OET26006495_Apr_2_26_solicitation_doc.pdf

Solicitation Number: OET26006495

RIDOT: Employee Training Program

Open Enrollment Technical Proposal (OET)

State of Rhode Island

April 01, 2026 - April 09, 2028

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General Header Information

OET26006495

No. OET26006495 Title: RIDOT: Employee Training Program Start Date: April 01, 2026 at 1:00:00 PM EDT End Date: April 09, 2028 at 1:00:00 PM EDT Vendor Q&A Start Date: April 01, 2026 at 1:30:00 PM EDT Vendor Q&A End Date: March 06, 2028 at 4:00:00 PM EST Estimated Total Value:

Who can respond to this bid? : All Vendors Description: OPEN ENROLLMENT: Rhode Island Dept. of Transportation is seeking to establish a three-year agreement for qualified vendors to design, deliver, and evaluate a comprehensive range of training programs that support the professional, technical, and safety development of employees at RIDOT as well as members of the Rhode Island municipal and tribal transportation workforce. These training programs will enhance employee skills, strengthen workplace effectiveness, and ensure compliance with applicable state and federal regulations. For more information, A) when viewing from public bid board, click on the “print/download solicitation” button in the upper right corner of this window, or B) vendor can login to their WebProcure account to view this solicitation in full.

Delivery Terms: Free On Board Destination Payment Terms: Vendor Specified Contact Information: State of Rhode Island

M. Scott Stephens 1 Capitol Hill 2nd Floor Providence RI, 02908 United States michael.stephens@purchasing.ri.gov

Contact Details: If you have any questions, please contact:

M. Scott Stephens 1 Capitol Hill 2nd Floor Providence RI, 02908 United States michael.stephens@purchasing.ri.gov

Selected Categories:

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Header Custom Fields:

OET26006495

General Solicitation Overview

OSP Vendor Instructions •Vendors must register in Ocean State Procures™ at www.ridop.ri.gov/vendor-registration/ to be able to submit solicitation responses and receive any potential solicitation award.

•Vendor "How to Register" in Ocean State Procures™ instruction and registration link can be found at Osp Vendor Registration | Rhode Island Division of Purchases (ri.gov).

•Vendor “How to Bid” in Ocean State Procures™ instruction can be found at OSP Vendor Online Training Center | Rhode Island Division of Purchases (ri.gov).

•Solicitation responses must be submitted in Ocean State Procures™. Any solicitation responses emailed, mailed, faxed, hand-delivered or mis-directed to other State locations shall not be accepted.

http://www.ridop.ri.gov/vendor-registration/ https://ridop.ri.gov/ocean-state-procures-osp/osp-vendor-registration https://ridop.ecms.ri.gov/vendors/vendor-training-and-guides-osp-system https://ridop.ecms.ri.gov/vendors/vendor-training-and-guides-osp-system

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Solicitation Requirements:

OET26006495

General Requirements

Confidential Documents Vendors may designate part or all of a document(s) as being ”confidential” on the applicable document(s) itself. A confidential designation for these purposes should only be applied to information which is deemed exempt from public disclosure pursuant to R.I. Gen. Laws § 38-2-2 or other applicable federal/State law, and may include but not be limited to the following: proprietary information; trade secrets; vendor financial records/statements; vendor bank account, ACH, and/or routing numbers; personally identifiable information of vendor staff/contractors; and FEIN and/or

Social Security Numbers.

Vendors are advised that upon submission of document(s) marked as “confidential”, the Vendor must also upload a redacted copy of the same document(s) which are suitable for public disclosure. Failure to upload a redacted copy, or submission of documents which are so excessively redacted as to thwart public disclosure requirements, may result in the Vendor’s proposal being deemed non-responsive to the solicitation in accordance with 220-RICR-30-00-

13(C)(6).

OSP Confidential Toggle Indicator Note: The toggle functionality in OSP to designate a document(s) as confidential is temporarily unavailable. If a vendor needs to indicate a document(s) as "confidential", do so within the document(s) itself and upload the file accordingly.

Questions Questions concerning this solicitation must be submitted to the Division of

Purchases’ eProcurement website, Ocean State Procures™, no later than the date and time indicated on the 'Overview' tab of this solicitation. All questions must be submitted in OSP to the 'Q&A Center', accessed via the 'Collaboration' tab of this solicitation. Questions submitted directly to the buyer of record and/or Division of

Purchases shall not be acknowledged. Submit each question individually with no attachments. Attachments shall not be acknowledged. No other contact with State parties is permitted.

Answers to questions received, if any, shall be posted on the solicitation record within Ocean State Procures™, as an addendum to this solicitation. It is the responsibility of all interested parties to monitor Ocean State Procures™ for any procurement related postings such as addenda.

Insurance Requirements

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In accordance with this solicitation, or as outlined in Section 13.19 of the General Conditions of

Purchase, found at https://rules.sos.ri.gov/regulations/part/220-30-00-13 and General Conditions -

Addendum A found at https://www.ridop.ri.gov/documents/general-conditions-addendum-a.pdf, the following insurance coverage shall be required of the awarded vendor(s) (marked with an "X"):

General Requirements:

a) [ x ] Liability - combined single limit of $1,000,000 per occurrence, $1,000,000 general aggregate and $1,000,000 products/completed operations aggregate.

b) [ x ] Workers compensation - $100,000 each accident, $100,000 disease or policy limit and

$100,000 each employee.

c) [ x ] Automobile liability - $1,000,000 each occurrence combined single limit.

d) [ ] Crime - $500,000 per occurrence or 50% of contract amount, whichever is greater.

Professional Services:

e) [ X ] Professional liability (“errors and omissions”) - $2,000,000 per occurrence, $2,000,000 annual aggregate.

f) [ ] Environmental/Pollution Liability when past, present or future hazard is possible -

$1,000,000 per occurrence and $2,000,000 aggregate.

g) [ ] Working with Children, Elderly or Disabled Persons – Physical Abuse and Molestation

Liability Insurance - $1 Million per occurrence.

Information Technology and/or Cyber/Privacy:

h) [ ] Technology Errors and Omissions - Combined single limit per occurrence shall not be less than $5,000,000. Annual aggregate limit shall not be less than $5,000,000.

i) [ ] Information Technology Cyber/Privacy – minimum limits of $5,000,000 per occurrence and

$5,000,000 annual aggregate. If Contract Party provides:

1) [ ] key back office services Contract Party shall have a minimum limit of $10,000,000 per occurrence and $10,000,000 annual aggregate;

2) [ ] if Contract Party has access to Protected Health Information as defined in HIPAA and its implementing regulations, Personal Information as defined in in R.I. Gen. Laws § 11-49.3-1, et seq., or as otherwise defined in the Contract (together Confidential Information”), Contract Party shall have as a minimum the per occurrence, per annual aggregate, the total rounded product of projected number of persons data multiplied by $25 per person breach response expense per occurrence; but no less than $5,000,000 per occurrence, per annual aggregate; or,

3) [ ] if the Contract Party provides or has access to mission critical services, network architecture and/or the totality of confidential data $20,000,000 per occurrence and in the annual aggregate.

https://rules.sos.ri.gov/regulations/part/220-30-00-13 https://www.ridop.ri.gov/documents/general-conditions-addendum-a.pdf

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Other:

Specify insurance type and minimum coverage required, (e.g. builder’s risk insurance, vessel operation (marine or aircraft):

j) [ ] Other - Specify insurance type and minimum coverage required

Late Bids Vendors must submit proposals in response to this solicitation electronically in Ocean State

Procures™ before the date and time listed on the “Overview” tab. Ocean State Procures™ will accept no submissions after the date/time listed in the “Overview” tab. Proposals must be uploaded to Ocean State Procures™ at https://webprocure.perfect.com/login on this solicitation utilizing the submission system as indicated above.

NOTE: Proposals misdirected to other State locations or those not presented to the Division of

Purchases in Ocean State Procures™ by the scheduled due date and time shall be determined to be late and shall not be accepted. Proposals mailed, hand-delivered, faxed or emailed to the

Division of Purchases shall not be accepted. The official time clock is online in Ocean State

Procures™. Vendors are solely responsible for having proper internet connectivity, browser compatibility, and/or a functioning computer system for use of Ocean State Procures™.

Vendor Registration Status in OSP and Potential Award If your vendor registration in OSP is in a “pending” status and your organization receives notice of tentative selection for a potential contract or purchase order award; you must log into your OSP account and complete your registration to include your W-9 upload and other requirements as defined in the award’s Tentative Letter of Selection. Your registration will then be reviewed by the state’s Supplier Coordinator to transition your registration from “pending” to “approved” status if all qualifications are met. Further instruction for an “approved” account can be found atOSP Quick

Start Guide (ri.gov)

Bid Clauses/Requirements

Award The State, at its sole discretion, reserves the right to make one or multiple awards for this solicitation and/or to reject any or all bids.

Bid Opening Notice to Bidders: Please be advised that the bid results relative to the within solicitation are preliminary. All bid submissions shall be evaluated by the Division of Purchases and the Agency to determine whether they are responsive to the solicitation and whether the vendor is responsible in accordance with the “State Purchases Act”, R. I. Gen. Laws § 37-2-1, et seq. and the Procurement

Regulations.

Contract Administrative Fee https://webprocure.perfect.com/Login https://ridop.ri.gov/sites/g/files/xkgbur616/files/documents/vendor-self-registration-quick-start-guide.pdf https://ridop.ri.gov/sites/g/files/xkgbur616/files/documents/vendor-self-registration-quick-start-guide.pdf

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In 2025, the General Assembly amended the “State Purchases Act” via R.I. Gen. Laws § 37-2-

12(b) to authorize the Chief Purchasing Officer to establish, charge and collect from State contractors a contract administrative fee not to exceed one-third of one percent (0.33%) of the total value of the annual spend against a contract awarded to a State contractor. All contract administrative fees collected pursuant to this subsection shall be deposited into a restricted receipt account which shall be used for the purposes of implementing, maintaining, or operating technology for the submission and processing of bids, online vendor registration, bid notification, and other costs related to State procurement including staffing. In accordance with this legislative initiative, the contract administrative fee shall be applicable to all Contracts/Purchase Orders issued by the State of Rhode Island except for those services whose fees are otherwise set in statute or exempt from competitive procurement pursuant to applicable provisions of 220-RICR-30-00-9 and

220-RICR-30-00-10. Therefore, effective January 1, 2026, all eligible contracts shall be assessed the 0.33% contract administrative fee.

Invoicing.

Awarded Vendors are responsible to collaborate with their organization’s accounting team to advise of the State’s process of withholding the 0.33% contract administrative fee as follows:

1.Vendors shall invoice the State in full at time of services rendered and/or goods delivered.

2.Upon approval, the State will pay the invoice, less the 0.33% administrative fee amount.

The legislative mandate requires the collected funds to be deposited into a restricted receipt account and the State complies with this by way of the State’s financial system withholding and transfer of those funds to the appropriate account at time of invoice payment. Exceptions to payment remittance format will not be considered.

Hourly Rate Specifics Hourly rate applies to hours worked on the job between 8:00 am - 5:00 pm, Monday - Friday.

Overtime hourly rate applies to all other hours including Saturday, Sunday and legal holidays.

B. Bidders are advised the award will be based on either regular, straight-time hourly rates or a periodic rate such as 500 hours, monthly or annually, depending on the specific requirements of a particular bid. Overtime rates, discounts, and other miscellaneous price-related items are required for informational purposes only. Overtime rates are to be paid in accordance with the provisions of the R. I. Department of Labor and Training employer handbook. Employees are to be compensated at one- and one-half times the applicable prevailing wage rate. Overtime rates exceeding one- and one-half times the regular hourly rates for Monday through Saturday and exceeding two times the regular rate for Sundays and holidays may be grounds for disqualification of the bid.

Master Price Agreement/Statewide Purchasing Agreement

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This solicitation will be used to establish a Master Price Agreement or Master Qualified Service

Provider list and, as such, has Statewide Applicability. Political Subdivisions (municipalities, institutions for higher education, municipal/state schools, quasi-public agencies), as authorized by law, may participate in this Agreement. For any orders with a political subdivision, all ordering and billing shall be between the vendor and the political subdivision.

Minority Business Enterprise Participation for Master Price Agreements

In accordance with RI Gen. Law § 37-14.1-1, it is the policy of the State of Rhode Island to support the fullest possible participation of firms owned and controlled by minorities (MBEs) and women

(WBEs). Pursuant to §§ 37-14.1-2 and 37-14.1-6, MBEs and WBEs shall be included in all State purchasing, including, but not limited to, the procurement of goods, services, construction projects, or contracts funded in whole or in part with State funds, or funds which, in accordance with a federal grant or otherwise, the State expends or administers. Vendors should be aware that each time an award is issued off this Master Price Agreement, an MBE Utilization Plan shall be submitted to the Division of Equity, Diversity & Inclusion for review and approval. Please note that

MBE participation credit shall only be granted for firms duly certified as MBEs and WBEs by the

State of Rhode Island, Department of Administration, Division of Equity, Diversity, and Inclusion, MBE Compliance Office (MBECO). The current directory of firms certified as MBEs or WBEs may be accessed at https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe or by contacting theMinority Business Enterprise

Compliance Office (MBECO) at 401-574-8606 or via email at mbe.compliance@doa.ri.gov.

Minority Business Enterprise Participation Acknowledgment Form for MPAs for Master Price Agreements

In accordance with RI Gen. Law § 37-14.1 et al., Vendors are required to complete and submit the

MBE Participation Acknowledgment Form as part of their proposal submission to join a qualified vendor list Master Price Agreement. Upload the fully executed form as a separate file with your technical proposal in Ocean State Procures™. Any Vendor proposals submitted without a fully executed MBE Participation Acknowledgment Form may constitute a technical omission in accordance with 220-RICR-30-00-13.3(C)(7), or deemed nonresponsive for failure to comply with

R.I. Gen. Laws § 37-14.1 et al. Vendors should note that this requirement is separate and distinct from the requirement to submit an MBE Utilization Plan each time an award is issued off this

Master Price Agreement.

RFPM Standard Specification

APPENDIX B. PROPOSER ISBE RESPONSIBILITIES AND

MBE/WBE PARTICIPATION MODIFIED FORM

https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe https://dedi.ri.gov/divisions-units/minority-business-enterprise-compliance-office/minority-business-enterprise-mbe mailto:mbe.compliance@doa.ri.gov

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Vendor’s ISBE Responsibilities (from 150-RICR-90-10-1.7.E)

1. Proposal of ISBE Participation. Unless otherwise indicated in the RFP, a Vendor must submit its proposed ISBE Participation Plan via sealed electronic submission at the time it submits its proposed total contract price. Upload the fully executed form as a separate file with your cost proposal in Ocean State Procures™ The Vendor shall be responsible for completing and submitting all standard forms adopted pursuant to 105-RICR-90-10-1.9 and submitting all substantiating documentation as reasonably requested by either the Using Agency’s MBE/WBE

Coordinator, Division, or DEDI including but not limited to the names and contact information of all proposed subcontractors and the dollar amounts that correspond with each proposed subcontract.

2. This form is intended to capture commitments between the prime contractor/vendor and

MBE/WBE subcontractors and suppliers, including a description of the work to be performed and the percentage of the work as submitted to the prime contractor/vendor. Please note that all

MBE/WBE subcontractors/suppliers must be certified by the MBE Compliance Office, and that

MBE/WBE subcontractors must self-perform 100% of the work or subcontract to another RI certified MBE in order to receive participation credit. Vendors may count 60% of expenditures for materials and supplies obtained from an MBE certified as a regular dealer/supplier, and 100% of such expenditures obtained from an MBE certified as a manufacturer. This form must be completed in its entirety and submitted at time of bid. Please complete separate forms for each MBE/WBE subcontractor/supplier to be utilized on the solicitation.

3. Change Orders. If during the life of the contract, a change order is issued by the Division, the

Vendor shall notify the DEDI of the change as soon as reasonably possible. Vendors are required to achieve their proposed ISBE Participation Rates on any change order amounts.

4. Notice of Change to Proposed ISBE Participation Rate. If during the life of the contract, the

Vendor becomes aware that it will be unable to achieve its proposed ISBE Participation Rate, it must notify the Division and DEDI as soon as reasonably possible. The Division, in consultation with DEDI, and the Vendor may agree to a modified ISBE Participation Rate provided that the change in circumstances was beyond the control of the Vendor or the direct result of an unanticipated reduction in the overall total project cost.

B. MBE/WBE Participation Plan Form:

The MBE/WBE Participation Plan form is located on the “Overview” tab. Vendors are required to complete, sign and upload to the “Attach Documents” tab in the “Price Evaluation Attachments” section. Please complete separate forms for each MBE/WBE subcontractor/vendor to be utilized on the solicitation.

OE Standard Specifications - Technical Proposal

SECTION 1. INTRODUCTION & INSTRUCTION AND

NOTIFICATIONS TO VENDORS

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This Open Enrollment (“OE”) solicitation will be used to establish a list of qualified vendors for a

Master Price Agreement ("MPA"). This OE may be awarded to one (1) or more qualified vendors at the sole discretion of the Division of Purchases. There is no guarantee of any level of purchasing activity by the State to any vendors listed on this OE. In other words, inclusion on the qualified vendor(s) list resulting from this solicitation shall not to be construed as a guarantee of a vendor being selected by user agencies, nor a commitment by the Division of Purchases that a vendor will receive business from the State, or its subdivisions. Services are sought on an “as-needed” basis.

Once need has been determined, utilization will be based on a number of factors, including, but not limited to price, expertise, and vendor availability. Selection of a vendor from the approved OE list is at the sole discretion of the user agency.

Through this OE solicitation vendors are permitted to submit a proposal to be considered for inclusion on the list at any time. All vendor proposals shall be evaluated under terms and conditions set forth in this solicitation. Proposals submitted after the initial submission date will be reviewed at the convenience of the State. If a vendor’s proposal is accepted, the vendor shall be placed on the qualified vendors list. If a vendor is further selected for a specific project pursuant to this OE, a purchase agreement will be issued subject to the terms and conditions stated herein.

The Division of Purchases may renew the OE on an annual basis or may cancel it at any time at

Division of Purchase’s convenience.

The Division of Purchases has the authority in its sole discretion to remove a vendor from the OE list if it is non-responsive to agency requests. The Division of Purchases reserves the right to review vendor qualifications on an ongoing basis and remove any vendor from the OE in its sole discretion.

Vendors on the approved OE list can be utilized by any State agency, and as a requirement of this solicitation, may also be utilized by quasi-governmental organizations, Rhode Island municipalities, and the Legislative and Judicial branches of Rhode Island government.

Vendor responses to this OE solicitation shall be evaluated on the basis of the relative merits of the proposal; there will be no public opening and reading of responses received by the Division of

Purchases pursuant to this solicitation other than to announce the names of vendors who have submitted proposals.

Instructions and Notifications to Vendors

1. Potential vendors are advised to review all sections of this solicitation carefully and to follow instructions completely, as failure to make a complete submission as described elsewhere herein may result in rejection of the proposal.

2. Alternative approaches and/or methodologies to accomplish the desired or intended results of this solicitation are solicited. However, proposals which depart from or materially alter the terms, requirements, or scope of work defined by this solicitation may be rejected as being non-responsive

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3. All costs associated with developing or submitting a proposal in response to this solicitation or for providing oral or written clarification of its content, shall be borne by the vendor. The State assumes no responsibility for these costs even if the solicitation is cancelled or continued.

4. Proposals are considered to be irrevocable for a period of not less than 180 days following the opening date, and may not be withdrawn, except with the express written permission of the State

Purchasing Agent.

5. All pricing submitted will be considered to be firm and fixed unless otherwise indicated in the proposal.

6. It is intended that an award pursuant to this solicitation will be made to a prime vendor, or prime vendors in the various categories, who will assume responsibility for all aspects of the work.

Subcontracts are permitted, provided that their use is clearly indicated in the vendor’s proposal and the subcontractor(s) to be used is identified in the proposal.

7. The purchase of goods and/or services under an award made pursuant to this solicitation will be contingent on the availability of appropriated fund.

8. Vendors are advised that all materials submitted to the Division of Purchases for consideration in response to this solicitation may be considered to be public records as defined in R. I. Gen. Laws

§ 38-2-1, et seq. and may be released for inspection upon request once an award has been made.

Any information submitted in response to this solicitation that a vendor believes are trade secrets or commercial or financial information which is of a privileged or confidential nature should be clearly marked as such. The vendor should provide a brief explanation as to why each portion of information that is marked should be withheld from public disclosure. Vendors are advised that the

Division of Purchases may release records marked confidential by a vendor upon a public records request if the State determines the marked information does not fall within the category of trade secrets or commercial or financial information which is of a privileged or confidential nature

9. Interested parties are instructed to peruse the Division of Purchases website on a regular basis, as additional information relating to this solicitation may be released in the form of an addendum to this solicitation.

10. In accordance with R. I. Gen. Laws § 7-1.2-1401 no foreign corporation has the right to transact business in Rhode Island until it has procured a certificate of authority so to do from the Secretary of State. This is a requirement only of the successful vendor(s). For further information, contact the

Secretary of State at (401-222-3040)

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11. In the Vendor Certification Questionnaire, question “Certifications 11.”, bidders shall certify agreement to the State’s contract terms. However, in accordance with Section 220-RICR-30-00-

13.3(C)(3) of the General Conditions, the Vendor may submit in their bid or proposal, “[q]ualified or conditional offers which impose limitations of the Vendor’s liability or modify the requirements of the solicitation, offers for alternate specifications, or offers which are made subject to different terms and conditions, including form contracts, other than those specified by the State.” However, qualified or conditional offers may be, at the sole discretion of the State Purchasing Agent:

1.Rejected as being non-responsive; or, 2.Set aside in favor of the requirements set forth in the solicitation (with the consent of the Vendor);

or, 3.Accepted, if the State Purchasing Agent determines in writing that such acceptance is in the best interest of the State.

By submitting a conditional or qualified offer, the Vendor bears the risk of their bid or proposal being considered non-responsive; however, prior to finding a vendor non-responsive, the

Department shall give the vendor the opportunity to withdraw their requested, qualified terms. In the event the State receives a conditional or qualified offer, the State reserves the right to conduct a best and final offer process offering the same terms to all vendors and/or reject a qualified/conditional proposal as being non-responsive at any time during the review process. The

Vendor should not assume that any further negotiation will occur upon selection.

In addition to the above, interested parties may submit questions relative to any terms and conditions (including but not limited to insurance requirements, limitation on liability, warranties, ownership, etc.) during the Q-and-A process for evaluation and response by the State during the open solicitation period. Please refer to the stated Q-and-A deadline under the “General Header

Information” section and procedural instructions for question submissions in the “Questions” section at the beginning of this document for additional information.

SECTIONS 2 - 6. STANDARD OE SOLICITATION

SPECIFICATIONS

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SECTION 2. AGENCY SOLICITATION SPECIFICATIONS

See the “Overview” tab of this solicitation for the Agency Solicitations Specifications document which includes the following:

•Section A. Background

•Section B. Scope of Work and Requirements

•Section C. Proposal

•Section D. Evaluation and Selection – Solicitation Specific

•Additional sections may be provided, as necessary

SECTION 3: EVALUATION AND SELECTION - STANDARD

Proposals shall be reviewed by a technical evaluation committee (“TEC”) comprised of staff from

State agencies. The TEC first shall consider technical proposals.

The Division of Purchases reserves the right to select the vendor(s) or firm(s) (“vendor”) that it deems to be most qualified to provide the goods and/or services as specified herein; and, conversely, reserves the right to cancel the solicitation in its entirety in its sole discretion.

Points shall be assigned based on the vendor’s clear demonstration of the ability to provide the requested goods and/or services. Vendors may be required to submit additional written information or be asked to make an oral presentation before the TEC to clarify statements made in the proposal.

A. Technical Proposal Evaluation:

See the “Agency Solicitation Specifications” document provided on the “Overview” tab on this solicitation in Ocean State Procures™ for details.

B. Price Quotes Evaluation:

If/when an agency has a specific project which requires the services of an OE vendor as described in this solicitation, the agency shall issue a scope of work (mini-bid) to the vendor(s) on the qualified OE vendor(s) list for price quotes. Quotes then shall be evaluated by the agency. If there are MBE/WBE/VBE certified vendors on the qualified OE vendors list, a minimum of one (1) of the three (3) quotes shall be from a MBE/WBE/VBE certified vendor(s). Vendors contacted for a quote are required to provide a quote timely.

If the agency provides a quote template, then vendors shall use the template as provided and formatted. Any time and material rates for services shall be provided in a separate quote and shall be considered by the agency and incorporated into the agreement. Any rates provided represent a maximum rate and nothing herein prevents the agency from comparing rates between vendors and or conducting a subsequent Mini Bid between qualified OE list vendors to get the best price possible for a specific project. The agency may rank and/or give preference to vendors with the lowest rates provided.

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NOTE: See “Agency Solicitation Specifications” document, “Section D. Evaluation and

Selection – Solicitation Specific” on the “Overview” tab of this solicitation for further evaluation information.

SECTION 4. PROPOSAL CONTENTS

Proposal responses must be uploaded to the “Attach Documents” tab in Ocean State Procures™ as indicated below. Any proposals submitted incorrectly may be deemed non-responsive.

A. Proposals shall include the following:

1. Respond to the required “Questionnaire” tab by completing the Vendor Certification

Questionnaire.

2. Upload the following files to the “Attach Documents” tab as separate files: Technical Proposal and MBE Participation Acknowledgment Form.

B. Formatting of proposal response contents should consist of the following:

1.Formatting of Files – File(s) are required for the Technical Proposal. All files submitted must be labeled with:

a. Vendor’s name

b. Solicitation # (DO NOT include the Solicitation title)

c. File Name; Technical Proposla or MBE Participation Acknowledgment Form

Vendors are responsible for testing their files before submission as the Division of Purchase’s inability to open or read a file may be grounds for rejection of a vendor’s proposal. All files should be readable and submitted with no instructions to download files from any external resource(s). If a file is partial, corrupt or unreadable, the Division of Purchases may consider it “non-responsive”.

Please note that files submitted, shall not be returned.

2. Formatting of written documents:

1.For clarity, proposal documents shall be type-written. All proposal documents shall be formatted to single-space, with 1” margins on 8.5”x 11” paper setting using a font of 12-point Times New Roman.

2.All pages of the proposal are to be sequentially numbered in the footer, starting with number 1 on the first page of the narrative (this does not include the cover page or table of contents) through to the end, including all forms and attachments. The vendor’s name should appear on every page, including attachments. Each attachment should be referenced appropriately within the proposal section and the attachment title should reference the proposal section it is applicable to.

3.If the solicitation includes a proposal template for vendor use, it shall be typed using the formatting provided in the template.

SECTION 5. PROPOSAL SUBMISSION

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Vendors must submit proposals in response to this solicitation electronically in Ocean State

Procures™ before the date and time listed on the “Overview” tab. Ocean State Procures™ will accept no submissions after the date/time listed in the “Overview” tab. Proposals must be uploaded to Ocean State Procures™ at https://webprocure.perfect.com/login as indicated above.

NOTE: Proposals misdirected to other State locations or those not presented to the Division of

Purchases in Ocean State Procures™ by the scheduled due date and time shall be determined to be late and shall not be accepted. Proposals mailed, hand-delivered, faxed or emailed to the

Division of Purchases shall not be accepted. The official time clock is online in Ocean State

Procures™. Vendors are solely responsible for having proper internet connectivity, browser compatibility, and/or a functioning computer system for use of Ocean State Procures™.

SECTION 6: CONCLUDING STATEMENTS

Notwithstanding the above, the Division of Purchases reserves the right to award on the basis of cost alone, to accept or reject any or all proposals, and to award in the State’s best interest.

Proposals found to be technically or substantially non-responsive at any point in the evaluation process will be rejected and not considered further.

If a Vendor is selected for an award, no work is to commence until a purchase order is issued by the Division of Purchases.

The State’s General Conditions of Purchase shall be the contractual terms and conditions between the parties upon issuance of a Purchase Order by the Division of Purchases. The State’s General

Conditions of Purchase can be found at https://rules.sos.ri.gov/regulations/part/220-30-00-13 and addenda can be found at https://ridop.ri.gov/rules-regulations/.)

RIDOT Required Forms

Certification Regarding Debarment Please attach completed Certification Regarding Debarment form.

Conflicts Disclosure Policy Please attach completed Conflicts Disclosure Policy form.

Lobbying Form Please attach completed Lobbying form.

USDOT Standard Title VI Assurances for Contractors Please attach completed USDOT Standard Title VI Assurances for Contractors form.

RIDOT Professional Services Requirements

Access to Third Party Consultant Records https://webprocure.perfect.com/Login https://rules.sos.ri.gov/regulations/part/220-30-00-13 https://ridop.ri.gov/rules-regulations/

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The Consultant agrees to require their third-party contractors and third- party subcontractors at each tier to provide to the U.S. Secretary of Transportation and the Comptroller General of the

United States or their duly authorized representatives, access to all third-party contract records as required by 49 U.S.C. § 5325(g). The Consultant further agrees to require, and assures that its subcontractors require, their third-party contractors and third-party subcontractors, at each tier, to provide sufficient access to third party procurement records as needed for compliance with Federal laws and regulations or to assure proper Project management as determined by Federal regulation.

Americans with Disabilities Act (ADA) In accordance with Section 504 of the Rehabilitation Act of 1973,asamended29U.S.C.§794,the

Americans with Disabilities Act of 1990,asamended,42 U.S.C. § 12101 et seq., the Architectural

Barriers Act of 1968, as amended, 42 U.S.C. § 4151 et seq., the Consultant agrees that no qualified handicapped person shall, on the basis of handicap, be excluded from participation in, be denied the benefits of, or otherwise be subjected to discrimination under any program or activity which receives Federal financial assistance.

Certification Regarding Lobbying

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The Respondent certifies, to the best of their knowledge and belief, that:

1.No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement.

2.If any funds other than Federal appropriated funds have been paid or will be paid to any person for making lobbying contacts to an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form--LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions [as amended by "Government wide Guidance for New Restrictions on Lobbying," 61 Fed. Reg. 1413 (1/19/96). Note: Language in paragraph (2) herein has been modified in accordance with Section 10 of the Lobbying Disclosure Act of 1995 (P.L. 104-65, to be codified at 2 U.S.C. 1601, et seq.)]

3.The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, sub-grants, and contracts under grants, loans, and cooperative agreements) and that all subcontractors shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

[Note: Pursuant to 31 U.S.C. § 1352(c)(1)-(2)(A), any person who makes a prohibited expenditure or fails to file or amend a required certification or disclosure form shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such expenditure or failure.]

Conflicts of Interest

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Respondents shall require proposed team members to identify potential conflicts of interest or a real or perceived competitive advantage relative to this procurement. Respondents are notified that prior or existing contractual obligations between a company and a federal or state agency relative to the Project may present a conflict of interest or a competitive advantage. RIDOT, in its sole discretion, will make a determination relative to potential organizational conflicts of interest or a real or perceived competitive advantage, and its ability to mitigate such a conflict. Failure to abide by

RIDOT’s determination in this matter may result in a proposalbeingdeclarednon-responsive.Conflictsofinterestandarealorperceivedcompetitive advantage are described in state and federal law, and, for example, may include, but are not limited to the followingsituations:

a. An organization or individual hired by RIDOT to provide assistance in the development of

RFPs.

b An organization or individual with a present or former contract with RIDOT to prepare planning, environmental, engineering, or technical work product for the Project, and has a potential competitive advantage because such work product is not available to all potential Respondents in a timely manner prior to the procurement process.

Financial Review Report In conformance with RIDOT TAC-0255, “Financial Statements for Professional Services Contracts” the selected Consultant(s) will be required to submit a current Financial Review Report. A Financial

Review Report is a CPA-performed examination of a company's financial records that reports on the plausibility of its financial statements. Alternatively, current Audited Financials may be submitted. Financial Compilations are not acceptable. Failure to submit a Financial Review Report or Audited Financials may result in disqualification or delay in award.

Internal Control Systems Respondents must have internal control systems in place that meet federal requirements for accounting. These systems must comply with requirements of 48 CFR 31, “Federal Acquisition

Regulations, Contract Cost Principles and Procedures,” 23 CFR 172, “Procurement, Management, and Administration of Engineering and Design Related Services” and 2 CFR 200 Uniform

Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards.”

No Federal Obligation to Third Parties

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The Consultant acknowledges and agrees that, notwithstanding any concurrence by the Federal

Government in or approval of the solicitation or ward of the underlying Contract, absent the express written consent of the Federal Government, the Federal Government is not a party to this Contract and shall not be subject to any obligations or liabilities to the Recipient, Consultant or any other party (whether or not a party to that Contract) pertaining to any matters resulting from the underlying Contract. The Consultant agrees to include the above clause in each subcontract financed in whole or in part with Federal Assistance provided by FHWA. It is further agreed that the clause shall not be modified, except to identify the subcontractor who will be subject to its provisions

Program Fraud and False and Fraudulent Statement or Related Acts The Consultant acknowledges that the provisions of the Program Fraud Civil Remedies Act of

1986, as amended, 31 U.S.C. § 3801 et seq. and US DOT regulations, “Program Fraud Civil

Remedies” 49 CFR Part 31 apply to its actions pertaining to the Project. Upon execution of the underlying contract, the Consultant certifies or affirms the truthfulness and accuracy of any statement it has made, it makes, it may make, or cause to be made, pertaining to the underlying contract or the FHWA assisted project for which this contract work is being performed. In addition to other penalties that may be applicable, the Consultant further acknowledges that if it makes, or causes to be made, a false, fictitious or fraudulent claim, statement, submission, or certification, the

Federal Government reserves the right to impose the penalties of the Program Fraud Civil

Remedies Act of 1986 on the Respondent to the extent the Federal Government deems appropriate.

The Consultant also acknowledges that if it makes, or causes to be made, a false, fictitious or fraudulent claim, statement,, submission, or d certification to the Federal Government under a contract connected with a project that is financed in whole or in part with Federal assistance originally awarded by FHWA under the authority of 49 U. S. C. Chapter 53, the Government reserves the right to impose the penalties of 18 U S C § 1001 and 49 U S C § 5323(I) on the

Consultant, to the extent the Federal Government deems appropriate.

The Consultant agrees to include the above two clauses in each subcontract financed in whole or in part with Federal Assistance provided by FHWA. It is further agreed that the clauses shall not be modified, except to identify the subcontractor who will be subject to the provisions.

Requirement to Keep Team Intact

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The personnel proposed by the Respondent, shall remain on the Respondent’s team for the duration of the procurement process and for the duration of the contract. If circumstances require a proposed change, they must be submitted in writing to RIDOT. The Department will determine whether to authorize a change. Unauthorized changes to the Respondent’s team at any time during the procurement process may result in the elimination of the Respondent from further consideration.

Required Registration Consultant firms and their engineering sub-consultants shall maintain the required registration in the State of Rhode Island as a Professional Engineer for the contract term. Non-engineering sub-consultants or sub-contractors shall also possess any required registrations pertaining to their type of business in the State of Rhode Island for the lifetime of the Contract

SAM.gov The selected consultant will be required to have an active registration in SAM (System for Award

Management) prior to contract award. Respondents are encouraged to register as part of the procurement process. The System for Award Management is an official website of the U.S.

government and there is no cost to use SAM.

Termination of Contract RIDOT may terminate the entire Contract, or any portion thereof, when the Vendor is prevented from proceeding with the prescribed work for any of the following reasons:

1.An Executive Order of the President of the United States with respect to the prosecution of war;

in the interest of national defense; or any civil emergency or natural disaster.

2.An Executive Order of the Governor of the State with respect to a natural disaster or civil emergency.

3.Court orders relating to energy consumption, and orders or injunctions obtained by third party action resulting from national or local environmental protection laws.

4.Discovery of unanticipated archaeological artifacts of a significant nature that would require extensive and time-consuming delays in the work for the purposes of identification, evaluation, and possibly recovery.

5.Occurrence of an unanticipated environmental situation of a significant nature that would require extensive and time-consuming delays in the work for the purposes of identification, evaluation, and possibly mitigation.

6.Any other circumstances beyond the control of either the Department or the Consultant that precludes the orderly prosecution or completion of the work and that is in the public interest.

General Requirements Acknowledgement

Acknowledge you have read all the requirements by selecting yes/no Vendor Solicitation Contact

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Company Street Address City, State & Zip Code Contact Email Phone (include extension)

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Questionnaire:

OET26006495

Vendor Certification Questionnaire Description: Vendors must respond to every statement. Vendors must provide all relevant information.

Bid proposals submitted without a complete response may be deemed nonresponsive.

Disclosures 1. State whether the Vendor, or any officer, director, manager, stockholder, member, partner, or other owner or principal of the Vendor or any parent, subsidiary, or affiliate has been subject to suspension or debarment by any federal, state, or municipal governmental authority, or the subject of criminal prosecution, or convicted of a criminal offense within the previous 5 years. If “Yes,” provide details below in Disclosures #5.

Type YES/NO Is Required Y

Disclosures 2. State whether the Vendor, or any officer, director, manager, stockholder, member, partner, or other owner or principal of the Vendor or any parent, subsidiary, or affiliate has had any contracts with a federal, state, or municipal governmental authority terminated for any reason within the previous 5 years. If “Yes,” provide details below in Disclosures #5.

Type YES/NO Is Required Y

Disclosures 3. State whether the Vendor, or any officer, director, manager, stockholder, member, partner, or other owner or principal of the Vendor or any parent, subsidiary, or affiliate has been fined more than $5000 for violation(s) of any Rhode Island environmental law(s) by the Rhode Island Department of Environmental Management within the previous 5 years. If “Yes,” provide details below in Disclosures #5.

Type YES/NO Is Required Y

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Disclosures 4. State whether any officer, director, manager, stockholder, member, partner, or other owner or principal of the Vendor is serving or has served within the past two calendar years as either an appointed or elected official of any state governmental authority or quasi-public corporation, including without limitation, any entity created as a legislative body or public or state agency by the general assembly or constitution of this state. If “Yes,” provide details below in Disclosures #5.

Type YES/NO Is Required Y

Disclosures 5. Disclosure Details - If a "Yes" was provided in Disclosures 1-4, provide details here (attach document if additional space needed) - OR - Type "N/A" if all responses were "No".

Type TEXT Is Required Y

Ownership Disclosure 1. Depending on the structure of the Vendor’s business operation, provide one of the following: 1. If the Vendor is privately held, the Vendor shall provide ownership information. For each individual, provide his or her name, position with the Vendor and the percentage of ownership. If applicable, also list each intermediate parent company and the ultimate parent company of the Vendor. 2.If the Vendor is publicly held, the Vendor shall provide owner information about only those stockholders, members, partners, or other owners that hold at least 10% of the record or beneficial equity interests of the Vendor. List each officer, director, manager, stockholder, member, partner, or other owner or principle of the Vendor to include each individual’s name, position with the Vendor, and the percentage of ownership. If applicable, also list each intermediate parent company and the ultimate parent company of the Vendor. Attach document if additional space needed.

Type TEXT

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Certifications 1. The Vendor will immediately disclose, in writing, to the State Purchasing Agent any potential conflict of interest which may occur during the term of any contract awarded pursuant to this solicitation. If “No,” provide details below in Certifications #12.

Type YES/NO Is Required Y

Certifications 2. The Vendor possesses all licenses and anyone who will perform any work will possess all licenses required by applicable federal, state, and local law necessary to perform the requirements…