Failure to provide an executed Form 1295 may result in the vendor’s response being declared non-responsive and the contract being awarded to the next responsive, responsible respondent.

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The vendor must use the application available at the TEC website noted below to enter the information required on Form 1295. This website also contains frequently asked questions, instructions, and information regarding the rules. For questions regarding completion of this form or the rules, please contact the Texas Ethics Commission.

https://www.ethics.state.tx.us/File/ The Disclosure of Interested Parties is mandated by Government Code §2252.908 and 1 Tex. Admin. Code §46.5.

11. Contact Information

The individuals listed below are the only authorized TxDOT contacts. Contacting any other TxDOT personnel regarding this solicitation, may result in the respondent being disqualified. Any changes as a result of questions will be made by TxDOT in the form of an addendum to the solicitation; no oral changes will be considered.

For clarification or questions regarding this solicitation, respondents may contact:

Primary Contact: Sandi Jowers, CTCD Phone: 512-879-8687 Email: sandi.jowers@txdot.gov Secondary Contact: Tami Elias, CTCD, CTCM Phone: 512-839-9434 Email: vtami.elias@txdot.gov

When submitting questions through vendor discussion, the vendor must include the name of the document and paragraph number related to the question.

12. Pre-Response Conference

TxDOT will conduct a non-mandatory pre-response conference for all interested respondents to familiarize them with the requested goods and/or services and to give all potential respondents an opportunity to seek answers to any questions which they may have concerning the solicitation.

Respondents should arrive not later than the scheduled start time stated in the solicitation.

TxDOT will not be responsible for repeating information already provided.

Respondent should have a representative attend the pre-response conference.

Respondent’s representative must sign a register.

Any changes to the solicitation requirements resulting from the pre-response conference will be made by TxDOT in the form of an addendum to the solicitation.

The pre-response conference information is shown below:

All personnel attending the pre-response conference must log in to WebEx using the following steps:

Respondent must list their name and company when attending the WebEx, as shown below:

Example: John Doe – TxDOT Meeting number: 231 445 65690

Meeting password: Surveys40194 https://www.ethics.state.tx.us/File/

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WebEx Link:

Call-in number: 1-415-655-0003 United States TOLL IMPORTANT NOTICE: Please note that this WebEx service allows audio and other information sent during the session to be recorded, which may be discoverable in a legal matter. By joining this session, you automatically consent to such recordings. If you do not consent to being recorded, discuss your concerns with the host, or do not join the session.

13. Financial Requirements

Be in good financial standing and current in payment of all taxes and fees such as state franchise fees.

Vendor must have the financial capacity to perform the requirements in accordance with the contract. TxDOT will review the vendor's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007, to evaluate the vendor's financial stability.

Consolidated financial statements are not acceptable. The financial statements must be for the specific business entity that is responding to the solicitation and throughout the duration of the term of contract.

The financial statements must be provided at the lowest level for which the financial statements are available and for the past three years. If vendor has been in business less than three years, the requirement is for all available years. For any financial statements submitted at a level above Level 1, vendor must include an explanation why the financial statements are not available at a lower level. The financial statements do not have to be at the same level for each period submitted, but an explanation of the need for the variation is required with the response.

Acceptable Levels of financial statements (submit at the lowest feasible level):

13.1. Level 1 – A complete set of audited financial statements based on US Generally

Accepted Accounting Principles (US GAAP). The submission must include the notes to the financial statements as well as any other information covered by the auditor’s opinion.

13.2. Level 2 – A complete set of audited financial statements based on other than US GAAP but acceptable to the country of origin. The submission must include a letter from the certified public accountant discussing the areas of the financial statements that would be affected by a conversion to US GAAP, the notes to the financial statements as well as any other information covered by the auditor’s opinion.

13.3. Level 3 – A complete set of reviewed statements based on US GAAP reviewed by an independent CPA. The submission must include the notes to the financial statements as well as any other information covered by the auditor’s report.

13.4. Level 4 – A complete set of compiled statements compiled by an independent CPA (income statement and balance sheet at a minimum) as well as the note disclosures and any report issued by the auditor with regards to the statements. If the CPA is not independent, the report must state the accountant is not independent.

https://txdot.webex.com/txdot/j.php?MTID=m696cda404b1ef5c454395956dfdfda39 https://txdot.webex.com/txdot/j.php?MTID=m696cda404b1ef5c454395956dfdfda39

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13.5. Level 5 – Properly classified and presented balance sheets and income statements generated by the vendor’s accounting system. The submission must state the basis on which the statements are created and must be certified as true and reliable by an officer of the vendor’s business.

14. Multiple Awards

Multiple contracts may be awarded from this solicitation.

In accordance with TxDOT Terms and Conditions, Part II, TxDOT reserves the right to make award or awards to best serve the interest of the state.

Award will be made to the respondent(s) providing the best value for the state as directed by TxDOT Terms and Conditions, Paragraph 2.07.

15. Response Submission

15.1. GENERAL FORMAT: The respondent must submit one signed and dated response to include the documentation required per response paragraph 15.3 to the email address as indicated on the “Instructions to Respondents” page.

15.2. The respondent shall not encrypt or password protect response or embed documents within the response; each section must be its own separate document.

15.3. RESPONSE: Failure by the respondent to submit the documentation listed below will result in the response being considered non-responsive. The response submission must be submitted with each section named with the “Section #” and brief description not to exceed 30 total characters as a separate document in the following format:

15.3.1. Section 1 – Pricing Schedule

15.3.2. Section 2 – Execution of Proposal

15.3.3. Section 3 – Vendor Qualifications and Experience Schedule: Complete and return detailing respondent qualifications and experience.

15.3.4. Section 4 – Vendor Personnel Qualifications, Experience and References

Schedule: Complete and return for each proposed key or respondent personnel position.

15.3.5. Section 5 – Texas Family Code Schedule

15.3.6. Section 6 – Demonstration of Capability: The respondent’s approach and ability to meet the service requirements as specified in the solicitation must be demonstrated. The response should be specific and address all requirements described in the solicitation in the order presented in Paragraph 9. of the SOW to include but not limited to the below key topics:

15.3.6.1. Task A – Start-Up and Implementation Plan (Paragraph

9.22.).

15.3.6.2. Task B – Develop Survey Materials (Paragraph. XX.).

15.3.6.3. Task C – Pilot Survey (Paragraph XX.).

15.3.6.4. Task D – Finalize Survey Materials and Procedures

(Paragraph XX.).

15.3.6.5. Task E – Coordinate and Conduct Surveys (Paragraph XX.).

15.3.6.6. Task G – Prepare Survey Documentation and Reports.

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15.3.6.7. Provide a schedule listing on all TxDOT Travel Surveys that the respondent is currently working on but has not completed. To include the following: 1) purchase order numbers for each travel survey, 2) all uncompleted tasks for each corresponding region with their respective timelines for completion, 3) Any Missed Deadlines on current purchase orders, 4) proposed timeline for this current solicitation.

15.3.7. Section 7 – Quality Assurance Plan (Ref. Para. 12. SOW)

15.3.8. Section 8 - Business Continuity and Disaster Recovery Plan:

Respondent must submit a business continuity and disaster recovery plan, limit one page, detailing how the respondent proposes to meet the specifications in the event the respondent’s service is interrupted. The plan must detail the respondent’s backup and recovery process (Reference Paragraph 13. SOW).

15.3.9. Section 9 – Assumptions Schedule: The respondent must provide a comprehensive listing of all assumptions made in preparing its response to this solicitation. All respondent assumptions must reference the solicitation section and/or paragraph number. The respondent must propose the services as requested within the solicitation and must not descope the services that are being requested. Any assumptions that result in significant changes to or descoping of the SOW may result in the response being considered nonresponsive. No price data may be included in the assumptions. If the respondent does not have assumptions to the solicitation, please note this on the Assumptions Schedule document.

15.3.10. Section 10 – Exceptions Schedule: If the respondent takes exceptions to any portion of the solicitation, these exceptions must be specifically and clearly identified by paragraph in the response and the respondent’s proposed alternative must also be provided for consideration. If the respondent does not have exceptions to the solicitation, please market on the Exceptions Schedule. The respondent must not take a ‘blanket exception’ to the entire solicitation.

15.3.11. Section 11 – HUB Subcontracting Plan

15.3.12. Section 12 – Financial Standing

15.3.12.1. Submit the most recent three years audited financial statements, or if audited financial statements are unavailable, un-audited financial statements must be submitted and certified as true, correct and accurate by the chief financial officer or treasurer of the respondent’s company (Reference Paragraph 13. RFP).

15.3.12.2. Additional information demonstrating financial stability and ability to meet the financial responsibilities for the requirements to perform this service.

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15.3.13. Section 13 – Respondent References Schedule: The respondent must submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed for three years within the past five years. References must illustrate respondent’s ability to provide the services outlined in the SOW.

15.3.14. Section 14 – Addenda: Acknowledgement of associated addenda, if applicable.

NOTE: TxDOT reserves the right to waive minor errors and omissions, reference paragraph 2.02(h) of TxDOT Terms and Conditions.

16. Evaluation

16.1. TxDOT will consider best value for the state (reference TxDOT Terms and Conditions, Paragraph 2.07).

16.2. TxDOT reserves the right to omit oral presentations, discussions, negotiations or not make an award.

16.3. Respondent is strongly encouraged to provide its best proposal in the response.

TxDOT makes no guarantee there will be any opportunity to make oral presentations, attend discussions or to negotiate at any point during the evaluation process. TxDOT may seek additional information, negotiate, and solicit Best and Final Offers (BAFO) from respondents determined to be in the competitive range.

16.4. Evaluation of Responses: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered.

Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive. TxDOT reserves the right to conduct studies and other investigations as necessary to evaluate any response.

16.5. Evaluation Criteria:

Pass/Fail Criteria: In addition to the weighted criteria, TxDOT will review responses based on the Pass/Fail criteria as follows:

16.5.1. All Documents in response submission section above are included in the response.

16.5.2. Financial review – The determination of whether the respondent has the financial capability to carry out the responsibilities as described in this solicitation is in TxDOT’s sole discretion.

16.5.3. Vendor performance rating through the CPA Vendor Performance Report:

http://www.txsmartbuy.com/vpts - Reference Terms and Conditions paragraph 2.11.

16.5.4. HUB Subcontracting Plan

16.6. A TxDOT evaluation committee will evaluate and score each response based on the established criteria described in this solicitation. Respondents must not contact members of the evaluation team. Responses will be evaluated according to the respondent’s ability to best satisfy TxDOT requirements. Submissions will be evaluated and scored on a weighted system to determine the response offering the best value.

16.6.1. Only responses that pass the criteria referenced in Pass/Fail will be reviewed and scored.

http://www.txsmartbuy.com/vpts

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16.6.2. Written responses will be evaluated as indicated below:

Respondent qualifications and experience 15%

Respondent’s approach to meeting the requirements detailed in the Statement of Work (SOW)

45%

Pricing 40%

16.7. TxDOT reserves the right to check references and include in scoring of the next evaluation phase.

16.8. Definitions Oral Presentation, Discussion, Revised Proposal, Negotiations:

16.8.1. Oral Presentation – A visual representation of the respondent’s proposal which should highlight the strengths and unique aspects of the respondent’s proposal and may include a site visit or a demonstration of the proposed solution and must provide answers to clarification questions from the evaluation team. The presentation must be drafted based on the agenda format provided and time allocated by TxDOT.

16.8.2. Discussion – A conversation between the respondent(s) and TxDOT to discuss the proposal. This meeting is to resolve outstanding or unanswered questions and for clarifications by both parties; will not include negotiations.

16.8.3. Revised Proposal – A revision to the original proposal based on clarifications and questions answered in the discussion phase.

16.8.4. Negotiations – This phase will include only those items that require finalizing. The negotiations may include, but not be limited to:

Exceptions to the terms and conditions, pricing, or additional items within the scope of work based on the respondent’s proposal.

16.9. Oral Presentations

16.9.1. TxDOT reserves the right to down select and invite the highest scoring respondents to participate in oral presentations.

16.9.2. If oral presentations are requested, TxDOT will advise each respondent in writing of the location, date, and time of the scheduled oral presentation.

A minimum of 14 business days’ notice will be given to the respondent(s) selected for the oral presentation phase. Attendance at the oral presentation is mandatory. Failure to attend the oral presentation at the location, date, and time designated by TxDOT will disqualify the response submitted by the respondent.

16.9.3. TxDOT may provide the respondent with a list of proposed key personnel required to attend and participate in the meeting.

16.9.4. Oral presentations, if conducted, will be evaluated as indicated below and scores will replace the written response scores:

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Respondent references and clarifications on qualifications and experiences

15%

Respondent’s approach to meeting the requirements detailed in the Statement of Work (SOW)

45%

Pricing from respondent’s original written proposal 40%

16.10. Discussions

16.10.1. TxDOT reserves the right to down select and invite the highest scoring respondents to participate in discussions and may request revised proposals.

16.10.2. If discussions are requested, TxDOT will advise each respondent in writing of the location, date, and time of the scheduled discussion. A minimum of 5 business days’ notice will be given to the respondent(s) selected for the discussion phase. Attendance at the discussion meeting is mandatory. Failure to attend the discussion meeting at the location, date and time designated by TxDOT will disqualify the response submitted by the respondent.

16.10.3. TxDOT may provide the respondent with a list of proposed key personnel required to attend and participate in the meeting.

16.10.4. Respondent’s assumptions and exceptions will be reviewed to ensure they do not de-scope or significantly change the solicitation, as advertised. Any questions regarding assumptions or exceptions will be sent to the respondent to discuss and address during the Discussions meeting. Any assumptions or exceptions requiring negotiations, refer to RFP paragraph xx.

16.10.5. When a revised proposal is requested, respondents must submit one clean and one red-lined version as instructed by TxDOT.

16.10.6. Discussions, if conducted, whether a revised proposal is requested or not, will be evaluated as indicated below and scores will replace the previous evaluation scores (i.e., written, or oral responses).

Respondent’s revised approach to meeting the requirements detailed in the Statement of Work (SOW)

60%

Respondent’s revised pricing 40%

16.11. Negotiations: TxDOT reserves the right to select and invite the highest scoring respondent(s) to participate in negotiations and may request a BAFO. TxDOT will conduct negotiations at a designated location and mutually agreed to date(s) and time for the meeting(s). When a BAFO is requested, respondents must submit one clean and one red-lined version as instructed by TxDOT.

NOTE: Any assumptions or exceptions taken by the down selected respondents (s) that require negotiations will also be addressed during these meetings(s).

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17. Post Award Meeting: The successful respondent(s) may be required to attend a post award meeting with TxDOT within 10 business days after the award. If a post award meeting is scheduled, TxDOT will advise each respondent in writing of the location, date, and time. The purpose of the meeting is to discuss the terms and conditions of the award and to provide additional information regarding the contract. The awarded vendor and TxDOT shall identify specific goals, strategies, and activities planned for meeting program area objectives.

18. Debriefing Meeting: A respondent who responded to the solicitation may request a debriefing meeting within 30 calendar days of the award being posted to the ESBD.

Respondent must request this meeting in writing from the purchaser listed on the solicitation.

TEXAS DEPARTMENT OF TRANSPORTATION

STATEMENT OF WORK

TxDOT 968-85-40194

DATED: MAY 2023

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HOUSEHOLD AND ESTABLISHMENT TRAVEL SURVEY SERVICES FOR THE

BRYAN-COLLEGE STATION, EL PASO, AND MIDLAND-ODESSA REGIONS

PUBLICATION

This statement of work (SOW) is a product of the Texas Department of Transportation (TxDOT).

This SOW may not be sold for profit or monetary gain. If this document is altered in any way, the header and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity.

1. SCOPE: This SOW is for services to provide travel surveys for Texas Department of Transportation’s (TxDOT) Transportation Planning and Programming Division. The purpose of this solicitation is to obtain information to update travel demand models for transportation planning. The travel survey project(s) in this solicitation must include the tasks listed in Paragraph 9.

2. LOCATION(S): Are specified on Attachment A – Special Requirements. TxDOT reserves the right to add or delete facilities serviced under the contract. TxDOT will provide 30 calendar day(s) written notice to the vendor for locations to be deleted or of any additional locations requiring service within the same area or region.

3. DEFINITIONS OF TERMS AND ACRONYMS

3.1. Contract – Any Purchase Order (PO) or Blanket Purchase Order (BPO) resulting from this solicitation as listed in the Order of Precedence in the resulting PO or

BPO.

3.2. FLSA – Fair Labor Standards Act

3.3. PM – Project manager

3.4. Household – All persons who occupy the same housing unit and share responsibilities and resources. A household may consist of a family, one person living alone, two or more families living together, or any other group of related or unrelated persons who make joint decisions and share resources.

3.5. Metropolitan Planning Organization (MPO): The policy board of an organization designated by local officials and the Governor of the state that is established to carry out the metropolitan transportation planning process for urbanized areas with populations greater than 50,000.

3.6. TxDOT – Texas Department of Transportation.

4. APPLICABLE LAWS AND STANDARDS: The vendor must provide the specified service requirements in accordance with all federal, state, and local applicable laws, standards, and regulations necessary to perform the services, including, but not limited to:

4.1. 2 Code of Federal Regulations (CFR) Part 200 Uniform Administrative

Requirements, Cost Principles and Audit Requirements for Federal Awards – Office of Management and Budget Circular relating to Cost Principles for state, local, and Indian tribal governments, including any amendments.

TxDOT 968-85-40194

DATED: MAY 2023

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4.2. ASTM E 1957-04 – Standard Practice for Installing and Using Pneumatic Tubes with Roadway Traffic Counters and Classifiers, latest edition.

4.3. Executive Order 11246 entitled “Equal Employment Opportunity” as amended by Executive Order 11375 and as supplemented in Department of Labor Regulations (Title 41 CFR, Part 60).

4.4. OMB Circular A-87 – Office of Management and Budget Circular relating to Cost Principles for State, Local and Indian Tribal governments, including any amendments.

4.5. OMB Circular A-102 – Office of Management and Budget Circular relating to Grants and Cooperative Agreements with State and Local Governments, including any amendments.

4.6. OMB Circular A-133 – Office of Management and Budget Circular relating to Audits of States, Local Governments and Non-Profit Organizations, including any amendments.

4.7. Title 23 Code of Federal Regulations (CFR) Part 450 – Planning and Assistance Standards, Subparts B and C, latest edition.

4.8. Title 42 U.S.C. §§ 2000d-2000d-7, with the exception of sections 2000d-5 and 2000d-6, also known as – Title VI of the Civil Rights Act of 1964, including any amendments.

4.9. Title 49 CFR Subtitle A – Office of the Secretary of Transportation, Parts 1-99, including any amendments.

5. BACKGROUND: TxDOT allows innovative survey proposals that are reliable, realistic and provide benefits such as lower cost, improved response, improved data quality, or reduced survey timelines or respondent burden. The data collection methodologies, survey materials and technologies should enable the capture of complete and accurate information for data fields specified in Attachment D - Data File Formats. The vendor must include a description of the proposed survey approach and document its successful deployment in similar projects. The advantages and disadvantages of any recommended techniques, as well as the vendor’s expertise with them, must be presented. Additionally, the planned use of any subcontractors must be documented in the proposal.

6. CURRENT ENVIRONMENT: TxDOT and Metropolitan Planning Organizations (MPO) need to update the basic travel information required for developing and calibrating trip generation and distribution models used in transportation planning. Long-range transportation planning efforts utilize traditional travel demand models that include trip generation, trip distribution, mode split (in some areas), and 24-hour vehicular traffic assignment for metropolitan areas within Texas.

7. VENDOR QUALIFICATIONS: The vendor must be a company or an individual engaged, or whose partners are engaged in the business of providing services for conducting household activity or establishment travel surveys to update travel demand models for government entities for a minimum of three years within the past five years. Years of experience of an individual(s) or partner(s) with a minimum of 25% ownership of the company can be applied to the company’s years in business. Recent start-up businesses do not meet the requirements of this solicitation.

NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business.

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8. VENDOR PERSONNEL QUALIFICATIONS AND REQUIREMENTS: The vendor must provide the following personnel with the listed qualifications:

8.1. PM must:

8.1.1. Have a minimum of three years’ experience within the past five years in project management for travel surveys or similar services

8.1.2. Have the knowledge and experience to meet the service requirements in this solicitation.

8.1.3. Be primarily responsible for the day-to-day operation of the service in accordance with the requirements of the contract.

8.1.4. Be a permanent staff employee and serve as a constant primary point of contact for TxDOT.

8.2. DATA MANAGER must:

8.2.1. Have a minimum of six months of experience within the last three years in verifying, editing, geocoding, and validating electronic data.

8.2.2. Be a permanent employee and must ensure accurate processing, geocoding, and correction of all survey data as described in the solicitation.

8.3. SURVEY SUPERVISOR (for workplace surveys only) must:

8.3.1. Have a minimum of three years of experience within the last five years in performing and supervising travel survey data collection.

8.3.2. Have the knowledge and experience to meet the service requirements in this solicitation. Each year of college or university attendance may be substituted for one year of experience in performing and supervising travel surveys up to a maximum of two years.

8.3.3. Be a permanent staff employee and assist the PM in ensuring proper preparation for and conduct of the survey.

8.3.4. Be present in the study area at all times when surveys or equipment are being set up, conducted, or shut down.

8.3.5. Ensure surveys and vehicle counts are conducted safely, properly, and courteously and that all deployed equipment is functioning properly.

8.3.6. Ensure that personnel are focused on their assigned task(s) and are not disturbed by mobile or electronic devices, fellow team members, or other potential distractions.

8.3.7. Ensure that intercept survey personnel are not using chairs or umbrellas in the survey area.

8.4. All personnel who will be driving to and from TxDOT work locations must:

8.4.1. Possess a valid driver license acceptable in the state of Texas.

8.4.2. Have no Driving Under Influence (DUI) or Driving While Intoxicated (DWI) incidents on driving record within the past three years.

8.4.3. Have no more than two moving violations on driving record within the past three years.

NOTE: TxDOT reserves the right to request proof of qualifications.

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9. SERVICE REQUIREMENTS: The vendor must:

9.1. Ensure all vendor employees attend a project orientation session and that TxDOT receive proof of this attendance prior to that employee beginning work on the survey. The date, time and place of the orientation must be agreed upon in advance by TxDOT and the vendor. A TxDOT representative may attend the orientation in person or remotely via teleconference or web conference.

9.1.1. An explanation of the survey goals and objectives.

9.1.2. Rules of conduct and attire, safety protocol, data collection tasks, procedures and responsibilities, and frequently asked questions.

9.2. Ensure that vendor employees who are removed from the survey for disciplinary action are not allowed to return to any TxDOT project.

9.3. Provide identification badges for all employees that may interact in person with the public. Identification badges must include the vendor name, person’s legal first name, last name, and a current photograph.

9.4. Require employees to wear identification badges at all times when interacting in person with the public.

9.5. Wear the same or similar shirt or vest while conducting surveys or fieldwork in groups. The shirts or vests may include the company logo, "travel survey crew," or "interviewer" as appropriate. Employees must be well groomed and neatly dressed, with clothing that is free of holes or tears.

9.6. Provide a company business card to all employees that may interact in person with the public. Business cards must contain a vendor contact name, email address and a toll-free telephone number for the public to address comments or questions regarding the survey.

9.7. Establish an email address and toll-free telephone number for addressing questions and comments regarding the survey prior to contacting prospective survey participants.

9.8. Have trained employees who are experienced in fielding travel survey questions from the public, available to answer calls from 7:00 a.m. to 9:00 p.m. on weekdays during the time surveys are conducted.

9.9. Maintain records of all questions or concerns received from members of the public regarding the survey. This information must be kept in electronic format and must be submitted to TxDOT upon request. For each correspondence received by the vendor from a member of the public, the following information must be documented in the log:

9.9.1. The date of the correspondence.

9.9.2. The time of the correspondence using military time in hours and minutes.

9.9.3. Specific details regarding the nature of purpose of the correspondence.

9.9.4. The individual’s name and organization.

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9.10. Use a TxDOT approved pre-recorded message at the project telephone number during weekends and from 9:00 p.m. to 7:00 a.m. on weekdays. The message must provide basic details about the survey, the project email address, the project website address (if applicable), as well as the time periods when a caller can call back to speak with an individual.

9.11. When requested by TxDOT, the vendor must assist with any media event to publicize or respond to questions regarding the survey.

9.12. Ensure all employees treat the public, TxDOT employees and the designated TxDOT representative(s) in a courteous and professional manner at all times.

Vendor employees must respect any privacy concerns or other reservations expressed by those with whom they interact.

9.13. Provide a primary point of contact.

9.14. Conduct driver license checks annually on vendor staff that drive to and from

TxDOT work locations to verify compliance with paragraph 8.4.

9.15. Ensure all personnel are fluent in English with the ability to receive, give, and understand written and oral instructions.

9.16. Ensure personnel are not excessively loud.

9.17. Ensure personnel do not use personal multi-media devices while performing services for TxDOT unless furnished by the vendor to facilitate communication with TxDOT or the vendor.

9.18. Conduct background checks using statewide DPS, Texas, and out-of-state county equivalent verification of criminal and sex offender background checks on all vendor’s permanent and temporary personnel scheduled to work on TxDOT projects prior to beginning service start-up. Upon award, supporting documentation confirming the completion of these comprehensive background checks may be subject to review upon request by TxDOT or the TxDOT designee, or both, prior to beginning the service. Failure to produce the requested documentation may be cause for cancellation of the contract. Background checks must be within the last year of contract execution date and must be completed on any new employees throughout the life of the contract. The background checks must include, but not be limited to, the following:

9.18.1. Social Security number verification.

9.18.2. Statewide criminal and sex offender records for all Texas counties and out-of-state county equivalents based on the current and previous addresses of the applicant for the past seven years.

9.19. LANGUAGE REQUIREMENTS: A minimum of one staff member who is fluent in both written and oral English and Spanish must be present during communications or interactions with any current or prospective survey participants that may be predominately Spanish speaking. This includes communications or interactions associated with recruitment, surveying, follow-up, or the fielding of questions and comments from individuals or organizations. The vendor must also adhere to the following language requirements:

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9.19.1. All surveys materials must be available in both English and Spanish and approved in writing by TxDOT prior to their use. This includes but is not limited to survey instruments, scripts, letters, websites, and applications.

The pilot may be conducted prior to translating survey materials into Spanish.

9.19.2. Data in the Spanish language must be translated into English before they are submitted to TxDOT.

9.20. SEXUAL HARASSMENT TRAINING: Vendor must:

9.20.1. Provide a sexual harassment training course to all employees, whether permanent, temporary or subcontractor, who work on any TxDOT survey during the term of the purchase order. Each of these employees must attend or have attended this course within the past year.

9.20.2. Possess and maintain an original, signed, and dated record of completion of sexual harassment training for all project employees, whether permanent, temporary or subcontractor staff. These training records or sign-in sheets must not be more than one year old.

9.20.3. Provide a copy of the sexual harassment training record for project employees, whether permanent, temporary or subcontractor, when requested by TxDOT.

9.20.4. Maintain a zero-tolerance policy on sexual harassment and immediately remove any employee from the survey if they are not adhering to the policy.

9.21. Begin work within 10 calendar days after the issuance of written authorization from the authorized TxDOT representative.

9.22. TASK A – START-UP AND IMPLEMENTATION PLAN:

9.22.1. Before beginning recruitment for the pilot survey, the vendor must develop, electronically submit (in Microsoft Word), and receive TxDOT approval for the following:

9.22.2. Survey Implementation Plan: The vendor must submit a detailed Survey Implementation Plan no later than 30 calendar days after the post award meeting unless otherwise agreed upon in writing between TxDOT and the vendor. It must be used to monitor the progress of the project.

Subsequent modifications may only be made with prior approval from TxDOT. The Survey Implementation Plan must include, but is not limited to, the following:

9.22.2.1. A logical sequence of tasks and deliverables included in each project period.

9.22.2.2. A clear definition of each task and deliverable.

9.22.2.3. A description of methodologies and materials to be used.

9.22.2.4. Staff requirements for each task and deliverable, including the use of any subcontractors and the names and roles of subcontractor personnel.

9.22.2.5. A target completion date for each task and deliverable.

9.22.2.6. Task and deliverable relationships and dependencies.

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9.22.2.7. A Quality Assurance Plan (Ref. Paragraph 12).

9.22.2.8. Sample design and stratification (if not provided in Attachment

A – Special Requirements).

9.22.2.9. For household surveys only: An action plan for addressing anticipated hard to fill cells in the target stratification.

9.22.3. Start-Up Documentation:

9.22.3.1. Proof of employee background checks, sexual harassment training, and project orientation must be submitted for all current employees prior to acceptance of the Start-up Documentation, with updated information for new employees to be submitted, as necessary, throughout the course of the project.

9.22.3.2. The vendor must submit verification that a project email address and toll-free number have been established prior to contacting prospective survey participants.

9.23. TASK B – DEVELOP SURVEY MATERIALS

9.23.1. Survey materials must be designed to collect the information identified in

Attachment D – Data File Formats. All survey materials to be used in the pilot, including survey instruments, scripts, letters, websites, and applications must be approved by TxDOT prior to commencement of the first travel date for the pilot survey. The vendor must submit survey materials to TxDOT for evaluation only after adequately reviewing and pre-testing them to ensure their proper function. The vendor must include TxDOT in the review and selection process for all survey imagery. TxDOT may provide, approve, replace, or require substitutions for survey imagery at its sole discretion.

9.23.1.1. Data collection methodologies and materials are described in

Attachment C – Survey Materials. Tools and materials used must allow for the successful completion of the survey regardless of participant’s preference or ability to use technologies such as computers, the internet or smartphones and applications.

9.23.1.1.1. For establishment surveys, sample scripts and

forms are provided. The vendor may make modifications.

9.23.1.1.2. For household surveys, the vendor must develop

the questions, tools, and materials to be used in the survey.

NOTE: TxDOT reserves the right to make modifications to the survey questions.

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9.24. TASK C – CONDUCT PILOT SURVEY:

9.24.1. The pilot survey is a practice survey to be conducted prior to finalization of the survey materials and procedures. The pilot survey is intended to test the instruments, tools, personnel, procedures, and training materials as well as the data collection and processing methods to be used in the regular survey. TxDOT, at its sole discretion, may decide not to perform Task C-Conduct Pilot Survey for any awarded project. TxDOT will advise the vendor in writing, within 10 calendar days after the post award meeting, if this task is not required. The vendor must not be permitted to invoice for any tasks that are not required by TxDOT. If the pilot survey is required, it must:

9.24.2. Begin no later than 30 calendar days after TxDOT’s approval of the survey materials unless otherwise stipulated by TxDOT.

9.24.3. Not count toward the sample requirement for the regular survey.

9.24.4. Entail the collection of the required number of surveys (Ref. Attachment A

– Special Requirements).

9.24.5. Include the required household, workplace, or commercial vehicle information (Ref. Attachment D - Data File Formats), as well as solicited respondent feedback regarding problems, potential improvements or positive features related to the survey experience and tools.

9.24.6. Entail the use of the same materials and methodology proposed for the regular survey. The pilot may be conducted prior to translating survey materials into Spanish.

9.24.7. Include a brief pilot survey memo that documents pilot results, lesson learned, and changes to be made to the regular survey materials and procedures with accompanying screenshots.

9.25. TASK D – FINALIZE SURVEY MATERIALS AND PROCEDURES:

9.25.1. TxDOT, at its sole discretion, may decide not to perform Task D-Finalize

Survey Materials and Procedures for any awarded project. TxDOT will advise the vendor in writing, within 10 calendar days after the post award meeting, if this task is not required. The vendor must not be permitted to invoice for any tasks that are not required by TxDOT. If Task D-Finalize Survey Materials and Procedures is required, changes to survey materials or procedures that were identified through the pilot survey or testing must be completed and finalized prior to the commencement of the first travel date for the regular survey. This includes, but is not limited to, changes to and finalization of survey instruments, scripts, letters, websites, applications, methodology, procedures, trainings, and translations.

9.25.2. All changes must be approved in writing by TxDOT, and screenshots may be requested for verification purposes.

9.26. TASK E – COORDINATE AND CONDUCT SURVEYS:

9.26.1. Survey Sample and Selection: TxDOT reserves the right to combine stratification cells during the data collection phase of any project. (Ref.

Attachment A – Special Requirements).

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9.26.2. The vendor must only use the finalized scripts and materials previously approved by TxDOT (Ref. Attachment C – Survey Materials.).

9.26.3. The vendor must collect the required household, workplace, or commercial vehicle information (Ref. Attachment D - Data File Formats).

9.26.4. Recruitment: The vendor must:

9.26.4.1. Contact individuals or establishments in the order they are listed in the randomized electronic data files to solicit participation.

9.26.4.2. Maintain a log of establishments or households contacted, including those considered non-responsive. The log must be kept in electronic format and submitted upon request by TxDOT. Log documentation must include:

9.26.4.2.1. Number of households or establishments the

vendor attempted to contact.

9.26.4.2.2. Number of households or establishments

contacted.

9.26.4.2.3. Name of individual contacted.

9.26.4.2.4. For establishment surveys: Name of workplace.

9.26.4.2.5. Phone number, address, and/or email address of

household contact or establishment.

9.26.4.2.6. Number of attempts to contact.

9.26.4.2.7. Date of attempted contact(s).

9.26.4.2.8. Final disposition of each attempted contact.

9.26.5. Progress Reports: The vendor must submit a monthly progress report.

These reports must be submitted between the first and fifth of each month unless otherwise agreed upon in writing between TxDOT and the vendor.

The progress…