STATE OF NEW HAMPSHIRE

New Hampshire Department of Transportation:

RFP DoIT 2025-036 Procurement for Statewide

Traffic Data Management System (TDMS)

RFP ISSUED: December 17, 2024

VENDOR CONFERENCE: January 16, 2025 11:00 AM ET

LOCATION:

DEPARTMENT OF TRANSPORTATION

JOHN O. MORTON BUILDING

7 HAZEN DRIVE

CONCORD, NH 03302

STATE POINT of CONTACT:

NAME: Michael O’Donnell, P.E.

EMAIL: Michael.T.ODonnell@dot.nh.gov

TEL: 603-271-1581

CONTRACT TYPE: Not to Exceed

PROPOSALS DUE: May 15, 2025 3:00 PM ET

DEPARTMENT OF TRANSPORTATION

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

TABLE OF CONTENTS

SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS

1.1 Executive Summary

1.2 Schedule of Events

SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS

2.1 Proposal Submission

2.2 One Proposal Submission per Vendor

2.3 Vendor Inquiries

2.4 Restriction of Contact with Agency Employees and Contractors

2.5 Validity of Proposal

SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS

3.1 Proposal Organization

SECTION 4: EVALUATION OF PROPOSALS

4.1 Criteria for Evaluation and Scoring

4.2 Scoring Detail

4.3 Planned Evaluations

4.4 No Best and Final Offer

4.5 Rights of the Agency in Accepting and Evaluating Proposals

SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS

5.1 RFP Addendum

5.2 Non-Collusion

5.3 Property of the State

5.4 Confidentiality of a Proposal

5.5 Public Disclosure

5.6 Electronic Posting of Resulting Contract

5.7 Non-Commitment

5.8 Proposal Preparation Cost

5.9 Ethical Requirements

5.10 Debarment

5.11 Challenges on Form or Process of the RFP

SECTION 6: CONTRACT TERMS AND AWARD

6.1 Non-Exclusive Contract

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

6.2 Award

6.3 Anticipated Contract Term

6.4 Standard Contract Terms

6.5 Related Documents Required

APPENDICES

APPENDIX A: VENDOR CONFERENCE REQUIREMENTS

APPENDIX B: BUSINESS / TECHNICAL REQUIREMENTS AND DELIVERABLES

APPENDIX C: TOPICS FOR MANDATORY RESPONSES

APPENDIX D: STANDARDS FOR DESCRIBING VENDOR QUALIFICATIONS

APPENDIX E: PRICING

APPENDIX F: DOIT INFRASTRUCTURE & SECURITY

APPENDIX G: MERCHANT CARD SERVICES

APPENDIX H: TERMS AND DEFINITIONS

APPENDIX I: P-37 STATE OF NEW HAMPSHIRE GENERAL PROVISIONS AND EXHIBITS

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

OVERVIEW AND SCHEDULE OF EVENTS

SECTION 1 – OVERVIEW AND SCHEDULE OF EVENTS

SECTION 1: OVERVIEW AND SCHEDULE OF EVENTS

1.1 Executive Summary

1.1.1 Introduction

No equipment or services on the State of New Hampshire's Prohibited Technologies List found here: https://www.doit.nh.gov/sites/g/files/ehbemt506/files/inline-documents/sonh/prohibited-technologies.pdf and

No equipment or services on the FCC Covered List found here:

https://www.fcc.gov/supplychain/coveredlist

The New Hampshire Department of Transportation (NHDOT) is responsible for the development, establishment, implementation, and continuous operation of a traffic monitoring system (TMS) for highways and public transportation facilities and equipment in the State of New Hampshire in accordance with Title 23, Code of Federal Regulations (CFR) Part 500 (23 CFR 500). This responsibility has been delegated by the Commissioner, NHDOT to the Bureau of Traffic and has been assigned to the Traffic Research Team. The NHDOT is also responsible for maintaining and reporting data for specific performance management measures associated with the National

Highway System (NHS) under the Highway Performance Monitoring System (HPMS) in accordance with 23 CFR 490.

Project Overview/Justification: The NHDOT intends, through this Request for Proposals (RFP), to procure a Traffic Data Management System (TDMS) that at a minimum meets the requirements of a TMS as defined by the Federal Highway Administration (FHWA) in their 2022 Traffic

Monitoring Guide (TMG). The TDMS Proposed Solution shall encompass traffic volume, vehicle classification, traffic speed, and vehicle weight data. The traffic data that is collected by NHDOT shall be stored, queried, reported, and accessible through the Proposed Solution.

Objective for Procurement for Traffic Data Management System (TDMS):

The objective of this RFP is to procure a TDMS that meets federal reporting requirements for a

TMS as detailed and outlined in the TMG and meets the federal reporting requirements for the

Highway Performance Monitoring System (HPMS) reporting. This TDMS shall provide Public, Partner, and NHDOT Office user access to the traffic data 24 hours per day, 7 days per week, 365 days per year.

Goals: For the purpose of these goals, “Support” shall be interpreted to mean to ingest, integrate, evaluate, format, calculate, store, process, query, report, and archive traffic data as defined by the

TMG. The quantities included below represent the immediate requirement and should be considered the minimum level of support expected at deployment.

a. Support a Continuous Count Stations program of 150-200 automated traffic volume sites.

b. Support a vehicle classification and count program of 25-50 automated classification sites.

c. Support a weigh-in-motion program of 5-20 sites.

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

d. Support a coverage count (short count) program of 3,000-6,000 locations that collect volume, classification, and speed on three-year and six-year cycles.

e. Support a turning movement count program of 100-250 locations per year.

f. Support a manual classification program of 1,200-1,800 locations per 3-year cycle.

g. Support a micromobility program on all public roads.

h. Support a vehicle count program that incorporates all public roads by 2026.

i. Integrates global information system (GIS) map data.

j. Provides a web-based user interface with varying levels of Authorized Users for NHDOT users, Partners, and the Public.

1.1.2 Scope of Work (SOW) Overview

The State of New Hampshire, acting through the NHDOT has released this RFP to procure all software, data, services, and equipment associated with the development, data migration, implementation, training, and ongoing support of a Traffic Data Management System (TDMS). The purpose of the TDMS is to ingest, integrate, store, process, calculate, query, analyze, report, and archive traffic data obtained from several data sources for NHDOT personnel as well as for public access. The TDMS shall conform to the current edition of the Federal Highway Administration

(FHWA) Traffic Monitoring Guide, the American Association of State Highway and Transportation

Officials (AASHTO) guidelines for traffic data programs, and the FHWA Highway Performance

Monitoring System. The TDMS shall conform to the current edition of the FHWA Traffic

Monitoring Guide requirements, the AASHTO guidelines for traffic data programs, and the FHWA

Highway Performance Monitoring System.

NHDOT routinely collects traffic data, including traffic volumes, vehicle classifications, speeds, and vehicle weight from a variety of sources. The proposed TDMS shall be capable of processing traffic data from a variety of multimodal traffic data collection resources and process, format, and store the data for NHDOT and public use. The proposed TDMS shall include robust data analysis and reporting capabilities, allowing for the extraction of data insights and trends.

The TDMS shall include configurable user interfaces for authorized users as well as a default user interface for public users. The proposed TDMS shall include a mapping component that graphically displays the location of collected data and associates calculated traffic data characteristics with road segments based on the State’s linear referencing system. The TDMS shall be user-friendly, scalable, and capable of integrating with other traffic management and GIS systems.

NHDOT is seeking a Proposed Solution with a proven record of processing traffic data and providing data analysis and reporting to conform to the current edition of the FHWA Traffic

Monitoring Guide and the FHWA Highway Performance Monitoring System. A qualified Vendor shall demonstrate that their Proposed Solution to this RFP is currently in use, or has been used since January 1, 2022, in at last two jurisdictions in the United States. A jurisdiction is intended to mean in use by a State DOT or other municipal public entity. A Vendor who cannot demonstrate current use of a version of the Proposed Solution shall be considered Not Qualified for this project.

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

The Vendor shall be responsible for the deployment and installation of the TDMS, ensuring minimal disruption to business operations. The Vendor shall be responsible for developing and conducting a comprehensive training program for authorized users and for providing self-directed user support to public users. The Vendor will be expected to work closely with the State team members to ensure the successful implementation of the TDMS including error-free migration of legacy data to the proposed system. Post-deployment, the Vendor shall provide ongoing technical support and system upgrades/updates as required.

The Vendor shall be responsible for all aspects of the Project, including but not limited to:

a. All Software configuration, formatting, licensing, customization, reporting, and other development associated with the implementation of a TDMS.

b. All Services defined in Table B-2.1 and all Supplemental Appendices.

c. Migrating the existing archived traffic data from the current MS2 software system to the

Vendor’s TDMS with no interruption to NHDOT business operations.

d. Ensuring that the New Hampshire Department of Information Technology (NHDoIT) protocols and practices are followed during the configuration, development, licensing, customization, and reporting for the Software.

1.2 Schedule of Events

The following table provides a Schedule of Events for this RFP through contract finalization, Governor and

Executive Council approval, and written notice to proceed (NTP). The Agency reserves the right to amend this Schedule at its sole discretion and at any time through a published Addendum.

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RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

SCHEDULE OF EVENTS

EVENT DATE & TIME (ET)

RFP Released to Vendors / Inquiry Period Begins (on or about)/ December 17, 2024

Notification of the Number of Representatives Attending the Pre-

Proposal Vendor Conference and/or Request for Teleconference

Invitation(s) (Mandatory)

January 13, 2025, 3:00 PM ET

Mandatory Pre-Proposal Vendor Conference January 16, 2025, 11:00 AM ET

Vendor Request for One-on-One Conference Deadline January 22, 2025, 3:00 PM ET

Early Vendor Inquiry Deadline (Inquiry Period continues) January 30, 2025, 3:00 PM ET

State Responses to Early Vendor Inquiries February 13, 2025

One-on-One Vendor Conferences February 18-21, 2025

Confidential Vendor Inquiry Deadline (following One-on-One

Vendor Conferences

March 5, 2025, 3:00 PM ET

State Reponses to Confidential Vendor Inquiries March 20, 2025

Vendor Inquiry Period Ends (Final Inquiries due) April 22, 2025, 3:00 PM ET

Final State Responses to Vendor Inquiries May 5, 2025

Final Date and Time for Proposal Submission May 15, 2025, 3:00 PM ET

Invitations for Oral Presentations and Software Demonstrations June 10, 2025

Vendor Presentations and Software Demonstrations (Mandatory) Week of July 14, 2025

Estimated Date of Vendor Selection July 24, 2025

Anticipated Governor and Council Approval October 22, 2025

Anticipated Effective Contract Date October 27, 2025 (estimated initial 5-year term ending

November 1, 2030)

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RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS

SECTION 2 – PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS

SECTION 2: PROPOSAL SUBMISSION, DEADLINE, AND LOCATION INSTRUCTIONS

2.1 Proposal Submission

Physical Proposals and Electronic Proposals submitted in response to this RFP must be received by the

NHDOT Bureau of Traffic no later than the time and date specified in the Schedule of Events, herein.

The Price Proposal must be labeled clearly and submitted separately from the Technical Proposal.

Late submissions will not be accepted. Delivery of the Proposals shall be the Vendor’s responsibility. The time of receipt shall be considered when a Proposal has been officially documented by the NHDOT, in accordance with its established policies, as having been received at the location designated below. The

NHDOT accepts no responsibility for damaged, mislabeled, or undeliverable mailed or unrecoverable electronically delivered proposals.

2.1.1 Physical Proposals

Physical Proposals must be addressed to:

STATE OF NEW HAMPSHIRE

DEPARTMENT OF TRANSPORTATION

BUREAU OF TRAFFIC

ATTN: Michael O’Donnell, P.E.

18 Smokey Bear Blvd.

Concord, NH 03302-0483

Proposals must be clearly marked as follows:

STATE OF NEW HAMPSHIRE

RESPONSE TO RFP: RFP DoIT 2025-036 Procurement for Statewide Traffic Data Management

System (TDMS)

Package 1 – Technical Proposal:

a. Six (6) Printed physical copies of the Technical Proposal, including all required attachments.

b. One (1) original of the Proposal Transmittal Form Letter (described in Section 3.1.2:

Transmittal Form Letter, herein) shall be signed by an official authorized to legally bind the Vendor and shall be marked “ORIGINAL.”

c. One (1) Electronic submission via USB drive. The USB shall become the property of

NHDOT and will not be returned to the Vendor.

Package 2 – Price Proposal:

a. A separate Price Proposal shall be labeled clearly and sealed separately from the

Technical Proposal.

b. The Price Proposal shall include the Pricing Worksheets (as described in Appendix E).

One (1) original and two (2) copies of the Price Proposal, must be bound separately.

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

2.1.2 Electronic Proposals

Electronic Proposals must be addressed to:

TO: Michael.T.ODonnell@dot.nh.gov

CC: Gordon.S.Thompson@dot.nh.gov

Proposals must be clearly marked as follows:

Subject: RESPONSE TO RFP: RFP DoIT 2025-036 Procurement for Statewide Traffic Data

Management System (TDMS)

Electronic Submissions must be submitted using the following criteria:

a. Searchable PDF Format

b. Submission shall have the same layout and formatting as the Physical Proposal. In the event of a discrepancy between the Electronic Proposal and the Physical Proposal, the

Physical Proposal shall be the official Proposal.

c. Files must be less than 10MB in size for the NHDOT email system.

d. For proposals with a file size greater than 10MB, NHDOT will make available a secure file transfer site for responding Vendors to upload Proposal documents. It is anticipated the file transfer site will be identified and made available not later than the Final State

Responses to Vendor Inquiries.

Attachment 1: Technical Proposal:

a. The Technical Proposal, including all required attachments.

b. One (1) copy of the Proposal Transmittal Form Letter (described in Section 3.1.2:

Transmittal Form Letter, herein) shall be signed by an official authorized to legally bind the Vendor and shall be marked “ORIGINAL.”

Attachment 2: Price Proposal:

a. The Price Proposal must be labeled clearly and separately from the Technical Proposal.

b. The Price Proposal must include the Pricing Worksheets (as described in Appendix E).

2.2 One Proposal Submission per Vendor

Vendors are permitted to submit only One (1) Proposed Solution Proposal per Vendor in response to this

RFP.

2.3 Vendor Inquiries

All inquiries concerning this RFP, including but not limited to, requests for clarifications, questions, and any changes to the RFP, shall be submitted via email to the following RFP Point of Contact (POC):

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

RFP POC: Michael O’Donnell, P.E., Assistant State Traffic Engineer, Bureau of Traffic

Email: Michael.T.ODonnell@dot.nh.gov

CC: Gordon.S.Thompson@dot.nh.gov

All inquiries submitted concerning this RFP should include both Mr. Mike O’Donnell and Mr. Stuart

Thompson at the email addresses provided. All inquiries submitted shall include the following on the subject line of the email:

RFP DoIT 2025-036 Statewide TDMS Procurement Inquiry

While not required, inquiries should use the Request for Information (RFI) form provided with the RFP documents. Inquiries must be received by the RFP Point of Contact no later than the conclusion of the

Vendor Inquiry Period identified in the Schedule of Events. The State will respond to inquiries received by the Early Vendor Inquiry Deadline prior to the One-on-One Vendor Conferences. Inquiries received later than the conclusion of the Vendor Inquiry Period shall not be considered properly submitted and may not be considered. The State assumes no liability for assuring accurate/complete Email transmission/receipt and is not required to acknowledge receipt.

The Agency intends to issue official responses to properly submitted inquiries on or before the date(s) specified in the Schedule of Events section, herein. The Agency may consolidate and/or paraphrase questions for sufficiency and clarity. Oral statements, representations, clarifications, or modifications concerning the RFP shall not be binding upon the Agency. Official responses by the Agency will be made only in writing by the process described above.

The Agency will require the successful bidder to execute a Contract using the P-37 State of New

Hampshire General Provisions and any attached exhibits. To the extent that a Vendor believes that exceptions to the standard form contract will be necessary for the Vendor to enter into the Agreement, the

Vendor must submit those exceptions during the Vendor Inquiry Period.

2.4 Restriction of Contact with Agency Employees and Contractors

From the date of release of this RFP until an award is made and announced regarding the selection of a

Vendor, all communication with personnel employed by or under contract with the Agency regarding this

RFP is prohibited unless first approved by the RFP Point of Contact listed herein. Agency employees have been directed not to hold conferences and/or discussions concerning this RFP with any potential Contractor during the selection process, unless otherwise authorized by the RFP Point of Contact. Vendors may be disqualified for violating this restriction on communications.

2.5 Validity of Proposal

Proposals must be valid for one hundred and eighty (180) days following the deadline for submission of

Proposals in the Schedule of Events, or until the Effective Date of any resulting Contract, whichever is later.

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RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS

SECTION 3 – PROPOSAL ORGANIZATION, CONTENT AND REQUIRED ITEMS

SECTION 3: PROPOSAL ORGANIZATION, CONTENT, AND REQUIRED ITEMS

3.1 Proposal Organization

Proposals should adhere to the following outline.

a. Cover Page

b. Transmittal Form Letter

c. Table of Contents

d. Section I: Executive Summary

e. Section II: Glossary of Terms and Abbreviations

f. Section III: Responses to Requirements and Deliverables

g. Section IV: Narrative Responses

h. Section V: Corporate Qualifications

i. Section VI: Qualifications of Key Vendor Staff

j. Section VII: Vendor Attachments

k. Section VIII: Price Proposal (submitted concurrently and independently of the Technical Proposal)

l. Section IX: Appendices

3.1.1 Cover Page

The first page of the Vendor’s Proposal should be a cover page containing the following text:

STATE OF NEW HAMPSHIRE

DEPARTMENT OF TRANSPORTATION

RESPONSE TO RFP: RFP DoIT 2025-036

Procurement for Statewide Traffic Data Management System (TDMS)

The cover page shall also include the Vendor’s name, POC name, POC telephone number, POC

Email address, and corporate physical address, city, state, and zip code.

3.1.2 Transmittal Form Letter

The Vendor shall submit a signed Transmittal Form Letter with their response using the Transmittal

Form Letter template provided on the following page (a Word template will be made available to all Vendors). Any electronic alteration to the content of this Transmittal Form Letter template is prohibited. Any such changes may result in a Proposal being rejected.

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

TRAFFIC DATA MANAGEMENT SYSTEM (TDMS)

State of New Hampshire Proposal Transmittal Form Letter Company Name: ________________________________________________________________

Address: ____________________________________ __________________________________

To: Michael O’Donnell, P.E.

603-271-2291

Michael.T.ODonnell@dot.nh.gov

RE: Proposal Invitation Name: Procurement for Statewide Traffic Data Management System (TDMS)

Proposal Number: RFP DoIT 2025-036

Proposal Due Date and Time: May 15, 2025, 3:00 PM ET

To Whom It May Concern:

Company Name: _________________________ hereby submits an offer to provide to the State of New Hampshire the

Services indicated in Procurement for Statewide Traffic Data Management System (TDMS) RFP DoIT 2025-036 at the price(s) quoted in Vendor Response Section VII: Price Proposal, in complete accordance with all conditions of this RFP and all Specifications set forth in the RFP and in the P-37 State of New Hampshire General Provisions and Exhibits, identified in

Appendix I.

We attest to the fact that:

1. The company has reviewed and agreed to be bound by the RFP.

2. The company has not altered any of the language or other provisions contained in the RFP document.

3. The Proposal is effective for a period of 180 days from the RFP Closing Date or until the Effective Date of any resulting

Contract, whichever is later.

4. The prices quoted in the Proposal were established without collusion with other Vendors.

5. The Vendor has read and fully understands this RFP.

Further, in accordance with RSA 21-I:11-c, the undersigned Vendor certifies that neither the Vendor nor any of its subsidiaries, affiliates or principal officers (principal officers refers to individuals with management responsibility for the entity or association):

a. Has, within the past 2 years, been convicted of, or pleaded guilty to, a violation of RSA 356:2, RSA 356:4, or any state or federal law or county or municipal ordinance prohibiting specified bidding practices, or involving antitrust violations, which has not been annulled;

b. Has been prohibited, either permanently or temporarily, from participating in any public works project pursuant to

RSA 638:20;

c. Has previously provided false, deceptive, or fraudulent information on a vendor code number application form, or any other document submitted to the state of New Hampshire, which information was not corrected as of the time of the filing a bid, proposal, or quotation;

d. Is currently debarred from performing work on any project of the federal government or the government of any state;

e. Has, within the past 2 years, failed to cure a default on any contract with the federal government or the government of any state;

f. Is presently subject to any order of the department of labor, the department of employment security, or any other state department, agency, board, or commission, finding that the applicant is not in compliance with the requirements of the laws or rules that the department, agency, board, or commission is charged with implementing;

g. Is presently subject to any sanction or penalty finally issued by the department of labor, the department of employment security, or any other state department, agency, board, or commission, which sanction or penalty has not been fully discharged or fulfilled;

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

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h. Is currently serving a sentence or is subject to a continuing or unfulfilled penalty for any crime or violation noted in this section;

i. Has failed or neglected to advise the division of any conviction, plea of guilty, or finding relative to any crime or violation noted in this section, or of any debarment, within 30 days of such conviction, plea, finding, or debarment;

or

j. Has been placed on the debarred parties list described in RSA 21-I:11-c within the past year.

This document shall be signed by a person who is authorized to legally obligate the responding Vendor. A signature on this document indicates that all State of New Hampshire terms and conditions are accepted by the responding Vendor and that any and all other terms and conditions submitted by the responding Vendor are null and void, even if such terms and conditions have terminology to the contrary. The responding Vendor shall also be subject to State of New Hampshire terms and conditions as stated on the reverse of the purchase order, if any.

Our official point of contact is: _________________________________________________

Title: _____________________________________________________________________

Telephone: (___) ___-_______________ Email: __________________________________

Authorized Signature Printed: __________________________________________________

Authorized Signature: ________________________________________________________

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

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3.1.3 Table of Contents

The Vendor must provide a table of contents with corresponding page numbers relating to its

Proposal.

3.1.4 Section I: Executive Summary

Section I shall provide an executive summary, not to exceed four (4) pages, identifying how the

Vendor satisfies the goals of this RFP. The executive summary will also provide an overview of the

Vendor’s proposed Solution and Services highlighting those factors that they believe distinguish their Proposal.

3.1.5 Section II: Glossary of Terms and Abbreviations

Section II shall provide a glossary of all terms, acronyms, and abbreviations used in the Vendor’s

Proposal.

3.1.6 Section III: Responses to System Requirements and Deliverables

Section III shall include the response tables from the Business/Technical Requirements and

Deliverables referenced in Appendix B. This Section shall include the completed Table B-2.1

Business Requirements. This Section shall include verification that the Vendor will provide and meet all Deliverables indicated in Table B-3 Deliverables. The Vendor must document the ability to meet the Requirements and Deliverables of this RFP.

3.1.7 Section IV: Narrative Responses

Section IV solicits mandatory narrative responses describing the Software, Technical Services and

Project Management topics defined for this RFP Project. Appendix C Topics for Mandatory

Responses is organized into sections, which correspond to the different aspects of the scoring process of the Proposal. Discussion of each numbered topic shall begin on a new page.

3.1.8 Section V: Corporate Qualifications

Section V shall provide the corporate qualifications of the Vendor and any Subcontractors proposed to participate in the Project. Specific information to be provided is described in Appendix D

Standards for Describing Vendor Qualifications under Appendices D-1 and D-2.

3.1.9 Section VI: Qualifications of Key Vendor Staff

Section VI shall be used to provide required information on the Vendor’s Key Staff for this Project.

Specific information to be provided is described in Appendix D Standards for Describing Vendor

Qualifications under Appendix D-3.

3.1.10 Section VII: Vendor Attachments

Section VII provides for extra materials as referenced in Appendix C Topics for Mandatory

Responses such as Product Literature, Federal Reporting, Typical and Ad Hoc Reporting, Interface

Standards, Testing (For UAT Plan) and Status Meetings and Reports.

RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

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3.1.11 Section VIII: Price Proposal (sealed separately)

Section VIII shall include the Price Proposal, which shall describe the proposed price for the

Vendor’s Proposed Solution Proposal based on and reflected by the inclusion of the completed tables listed in Appendix E Pricing. The Price Proposal shall include the response tables from

Appendix E-1, Tables E-1.1 and E-1.3 through E-1.7. Section VIII shall also include the response tables from Appendix E-2, Tables E-2.1 and E-2.2 to provide information for the State.

The Price Proposal and all related pricing details shall be submitted concurrently and independently of the Technical Proposal. No pricing information shall be included in the Technical Proposal submission. As outlined in Section 2: Proposal Submission, Deadline, and Location Instructions, this price proposal must be labeled clearly and sealed separately from the Technical Proposal.

3.1.12 Section IX: Appendices

Section IX provides for supplemental materials, other completed tables, and narrative described elsewhere in this RFP. For example, summary scopes of work for Optional Features as described in

Appendix E-2 shall be included in Section IX. However, no pricing information for the Optional

Features should be included in the Technical Proposal.

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RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

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EVALUATION OF PROPOSALS

SECTION 4 – EVALUATION OF PROPOSALS

SECTION 4: EVALUATION OF PROPOSALS

4.1 Criteria for Evaluation and Scoring

Each responsive Proposal will be evaluated and considered with regard to the Proposed Solution and

Services proposed, qualifications of the Vendor and any Subcontractors, experience and qualifications of proposed candidates, and Price.

If the Agency determines to make an award, the Agency will begin negotiations with a Vendor based on these evaluations. Should the Agency be unable to reach agreement with the high scoring Vendor during

Contract discussions, the Agency may then undertake Contract discussions with the next high scoring

Vendor and so on; or the Agency may reject all proposals, cancel this RFP, or solicit new Proposals under a new acquisition process. All decisions are at the sole option of the Agency and will be considered final.

The Agency will use a scoring scale of one thousand (1000) Points. Points will be distributed as set forth in the table below.

SCORING TABLE

CATEGORIES POINTS

Technical Proposal with the following potential maximum scores for each Technical Proposal category listed below:

six hundred (600)

Proposed Software Solution three hundred (300)

Vendor’s Technical Service and Project Management Experience eighty (80)

Vendor Company sixty (60)

Staffing Qualifications sixty (60)

FedRAMP/StateRAMP Authorization Status one hundred (100)

Price Proposal Potential Maximum Points four hundred (400)

TOTAL POTENTIAL MAXIMUM POINTS AWARDED one thousand (1000)

The Agency will select a Vendor based upon the criteria and standards contained in this RFP and from applying the weighting in this section. Oral interviews and reference checks, to the extent they are utilized by the Agency, will be used to refine and finalize technical scores.

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4.2 Scoring Detail

4.2.1 Scoring of the Proposed Software Solution

The Vendor’s Proposed Software Solution will be allocated a maximum score of Three Hundred

(300) Points. The main purpose of this section is to measure how well the Solution meets the business needs of the Agency.

Scoring is primarily measured using Vendor responses in the following sections, though NHDOT reserves the right to incorporate information from any part of the Proposal in scoring this section:

a. Vendor must be Qualified in accordance with Section 1.1.2

b. Proposal Section III: Responses to Requirements and Deliverables

c. Proposal Section IV: Narrative Responses, Topics 1-7

d. Vendor Readiness Assessment Report (VRAR)

e. Vendor Presentation and Demonstration

4.2.2 Scoring of Vendor’s Technical Service and Project Management Experience

The Vendor’s Technical Service and Project Management Experience will be allocated a maximum score of Eighty (80) Points. In this section, the State will score the technical merits of how the

Vendor will carry out the implementation and maintenance of the Proposed Solution. Technical details of the System including security and protection of data, proposed training administrative procedures, and how the Vendor manages its Team and the Project will be critical. How compatible the Vendor’s procedures and technologies are with the State contribute to an assessment of risk both in the short and long term.

Scoring is primarily measured using vendor responses in the following sections:

a. Proposal Section III: Responses to Requirements and Deliverables

b. Proposal Section IV: Narrative Responses, Topics 8-22

c. Proposed Work Plan

d. Vendor Readiness Assessment Report (VRAR)

e. References

4.2.3 Scoring of Vendor Company

Vendor Company qualifications will be allocated a maximum score of Sixty (60) Points. It must be established that the Vendor Company is capable of carrying out the Project through

Implementation, the Warranty Period and the maintenance period.

Scoring is primarily measured using Vendor responses in the following sections:

a. Proposal Section V: Corporate Qualifications

b. References

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4.2.4 Scoring of Vendor Staffing Qualifications

Vendor’s Staff qualifications will be allocated a maximum score of Sixty (60) Points. Vendor’s

Staff must have the training and experience to support the Vendor’s plans to implement and support the System.

Scoring is primarily measured using Vendor responses in the following sections:

a. Proposal Section VI: Qualifications of Key Vendor Staff

b. Vendor Presentations & Demonstrations

c. References

4.2.5 Scoring of Solution FedRAMP/StateRAMP Authorization Status

If the Vendor’s solution (Hosting and Product) is fully FedRAMP or StateRAMP authorized, and within periodicity, the Vendor score for this section shall be awarded a maximum score of One

Hundred (100) points. If only the Vendor’s Hosting environment is FedRAMP/StateRAMP authorized, the Vendor will be awarded a maximum score of Thirty-Three (33) points. No points will be awarded in this section if the Vendor’s FedRAMP or StateRAMP authorization is incomplete.

4.2.6 Scoring the Proposed Solution Price

The Vendor’s Proposed Solution Price will be allocated a maximum score of Four Hundred (400) points. The State will consider both Implementation and Five (5) Year License and maintenance costs as well as the costs associated in Appendix E Pricing. The price information required in a

Proposal is intended to provide a sound basis for comparing costs. The cost point formula described in Section 4.3.6 Price Proposal Review and Scoring will be utilized for this scoring portion.

4.3 Planned Evaluations

The Agency plans to use the following process:

a. Initial screening to ensure that the Proposals are in compliance with submission requirements.

b. Preliminary evaluation of the Proposals.

c. Oral Presentations and Product Demonstrations.

d. Reference and background checks.

e. Final Evaluation of Technical Proposals and scoring.

f. Review of Price Proposals and scoring.

g. Select the highest scoring Vendor and begin contract negotiation.

4.3.1 Initial Screening

The Agency will conduct an initial screening step to verify Vendor compliance with the submission requirements set forth in the RFP and the minimum content set forth in the Proposal Format, Content and Required Items within this RFP. The Agency may waive or offer a limited opportunity to cure immaterial deviations from the RFP requirements if it is determined to be in the best interest

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of the State. A Proposal that fails to satisfy either submission requirements or minimum standards may be rejected without further consideration.

4.3.2 Preliminary Technical Scoring of Proposals

The Agency will establish an evaluation team. This evaluation team will review the Technical

Proposals and give a preliminary score. Should a Vendor fail to achieve Four Hundred (400) minimum points in the preliminary Technical Proposal scoring, that Vendor will receive no further consideration from the evaluation team and the Vendor’s Price Proposal will remain unopened.

Price Proposals will remain unopened during the preliminary technical review, Oral Interviews and

Product Demonstrations.

4.3.3 Oral Interviews and Product Demonstrations

At the Agency’s discretion, Vendors may be invited to oral interviews and/or product demonstrations including demonstrations of any proposed automated systems or technology components. The Agency retains the sole discretion to determine whether to conduct oral interviews and product demonstrations, with which Vendors, the number of interviews and the length of time provided for the interview and Product demonstration. The Agency may decide to conduct oral interviews and product demonstrations with less than all responsive Vendors.

The purpose of oral interviews and product demonstrations is to clarify and expound upon information provided in the written Proposals. Vendors are prohibited from altering the basic substance of their Proposals during the oral interviews and product demonstrations. The Agency may ask the Vendor to provide written clarifications of elements in their Technical Proposal regardless of whether it intends to conduct oral interviews.

Information gained from oral interviews and product demonstrations will be used to refine technical review scores assigned from the initial review of the Proposals. All costs associated with oral presentations/interviews shall be borne entirely by the Vendor.

4.3.4 Reference and Background Checks

The Agency may conduct reference checks and/or a background check on the Vendor, on the

Vendor’s proposed products and services, or on the Vendor’s Key Staff. Information gained from reference and/or background checks will be used to refine the Vendor scores from the initial review of the Proposals.

4.3.5 Final Scoring of Technical Proposals

Following Oral Interviews, Product Demonstrations, Reference Checks and/or review of written clarifications of proposals requested by the Agency, the evaluation team will determine a final score for each Technical Proposal.

4.3.6 Price Proposal Review and Scoring

Price proposals will be reviewed upon completion of the final scoring of Technical Proposals. The

Vendor’s Price Proposal will be allocated a maximum potential score of Four Hundred (400) points. Vendors are advised that this is not a low bid award and that the scoring of the price proposal will be combined with the scoring of the Technical Proposal to determine the overall highest scoring Vendor.

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The following formula will be used to assign points for Price:

Vendor’s Price Score = (Lowest Proposed Price / Vendor’s Proposed Price) x Maximum

Number of Points for price proposal.

For the purpose of use of this formula, the lowest proposed price is defined as the lowest price proposed by a Vendor who has scored above the minimum score necessary for consideration on the

Technical Score.

4.4 No Best and Final Offer

The Proposal should be submitted initially on the most favorable terms that the Vendor can offer. There will be no best and final offer procedure. The Vendor should be prepared to accept this RFP for incorporation into a contract resulting from this RFP. Contract negotiations may incorporate some or all of the entire

Proposal, including Optional requirements (see Appendix B and Appendix E for details).

4.5 Rights of the Agency in Accepting and Evaluating Proposals

The Agency reserves the right to:

a. Make independent investigations in evaluating Proposals;

b. Request additional information to clarify elements of a Proposal;

c. Waive minor or immaterial deviations from the RFP requirements, if determined to be in the best interest of the State;

d. Omit any planned evaluation step if, in the Agency’s view, the step is not needed;

e. At its sole discretion, reject any and all Proposals at any time; and

f. Open contract discussions with the second highest scoring Vendor and so on, if the Agency is unable to reach an agreement on Contract terms with the higher scoring Vendor(s).

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TERMS AND CONDITIONS RELATED TO THE RFP PROCESS

SECTION 5 – TERMS AND CONDITIONS RELATED TO THE RFP PROCESS

SECTION 5: TERMS AND CONDITIONS RELATED TO THE RFP PROCESS

5.1 RFP Addendum

The Agency reserves the right to amend this RFP at its discretion, prior to the Proposal submission deadline. In the event of an Addendum to this RFP, the Agency, at its sole discretion, may extend the

Proposal submission deadline, as it deems appropriate.

5.2 Non-Collusion

The Vendor’s signature on a Proposal submitted in response to this RFP guarantees that the prices, terms and conditions, and Work quoted have been established without collusion with other Vendors and without effort to preclude the Agency from obtaining the best possible competitive Proposal.

5.3 Property of the State

All material received in response to this RFP shall become the property of the State and will not be returned to the Vendor. Upon Contract award, the State reserves the right to use any information presented in any

Proposal.

5.4 Confidentiality of a Proposal

The substance of a proposal must remain confidential until the Effective Date of any Contract resulting from this RFP. A Vendor’s disclosure or distribution of Proposals other than to the Agency without the

Agency’s prior consent may be grounds for disqualification.

5.5 Public Disclosure

In general, the State is obligated to make public the information submitted in response to this RFP

(including all materials submitted in connection with it, such as attachments, exhibits, addenda, and presentations), any resulting contract, and information provided during the contractual relationship. The

Right-to-Know law (RSA 91-A) obligates the State to conduct an independent analysis of the confidentiality of the information submitted, regardless of whether it is marked confidential.

In addition, the Governor and Executive Council (G&C) contract approval process more specifically requires that pricing be made public and that any contract reaching the G&C agenda for approval be posted online.

5.5.1 Disclosure of Information Submitted in Response to RFP

Information submitted in response to this RFP is subject to public disclosure under the Right-to-

Know law after the award of a contract by G&C. At the time of closing date for Proposals, the State will post the number of responses received with no further information. Pursuant to RSA 21-G:37, the State will also post the name and rank or score of each Vendor pursuant to the timeliness requirements therein. Notwithstanding the Right-to-Know law, no information concerning the contracting process, including, but not limited to information related to proposals, communications between the parties or contract negotiations, shall be available until a contract is approved by G&C, or, if the contract does not require G&C approval, until the contract has been actually awarded.

This means unsuccessful Vendors shall not be notified of the outcome until that time.

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Confidential, commercial, or financial information may be exempt from public disclosure under

RSA 91-A:5, IV. If a Vendor believes any information submitted in response to this request for proposal should be kept confidential, the Vendor must specifically identify that information where it appears in the submission in a manner that draws attention to the designation and must mark/stamp each page of the materials that the Vendor claims must be exempt from disclosure as

“CONFIDENTIAL.” Vendors must also provide a letter to the person listed as the point of contact for this RFP, identifying the specific page number and section of the information you consider to be confidential, commercial or financial and providing your rationale for each designation. Marking or designating an entire proposal, attachment or section as confidential shall neither be accepted nor honored by the State. Vendors must also provide a separate copy of the full and complete document, fully redacting those portions and shall note on the applicable page or pages that the redacted portion or portions are “confidential.”

Submissions which do not conform to these instructions by failing to include a redacted copy (if necessary), by failing to include a letter specifying the rationale for each redaction, by failing to designate the redactions in the manner required by these instructions, or by including redactions which are contrary to these instructions or operative law may be rejected by the State as not conforming to the requirements of the proposal.

Pricing, which includes but is not limited to, the administrative costs and other performance guarantees in Proposals or any subsequently awarded contract shall be subject to public disclosure regardless of whether it is marked as confidential.

Notwithstanding a Vendor’s designations, the State is obligated under the Right-to-Know law to conduct an independent analysis of the confidentiality of the information submitted in a proposal. If a request is made to the State by any person or entity to view or receive copies of any portion of the proposal, the State shall first assess what information it is obligated to release. The State will then notify you that a request has been made, indicate what, if any, information the State has assessed is confidential and will not be released, and specify the planned release date of the remaining portions of the proposal. To halt the release of information by the State, a Vendor must initiate and provide to the State, prior to the date specified in the notice, a court action in the Superior Court of the State of New Hampshire, at its sole expense, seeking to enjoin the release of the requested information.

By submitting a proposal, Vendors acknowledge and agree that:

a. The State may disclose any and all portions of the proposal or related materials which are not marked as confidential and/or which have not been specifically explained in the letter to the person identified as the point of contact for this RFP;

b. The State is not obligated to comply with a Vendor’s designations regarding confidentiality and must conduct an independent analysis to assess the confidentiality of the information submitted in your proposal; and

c. The State may, unless otherwise prohibited by court order, release the information on the date specified in the notice described above without any liability to a Vendor.

5.6 Electronic Posting of Resulting Contract

RSA 91-A obligates disclosure of contracts resulting from responses to RFPs. As such, the Secretary of

State provides to the public any document submitted to G&C for approval, and posts those documents, RFP DoIT 2025-036 PROCUREMENT FOR STATEWIDE

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including the contract, on its website. Further, RSA 9-F:1 requires that contracts stemming from RFPs be posted online. By submitting a proposal, Vendors acknowledge and agree that, in accordance with the above mentioned statutes and policies, (and regardless of whether any specific request is made to view any document relating to this RFP), any contract resulting from this RFP that is submitted to G&C for approval will be made accessible to the public online via the State’s website.

5.7 Non-Commitment

Notwithstanding any other provision of this RFP, this RFP does not commit the Agency to award a

Contract. The Agency reserves the right, at its sole discretion, to reject any and all Proposals, or any portions thereof, at any time; to cancel this RFP; and to solicit new Proposals under a new acquisition process.

5.8 Proposal Preparation Cost

By submitting a Proposal, a Vendor agrees that in no event shall the Agency be either responsible for or held liable for any costs incurred by a Vendor in the preparation of or in connection with the Proposal, or for work performed prior to the Effective Date of a resulting Contract.

5.9 Ethical Requirements

From the time this RFP is published until a contract is awarded, no bidder shall offer or give, directly or indirectly, any gift, expense reimbursement, or honorarium, as defined by RSA 15-B, to any elected official, public official, public employee, constitutional official, or family member of any such official or employee who will or has selected, evaluated, or awarded an RFP, or similar submission. Any bidder that violates RSA 21-G:38 shall be subject to prosecution for an offense under RSA 640:2. Any bidder who has been convicted of an offense based on conduct in violation of this section, which has not been annulled, or who is subject to a pending criminal charge for such an offense, shall be disqualified from bidding on the

RFP, or similar request for submission and every such bidder shall be disqualified from bidding on any RFP or similar request for submission issued by any State agency. A bidder that was disqualified under this section because of a pending criminal charge which is subsequently dismissed, results in an acquittal, or is annulled, may notify the Department of Administrative Services (DAS), which shall note that information on the list maintained on the State’s internal intranet system, except in the case of annulment, the information, shall be deleted from the list.

5.10 Debarment

Vendors who are ineligible to bid on proposals, bids or quotes issued by the Department of Administrative

Services, Division of Procurement and Support Services pursuant to the provisions of RSA 21-I:11-c shall not be considered eligible for an award under this proposal.

5.11 Challenges on Form or Process of the RFP

A bidder questioning the Agency’s identification of the selected Vendor may request that the Agency review its selection process. Such request shall be made in writing and be received by the Agency within 5 (five) business days after the rank or score is posted on the agency…