RFP605CO20001996_Jun_2_25_solicitation_doc.pdf

Solicitation Number: RFP605CO20001996

Supplemental Guide Sign Program

MODOT Request for Proposal (RFPR)

MoDOT - Dept of Transportation

August 20, 2020 - December 15, 2020

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General Header Information

RFP605CO20001996

No. RFP605CO20001996 Title: Supplemental Guide Sign Program Start Date: August 20, 2020 at 6:30:00 PM CDT End Date: December 15, 2020 at 2:00:00 PM CST Vendor Q&A Start Date:

Vendor Q&A End Date:

Estimated Total Value:

Who can respond to this bid? : All Vendors Description: MoDOT seeks from qualified organizations to administer the supplemental guide sign program (SGSP) for MHTC/MoDOT as set forth in this RFP. The contract period for the performance of this RFP is from the date of the fully executed Resulting Agreement through June 30, 2024, with two (2) one-year renewal options. Due to CDC recommendations on COVID-19, MoDOT will not be accepting walk-in proposals at this time. MoDOT will still receive proposals electronically, via mail, UPS, or FEDEX. It is required you contact the buyer of record via email at lori.tackett@modot.mo.gov if you intend to submit a hard copy proposal. MoDOT will not accept any email proposals.

Delivery Terms: Free On Board Destination Payment Terms: Net 30 Days Contact Information: MoDOT - Dept of Transportation

Lori Tackett 830 MoDOT Drive Jefferson City MO, 65109 United States Tel: 573-522-9481 Fax: 573-526-1218 Lori.Tackett@modot.mo.gov

Contact Details: If you have any questions, please contact:

Lori Tackett 830 MoDOT Drive Jefferson City MO, 65109 United States Tel: 573-522-9481 Fax: 573-526-1218 Lori.Tackett@modot.mo.gov

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RFP605CO20001996

NOTICE

Vendor Responsibility

The vendor is solely responsible for ensuring timely submission of their solicitation response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

The State of Missouri's Privacy Policy can be accessed here.

MODOT Section Numbering

Section Numbering All section numbering contained in this solicitation is for the convenience of reference only and is not intended to define or limit the scope of any provision of this solicitation and may not be sequential.

http://www.mo.gov/privacy-policy/

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Solicitation Requirements:

RFP605CO20001996

MoDOT Instructions for Submitting a Response

Instructions for Submitting a Response

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The Missouri Department of Transportation is now posting all of its bid solicitation documents on the new

MissouriBUYS Bid Board (https://www.missouribuys.mo.gov). MissouriBUYS is the State of Missouri’s web-based statewide eProcurement system which is powered by WebProcure, through our partner, Perfect

Commerce.

For all bid solicitations, vendors now have the option of submitting their solicitation response either as an electronic response or as a hard copy response. As a means to save vendors the expense of submitting a hard copy response and to provide vendors both the ease and the timeliness of responding from a computer, vendors are encouraged to submit an electronic response. Both methods of submission are explained briefly below and in more detail in the step-by-step instructions provided at https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Notice: The vendor is solely responsible for ensuring timely submission of their solicitation response, whether submitting an online response or a hard copy response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

• ELECTRONIC RESPONSES: To respond electronically to a solicitation, the vendor must first register with MissouriBUYS by going to the MissouriBUYS Home Page (https://missouribuys.mo.gov), clicking the

“Register” button at the top of the page, and completing the Vendor Registration. Once registered the vendor should log back into MissouriBUYS and edit their profile by selecting the organizational contact(s) that should receive an automated confirmation of the vendor’s electronic bid responses successfully submitted to the state.

To respond electronically to a solicitation, the vendor must login to MissouriBUYS, locate the desired solicitation on the Bid Board, and, at a minimum, the vendor must read and accept the Original Solicitation

Documents and complete pricing and any other identified requirements. In addition, the vendor should download and save all of the Original Solicitation Documents on their computer so that they can prepare their response to these documents. Vendors should upload their completed response to these downloaded documents (including exhibits, forms, and other information concerning the solicitation) as an attachment to the electronic solicitation response. Step-by-step instructions for how a registered vendor responds to a solicitation electronically are available on the MissouriBUYS system at:

https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Vendors are encouraged to submit their entire proposal electronically; however in lieu of attaching exhibits, forms, pricing, etc. to the electronic solicitation response, a vendor may submit the exhibits, forms, pricing, etc. through mail or courier service. However, any such submission must be received prior to the solicitation’s specified end date and time. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any hard copy solicitation response documents submitted through mail or courier service.

In the event a registered vendor electronically submits a solicitation response and also mails hard copy documents that are not identical, the vendor should explain which response is valid for the state's consideration. In the absence of such explanation, the state reserves the right to evaluate and award the response which serves its best interest.

https://www.missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf https://missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

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Addendum Document: If an addendum document is subsequently issued, please follow these steps to accept the addendum document(s).

1. If you have not accepted the original solicitation document go to the Overview page, find the section titled, Original Solicitation Documents, review the solicitation document(s) then click on the box under

Select, and then click on the Accept button.

2. To accept the addendum document, on the Overview page find the section titled Addendum Document, review the addendum document(s) then click on the box under Select, and then click on the Accept button.

Note: If you submitted an electronic response prior to the addendum date and time, you should review your solicitation response to ensure that it is still valid by taking into consideration the revisions addressed in the addendum document. If a revision is needed to your solicitation response and/or to indicate your acceptance of the addendum document, you will need to retract your response and re-submit your response by following these steps:

1. Log into MissouriBUYS.

2. Select the Solicitations tab.

3. Select View Current Solicitations.

4. Select My List.

5. Select the correct Opportunity Number (Opportunity No); the Overview page will display.

6. Click on Review Response from the navigation bar.

7. Click on Retract if your response needs to be revised.

8. A message will come up asking, “Are you sure you want to retract the Bid”. Click on Continue to confirm.

9. Click on Respond and revise as applicable.

10. Click on Review Response from the navigation bar and then click on Submit to submit your response.

• HARD COPY RESPONSES: Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any hard copy solicitation response documents.

1. MODOT RFP STANDARD PROPOSAL PROVISIONS

1.1. Standard Provisions

The solicitation for the procurement of services referenced therein, is being issued under, and governed by, the provisions of Title 7 Missouri Department of Transportation, Division 10 Missouri Highways and

Transportation Commission, Chapter 11 Procurement of Supplies, of the Code of State Regulations. The

Missouri Highways and Transportation Commission (MHTC/Commission), acting by and through its operating arm, the Missouri Department of Transportation (MoDOT), draws the Offerors attention to said 7

CSR 10-11 for all the provisions governing solicitation and receipt of proposals and the award of the contract pursuant to this solicitation.

1.2. Standard Provisions

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All proposals must be submitted by a responsible officer or employee of the firm. Obligations assumed by such submission must be fulfilled.

1.3. Standard Provisions

MHTC reserves the right to reject any and all proposals for any reason whatsoever. Time is of the essence for responding to the RFP within the submission deadlines.

2. MODOT RFP PROPOSAL CERTIFICATION

2.1. Proposal Certification

The Offeror shall provide a fee proposal to MHTC in accordance with the terms of this Request for Proposal

(RFP). All services shall be performed at the fees offered and in accordance with the terms of this RFP.

2.2. Proposal Certification

By submission of the proposal, each Offeror, and in the case of a joint proposal, each party thereto as to its own organization, under penalty of perjury, certifies to the best of its knowledge and belief:

2.2.1. The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Offeror or any competitor.

2.2.2. Unless otherwise required by law, the proposed prices have not been knowingly disclosed by the

Offeror prior the opening, directly or indirectly, to any other Offeror or to any competitor.

2.2.3. No attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition.

2.2.4. The Offeror certifies this proposal is made without any connection with any other person, firm, organization or business entity making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other member, officer or employee or person whose salary is payable in whole or in part from the MHTC/MoDOT is directly or indirectly interested therein, or in any portion of the profits thereof.

3. MODOT RFP GENERAL DESCRIPTION AND BACKGROUND

3.1. General Description

This document constitutes a RFP from prospective qualified Offerors to administer the supplemental guide sign program (SGSP) for MHTC/MoDOT as set forth in this RFP. It is the intent of this RFP to have the successful Offeror enter into an Agreement with MHTC (hereinafter

Resulting Agreement), to supply said services as outlined herein.

3.2. Background

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MHTC currently outsources the administration of its Tourist Oriented Directional Signing (TODS), Specific Service Signing (Logos) and the majority of its other supplemental signing programs, with the current contract expiring June 30, 2021. This provides a single point of contact for all similar services for potential program applicants.

MoDOT operates as a customer focused and results driven, state agency under a decentralized organization structure with headquarters in Jefferson City, Missouri and is governed by the MHTC, a six (6) member Commission appointed by the Governor. The Central Office provides oversight and support to seven (7) geographical districts primarily responsible for delivery of MoDOT’s mission and tangible results. Each district contains approximately fifteen percent (15%) of the total road mileage in the state highway system. MoDOT employs approximately 5,100 full-time employees. About eighty percent (80%) of those employees work in the seven (7) districts with the remainder working in the various divisions within the Central Office facility.

3.3. Contract Period

The Contract Period for the performance of the services described in this RFP is from the date of the fully executed Resulting Agreement through June 30, 2024. The successful Offeror shall perform any and all the services listed herein as often as requested by MHTC for the entire duration of the Contract Period as defined herein at the Guaranteed-Not-To-Exceed Prices submitted by the successful Offeror in response to this RFP.

3.4. Renewal Period

The contract shall not bind, not purport to bind, the MHTC for any contractual commitment in excess of the original contract period. The Commission shall have the right, at its sole option, to extend the contract for two (2) one-year renewal options, or any portion thereof. In the event that the Commission exercises its options to extend the contract, such extension must be accomplished by a formal contract amendment approved and signed by representatives of the Contractor and

Commission, respectively, each of whom being duly authorized to execute the contract amendment on behalf of the Contractor and Commission, respectively.

3.5. Schedule of Events

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ABelow is the schedule that will be followed. Unless otherwise specified, the time of day will be 7:30 a.m. to 4:00 p.m. Central Time. MHTC reserves the right at its sole discretion to expand this schedule, as deemed necessary, without any notification except for the deadline date for submitting a proposal.

3.5.1 August 20, 2020 - Issuance of RFP.

3.5.2 September 16, 2020 - Pre-proposal Conference #1.

3.5.3 October 14, 2020 - Pre-proposal Conference #2 (mandatory).

3.5.4 October 30, 2020 - Deadline for Offerors to submit written questions and requests for clarification to the Buyer of Record, Lori Tackett.

3.5.5 November 10, 2020 - Issuance of Addendum with resolution of any questions submitted.

3.5.6 December 15, 2020 at 2:00 PM, Central Time - Deadline for submission of proposals.

3.5.7 July 1, 2021 - Effective Date of New Contract.

4. MODOT RFP SCOPE OF WORK AND SPECIFIC SERVICES

4.1 Scope of Work

The successful Offeror agrees to administer the MHTC’s SGSP. These programs include TODS, Logos and Traffic Generators. Traffic Generator shall refer to signs for tourist oriented activity sites, Colleges, State and Federal Agencies (state and federally owned and operated public accesses, public lands, recreation areas, waterways, etc.), Welcome Center Affiliates (tourist information centers) and State Correctional Centers. The sign programs included in this RFP only apply to MHTC owned right of way unless otherwise specified. See Attachment A for estimated signs in program. The scope of work includes administration of all aspects of the MHTC's SGSP, including, but not limited to installing, removing, maintaining, repairing, locating, relocating and fabricating signs, panels, and support structures and program administration. Program administration shall include, but is not limited to, marketing to potential program participants, collecting fees from participants, responding to customer service inquiries, and maintaining records of participants as well as detailed history records related to the signs themselves. All programs will be operated within the specifications outlined in this RFP.

4.2 Specific Services

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4.2.1 Specific Services: The successful Offeror agrees to administer the following programs in conformance with the most current Missouri Code of State Regulations (ATTACHMENT B), Supplemental MoDOT Program Guidance (ATTACHMENT C) and the most current edition of the

Manual of Uniform Traffic Control Devices (MUTCD) unless otherwise directed by the MHTC.

4.2.1.1 Supplemental Guide Sign Programs:

4.2.1.1.1 Logos: Specific Service Signing directing motorists to qualifying GAS, FOOD, LODGING, CAMPING, TOURIST ORIENTED ACTIVITY SITES and 24 HOUR PHARMACIES.

4.2.1.1.2 TODS: Tourist Oriented Directional Signs directing motorists to qualifying GAS, FOOD, LODGING, CAMPING, and TOURIST ORIENTED ACTIVITY SITES.

4.2.1.1.3 Traffic Generator Signing: Supplemental Guide signs directing motorists to qualifying

Tourist Oriented Activity Sites.

4.2.1.1.4 College Signing: Supplemental Guide signs directing motorists to qualifying 2 and 4 year colleges or universities.

4.2.1.1.5 State and Federal Signing: Supplemental Guide signs directing motorists to qualifying

State and Federal agency owned and operated sites, including, but not limited to conservation areas, public lands, state parks, state historic sites, forests, river accesses, campgrounds and lakes.

4.2.1.1.6 Welcome Center Affiliate Signing: Supplemental Guide signs directing motorists to qualifying welcome center affiliates, which are tourist information centers certified by the Missouri

Department of Tourism.

4.2.1.1.7 State Correctional Center Signing: Supplemental Guide signs directing motorists to qualifying correctional center facilities owned and operated by the Missouri Department of

Corrections.

4.2.1.2 Signs: The successful Offeror will be responsible for fabrication, erection, installation, inspection, removals, repairs, locations, relocations and maintenance of all signs, panels, legend, sheeting, substrate, and support structures for all new signs, as well as those signs existing before this award.

4.2.1.2.1 Site Review for New Sign Installations: The successful Offeror shall provide a site review for every new sign installation to the MoDOT district sign representative. The MoDOT representative will review the proposed signing plan and either approve the work or suggest an alternate plan before the successful Offeror may install any new signing.

4.2.1.2.2 All signs constructed and maintained shall be in accordance with the following:

4.2.1.2.2.1 Federal Standards: Shall be in accordance with the MUTCD, unless otherwise directed by MoDOT Standards or the MHTC.

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4.2.1.2.2.2 MoDOT Standards: All signs and sign supports shall be constructed and installed according to the latest editions of the Missouri Standard Specifications for Highway Construction and the Standard Plans for Highway Construction unless otherwise directed in this document or approved by the State Highway Safety and Traffic Engineer. These documents are available on

MoDOT’s web site at https://www.modot.org/missouri-standard-specifications-highway-construction. Products listed on MoDOT’s Traffic Operations Approved Products List may be utilized by the Offeror, (ATTACHMENTS D).

4.2.1.2.3 Sign Design Standards: The successful Offeror shall be responsible for designing and fabricating all TODS and Logos signing in accordance with the MUTCD and MoDOT Standards.

The successful Offeror shall be responsible for fabricating Traffic Generator signing in accordance with the sign details provided for each specific site by MoDOT. Examples of standard sign designs can be found in ATTACHMENTS E and F.

4.2.1.2.4 Sign Materials: ATTACHMENT G lists the acceptable materials for use in the fabrication, installation and maintenance of signs in this program. All materials shall meet the minimum requirements found in the most current MoDOT Standards at the time a sign is fabricated, installed or replaced. In the future, upon mutual agreement of both parties, a variation in materials may be considered.

4.2.1.3 Sign Maintenance: The successful Offeror shall maintain all of the MHTC’s signs and structures, both on and off the MHTC’s Right-of-Way, for all supplemental signs programs in this contract.

4.2.1.3.1 Maintenance: Maintenance shall include, but is not limited to, repairing damaged signs or posts, replacing faded signs, ensuring signs remain aesthetically pleasing and plumb, repairing weather damage, fixing regular wear on the signs and removing signs for participants that no longer participate in the SGSP or participants whose contracts have expired or have been cancelled.

4.2.1.3.2 Refurbishment: Sign face overlays may be utilized to refurbish structurally sound signs fabricated with extruded aluminum substrates. Sign overlays shall be in compliance with the standards outlined in ATTACHMENT H. Signs fabricated with flat sheet aluminum substrates shall be replaced with new signs. Any sign deficiencies, including but not limited to, sign mounting heights, post sizes, damage to posts or sign supports out of plumb identified during this refurbishment process shall be corrected at the same time as the refurbishment.

4.2.1.3.2.1 Sign Acquisition: MoDOT outsources the production of signs installed and maintained by its forces. There is the potential for the Offeror to purchase signs off of this contract if the contract is classified as cooperative bid and the vendor agrees to extend this pricing to the Offeror.

https://www.modot.org/missouri-standard-specifications-highway-construction https://www.modot.org/missouri-standard-specifications-highway-construction

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4.2.1.3.3 Minimum Sign Retroreflectivity: The successful Offeror shall maintain the retroreflectivity of all signs in the SGSP, including logo panels and college emblem panels, to the minimum levels specified in the latest version of the MUTCD. Standards for signs with blue and brown backgrounds have been established since the release of the 2009 MUTCD; see ATTACHMENT H for updated minimum retroreflectivity requirements, effective until the release of the next version of the manual. The successful Offeror shall adopt one of the approved evaluation methods listed in the MUTCD for maintaining retroreflectivity and be responsible for ensuring signs meet these standards in addition to MoDOT’s quality assurance inspections.

4.2.1.3.4 Removal of Empty Logo Signs: Mainline and ramp logo signs that remain empty for any consecutive six (6) month period shall be removed at the expense of the successful Offeror.

4.2.1.3.5 Repair Requirements: The successful Offeror shall maintain any sign erected pursuant to this Agreement to ensure the signs and sign structures remain in good repair, legible, visible, and in a manner that does not pose a safety concern to the traveling public. If the MHTC determines that a sign is not maintained in good repair or presents a danger to the public, the

MHTC will notify the successful Offeror and the successful Offeror shall immediately repair the sign. Immediate shall be defined as no more than fourteen (14) calendar days from the time the successful Offeror received notice a repair is needed. If additional time is required to complete the repair the extension must be granted by MoDOT.

4.2.1.4 Inspections:

4.2.1.4.1 MoDOT Quality Assurance (QA) Inspections: Signs included in this program will be included in MoDOT’s routine sign inspection program. MoDOT personnel will report identified deficiencies to the successful Offeror. The successful Offeror must correct the deficiencies and return the signs to MoDOT Standards. Signs under the offeror’s contract shall be repaired with no additional funding from the participant or MoDOT. The cost of the first replacement of a sign which has transferred from a MoDOT contract to the Offeror’s contact will be the responsibility of the applicant. The cost to applicant will be equal or less than the cost of a new installation based or the required repairs. The successful Offeror shall not rely on MoDOT’s QA inspections alone to identify deficiencies but shall also evaluate sign conditions and schedule required repairs.

4.2.1.4.2 Inspection of new signs: The successful Offeror is solely responsible for inspecting the installation of new signs under this program to ensure they meet all standards identified in the RFP.

If the installation is found to be substandard, the successful Offeror is responsible for correcting the deficiency with no additional funding from the participant or MoDOT.

4.2.1.4.3 Inspection of repaired signs: The successful Offeror is solely responsible for inspecting the repair work performed on any sign under this program to ensure they meet all standards identified in the RFP. If the repair does not meet MoDOT Standards, the successful Offeror is responsible for correcting the deficiency with no additional funding from the participant or MoDOT.

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4.2.1.5 Modification of Program Signing Due to Construction or other MoDOT Related

Activities: The successful Offeror will not be responsible for assuming the costs for the modification, removal, replacement, temporary or permanent relocation of sign structures related to this contract which are required as a result of a MoDOT construction project or maintenance operations. However, the successful Offeror shall assume complete and total responsibility for coordinating these activities. For construction projects the successful Offeror shall refer to

ATTACHMENT J and for maintenance operation the MoDOT district representative will contact the successful Offeror. The charges for the work completed will be calculated based on the components of the sign assembly which were modified or altered. The cost for each component modification will be at the established price on the successful Offeror’s pricing page.

4.2.1.6 Administration: The successful Offeror shall be responsible for administering all business aspects of this program, including, but not limited to, marketing the SGSP to potential participants, collecting fees from participants, responding to customer service inquiries, and ensuring the program is operated in compliance with the terms of the contract and the references found within.

4.2.1.6.1 Marketing: The successful Offeror shall develop marketing tools (informational brochures, news releases, database, reports, web site(s), etc.) for use by both MoDOT and the successful Offeror. All marketing tools shall be reviewed and approved by the MHTC prior to use.

Such tools shall provide information related to each program including, but not limited to, outlining the purpose and application of each program, the eligibility criteria of each program and the fee structure of each program, in a clear and concise format to aid potential applicants in understanding the program most suitable for their business.

4.2.1.6.2 Office Requirements: The successful Offeror shall establish an office in Missouri with full

-time personnel sufficient to respond to departmental and business customers’ requests and inquiries during normal office hours. Normal office hours shall be 8:00 a.m. to 5:00 p.m. Central

Time, Monday through Friday, with the exception of official State Holidays. Preferred office location is Jefferson City, Missouri.

4.2.1.6.3 Forms including Applications and/or Contracts: The successful Offeror is responsible for development of all program forms, applications and contracts. The MHTC shall approve all forms, applications and contracts between the successful Offeror and the participant for each of the programs included in this RFP.

4.2.1.6.4 Recordkeeping: The successful Offeror shall maintain complete records in a format compatible with Microsoft Office to provide the following information:

4.2.1.6.4.1 All inquiries, participants, money received and comments about the SGSP.

4.2.1.6.4.2 Contact information for all participants. This information shall be provided to the MHTC upon request or at the end of the contract period.

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4.2.1.6.4.3 Sign inventory including detailed fabrication, installation and maintenance history. The records will include at a minimum:

4.2.1.6.4.3.1 The manufactured date of the sign (for all signs installed after the execution of this contract)

4.2.1.6.4.3.2 The date of installation (for all signs installed after the execution of this contract)

4.2.1.6.4.3.3 The date of notification of sign deficiencies

4.2.1.6.4.3.4 The date the deficiency was corrected

4.2.1.6.4.3.5 Documentation of how the deficiency was corrected

4.2.1.6.4.3.6 An inventory of useable ‘boneyard’ signs and posts held for reuse

4.2.1.6.5 Quarterly Summary: The successful Offeror shall provide the MHTC a quarterly summary of sales including, but not limited to, new contracts. A list of applicant denials and a list of contracts which expired and were not renewed shall also be included in the summary. The quarterly summary shall provide the number of participants in each program in the SGSP.

Quarterly summaries are due on July 1, October 1, January 1 and April 1 of each year.

4.2.1.6.6 Subcontractors: The successful Offeror shall provide a list to the MHTC representative of all subcontractors who provide fabrication, erection, installation and/or maintenance of the signs if these services are not performed by the successful Offeror.

4.2.1.6.7 Trailblazer Signs off Right of Way: If trailblazer signs for any sign program require signing to be placed off of the MHTC’s right of way, the successful Offeror shall obtain the necessary permissions and permits from the local jurisdiction with authority over said roadway before installing any signs. Signing on MHTC right of way will not be allowed if the path to the site requires the placement of trailblazer signs off the state system and the successful Offeror is not able to obtain the necessary permissions and/or permits from the local jurisdiction to complete the trailblazing (ATTACHMENTS B and C for complete program definitions and program rules).

4.2.1.6.8 Interpretation of Sign Program Rules: Any appeal by a participant pertaining to, or request for clarification of, the sign program rules will be decided by the MoDOT State Highway

Safety and Traffic Engineer or their delegated representative.

4.2.1.7 Program Fees:

4.2.1.7.1 Revenue Producing Programs: The required minimum payments to the MHTC shall be generated ONLY from the following programs:

4.2.1.7.1.1 TODS: shall be $450 per sign and $120 per trailblazer sign per year.

4.2.1.7.1.2 Logos: shall be $1,000 per sign per direction along highways where daily traffic count is less than 30,000 vehicles and $1,500 per sign per direction along highways where the daily traffic count equals or exceeds 30,000 vehicles. Sign per direction under this paragraph means one mainline and one ramp sign. Traffic volume information will be provided by the MHTC.

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4.2.1.7.1.3 Traffic Generator for tourist oriented activity sites: Shall be $2,000 per sign per direction along highways where daily traffic count is less than 30,000 vehicles and $3,000 per sign per direction along highways where the daily traffic count equals or exceeds 30,000 vehicles. Sign per direction under this paragraph means one mainline and one ramp sign. Traffic volume information will be provided by the MHTC.

4.2.1.7.2 Non-Revenue Producing Traffic Generators – New Participants: The agreed upon pricing for the signs paid by the applicant to the successful Offeror shall be as included on the successful Offeror’s pricing page. The required minimum payments to the MHTC shall NOT be generated from the following programs:

4.2.1.7.2.1 College Signing

4.2.1.7.2.2 State and Federal Agency Signing

4.2.1.7.2.3 Welcome Center Affiliate Signing

4.2.1.7.2.4 State Correctional Center Signing

4.2.1.7.3 Non-Revenue Producing Traffic Generators – Existing MoDOT Contracts: Costs incurred by the successful Offeror for maintenance performed on existing MoDOT sign contracts will be deducted from the next quarterly fixed guaranteed payment due to the MHTC. The deduction will be calculated based on the individual components of the sign assembly which were repaired; the cost for each component repair will be at the established price on the successful Offeror’s pricing page. A detailed accounting of these costs shall be provided with the quarterly payments. The existing MoDOT sign contracts include the following programs:

4.2.1.7.3.1 Traffic Generator for Tourist Oriented Activity Sites

4.2.1.7.3.2 College Signing

4.2.1.7.3.3 State and Federal Agency Signing

4.2.1.7.3.4 Welcome Center Affiliate Signing

4.2.1.7.3.5 State Correctional Center Signing

4.2.1.7.4 Additional Costs: There may be additional costs to the participants in excess of the annual fee. The costs may include such items as covering and uncovering signs for a seasonal site, fabrication of original or replacement Logo Panels, etc. As the need arises for these services, the successful Offeror shall propose the fee structure which shall be approved by the MHTC before being implemented.

4.2.1.7.5 The successful Offeror may not increase fees without prior agreement by the MHTC as specified in this RFP.

4.2.1.8 Contracts: Contracts between successful Offeror and participants shall be in accordance with the following:

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4.2.1.8.1 Contract Term: The successful Offeror shall be permitted to enter into a contract with an applicant for a one year term, coinciding with the State fiscal year, which is effective July 1 and expires June 30 of the following year, after ensuring the applicant meets the program eligibility criteria as outlined in the program rules in ATTACHMENT B. If the applicant approaches the successful Offeror between these dates, the term of the contract will begin at the time the sign is installed and expire June 30. The contract between the participant and the successful Offeror will be binding upon execution by all parties.

4.2.1.8.2 Contract Fee: The contract shall provide that fees are for the one year term of the contract regardless if the sign is up for the entire year or just part of the season for a seasonal site.

If the contract is initiated after July 1, the fees for the contract will be prorated to reflect the time period from the date the sign is installed to the contract expiration of June 30.

4.2.1.8.3 Contract Renewals: The successful Offeror may renew any existing contract pursuant to verifying the participant still meets the applicable program minimum eligibility criteria and the participant has fulfilled the terms of the previous year’s contract in full.

4.2.1.8.4 Contract Assignment: The contract shall provide assignment provisions in the event of termination or expiration of the contract between the successful Offeror and the MHTC.

4.2.1.8.5 Right of Refusal: The MHTC shall have the right to reject and refuse an applicant’s contract at any location, in its sole discretion, if it is determined to not be in the best interest of the

MHTC.

4.2.1.8.6 Changes in Program Eligibility: Signs which no longer qualify due to changes in roadway or intersection type will be removed by the successful Offeror. The specific contracts with the participants will be immediately cancelled with no reimbursement of fees to the participant. If the applicant qualifies for a different program at this new roadway configuration, a new contact may be executed.

4.2.1.8.7 Logos Program Eligibility Criteria: If logo spaces for any of the service categories mentioned in the rules remain available, then the department at its discretion, may permit other qualifying entities in the same service category meeting the majority of the criteria to utilize the otherwise unused spaces. Those qualified entities that participate, but do not fully qualify for the program, shall be reevaluated on an annual basis.

4.2.1.9 Payment to the MHTC

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4.2.1.9.1 TODS, Logos and Traffic Generator Signs: For the contract period of July 1, 2021 through June 30, 2024 and the optional renewal contract period(s) of July 1, 2024 through June 30, 2025, and July 1, 2025 through June 30, 2026, the MHTC shall receive a fixed guaranteed payment or a guaranteed percentage of the revenues, whichever is greater. Revenues shall be realized from the annual participation fees generated from the TODS, Logo and Traffic Generator

Programs and proceeds from the sale of scrap materials. The Minimum Guaranteed Payment shall be no less than $4,400,000, paid by the successful Offeror to the MHTC. Payments are due July 1, October 1, January 1, and April 1 of each year of the contract, in minimum equal payments of the fixed guaranteed payment, with the exception of the initial quarterly payment of the contract. The responders shall provide proposed timing of the initial quarterly payment on the pricing page.

The minimum guaranteed percentage of revenues provided by the successful Offeror to the MHTC from the participation fees and the sale of scrap materials shall be no less than 60%. If the guaranteed percent revenue is greater than the fixed guaranteed payment, the difference will be paid to the MHTC within 30 days of the audit of the successful Offeror’s financial statements by a

Certified Public Accountant. The audit of the financial statements shall be completed each year by

September 30. Revenues are the participation fees and sales of scrap materials before any expenses associated with the program are subtracted

4.2.1.9.2 Cost Not Related to Program Administration: Any costs incurred by the successful

Offeror due to Modification of Program Signing Due to Construction or other MoDOT Related

Activities described herein, will be invoiced to the MHTC at the established price on the Pricing

Page. Invoices shall be submitted to the appropriate MoDOT district representative.

4.2.1.10 Wage Laws: The successful Offeror and its subcontractors shall pay the prevailing hourly rate of wages for each craft or type of worker required to execute this project work as determined by the Department of Labor and Industrial Relations of Missouri. The successful Offeror shall further comply in every respect with the minimum wage laws of Missouri and the United States.

Federal wage rates under the Davis-Bacon or other federal acts apply to and govern this work which is performed at the jobsite, in accord with 29 CFR Part 5. Thus, this Agreement is subject to the "Contract Work Hours and Safety Standards Act", as amended (40 U.S.C. Sections 327, et seq.), and it’s implementing regulations. The successful Offeror shall take the acts which may be required to fully inform themselves of the terms of, and to comply with, state and federal laws.

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4.2.1.11 Sign Ownership: All signs, including logo panels and hardware, utilized in any of the sign programs within this contract, both within the limits of the MHTC right-of-way, as well as off of

MHTC Right-of-Way, shall remain the property of the MHTC before, during and after the expiration of the contract. Sign materials may be retained by the successful Offeror to be utilized for the repair of signs in the program during the contract period. At the expiration of the contract the usable materials remain the property of the MHTC and shall be transferred to the successful

Offeror under the new contract. Any materials that cannot be used for future services will be sold for scrap by the successful Offeror, with the proceeds included in the program revenues. The

MHTC reserves the right to inspect scrap materials prior to sale.

4.2.1.12 Compliance with Laws: The successful Offeror shall procure all required permits, Missouri One Call clearances, business licenses, in all counties of operation, insurance, bonds, and licenses; pay all charges, fees, payments, taxes and provide all notices and reports necessary and incidental to the lawful completion of the RFP requirements. Upon request, the successful Offeror shall furnish the MHTC with evidence indicating that it has complied with permit, license, tax and requirements.

Projects which include federal funding must be carried out in accordance with Federal laws and regulations. The successful Offeror shall warrant and certify that in the performance of the resultant contract it has complied with or will comply with all applicable statutes, rules, regulations and orders of the United States and the State of Missouri.

4.2.1.13 Disputes: Any disputes that arise under this Agreement shall be decided by the MHTC or its representative.

4.2.1.14 Effective date and duration: This contract shall not be binding upon the parties until it is approved by the MHTC. The contract shall be in effect for the period commencing with execution of the contract and ending on June 30, 2024. The award of this RFP permits implementation periods for the services:

4.2.1.14.1 Upon execution of the contract, the successful Offeror shall receive notice to proceed and may, at that time, begin contacting participants and potential participants to enter into contracts effective July 1, 2021.

4.2.1.14.2 To provide a mobilization period, the successful Offeror shall have a 62-day period, until

September 1, 2021, to address non-emergency maintenance and new installations. However, issues with signs that create a safety concern for MoDOT or the traveling public shall be addressed immediately.

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4.2.1.15 Contract Renewal: This contract shall have two (2) one-year renewal option, and, if executed, the contract would end on June 30, 2026. The MHTC does not automatically exercise its option for renewal, which will be determined by, but not limited to, performance, revenues and program management. If the MHTC chooses to exercise its option for renewal, the contract requirements for the renewal period shall be substantially similar to the original contract.

4.2.1.16 Contract Amendments: Requested amendments to the contract may include, but are not limited to, requests for increase in maintenance costs or proposals for adjustments to sign program fees. In the event the successful Offeror requests fee increases and/or other changes to the pricing page during the contract period (original contract period or contract renewal period) the successful Offeror must provide a written request and documentation justifying the need for each increase. The MHTC will utilize commodity indexes for steel, aluminum and fuel to evaluate price increases, with the commodity indexes for these materials at the time of proposal submittal serving as the benchmark. The MHTC reserves the right to review commodity indexes on an annual basis to determine if price reductions are justified. The MHTC’s decision shall be final and without recourse.

4.2.1.16.1 No price increase shall be granted during the first three (3) months of the original contract period starting from the notice to proceed, or if applicable, the first three (3) months of a contract period for a renewal.

4.2.1.16.2 The MHTC will consider only one price increase or decrease per year, unless the MHTC implements substantial changes in standards and specifications.

4.2.1.16.3 In the event a price increase is granted due to an approved escalation, the renewal percentage shall be based upon the maximum price increase/decrease the successful Offeror submits on the pricing page of this RFP.

4.2.1.17 Early Termination: In the event of non-performance of the terms of this contract by the successful Offeror, the revenues received from participants will be allocated over the remaining months of the current year’s contracts with participants and payment shall be made to the MHTC equivalent to the prorated share of the remaining number of months in the fiscal year.

5. MODOT RFP REQUIRED ELEMENTS OF PROPOSAL AND

SUBMISSION

5.1. Required Elements of Proposal

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5.1. Required Elements of Proposal

Each Offeror shall provide a cover letter signed by an authorized firm representative stating he/she has read and understands all of the terms and conditions of doing business with

MHTC in response to this request for proposal. The proposal must be divided into sections corresponding to the list of elements described below.

5.1.1 Experience and Performance: Proposals shall clearly identify the Offeror’s experience in providing full administrative services for the programs specifically referenced in this RFP during a minimum of the past three (3) years. The description should include, but not be limited to:

5.1.1.1 A list of the entities currently or previously served.

5.1.1.2 References from current and/or past sign programs, similar to the programs defined in this

RFP, which your company has managed. Include any references from State Departments of

Transportation. The references should indicate the name, title and telephone number of the official(s) supplying the reference.

5.1.1.3 References from applicants, subcontractors, or other sources regarding the same or similar services defined in this RFP. Include the name, title, telephone number, and category of reference.

5.1.1.4 A written narrative demonstrating the method of administering the requirements of the

RFP. The narrative shall include the proposed use of company employees and subcontractors and the roles of each.

5.1.1.5 Qualifications of personnel who will be assigned to manage the program.

5.1.1.6 Documentation substantiating the financial stability of the successful Offeror, which may include audited financial statements or letters from financial institutions. These are considered confidential documents by the MHTC. Six copies should be placed in a sealed envelope clearly marked "Confidentiality" and must indicate in the proposal and on the outside of that envelope that confidential materials are included. This information should NOT be included in the three electronic copies required under Section 5.2, Submission of Proposals.

5.1.2 Marketing: Marketing includes, but is not limited to: printed materials available for use by prospective applicants, web based materials and resource use by prospective applicants, and active marketing to perspective applicants. Proposals shall include a comprehensive description of:

5.1.2.1 Various forms of marketing implemented successfully in current and/or past contracts similar to those defined in this RFP.

5.1.2.2 Demonstration of a comprehensive marketing plan for the programs defined in this RFP.

5.1.3 Reporting: Proposals shall describe the anticipated record keeping and reporting services.

Proposals should include but not be limited to:

5.1.3.1 Quality control processes for monitoring data.

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5.1.3.2 Examples or mock-ups of typical status and inventory reports.

5.1.3.3 A comprehensive description of the methods used to record all requirements specifically defined in this RFP.

5.1.4 Program Cost and Revenue: The Offeror is required to complete Exhibit 1, Pricing Page of the RFP as specifically directed.

5.1.5 Program Implementation: Proposals shall include a comprehensive plan on implementing the program as defined in this RFP including those signs currently managed by MoDOT’s 3rd party contractor and those managed by MoDOT staff. Proposals should include, but not be limited to:

5.1.5.1 Outreach plans to existing participants in both managed sign groups.

5.1.5.2 Transition plans between old and new program administrators.

5.1.6. The proposals will be evaluated based on the adequacy of the Offerors response in addressing each of the Required Elements of the Proposal listed above as well as any other evaluation methods referenced in this RFP.

5.2. Submission of Proposals

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5.2.1. Electronic Proposal Format - If a registered vendor is responding electronically through the

MissouriBUYS System website, in addition to completing the on-line pricing, the registered vendor should submit completed exhibits, forms, and other information concerning the proposal as an attachment to the electronic proposal. The registered vendor is instructed to review the RFP submission provisions carefully to ensure they are providing all required pricing, including applicable renewal pricing. Instructions on how a registered vendor responds to a bid on-line are available on the MissouriBUYS System website at: https://missouribuys.mo.gov/bidboard.html.

In the event that the vendor is an agency of state government or other such political subdivision which is prohibited by law or court decision from complying with certain provisions of an RFP, such vendor may submit a proposal which contains a list of statutory limitations and identification of those prohibitive clauses. The vendor should include a complete list of statutory references and citations for each provision of the RFP, which is affected by this paragraph. The statutory limitations and prohibitive clauses may (1) be requested to be clarified in writing or (2) be accepted without further clarification if the statutory limitations and prohibitive clauses are deemed acceptable. If MHTC determines clarification of the statutory limitations and prohibitive clauses is necessary, the clarification will be conducted in order to agree to language that reflects the intent and compliance of such law and/or court order and the RFP.

5.2.1.1. The exhibits, forms, and Pricing Page(s) provided herein can be saved into a word processing document, completed by a registered vendor, and then sent as an attachment to the electronic submission. Other information requested or required may be sent as an attachment.

Additional instructions for submitting electronic attachments are on the MissouriBUYS System website. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any electronic attachments. Electronic copies of the proposal and electronic attachments should be searchable.

5.2.1.2. In addition, a registered vendor may submit the exhibits, forms, Pricing Page(s), etc., through mail or courier service. However, any such submission must be received prior to the specified end date and time.

5.2.1.3. If a registered vendor submits an electronic and hard copy proposal response and if such responses are not identical, the vendor should explain which response is valid. MHTC will consider the response with the terms most favorable to MHTC.

5.2.2. Hard Copy Proposal Format - If the vendor is submitting a proposal via the mail or a courier service or is hand delivering the proposal, the vendor should include completed exhibits, forms, and other information concerning the proposal (including completed Pricing Page(s) with the proposal.

The vendor is instructed to review the RFP submission provisions carefully to ensure they are…