Request for Proposal Package.pdf

DOT-RFP-25-7020-LV

State of Florida Department of Transportation

REQUEST FOR PROPOSAL

DISTRICT-WIDE MAINTENANCE RATING PROGRAM (MRP), SIGN,

GUARDRAIL, BOARDWALK AND ATTENUATOR INSPECTION AND

INVENTORY SUPPORT SERVICES

CONTACT FOR QUESTIONS:

Lori Vicari, Purchasing Agent lori.vicari@dot.state.fl.us

Fax: (813) 975-6473 Phone: (813) 975-6199 or (800) 226-7220 ext. 6199

Florida Department of Transportation (FDOT) 11201 North McKinley Drive Tampa, Florida 33612-6456

State of Florida Department of Transportation Procurement Office MS 7-700 11201 North McKinley Drive

REQUEST FOR PROPOSAL (RFP) REGISTRATION

PLEASE COMPLETE AND RETURN THIS FORM ASAP

E-MAIL TO LORI.VICARI@DOT.STATE.FL.US

RFP Number: DOT-RFP-25-7020-LV

Title: District-Wide Maintenance Rating Program (MRP), Sign, Guardrail, Boardwalk and Attenuator Inspection and Inventory Support Services_________________ _ _

Proposal Due Date & Time (On or Before): See “TIMELINE” in INTRODUCTION SECTION

Potential proposers should notify our office by returning this registration form as soon as possible after downloading. Complete the information below and e-mail to lori.vicari@dot.state.fl.us.

THE RFP DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE. Notice of changes (Addenda), will be posted on the Florida Vendor Information Portal (VIP) at https://vendor.myfloridamarketplace.com/, under this bid number, click on “Search Advertisements”, click on the drop-down arrow beside the box under Advertisement Type, select Request for Proposal, click on the drop-down arrow beside the box for Organization, select FLORIDA DEPARTMENT OF TRANSPORTATION, then go to the bottom of the same page and click on Advertisement Search. It is the responsibility of all potential bidders to monitor this site for any changing information prior to submitting your bid.

Company Name:

Address:

City, State, Zip:

Telephone: ( )

Contact Person:

E-Mail Address:

For further information on this process, e-mail or telephone: Lori Vicari, Purchasing Agent, FDOT, lori.vicari@dot.state.fl.us, (813) 975-6199 or (800) 226-7220 ext. 6199.

mailto:LORI.VICARI@DOT.STATE.FL.US mailto:lori.vicari@dot.state.fl.us https://vendor.myfloridamarketplace.com/

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

1) INVITATION

The FDOT, hereinafter referred to as the “Department”, requests written proposals from qualified Proposers to provide District-Wide Maintenance Rating Program (MRP), Sign, Guardrail, Boardwalk and Attenuator Inspection and Inventory Support Services. It is anticipated that the term of the contract will begin on July 1, 2025, and be in effect until June 30, 2029.

The Department intends to award this contract to the responsive and responsible Proposer whose proposal is determined to be the most advantageous to the Department. After the award, said Proposer will be referred to as the “Vendor”. For the purpose of this document, the term "Proposer" means the prime Vendor acting on its own behalf and those individuals, partnerships, firms, or corporations comprising the Proposer team. The term "proposal" means the complete response of the Proposer to the RFP, see section 30, including properly completed forms and supporting documentation.

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change.

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

ACTION / LOCATION DATE LOCAL TIME

DEADLINE FOR TECHNICAL QUESTIONS 4-7-2025 11:00 AM

(There is no deadline for administrative questions)

PROPOSALS DUE, ON OR BEFORE 4-14-2025 9:00 AM

(Technical and Price Proposal)

ELECTRONIC SUBMISSIONS OF BIDS ONLY – SEE #3 BELOW

PUBLIC OPENING (Technical Proposal) 4-14-2025 11:30 AM

FDOT

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

PUBLIC OPENING / MEETING (Price Proposal 5-5-2025 10:30 AM

FDOT

Manatee Conference Room 11201 North McKinley Drive

POSTING OF INTENDED AWARD 5-6-2025 4:00 PM

3) ELECTRONIC SUBMISSION OF PROPOSALS:

Electronic Bid Submittals

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

a) Subject line must show: DOT-RFP-25-7020-LV – Vendors Name

b) All proposals submitted electronically shall contain two file attachments and be marked as follows:

FILE I – TECHNICAL PROPOSAL - Vendor’s Name

FILE II – PRICE PROPOSAL - Vendor’s Name

c) Documents shall be submitted in portable document format (PDF) and have an email size limit of 25MB.

d) The body of the email shall not contain any information.

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

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

NOTE: It is the bidder’s responsibility to assure that the bid is delivered to the email address above, on or before the bid due date and time (See Introduction Section 2 Timeline). Bids that for ANY REASON are not so delivered will not be considered.

4) AGENDA FOR PUBLIC MEETINGS

Agenda – Public Opening (Technical Proposals)

Agenda for public opening of technical proposals for DOT-RFP-25-7020-LV:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approximately two minutes by Department Procurement Office personnel.

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

- At conclusion of public input or 15 minutes, whichever occurs first, the technical proposals received timely will be opened, with the proposer’s name read aloud.

Price proposals will be kept secured and unopened until the price proposal openings.

- Adjourn meeting.

Agenda – Price Proposal Opening & Intended Award Meeting

Agenda for price proposal opening and intended award meeting for DOT-RFP-25-7020-LV:

Starting Time: see “Timeline” in RFP solicitation

- Opening remarks of approximately two minutes by Department Procurement Office personnel.

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

- At conclusion of public input or 15 minutes, whichever occurs first, the technical evaluation scores will be summarized.

mailto:D7.Purch@dot.state.fl.us

- Announce the firms that did not achieve the minimum technical score.

- Announce the firms that achieved the minimum technical score as price proposals are opened. (no pricing will be read aloud)

- Calculate price scores and add technical scores to arrive at total scores.

- Announce Proposer with highest total score as intended award.

- Announce the time and date the decision will be posted on the VIP.

- Adjourn.

5) SPECIAL ACCOMMODATIONS

Any person with a qualified disability requiring special accommodation at a pre-proposal conference, public meeting, oral presentation and/or opening shall contact the contact person at the phone number, e-mail address on the title page at least five working days prior to the event.

If you are hearing or speech impaired, please contact this office by using Florida Relay Services which can be reached at (800) 955-8771 (TDD).

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

1) MYFLORIDAMARKETPLACE

PROPOSERS MUST BE REGISTERED IN THE STATE OF FLORIDA’S

MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE OF THE TECHNICAL

PROPOSAL OPENING OR THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 21). All prospective proposers that are not registered should go to https://vendor.myfloridamarketplace.com/ to complete on-line registration, or call (866) 352-3776 for assisted registration.

All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the referenced Form PUR 1000 General Contract Condition #7d. The Transaction Fees imposed shall be based upon the date of issuance of the payment.

2) FLORIDA DEPARTMENT OF FINANCIAL SERVICES (DFS) W-9 REQUIREMENT

The DFS requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at https://flvendor.myfloridacfo.com to receive payments from the state. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with any questions.

3) QUESTIONS & ANSWERS

In accordance with section 287.057(25), Florida Statutes (F.S.), respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any technical questions arising from this RFP must be forwarded, in writing, to the procurement https://vendor.myfloridamarketplace.com/ https://flvendor.myfloridacfo.com/ mailto:FLW9@myfloridacfo.com agent identified below. Questions must be received no later than the time and date reflected in the timeline. The Department’s written response to written inquiries submitted timely by proposers will be posted on the Florida VIP at https://vendor.myfloridamarketplace.com/ (click on “Search Advertisements”), under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting their proposal.

WRITTEN TECHNICAL QUESTIONS should be submitted to:

Lori Vicari at D7-PurchQuestions@dot.state.fl.us

Questions regarding administrative aspects of the proposal process should be directed to the Procurement Agent in writing at the address above or by phone: (813) 975-6199 or (800) 226- 7220 extension 6199.

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

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

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

5) DIVERSITY ACHIEVEMENT

MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION

The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such act, hereby notifies all proposers that the Department will affirmatively ensure that in any contract entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award.

The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as “Vendor” and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment. Proposers are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their price proposal.

The contract vendor will be asked to submit payment certification for MBE subcontractors used.

To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) 487-0915, or access their MBE directory on the https://vendor.myfloridamarketplace.com/ mailto:D7-PurchQuestions@dot.state.fl.us internet at www.osd.dms.state.fl.us/.

6) SCOPE OF SERVICES

Details of the services, information and items to be furnished by the Vendor are described in Exhibit "A", Scope of Services, attached hereto and made a part hereof.

7) INTENDED AWARD

The Department intends to award a contract to the responsive and responsible vendor with the highest cumulative total points for the evaluation criteria specified herein (See Section 28, Proposal Evaluation). The intended award decision will be announced after final evaluation and total scores at the price proposal opening specified in the Timeline (See Introduction, Section 2 Timeline).

If the Department is confronted with identical pricing or scoring from multiple vendors, the Department shall determine the order of award using the following criteria, in the order of preference listed below (from highest priority to lowest priority):

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

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

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

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

8) PRE-PROPOSAL CONFERENCE: A PRE-PROPOSAL CONFERENCE WILL NOT BE HELD.

9) QUALIFICATIONS

9.1 General

The Department will determine whether the Proposer is qualified to perform the services being contracted based upon their proposal demonstrating satisfactory experience and capability in the work area. The Proposer shall identify necessary experienced personnel and facilities to support the activities associated with this proposal.

9.2 Qualifications of Key Personnel

Those individuals who will be directly involved in the project should have demonstrated experience in the areas delineated in the scope of work. Individuals whose qualifications are presented will be committed to the project for its duration unless otherwise excepted by the Department's Contract Manager. Where State of Florida registration or certification is deemed appropriate, a copy of the registration or certificate should be included in the proposal package.

9.3 Authorized to Do Business in the State of Florida

In accordance with sections 607.1501, 605.0211(2)(b), and 620.9102, F.S., out-of-state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the proposal due date and time, but in any case, must be obtained prior to the award of the http://www.osd.dms.state.fl.us/ contract. For authorization, contact:

Florida Department of State Tallahassee, Florida 32399

(850) 245-6051

9.4 Licensed to Conduct Business in the State of Florida

If the business being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by proposal due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact:

Florida Department of Business and Professional Regulation Tallahassee, Florida 32399-0797

(850) 487-1395

10) LIABILITY INSURANCE

The Vendor shall not commence any work until they have obtained the following types of insurance, and certificates of such insurance have been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been obtained. The Vendor shall submit the required Certificates of Insurance to the FDOT, Lori Vicari, Purchasing Agent, 11201 North McKinley Drive, Tampa, Florida 33612-6456, lori.vicari@dot.state.fl.us, within 10 days after the ending date of the period for posting the intended award decision.

The Vendor must carry and keep in force during the period of this contract a general liability insurance policy or policies with a company authorized to do business in the state of Florida, affording public liability insurance with combined bodily injury limits of at least $200,000 per person and $300,000 each occurrence, and property damage insurance of at least $200,000 each occurrence, for the services to be rendered in accordance with this contract.

With respect to any general liability insurance policy required pursuant to this contract, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this Contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, 30 days’ advance notice shall be given to the Department or as provided in accordance with Florida law.

The Department shall be exempt from, and in no way is it liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted.

11) PERFORMANCE BOND

mailto:lori.vicari@dot.state.fl.us

A Performance Bond is not required for this project.

12) METHOD OF COMPENSATION

The Exhibit “B”, Method of Compensation is attached hereto and made part hereof.

13) CONTRACT DOCUMENT

STANDARD WRITTEN AGREEMENT

The Department’s “Standard Written Agreement” is attached hereto and made a part hereof.

The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a proposal, the proposer agrees to be legally bound by these terms and conditions.

14) REVIEW OF PROPOSER'S FACILITIES & QUALIFICATIONS

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

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

15) PROTEST OF RFP SPECIFICATIONS

Any person who is adversely affected by the contents of this RFP must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after the posting of the solicitation, (the notice of protest may be faxed to ) (850) 414-5264, and

2. A formal written protest in compliance with Section 120.57(3), F.S., within 10 days of the date on which the written notice of protest is filed.

Failure to file a protest within the time prescribed in section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

16) UNAUTHORIZED ALIENS

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

17) SCRUTINIZED COMPANIES LISTS

ALL Responses, regardless of dollar value, must include a Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists. The Form should be submitted with the price proposal.

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

Section 287.135, F.S., also prohibits companies from entering a contract for goods or services of $1 million or more that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which were created pursuant to s. 215.473, F.S.

If the Department determines the Vendor submitted a false certification under Section 287.135 of the F.S., the Department shall either terminate the contract after it has given the Vendor notice and an opportunity to demonstrate the Department’s determination for false certification was in error pursuant to Section 287.135 of the F.S. or maintain the contract if the conditions of Section 287.135 of the F.S. are met.

18) RESERVATIONS

The Department reserves the right to accept or reject any or all proposals received and reserves the right to make an award without further discussion of the proposals submitted.

Therefore, the proposals should be submitted initially in the most favorable manner. It is understood that the proposal will become a part of the Department’s official file, without obligation to the Department.

19) ADDITIONAL TERMS & CONDITIONS

No conditions may be applied to any aspect of the RFP by the proposer. Any conditions placed on any aspect of the proposal documents by the proposer may result in the proposal being rejected as a conditional proposal (see “RESPONSIVENESS OF PROPOSALS”). DO NOT WRITE IN CHANGES ON ANY RFP SHEET. The only recognized changes to the RFP prior to opening the proposal will be a written Addenda issued by the Department.

20) RESPONSIVENESS OF PROPOSALS

20.1 Responsiveness of Proposals

Proposals will not be considered if not received by the Department on or before the date and time specified as the due date for submission. All proposals must be typed or printed in ink. A responsive proposal is an offer to perform the scope of services called for in this RFP in accordance with all requirements of this RFP and receive 80 points or more on the technical proposal. Proposals found to be non-responsive shall not be considered. Proposals may be rejected if they are found to be irregular or not in conformance with the requirements and instructions herein contained. A proposal may be found to be irregular or non-responsive by reasons that include, but are not limited to, failure to utilize or complete prescribed forms, conditional proposals, incomplete proposals, indefinite or ambiguous proposals, and improper https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists and/or undated signatures. ALL determinations of responsiveness will be the responsibility of the FDOT Procurement Office.

20.2 Multiple Proposals

Proposals may be rejected if more than one proposal is received from a Proposer. Such duplicate interest may cause the rejection of all proposals in which such Proposer has participated. Subcontractors may appear in more than one proposal.

20.3 Other Conditions

Other conditions which may cause rejection of proposals include, but are not limited to, evidence of collusion among Proposers, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List. Proposers whose proposals, past performance, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the contract may be rejected as non-responsible. The Department reserves the right to determine which proposals meet the requirements of this solicitation, and which Proposers are responsive and responsible.

21) PROPOSAL FORMAT INSTRUCTIONS

21.1 General Information

This section contains instructions that describe the required format for the proposal. All proposals submitted shall follow Section 3, Electronic Submission of Proposals.

PART I TECHNICAL PROPOSAL - DOT-RFP-25-7020-LV – Vendor Name

PART II PRICE PROPOSAL - DOT-RFP-25-7020-LV – Vendor Name

21.2 Technical Proposal (Part I)

(Do not include price information in the technical proposal)

The Proposer must submit one technical proposal which is to be divided into the sections described below. Since the Department will expect all technical proposals to be in this format, failure of the Proposer to follow this outline may result in the rejection of the proposal. The technical proposal must be electronically submitted. See Section 3, Electronic Submission of Proposals.

1. EXECUTIVE SUMMARY

The Proposer shall provide an executive summary to be written in nontechnical language to summarize the Proposer's overall capabilities and approaches for accomplishing the services specified herein. The Proposer is encouraged to limit the summary to no more than 10 pages (Resumes are excluded from the 10-page limit).

2. PROPOSER'S MANAGEMENT PLAN

The Proposer shall provide a management plan which describes administration, management and key personnel.

a. Administration and Management The Proposer should include a description of the organizational structure and management style established and the methodology to be used to control costs, services reliability and to maintain schedules, as well as the means of coordination and communication between the organization and the Department.

b. Identification of Key Personnel The Proposer should provide the names of key personnel on the Proposer's team, as well as a resume for each individual proposed and a description of the functions and responsibilities of each key person relating to the task to be performed. The approximate percentage of time to be devoted exclusively to this project and to the assigned tasks should also be indicated.

c. Experience The Proposer shall describe their experience in evaluation and/or inspecting roadside features and/or components for compliance with Department Standards and Specifications outlined in Exhibit “A”, Scope of Services. The Proposer shall demonstrate that they, or key members of their technical staff, have been performing this service for a minimum of two years prior to the submittal of their proposal. The Proposer shall provide a brief statement concerning the length of time the firm has been in business and provide quantity and dollar value of all governmental and FDOT MRP, Sign, Guardrail and Attenuator Inspection Services work.

3. PROPOSER'S TECHNICAL PLAN

The Proposer shall provide a technical plan which explains their technical approach, facility capabilities, and prior relevant experience.

a. Technical Approach The Proposer should explain the approach, capabilities, and means to be used in accomplishing the tasks in the Exhibit “A”, Scope of Services, and where significant development difficulties may be anticipated and resolved. Any specific techniques to be used should also be addressed.

b. Facility Capabilities The Proposer should provide a description and location of the Proposer's facilities as they currently exist and as they will be employed for the purpose of this work.

c. Prior Relevant Experience The Proposer should provide a summary, with description, date, and location of the prior relevant experience they have acquired in providing/performing this work.

4. WORK PLAN

The Proposer shall provide a work plan which sets forth on an average the estimated staff-hours for each skill classification that will be utilized to perform the work required.

21.3 Price Proposal (Part II)

The price proposal information is to be electronically submitted. See Section 3, Electronic Submission of Proposals. The price proposal information shall be submitted on the forms provided in the RFP.

21.4 Presenting the Proposal

The proposal shall be limited to a page size of eight and one-half by eleven inches (8½" x 11").

Foldout pages may be used, where appropriate, but should not exceed five percent of the total number of pages comprising the proposal. Type size shall not be less than 10-point font.

The proposals should be indexed and all pages sequentially numbered.

Unnecessarily elaborate special brochures, artwork, expensive paper and expensive visual and other presentation aids are neither necessary nor desired.

It is recognized that existing financial reports, documents, or brochures, such as those that delineate the Proposer's general capabilities and experience, may not comply with the prescribed format. It is not the intent to have these documents reformatted and they will be acceptable in their existing form.

22) "DRUG-FREE WORKPLACE" PREFERENCE

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

23) COPYRIGHTED MATERIAL

Copyrighted material will be accepted as part of a technical proposal only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, F.S. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public.

24) ATTACHMENT TO RFP SUBMITTAL - CONFIDENTIAL MATERIAL

The Proposer must include any materials it asserts to be exempted from public disclosure under Chapter 119, F.S., in a separate email document labeled "Attachment to RFP, DOT- RFP-25-7020-LV- Confidential Material". The Proposer must identify the specific statute that authorizes exemption from the public records law. Any claim of confidentiality on materials the Proposer asserts to be exempt from public disclosure and placed elsewhere in the proposal will be considered waived by the Proposer upon submission, effective after opening.

25) COSTS INCURRED IN RESPONDING

This RFP does not commit to the Department or any other public agency to pay any costs incurred by an individual firm, partnership, or corporation in the submission of a proposal or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services.

26) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL

Proposers may modify submitted proposals at any time prior to the proposal due date.

Requests for modification of a submitted proposal shall be in writing and must be signed by an authorized signatory of the proposer. Upon receipt and acceptance of such a request, the entire proposal will be removed and not considered unless resubmitted by the due date and time. Proposers may also send a change electronically to be opened at the same time as the proposal. Follow Section 3, Electronic Submission of Proposals.

27) PROPOSAL OPENING

All proposal openings are open to the public. Technical proposals will be opened by the Department at the date, time and location in the timeline (See Introduction Section 2 Timeline).

Price proposals, which have a corresponding responsive technical proposal, will be opened by the Department at the date, time and location in the Timeline (See Introduction Section 2 Timeline).

28) PROPOSAL EVALUATION

28.1 Evaluation Process:

A Technical Review Committee (TRC) will be established to review and evaluate each proposal submitted in response to this RFP. The TRC will be composed of at least three people who collectively have experience and knowledge in the program areas and service requirements for which the commodities and/or contractual services are sought.

The Procurement Office will distribute to each member of the TRC a copy of each technical proposal. The TRC members will independently evaluate the proposals on the criteria and point system established in the section below entitled "Criteria for Evaluation" in order to assure that proposals are uniformly rated. Due to the complexity of certain procurements, the TRC members are authorized to consult with subject matter experts for the purpose of gathering information, if needed. The independent evaluations will be sent to the Procurement Office and averaged for each proposer. Proposers must attain an average score of 80 points or higher on the technical proposal to be considered responsive. Should a Proposer receive fewer than 80 points for their average technical proposal score, the price proposal will not be opened.

During the process of evaluation, the Procurement Office will conduct examinations of proposals for responsiveness to requirements of the RFP. Those determined to be non-responsive will be automatically rejected.

28.2 Oral Presentations THERE ARE NO ORAL PRESENTATIONS FOR THIS PROJECT.

28.3 Price Proposal

The Proposer shall complete the price proposal form and submit as part of the price proposal package. Any proposal in which this form is not used or in which the form is improperly executed may be considered non-responsive and the proposal will be subject to rejection. The vendor's completed form shall become a part of the contract upon award of the contract.

The Procurement Office will open price proposals in accordance with Section 27, Proposal Openings. The Procurement Office and/or the Contract Manager/TRC will review and evaluate the price proposals and prepare a summary of its price evaluation. The Procurement

Office and/or the Contract Manger/TRC will assign points based on price evaluation criteria identified herein.

28.4 Criteria for Evaluation

Proposals will be evaluated and graded in accordance with the criteria detailed below.

a. Technical Proposal (100 Points)

Technical evaluation is the process of reviewing the Proposer's response to evaluate the experience, qualifications, and capabilities of the proposers to provide the desired services and assure a quality product.

The following point system is established for scoring the technical proposals:

Point Value

1. Executive Summary 05

2. Management Plan 35

3. Technical Plan 35

4. Work Plan 25

b. Price Proposal (10 Points)

Price evaluation is the process of examining a prospective price without evaluation of the separate cost elements and proposed profit of the potential provider. Price analysis is conducted through the comparison of price quotations submitted.

The criteria for price evaluation shall be based upon the following formula:

(Low Price / Proposer's Price) x Price Points = Proposer’s Awarded Points

29) POSTING OF INTENDED DECISION/AWARD

29.1 The Department’s decision will be posted on the Florida VIP, at https://vendor.myfloridamarketplace.com/, on the date in the timeline, and will remain posted for a period of 72 hours. Any proposer who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida 32399-0450:

1. A written notice of protest within 72 hours after posting of the intended award, (the notice of protest may be faxed to 850-414-5264, and

2. A formal written protest and protest bond in compliance with Section 120.57(3), F.S., within ten days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier’s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to one percent (1%) of the estimated contract amount based on the contract price submitted by the protestor.

Failure to file a protest within the time prescribed in Section 120.57(3), F.S., or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S.

29.2 - Inability to Post:

If the Department is unable to post as defined above, the Department will notify all proposers by electronic notification on the Florida VIP (see special condition 29.1, above) and/or telephone.

The Department will provide notification of any future posting in a timely manner.

29.3 - Request to Withdraw Proposal:

Requests for withdrawal will be considered if received by the Department, in writing, within 72 hours of the price proposal, opening time and date. Requests received in accordance with this provision will be granted by the Department upon proof of the impossibility to perform based upon obvious error on the part of the proposer.

30) AWARD OF THE CONTRACT

Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract:

A Standard Written Agreement executed by both parties.

31) RENEWAL

Upon mutual agreement, the Department and the contract Vendor may renew the contract for a period that may not exceed three years or the term of the original contract, whichever is longer.

The renewal must be in writing and signed by both parties and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response, except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds.

32) ATTACHED FORMS

Exhibit “C”, Price Proposal Drug-Free Workplace Program Certification (Form 375-040-18) MBE Planned Utilization (Form 375-040-24) Vendor Certification Regarding Scrutinized Companies Lists (Form 375-030-60) E-Verify Form Foreign Country of Concern Attestation (PUR 1355) (Form 6) Affidavit Regarding Labor and Services (for review)

33) TERMS AND CONDITIONS

33.1 General Contract Conditions (PUR 1000)

The State of Florida’s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1000 form where applicable.

http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf http://www.dms.myflorida.com/content/download/2933/11777/1000.pdf

The following paragraphs do not apply to this solicitation:

Paragraph 8(a), Dispute Resolution - PUR 1000 Paragraph 5(l), PRIDE – PUR 1000, when federal funds are utilized.

33.2 General Instructions to Respondents (PUR 1001)

The State of Florida’s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this RFP by reference. Any terms and conditions set forth in this RFP document take precedence over the PUR 1001 form where applicable.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

The following paragraphs do not apply to this solicitation:

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

33.3 MFMP Purchase Order Terms and Conditions

All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida’s standardized Purchase Order Terms and Conditions, which can be found on the Department of Management Services website at the following link:

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplac e/mfmp_agency_customers/po_terms_conditions.

Section 8(B), PRIDE, is not applicable when using federal funds.

34) ORDER OF PRECEDENCE

All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed:

Special Conditions Exhibit “A”, Scope of Services Exhibit “B”, Method of Compensation

Exhibit “C”, Price Proposal Standard Written Agreement Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section

35) ANTITRUST VIOLATOR VENDOR LIST

Pursuant to Section 287.137(2)(a), F.S., a person or an affiliate who has been placed on the antitrust violator vendor list following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_agency_customers/po_terms_conditions

36) PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, F.S., an awarding body may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor, and an awarding body may not give preference to a vendor based on the vendor’s social, political, or ideological interest.

37) CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN PROHIBITED

The Proposer must submit, with its Proposal, a completed Foreign Country of Concern Attestation (PUR 1355) (Form 6). Form 6 must be completed by an officer or representative of the Proposer on behalf of the Proposer.

38) AFFIDAVIT REGARDING LABOR AND SERVICES

Prior to contract execution, extension or renewal, the Department shall notify the contract awardee of the need to download, complete, and submit the FDOT form, Affidavit Regarding Labor and Services, No. 375-030-31. Please have the form signed and notarized and send a scanned copy to the Department. The nongovernmental entity (contract awardee) must maintain the original copy in accordance with the other provisions of this contract, and in accordance with Florida law.

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EXHIBIT “A”

SCOPE OF SERVICES

I. OBJECTIVE

The Vendor will perform duties associated with conducting Maintenance Rating Program (MRP) evaluations, E-Maintenance functions, and required inspections and inventory of guardrails, single and multi-post signs, and attenuators. The Vendor will prepare inspection/inventory reports utilizing Department prepared forms and submit them to the Department for review, remedial action and input into applicable computer database programs. The MRP evaluation is required District-Wide (Hernando, Hillsborough, Citrus, Pasco, and Pinellas). The Department is currently in the process of transitioning to a paperless “E-maintenance” environment. The Vendor is required to perform E-Maintenance processes and utilize specific forms and or applications as they are developed for the purpose of transitioning to paperless E-Maintenance. As the transition progresses, the Vendor will be expected to conform to these requirements as they are established. The collection of attenuator inventory data, guardrail approach terminal inventory data, MRP data, and photos for identification shall be collected for this purpose.

This scope involves the quality control of the MRP done by Asset Maintenance Contracts in District Seven; therefore, Vendors working under these contracts (prime or sub) may not work under the contract due to a conflict of interest. The awarded Vendor must cancel any such asset maintenance (AM) work prior to the execution of this contract.

II. SERVICES TO BE PROVIDED BY VENDOR

The Vendor shall immediately bring to the Department’s attention any deficiencies discovered during the individual inspections/inventories. The Vendor will furnish all labor, transportation, equipment, maintenance of traffic and incidentals required to perform any of the following tasks:

A. MAINTENANCE RATING PROGRAM EVALUATIONS

The Vendor will use the criteria established in the Department’s MRP to evaluate the level of maintenance attained by the Department along sample sections of state roadways.

The requirements and criteria for the MRP are found in the Roadway and Roadside Maintenance Procedure (Procedure Number 850-000-015)

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Maintenance Rating Program Handbook, the Maintenance Rating Program Procedure (Procedure Number 850-065-002) and the Maintenance Rating Program Handbook Procedural Document Library.

The Vendor will perform the MRP evaluations three times per year for each Operations Center (Pinellas, Tampa, and Brooksville). The Vendor will have eight weeks to complete the evaluation upon receipt of the evaluation locations from the Departments Contract Manager. The MRP evaluations will be performed using the criteria in the MRP Handbook. The Vendor will certify the accuracy of each MRP rating to the Departments Contract Manager.

The Vendor will give all the coding sheets from the MRP evaluation to the Department, a minimum of one week prior to the end of the rating period.

The Vendor will give the Department an electronic copy in addition to the hard copy that will assist the Department in loading information into the Department’s database. The Department is responsible for evaluating the level of maintenance that local governments attain on the Federal Aid Secondary System. This requires the Vendor to perform a MRP evaluation on at least one section of a local government-maintained roadway within each county located within District 7. The same evaluation criteria will apply to these roadways and completed coding sheets are to be submitted to the Department.

The Department is currently in the process of transitioning to a paperless MRP application for use with electronic devices. Once implemented all MRP inspections will be completed using the new application and be submitted electronically. This transition is expected to occur during the life of this contract.

Upon the Department’s request, the Vendor will perform MRP studies on selected MRP characteristics during the MRP period evaluations. These studies will require the Vendor to rate selected characteristics based on current and proposed MRP criteria. If studies are to be performed during the standard MRP inspection cycle, no additional mobilization will be required for these studies. If there is a special request for an MRP study outside the standard MRP inspection cycle, mobilization will be considered.

Coding sheets and a report for each characteristic being evaluated are to be submitted to the Department.

Once a year the Department conducts a training workshop in which MRP teams from every District are present to be updated on current MRP issues and evaluated for consistency in their MRP rating gathering efforts. The Vendor’s MRP Team will be expected to be present at this workshop and participate in its activities. No additional compensation will be given to the Vendor for attendance at this training.

https://www.fdot.gov/maintenance/maintratingprogram.shtm https://pdl.fdot.gov/Procedures

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B. GUARDRAIL INSPECTIONS AND INVENTORY

The Vendor will use the criteria established in the Department’s Guardrail and Inspection Maintenance Procedure (Topic Number 850-050-003) and the Guardrail Inspection Guide located at https://www.fdot.gov/maintenance/rdwy/guardrail-inspection-guide to evaluate and inspect guardrail systems along State Roadways. Each system must be inspected every two years. Interstates in Pinellas County and Citrus County are excluded.

A report utilizing Department prepared forms shall be completed for each system inspected and shall be submitted to the Department for review and approval. The Vendor shall input data into the Inspection Report Form (850- 050-03) including the Global Positioning System (GPS) reading for each location. The Vendor is required to bring to the Department’s attention any deficiencies discovered during the inspection within 24 hours of the finding.

Guardrail application for use with electronic devices. Once implemented all guardrail inspections will be completed using the new application and be submitted electronically. In addition, all inspectors performing guardrail and crash cushion inspections for the Department will be required to complete certification training and successfully pass a certification exam. Re-certification will be required every two years. This transition is expected to occur during the life of this contract.

The Vendor shall provide inventory data collection of guardrails Districtwide, in…