RFP-1150 Questions and Answers.pdf

DOT-RFP-26-1150-LE

Questions & Answers

1. Page 26 of RFP - BID OPPORTUNITY LIST FOR COMMODITIES &

CONTRACTUAL SERVICES form. Can you please confirm if this form is to be submitted with the price proposal and not Technical Proposal?

The Bid Opportunity List for Commodities & Contractual Services form should be submitted with the Technical Proposal.

2. Is there a page allowance for each section of RFP response? If so, what is the page allowance for each section?

The Technical Proposal shall be submitted using 8-1/2” x 11” paper, plus up to four (4) larger foldout pages. Use a type size twelve (12) point or larger

Times New Roman font. Use margins no less than 1” at the top and ½” at the bottom and sides. In the language of the Technical Proposal, do not use ambiguous words such as may, night, should, etc., use only definitive statements of what the Proposer will or will not accomplish. The entire

Technical Proposal is limited to a maximum of 20 total pages, not counting bindings, covers, dividers, and resumes.

Sequentially number all pages. A page with information on both sides is considered two pages. 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 if used, they will be acceptable in their existing form. Include all relevant material for each section with the appropriate sections; do not include any appendices, exhibits, resumes, or information in any form outside of the section appropriate for that information.

Acceptable formats include Microsoft Word, Adobe PDF, and HTML.

3. Table 1 – “Project Management Services” - Can you please clarify what services and job titles will be covered in this section?

Refer to Exhibit A, Scope of Services, Section 7 for position information

Project Manager

ITS IT Manager

Administrative Assistant

PROJECT MANAGEMENT: Comprehensive management and oversight of all contractual services to ensure full compliance with the Scope of Services defined in Exhibit A. Ongoing monitoring of performance metrics and deliverables, verifying that all services meet contractual standards and timelines, proactively identifying and addressing any discrepancies or deficiencies, and coordinating with FDOT and relevant stakeholders to ensure seamless service delivery.

4. Is the Project Management Services (listed under Table 1) in addition to the Project

Manager role (mandatory position) under “IT Services”?

See response for question #3.

5. "B. Staffing Plan” - The Proposer shall provide an organizational structure and schedule to support all services identified in the Scope of Work and the

RFP. Please clarify what needs to be covered under 'schedule' in this context."

Refer to Exhibit A, Scope of Services

Section 5.2 CONSULTANT Organizational Structure

Section 5.4 TMC On-Call Support

Section 6.2 Staffing and Hours of Operation

6. For the positions listed as optional in Table 3 and the additional staff in Table 4, are these roles required to be onsite or remote or hybrid?

All Staff are required to work onsite.

7. What is the contract number and Financial project No(s) required for the E-Verify form?

The contract number is To Be Determined, the Financial Project No(s) are:

432428-2-82-04

8. Appendix II INFORMATION TECHNOLOGY RESOURCES - Under section

FACILITIES AND EQUIPMENT it is mentioned “The work will be conducted on-site in the Tallahassee Project Office” Could you please clarify?

This section refers to Appendix II, Information Technology Resources (375-

040-29), which is governed by applicable provisions of the Florida

Administrative Code related to Information Technology. The DEPARTMENT will provide all necessary network and infrastructure resources on-site in

District 1. All hardware and software assets required for performance will be furnished by the DEPARTMENT and will remain the property of the State of

Florida. Unless otherwise approved by the DEPARTMENT, all work must be conducted on-site in District 1, in accordance with IT security policies and operational requirements.

9. 6.4 - Tracking Hours Worked - Could you please clarify if tracking hours/timesheets is required for billing purposes since the lump sum compensation section (Exhibit

B) mentions the total Lump Sum shall be paid in sixty (60) equal monthly payments?

While the contract provides compensation on a lump sum basis, as outlined in Exhibit B, with payment made in sixty (60) equal monthly installments, the requirement for the CONSULTANT to track hours worked remains essential for project oversight, performance management, accountability, and documentation purposes.

10. Section 3.0 COMPENSATION – Could you please clarify “Maximum limiting amount”?

The Maximum Limiting Amount is the total contract value including Table 1:

Lump Sum, TSM&O ITS IS Services, and Table 2: Transition Period. It represents the maximum amount the DEPARTMENT is authorized to pay under the contract.

If the DEPARTMENT determines additional positions, expanded services or scope modifications are necessary, a contract amendment will be executed.

The amendment shall increase the funding to cover the additional expenses, and the Maximum Limiting Amount will be adjusted accordingly.

11. Section 3.0 COMPENSATION - The CONSULTANT shall be compensated up to –

Could you please clarify “compensated up to” in this context?

Refer to the response for #10 above.

12. Is there any preference for local, minority-based or small business vendors?

Refer to the RFP Forms:

In-State Preference, 375-040-56 MBE Planned Utilization, 375-040-24 Anticipated DBE Participation Statement, 375-040-63

13. Please provide the names of the Incumbent vendors for this contract?

HNTB CORPORATION

14. What are any challenges or pain points with the present contract vendors?

No Response.

15. Could you confirm whether the following service areas are included within the scope of “IT Services”? Is there an expected minimum staffing requirement or a preferred team structure associated with the delivery of these services?

1. Software development

2. Cybersecurity operations

3. System integration

4. Data analytics

5. Cloud architecture and engineering

Refer to Exhibit A, Scope of Services, Section 6.1, Minimum ITS Information Technology Staff.

16. Could you kindly provide the following details regarding the current incumbent contractors for this requirement:

1. Contractor name HNTB CORPORATION

2. Annual contract value for each year of the current or previous contract term. Cannot answer this due to the fact that the HNTB contract has dual components and this contract is separated.

3. Total contract value over the full 5-year period $14,193,862.00

4. Any publicly available feedback or evaluations on contractor performance.

None

17. Please share the list of companies/participants who attended the mandatory pre-bid meeting on July 2, 2025.

Please see sign-in sheet below.

18. Is it possible to review the FDOT-mandated Project Plan template prior to submission?

Refer to question #2 above.

19. Please clarify the expected work location and work timings on each location.

Refer to Section Exhibit A, Scope of Services:

4.3 Regional Traffic Management Center

4.4 Satellite Traffic Management Center

6.2 Staffing and Hours of Operations

7. IT Positions

20. Do you require resumes along with the proposal submission?

Refer to the RFP, Section 22.2

21. Is there a remote work option available for the Contractors?

Refer to question #6 answer above.

22. Can you share the proposal evaluation criteria and relative weighing for Technical, Price, and DBE/MBE components?

Refer to the RFP Section 30, Proposal Evaluation Section 30.4 Technical Proposal Criteria

The Disadvantage Business Enterprise and Minority Business Enterprise are to ensure our agency is contracting with inclusive contractors. MBE/DBE is not part of the scored criteria.

23. What are the specific deliverables/milestones expected during the $50,000 Transition Period?

Refer to Exhibit A, Scope of Services, Section 11 Transition Period Deliverables & Deductions

24. Are there any thematic focus areas or challenges where FDOT is inviting innovative proposals under Table 4?

Innovative proposals remain at the discretion of the CONSULTANT.

25. Will vendors be allowed to revise billing rates annually due to inflation or labor cost adjustments during the term of this Contract?

Refer to the RFP, Table 1. Loaded Rates shall be for the duration of the five-year contract term.

26. Is there a limit on the number or age (e.g., within 5 years) of past performance references for technical evaluation?

Performance references remain at the discretion of the CONSULTANT.

27. Does subcontracting experience on prior FDOT ITS/TSM&O projects carry the same weight as experience as a prime contractor?

Refer to the RFP Section 30, Proposal Evaluation, and Section 30.4 Technical Proposal Criteria.

28. Are there any specific formatting rules for technical proposal submission (e.g., page limit, font size, table of contents)?

Refer to response for Question #2 above.

29. Can the department please share the current Network and ITS device inventory so we can properly assess the technical needs of the staff. Please include field devices by type and quantity, Layer 3 and Layer 2 Switching devices by make model and manufacturer, all firewall hardware and software by make model and quantity. All Video wall control servers and systems by manufacturers. All server and desktop systems by make model and quantity with location e.x. RTMC, STMC or Bartow?

F re e w a y

ITS Devices Number of Devices CCTV Cameras 278 Incident Management DMS 78 Vehicle Detector Systems 414 Wrong Way Driver Systems 60 Road Weather Information Stations 19 Highway Advisory Radio Systems 6

A rt e ri a ls

BlueTOAD Traffic Sensors 147 Number of state traffic signals (connected to TMCs for AAM)

CCTV Cameras 597 Incident Management Arterial DMS 3 Microwave Vehicle Detection System (MVDS) 47

N e tw o rk

E q u ip m e n t Cisco IR1101 256 Cisco 2110/3105 Firewall 8 Dell XC760 8 Dell Precision Desktops 50 Activu Video Wall RTMC & STMC 2

30. What current high availability systems are in place for SunGuide?

SQL Failover Cluster, Windows Failover Cluster, along with Replication of

Servers in each TMC location.

31. What is the typical review and approval timeline for software updates?

Refer to Exhibit A, Scope of Services, Section 5.11 All software and security patches must be applied within 10 calendar days of their release.

32. Please confirm that the Department pays for all licensing and maintains third-party OEM support for the software packages listed in Section 5.11.

All expenses related to hardware, software, and network infrastructure are covered by the DEPARTMENT.

33. Under what circumstances would FDOT require prior approval for SharePoint updates and patches?

SharePoint is managed independently by an entity outside the scope of the TSM&O ITS IT Contract.

34. What frequency or schedule does FDOT expect for updating the asset list on the website?

Refer to Exhibit A, Scope of Services, Section 5.15 Assets are to be updated within three days.

35. Can FDOT define “promptly” (e.g., within how many days after an asset change)?

All assets must be recorded in the IT database promptly, but no later than 48 hours.

36. What are the expected resolution time frames for helpdesk tickets of various priorities?

All support tickets must be reviewed promptly and assigned based on both the urgency of the issue and current team workload. Timely response and resolution are essential to maintaining high standards of customer service and ensuring that critical issues receive immediate attention.

37. Can FDOT clarify what types of system changes would trigger an as-needed SOP update outside the annual review?

Refer to Exhibit A, Scope of Services, Section 5.22

38. What is the expected turnaround time for submitting updated infrastructure schematics after a change?

Exhibit A Scope of Services. Refer to 5.25

Infrastructure schematics are a living document and shall be treated as such. Notification should be submitted for approval to the Department

Project Manager within 15 days.

39. If SWRI does not recommend a patch or the latest browser version due to incompatibility with SunGuide, will the consultant still be penalized for not applying it?

No. However, submit documentation to the Department Project Manager and file supporting documentation in the SharePoint Repository.

40. Can FDOT describe examples of optional services anticipated and how frequently these requests may occur?

Optional services may include, but are not limited to, custom software development, data mining, the creation and refinement of innovative concepts, and the testing of software and hardware in a development lab environment. The Florida Department of Transportation (FDOT) cannot predict the frequency of such requests.

When the Department identifies a need for optional services, a contract amendment will be executed, and the associated funding will be increased accordingly.