RFP_2527H126_AHSO_Support_Services_-_Federally_Funded.pdf

STATE OF ALASKA

REQUEST FOR

PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S

“ONLINE PUBLIC NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER

LISTED IN THIS DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE

TO CONTACT THE PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF TRANSPORTATION &

PUBLIC FACILITIES

DIVISION OF PROGRAM MANAGEMENT

AND ADMINISTRATION

PRIMARY CONTACT:

ERIK SHOOK

PROCUREMENT OFFICER

ERIK.SHOOK@ALASKA.GOV

(907) 465-5852

ALASKA HIGHWAY SAFETY OFFICE (AHSO) ADMINISTRATIVE

SUPPORT SERVICES – FEDERALLY FUNDED

RFP 2527H126

ISSUED OCTOBER 14TH, 2026

THE DEPARTMENT OF TRANSPORTATION & PUBLIC FACILITIES (DOT&PF),

DIVISION OF DATA MODERNIZATION & INNOVATION (DMIO) SEEKS

CONSULTING SERVICES TO ASSIST THE ALASKA HIGHWAY SAFETY OFFICE

(AHSO) IN THEIR ADMINISTRATION OF GRANTS, COMPLIANCE WITH STATE

AND FEDERAL REGULATIONS, DEVELOPMENT AND CONTINUANCE OF

STAKEHOLDER INVOLVEMENT AND TO OFFER IMPROVEMENT TO THE

EFFICIENCY AND EFFECTIVENESS OF THEIR PROGRAM DELIVERY.

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TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 PRE-PROPOSAL TELECONFERENCE

SEC. 1.13 ALTERNATE PROPOSALS

SEC. 1.14 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.03 DELIVERABLES

SEC. 3.04 CONTRACT TYPE

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

SEC. 3.06 CONTRACT PAYMENT

SEC. 3.07 LOCATION OF WORK

SEC. 3.08 THIRD-PARTY SERVICE PROVIDERS

SEC. 3.09 SUBCONTRACTORS

SEC. 3.10 JOINT VENTURES

SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.12 F.O.B. POINT

SEC. 3.13 CONTRACT PERSONNEL

SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.16 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.17 INDEMNIFICATION

SEC. 3.18 INSURANCE REQUIREMENTS

SEC. 3.19 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 PROPOSAL FORMAT AND CONTENT

SEC. 4.02 INTRODUCTION

SEC. 4.03 PROPOSAL CONTENTS

SEC. 4.04 EXPERIENCE AND QUALIFICATIONS

SEC. 4.05 UNDERSTANDING OF THE PROJECT

SEC. 4.06 METHODOLOGY USED FOR THE PROJECT

SEC. 4.07 MANAGEMENT PLAN FOR THE PROJECT

SEC. 4.08 COST PROPOSAL

SEC. 4.09 EVALUATION CRITERIA

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS (25 POINTS)

SEC. 5.05 UNDERSTANDING OF THE PROJECT (15 POINTS)

SEC. 5.06 METHODOLOGY USED FOR THE PROJECT (10 POINTS)

SEC. 5.07 MANAGEMENT PLAN FOR THE PROJECT (10 POINTS)

SEC. 5.08 CONTRACT COST (40 POINTS)

SEC. 5.09 ALASKA OFFEROR PREFERENCE (10POINTS)

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

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SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 STANDARD CONTRACT PROVISIONS

SEC. 6.12 QUALIFIED OFFERORS

SEC. 6.13 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.14 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.15 HUMAN TRAFFICKING

SEC. 6.16 RIGHT OF REJECTION

SEC. 6.17 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.18 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.19 ASSIGNMENT

SEC. 6.20 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.21 DISPUTES

SEC. 6.22 SEVERABILITY

SEC. 6.23 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.24 SOLICITATION ADVERTISING

SEC. 6.25 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

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INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Alaska Department of Transportation and Public Facilities, Division of Program Management and Administration, is seeking professional consulting services to support the Alaska Highway Safety Office (AHSO). The selected consultant will assist with grant administration, ensure compliance with State and Federal requirements, foster and sustain stakeholder engagement, and enhance the overall efficiency and effectiveness of Alaska National Highway Traffic Safety Administration (NHTS) funded programs.

SEC. 1.02 BUDGET

The Department of Transportation & Public Facilities, Division of Program Development, estimates a budget of $625,000.00 ($125,000.00 per year) for completion of this project. Proposals priced at more than $625,000.00 will be considered non-responsive.

Payment for the contract is subject to funds already appropriated and identified.

Approval or continuation of a contract resulting from this RFP is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 2:00 PM prevailing Alaska Standard Time on WEDNESDAY NOVEMBER 4TH, 2026 as indicated by postmark or email timestamp and late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE

Offerors’ proposals must clearly demonstrate a minimum of ten (10) years of prior experience working with government agencies in a transportation behavioral safety related field, including technical and program support to government agencies.

Proposals must demonstrate the offeror’s knowledge and experience in working with the following:

1. National Highway Transportation Safety Administration federal regulations, policies and procedures targeted toward state highway safety offices

2. Strategic Highway Safety Plans (SHSP’s)

3. Grant administration support

Proposals must provide a minimum of two (2) examples demonstrating similar program support projects either completed or ongoing by the offeror’s firm. Offerors may identify a website address or submit a client contact name and phone number for each project.

An offeror's failure to meet these minimum prior experience requirements will cause their proposal to be considered non-responsive and rejected.

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SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material.

Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF

PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

PROCUREMENT OFFICER: Erik Shook – PHONE: 907-465-5852 EMAIL ADDRESS: erik.shook@alaska.gov

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SEC. 1.07 RETURN INSTRUCTIONS

If you are submitting a response through IRIS Vendor Self-Service (VSS), you may skip this section.

If submitting a hard copy proposal, Offerors must submit one hard copy of their proposal to the procurement officer in a sealed package. The cost proposal included with the package must be sealed separately from the rest of the proposal and must be clearly identified. The sealed proposal package(s) must be addressed as follows:

Department of Transportation & Public Facilities Division of Program Development

Attention: Erik Shook Request for Proposal (RFP) Number: 2527H126

RFP Title:

Alaska Highway Safety Office (AHSO) Administrative Support Services – Federally Funded

If using a delivery service, please use the following address:

Department of Transportation & Public Facilities Attention: Erik Shook

3132 Channel Drive, Room 350 Juneau, Alaska 99811-2500

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to dotstatewideprocurement@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf” (Vendor A is the name of the offeror). The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 15 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the issuing agency at 907-465-8447 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

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SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time.

ACTIVITY TIME DATE

Issue Date / RFP Released Oct. 14, 2026 Pre-Proposal Conference 2:00 PM Oct. 21, 2026 Deadline for Receipt of Proposals / Proposal Due Date 2:00 PM Nov. 04, 2026 Proposal Evaluations Complete Nov. 12, 2026 Notice of Intent to Award Nov. 13, 2026 Contract Issued Nov. 23, 2026

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Transportation and Public Facilities, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

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SEC. 1.12 PRE-PROPOSAL TELECONFERENCE

A pre-proposal teleconference will be held at 2:00 PM, Alaska Standard Time, on October 21st, 2026. The purpose of the teleconference is to discuss the work to be performed with the prospective offerors and allow them to ask questions concerning the RFP. All questions raised during the meeting must be submitted in writing to the Procurement Officer and will be posted along with the answers on the Alaska Online Public Notice website as an Amendment to the RFP, as soon as possible after the meeting.

Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for the pre-proposal conference so that reasonable accommodation can be made. Participants may dial into the meeting using the following number:

Microsoft Teams meeting

Join: https://teams.microsoft.com/meet/251658647940850?p=BVJ8Wbn9mY0BT0aRHB

Meeting ID: 251 658 647 940 850

Passcode: 3Zo7rH3x

Dial in by phone

+1 907-202-7104,,999700701# United States, Anchorage

Phone conference ID: 999 700 701#

Join on a video conferencing device

Tenant key: 260748889@t.plcm.vc

Video ID: 116 309 581 7

SEC. 1.13 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.14 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

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SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The Alaska DOT&PF Highway Safety Office (AHSO) is tasked with administering programs to reduce traffic related deaths and injuries. On the behavioral side, the six main priority areas are: Impaired Driving Countermeasures; Occupant Protection; Speeding and Aggressive Driving; Motorcycle Safety;

Traffic Records Data System Improvement; and other areas such as teen drivers, older drivers, distracted driving and pedestrian, bicycle safety and other areas as approved by National Highway Traffic Safety Administration (NHTSA)

AHSO works with Federal, State, Local, Tribal, and private partners to create traffic safety programming focused on public outreach and education, enforcement, promotion of new safety technology, and integration of public health strategies. Priorities are set annually using a data-driven problem identification process to determine the problems and the locations with the greatest need for assistance. Performance measures are tracked annually to determine programming effectiveness.

AHSO administers federal funding to appropriate behavioral safety projects through a grant awarding process. The AHSO staff work with partners in communities to develop strong projects with the message of Highway Safety for all Alaskans. The AHSO is also responsible for providing technical assistance to grantees and ensuring compliance with federal program regulations and guidelines.

AHSO is also responsible for counting and analyzing the State's motor vehicle fatalities through the Federal Fatality Analysis Reporting System (FARS) program. The FARS Analyst are responsible for counting and analyzing the State’s motor vehicle crash fatalities. FARS is an important resource for the National Highway Traffic Safety Administration (NHTSA), the states, and the traffic safety community.

The FARS data, a census of all fatal motor vehicle traffic crashes in the U.S., helps NHTSA and others understand and describe the national and state traffic safety environment. FARS data are used to identify problem areas, evaluate safety countermeasures, and to facilitate the development of traffic safety programs at the national, state, and local levels. FARS data provides a basis for Agency decisions in traffic safety, crashworthiness research, and rulemaking. In addition, the consistency of definitions for data in FARS allows an individual state or geographical area to assess its traffic safety situation in relation to the national experience and that of other states.

AHSO facilitates the Alaska Traffic Records Coordinating Committee (ATRCC). The ATRCC was created to bring agencies together who are interested in reducing traffic injuries and deaths by improving timeliness, accuracy, completeness, uniformity, integration, and accessibility of traffic crash data. The ATRCC aims to meet at least once each quarter and includes but not limited to agency personnel from Alaska DOT&PF, Alaska Court System, Division of Motor Vehicles, Department of Public Safety, the Department of Health and Social Services, and local Law Enforcement Agencies to discuss ongoing and upcoming traffic projects and problems.

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SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The Department of Transportation and Public Facilities, Division of Program Development, is soliciting proposals for consulting services to assist the AHSO in administering NHTSA grants, meeting state and federal requirements, developing and maintaining stakeholder involvement, and other requests necessary to improve the efficiency and effectiveness of AHSO’s program delivery.

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

The length of the contract will be from the date of award, approximately December 01, 2026, for one year, with four (4) optional one-year renewals.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 3.03 DELIVERABLES

The contractor will be required to provide the following deliverables:

1. Highway Safety Plan (HSP), 405 Application and Administrating Grants/Programs

a) Assist the AHSO in establishing and listing the evidence-based performance measures and quantifiable annual performance targets (including the required 14 core national performance measures) with a justification for each performance target that explains why the target is appropriate and data-driven.

b) Analyze crash and other data provided by AHSO to help determine the State’s highway Safety problems and document the State’s process for problem identification & process of compiling the data.

c) Document safety stakeholder input on AHSO performance targets and new strategies for achieving HSP’s performance targets, and identify the participants in the processes (e.g., highway safety committees, community and constituent groups).

d) Describe the strategies for project or activity selection (e.g., constituent outreach, public meetings, solicitation of proposals).

e) Identify and document efforts to coordinate the HSP, data collection and information systems with the State’s Strategic Highway Safety Plan (SHSP).

f) Review and edit the section on Highway Safety Strategies and Projects, including confirming or updating the evidence of effectiveness for each program and project description.

g) Draft the HSP which complies with the latest NHTSA and GHSA HSP Guidance and submit to the AHSO for review.

h) Revise the draft HSP based upon the AHSO’s comments.

i) Prepare and submit the final NHTSA compliant HSP to the AHSO in Word and PDF formats.

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j) Assist the AHSO in responding to NHTSA’s post-submission input and revise the HSP if necessary.

k) Draft the Annual Grant Application (AGA)

l) Revise the draft AGA based upon the AHSO’s comments.

m) Prepare and submit the final NHTSA compliant AGA.

n) Assist the AHSO in responding to NHTSA’s post-submission input on the AGA and revise if necessary

o) Assist the AHSO in the development of the 405 applications with similar tasks as described above.

p) Review and provide input on grant applications.

q) Develop and/or revise grant guidance documents.

r) Support grant claims review

s) Draft position descriptions and scopes of work for subcontractor working on grant program.

t) Review and provide input on grantee deliverables.

u) Update/revise desk manual as needed.

v) Administrative support in preparing for AHSO Management Reviews (MR), stakeholder workshops and other requested administrative support to AHSO’s program delivery.

2. Program Area Strategic Plans (e.g., but not limited to: impaired driving, occupant protection, traffic records, motorcycle safety, pedestrian/bicycle)

a) Review current state data, relevant plans, and activities.

b) Identify key stakeholders for coalitions, task forces, etc.

c) Prepare for, develop meeting materials and handouts, facilitate and document stakeholders/task force meeting(s) (includes travel).

d) Discuss stakeholder recommendations via teleconference or webinar with the AHSO project team to determine which recommendations to incorporate into the strategic plan.

e) Draft the strategic plan(s) and submit to the AHSO for review.

f) Track performance and prepare the final draft of the strategic plan(s) and submit to the AHSO for final review.

NOTE: The stakeholder/Task Force meeting(s) is conducted in addition to the NHTSA Assessment (see below).

3. NHTSA Program Area Assessments (may be used to support program area strategic plan development)

a) Prepare AHSO letter to NHTSA requesting assessment.

b) Prepare briefing book for assessment team.

c) Secure meeting room accommodation with adequate space, visual aid equipment, internet connection, and room setup for the most beneficial conduct of the assessment.

d) Arrange for interview teleconference services for out-of-town interviewees.

e) Assist the AHSO in identifying assessment presenters and interviewees.

f) Assist with development of the assessment schedule.

g) Secure hotel accommodation for assessment team members and invited guests; and serve as the central point of contact for inquiries from assessment team members, invited speakers, attendees, STATE OF ALASKA – REQUEST FOR PROPOSALS (RFP) #2527H126 ALASKA HIGHWAY SAFETY OFFICE (AHSO) ADIMINSTRATIVE SUPPORT SERVICES

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h) Schedule and invite presenters and interviewees (prepare invitation and confirmation follow up letter/email script for presenters and interviewees).

i) Prepare materials for AHSO presentations.

j) Provide logistical on-site support during the assessment (includes travel).

k) Review assessment draft report and provide comment to the AHSO.

4. Annual Report (AR)

a) Assist the AHSO in developing a general description of each project and activity funded and implemented including the total Federal fund expenditures.

b) Ensure HSP project list is updated to reflect any projects added throughout the year.

c) Document any reallocation of funds between program areas or changes to the HSP during the fiscal year.

d) List countermeasures, performance target and results for each core, behavioral, activity and other measure identified in the HSP.

e) Document, when available, data on a prior year project(s) which indicates that the project(s) contributed to meeting the current highway safety targets.

f) Draft the AR which complies with the latest NHTSA and GHSA AR Guidance and submit to

AHSO for review.

g) Prepare the final draft of the AR and submit to the AHSO for final review.

h) Revise the draft AR based upon the AHSO’s comments.

i) Prepare and submit the final FAST Act & NHTSA compliant AR to the AHSO in Word and PDF formats.

j) Assist the AHSO in responding to NHTSA’s post-submission input and revise the AR if necessary.

SEC. 3.04 CONTRACT TYPE

This contract is a firm, fixed-price contract with adjustments based on hourly rates.

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice have been approved by the project director.

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SEC. 3.06 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Transportation and Public Facilities or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 3.07 LOCATION OF WORK

All tasks described in the Scope of Work (Section 3.01) and Deliverables (3.03) may require travel to Juneau or other Alaska Communities. Contractors should expect up to three (3) trips per task to either city or both per trip throughout the term of the contract. Trips may be combined to include more than one task.

The state WILL NOT provide workspace for the contractor. The contractor must provide its own workspace.

By signature on their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive, or cancel the contract.

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SEC. 3.08 THIRD-PARTY SERVICE PROVIDERS

The contractor must provide, on an annual basis, a Type 2 Statement on Standards for Attestation Engagements (SSAE) SOC 1, SOC 2, OR SOC 3 report(s). Failure to provide these reports may be treated as a material breach and may be a basis for a finding of default.

SEC. 3.09 SUBCONTRACTORS

Subcontractors may be used to perform work under this contract. If an offeror intends to use subcontractors, the offeror must identify in the proposal the names of the subcontractors and the portions of the work the subcontractors will perform.

Subcontractor experience SHALL be considered in determining whether the offeror meets the requirements set forth in SEC. 1.04 PRIOR EXPERIENCE.

If a proposal with subcontractors is selected, the offeror must provide the following information concerning each prospective subcontractor within five working days from the date of the state's request:

complete name of the subcontractor;

complete address of the subcontractor;

type of work the subcontractor will be performing;

percentage of work the subcontractor will be providing;

evidence that the subcontractor holds a valid Alaska business license;

a written statement, signed by each proposed subcontractor that clearly verifies that the subcontractor is committed to render the services required by the contract.

An offeror's failure to provide this information, within the time set, may cause the state to consider their proposal non-responsive and reject it. The substitution of one subcontractor for another may be made only at the discretion and prior written approval of the project director.

SEC. 3.10 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.12 F.O.B. POINT

All goods purchased through this contract will be F.O.B. final destination. Unless specifically stated otherwise, all prices offered must include the delivery costs to any location within the State of Alaska.

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SEC. 3.13 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director or procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director or procurement officer may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract.

In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Transportation and Public Facilities or the Commissioner's designee.

SEC. 3.16 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or

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Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request.

If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.17 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission, or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.18 INSURANCE REQUIREMENTS

Without limiting the contractor’s indemnification, it is agreed that the contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor’s policy contains higher limits, the State of Alaska shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the contracting officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with

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Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor’s services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21. All policies for general liability shall be primary and non-contributing with any insurance that may be carried by the State of Alaska.

The contractor shall require and verify that all subcontractors maintain insurance meeting all requirements stated herein, and contractor shall ensure that the State is an additional insured on insurance required from subcontractors.

Policies written on a “claims-made” basis must have a two (2) year tail of coverage, or an unbroken continuation of coverage for two (2) years from the completion of the contract requirements.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L. & H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Professional Liability Insurance: covering all errors, omissions, or negligent acts in the performance of professional services under this agreement. Limits required per the following schedule:

Contract Amount Minimum Required Limits

Under $100,000 $300,000 per Claim/Annual Aggregate

$100,000-$499,000 $500,000 per Claim/Annual Aggregate

$500,000-$999,999 $1,000,000 per Claim/Annual Aggregate

$1,000,000 or over Refer to Risk Management

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SEC. 3.19 TERMINATION FOR DEFAULT

a. If the Project Director or Procurement Officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all the remaining work.

b. The Procurement Officer may also, by written notice, terminate this contract under Administrative Order 352 if the contractor supports or participates in a boycott of the State of Israel.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

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SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 PROPOSAL FORMAT AND CONTENT

The state discourages overly lengthy and costly proposals, however, in order for the state to evaluate proposals fairly and completely, offerors must follow the format set out in this RFP and provide all information requested.

The following instructions describe the format of how the offeror’s proposals should be assembled, and the order in which the proposal is submitted. These instructions are provided to ensure complete submission of the information necessary for an equitable analysis and evaluation of proposals submitted in response to this RFP. Each offeror must provide every component listed below, in the order shown, using the format described for each component. A proposal may be rejected if it is incomplete or conditional in nature.

The RFP response will contain three (3) sections: (1) Proposal Transmittal with Checklist, (2) Technical Component, and (3) Cost Proposal.

Proposal Transmittal <<< SECTION A>>>

The following summary provides the required content and sequential order in which proposals are to be presented. For easier identification of RFP requirements and documentation, DOT&PF recommends that all proposals are assembled as indicated in this section. An offeror’s failure to include these items in their proposal may cause their proposal to be determined non-responsive and the proposal may be rejected. At the discretion of the offeror, other items not identified may be supplied with the proposal if the offeror feels that the additional information is pertinent to their proposal response. This list is not all inclusive.

1. Required proposal format:

If submitting a proposal via email, the technical proposal and cost proposal must be saved as separate PDF documents and emailed to dotstatewideprocurement@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf” (Vendor A is the name of the offeror). The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 15 megabytes, and each email must comply with the requirements described above.

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2. Proposal Submittal Letter: Include a transmittal letter containing the complete name (as it appears on the business license) and mailing address of the firm, telephone number, and email address of the contact person for the proposal.

The following information MUST be addressed in the letter or as an attachment within the transmittal section.

Authorized signature (Section 4.03 (a)) Offeror’s Certification A-H (Section 4.03 (b)) Vendor Tax ID proof OR Vendor Tax ID number (Section 4.03 (c)) Conflict of Interest Disclosure (Section 4.03 (d)) Federal Requirements (Section 4.03 (e)) Review Insurance Requirements (Section 3.18) Attachment #4 Valid Alaska Business License Proof (Section 6.02) Review & Agree to Standard Contract Provisions (Section 7.01) Attachment #3 Disclosure of Proposal Contents <if applicable> Section 6.18 NOTE: Offerors shall not include a disclaimer on all of the proposal pages. If the offeror’s proposal includes trade secrets, confidential and other proprietary information, this information must be individually identified and shall include the reason(s) for confidentiality.

The Procurement officer will make the determination in writing if the information is to be maintained confidential. Following the Notice of Intent to Award, proposals become public information. Procurement records must include information to support the selection of contractor(s), typically this includes cost, qualifications, and other key components of a proposal.

RFP Amendments: All amendments issued for this RFP that require acknowledgement must be signed and included with the proposal [enclose only required signed amendments].

RFP Submittal Checklist: The checklist is an integral part of the RFP, it must be signed and be included in the Proposal Transmittal Section (Attachment #7).

Proposal [Technical Component] <<< SECTION B>>>

Title Page Table of Contents Prior Experience Evidence (Section 1.04) Understanding of the project (Section 4.05) Methodology used for the project (Section 4.06) Management Plan for the Project (Section 4.07) Experience and Qualifications (Section 4.04)

Overall Technical Proposal Contents: The technical proposal must include the information outlined in Section 1.05 Prior Experience, Section 4.05 Understanding of the project, Section 4.06 Methodology used for the project, Section 4.07 Management Plan for the Project and Section 4.04 Experience and Qualifications of this RFP. All proposals will be evaluated against Section 5 of this

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RFP. At a minimum, the following sections must be addressed within the Technical Proposal. No cost information may be included in the technical proposal.

4.05 – Understanding of the project

4.06 – Methodology used for the project

4.07 – Management Plan for the Project

4.04 – Experience and Qualifications including resumes that demonstrate the required prior experiences listed in Section 1.04 Prior Experience.

Prior Experience (Section 1.04) and Attachment #6 Demonstration of Required Minimum

Prior Experience Form

COST PROPOSAL <<< SECTION C>>>

1. Title Page:: Title page must include the name of the Company/Firm submitting the proposal, RFP Title, RFP number, Proposal Due Date, and must be labeled as Cost Proposal.

SEC. 4.02 INTRODUCTION

Proposals must include the complete name and address of offeror’s firm and the name, mailing address, and telephone number of the person the state should contact regarding the proposal.

Proposals must confirm that the offeror will comply with all provisions in this RFP; and, if applicable, provide notice that the firm qualifies as an Alaskan bidder. Proposals must be signed by a company officer empowered to bind the company. An offeror's failure to include these items in the proposals may cause the proposal to be determined to be non-responsive and the proposal may be rejected.

The state discourages overly lengthy and costly proposals, however, in order for the state to evaluate proposals fairly and completely, offerors must follow the format set out in this RFP and provide all information requested.

SEC. 4.03 PROPOSAL CONTENTS

The following information must be included in all proposals.

(a) AUTHORIZED SIGNATURE All proposals must be signed by an individual authorized to bind the offeror to the provisions of the RFP.

Proposals must remain open and valid for at least 90-days from the date set as the deadline for receipt of proposals.

(b) OFFEROR'S CERTIFICATION By signature on the proposal, offerors certify that they comply with the following:

A. the laws of the State of Alaska;

B. the applicable portion of the Federal Civil Rights Act of 1964;

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C. the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government;

D. the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government;

E. all terms and conditions set out in this RFP;

F. a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury; and

G. that the offers will remain open and valid for at least 90 days.

If any offeror fails to comply with [a] through [g] of this paragraph, the state reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default.

(c) VENDOR TAX ID A valid Vendor Tax ID must be submitted to the issuing office with the proposal or within five days of the state's request.

(d) CONFLICT OF INTEREST Each proposal shall include a statement indicating whether or not the firm or any individuals working on the contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The procurement officer reserves the right to consider a proposal non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the contract to be performed by the offeror.

(e) FEDERAL REQUIREMENTS The offeror must identify all known federal requirements that apply to the proposal, the evaluation, or the contract.

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