Pre-Proposal Conference Guide.pdf

RFP 3522R11 – Autonomous Truck Mounted Attenuator Hardware and Software Pre-Proposal Conference Guide

PRE-PROPOSAL CONFERENCE GUIDE

Instructions to complete:

1. Introduction.

Good afternoon, my name is Nicholas Gotwalt and I am the Issuing Officer for 3522R11 – Autonomous Truck Mounted Attenuator (ATMA) Hardware and Software. Other Commonwealth personnel present are Kevin Tobias, the Program Manager from the Strategic Development and Implementation Office and Crystal Spriggs from the Bureau of Workforce and Business Opportunity. They will formally introduce themselves and provide further details regarding their involvement in this project during the Technical overview and Diversity program presentation. I will also read any questions we have received via JAGGAER and the answers to those questions, if available. Q & A sessions will also take place after the Technical overview and Diversity Program presentation. Only General questions regarding the Diversity Program may be verbally asked during this conference but questions specific to the RFP must be submitted via the RFP’s Q & A Board in

JAGGAER.

In order to facilitate the Technical questions and answers portion of the conference, please email me your questions at ngotwalt@pa.gov, and we will attempt to answer on this call. Any answers provided during this conference are not final until posted in the RFP in JAGGAER.

2. Purpose of the Pre-proposal Conference.

The purpose of this Pre-proposal Conference is:

a. To furnish you some of the background leading to the issuance of this project;

b. To emphasize those requirements of the project we consider especially important;

c. To point out some areas that had been an obstacle for Offerors in the past.

3. Prime and Subcontractor introductions.

I will now ask for all outside participants to please introduce yourselves and your company. Also, please state if your company is qualified under the Diversity

Programs contained in the RFP.

(Outside participants introduce themselves).

4. Technical Background and Vendor Questions.

I will now ask the Commonwealth attendees, supporting the Technical portion of the RFP, to formally introduce themselves and provide a brief overview of their role in the RFP.

(Introduction and Program Area reads the following):

Please see Slide Show in packet.

Thank you Kevin.

The Department received 0 questions via JAGGAER to date concerning the Technical portion of the project. I will read the questions, and the answers, if available. We ask that you please locate the question on the Vendor Q & A Board in JAGGAER to submit any follow up questions.

We will now attempt to answer any other Technical questions, that have been submitted via email, that you may have. Does anyone have any Technical questions at this time?

5. Diversity Program(s).

Crystal Spriggs will now present information on the Diverse Business (DB) Program. We will open up the Q & A for participants on this call after the presentation. If you are participating via Microsoft Teams, you will be able to see the presentation. If you called in, the presentation is available in the JAGGAER RFP Buyer Attachments named “Pre-Proposal Conference DB Presentation”.

(Diversity program presentation via Microsoft Teams)

Thank you Crystal.

The Department received 0 questions via JAGGAER to date concerning the Diversity program. I will read the questions, and the answers, if available. We ask that you please locate the question on the Vendor Q & A Board in JAGGAER to submit any follow up questions.

Does anyone have any general questions regarding the Diversity program(s)?

Questions specific to the RFP must be asked via the RFP Q & A Board in

JAGGAER.

Diversity Program Q & A session

6. Critical Points in the RFP. To minimize delays in proposal evaluation and to avoid rejection of your proposal, read the RFP carefully and submit a complete proposal.

Our evaluation will be based almost entirely on what is submitted by you.

a. Questions must be asked via the JAGGAER Q & A Board.

b. All Questions must be asked separately. Combining questions into one Document, and attaching to a question within the Q & A Board, is not permitted.

c. All RFP documents must be properly signed by the Offeror.

d. Proposals will be submitted through JAGGAER and will consist of # components.

i. Technical Submittal (65% of the total score)

ii. Cost Submittal (35% of the total score)

iii. PennDOT’s Diverse Business (DB) Submittal. The PennDOT DB program is not a goal setting program, but all Good Faith Efforts must be documented and provided with your DB submittal.

e. Please ensure that all required forms and documents are submitted with complete and accurate information, or your proposal may be rejected.

f. If there are any assumptions included in the cost submittal, your proposal may be rejected.

g. If you state that the proposal is contingent on negotiation of offeror terms and conditions, your proposal may be rejected.

Closing Statements. If you have not already provided the information, please email me your company’s contact information, including full address, phone and email as well as a short description of the services you provide and if you would participate in the project as a Prime or a sub. I will compile a spread sheet of this meeting’s attendees and add the document into the RFP JAGGAER Buyer Attachments within the next two days. Again, answers provided at this conference are not final until posted in the JAGGAER Q & A Board. We would like to thank you for your time and interest in PennDOT’s RFP 3522R11. Vendor questions are due by 4:30 PM on March 27, 2025 and the RFP will close at 4:30 PM on April 10, 2025. Please continue to monitor JAGGAER, and the DGS eMarketplace website, in the event of any changes to this procurement.

Thank you and have a nice day.

TRANSFORMATIONAL

TECHNOLOGY DIVISION

PRE-PROPOSAL CONFERENCE FOR

AUTONOMOUS TRUCK MOUNTED

ATTENUATOR (ATMA) OUTLINE

KEVIN R. TOBIAS – ADMINISTRATIVE SPECIALIST

MARCH 21, 2025

• PennDOT is committed to the safety and welfare of each highway worker while completing necessary improvements to the Commonwealth highways. To honor this pledge, PennDOT is committed to provide the necessary equipment to ensure their safety. To this end, the department will be purchasing equipment to install on an existing attenuator truck to make that truck autonomous

• As a result of the increase in highway worker injuries and deaths on the nations highways, the deployment of a ATMA on an existing PennDOT safety truck will seek to eliminate any and all highway worker related accidents.

PROBLEM STATEMENT AND PURPOSE

• An ATMA truck follows the path of lead maintenance vehicles by using connected and automated vehicle technology. The lead vehicle leaves “electronic bread crumbs” for the ATMA to follow, allowing the ATMA to operate autonomously. The ATMA follows or replicates the human leader's driving maneuvers. The leader vehicle is continuously transmitting highly accurate speed, position, and heading information to the follower so that the follower can replicate the leader's path while maintaining a specified gap distance (set by the human operator). Radar and other sensors on the front and side of the follower vehicle provide obstacle detection capabilities and may stop the follower vehicle if an object is detected in the vehicle's intended path. Emergency stop buttons in the lead vehicle provide a method to stop the follower, and push buttons on the exterior of the follower vehicle provide a method of stopping and shutting the vehicle down in case of emergency.

SYSTEM DESCRIPTION

TECHNICAL SPECIFICATIONS

Maximum operating speed in automated mode 20 mph

Vehicle Gap: 25ft.-150ft (velocity dependent)

Position Accuracy: +/- 6 inches (max. relative to leader vehicle)

Navigation: GPS based and needs to operate in seamlessly in GPS denied environments

E-Stops: 3 cab external, 1 cab external

Pictured is the vehicle PennDOT plans to use for deployment of the ATMA project.

• Please review the Technical Submittal for Tasks and Deliverables.

• Located in the Buyer Attachments Section in JAGGAER.

TASKS AND DELIVERABLES

• Remove driver from the maintenance truck

• Decrease risk of operations

• Increase efficiency of operations

• Pursue cutting-edge technology to improve highway management

GOALS

FOLLOW PENNDOT

www.pa.gov/penndot www.pa.gov/dmv

PennsylvaniaDepartmentofTransportation

PennDOTNews PennsylvaniaDOT

PennDOTSec

PennDOTSec

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PennsylvaniaDOT

PA Department of Transportation Diverse Business (DB) Program Good Faith Effort Requirements

DATE: MARCH 21, 2025

Prepared for

RFP 3522R11

ATMA Hardware and Software Pre-Proposal Conference

DIVERSE BUSINESS PROGRAM

Update

EO-386

EO-387

EO-402DB

EO-15

DB Participation For

Non-Federally Funded project Exhibit

New

DB GFE

Documentation Log

• Created by Act 89 of 2013

• Now PA Code Section 303, Title 74

• Applicable to PennDOT, the PA Turnpike

Commission, and Local Transportation Organizations

• Applies to 100% state-funded projects

• Construction

• Professional Services

• Design Professional Service; Legal Services;

Advertising or Public Relations Services; Consulting Services; or Computer & Information Technology Services

Diverse Business (DB) Participation Program

What is a Diverse Business?

Diverse Business is defined as:

• Disadvantaged business

• Minority owned business

• Woman owned business

• Service-disabled veteran owned business

• Veteran owned small business

• National Minority Supplier Development Council

• Women’s Business Enterprise National Council

• U.S. Small Business Administration

- (8A)

- Veteran Small Business Certification (VetCert)

• Pennsylvania Unified Certification Program for a Disadvantaged Business Enterprise

DB Third Party Certifying Agencies

• Work to solicit DBs must be performed when the proposal is being developed

• Must be certified by a third-party certifying organization

• Failure to submit will result in non-compliance

DIVERSE BUSINESS PROGRAM REQUIREMENTS

NON-ECMS DIVERSE BUSINESS VERIFICATION (EO-386 FORM)

• Good faith effort documentation due seven

(7) calendar days after notification to the successful offeror

• Offeror must immediately notify PennDOT when it becomes necessary to replace a DB

• Good faith efforts required through life of the project

DIVERSE BUSINESS PROGRAM REQUIREMENTS

SUCCESSFUL OFFEROR’S OR BIDDER’S INTENT TO SUBCONTRACT STATEMENT

(THE EO-387 FORM)

• Selecting portions of the work to be performed by DBs

• Provide DBs with sufficient bidding information and adequate time to respond

• Negotiating in good faith with DBs

• Provide proof of GFE

GOOD FAITH EFFORT REQUIREMENTS (GFE)

GFE TOOL

• DBs are not rejected without sound reasons based upon their capability

• Efforts to assist DBs in obtaining equipment, supplies, materials, or related services

• Track record of firm

• Not required to accept unreasonable or excessive fees

GOOD FAITH EFFORT REQUIREMENTS

• Offerors are encouraged to use and consider second-tier subcontractors

• NOTE: This applies to the offeror that is a Diverse Business

• Failure to comply with the requirements of PennDOT’s Diverse Business Program may be breach of contract

GOOD FAITH EFFORT REQUIREMENTS

• Submit a Non-ECMS Diverse Business Verification form (EO 386) including proof of certification to PennDOT’s Bureau of Workforce and Business Opportunity (BWBO) to be verified as a DB

• Primes complete the Successful Offeror’s or Bidder’s Intent to Subcontract Statement Form (EO 387)

• Primes must ensure potential subcontractors are verified in both PennDOT and DGS programs (if applicable)

PROCEDURES REVIEW

A list of DBs or potential DBs that can perform the work or a portion of the work in the location of the project is available by searching:

• The PA Unified Certification Program (PA UCP) website: https://paucp.dbesystem.com/;

• Contact BWBO for additional information or;

• The Diverse Business Supportive Services Center

WHERE TO FIND DIVERSE BUSINESSES

ProRank Business Solutions, LLC Diverse Business Supportive Services Phone: (833) 772-4327 Email: padbssc@prorankllc.com

Services include:

• Provides trainings, consulting, and workshops to

DBs

• Assisting small diverse business firms

DIVERSE BUSINESS SUPPORTIVE SERVICES (DBSSC)

The successful offeror or bidder is required to report their DB spend monthly to PennDOT’s BWBO via the EO-402DB form. The report requirements include:

• The amount paid to each DB during the month and the amount paid to date

• If no payment, enter ($0.00) for the month

• Submit monthly reports by the 5th day of the month to pd-non-ecms-db@pa.gov

• PennDOT reporting is separate and apart from DGS reporting

SUCCESSFUL OFFEROR’S OR BIDDER’S REPORTING REQUIREMENTS

MONTHLY DIVERSE BUSINESS SUBCONTRACTING REPORT (EO-402DB)

- Created by Act 89 of 2013

- 100% state funded transportation projects

- Construction and professional service contracts

- Good Faith Effort program

- Disadvantaged, minority, woman, Veteran-owned small businesses, and service-disabled veteran-owned small businesses are recognized

- Firms must be certified by a third-party certifying organization before they can be verified as DBs:

• NMSDC

• WBENC

• SBA

• PAUCP

- PennDOT and DGS DB program requirements are separate

DB PROGRAM SUMMARY

PennDOT Diverse Business Program Contact Information

Crystal Spriggs DB Program Administrator Bureau of Workforce and Business Opportunity Phone: 717-787-5891 Email: pd-non-ecms-db@pa.gov

QUESTIONS?

FOLLOW PENNDOT

www.PennDOT.pa.gov www.DMV.pa.gov

PennsylvaniaDepartmentofTransportation

PennDOTNews PennsylvaniaDOT

PennDOTSec

PennDOTSec

/company/PennDOT

PennsylvaniaDOT

Company Business Address Employee Contact Name Title Business Phone Business email Brief Description of Services RFP Participation Category and Diversity Program(s) Qualification

Kratos Defense and Security Solutions 35 Hill Avenue, Fort Walton Beach, FL 32548 Maynard Factor VP of Business Development 850-461-4457 Maynard.Factor@kratosdefense.com We are a national security focused products and systems company. Prime or Sub, no DB Qualifications

RFP 3522R11 - ATMA Hardware and Software Pre-Proposal Conference Attendees mailto:Maynard.Factor@kratosdefense.com

Name Bureau Title

Nicholas Gotwalt Office Services Procurement Specialist II

Kevin Tobias Executive Office Administrative Officer 4

Crystal Spriggs Workforce and Business Opportunities Equal Opportunity Specialist

Garland Jones Workforce and Business Opportunities Equal Opportunity Specialist II

Latunde Kolawole Workforce and Business Opportunities Equal Opportunity Specialist II

RFP 3522R11 - ATMA Hardware and Software Pre-Proposal Conference Commonwealth Attendees