RFP Document.pdf

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South Dakota Department of Transportation 700 E. Broadway Ave.

Pierre, SD 57501

Highway Needs and Analysis Report Tool Request for Proposals

PROPOSALS ARE DUE NO LATER THAN MARCH 6, 5:00PM CST

RFP #: 25RFP12707 STATE POC: Phil Clements EMAIL: SDDOT_HNAR_RFP@state.sd.us

READ CAREFULLY

FIRM NAME: AUTHORIZED SIGNATURE:

(Electronic is acceptable)

ADDRESS: TYPE OR PRINT NAME:

CITY/STATE: TELEPHONE NO:

ZIP (9 DIGITS): FAX NO:

E-MAIL:

PRIMARY CONTACT INFORMATION

CONTACT NAME:

TELEPHONE NO:

FAX NO: E-MAIL:

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1. GENERAL INFORMATION

1.1. PURPOSE OF REQUEST FOR PROPOSAL (RFP)

1.1.1. Background:

The Highway Needs and Analysis Report or the “Needs Book” is a tool that South Dakota DOT has used for over 40 years. It combines GIS mapping with tabular data to provide a quick reference for data pertaining to all the pavements across the South Dakota Highway system. The data in the current Needs Book includes pavement conditions, location and jurisdictional information, pavement type and layer information, future and projected projects and other important road aspects for every segment of roadway maintained by

DOT.

The data is used to help guide decisions on when and where to invest funds to preserve, rehabilitate and reconstruct South Dakota maintained highways. It is an important part of our State Transportation Improvement Program (STIP) planning.

1.1.2. Objective

DOT is looking for a cloud-based solution that can emulate our current system as closely as possible. The solution should allow connection to DOT’s Pavement Management data, GIS layers, and other systems as needed. In addition, it should allow Excel or text files to be imported. Once the data connections are created, the system should allow us to configure which data elements we want displayed. Because it connects to our existing data, it will automatically display the GIS and tabular information in the context of the road segments created by DOT.

1.2. ISSUING OFFICE AND RFP REFERENCE NUMBER

The Division of Planning & Engineering - Project Development office (Office) is the issuing office for this document and all subsequent addenda relating to it, on behalf of the State of South Dakota, DOT. The reference number for the transaction is RFP# 25RFP12707 This number must be referred to on all proposals, correspondence, and documentation relating to the RFP.

1.3. LETTER OF INTENT

All interested offerors are encouraged to submit a Letter of Intent to respond to this RFP.

The letter of intent must be received by the Office no later than 02/06/2025.

Be sure to reference the RFP number in your letter. The Letter of Intent may be submitted to the Office via email at SDDOT_HNAR_RFP@state.sd.us. Please place the following in the subject line of your email: “Letter of Intent for RFP# 25RFP12707”.

1.4. SCHEDULE OF ACTIVITIES (SUBJECT TO CHANGE)

RFP Publication 01/24/2025

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Letter of Intent to Respond Due 02/06/2025 Deadline for Submission of Written Inquiries 02/06/2025 Responses to offeror Questions 02/20/2025 Proposal Submission 03/06/2025, 5:00pm, CST Evaluation of Proposals to Determine Short List 03/20/2025 (If required) Discussions / Tech Review 04/03/2025 Demonstrations and presentations (if required) 04/10/2025 Proposal Revisions (if required) TBD Anticipated Award Decision/Contract Negotiation 04/24/2025

1.5. SUBMITTING YOUR PROPOSAL

All proposals must be completed and received in the Office by the date and time indicated in the Schedule of Activities.

Proposals received after the deadline will be late and ineligible for consideration.

The State will only accept electronic proposals via email.

Each Offeror must provide DOT an electronic version of the proposal. The electronic version should be provided in MS WORD or in PDF format to SDDOT_HNAR_RFP@state.sd.us. The email must be limited to 10MB in size.

All proposals must be signed by an officer of the Offeror, legally authorized to bind the Offeror to the proposal. Proposals that are not properly signed may be rejected. To facilitate the electronic signature of proposals, Offerors shall provide the email address of the officer legally authorized to bind the Offeror to the proposal by 5:00PM CST, 02/25/2025. If Offerors do not wish to sign electronically, the first page of the RFP must accompany the proposal submission, completed, signed, and scanned to PDF.

No proposal shall be accepted from, or no contract or purchase order shall 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.

1.6. CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND

VOLUNTARY EXCLUSION – LOWER TIER COVERED TRANSACTIONS

By signing and submitting this proposal, the offeror certifies that neither it nor its principals is 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. Where the offeror is unable to certify to any of the statements in this certification, the offeror shall attach an explanation to its offer.

1.7. NON-DISCRIMINATION STATEMENT

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The State of South Dakota requires that all contractors, vendors, and suppliers doing business with any State agency, department, or institution, provide a statement of non-discrimination.

By signing and submitting their proposal, the offeror certifies they do not discriminate in their employment practices with regard to race, color, creed, religion, age, sex, ancestry, national origin, or disability.

1.8. RESTRICTION OF BOYCOTT OF ISRAEL

For 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, by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct:

The bidder or offeror, 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 offeror on this project and terminate any contract awarded based on the bid or response. The successful bidder or offeror 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.

1.9. CERTIFICATION RELATING TO PROHIBITED ENTITY

For contractors, vendors, suppliers, or subcontractors who enter into a contract with the State of South Dakota by submitting a response to this solicitation or agreeing to contract with the State, the bidder or offeror certifies and agrees that the following information is correct.

The bidder or offeror, 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 a prohibited entity, regardless of its 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 Codified Law § 5-18A. 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 offeror further agrees to provide immediate written notice to the contracting executive branch agency if during the term of the contract it no

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longer complies with this certification and agrees such noncompliance may be grounds for contract termination and would be cause to suspend and debar a business under SDCL § 5- 18D-12.

1.10. CERTIFICATION OF NO STATE LEGISLATOR INTEREST

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 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 any agreement entered into as a result of this RFP. By signing an agreement pursuant to this RFP, the bidder or offeror certifies that the Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

1.11. MODIFICATION OR WITHDRAWAL OF PROPOSALS

Proposals may be modified or withdrawn by the offeror prior to the established due date and time.

No oral, telephonic, telegraphic or facsimile responses or modifications to informal, formal bids, or Request for Proposals will be considered.

1.12. OFFEROR INQUIRIES

All written questions should be sent to: SDDOT_HNAR_RFP@state.sd.us, only emailed questions will be accepted.

Each offeror may submit questions via email concerning this RFP to obtain clarification of requirements. No questions will be accepted after the date and time indicated in the above schedule of activities.

Email questions to the email address listed above with the subject line “RFP# 25RFP12707 Questions”. The questions and their answers will be sent to all offerors that submitted Letters of Intent, submitted questions, or requested the questions and answers via email before the proposal submittal date and will be sent by the date and time indicated in the above calendar of events. Offeror may not rely on any other statements, either of a written or oral nature, that alter any specification or other term or condition of this RFP that have not originated from the SD RFP Project Contact. Offerors will be notified in the same manner as indicated above regarding any modifications to this RFP.

1.13. PROPRIETARY INFORMATION

The proposal of the successful offeror(s) becomes public information. Proprietary information can be protected under limited circumstances such as client lists and non-public financial statements. An entire proposal may not be marked as proprietary. Offerors must clearly identify in the Executive Summary and mark in the body of the proposal any specific proprietary information they are requesting to be protected. The Executive Summary must contain specific justification explaining why the information is to be protected. Proposals may be reviewed and

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evaluated by any person at the discretion of the State. All materials submitted become the property of the State of South Dakota and may be returned only at the State's option.

1.14. LENGTH OF CONTRACT

The initial contract will be for two (2) years.

The State will have the opportunity to renew the contract annually for up to five (5) one-year time extensions. The extension(s) will not be automatic.

1.15. GOVERNING LAW

This RFP will be governed by and construed in accordance with the laws of the State of South Dakota. Any lawsuit pertaining to or affecting this RFP will be venued in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

1.16. PRESENTATIONS/DEMONSTRATIONS

At its discretion, the State may require a presentation or demonstration by an offeror to clarify a proposal. However, the State may award a contract based on the initial proposals received without a presentation or demonstration by the offeror. If presentations or demonstrations are required, they will be scheduled after the submission of proposals. Presentations and demonstrations will be made at the offeror’s expense.

1.17. Appendices

This proposal has the following appendices. These include additional files to download.

1.17.1. Appendix A - Bureau of Information and Telecommunications Required IT Contract Terms.

1.17.2. Appendix B - Security and Vendor Questions.

SDDOT_HNAR_25RFP12707_Vendor_Questions.docx. These questions help the State determine the best way to assess and integrate your product or service technology with the State’s technology infrastructure.

1.17.3. Appendix C – Sample of the Needs Book

SDDOT_HRNA_25RFP12707_NeedsBookSample.pdf. This has several pages representing the current format of the Needs Book. It also has pages which show glossary and other supporting documentation.

1.17.4. Appendix D – Data Specification

SDDOT_HRNA_25RFP12707_Data_specifications.xlsx for a list of data sources used in producing the Needs Book Document.

1.17.5. Appendix E – Requirements Check list

SDDOT_HRNA_25RFP12707_Requirements.xlsx. A list of the requirements from the Scope of Work. The purpose of this document is to have you, the Offeror, provide us with a simple document that shows which requirements you can fulfill with your product.

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1.18. DISCUSSIONS

At the State’s discretion, the offeror may or may not be invited to have discussions with the State. The discussions can be before or after the RFP has been submitted. Discussions will be made at the offeror’s expense.

1.19. NEGOTIATIONS

This process is a Request for Proposal/Competitive Negotiation process. Each proposal shall be evaluated, and each respondent shall be available for negotiation meetings at the State’s request. The State reserves the right to negotiate on any component of every proposal submitted. From the time the proposals are submitted until the formal award of a contract, each proposal is considered a working document and as such, will be kept confidential. The negotiation discussions will also be held as confidential until such time as the award is completed.

2. STANDARD CONTRACT TERMS AND CONDITIONS

Any contract or agreement resulting from this RFP will include the State’s standard terms and conditions as listed below, along with any additional terms and conditions as negotiated by the parties. If the Offeror has objections or concerns about any of the clauses found in Section 2 or in Appendix A they should note which ones.

2.1. The Contractor will perform those services described in the Scope of Work, attached hereto as 3.0 Scope of Work of the RFP and by this reference incorporated herein.

2.2. The Contractor’s services under this Agreement will start on TBD_, and end on TBD_, unless terminated sooner pursuant to the terms of the Agreement.

2.3. The Contractor will not use State equipment, supplies, or facilities. The Contractor will provide the State with its Employer Identification Number, Federal Tax Identification Number, or Social Security Number upon execution of this Agreement.

2.4. The State will make payment for services upon satisfactory completion of the services. The

TOTAL CONTRACT AMOUNT is an amount not to exceed $ TBD. The State will not pay Contractor's expenses as a separate item. Payment will be made pursuant to itemized invoices submitted with a signed state voucher. Payment will be made consistent with SDCL chapter 5-26.

2.5. The Contractor agrees to indemnify the State of South Dakota, its officers, agents, and employees, from and against all claims or proceedings for actions, suits, damages, liabilities, other losses or equitable relief that may arise at least in part as a result of an act or omission in performing services under this Agreement. The Contractor will defend the State of South Dakota, its officers, agents, and employees against any claim, including any claim, action, suit, or other proceeding related to the claim. The Contractor’s obligation to indemnify includes the payment of attorney fees and other costs of defense. In defending the State of South Dakota, its officers, agents, and employees, the Contractor will engage other professionals, subject to the written approval of the State which will not be unreasonably withheld. Notwithstanding the

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foregoing, the State may, in its sole discretion and at the expense of the Contractor, engage attorneys and other professionals to defend the State of South Dakota, its officers, agents, and employees, or to assist the Contractor in the defense. This section does not require the Contractor to be responsible for or defend against claims or proceedings for damages, liabilities, losses, or equitable relief arising solely from errors or omissions of the State, its officers, agents, or employees.

2.6. The Contractor, at all times during the term of this Agreement, will obtain and maintain in force insurance coverage of the types and with the limits as follows:

2.6.1. Commercial General Liability Insurance:

The Contractor will maintain occurrence based commercial general liability insurance or equivalent form with a limit of not less than $1 million for each occurrence. If such insurance contains a general aggregate limit, it will apply separately to this Agreement or be no less than two times the occurrence limit. The insurance policy will name the State of South Dakota, its officers and employees, as additional insureds, but liability coverage is limited to claims not barred by sovereign immunity. The State of South Dakota, its officers and employees do not hereby waive sovereign immunity for discretionary conduct as provided by law.

2.6.2. Professional Liability Insurance or Miscellaneous Professional Liability Insurance:

The Contractor agrees to procure and maintain professional liability insurance or miscellaneous professional liability insurance with a limit not less than $1 million.

2.6.3. Business Automobile Liability Insurance:

The Contractor will maintain business automobile liability insurance or equivalent form with a limit of not less than $1 million for each accident. Such insurance will include coverage for owned, hired, and non-owned vehicles.

2.6.4. Workers’ Compensation Insurance:

The Contractor will procure and maintain workers’ compensation and employers’ liability insurance as required by South Dakota or federal law.

Before beginning work under this Agreement, Contractor will furnish the State with properly executed Certificates of Insurance which will clearly evidence all insurance required in this Agreement. In the event a substantial change in insurance, issuance of a new policy, cancellation, or nonrenewal of the policy, the Contractor agrees to provide immediate notice to the State and provide a new certificate of insurance showing continuous coverage in the amounts required. Contractor will furnish copies of insurance policies if requested by the State.

2.7. While performing services under this Agreement, the Contractor is an independent contractor and not an officer, agent, or employee of the State of South Dakota.

2.8. The Contractor agrees to report to the State any event encountered in the course of

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performance of this Agreement which results in injury to the person or property of third parties, or which may otherwise subject Contractor or the State to liability. The Contractor will report any such event to the State immediately upon discovery.

The Contractor's obligation under this section will only be to report the occurrence of any event to the State and to make any other report provided for by their duties or applicable law. The Contractor’s obligation to report will not require disclosure of any information subject to privilege or confidentiality under law (e.g., attorney-client communications). Reporting to the State under this section will not excuse or satisfy any obligation of the Contractor to report any event to law enforcement or other entities under the requirements of any applicable law.

2.9. This Agreement may be terminated by either party hereto upon thirty (30) days’ written notice. In the event the Contractor breaches any of the terms or conditions of this Agreement, this Agreement may be terminated by the State at any time with or without notice. If termination for a breach is affected by the State, any payments due to the Contractor at the time of termination may be adjusted to cover any additional costs to the State because of the Contractor's breach. Upon termination the State may take over the work and may award another party an agreement to complete the work under this Agreement. If after the State terminates for a breach by the Contractor it is determined that the Contractor was not at fault, then the Contractor will be paid for eligible services rendered and expenses incurred up to the date of termination.

2.10. This Agreement depends upon the continued availability of appropriated funds and expenditure authority from the Legislature for this purpose. If for any reason the Legislature fails to appropriate funds or grant expenditure authority, or funds become unavailable by operation of law or federal funds reductions, this Agreement will be terminated by the State upon five (5) business days’ written notice. The Contractor agrees that termination for any of these reasons is not a default by the State nor does it give rise to a claim against the State or any officer, agent, or employee of the State, and the Contractor waives any claim against the same.

2.11. This Agreement may not be assigned without the express prior written consent of the State.

This Agreement may not be amended except in writing, which writing will be expressly identified as a part of this Agreement and be signed by an authorized representative of each of the parties to this Agreement.

2.12. This Agreement will be governed by and construed in accordance with the laws of the

State of South Dakota, without regard to any conflicts of law principles, decisional law, or statutory provision which would require or permit the application of another jurisdiction’s substantive law. Venue for any lawsuit pertaining to or affecting this Agreement will be in Circuit Court, Sixth Judicial Circuit, Hughes County, South Dakota.

2.13. The Contractor will comply with all federal, tribal, state, and local laws, regulations, ordinances, guidelines, permits, requirements, and other standards applicable to providing services pursuant to this Agreement and will be solely responsible for obtaining current information on such requirements. Nothing herein will constitute a waiver by the State to any

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defense to jurisdiction nor will anything under this Agreement constitute an acknowledgement by the State that any tribe has or exercises any jurisdiction over this Agreement or the parties.

2.14. The Contractor may not use subcontractors to perform the services described in this

Agreement without the express prior written consent of the State. The Contractor will include provisions in its subcontracts requiring its subcontractors to comply with the applicable provisions of this Agreement, to indemnify the State, and to provide insurance coverage for the benefit of the State in a manner consistent with this Agreement. The Contractor will cause its subcontractors, agents, and employees to comply, with applicable federal, tribal, state, and local laws, regulations, ordinances, guidelines, permits, and other standards and will adopt such review and inspection procedures as are necessary to assure such compliance. The State, at its option, may require the vetting of any subcontractors. The Contractor will assist in the vetting process.

2.15. The State reserves the right to reject any person from performing services under this

Agreement who the State believe would be detrimental to the services, presents insufficient skills, presents inappropriate behavior or is considered by the State to be a security risk.

2.16. The Contractor hereby acknowledges and agrees that all reports, plans, specifications, technical data, miscellaneous drawings, software system programs and documentation, procedures, or files, operating instructions and procedures, source code(s) and documentation, including those necessary to upgrade and maintain the software program, and all information contained therein provided to the State by the Contractor in connection with its performance of services under this Agreement will belong to and is the property of the State and will not be used in any way by the Contractor without the written consent of the State. Papers, reports, forms, software programs, source code(s), and other material which are a part of the work under this Agreement will not be copyrighted without written approval of the State.

2.17. The Contractor certifies that neither Contractor nor its principals are presently debarred, suspended, proposed for debarment or suspension, or declared ineligible from participating in transactions by the federal government or any state or local government department or agency. Contractor further agrees that it will immediately notify the State if during the term of this Agreement Contractor or its principals become subject to debarment, suspension, or ineligibility from participating in transactions by the federal government, or by any state or local government department or agency.

2.18. By signing this Agreement, the Contractor certifies and agrees that is has not refused to transact business activities, have not terminated business activities, and have not taken other similar actions intended to limit its commercial relations, related to the subject matter of this Agreement, with a person or entity that is either the State of Israel, or a company doing business in or with Israel or authorized by, licensed by, or organized under the laws of the State of Israel to do business, or doing business in the State of Israel, 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 terminate this Agreement. During the term of this Agreement, if the Contractor no

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longer complies with this certification, the Contractor agrees to provide immediate written notice to the State and agrees such noncompliance may be grounds for termination of this Agreement.

2.19. Pursuant to South Dakota Codified Law § 5-18A, by entering into this Agreement with the State of South Dakota, the Contractor certifies and warrants that the Contractor is not a prohibited entity, regardless of its 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 Codified Law § 5-18A.

The Contractor agrees that if this certification is false, the State may terminate this Agreement with no further liability to the State. The Contractor further agrees to provide immediate written notice to the State if during the term of the contract it no longer complies with this certification, and the Contractor agrees such noncompliance may be grounds for contract termination and would be cause to suspend and debar a business under SDCL § 5-18D-12.

2.20. The Contractor

(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 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, the Contractor certifies that this Agreement is not made in violation of the South Dakota Constitution Article 3, Section 12.

2.21. Any notice or other communication required under this Agreement will be in writing and sent to the address set forth above. Notices will be given by and to (TBD at contract signing) behalf of the State, and by and to (TBD at contract signing), on behalf of the Contractor, or such authorized designees as either party may from time to time designate in writing. Notices or communications to or between the parties will be deemed to have been delivered when mailed by first class mail, provided that notice of default or termination will be sent by registered or certified mail, or, if personally delivered, when received by such party.

2.22. In the event that any court of competent jurisdiction will hold any provision of this

Agreement unenforceable or invalid, such holding will not invalidate or render unenforceable any other provision of this Agreement.

2.23. All other prior discussions, communications, and representations concerning the subject matter of this Agreement are superseded by the terms of this Agreement, and except as specifically provided in this Agreement, this Agreement constitutes the entire agreement with respect to the subject matter.

2.24. The waiver by either party of a breach or violation of any provisions of this Agreement

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will not operate as, or be construed to be, a waiver of any subsequent breach of the same or other provision of this Agreement.

2.25. Nothing in this Agreement is intended to constitute a waiver of sovereign immunity by or on behalf of the State of South Dakota, its agencies, officers, or employees.

2.26. Neither party will disclose the contents of the Agreement except as required by applicable law or as necessary to carry out the terms of the Agreement or to enforce that party’s rights under this Agreement. The Contractor acknowledges that the State of South Dakota and its agencies are public entities and thus are bound by South Dakota open meetings and open records laws. It is therefore not a breach of this Agreement for the State to take any action that the State reasonably believes is necessary to comply with the South Dakota open records or open meetings laws, including, without limitation, posting this Agreement on the website pursuant to SDCL § 1-27-46.

2.27. BUREAU OF INFORMATION AND TELECOMMUNICATIONS (BIT) STANDARD CONTRACT

TERMS AND CONDITIONS

BIT is tasked with supporting and maintaining the IT infrastructure for the State. Therefore, they are a party to this contract. Any contract or agreement resulting from this RFP will include the State of South Dakota’s (the “State”) standard I/T contract terms listed in Appendix A, along with any additional contract terms as negotiated by the parties. As part of the negotiation process the contract terms listed in Appendix A may be altered or deleted. The offeror must indicate in its response any issues it has with specific contract terms. If the offeror does not indicate that there are any issues with any contract terms, then the State will assume those terms are acceptable to the offeror.

There is also a list of technical questions, Security and Vendor Questions which is attached as Appendix B, the offeror must complete. These questions may be used in the proposal evaluation.

The offeror’s response to these questions is provided as a separate document from the RFP response.

If the offeror will be hosting 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, please provide some designation in the file name that indicates which proposal it goes to.

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If the offeror 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.

3. SCOPE OF WORK

South Dakota DOT Highway Needs and Analysis Report (Needs Book) The Highway Needs and Analysis Report or the “Needs Book” is a tool that South Dakota DOT has used for over 40 years. It combines GIS mapping with tabular data to provide a quick reference for data pertaining to all the pavements across the South Dakota Highway system. The data in the current Needs Book includes: pavement conditions, location and jurisdictional information, pavement type and layer information, future and projected projects and other important road aspects for every segment of roadway maintained by DOT.

The data is used to help guide decisions on when and where to invest funds to preserve, rehabilitate and reconstruct South Dakota maintained highways. It is an important part of our Statewide Transportation Improvement Program (STIP) planning process.

The current Needs Book is comprised of a web-based application with an interactive map and tabular data, a PDF printing component, and a bound book with adjusted maps from the PDF printing component. The PDF component is a custom page generator of straight-line diagrams covering the complete state highway system.

DOT is looking for a solution that can emulate our current system as closely as possible. The solution should allow connection to DOT’s Pavement Management data, as well as GIS data and/or REST services. In addition, it should allow csv file or text files to be imported. Once the data connections are created, the system should allow us to configure which data elements we want displayed. Because it connects to our existing data, it will automatically display the GIS and tabular information in the context of the road segments created by DOT.

To display this information, the system would allow a page to be printed that shows a map of up to seven segments and the related data listed underneath. If possible, DOT should be able to have the system generate an entire series of maps with tabular data for a highway. There would also be the ability to print these to PDF. In addition, an ideal solution would have a public facing web portion that would allow the public to click a map or enter a particular highway number and location to see the related information.

Currently, the SDDOT Needs Book is an application used for the pavement asset class. Having the flexibility to apply this setup to other asset classes would make this application even more useful.

In addition, if we could add GIS layers to the base Asset layer, this would become a very powerful tool for cross asset analysis and specific data requests to view data from various sources

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3.1. System Features & Functionalities

SDDOT needs the Highway Needs and Analysis Report (Needs Book) Software to be an Internet-based system, accessible from any Internet browser, but configurable with access restrictions based on State of South Dakota Identity Provider.

The Offeror will be required to provide a solution necessary to meet all system functions and requirements described in this RFP and the resulting contract, to include at a minimum:

3.1.1. Software

3.1.2. Full implementation of system based on required features and functionalities.

3.1.3. Maintenance and update of system as time and operating system requirements arise.

3.2. SDDOT has identified the following system features and functionalities required to deliver a fully functional Needs Book. The Offeror will, at a minimum, configure the Needs Book Software to:

3.2.1. Develop and maintain connections to the GIS feature service for the dTims pavement management data and any other GIS data services SDDOT may deem necessary or desirable to properly convey needs across pavement and other transportation assets.

3.2.2. Display a map and the corresponding tabular data of selected segments, together in an organized and navigable web-based format.

3.2.2.1. Devise a method to denote the location of section breaks of the Asset data on the map (e.g. leader lines, patterns or color shifts). See example in Appendix C.

3.2.2.2. Include tools to filter and sort data based on the tabular attributes of the asset segments.

3.2.2.3. Have the ability to turn on or turn off specific groups of tabular attributes of the segments.

3.2.2.4. Have a method of turning on or turning off data layers and metadata based on additional GIS feature services that are available and a method to add additional GIS feature services in the future.

3.2.2.5. Include the capability to print the mapping and tabular data displayed in web-based format.

3.2.2.6. Have the ability to modify the content and format of tabular data provided for the application.

3.2.2.7. Where specific codes are present, have the ability to hover over a code to display the definition.

3.2.2.8. If a new attribute is to be added or an old attribute deleted, it can be modified.

3.2.2.9. Provide flexibility to apply this application to additional asset class data sets (not just Pavement Management)

3.2.3. Provide functionality to create a set of .pdf or similar files used to create a printed book of all data provided by the dTims pavement management system. (see example in in Appendix C.)

3.2.4. Functionality should include an automatic page generator that can do the following:

3.2.4.1. Create 8½ x 11 pages, in a specified Highway and Linear Reference System (LRS) order, up to a specified number of segments per page (ideally, 7).

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3.2.4.2. This should include a method to denote section breaks of the Pavement Management tabular data on the map (e.g. leader lines, patterns or color shifts)

3.2.4.3. Orient the maps on each page to correct the cardinal direction based on LRS increasing from left to right and display to full extent the segments.

3.2.4.4. The module should also include a method to manually adjust the generated pages.

3.2.4.5. Adjust pages by adjusting the specified number of segments on each page.

3.2.4.6. The use of a live map to adjust the extent and orientation of the map to better fit with the listing of tabular data.

3.2.4.7. When the automatic page generator has been run and manual adjustments completed, the module should be able to publish a set of pdf (or similar) files that each represent a page in the Needs Book.

3.3. Deliver and Configure the Needs Book Software for operational use during the SDDOT Pavement Management annual data reporting and analysis period of 2025 data beginning April 1 of 2026;

3.3.1. The Offeror will be responsible for the operations of the software and troubleshooting outages, when needed.

3.3.2. Map out current and future state workflows

Explain how your company would work with SDDOT to

3.3.2.1. Map our current workflow and data sources

3.3.2.2. Suggest improvements, if any, that you would recommend for future state workflows with the goal of improved and more efficient processes

3.3.3. Provide Annual Support to modify configurations of the Needs Book Software, as needed, to reflect changes in the SDDOT reporting process, requirements, software validations and will provide consulting support to SDDOT Pavement Management/GIS staff to support them using the software to complete the annual Needs Book; and

3.3.4. Provide Training and Operations Support for the Needs Book Software.

3.3.5. Provide a Change Management process, including recommended approvals, for system changes.

Updates should be made in consultation with DOT so that we are never caught unaware by updates.

3.3.6. Provide the data that is currently uploaded for the Needs Book.

3.3.7. Future Enhancements to include additional assets currently being collected by SDDOT.

As examples this may include but not limited to culverts, lighting, signs

3.4. RFP Deliverables

The State’s specific system requirements and specifications for the Needs Book Software are in Attachment 1.

The requirements were developed by the SDDOT Needs Book Team to document the functions that the Needs Book Software must perform to meet all the end users’ needs, but not to dictate ‘how’ they must be performed; the requirements are intentionally defined at high levels. Nonetheless, SDDOT is interested in all features and functions of a fully functional Needs Book software, regardless of whether the functions are mentioned in the requirements.

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The Offeror will be responsible for performing the tasks outlined / described in this section.

3.4.1. Task 1: The Offeror response will demonstrate that they can produce a product acceptable by the SDDOT Needs Book Team. This means

3.4.2. Ability to configure the Needs Book software as outlined in detail in section 3.1. This generally includes:

3.4.3. Display a GIS map and the corresponding tabular data of selected multiple Pavement Management segments together in an organized and navigable web-based format.

3.4.4. Provide functionality to create a set of .pdf or similar files used to create a printed book of all data provided by the dTims pavement management system. (see example in in Appendix C).

3.4.5. To produce these reports the Offeror system will need to be able to provide an on-demand connection to these current data sources maintained by SDDOT as provided through a GIS service.

3.4.5.1. Provided output from dTims pavement management software (Deighton)

3.4.5.2. Any other GIS data the SDDOT may deem necessary or desirable.

3.4.6. Deliverable: Sample Web-based Needs Book

Presentation that shows capability of software to Display a GIS map and the corresponding tabular data of selected multiple Pavement Management segments together in an organized and navigable web-based format.

3.4.7. Deliverable - Needs Book Page rendering module.

Presentation that shows the capability of a module that will generate a set of .pdf or similar files to create a printed book of all data provided by the dTims pavement management system.

3.4.8. Deliverable - System Integration

A description of how you will integrate with existing data sources. This should be in the form of both

3.4.8.1. A high-level diagram of how your system works integrates with other systems data sources.

3.4.8.2. A technical description of how you will create, operate, and maintain data interfaces and integrations.

3.4.9. Task 2: Plan for Needs Book Software delivery, configuration of interfaces to external systems, and demonstration of ability to generate Needs Book related products.

The Offeror will outline a “typical” plan for installation and providing Quality Assurance testing. In Task 2, the Offeror will detail their plans to install, configure, and bring to operation one (1) version of the Needs Book Software, establishing needed connections to all SDDOT systems, including the dTims Pavement Management system output and any other GIS data the SDDOT may deem necessary or desirable.

Test Plan (or Test Implementation Plan)

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The proposal will explain how the Offeror will perform an initial test of the Needs Book System for the purpose of system testing. This will also outline how SDDOT will test the system with guidance from the Offeror.

This guidance should clearly define the testing strategy and responsibilities. For example, the connections to the external business systems or services provided that contain the Needs Book data elements, performing data validations, coding data items, data formatting, and generating reports must be described. Test Scripts must be developed and supplied by the Offeror to aid in testing. Electronic Test Plans, Cases, and Scripts are acceptable.

The Offeror must be available for consultation and/or assistance during testing, at no additional cost to the State, until the SDDOT Project Manager has signed the Letter of Acceptance for the Needs Book System. It is anticipated that testing may take 14 days however, the actual length of testing may vary.

The Needs Book System must perform all aspects of system functionality as described in the RFP and resulting contract.

3.4.9.1. For the proposal, the Offeror should provide a detailed plan with timeline for the full implementation. Including the items below and 3.4.9.2:

3.4.9.1.1. Discovery

3.4.9.1.2. Creating data interfaces and integrations

3.4.9.1.3. Launching a test environment

3.4.9.1.4. Creating the Fully functioning/operational Needs Book Software, as determined by the State, in-use by SDDOT users and pulling data from external systems for at least 14 consecutive days without fail.

3.4.9.2. Deliverable: Test Plan (or Test Plan for Implementation As part of the response outline your

3.4.9.2.1. Test Plan/Cases/Scripts, Consultation (On-site if requested)

3.4.9.2.2. Walkthrough/Virtual Session (if applicable).

3.4.10. Task 3: Training

3.4.10.1. Data Manager Training

In Task 3, the Offeror will provide in-person training to SDDOT staff / users on loading and operating the web-based and page rendering Needs Book Software (the Data Managers). The Offeror will perform one training session. The in-person training session will be a minimum of one (1), eight-hour days, to allow for full staff interaction and one-on-one training. It is estimated that training will consist of up to five (5) SDDOT staff, with one to two trainers provided by the Offeror. The training environment will be provided by SDDOT.

3.4.10.2. End User Training

The Offeror will also provide training, utilizing a video or similar media, on how to use the software from an End User perspective. SDDOT will add the training to SDLearn.

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3.4.10.3. Training Manuals

In addition to training, the Offeror will deliver two (2) Training Manuals and two (2) User Manuals that describe the core functionality of the system, how to use it, and the key functions and roles required to operate the system.

Manuals will be provided electronically to the Project Director in Microsoft Word (MS Word) and PDF format.

3.4.10.4. Airfare and car rental travel for training will be reimbursed at actual expenses.

Hotel and food costs at State Per Diem rates.

The proposal should provide a narrative describing how they will provide the following deliverables.

3.4.10.5. Deliverable: Data Manager Training:

The proposal should outline a plan for conducting one, one (1) day on-site Training Sessions in Pierre, South Dakota.

3.4.10.6. Deliverable: End User Training

Training videos for the end user to include tips and tricks on how to effectively use the software.

3.4.10.7. Deliverable: Training Manual

Deliver two (2) electronic MS Word (or similar) copies, describing the core functionality of the system, how to use it, and the key function and roles required to operate.

3.4.10.8. Deliverable: User’s Manual

Deliver two (2) electronic MS Word (or similar) copies, describing the core functionality of the system, how to use it, and the key function and roles required to operate.

3.4.10.9. Task: Operation Support

The Offeror will make clear if the software will be hosted by them or by South Dakota. If both are options then this should be explained.

Either way, we expect the Offeror to perform technical support to maintain the operations of the Needs Book Software. the software will be installed in a SDDOT provided environment.

The Offeror will remain responsible for software maintenance, upgrades as needed, troubleshooting outages, and restoring operations that are not related to the hosting environment.

In addition, the Offeror will be responsible for performing all operations of the

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system, maintaining regular back-ups, and any database administration needed, perform back-ups of the system data, and deliver backups to SDDOT at a regular planned cycle to be agreed during system development.

The proposal should include a narrative describing how you will meet this deliverable.

3.4.10.10. Deliverable: Operations Support

3.4.10.10.1. Describe the options for hosting the software.

3.4.10.10.2. Describe your maintenance and technical support plans, including software supports and upgrades.

3.4.10.10.3. If hosting, please describe your disaster recovery and back up plans. As well as your database maintenance plans.

3.5. Hosting and Data Access Requirements

3.5.1. The contract doubles as an agreement for the State to own the data tables and is able to manipulate data, run reports as needed, pull code tables, access raw data, and develop dashboards as needed through Microsoft Power BI, ESRI, Tableau and associated platforms.

3.5.2. The Offeror shall describe the process by which the State can access data housed within the proposed solution for ingestion into a state data repository, encompassing available methodologies (e.g., flat file, API), data formatting, frequency of updates, and any inherent constraints. Additionally, provide a high-level architecture diagram, as part of the Solution Diagram, elucidating the proposed solution's data provision mechanism.

3.6. Single Sign-On Requirements

3.6.1. As part of the State’s…