RFP Document.pdf

Request for Proposal

South Dakota Department of Transportation

Intelligent Transportation Systems Program

Dynamic Message Sign Retrofit

RFP Number 24RFP10997

Project Number: IMZ403(14) PCN: 03VR

PROPOSALS DUE: August 2, 2024, 2:00PM CDT

Primary Contact Information

Contact Name: Dave Huft

Telephone Number: 605-773-3358

Email: dave.huft@state.sd.us mailto:dave.huft@state.sd.us

SDDOT DMS Retrofit RFP 24RFP10997 ii June 2024 06/20/2024 3:05 PM

The South Dakota Department of Transportation gives public notice of its policy to uphold and assure full compliance with the non-discrimination requirements of Title VI of the Civil Rights Act of 1964 and related Nondiscrimination authorities. Title VI and related Nondiscrimination authorities stipulate that no person in the United States of America shall on the grounds of race, color, national origin, religion, sex, age, disability, income level or Limited English Proficiency be excluded from the participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity receiving Federal financial assistance.

Any person who has questions concerning this policy or wishes to file a discrimination complaint should contact the Department’s Civil Rights Office at 605-773-3540.

SDDOT DMS Retrofit RFP 24RFP10997 iii June 2024 06/20/2024 3:05 PM

TABLE OF CONTENTS

1 GENERAL INFORMATION

1.1 SPONSORING AGENCY

1.2 PURPOSE OF REQUEST FOR PROPOSAL

1.2.1 Existing DMS

1.2.2 New DMS

1.2.3 Detailed Work Definition

1.3 PERIOD OF PERFORMANCE

1.4 PROPOSER ELIGIBILITY

1.5 PROCUREMENT PROCESS

1.5.1 Schedule

1.5.2 Request for Proposal

1.5.3 Proposer Inquiries

1.5.4 Proposal Submission

1.5.5 Proposal Format

1.5.6 Modification or Withdrawal of Proposals

1.6 PROPOSAL EVALUATION

1.6.1 State of South Dakota Conflict of Interest Policy

1.6.2 Comparative Assessment

1.7 SUPPLEMENTAL INFORMATION

1.7.1 Presentation/Demonstrations

1.7.2 Discussions

1.7.3 Financial Statement

1.8 NEGOTIATIONS AND AWARD

1.8.1 Best and Final Offers

1.8.2 Rejection, Waiver, and Award

1.9 PROTEST PROCEDURES

1.10 STANDARD CONTRACT TERMS

1.11 REQUIRED CERTIFICATIONS

1.11.1 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion

1.11.2 Non-Discrimination Statement

1.11.3 Restriction of Prohibited Entity

1.11.4 Restriction of Boycott of Israel

1.11.5 Prohibited State Legislator Interest

1.11.6 Lobbying

1.11.7 Bid Rigging

1.11.8 Disadvantaged Business Enterprise

2 PROPOSAL FORMAT

2.1 REQUIRED FORMS

2.1.1 Title Page

2.1.2 Contractor’s Affidavit/Declaration

2.1.3 Disadvantaged Business Enterprises

2.2 TABLE OF CONTENTS

SDDOT DMS Retrofit RFP 24RFP10997 iv June 2024 06/20/2024 3:05 PM

2.3 PROJECT SUMMARY

2.4 CORPORATE QUALIFICATIONS

2.5 RELEVANT PROJECT EXPERIENCE

2.6 EQUIPMENT AND SOFTWARE

2.7 WORK PLAN

2.8 TESTING PLAN

2.9 DOCUMENTATION

2.10 STAFFING PLAN

2.11 QUALITY MANAGEMENT PLAN

2.12 SDDOT INVOLVEMENT

2.13 PROJECT SCHEDULE

2.14 WARRANTY

2.15 COST PROPOSAL

2.16 STANDARD CONTRACT TERMS

2.17 SDDOT SPECIAL PROVISIONS

2.18 BUREAU OF INFORMATION & TELECOMMUNICATIONS REQUIRED CONTRACT TERMS

2.19 SPECIFICATION COMPLIANCE TABLE

2.20 BUREAU OF INFORMATION & TELECOMMUNICATIONS SECURITY AND VENDOR QUESTIONS

3 SCOPE OF WORK

3.1 RENOVATE EXISTING DYNAMIC MESSAGE SIGNS

3.1.1 Replace Sign Displays

3.1.2 Replace Sign Controllers

3.1.3 Replace Display Cabinet Environmental Control

3.1.4 Refurbish Display Cabinets

3.1.5 Restore Power and Communication

3.2 FURNISH AND INSTALL NEW DYNAMIC MESSAGE SIGN

3.2.1 Design, Furnish, and Install Support Structure

3.2.2 Furnish and Install New Dynamic Message Sign

3.2.3 Connect Power and Communications

3.3 COMMISSION AND TEST

3.4 PROVIDE CONTROL SOFTWARE

3.5 PROVIDE TRAFFIC CONTROL

3.5.1 Duration

3.5.2 Devices

3.5.3 Workers and Vehicles

3.6 MAINTAIN AND RESTORE SITE CONDITIONS

3.7 PROVIDE MAINTENANCE AND SUPPORT

4 DMS SPECIFICATION COMPLIANCE TABLE

4.1 MANUFACTURER QUALIFICATIONS

4.2 FUNCTIONAL REQUIREMENTS

4.3 SIGN SUPPORT (SIGN 31, I-90 WHITEWOOD ONLY)

4.4 DISPLAY CABINET (SIGN 31, I-90 WHITEWOOD ONLY)

4.5 DISPLAY CABINET (SIGNS 1 – 30)

4.6 DISPLAY

4.7 SIGN CONTROLLER

SDDOT DMS Retrofit RFP 24RFP10997 v June 2024 06/20/2024 3:05 PM

4.8 ELECTRICAL

4.9 CONTROL SOFTWARE

4.10 INSTALLATION

4.11 COMMUNICATION

4.12 NTCIP CONFORMANCE

4.13 INSTALLATION

4.14 SYSTEM TESTING

4.15 DOCUMENTATION

4.16 WARRANTY

4.17 SPECIFICATION DEVIATIONS

APPENDIX A: SDDOT DMS LOCATIONS AND MODELS

APPENDIX B: TRAFFIC CONTROL STANDARD PLATES

APPENDIX C: REQUIRED FORMS

PROPOSAL TITLE PAGE

CONTRACTOR’S AFFIDAVIT / DECLARATION

DBE UTILIZATION FORM DOT-289R/N

APPENDIX D: STANDARD CONTRACT TERMS AND CONDITIONS

APPENDIX E: SPECIAL PROVISIONS

INDEX OF SPECIAL PROVISIONS (REV 3/28/24)

SPECIAL PROVISION FOR ACKNOWLEDGEMENT AND CERTIFICATION REGARDING ARTICLE 3, SECTION 12 OF THE

SOUTH DAKOTA CONSTITUTION

SPECIAL PROVISION FOR BUY AMERICA

SPECIAL PROVISION FOR LIABILITY INSURANCE

SPECIAL PROVISION FOR RESPONSIBILITY FOR DAMAGE CLAIMS

SPECIAL PROVISION FOR CONTRACTOR ADMINISTERED PRECONSTRUCTION MEETING

FUEL ADJUSTMENT AFFIDAVIT

STANDARD TITLE VI / NONDISCRIMINATION ASSURANCES

SPECIAL PROVISION FOR DISADVANTAGED BUSINESS ENTERPRISE

SPECIAL PROVISION FOR EEO AFFIRMATIVE ACTION REQUIREMENTS ON FEDERAL AND FEDERAL-AID

CONSTRUCTION CONTRACTS

SPECIAL PROVISION FOR REQUIRED CONTRACT PROVISIONS FEDERAL-AID CONSTRUCTION CONTRACTS

SPECIAL PROVISION REGARDING MINIMUM WAGE ON FEDERAL-AID PROJECTS

SPECIAL PROVISION FOR SUPPLEMENTAL SPECIFICATIONS TO 2015 STANDARD SPECIFICATIONS FOR ROADS AND

BRIDGES

SPECIAL PROVISION FOR PRICE SCHEDULE FOR MISCELLANEOUS ITEMS

APPENDIX F: BUREAU OF INFORMATION & TELECOMMUNICATIONS REQUIRED STATE HOSTED

IT CONTRACT TERMS

SECTION I. REJECTION OR EJECTION OF VENDOR

SECTION II. SOFTWARE FUNCTIONALITY AND REPLACEMENT

SECTION III. FEDERAL INTELLECTUAL PROPERTY BANKRUPTCY PROTECTION ACT

SECTION IV. SERVICE LEVEL AGREEMENTS

SECTION V. PASSWORD PROTECTION

SDDOT DMS Retrofit RFP 24RFP10997 vi June 2024 06/20/2024 3:05 PM

SECTION VI. THREAT NOTIFICATION

SECTION VII. BROWSER

SECTION VIII. INFORMATION TECHNOLOGY STANDARDS

SECTION IX. PRODUCT SUPPORT

SECTION X. PRODUCT USAGE

SECTION XI. LICENSE TO PERFORM SECURITY SCANNING

SECTION XII. SECURITY SCANNING

SECTION XIII. MALICIOUS CODE

SECTION XIV. DENIAL OF ACCESS OR REMOVAL OF APPLICATION OR HARDWARE FROM PRODUCTION SECTION XVI. USE OF PRODUCT ON VIRTUALIZED INFRASTRUCTURE AND CHANGES TO INFRASTRUCTURE

SECTION XVII. LOAD BALANCING

SECTION XVIII. BACKUP COPIES

SECTION XIX. USE OF ABSTRACTION TECHNOLOGIES

SECTION XX. SCOPE OF USE

SECTION XXI. LICENSE AGREEMENTS

SECTION XXII. INTENDED DATA ACCESS METHODS

SECTION XXIII. APPLICATION PROGRAMMING INTERFACE

SECTION XXIV. ACCESS TO SOURCE AND OBJECT CODE

SECTION XXV. BANNED HARDWARE AND SOFTWARE

SECTION XXVI. HARDWARE PASSWORDS

APPENDIX G: BUREAU OF INFORMATION & TELECOMMUNICATIONS SECURITY AND VENDOR

QUESTIONS

LIST OF FIGURES

Figure 1: SDDOT DMS Locations Figure 2: Tubular Support Structure VF-1000-27x90-18-W (2001 Installations) Figure 3: Lattice Support Structure VF-1000-27x90-18A (2005 Installations) Figure 4: Typical DMS Installation Cross-Section Figure 5: Traffic Control Plate 634.47 – 4-Lane Undivided Right Lane Closed Figure 6: Traffic Control Plate 634.54 – Divided Highway Lane Closure Without Barrier Figure 7: Traffic Control Plate 634.61 – Shoulder Closed

LIST OF TABLES

Table 1: Schedule of Liquidated Damages Table 2: Procurement Schedule Table 3: Proposal Checklist Table 4: DMS Specification Table

SDDOT DMS Retrofit RFP 24RFP10997 1 June 2024 06/20/2024 3:05 PM

1 GENERAL INFORMATION

1.1 SPONSORING AGENCY

The Intelligent Transportation Systems Program of the South Dakota Department of Transportation (SDDOT) is the issuing office for this document and all subsequent addenda relating to it. Unless the names of specific agencies are needed for clarity, the term “State” in this Request for Proposal (RFP) refers to the SDDOT, other selected State of South Dakota agencies or South Dakota state government collectively.

SDDOT will be the coordinating agency for all matters related to any agreement resulting from this RFP.

1.2 PURPOSE OF REQUEST FOR PROPOSAL

SDDOT seeks vendors with the necessary experience, knowledge, and capability to furnish, install, and operationally deploy:

• replacement display and control electronics for SDDOT’s thirty (30) existing permanent dynamic message signs (DMS) located along and near Interstate highways I-29 and I-90 (Figure 1)

• one new DMS, including display and control electronics, display cabinet, support pedestal and frame, along westbound I-90 near Whitewood, SD (Figure 1).

A numbered list of DMS locations and models is shown in APPENDIX A: SDDOT DMS LOCATIONS AND MODELS (page 45).

Figure 1: SDDOT DMS Locations

1.2.1 Existing DMS

SDDOT’s existing DMS were installed in 2001 and 2005. All are pedestal-mounted walk-in signs (Figure 2 through Figure 4) installed along the right shoulder of the roadway. This project will:

Existing (DMS 1 - 30) New (DMS 31)

SDDOT DMS Retrofit RFP 24RFP10997 2 June 2024 06/20/2024 3:05 PM

• replace the existing amber displays with new, same-sized, full-color matrix displays, using existing sign cabinets, support pedestals, and foundations

• replace the existing sign controllers with new sign controllers

• replace display cabinet ventilation and environmental control systems

• refurbish existing sign cabinets, cabling, and hardware

• reconnect power and communications

Figure 2: Tubular Support Structure

VF-1000-27x90-18-W (2001 Installations)

Figure 3: Lattice Support Structure

VF-1000-27x90-18A (2005 Installations)

Figure 4: Typical DMS Installation Cross-Section

SDDOT DMS Retrofit RFP 24RFP10997 3 June 2024 06/20/2024 3:05 PM

1.2.2 New DMS

One new sign will be installed along westbound I-90 just east of Whitewood, SD. The project will:

• design, furnish, and install a structure to support a new DMS on a foundation provided separately by SDDOT

• furnish and install a new, complete message sign including display cabinet, full-color matrix display, sign controller, ventilation and environmental control systems, and all cabling, and hardware

• connect power and communications provided separately by SDDOT

1.2.3 Detailed Work Definition

Detailed definition of the work is provided in Section 3, Scope of Work (page 15) and Section 4, DMS Specification Compliance Table (page 20).

1.3 PERIOD OF PERFORMANCE

The signs may be replaced during the 2024 and 2025 construction seasons. Work will be completed by November 1, 2025.

SDDOT will assess liquidated damages in the amount indicated in Table 1 for each day beyond the time specified or extended until the work is completed.

Table 1: Schedule of Liquidated Damages

Original Contract Amount Amount of Liquidated Damages

From More Than To and Including

Per Calendar Day (Calendar Day

Count Contracts)

Per Working Day (Working Day Count or Fixed Completion

Date Contracts) $0 $50,000 $325 $450

$50,000 $100,000 $425 $600 $100,000 $500,000 $575 $800 $500,000 $1,000,000 $800 $1100

$1,000,000 $2,000,000 $950 $1350 $2,000,000 $4,000,000 $1150 $1500 $4,000,000 $6,000,000 $1300 $1800 $6,000,000 $8,000,000 $1450 $2000 $8,000,000 $10,000,000 $1600 $2200

$10,000,000 $15,000,000 $1700 $2400 $15,000,000 Over $15,000,000 $1850 $2600

1.4 PROPOSER ELIGIBILITY

SDDOT solicits proposals from persons, firms, or corporations with demonstrated capability and experience in dynamic message sign technology.

No proposal will be accepted from, and no contract will be awarded to any person, firm, or corporation that is in arrears upon any obligations to the State of South Dakota or that otherwise may be deemed irresponsible or unreliable by the State of South Dakota.

The offeror must be registered with the South Dakota Secretary of State to conduct business within the State of South Dakota prior to execution of a contract.

SDDOT DMS Retrofit RFP 24RFP10997 4 June 2024 06/20/2024 3:05 PM

1.5 PROCUREMENT PROCESS

1.5.1 Schedule

This procurement will follow the schedule defined in Table 2.

Table 2: Procurement Schedule Activity End Date & Time RFP Section

RFP Publication 06/21/2024 1.5.2 Deadline for submission of written inquiries 07/19/2024

1.5.3 SDDOT responses to Proposer questions 07/24/2024 Proposal submission to SDDOT August 2, 2024, 2:00PM CDT 1.5.4 Evaluation of proposals to determine short list (if required) 08/16/2024 1.6 Demonstrations, presentation, discussions (if required) 08/23/2024 1.7– 1.8 Anticipated award decision 08/30/2024 1.8

1.5.2 Request for Proposal

This document constitutes the complete Request for Proposal for this project. All proposals, correspondence, and documentation relating to this RFP must refer to its reference number 24RFP10997.

Proposers will be notified on the state’s procurement system regarding any modifications to this RFP.

Proposers may not rely on any other statements, either written or verbal, that alter any specification, term, or condition of this RFP.

1.5.3 Proposer Inquiries

Proposers and their agents (including subcontractors, employees, consultants, or anyone acting on their behalf) may email inquiries concerning this RFP to obtain clarification of requirements. No inquiries will be accepted after the date and time indicated in the Procurement Schedule.

Questions must be sent to dave.huft@state.sd.us by e-mail with the subject line “RFP Number 24RFP10997”. Proposers and their agents may not otherwise contact SDDOT regarding this RFP during the solicitation and evaluation process. Unauthorized contact is grounds for exclusion from this procurement.

The SDDOT will respond to Proposers’ inquiries (if required) by email. All inquiries and the State’s response will be posted on the state’s procurement system and SDDOT website.

1.5.4 Proposal Submission

All proposals must be received by the SDDOT by August 2, 2024, 2:00PM CDT. Proposals received after the deadline will be ineligible for consideration.

Proposals must be signed by an individual legally authorized to bind the Proposer to the proposal.

Proposals that are not properly signed may be rejected.

The Proposer must submit an original hard copy and flash drive of the proposal. Proposals should be addressed and labeled as follows:

REQUEST FOR PROPOSAL #: 24RFP10997

PROPOSAL DUE: August 2, 2024, 2:00PM CDT

BUYER: DAVE HUFT

SD DEPARTMENT OF TRANSPORTATION

INTELLIGENT TRANSPORTATION SYSTEMS PROGRAM

700 E. BROADWAY AVENUE

PIERRE, SD 57501

SDDOT DMS Retrofit RFP 24RFP10997 5 June 2024 06/20/2024 3:05 PM

Alternatively, Proposers may send an electronic copy of the proposal via email to dave.huft@state.sd.us with the subject line “RFP Number 24RFP10997”. Total file size may not exceed 24MB.

1.5.5 Proposal Format

The proposal must adhere to the format prescribed in Section 2, Proposal Format.

1.5.6 Modification or Withdrawal of Proposals

Proposals may be modified or withdrawn by the Proposer prior to the submission deadline. No oral, telephonic, or facsimile modifications or withdrawals will be considered.

1.6 PROPOSAL EVALUATION

Proposals will be evaluated by staff of SDDOT’s Intelligent Transportation Systems Program and an evaluation team knowledgeable of the subject drawn from other SDDOT offices.

1.6.1 State of South Dakota Conflict of Interest Policy

The State of South Dakota’s conflict of interest policy prohibits any employee, officer, or agent of the State of South Dakota or approved third party applicant from participating in the selection, award, or administration of a procurement supported by federal funds, if, to his or her knowledge, any of the following has a financial or other interest in suppliers considered for award:

• the employee, officer, or agent

• any member of his or her immediate family

• his or her domestic partner

• any organization that employs or is about to employ any of the above

1.6.2 Comparative Assessment

After determining that a proposal satisfies the requirements stated in the Request for Proposal, the evaluation team will assess the proposal by considering:

• the Proposer’s commitment and ability to accomplish the work within prescribed time and budget

• experience and reliability of the Proposer’s organization

• qualifications of the personnel proposed to perform the work, whether from the proposing organization or from a subcontractor

• specialized expertise, capability, and technical competence to meet the project requirements, as demonstrated by the proposed approach and methodology

• resources, including any specialized services, available to perform the work

• record of past performance, including price and cost data from previous projects, quality of work, ability to meet schedules, cost control, and contract administration

• availability to the project locale

• familiarity with the project locale

• proposed project management techniques

• ability and proven history in handling special project constraints

• conformance to standard contract terms APPENDIX D: Standard Contract Terms and Conditions

(page 53)

• conformance to information technology terms APPENDIX F: Bureau of Information &

Telecommunications Required State Hosted IT Contract Terms (page 105)

• cost

SDDOT DMS Retrofit RFP 24RFP10997 6 June 2024 06/20/2024 3:05 PM

It is the Proposer's sole responsibility to submit information related to the evaluation categories. The State of South Dakota is under no obligation to solicit information missing from the proposal. The Proposer 's failure to submit such information may adversely affect the assessment of the proposal.

1.7 SUPPLEMENTAL INFORMATION

The State may invite or require additional information after proposals are submitted.

1.7.1 Presentation/Demonstrations

The State may require a presentation or demonstration by a Proposer to clarify a proposal. However, the State may award a contract based on the initial proposals received without a presentation or demonstration. If presentations or demonstrations are required, they will be made at the Proposer’s expense.

1.7.2 Discussions

The State may invite the Proposer to engage in discussions after the proposals have been submitted.

Discussions will be held at the Proposer’s expense.

1.7.3 Financial Statement

The State may require the Proposer to submit a copy of its most recent audited financial statement.

1.8 NEGOTIATIONS AND AWARD

This procurement is a Request for Proposal and Competitive Negotiation process. Each proposal will be evaluated, and each Proposer will be available for negotiation discussions and meetings at SDDOT’s request. SDDOT reserves the right to negotiate any component of any proposal submitted. From the time the proposals are submitted until formal award of a contract, all proposals and negotiation discussions will be considered confidential.

SDDOT and the highest ranked offeror will mutually discuss and refine the scope of work and negotiate terms, including compensation and performance schedule. If the agency and the highest ranked offeror are unable to negotiate a contract at a fair and reasonable price, SDDOT will, either orally or in writing, terminate negotiations with the offeror. SDDOT may then negotiate with the next highest ranked offeror.

The process may continue through successive offerors, according to proposal ranking, until an agreement is reached, or the contracting process terminates.

1.8.1 Best and Final Offers

The State reserves the right to request best and final offers. The State will initiate the request for best and final offers; they may not be initiated by a Proposer. Best and final offers may not be necessary if the State is satisfied with the proposals received.

The State will select the Proposers to be notified and ask them to submit their best and final offers.

Requests will identify specific areas to be covered and the response deadline. Conditions, terms, or price of the proposal may be altered, provided the changes are within the scope of this Request for Proposal and the instructions contained in the request for best and final offer. If a Proposer does not submit a best and final offer or a notice of withdrawal, the Proposer’s latest proposal will be considered its best and final proposal. After best and final offers are received, final evaluations will be conducted.

1.8.2 Rejection, Waiver, and Award

The State reserves the right to reject any or all proposals, waive technicalities, and make awards deemed to be in the best interest of the State of South Dakota.

SDDOT DMS Retrofit RFP 24RFP10997 7 June 2024 06/20/2024 3:05 PM

1.9 PROTEST PROCEDURES

Any party who is aggrieved in connection with the solicitation or award of this contract may protest to the Secretary of the South Dakota Department of Transportation at 700 East Broadway Avenue, Pierre, South Dakota 57501, or Joel.Jundt@state.sd.us. The protest must be submitted in writing within ten (10) business days after such aggrieved interested party knows, or should have known, of the facts giving rise thereto. Protests received after ten business days will not be considered. The written protest will include, as a minimum, the following:

• the name and address of the protestor

• appropriate identification of the procurement by RFP title and number

• a statement of the reasons for the protest

• any available exhibits, evidence or documents substantiating the protest

SDDOT will respond, in detail, to each substantive issue raised in the protest. The Secretary of the SDDOT has the authority to make a final determination on the protest. The Secretary’s determination will be final.

A request for reconsideration of the decision regarding the protest may be allowed by the Secretary of the SDDOT if information becomes available that was previously unknown, or if an error of law or regulation occurred.

1.10 STANDARD CONTRACT TERMS

Any contract or agreement resulting from this RFP will include the provisions listed in APPENDIX D:

Standard Contract Terms and Conditions (page 53), along with any additional terms and conditions negotiated by the State and the Contractor.

1.11 REQUIRED CERTIFICATIONS

By signing and submitting its proposal, the Proposer certifies its compliance with the following administrative requirements of the State of South Dakota.

1.11.1 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion By signing and submitting its proposal, the Proposer certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any Federal department or agency from transactions involving the use of Federal funds.

If the Proposer is unable to certify any of the statements in this certification, the Proposer will attach an explanation to its proposal.

1.11.2 Non-Discrimination Statement

The State requires all contractors, vendors, and suppliers doing business with the State to provide a statement of non-discrimination. By signing and submitting its proposal, the Proposer certifies that it does not discriminate in its employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin, or disability.

Requirements are fully described in SDDOT’s Standard Title VI / Nondiscrimination Assurances (page 67).

1.11.3 Restriction of Prohibited Entity

By submitting a response to this solicitation or agreeing to contract with the State, the Proposer certifies and agrees that:

The bidder or vendor, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, is not an entity, regardless of its mailto:Joel.Jundt@state.sd.us

SDDOT DMS Retrofit RFP 24RFP10997 8 June 2024 06/20/2024 3:05 PM principal place of business, that is ultimately owned or controlled, directly or indirectly, by a foreign national, a foreign parent entity, or foreign government from China, Iran, North Korea, Russia, Cuba, or Venezuela, as defined by South Dakota Executive Order 2023-02. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or vendor further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.11.4 Restriction of Boycott of Israel

By submitting a response to this solicitation or agreeing to contract with the State, contractors, vendors, suppliers, or subcontractors with five (5) or more employees who enter into a contract with the State of South Dakota that involves the expenditure of one hundred thousand dollars ($100,000) or more, certify and agree that:

The bidder or vendor, in preparing its response or offer or in considering proposals submitted from qualified, potential vendors, suppliers, and subcontractors, or in the solicitation, selection, or commercial treatment of any vendor, supplier, or subcontractor, has not refused to transact business activities, has not terminated business activities, and has not taken other similar actions intended to limit its commercial relations, related to the subject matter of the bid or offer, with a person or entity on the basis of Israeli national origin or residence or incorporation in Israel or its territories, with the specific intent to accomplish a boycott or divestment of Israel in a discriminatory manner. It is understood and agreed that, if this certification is false, such false certification will constitute grounds for the State to reject the bid or response submitted by the bidder or vendor on this project and terminate any contract awarded based on the bid or response. The successful bidder or vendor further agrees to provide immediate written notice to the contracting executive branch agency if, during the term of the contract, it no longer complies with this certification and agrees such noncompliance may be grounds for contract termination.

1.11.5 Prohibited State Legislator Interest

By submitting a response to this solicitation or agreeing to contract with the State, the Proposer certifies and agrees that:

The bidder or offeror (i) understands neither a state legislator nor a business in which a state legislator has an ownership interest may be directly or indirectly interested in any contract with the STATE or the State of South Dakota that was authorized by any law passed during the term for which that legislator was elected, or within one year thereafter, and (ii) has read South Dakota Constitution Article 3, Section 12 and has had the opportunity to seek independent legal advice on the applicability of that provision to this Agreement. By signing this Agreement, CONSULTANT hereby certifies that this Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.11.6 Lobbying

By submitting a response to this solicitation or agreeing to contract with the State, the Proposer certifies and agrees that:

No Federal appropriated funds have been paid or will be paid, by or on behalf of the Proposer, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal

SDDOT DMS Retrofit RFP 24RFP10997 9 June 2024 06/20/2024 3:05 PM loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of a Federal contract, grant, loan, or cooperative agreement. If any funds other than Federal appropriated funds have been paid or will be paid to any of the above-mentioned parties, the undersigned shall complete and submit Standard Form LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

The Proposer shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty or not less than $10,000 and not more than $100,000 for each such failure.

1.11.7 Bid Rigging

The proposal must include a signed copy of the Contractor’s Affidavit / Declaration (page 50) certifying that the bidder or offeror:

• has not entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the contract for the project

• has not, within the last 3 years, been suspended, debarred, voluntarily excluded or determined ineligible by any federal or state agency

• has not been indicted, convicted, or had a civil judgment rendered in any matter involving fraud or official misconduct

• is not subject to a proposed suspension or debarment for any of these reasons.

The U.S. Department of Transportation (USDOT) operates the toll-free hotline Monday through Friday, 8:00 a.m. to 5:00 p.m., eastern time. Anyone with knowledge of possible bid rigging, bidder collusion, or other fraudulent activities should call 1-800-424-9071 to report such activities. All information will be treated confidentially, and caller anonymity will be respected. The hotline is part of the USDOT’s continuing effort to identify and investigate highway construction contract fraud and abuse and is operated under the direction of the dot inspector general.

1.11.8 Disadvantaged Business Enterprise

The work will be performed in accordance with the Special Provision for Disadvantaged Business Enterprise (page 69). The DBE goal for this work is “Not Specified”, meaning that no specific DBE participation is specified for the contract.

The proposal must include a signed copy of the DBE Utilization Form DOT-289 R/N (page 51).

SDDOT DMS Retrofit RFP 24RFP10997 10 June 2024 06/20/2024 3:05 PM

2 PROPOSAL FORMAT

The Proposal should concisely demonstrate the Proposer’s ability to satisfy the requirements of the RFP.

Elaborate brochures, sales literature, and other material unnecessary to an effective proposal are not desired.

The proposal of the successful Proposer will become public information, but proprietary information such as client lists and nonpublic financial statements can be protected under limited circumstances. Proposers must clearly identify specific proprietary information they request to be protected from disclosure and justify why the information is to be protected. The entire proposal may not be marked as proprietary.

Use of the South Dakota State Seal in any of the Proposer’s documents is illegal per South Dakota Codified Law § 1-6-3.1. No person may reproduce, duplicate, or otherwise use the official seal of the State of South Dakota or its facsimile for any for-profit commercial purpose without specific authorization from the Secretary of State. A violation of this section is a Class 1 misdemeanor.

The proposal package must include every item listed in the order shown in Table 3: Proposal Checklist.

Table 3: Proposal Checklist

Item Required in Proposal RFP Instructions Section Page

Required Forms 2.1 11 Title Page 2.1.1 11 Contractor’s Affidavit/Declaration 2.1.2 11 Disadvantaged Business Enterprises 2.1.3 11

Table of Contents 2.2 11 Project Summary 2.3 11 Corporate Qualifications 2.4 11 Relevant Project Experience 2.5 11 Equipment and Software 2.6 12 Work Plan 2.7 12 Testing Plan 2.8 12 Documentation 2.9 12 Staffing Plan 2.10 12 Quality Management Plan 2.11 12 SDDOT Involvement 2.12 13 Project Schedule 2.13 13 Warranty 2.14 13 Cost Proposal 2.15 13 Standard Contract Terms 2.16 14 SDDOT Special Provisions 2.17 14 Bureau of Information & Telecommunications 2.18 14 Specification Compliance Table 2.19 14 Bureau of Information & Telecommunications Security and Vendor Questions 2.20 14

SDDOT DMS Retrofit RFP 24RFP10997 11 June 2024 06/20/2024 3:05 PM

2.1 REQUIRED FORMS

2.1.1 Title Page

The proposal title page must conform to the example shown in Proposal Title Page, page 49.

By signing the title page, the Proposer:

• compliance with the provisions of Section 1.11, Required Certifications (page7)

• acknowledges the provisions of APPENDIX D: Standard Contract Terms and Conditions (page 53)

2.1.2 Contractor’s Affidavit/Declaration

The proposal must include a signed Contractor’s Affidavit / Declaration form (page 50) attesting that the Proposer:

• has not participated in collusion or restraint of free competitive bidding in connection with the project

• has not been suspended, debarred, voluntarily excluded, or determined to be ineligible by any federal or state agency

• has not been indicted, convicted, or had a civil judgment rendered involving fraud or official misconduct resulting in suspension or debarment

• subject to a proposed suspension or debarment for these reasons.

2.1.3 Disadvantaged Business Enterprises

The proposal must include a signed DBE Utilization Form DOT-289R/N (page 51).

2.2 TABLE OF CONTENTS

The proposal must include a Table of Contents referencing page numbers of all sections and subsections.

All pages of the proposal must be numbered.

2.3 PROJECT SUMMARY

The one- or two-page Project Summary must describe the Proposer’s understanding of the purpose and scope of the project, identify critical success factors, and assess potential problems. It must identify any requirements that cannot be met by the Proposer. A reader should be able to ascertain the essence of the proposal by reading the Project Summary.

2.4 CORPORATE QUALIFICATIONS

This section must describe the qualifications of the organizations proposed to perform the work. The section should identify corporate resources, including any specialized services, available to accomplish the work within the project timeline. Other factors, such as availability to and familiarity with the project locale, corporate knowledge of the subject and experience in similar projects, organizational capacity and stability, and experience in government-sponsored work should be described.

2.5 RELEVANT PROJECT EXPERIENCE

This section must summarize the Proposer’s corporate experience in manufacturing, installing, and commissioning large dynamic message signs for transportation applications.

This section must also describe up to four recent projects that the Proposer has recently completed. For each project, the scope of work, project scale, starting and completion dates, and particular challenges and constraints should be identified.

SDDOT DMS Retrofit RFP 24RFP10997 12 June 2024 06/20/2024 3:05 PM

The Proposer’s technical and managerial roles and responsibilities for the project must be described, as must be the outcome of the work, in terms of successfully accomplishing the work on time and within budget. Litigation or adverse contract action regarding contract performance must be reported.

The project’s principal sponsor must be listed, including company name, project manager, and contact address, phone, and e-mail.

2.6 EQUIPMENT AND SOFTWARE

This section must describe in appropriate detail the equipment and software that will be supplied and describe their suitability for the project. A detailed listing of specification conformance is not required in this section.

2.7 WORK PLAN

The Work Plan must cite each task listed in Section 3 Scope of Work (page 15) and describe in appropriate detail how the Contractor will be accomplish it. Deviations from the tasks listed in the RFP must be thoroughly explained and justified.

The Work Plan must describe the methods to be employed, anticipated technical challenges, and the means to overcome them. The plan must thoroughly describe the Proposer’s approach to completing the work.

2.8 TESTING PLAN

This section must describe a combination of factory and on-site testing, to be performed by the Contractor, to demonstrate required functionality and conformance with physical and performance standards and specifications. Anticipated test documentation must be adequately described.

2.9 DOCUMENTATION

The Documentation section must describe the content and format of each document the Proposer will create and deliver during the work. At a minimum, documentation must include the items listed in Section

4.15 Documentation (page 42).

2.10 STAFFING PLAN

The Staffing Plan must identify key individuals, including subcontractors, who will be involved in the work and explain their roles and responsibilities.

2.11 QUALITY MANAGEMENT PLAN

The Quality Management Plan must describe how the project will be managed to ensure the quality of work and deliverables. It must identify management responsibilities of team members and the processes that will be used to prevent, detect, and resolve quality problems.

2.12 SDDOT INVOLVEMENT

SDDOT’s administer the contract inspect the work to ensure compliance with requirements for equipment, installation, testing, and traffic control.

This section must describe any additional assistance required from the South Dakota Department of Transportation, such as access to transportation facilities or technical assistance. The required level of effort should be quantified as well as possible.

SDDOT DMS Retrofit RFP 24RFP10997 13 June 2024 06/20/2024 3:05 PM

2.13 PROJECT SCHEDULE

The Project Schedule section must describe when each task of the project will be performed and completed. Planned start and end dates, in terms of elapsed time from project inception, must be listed and depicted in a Gantt chart. The information must be presented in a form that can be converted to actual dates when the project is started.

To the extent possible, the Schedule must describe the planned sequence and timing of DMS locations to be renovated. The Schedule must include a preconstruction meeting with SDDOT prior to initiating any on-site work.

The Schedule must include notifying the SDDOT’s ITS Program and SDDOT’s respective Area Office in which each sign is located one week prior to working on each sign.

2.14 WARRANTY

The Warranty section must describe the terms of an initial full parts and service warranty covering at least two years after acceptance of each DMS renovation.

The Warranty section must also describe options for extended warranty throughout the expected life of the renovated DMS.

Each description must address factors such as:

• level of support • parts availability

• response time • parts availability

• resolution time • service agent

• days and hours of service availability • cost (for extended warranty only)

2.15 COST PROPOSAL

The Cost Proposal must confirm the Proposer’s willingness and ability to perform the work described in this RFP for the price being offered. The total proposed cost must be clearly indicated. All costs related to the provision of the required work must be included.

The Cost Proposal must list major contract elements and their cost. At a minimum, the breakdown must identify:

• mobilization (if any)

• upgrade of each of the 30 existing signs

• furnish and installation of one new dynamic message sign

• furnish and installation of supporting pole and frame for one new dynamic message sign

• traffic control

• control software

• extended warranty options

The Cost Proposal must also address the basis of payment. SDDOT proposes a lump-sum per-DMS payment basis, to enable payments as individual signs are completed. Costs may vary among DMS depending on specific conditions. SDDOT proposes paying 70% payment upon physical installation and 100% payment upon SDDOT acceptance of each DMS after successful on-site testing.

Proposers must identify any concerns and propose an alternative basis of payment if necessary.

SDDOT DMS Retrofit RFP 24RFP10997 14 June 2024 06/20/2024 3:05 PM

2.16 STANDARD CONTRACT TERMS

The proposal must acknowledge acceptance of the provisions listed in APPENDIX D: Standard Contract Terms and Conditions (page 53). As part of the negotiation process the listed contract terms may be altered or deleted. The proposal must identify any issues the Proposer has with specific contract terms. If the Proposer does not identify issues with any contract terms, the State will assume the terms are acceptable.

2.17 SDDOT SPECIAL PROVISIONS

The proposal must acknowledge acceptance of the provisions of Appendix E: Special Provisions (page 56).

2.18 BUREAU OF INFORMATION & TELECOMMUNICATIONS REQUIRED CONTRACT

TERMS

The proposal must acknowledge acceptance of the provisions of APPENDIX F: Bureau of Information & Telecommunications Required State Hosted IT Contract Terms (page 105). Any contract or agreement resulting from this RFP will include the State of South Dakota’s standard information technology contract terms along with any additional contract terms as negotiated by the parties. As part of the negotiation process the listed contract terms may be altered or deleted. The proposal must identify any issues the Proposer has with specific contract terms. If the Proposer does not identify issues with any contract terms, the State will assume the terms are acceptable.

2.19 SPECIFICATION COMPLIANCE TABLE

The proposal must include a copy of Section 4, DMS Specification Compliance Table indicating whether the proposed solution fully complies, partially complies, or fails to comply with each listed specification.

If the proposed solution does not fully comply with a listed specification, the deviation must be explained.

A Microsoft Word version of Section 4, DMS Specification Compliance Table is posted along with this RFP on the SD Bureau of Administration’s website.

2.20 BUREAU OF INFORMATION & TELECOMMUNICATIONS SECURITY AND VENDOR

QUESTIONS

The Proposer must answer the questions in APPENDIX G: Bureau of Information & Telecommunications Security and Vendor Questions (page 111), which will be used in the proposal evaluation.

The Proposer’s response to these questions may be provided as an electronic document separate from the RFP response. If the Proposer will host the solution, the file name must be “(Your Name) Hosted Security and Vendor Questions Response”. If the solution will be hosted by the State, the file must be named “(Your Name) Security and Vendor Questions Response State Hosted”. If the solution is not a hosted solution, the file name must be “(Your Name) Security and Vendor Questions Response”.

If there are multiple non-hosted solutions, some designation in the file name should indicate which proposal it goes to. The document cannot be a scanned document but must be an original. If the Proposer elects to make the Security and Vendor Questions part of its response, the questions must be clearly indicated in the proposal’s Table of Contents. A single numbering system must be used throughout the proposal.

A Microsoft Word version of APPENDIX G: Bureau of Information & Telecommunications Security and Vendor Questions is posted along with this RFP on the SD Bureau of Administration’s website.

SDDOT DMS Retrofit RFP 24RFP10997 15 June 2024 06/20/2024 3:05 PM

3 SCOPE OF WORK

The Contractor for project IMZ403(14) PCN 03VR will renovate SDDOT’s thirty (30) existing dynamic message signs located along and near I-29 and I-90 (Section 3.1):

• replace the existing amber displays with new, same-sized, full-color matrix displays, using existing sign cabinets, support pedestals, and foundations (Section 3.1.1)

• replace the existing sign controllers with new sign controllers (Section 3.1.2)

• replace display cabinet ventilation and environmental control systems (Section 3.1.3)

• refurbish existing sign cabinets, cabling, and hardware (Section 3.1.4)

• restore power and communications (Section 3.1.5)

The Contractor will also furnish and install one new dynamic message sign on westbound I-90 just east of Whitewood, SD (Section 3.2):

• design, furnish, and install a structure to support a new DMS on a foundation provided separately by SDDOT (Section 3.2.1)

• furnish and install a new, complete message sign including display cabinet, full-color matrix display, sign controller, ventilation and environmental control systems, and all cabling, and hardware (Section 3.2.2)

• connect power and communications provided separately by SDDOT (Section 3.2.3)

The Contractor will commission and test each renovated or new installation (Section 3.3).

The Contractor will provide control software to monitor and control the dynamic message signs (Section 3.4)

The Contractor will provide traffic control for each installation (Section 3.5).

The Contractor will maintain and restore site conditions at each installation (Section 3.6).

The Contractor will ensure parts availability and provide initial warranty and options for extended warranty for continued maintenance and support (Section 3.7).

Detailed sign specifications are listed in Section 4, DMS Specification Compliance Table (page 20).

3.1 RENOVATE EXISTING DYNAMIC MESSAGE SIGNS

The Contractor will renovate thirty existing dynamic message signs, listed as Signs 1 – 30 in APPENDIX A:

SDDOT DMS LOCATIONS AND MODELS (page 45). Renovation may be made with the sign cabinet in place atop its existing pole and foundation. If the Contractor prefers, the sign may be lowered for replacement and then restored to its original position. The Contractor will be responsible for any damage to the sign cabinet, pole, foundation, guardrail, and the site incurred during the renovation process.

One DMS—Sign 6 in APPENDIX A: SDDOT DMS LOCATIONS AND MODELS

(page 45)—was formerly installed along Interstate 29. The DMS, including supporting structure, is now located at SDDOT’s Brookings maintenance yard. The Contractor will renovate the sign in the Brookings maintenance yard and ready it for placement by another contractor at a new location along Interstate 29.

3.1.1 Replace Sign Displays

The Contractor will replace the amber display within each existing sign cabinet with a new, same-sized, full-color matrix display. The work will include replacement of internal power supplies and drive circuitry used to power the displays.

SDDOT DMS Retrofit RFP 24RFP10997 16 June 2024 06/20/2024 3:05 PM

3.1.2 Replace Sign Controllers

The Contractor will replace the existing sign controller in each sign cabinet with new NTCIP-compliant controllers.

The Contractor will also remove the ground-mounted control boxes and associated cabling and hardware from the signs installed in 2005 (Figure 3, page 2).

3.1.3 Replace Display Cabinet Environmental Control

The Contractor will replace display cabinet ventilation and environmental control system in each display cabinet, including fans, sensors, and control circuitry.

3.1.4 Refurbish Display Cabinets

The Contractor will refurbish each existing sign cabinet by replacing or repairing worn, inoperable, or obsolete components, seals, cabling, etc.

3.1.5 Restore Power and Communication

The Contractor will connect the new sign controller and sign to existing power and communication lines.

The Contractor will also provide and install necessary power and communication lines between the controllers and the displays and any wiring, conduit, and other equipment necessary to accommodate the new installation.

3.2 FURNISH AND INSTALL NEW DYNAMIC MESSAGE SIGN

The Contractor will furnish and install one new dynamic message sign, listed as Sign 31 in APPENDIX A:

SDDOT DMS LOCATIONS AND MODELS (page 45).

3.2.1 Design, Furnish, and Install Support Structure

The Contractor will design and furnish a single pole support structure to support the display housing in a center-mounted “butterfly” configuration and install it on a foundation provided separately by SDDOT.

The Contractor will provide the complete DMS structural design, including the pole support, cabinet, mounting brackets, and lifting eyebolts, and bracket-to-housing mounting hardware provided by the DMS manufacturer. SDDOT anticipates providing a drilled shaft foundation sized to accommodate the size and weight of the support structure and DMS,

3.2.2 Furnish and Install New Dynamic Message Sign

The Contractor will furnish and install a new, complete message sign including display cabinet, full-color matrix display, sign controller, ventilation and environmental control systems, and all cabling, and hardware.

3.2.3 Connect Power and Communications

The Contractor will connect the new sign controller and sign to power and communication lines provided separately by SDDOT. The Contractor will also provide and install necessary power and communication lines between the controllers and the displays and any wiring, conduit, and other equipment necessary to accommodate the installation.

3.3 COMMISSION AND TEST

The Contractor will commission and test each renovated and installed DMS, including display, controller, and control software. Testing will include an appropriate combination of factory and on-site testing, as described in the Proposer’s proposal, to demonstrate required functionality and conformance with

SDDOT DMS Retrofit RFP 24RFP10997 17 June 2024 06/20/2024 3:05 PM physical and functional standards and specifications. The Contractor will document test results and submitted them to SDDOT.

3.4 PROVIDE CONTROL SOFTWARE

The Contractor will provide software to enable SDDOT to remotely monitor and control the new message sign controllers and displays. The software must be NTCIP-compliant and must meet the security requirements of the South Dakota Bureau of Information and Telecommunications listed in APPENDIX F:

Bureau of Information & Telecommunications Required State Hosted IT Contract Terms (page 105) and APPENDIX G: Bureau of Information & Telecommunications Security and Vendor Questions (page 111).

3.5 PROVIDE TRAFFIC CONTROL

The Contractor will furnish all traffic control necessary to safely accomplish the work. Traffic control will conform to SDDOT standard plates (APPENDIX B: Traffic Control Standard Plates, page 46):

• Plate Number 634.47—4-Lane…