RFP #V-HQ-24019-S MVA VEIP Updated.pdf

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION MOTOR

VEHICLE ADMINISTRATION

(MDOT MVA)

REQUEST FOR PROPOSALS (RFP)

VEHICLE EMISSIONS INSPECTION PROGRAM

MANAGEMENT AND OPERATION

RFP NUMBER V-HQ-24019-S

ISSUE DATE: OCTOBER 3, 2023

NOTICE TO OFFERORS

NOTICE

A Prospective Offeror that has received this document from a source other than eMarylandMarketplace

Advantage (eMMA) https://procurement.maryland.gov should register on eMMA. See Section 4.2.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Vehicle Emissions Inspection Program Management and

Operations

Solicitation #: V-HQ-24019-S

RFP Document

RFP for MVA Page ii of 183

VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key

Information Summary Sheet below for contact information).

Title: Vehicle Emissions Inspection Program Management and Operations

Solicitation No: V-HQ-24019-SV-HQ-24019-S

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

Other commitments preclude our participation at this time

The subject of the solicitation is not something we ordinarily provide

We are inexperienced in the work/commodities required

Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

The scope of work is beyond our present capacity

Doing business with the State is simply too complicated. (Explain in REMARKS section)

We cannot be competitive. (Explain in REMARKS section)

Time allotted for completion of the Proposal is insufficient

Start-up time is insufficient

Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

Proposal requirements (other than specifications) are unreasonable or too risky (Explain in

REMARKS section)

MBE or VSBE requirements (Explain in REMARKS section)

Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

Payment schedule too slow

Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

RFP for MVA Page iii of 183

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION

MOTOR VEHICLE ADMINISTRATION (MVA)

KEY INFORMATION SUMMARY SHEET

Request for Proposals Services - Vehicle Emissions Inspection Program (VEIP)

Management and Operations

Solicitation Number: V-HQ-24019-S

RFP Issue Date: October 3, 2023

RFP Issuing Office: Motor Vehicle Administration (MVA or the “Administration”)

Procurement Officer: Jessica Mettle

Motor Vehicle Administration

6601 Ritchie Highway, Suite 200

Glen Burnie, MD 21062 e-mail:

Office/Cell Phone:

jmettle@mdot.maryland.gov

410-768-7383 / 443-623-1030

Proposals are to be sent to: Motor Vehicle Administration

6601 Ritchie Highway, N.E., Room 223

Procurement and Contracts

Glen Burnie, MD 21062

Attention: Jessica Mettle

AND via email at:

jmettle@mdot.maryland.gov

Pre-Proposal Conference: October 18, 2023, at 11:00 a.m., EST

TEAMS Call

See Attachment A for instructions.

Questions Due Date and Time November 10, 2023, at 3:00 p.m., EST

Proposal Due (Closing) Date and Time:

November 21, 2023, 1:00 p.m., EST

Offerors are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page iv).

MBE Subcontracting Goal: 30%with the following sub-goals:

2% for Hispanic-American MBEs, 3% for Asian-American MBEs, and

10% for Woman-Owned MBEs.

VSBE Subcontracting Goal: 2%

Contract Type: Combination of Fixed Prices (for Initial Transition) and Indefinite

Quantities with Firm Fixed Unit (per Test) Prices

Contract Duration: Five (5) year base period with one (1) five-year renewal option period mailto:jmettle@mdot.maryland.gov mailto:jmettle@mdot.maryland.gov

RFP for MVA Page iv of 183

Primary Place of

Performance:

Statewide in Maryland

Main Office: Motor Vehicle Administration – VEIP

6601 Ritchie Highway

Glen Burnie, MD 21062

SBR Designation: No

Federal Funding: No

RFP for MVA Page v of 183

TABLE OF CONTENTS–RFP

1 Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background, Purpose and Goals

2.3 Responsibilities and Tasks

2.4 Deliverables

2.5 Future Work

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Disaster Recovery and Data

3.6 Insurance Requirements

3.7 Security Requirements

3.8 Problem Escalation Procedure

3.9 SOC 2 Type 2 Audit Report

3.10 Experience and Personnel

3.11 Substitution of Personnel

3.12 Minority Business Enterprise (MBE) Reports

3.13 Veteran Small Business Enterprise (VSBE) Reports

3.14 Work Orders

3.15 Additional Clauses

4 Procurement Instructions

5 Proposal Format

5.1 Two Part Submission

5.2 Proposal Delivery and Packaging

5.3 Volume I - Technical Proposal

5.4 Volume II – Financial Proposal

6 Evaluation and Selection Process

RFP for MVA Page vi of 183

6.1 Evaluation Committee

6.2 Technical Proposal Evaluation Criteria

6.3 Financial Proposal Evaluation Criteria

6.4 Reciprocal Preference

6.5 Selection Procedures

6.6 Documents Required upon Notice of Recommendation for Contract Award

7 RFP ATTACHMENTS AND APPENDICES

Attachment A. Pre-Proposal Conference Response Form

Attachment B. Financial Proposal Instructions & Form

Attachment C. Proposal Affidavit

Attachment D. Minority Business Enterprise (MBE) Forms

Attachment E. Veteran-Owned Small Business Enterprise (VSBE) Forms

Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts

Attachment G. Federal Funds Attachments

Attachment H. Conflict of Interest Affidavit and Disclosure

Attachment I. Non-Disclosure Agreement (Contractor)

Attachment J. HIPAA Business Associate Agreement

Attachment K. Mercury Affidavit

Attachment L. Location of the Performance of Services Disclosure

Attachment M. Contract

Attachment N. Contract Affidavit

Attachment O. DHS Hiring Agreement

Appendix 1. Abbreviations and Definitions

Appendix 2. Offeror Information Sheet

Appendix 3. Performance Bond

Appendix 4. Payment Bond

Appendix 5. Proposal Bond

RFP for MVA Page vii of 183

Appendix 6. Payments and Milestones

Appendix 7. 2022 Testing Volume Distribution

Appendix 8. MVA/VEIP – Buildings/Pavement Data

Appendix 9. Environmental Handbook for Contractors at MVA Facilities

RFP for MVA Page 8 of 183

1 Minimum Qualifications

Offeror Minimum Qualifications

There are no Offeror Minimum Qualifications for this procurement.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

RFP for MVA Page 9 of 183

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Maryland Department of Transportation Motor Vehicle Administration (MVA) is issuing this

Request for Proposals (RFP) in order to procure a Contract with a Vendor to manage and operate the

Maryland Vehicle Emissions Inspection Program (VEIP).

2.1.2 The Maryland VEIP consists of 18 centralized inspection stations, OBD-only inspection kiosks, a

Fleet Inspection Station (FIS) program, and a new hybrid station program featuring R-OBD technology and/or traditional workstations.

2.1.3 It is the State’s intention to obtain goods and services, as specified in this RFP, from a Contract between the selected Offeror and the State.

2.1.4 The Administration intends to make a single award as a result of this RFP. See RFP Section 4.9

Award Basis for more Contract award information.

2.1.5 An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Offeror (the

Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.1.6 A Contract award does not ensure a Contractor will receive all or any State business under the

Contract.

2.2 Background, Purpose and Goals

The MVA provides a wide variety of services to the people and motorists of Maryland through a network of offices and alternative delivery systems throughout the State. These services include:

• Testing and licensing drivers, including those who operate commercial vehicles and motorcycles;

• Registering and titling vehicles;

• Testing vehicles’ emissions to reduce air pollution;

• Licensing and regulating motor vehicle dealers and driving schools;

• Promoting the safety of all drivers; and,

• Enforcing Maryland’s mandatory vehicle insurance laws.

The VEIP program is jointly managed by the MVA and Maryland Department of the Environment (MDE), with MVA currently managing daily operational aspects of the program. It is a highly visible program that has a strong track record of environmental benefits, motorist convenience, and low motorist fees. The State owns all the VEIP station properties and buildings.

VEIP is an integral part of the State’s mission to reduce air pollution. Emissions reductions achieved by VEIP are crucial to meeting national health-based air quality standards for ozone, a pervasive air pollutant. The ongoing effectiveness of the VEIP is in no small part due to Maryland’s high operational standards and keen attention to motorist acceptance and convenience. Maryland will continue to require exemplary customer service, initiating with the planning and execution of the Contract transition. Technology advances and changes in fleet composition necessitate several key test procedure modifications that will improve customer convenience as well as program efficiency.

2.2.1 Project Goals

The goal of this procurement is to hire a contractor to administer VEIP, per the requirements outlined in this RFP.

2.2.2 Current Environment

A. Maryland VEIP Stations are currently located as indicated in the chart below:

County Station

Anne Arundel Annapolis

Glen Burnie

Baltimore City

Baltimore City / Erdman Avenue

Baltimore City/ Edgewood Street

Baltimore Owings Mills

Calvert Prince Frederick

Carroll Westminster

Cecil Elkton

Charles Waldorf

Frederick Frederick

Harford Bel Air

Howard Columbia

Montgomery Derwood

White Oak

Prince George’s Clinton

RFP for MVA Page 10 of 183

Glen Arden

Queen Anne’s Grasonville

Washington Hagerstown

B. The MVA reserves the right to expand or decrease any of its existing facilities or services during the term of this contract.

C. Current VEIP program elements:

1) The six (6) most recent MYs of new (not previously registered) vehicles are exempt.

2) OBD testing and idle/gas cap testing are conducted on MY 1977 and newer vehicles weighing up to 26,000 lbs. in the VEIP area, on a biennial test cycle:

3) OBD testing of MY 1996 and newer passenger vehicles (LDV) and light duty trucks up to 8,500 lbs. (LDT1 and LDT2);

4) OBD testing of MY 2008 and newer heavy-duty trucks up to 14,000 lbs. (HDT1 and HDT2); and

5) Idle/gas cap testing of MY 1977 – 2007 HDT1 and HDT2, and MY 1977 and newer heavy-duty vehicles between 14,000 and 26,000 lbs. (HDT3). Vehicles powered solely by diesel fuel or electricity are exempt.

6) Motorist test fee is $14 for centralized stations; 10 self-service OBD kiosks are available for a reduced test fee of $10, and late fees are $15 for each 28-day period after the vehicle is late.

7) Test volumes capped at 35,000 inspection notices per week.

8) A FIS program is available for certain vehicle fleets to purchase equipment from the Contractor to conduct self-testing.

D. VEIP Program Requirements for the Contract under this RFP::

1) OBD testing, when possible, and idle testing in the 14-jurisdication VEIP area, on a biennial test cycle, of vehicles weighing up to 26,000 lbs.

2) Motorist fees shall remain unchanged. The motorist fee for R-OBD and hybrid station inspections is identical to that for centralized station traditional inspections.

3) Vehicle repair effectiveness/MAC activities shall be implemented.

4) A Dedicated ROBD program as described in Section 2.3.4.2 shall be implemented.

5) A Hybrid Station component shall be implemented with a motorist fee of $14 per test, and consist of:

i) R-OBD testing method (consisting of one stand-alone R-OBD test unit that can be utilized to test multiple vehicles); and

ii) Traditional workstation testing methods.

6) Replacement of the 10 self-service OBD kiosks for a motorist test fee of $10 (no change in late fees), with possible additional kiosk deployment.

E. The Contractor retained for this program will provide the emissions inspection equipment, personnel, and operational services for the centralized portion of the program;

provide all equipment used in the program; provide all computer systems, hardware, and software to operate the system (in concert with MVA’s Customer Connect system);

reconfigure, retrofit, and operate the State-owned emissions inspection stations; replace and operate the State-owned kiosks; implement vehicle repair effectiveness/MAC activities; and implement and manage the Hybrid Station program. MVA will focus its efforts on contract management and will no longer provide staff at VEIP stations.

2.2.3 State Staff and Roles

In addition to the Procurement Officer the Contractor will work with the Contract Monitor, Alan V.

Holloway. Alan’s contact information is:

MDOT MVA – VEIP

6601 Ritchie Highway

Glen Burnie, MD 21062

Phone: 410-424-3607

E-mail: aholloway@mdot.maryland.gov

RFP for MVA Page 11 of 183

2.3 Responsibilities and Tasks

2.3.1 General Requirements

A. The Contractor selected to perform the work of the Contract shall be responsible for managing and operating the centralized VEIP Stations and kiosks in accordance with the requirements, specifications, terms, and conditions set forth in this RFP. Unless otherwise stated in this section, “station(s)” refers to centralized VEIP stations and kiosks. The contractor is responsible for implementing and managing a new Hybrid Station program.

B. The Contractor's responsibilities shall include but not be limited to:

1. Transitioning the existing VEIP centralized stations, providing and installing ten (10) new kiosks at the existing kiosk locations, and potentially adding kiosks to meet the program needs.

2. Reconfiguring and retrofitting the existing inspection lanes.

3. Staffing each centralized VEIP Station with sufficient qualified personnel to operate the program.

4. Inspecting vehicles covered under the VEIP program.

5. Transition of the FIS program.

6. Recruiting, maintaining, and managing a network of the new hybrid station programs and

FIS stations.

7. Implementing vehicle repair effectiveness/MAC activities.

8. Providing the real-time data updates and reports to the State via a RESTful JSON web service.

9. Retrieve real-time vehicle and VEIP inspection data from the State via a RESTful JSON web service.

10. Employing the necessary quality assurance procedures to ensure that the program is properly operated, producing accurate test results, and transmitting valid and accurate data.

11. The Contractor shall take the necessary and immediate action to correct any problems affecting compliance with these requirements.

12. Maintaining wait time criteria

a. The Contractor shall be responsible for assuring that the maximum wait time of fifteen (15) minutes is not exceeded at any station in the network, and that no vehicles are prevented, because of excessive wait time or for other reasons, from driving onto the station property to get into line. Wait time is calculated per vehicle.

The Contractor shall use an automated wait time system to calculate customer wait time at centralized stations, and to ensure that accurate information and statistics on wait time will be available. Contractor is to provide information on the system proposed, and any alternatives, in its technical proposal.

b. The Contractor shall take the necessary prompt action to correct any problems affecting compliance with these requirements, including the immediate opening of all inspection positions which are not out-of-service for quality assurance reasons

(i.e., within five (5) minutes of the station's manager's decision to initiate any corrective action).

c. Failure to maintain wait time within the established limit and/or to take immediate corrective action will be considered violations of the Contract provisions and shall subject the Contractor to appropriate liquidated damages.

d. The Contractor can propose how it will capture vehicles both entering and leaving the queue prior to entering the lane.

e. Contractor will provide the public with a live stream of each station’s queue area and an estimated wait time at each station for all hours the stations are open to the public, via a RESTful JSON web service.

f. Kiosks are not subject to wait time criteria, except that Contractor will make every effort to assist motorists using kiosks located at centralized stations, ensure adequate availability and responsiveness to any maintenance issues, and provide real-time updates to kiosk downtime, manage any traffic or queue of vehicles waiting to use kiosks via a RESTful JSON web service, and otherwise take all reasonable measures to ensure prompt motorist access.

C. The Contractor shall also ensure that the entire VEIP meets all applicable local requirements;

Maryland law, rules, and regulations; and federal requirements.

2.3.1.1 Transition of VEIP Stations to New Program and Contractor

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2.3.1.1.1 As part of its Technical Proposal response, the Contractor shall provide a proposed Transition

Plan that includes a proposed timeline for a single “transition period” with key milestones

(including Go-live date) dated and priced per Attachment B – Financial Proposal. The transition period shall begin the date of the official written notice to proceed (NTP) provided by the State and continue until the date VEIP is fully operational pursuant to the Contractual

Agreement by and between the State and the awarded Contractor. Fully operational shall be defined as all aspects of the VEIP program are up and running, including all facility modifications. The submitted VEIP Transition Plan shall clearly identify all deliverables and milestones towards those deliverables.

2.3.1.1.2 As part of its Financial Proposal response, the Contractor shall clearly identify the costs to be paid by the State to the Contractor for each milestone of the transition period. Deliverables and associated costs shall be linked to the required items in this RFP expected to be completed and accepted by MVA (by acceptance letter by MVA Project Manager) during each month of the transition period.

2.3.1.1.3 The Contractor shall achieve a smooth, fully functioning transition from the existing VEIP

Contractor without a full or partial centralized station shutdown.

2.3.1.1.4 The Contractor, within 30 days after award, shall provide a Final VEIP Station Transition

Plan, subject to State approval. The State reserves the right to add requirements to the Plan at any time before the completion of any or all actual test demonstrations, to ensure that any and all components of the entire VEIP Program network function as required. In preparing a comprehensive technical approach to transition, the Contractor shall consider the following guidelines and constraints in the development of an acceptable Transition Plan:

A. To avoid assessment and imposition of liquidated damages as cited in Section 3.4 of this RFP, the Contractor's work of transitioning from the current program, implementation of the new program and all System Acceptance Testing (SAT), and

Acceptance of central data systems shall be fully completed and approved by the State no later than six (6) months after the Notice to Proceed is issued, or as otherwise required for transition plan approval.

B. The Contractor should include the type of centralized station access needed as part of the transition plan. Access will be available after notice to proceed and a schedule will be negotiated based on the Contractor’s transition plan, and as agreed to by the State.

The new Contractor will have full access to the VEIP Stations when the incumbent’s operations have ceased, and the incumbent has decommissioned its operations. The removal of the incumbent-owned testing equipment shall be completed in accordance with the approved transition plan.

C. The new Contractor will not be expected to operate, train staff to operate, or provide quality assurance/maintenance for legacy equipment at any time.

D. All lane inspectors and equipment technicians must be trained and certified on the new program as specified in the RFP, prior to the first day of full program management and operation under the new Contract.

E. The new Contractor must be committed to implementation of the new program with maximum usage of the existing, in-service equipment, supplies, and related inventories that remain after the incumbent’s test equipment and peripheral equipment is removed.

All additional centralized land equipment and materials will be provided by and owned by the Contractor.

F. Continuous monitoring of carbon monoxide (CO) levels to assure safety of building occupants is a requirement that shall be met. VEIP Stations are currently equipped with

State-owned CO monitors, which may be used by the new contractor.

G. A satisfactory strategy to expedite completion of one or more acceptance testing lanes, after which time the certification process will proceed for the remaining lane retrofits.

H. Individual test lanes may be configured with either one (1) or two (2) inspection positions per lane to meet facility capacity requirements. Contractor may propose the addition of a third (3rd) test position in a lane for stations with higher volumes. Every inspection position must include an OBD-only test unit. Contractor shall propose the number of idle test units per lane.

I. Station operational plans should be considered for safely moving vehicles from one lane queue to another if circumstances dictate the necessity to do so and provide clear signage directing motorists to kiosks or special lanes.

J. Station plans shall not allow movement of vehicles between lanes within the building.

K. All existing waiting area enclosures and associated HVAC and utilities, except one (1) enclosure in each centralized station (which will be used for MAC services), are to be removed by the Contractor as part of its transition activities. Contractor shall provide plans and a schedule for accomplishing this, and designate which enclosure is to remain

RFP for MVA Page 13 of 183 for state review and approval prior to proceeding. All associated HVAC and utilities associated with the enclosure to remain are to be updated, as may be necessary, to full functionality and state and local code requirements.

L. Existing inspector booths shall be retrofitted as follows:

1) Electrical service updates per contractor’s technical proposal response;

2) Installation of a zoned HVAC system or separate HVAC systems; and,

3) Any necessary ADA adjustments per contractor’s technical proposal response.

M. Convert one lane in each facility to enable its use as a MAC lane as part of the MAC plan to be submitted by the Contractor as part of its technical proposal response. The configuration of this lane is to be dual use as both a MAC and a VEIP inspection lane as needed to meet customer demand and wait time requirements.

N. The Contractor, as part of its technical proposal response, shall provide a Work Agenda with the following information:

1) A management summary narrative of the Contractor's overall Transition Plan.

2) A Gantt chart, accompanied by any necessary, explanatory narrative, which clearly shows the Contractor's approach by work description and specific site:

a) All stages of work or SAT to be done, per time-of-day and weekly time segments, from a designated start date to a designated completion date;

b) The number and positions of Contractor employees involved for each separate stage of work or SAT, and the number and positions involved in two or more stages of simultaneous work or SAT activity;

c) Crucial achievement deliverables, milestones, and critical target dates;

and,

d) Progress update/problem resolution conference session dates with the

State.

O. A complete listing of the types and quantities of inspection equipment which the

Contractor proposes for the new VEIP program (i.e., including, but not limited to, inspection equipment, communication/data lines, and computer hardware and software). The financial proposals shall include detail, by types and quantities, of the cost of such replacement or additional equipment over a threshold of $1,000 per unit.

All equipment and furniture/furnishings shall be new, unused, and of the latest model and technology when installed. The Contractor shall track each replaced or added item, including the month and year the installation occurred; the VEIP site location;

and the name of the manufacturer, model number, full description (including specifications), warranty, and maintenance contract information where appropriate.

The Contractor must provide MVA with copies of purchase invoices for all equipment purchased. Equipment acquired by the state will either be identified by an asset tag

(items $250.00 +, sensitive/ items $500.00+, non-sensitive) or a SOM label.

Equipment that does not meet the dollar threshold parameters are to be labeled with a

“State of Maryland” property label (SOM tag). Tagging exception would be for items so small they cannot accommodate a tag. Sensitive equipment are tangible items with a serial number and a cord with a life expectancy of greater than a year. Non-sensitive items are tangible items without serial numbers and a life expectancy of greater than 1 year. Most equipment is delivered to the MVA warehouse, but if equipment is delivered to the VEIP stations, MVA may ask for Contractor’s assistance in the tagging.

P. A complete listing of the types and quantities of legacy inspection equipment which the Contractor proposes to remove (i.e., including, but not limited to, inspection equipment, communication/data lines, and computer hardware), including a description of the equipment, the make, model, serial numbers, and salvage value if available.

Q. A detailed approach for work during the transition period to install and/or integrate the new system with the current system relative to:

1) Equipment replacement and installation of new or additional emissions test equipment, ventilation, and other components required for a fully functioning facility.

2) Hardware/software/communications/data lines/documentation for the new system.

3) New or updated video monitoring systems comprised of video cameras linked to a digital recording device used to capture digital images of the station property in full, lanes, kiosks, office areas, and each testing position for Contractor, state

RFP for MVA Page 14 of 183 surveillance of testing and operational procedures, and for safety and security of personnel and facilities are required. Cameras in lanes must be capable of capturing inspection technician activities and the license plate of the vehicle being inspected. All surveillance systems shall have the capability of retaining images for a minimum of 90 days of operation, which shall be transmitted daily and stored off-site in a secure location.

4) Remove all but one existing customer waiting area in each centralized facility.

Contractor is to specify which booth is to remain in each facility, which may be relocated if the Contractor desires for its operational plan. Contractor shall propose barriers to ensure that vehicles may not pass from one inspection lane to another after booths are removed.

5) Install an ADA-compliant waiting bench adjacent to each testing location for customer use. The Contractor shall provide specifications and drawings of the bench, its location, and installation method per the lane configuration proposed.

6) Review and update all official signage at all VEIP sites during transition, including kiosk wraps, with MVA approval. State will provide metal signs and any kiosk wraps for Contractor to install.

7) Equipment/parts/supplies inventories for the new system.

8) Maintenance and repairs to any item or entity for which the new Contractor will be responsible.

9) Decommissioning of public VEIP stations of all unnecessary equipment and materials after the incumbent has vacated.

10) Contractor shall return to the State, per State direction, or properly dispose of the unnecessary State inventory equipment and materials in accordance with State

Regulations (COMAR 04.03, Personal Property Disposal), the inventory control procedures of the Maryland Department of General Services Inventory Standards and Support Services Division (ISSSD), and Maryland's Statewide Electronics

Recycling Program (Annotated Code of Maryland, Environment Article, Title 9, Subtitle 17, Part IV) Statewide Electronics Recycling Program. Contractor shall cover any access ports and equipment mounts resulting from removed or relocated equipment or furnishings in accordance with state and local codes, the safety of customers and VEIP employees, and good practice.

11) Conversion of previous six-years test records on the incumbent's computer system, as needed for migration to the new data network.

12) Contractor may propose to install and operate additional, in-lane OBD kiosks in the Centralized Lanes, inside the building as a potential means to reduce costs and/or increase motorist convenience. Such kiosks would be installed, operated and maintained at Contractor’s cost as part of its costs – not subject to State reimbursement under Section 2.3.2.9. If this option is accepted and implemented, motorist wait time requirements remain in effect (e.g., if throughput increases are necessary to meet wait time requirements and throughput is slower in kiosk lanes than in manned lanes, Contractor must discontinue in-lane kiosk use and implement manned inspections).

13) Contractor shall propose a method to capture customer satisfaction data both in the lanes and at the kiosks.

14) Any self-service kiosk inside lanes or outside of the stations is subject to the standard $10 testing fee.

R. A staffing plan for each stage of work or SAT delineated in the Transition Plan, including training and certification of inspectors, equipment technicians, and supervisory personnel as required. The Contractor shall identify the primary staff which will be involved in and/or committed to the transition/implementation/SAT effort.

S. The Contractor's approach towards providing sufficient security for people, equipment, software, communications, data, and facilities during the transition period.

T. The Contractor’s specific recommendations for the training which Contractor would be responsible to give its employees and state employees during the transition period.

U. The Contractors specific recommendations for any public relations or public information effort for which the Contractor would be responsible during the transition period, to include public notification of any changes, upgrades, motorist assistance, and/or improvements in the Program.

V. The Contractor’s back-up and contingency plans that would prevent unscheduled delay of VEIP operations in the event of unforeseen problems which prevent the scheduled start of new Contractor’s proposed network.

RFP for MVA Page 15 of 183

W. The Contractor's anticipated needs or requirements (and their respective timeframes) from the state and the incumbent during the transition period.

X. Any other area of work, SAT, or responsibility required of the Contractor, of the state, and/or the existing VEIP program contractor, which the Contractor believes is not sufficiently identified above or required elsewhere in this RFP and which the

Contractor believes could impact a successful transition/implementation/ SAT of the new VEIP Program.

2.3.1.1.5 The Contractor's Transition Plan will include an SAT Agenda. The SAT proposed must clearly delineate an agenda to test and demonstrate to the satisfaction of the State that all of the required equipment (including new and replacement equipment), kiosks, software, video monitoring, and data management and transfer systems in each inspection lane, at each inspection station, and in the entire inspection network will function in accordance with the requirements of the contract, and will function as is necessary to continuously operate all aspects of the VEIP program. The Contractor's SAT Agenda must contain, but is not limited to, a detailed narrative describing the Contractor's timeframe, staffing, and overall approach towards accomplishing the following contractual requirements:

A. A demonstration of the operational readiness of each inspection position, each inspection lane, and each inspection station, in the presence of state representatives, by conducting the specified inspections and tests of the SAT (described below). The State will give the Contractor forty-eight (48) hours to correct any test result which is not satisfactory and schedule an SAT retest. NOTE: For VEIP Stations, the State may require that the inspections and tests of the SAT be demonstrated by the Contractor using a random selection of vehicles at maximum lane capacity. The tests will be conducted by the Contractor per proposed protocol, and the Contractor will provide on-site data access to enable the state representatives to verify the test records and the printed inspection certificates to determine whether the system performed all the specified functions satisfactorily.

B. The schedule for test demonstrations must ensure that no more than forty-five (45) calendar days elapse from the completion of the operational readiness demonstration to the start of full management and operation of the network by the Contractor.

C. The following are the minimum requirements for equipment tested in the Contractor's

SAT:

a) All inspection equipment, kiosks, lane terminals, printers, and/or devices shall operate accurately and reliably as described in Section 2.4.2.

b) The SAT of the centralized station test equipment and kiosks shall include a satisfactory demonstration of:

a) Ability to communicate with 99.5% of the vehicles subject to testing;

b) For OBD testing units, ability to locate the OBD Diagnostic Link Connector

(DLC) in the universe of vehicles subject to testing;

c) Ability to properly perform the test on the subject vehicles, including treatment of vehicles with readiness and other exceptions;

d) Equipment durability;

e) Ability to communicate with all KWP, VPW, PWM, ISO, and CAN

Protocols, and any future communication protocols used by vehicle manufacturers;

f) Ability to capture and record all OBD data elements described in the testing database, including Mode $01, Mode $09 and Mode $0A data;

g) Demonstration of equipment lockout for Quality Control parameters out of range;

h) Demonstration of equipment lockout for a configurable number (to be determined by the State) of consecutive OBD communication failures in a single inspection position; and

i) Minimization/mitigation of electrical/electromagnetic interference.

j) The idle test SAT, including the Gas Cap Integrity Test Equipment and the

Catalytic Converter Check Equipment, shall include a satisfactory demonstration of:

(1) Proper system calibration;

(2) Ability to accurately function on a representative sample of the vehicles subject to testing;

(3) Resistance to sample line crushing;

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(4) Ability to function automatically, except as necessary to initially connect system test equipment to subject vehicle;

(5) Avoidance of hydrocarbon hang up;

(6) Equipment durability;

(7) Design and function of malperformance detection systems (e.g., leak detection systems);

(8) Correct automated software identification of the appropriate gas cap adapter for no less than 98% of vehicles presented for inspection;

(9) Identification and recording in the test record of the gas cap adapter used in testing by means of barcodes applied to each adapter and verified with an integrated barcode scanner;

(10) Proper analyzer calibration;

(11) Resistance to calibration drift and automatic correction within allowable limits;

(12) Acceptable system response time;

(13) Ability to accurately measure and record all required data;

(14) Measurement and performance repeatability;

(15) Resistance to measurement interference (CO2 and H2O);

(16) Uniformity of measurements across testing positions and facilities;

(17) Acceptable measurement sensitivity;

(18) Appropriate response to sample flow restriction;

(19) Demonstration of equipment lockout for Quality Control parameters out of range; and,

(20) Demonstration of acceptable gas storage and handling procedures.

c) The SAT of the Contractor’s Overall Central Data System shall include a satisfactory demonstration of:

a) Ability to accurately and successfully store and report test data electronically from the test procedure and correctly transmit the results to the State;

b) Ability to accurately and successfully collect, store, and report quality assurance records electronically;

c) Ability to use system software and algorithms to make accurate and successful pass/fail/reject decisions;

d) Ability to function such that each aspect of the vehicle test procedure can be conducted simultaneously and successfully over the entire network of VEIP test positions, kiosks, FIS, and hybrid stations without unacceptable delays in querying or updating the VID;

e) Ability to accurately and successfully conduct all monetary transactions and account for all monies collected and disbursed;

f) Ability to display and record accurate and uniform times-of-day throughout all positions and test facilities;

g) Ability to accurately and successfully collect, store, and report vehicle repair records electronically, and to associate the repair data with the proper vehicle test, as required in Section 2.3;

h) Ability to provide the system security requirements of Section 2.3;

i) Ability to receive, store, and use data transmitted from the State;

j) Ability to transmit data real-time to Customer Connect; and

k) Ability to produce any and all vehicle emissions inspection certificates

(VEICs) and reports required, in any and all required formats.

2.3.1.2 Contractor-Supplied Hardware, Software, and Materials

A. By responding to this RFP and accepting a Contract award, the Offeror specifically agrees that for any software, hardware or hosting service that it proposes, the State will have the right to purchase such item(s) from another source, instead of from the selected Offeror.

RFP for MVA Page 17 of 183

B. The Contractor is responsible for the acquisition and operation of all hardware, software and network support related to the services being provided and shall keep all software current

C. Material costs shall be passed through with no mark-up by the Contractor. All Upgrades and regulatory updates shall be provided at no additional cost. Hardware and software costs procured as part of the RFP cannot exceed 49 percent of the total Contract value.

D. Additional conditions apply per test application, as defined throughout this RFP, including, Systems Acceptance Test (SAT) requirements.

E. The Contractor shall prepare software releases for validation in the system test environment.

The Administration will provide authorization to proceed. The Administration will have the ability to manage the distribution of these releases to the appropriate sites. To support this requirement, the Contractor shall propose, provide, install and fully describe their solution for updating all sites with any new software releases.

F. The Contractor is responsible for the acquisition and operation of all hardware, software and network support related to the services being provided and shall keep all software current.

G. The Offeror shall provide manufacturer or provider’s standard warranty for the item. Offeror shall identify the duration of the standard warranty. Any warranty period for goods and services will not commence until acceptance of the products or services by the Administration.

Notwithstanding anything to the contrary, all defective items must be replaced at no additional cost to the State.

2.3.1.3 Required Project Policies, Guidelines and Methodologies

The Contractor shall be required to comply with all applicable laws, regulations, policies, standards and guidelines affecting Information Technology projects, which may be created or changed periodically. Offeror is required to review all applicable links provided below and state compliance in its response.

It is the responsibility of the Contractor to ensure adherence and to remain abreast of new or revised laws, regulations, policies, standards and guidelines affecting project execution. These include, but are not limited to:

A. The State of Maryland System Development Life Cycle (SDLC) methodology at:

http://doit.maryland.gov/SDLC/Pages/agile-sdlc.aspx ;

B. The State of Maryland Information Technology Security Policy and Standards at:

http://www.DoIT.maryland.gov- keyword: Security Policy;

C. The State of Maryland Information Technology Non-Visual Standards at:

http://doit.maryland.gov/policies/Pages/ContractPolicies.aspx;

D. The State of Maryland Information Technology Project Oversight at:

http://doit.maryland.gov/epmo/Pages/ProjectOversight.aspx;

E. The Contractor shall follow project management methodologies consistent with the most recent edition of the Project Management Institute’s PMBOK Guide

2.3.1.4 Product Requirements

A. Offerors may propose open source software; however, the Offeror must provide operational support for the proposed software as part of its Proposal.

B. Offeror shall be authorized to furnish the proposed goods and services. Offerors proposing to resell services of another entity must be authorized by such other entity.

C. No international processing for State Data: As described in Section 3.9 Security Requirements, Offerors are advised that any processing or storage of data outside of the continental U.S. is prohibited.

D. Offeror consistent expiration dates: A PO for service already being delivered to the

Administration under the Contract shall terminate on the same calendar day as the prior product/service. As appropriate, changes shall be pro-rated.

E. Any Contract award is contingent on the State’s agreement, during the Proposal evaluation process, to any applicable terms of use and any other agreement submitted. Such agreed upon terms of use shall apply consistently across services ordered under the Contract.

F. The Contractor shall not establish any auto-renewal of services beyond the period identified in

Contract documents.

G. In addition to any notices of renewal sent to the Department, Contractors shall email notices of renewal to the e-mail address designated by the Contract Monitor.

http://www.doit.maryland.gov/

RFP for MVA Page 18 of 183

2.3.1.5 Maintenance and Support

Maintenance and support, the Contractor’s ongoing maintenance and support obligations, are defined as follows:

A. After the work of the initial transition is complete, the State may require the Contractor to provide program maintenance and program enhancement labor support; or the acquisition and/or installation of additional equipment (including kiosks), communications, hardware, and/or software solutions; and/or additional software licenses. This support must be available throughout the base period of the contract and the renewal period. The State reserves the right to request any or all such contingent systems support throughout the term of the contract; however, such support may or may not be actually requested. The State is in no way obligated to the

Contractor for payment of any amount of ongoing program support which is not approved or requested.

B. The Contractor will cooperate with the State regarding any program modifications that may be needed to comply with changes in State or federal policies, regulations or statutes.

C. The Contractor shall update emissions test equipment and software to accommodate new technology vehicles and changes to the VEIP as directed by the State.

D. In addition, the Contractor shall notify the State whenever it identifies a need for additional, replacement, or upgraded equipment.

E. Operations tasks to include virus scans.

2.3.1.6 Centralized Station Testing Distribution

A. The Contractor shall design, convert, maintain, manage, and operate a network of

State-owned test stations. Each test position shall be complete, fully functioning, and consistent with final contract terms, but not less than the individual components found in Appendix 7 which provides the 2022 test volume distribution and wait time data by station.

B. As shown in Appendix 7, the City of Baltimore, Montgomery, Anne Arundel, and

Prince George's counties each have two (2) inspection facilities. Each of the remaining ten (10) counties in the VEIP program have one (1) inspection facility within its boundaries. Each facility in the network has a minimum of three (3) lanes. Existing kiosks are shown in Appendix 7, and at https://mva.maryland.gov/Documents/KioskFlyer2016.pdf.

C. All centralized lanes and testing positions shall be used for testing on a regular basis.

Each testing position shall be used for testing at least one (1) operating day per week, except in an extraordinary situation which shall require the Contractor to obtain written permission from the State.

D. Vehicle owners are given notice prior to the expiration of their assigned inspection period and, upon receipt of notice, may submit their vehicles for inspection at any time prior to the expiration of that period. Contractor is to ensure that any Maryland-registered vehicle presented that is within 6 months prior to the initial testing due date is tested and that test is recorded as a scheduled test, and results are updated real-time.

Contractor shall allow for voluntary tests, including testing of vehicles registered in other states at the lanes and kiosks.

2.3.1.7 Centralized Inspection Station Standards, Maintenance, and Construction

2.3.1.7.1 The Contractor shall be required to maintain a network of centralized vehicle emissions inspection stations to meet the requirements set forth in this RFP. Each station shall be maintained to preserve the following original design standards:

A. Any centralized station expansion, contraction, construction, or alteration of station exterior or interior shall be approved in advance by the State.

B. Each centralized station shall have a minimum of three (3) inspection lanes as outlined in Section 2.3.

C. Centralized stations shall be designed and operated so that all of the Contractor’s centralized inspection operations (excludes kiosks installed exterior to centralized lanes) are performed under roof, and that all vehicle owners and passengers, if required to leave their vehicle during the inspection process, are not exposed to the weather nor to any unsafe condition, including, but not limited to, conditions related to the presence of motor vehicles, vehicle emissions, or any other hazards or obstacles. Adequate facilities shall be provided at each location for accommodating handicapped persons, including operators and passengers. Note that existing kiosks are installed in outdoor locations.

https://mva.maryland.gov/Documents/KioskFlyer2016.pdf

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D. Stations shall provide a safe, clean, convenient, and comfortable waiting area, as described in Section 2.3. Provisions shall be made to allow vehicle owners to have an unobstructed view of the inspection of their vehicles from the waiting areas.

E. Stations, kiosks, and related operating procedures shall comply with all State of

Maryland and local governmental building, environmental, health and safety codes, standards, and other requirements including, but not limited to, zoning, land use, building code, fire code, safety and health standards, ADA restrictions, and any other applicable design requirements.

F. The station and kiosk designs shall maintain adequate provisions for the protection from injury or destruction at all times, of customers, employees, all other personnel, equipment, structures, and property.

G. All inspection lanes shall provide for drive through entrances and exits without conflict with other vehicles present for inspection or other business. This may require use of moveable stop signs at some or all stations to provide sufficient room for vehicle access to such escape lanes.

H. All inspection lanes shall contain a flat, smooth hard-surface floor, free of obstructions not related to the inspection procedures.

I. Each site shall provide sufficient parking spaces clearly marked, including reserved/handicapped areas for employees and five (5) patrons/visitors.

J. Sites shall provide for adequate lighting of entrances, exits, vehicle storage (queuing), and parking areas during non-daylight business hours. Parking areas and queuing areas shall be illuminated during operating hours. Adequate lighting shall be maintained for security purposes during non-daylight hours when the station is not open for business.

All areas of inspection stations shall be adequately lighted. Lighting systems shall be designed for high energy efficiency while still maintaining Illuminating Engineering

Society of North America (IES) recommended lighting levels.

K. The Contractor shall be responsible for providing and maintaining each inspection station with a permanent sign identifying it as an inspection facility and stating the hours of operation. These signs shall be illuminated in such manner that the station identification and hours of operation are easily readable after dark.