RFP 252F-24 - Pre-Bid Conference- final deck.pdf

PRE-BID CONFERENCE

for

RFP# 252F-24 Bridge Management System

Wednesday February 12th, 2025, 11:00 – 11:30 A.M.

Introductions

• Procurement & Logistics

Terunii Senevirratne Strategic Sourcing Manager

• Stakeholders

MBTA Capital Delivery Department

Bashir Madamidola Senior Director Bridges & Structures

Pre-Bid Logistics

• First and most important…

• Thank you for being here and for your interest in partnering with the MBTA

• This RFP will be managed via COMMBUYS. Instructions for log-in and use of COMMBUYS are described in Instructions for Vendors Responding to Bids.

• For COMMBUYS assistance please contact the OSD Help Desk at 888-MA-State (627-8283) or osdhelpdesk@mass.gov.

• This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 252F-24 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

• All communication regarding this bid must be submitted to the MBTA Procurement & Logistics point of contact via

COMMBUYS.

2/12/2025 3 https://search.mass.gov/?q=Instruction+for+Vendors+Responding+to+Bids&org=operational-services-division https://search.mass.gov/?q=Instruction+for+Vendors+Responding+to+Bids&org=operational-services-division mailto:osdhelpdesk@mass.gov

Agenda

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Session Expectations

Overview of the Contract

Request for Proposal (RFP) Structure

Documents to be included in Your Response

Important Dates

Overview of the Diversity & Inclusion Requirements

Training & Additional Resources

General Q&A

Session Expectations

COMMBUYS

Today’s session is not a substitute for reading the Request for Proposal (RFP) document. The RFP includes important contract and response details that will not be covered during today’s meeting.

Although we will take general questions about the authority’s bidding process, at the end of today’s session, questions about the bid must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline.

The COMMBUYS Q&A feature and important deadlines will be covered later in the presentation.

https://www.commbuys.com/bso/view/login/login.xhtml

RFP 252F - 24 Bridge Management System

The RFP 252F-24 will provide services to the Authority

Contract or Service Effective Date (estimated): June/2025

Term: Up to 5 years with up to 10 one-year option periods

Number of Awards: 01

6Overview

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Stakeholder Statement

MBTA is seeking a computer-based solution that supports compliance with applicable regulations, as well as provides platform for the management of its bridge, tunnel, culvert, retaining wall and dam assets with capability for:

• Storage of inventory data; 650+ bridges, 1200 culverts, 42 track miles of tunnel, 43,000 feet of Retaining Walls & 2 Dams

• Efficient inspection system capable of both portal and mobile data entry, and load rating planning and implementation

• Report handling, storage and analytics

• Trends and historical data analysis

• Modeling to optimize maintenance, repair and replacement options

• Management dashboard reporting.

• Simplified user interface

• Full GIS support for asset geospatial data and informatics, including video and 2D (possibly 3D) graphical interface

Major Project Milestones

Major project schedule milestones:

• Final Implementation Plan due 15 Days from NTP.

Describes each step in implementing the project and the associated schedule.

• The Data Migration Plan due 45 Days from NTP.

Documents schedule, process, means and method for completing of data and inventory migration to the platform.

• Testing & Training Plans due 90 Days from NTP.

Describe testing phase for the solution and details of training program, including associated schedules.

• Cutover Plan and Training Manual due 120 Days from

NTP.

• Training Manual, both physical and self-directed online video package due 120 Calendar Days from NTP.

8Scope of Work Overview

Key Technical Specification Details

• Compliance with FHWA, FRA and FTA regulations

• Culverts, Tunnels, Retaining Walls and Dams Capability

• Electronic Storage and Retrieval of Inspection Reports

• Scheduled Inspection Notification & Data Collection

• Electronic Routing and Tracking of Report Approval Workflow

• Two-Way Data Transfer with Trapeze and MassDOT 4D

• Automated and On-Demand Reporting Capabilities

• Critical Conditions Emergency Communication

• Actionable Recommendations from Bridge Inspection Reports

• Special Class of Inspection for Critical Structural Components

• Inspection Contract, Historical & Cost Data Management

• Network and Local Levels Maintenance Decision Support and

Reporting Capabilities

• Reporting and Generation of Technical and Administrative

Summaries

Services 10Additional Information

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The proposed software solution shall be capable of being implemented within a period of 6 months.

Anticipated services will include the following elements:

• Customization o Meet all technical requirements o Meet all security requirements

• Data Migration o Data transfer from existing databases (4D, Trapeze, MS Based applications, electronic files)

• Training (Internal and External) o Implementation Phase training o Operational Phase training

• System support o 24/7 Users Support o Technical/Maintenance/Updates

Performance Measures or Key Performance Indicators

• Vendors will be required to comply with Performance Measurements or Key Performance Indicators as outlined in the RFP.

• Adherence to Schedule : Ensure all milestones and deadlines are met; communicate delays with justifications.

• Deliverable Quality: Ensure all project outputs comply with technical specifications and meet established performance and quality standards.

• Cost Management : Maintain the project within the approved budget; report financials and address overruns.

• Risk Management : Proactively identify, assess, and mitigate risks impacting project performance.

• Stakeholder Communication : Provide regular updates and ensure transparency with MBTA throughout the project.

11Vendors’ performance after contract award will be measured as follows:

RFP Structure

# Section Heading

1 Proposal Information

2 Scope of Work

3 Bidder’s Instructions and Procurement Process

4 Submission of Response

5 MBTA Policies

6 Selection Process and Evaluation

7 Contract Structure

8 MBTA Standard Contract T&C

9 MBTA Standard Contract

RFP Bid Submission

Technical Response including:

•Bid Cover Letter

•Power of Attorney (as described in Section 4.2 of the RFP)

•Form A: Pre-Award Bidder Evaluation Data Form

•Form B: Bidder’s Technical Response

•Form D: DBE Letter of Intent

•Form E: Schedule of Participation by DBE

•Form H: BUY AMERICA Certification

•Form I: Affidavit of Subcontract Payments

•Form J: Certification regarding Lobbying

•Signed Contract Terms and Conditions (RFP Section 9.2.4)

Price Response as a separate document, including:

Form C : Price Proposal

13RFP 252F-24 Bridge Management System

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Submission of Response

The specific requirements for submissions of the Technical Response are included with the Form B Attachment.

The specific requirements for submission of the Price Response are included with the Form C attachment as well as in the RFP Price Proposal section.

Bidder Evaluation Criteria

Technical Pass/Fail Price DBE

14Bidder must complete all required forms and submit all other required forms listed in the RFP

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The MBTA will evaluate each Response based on a combination of Pass/Fail Criteria, Technical Evaluation Criteria and Price Responses to determine the Best Value for the Authority.

All Responses will be reviewed for:

✓ The responsiveness of the Bidder to the requirements set forth in the RFP.

✓ Conformance to the RFP instructions regarding organization and format.

✓ Deficiencies and minor informalities, apparent clerical mistakes which are unrelated to the substantive content of the Response for clarification.

Basis of Award

• Bidders are advised that the MBTA is not bound to accept the lowest priced Response or the Response with the highest Technical Response Score.

• The selection will be made on a best-value basis, evaluating price along with other factors.

• Each criterion will be evaluated considering all the information included in the Bidder Response related to the criterion, as well as other information gathered from references, presentation, and on-site visits if requested.

15Best – Value Proposal

What Makes a Compliant Proposal Response?

• Be sure to read the RFP.

• Pay attention to the mandatory requirements.

• Ensure all required documents are submitted.

• Complete the bidders’ response forms in their entirety.

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Important Dates

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RFP CALENDAR

Procurement Activity Date Time

RFP issued 1/30/2025

Deadline for submission of Bidder questions via

COMMBUYS Q&A

2/202025 2:00 p.m.

Official Answers for Bid Q&A published by MBTA on

COMMBUYS

2/27/2025 2:00 p.m.

Response Due Date 3/21/2025 2:00 p.m.

Contract Execution (estimated) May 2025 N/A

MBTA & DOT

Disadvantaged

Business Enterprises

(DBE)

Participation Requirement

Objective : Ensure equal opportunity for DBEs to participate in DOT-assisted contracts per 49 CFR Part 26.

DBE Policy Highlights:

• MBTA requires certified DBEs for contract participation.

• DBE Goal: Set at 0% (aim for at least 7% of total contract price).

Proposal Requirements:

• DBE Utilization Form – Percentage and value of work by DBEs.

• DBE Participation Schedule – List DBE firms, contract items, payment terms.

• DBE Letter of Intent – Commitment from each DBE listed.

• DBE Affidavit – Confirmation of DBE’s certified status.

Good Faith Efforts:

• Actions if DBE goal isn’t met:

• Communicate with DBE Coordinator.

• Attend pre-proposal meetings.

• Advertise to DBEs via various media.

• Direct outreach to DBEs for participation.

• Assist DBEs with bonding/insurance as needed.

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Training Resources

COMMBUYS Q&A

Please watch this short video that demonstrates how to use the tool to ask questions about the bid.

20COMMBUYS Q&A is a tool to manage dialogue between buyers and bidders.

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Link to the video https://www.screencast.com/t/MBlZQta8OYzO

COMMBUYS Training

Pre-recorded Webcast

How to Locate and Respond to Bid Solicitations in COMMBUYS

Link to the recording.

2/12/2025

Job Aids How to Create a Quote in COMMBUYS

Using the Q&A Tab within a COMMBUYS Bid How to Withdraw, Reopen, and Resubmit a Quote

Basic COMMBUYS Navigation and Searching for the Seller Role

View

Read

Participate

Link to the Vendor Training Schedule;

https://www.screencast.com/t/GMJLKkilF12 https://www.mass.gov/doc/how-to-create-a-quote-in-commbuys/download https://www.mass.gov/files/documents/2016/10/wf/using-q-and-a-tab-within-a-commbuys-bid_0.pdf https://www.mass.gov/files/documents/2016/10/ok/withdraw-reopen-resubmit-quote-in-commbuys.pdf https://www.mass.gov/files/documents/2016/11/uk/basic-commbuys-navigation-and-searching-for-the-seller-role.pdf https://www.mass.gov/doc/vendor-training-schedule/download

Important steps to follow for bid submission

Acknowledge the Bid

Bidders are encouraged to Acknowledge the bid to be notified of any updates/amendments to the bid, including changes to the bid opening date/due date.

To receive these updates:

• Login to COMMBUYS

• Navigate to the bid using the Advanced Search

• Select "Yes" on the Acknowledge Receipt and View Solicitation window.

You must be registered in COMMBUYS to take this action.

2/12/2025

Questions?

OSD Help Desk Monday – Friday, 8:00 a.m. – 5:00 p.m.

888-MA-State (627-8283) OSDHelpDesk@mass.gov

Plan to Submit Your Response

• All responses must be submitted in COMMBUYS by the Bid Opening Date and Time; late responses may not be accepted.

• It is imperative that bidders allow sufficient time to submit their quote, and bidders are advised – at a minimum – to begin well in advance of the Bid Opening Date and at a time when OSD Help Desk staff are available for questions.

mailto:OSDHelpDesk@mass.gov

Questions?

Closing

• This presentation in part or in whole is not meant to take precedence over the RFP documents in RFP 252F-24 as posted on COMMBUYS, please refer to COMMBUYS for the most accurate information.

• RFP Schedule and any dates mentioned are subject to change at the discretion of the MBTA. Please refer to COMMBUYS for the most accurate information.

• Questions should be posted on COMMBUYS (Deadline – 2/20/2025 2:00 P.M. EDT)

• Any and all communication during the non-mandatory Bidders’ Conference of 2/12/2025 represents no favor to attendees. All Bidders’ responses will be treated equally regardless of attendance.

• This Presentation will be posted on COMMBUYS in the File Attachments section.

• Thank You for your interest in partnering with the MBTA

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Thank you for attending!