RFP605CO22000944_Oct_7_24_solicitation_doc.pdf

Solicitation Number: RFP605CO22000944

Management Training

MODOT Request for Proposal (RFPR)

MoDOT - Dept of Transportation

January 04, 2022 - February 07, 2022

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General Header Information

RFP605CO22000944

No. RFP605CO22000944 Title: Management Training Start Date: January 04, 2022 at 12:00:00 PM CST End Date: February 07, 2022 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: This Request for Proposal (RFP) seeks proposals from qualified firms

(Offerors) to provide Management training for current and potential supervisory training to the Missouri Highways and Transportation Commission (MHTC) and Missouri Department of Transportation (MoDOT), in accordance with the provisions and requirements stated in this RFP. The contract period for the performance of the services described in this RFP is from date of the fully executed Resulting Agreement through one-year, with two (2) one-year renewal options.

MoDOT will receive bids electronically through MissouriBUYS, by mail through USPS, UPS, or FEDEX. If the Offerors intend to submit a hard copy proposal, the Offerors must notify the buyer of record Lori.Tackett@modot.mo.gov five (5) days before the RFP closing date.

MoDOT will not accept any proposals by email.

Delivery Terms: Free On Board Destination Payment Terms: Vendor Specified 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

Selected Categories:

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Header Custom Fields:

RFP605CO22000944

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.

ADDENDA

ADDENDUM 01

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

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The due date for receipt of proposals is unchanged by this Addendum. The following clarifications, and/or additional information, are believed to be of general interest to all potential

Offerors. All other terms and conditions remain unchanged and in full force.

QUESTION 1: What is the budget?

RESPONSE: The budget is approximately $60,000.

QUESTION 2: Was there a previous vendor providing this service?

RESPONSE: Yes.

QUESTION 3: Registration with the Secretary of State can be done if awarded or must be done prior to submitting a bid?

RESPONSE: See Section 7.17.1. Registration with Secretary of State.

QUESTION 4: Are there provisions / consideration for Veteran owned firms?

RESPONSE: At this time there are not any provisions / consideration for Veteran owned firms.

QUESTION 5: For clarification, participants will attend two (2) five (5) days sessions, two weeks total?

RESPONSE: Yes, this what was previously done, but there is flexibility to this schedule – if needed.

QUESTION 6: Confirming 40 participants included under this RFP?

RESPONSE: Correct, the max number of participants is 40.

QUESTION 7: Calibrating Participant Levels: We have reviewed MoDOT’s Table of

Organization and appreciate the diversity of participants expected in the program. Will the

Executive Team participate in the training?

RESPONSE: No, they will not be at the training, but the capstone projects at the end are presented to representatives of senior management and/or executive management by the teams of participants.

QUESTION 8: Are 40-60 participants expected to be primarily +1 and +2 to the Executive team?

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RESPONSE: No, the participants can be any individual deemed with the potential to move up in the organization.

QUESTON 9: Do participants such as “supervisory and high potential personnel” potentially include hourly supervisor, field-based team leaders?

RESPONSE: There is no hourly supervisors, but there could be field supervisors participating.

QUESTION 10: Section 4.2.8 Availability to Participants: Can you please clarify expectations about being “available to participants”? Does this mean during the 2 week training delivery periods? Or, does this expand to time before, in between the two sessions, and after training?

(e.g., email or phone contact from individual participants, etc)

RESPONSE: This would be during the two sessions and between the two sessions. Previously the incumbent vendor was in contact with team leads prior to the training sessions as well, to prep for the training.

QUESTION 11: Pricing Document: This may be obvious when we enter the system to upload the response, but since we are new to your system, is the expectation that the Pricing table should be included as an integrated part of the body of the technical response or uploaded as a separate document from the technical response?

RESPONSE: The pricing document must be included in the Offeror’s proposal.

QUESTION 12: Delivery Design Options: To the extent the program may need to be delivered in whole or part virtually (due to MoDOT voluntary preferences about options, involuntary COVID restrictions, etc.), is MoDOT open to our reconfiguring modules from continuous day-long, in-person delivery to shorter blocks of virtual delivery, perhaps over a period of longer than one week?

RESPONSE: Yes, MoDOT would be open to this.

QUESTION 13: Does MoDOT have preferences about whether the 40-60 participants learn together as one group (perhaps with breakouts) or whether they can be separated into two cohorts on the same track but at different times?

RESPONSE: MoDOT would be open to having two groups on the same track, but at different times.

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QUESTION 14: Capstone Projects:

Sponsorship: Will the senior Executive team participate in the entirety of the training program

(2 weeks) or only on the last day of the final week for the capstone presentations? This will help us scope the altitude, design time, and activities needed to engage a wide breadth of audience.

RESPONSE: The senior executive team will only be present on the last day of the final week for the capstone presentations.

QUESTION 15: Capstone Projects:

Project Support: We are looking to size and price our availability in between training sessions as well as the number of trainers to support multiple capstones, as needed.

Will participants execute the capstone project during the training session windows with support/guidance from our team? Or, will we be expected to provide ‘offline’ coaching support on the projects between the two sessions while participants are back in their workplaces?

RESPONSE: The capstone projects have previously been during the training window on the last day of the final week.

QUESTION 16: Capstone Projects:

Complexity - Will there likely be one or multiple capstone projects for the 40-60 participants

(perhaps customized to job titles or job responsibilities of the participants)?

RESPONSE: Previously with 40 participants, there would be 10 members to each team, making 4 teams total with a capstone project completed from each team. Each team’s project covered a different topic.

QUESTION 17: Continuity: As part of the design/tailoring of the program, is it possible to partner with MoDOT HR (or other representatives) to learn more about prior management development training leaders participated in past years? This is to build on past successes, provide continuity, and reinforce concepts and messages, but also to avoid unnecessary duplication or overlap that will detract from participant experience.

RESPONSE: MoDOT can have a representative available to assist with questions.

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QUESTION 18: It is clear that MoDOT is interested in training focused on the elements of the competency model and strategic initiatives. The competency model includes three main elements

(safety, service and stability), but it also includes bullet points under each (i.e. interpersonal skills, leadership & vision, managing conflict). Is it safe to assume that MoDOT would like the two weeks of leadership training to address all of these bullet points?

RESPONSE: Yes, if possible, but more importantly the participants should gain insight to successful management practices and methodology – so it can be implemented in the workplace.

QUESTION 19: On page 10, the RFP indicates that the training should be at least two weeks long and should start in the fall. Two questions related to this: Is MoDOT’s preference that, similar to previous years, this training initiative happens in two separate one-week segments? (In other words, is MoDOT satisfied with how this training format and timing has worked in the past enough that it would like to repeat that same format this time?)

RESPONSE: Yes, but MoDOT is open to other possibilities. MoDOT knows that this has worked well in the past.

QUESTION 20: The potential effective date of the contract is listed as March 1. Can you confirm that, although the contract start date might be as early as March 1, the actual training weeks would not occur until fall of 2022?

RESPONSE: Yes, this is correct. The fall training works out better for MoDOT staff.

QUESTION 21: Does MoDOT have any preference as to the timing of the two weeks of training?

(For example, one month apart or two months apart)

RESPONSE: MoDOT would prefer no more than two weeks between the two sessions so the training is somewhat fresh. Additionally, the weekly sessions do not have to all be in the same week. For example, the Offeror could do a Thursday and Friday and then Monday – Wednesday the following week to account for a one week session.

QUESTION 22: Page 10, Section 4.2.7 – This section references a team capstone project.

Several questions about this. What does MoDOT foresee or prefer in terms of how involved the offeror’s training facilitators would be in the development or oversight of these capstone projects?

RESPONSE: The training facilitators should be available to answer questions and provide any guidance needed without doing the work for them.

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QUESTION 23: How will the topics chosen by leaders for these capstone projects be related to training material?

RESPONSE: The successful Offeror would set up a meeting with MoDOT leadership prior to the training and get an idea of the issues/challenges they currently are trying to address. The training materials should cover the principals in which the department stands – like the competencies identified.

QUESTION 24: Would the capstone projects be assigned during/after the first week or training with the expectation that teams would work on them during the time between Week 1 training and

Week 2 training?

RESPONSE: Yes, the capstone projects would be identified in the first week so the teams can spend time between then and the next training week working on their project.

QUESTION 25: If training is provided in person, will MoDOT cover reasonable travel expenses for non-local facilitators including coach airfare, transportation, hotel stay and meals?

RESPONSE: These costs must be included in any estimate provided.

QUESTION 26: Can MoDOT provide any information about why they are looking for new vendors/facilitators to provide this year’s training initiative rather than using the vendor/facilitators they have used in the past? What was unsatisfactory about the previous vendor or facilitators that instigated the desire for a new partner?

RESPONSE: As public servants, MoDOT must keep in mind the taxpayers’ dollars. With utilizing the incumbent vendor for some time now, MoDOT needed to explore whether there were other options available to provide training for staff at the best value.

QUESTION 27: Can you please clarify what the difference is between these 2 References, if any:

5.1.1. Experience, Expertise, Reliability and References - The Offeror must provide, at a minimum, the following information related to current and prior contractual relationships in the last three (3) years considered identical or similar in scope to the requirements of this RFP. Include specifically any experience with public organizations and/or Departments of Transportation. MHTC reserves the right to determine which contracting agency/entity to call and whether or not to call all agencies/entities for all Offerors.

At a minimum, the following information must be provided:

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5.1.1.1. Name, address, telephone number of contracting agency/entity, and a contact person who can verify all data submitted.

5.1.1.2. Contract dates.

5.1.1.3. A brief, written description of the specific services provided, methods used, and the results associated with the specific services provided.

5.1.1.4. Provide examples of curriculum, topics and/or courses, training styles used, the number of participants, and the length of training.

5.1.1.5. References - Provide all references for which the Offeror's firm provided services which are similar in nature to the services requested in this proposal over the past three (3) calendar years. MHTC reserves the right to determine which references to call and whether or not to call all references for all Offerors. The reference list should include:

5.1.1.5.1. The reference firm name, address, telephone number, and fax number.

5.1.1.5.2. List of reference firm owners names and addresses.

5.1.1.5.3. A brief description of services provided and location of work performed.

5.1.1.5.4. Dates of contract and/or performance of service.

5.1.1.5.5. A contact person familiar with the services provided including their name, address, email address and telephone number.

RESPONSE: These are the same – 5.1.1 is just the heading of everything required for submittal.

The 5.1.1.5 References just provides more detail on what information is needed to be obtained on those references.

QUESTION 28: 3.2 Background:

MoDOT provides Management Development training to its current and potential supervisory and management personnel once per year. The department has previously held the training remotely in two, non-consecutive, one-week sessions, with approximately 40 participants who attend both sessions. In the past, two trainers independently facilitated days with the 40 participants. The department secures the venue. In 2019 the training was held in Columbia, Missouri. Previous in-person training included both lectures and interactive teamwork activities, with individual and team evening assignments. Training topics and discussion are centered around management development, focusing on the competencies identified in the Competency Model, (Attachment I), along with MoDOT's Values (Attachment II). MoDOT anticipates 40- 60 participants per year over the next three years.

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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.

Do all 40-60 participants join each session as one group led by one instructor? Or do you break down the 40-60 participants into smaller cohorts, led by 2 different instructors?

RESPONSE: In previous trainings with an in-person setting, all participants join the same session and then they might do some breakout groups within the 2 week training. For the virtual format, all

40 participants will be in the same session as well and the two trainers will work together on their respective parts of the training. Although there is flexibility to this structure – if a different structure is preferred/needed by the trainer.

QUESTION 29: 3.2 Background: Are the 40-60 participants new each year? (each manager would only go through two, non-consecutive, one-week sessions once)

RESPONSE: Yes, the participants are new each year. Participants only need to go through this training once if they’re selected.

QUESTION 30: 3.2 Background: Although not included in this RFP, are there any considerations being made for additional training needed for the 5,100 employees?

RESPONSE: There are other types of developmental programs and training available for MoDOT employees to take part and participate in.

ADDENDUM 02

The due date for receipt of proposals has been changed to Monday, February 7, 2022 at 2:00 p.m., Central Time, by this Addendum. All other terms and conditions remain unchanged and in full force.

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Solicitation Requirements:

RFP605CO22000944

MoDOT Instructions for Submitting a Response

Instructions for Submitting a Response

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The Missouri Department of Transportation advertises all bid solicitation documents on the

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.

IMPORTANT NOTICE TO ALL VENDORS:

The Missouri Department of Transportation prefers receipt of all bid responses as electronic submissions. Hard copy submissions may be permitted based on the circumstances and content of the relevant solicitation with the approval of the buyer five (5) business days prior to the solicitation close date.

The solicitation as it appears digitally on the MissouriBUYS website is the official document of record. It is incumbent on the Vendor to inspect and ensure any downloaded or printed version of the solicitation that it contains all information, terms and conditions contained in the solicitation as it appears digitally on the MissouriBUYS website. In the event of any dispute regarding the contents of the solicitation, the solicitation as it appears digitally on the MissouriBUYS website shall take precedence and priority over any other downloaded or printed version of the solicitation.

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.

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 and locate the desired solicitation on the Bid Board. The vendor must read and accept the current Solicitation

Documents and any subsequent addendums, as well as complete pricing and any other identified requirements. Vendors should upload their completed response to these accepted 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 https://www.missouribuys.mo.gov 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.

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 provide Management

Training to the MHTC, 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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MoDOT provides Management Development training to its current and potential supervisory and management personnel once per year. The department has previously held the training remotely in two, non-consecutive, one-week sessions, with approximately 40 participants who attend both sessions. In the past, two trainers independently facilitated days with the 40 participants. The department secures the venue. In 2019 the training was held in Columbia, Missouri. Previous in-person training included both lectures and interactive teamwork activities, with individual and team evening assignments. Training topics and discussion are centered around management development, focusing on the competencies identified in the Competency Model, (Attachment I), along with MoDOT's Values (Attachment II). MoDOT anticipates 40- 60 participants per year over the next three years.

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 one-year. 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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Below 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. January 4, 2022 - Issuance of RFP

3.5.2 January 11, 2022 - Deadline for Offerors to submit written questions and requests for clarification to the RFP Contact, Lori Tackett.

3.5.3. January 14, 2022 - Issuance of Amendment with resolution to any questions submitted.

3.5.4. January 31, 2022 at 2:00 PM, Central Time - Deadline for submission of proposals and scheduled public reading of firm names of proposals received.

3.5.5 March 1, 2022 - Potential Effective Date of Contract

4. MODOT RFP SCOPE OF WORK AND SPECIFIC SERVICES

4.1 Scope of Work

The Offeror will provide current and potential supervisory and management personnel in-person and virtual training, including all course materials, encompassing the elements of the competency model and MoDOT's strategic initiatives, Safety, Service and Stability with a strong focus also on Innovations. The participants will gain insight to successful management practices and practical management methodology that can be implemented in the workplace, including useful tools and knowledge to enhance participants' skillset. The results of the training must be measurable.

4.2 Specific Services

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4.2.1. The Offeror must have the ability to train supervisory and high potential personnel representing multiple generations, diverse backgrounds, multiple career paths, and varying years of experience.

4.2.2. The length of the training should be at least two (2) weeks long and should take place in the fall.

4.2.3. The Offeror must plan, develop and prepare the training content and materials.

4.2.4. The Offeror must have the capacity to deliver curriculum in-person and in a virtual environment while including a variety of learning techniques to maximize and encourage participation and retention of knowledge. It will be at the discretion of MHTC to decide how the training will be held.

4.2.5. The Offeror must provide curriculum encompassing the competencies set forth within the competencies model (Attachment l).

4.2.6. The Offeror’s content must encompass MoDOT’s strategic initiatives: safety, service, and stability, with a strong focus also on innovations.

4.2.7. The training must include a team capstone project addressing topics proposed by Senior

Management. Senior Management is made up of Division Directors, District Engineers, and

Executive Management (Director, Deputy Director/Chief Engineer, Chief Administrative Officer, Chief Safety & Operations Officer and Chief Financial Officer), as displayed on MoDOT's website.

https://www.modot.org/sites/default/files/documents/DeptOrgChart_11.pdf . The capstone project will cross career paths and generations. Outcomes, including solutions and actions, from the capstone project will be presented to representatives of senior and/or executive management on the final day of the final week of training.

4.2.8. The Offeror should be available for interaction with participants.

4.2.9. The Offeror must provide some method of measuring and ensuring the effectiveness of the training as it relates to the competencies.

4.2.10. The Offeror may meet with members of the Senior Management and Executive

Management teams regarding direction of the MoDOT prior to the training and again after the training to discuss feedback.

4.2.11. If the Offeror’s proposal includes overnight stays, MoDOT will be responsible for obtaining the facility and appropriate hotel and meal accommodations for all MoDOT participants. The location will be within a three-hour drive of St. Louis, Kansas City, Springfield, or Columbia, Missouri airports. These hotel and meal accommodations costs for MoDOT participants are NOT the responsibility of the Offeror. This is only applicable if the training is conducted in person.

4.2.12. MoDOT will provide breakfast and lunch for all MoDOT participants and Offeror’s trainer(s). This is only applicable if the training is conducted in person.

https://www.modot.org/sites/default/files/documents/DeptOrgChart_11.pdf

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5. MODOT RFP REQUIRED ELEMENTS OF PROPOSAL AND

SUBMISSION

5.1. Required Elements of Proposal

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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, Expertise, Reliability and References - The Offeror must provide, at a minimum, the following information related to current and prior contractual relationships in the last three (3) years considered identical or similar in scope to the requirements of this RFP. Include specifically any experience with public organizations and/or Departments of Transportation. MHTC reserves the right to determine which contracting agency/entity to call and whether or not to call all agencies/entities for all Offerors.

At a minimum, the following information must be provided:

5.1.1.1. Name, address, telephone number of contracting agency/entity, and a contact person who can verify all data submitted.

5.1.1.2. Contract dates.

5.1.1.3. A brief, written description of the specific services provided, methods used, and the results associated with the specific services provided.

5.1.1.4. Provide examples of curriculum, topics and/or courses, training styles used, the number of participants, and the length of training.

5.1.1.5. References - Provide all references for which the Offeror's firm provided services which are similar in nature to the services requested in this proposal over the past three (3) calendar years. MHTC reserves the right to determine which references to call and whether or not to call all references for all Offerors. The reference list should include:

5.1.1.5.1. The reference firm name, address, telephone number, and fax number.

5.1.1.5.2. List of reference firm owners names and addresses.

5.1.1.5.3. A brief description of services provided and location of work performed.

5.1.1.5.4. Dates of contract and/or performance of service.

5.1.1.5.5. A contact person familiar with the services provided including their name, address, email address and telephone number.

5.1.2. Qualifications, Expertise of Key Personnel and Key Personnel References - Provide qualifications and expertise of key personnel for this engagement including, but not limited to, the following information.

5.1.2.1. Resumes detailing education, qualifications, and experience.

5.1.2.2. Key personnel’s responsibilities for current and prior contractual relationships.

5.1.2.3. Responsibilities on this engagement providing the curriculum.

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5.1.2.4. These personnel may be changed for other reasons at the discretion of the Offeror, provided that replacements have substantially the same or better qualifications or experience.

However, in all cases, MHTC retains the right to approve or reject replacements.

5.1.3. Proposed Method of Performance - Each Offer must present a written narrative demonstrating the method and/or how it proposes to satisfy the requirements of this RFP, specifically addressing the following:

5.1.3.1. Discuss training techniques used to engage the audience and increase the level of management confidence of the participants at completion of the program.

5.1.3.2. Demonstrate an understanding of learning styles, models and experience utilizing those principles in successful curriculum development for a public service organization.

5.1.3.3. Identify the Offeror’s proposed training approach as it relates to prerequisites, schedule, optimal and maximum class size, etc.

5.1.3.4. Describe the materials used in delivering the training and method of delivery to the participants. If printed materials are provided, MoDOT can print from an electronic PDF format.

5.1.3.5. Describe the Offeror’s method of ensuring participants have obtained benefit of training.

5.1.4. Proposed Fee - The Offerors must complete Exhibit A, Pricing Page.

5.1.5. The proposals will be evaluated based on the adequacy of the Offeror's 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 providing all required pricing, including applicable renewal pricing.

https://missouribuys.mo.gov/bidboard.html

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5.2.2.1. The proposal should be page numbered and the signed page one from the original RFP and all signed addendums should be placed at the beginning of the proposal.

5.2.2.2. The vendor should include one (1) original proposal. The front cover of the original proposal should be labeled original.

5.2.2.3. In addition, the vendor should include one (1) complete electronic copy of their proposal in

Microsoft compatible format on password protected flash drives. The electronic copy should be in a searchable format to facilitate the evaluation process. The vendor should be sure to provide the password so MoDOT can access the documents. The vendor should ensure all media is identical to the vendors hardcopy original proposal. In case of a discrepancy, the original hardcopy proposal document shall govern. Electronic copies of the proposal and electronic attachments should be searchable.

5.2.3. Signatures - Any form containing a signature line in this RFP and any amendments, pricing pages, etc., must be manually signed and returned as part of the proposal.

5.2.4. Pricing - The Offeror is required to specify the pricing associated with this RFP as a firm fixed price. The successful Offeror will be responsible for performing all services listed in this RFP at the prices submitted. MHTC will not be liable for any charges beyond those detailed in the proposal.

5.2.4.1. MHTC shall not make any payment to the successful Offeror in advance of the services rendered by the successful Offeror.

5.2.4.2. Each Offeror is responsible for its own expense in preparing, delivering or presenting a proposal, and for subsequent interviews or negotiations with MHTC, if any, as provided for in this

RFP.

5.2.5. Proposal Life - The Offerors must include a statement in the proposal that indicates the length of time during which MHTC may rely on all proposal commitments. All proposals made in response to this RFP and quoted pricing must remain in effect for a period of not less than 90 days after the date for proposal submission. Any proposal accepted by MHTC for the purpose of contract negotiations shall remain valid until superseded by a contract or until rejected by MHTC.

5.2.6. Submission of All Information Required - The Offerors must respond to this RFP by submitting all the information required herein for its proposal to be evaluated and considered for award. Failure to submit all the required information shall be deemed sufficient cause for disqualification of a proposal from consideration.

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5.2.7. Public Inspection - The Offerors are hereby advised that all proposals and the information contained in or related thereto are subject to Missouri Open Records Act and after contract award and execution of the Resulting Agreement shall be open to public inspection and may be viewed and copied by any member of the public; therefore, MHTC does not assume any responsibility whatsoever in the event that such information is used or copied by individual persons or organizations.

5.2.7.1. Offerors claiming a statutory exception to the Missouri Open Records Act must clearly identify any confidential documents. The Offeror must also specify which statutory exception provision applies. MHTC reserves the right to make determinations of confidentiality. If MHTC does not agree that the information designated is confidential under one of the disclosure exceptions to the Missouri Open Records Act, it may either reject the proposal or discuss its interpretation of the allowable exceptions with the Offeror. If agreement can be reached, the proposal will be considered. If agreement cannot be reached, MHTC will remove the proposal from consideration for award and return the proposal to the Offeror.

5.2.7.2. MHTC will not consider prices to be confidential information.

5.2.7.3. The Offeror must submit its proposal based on the conditions contained in this paragraph without reservations.

5.2.8. Clarification of Requirements - It shall be the Offerors responsibility to ask questions, request changes or clarification, or otherwise advise MHTC/MoDOT if any language, specifications or requirements of the RFP appear to be ambiguous, contradictory, and/or arbitrary, or appear to inadvertently restrict or limit the requirements stated in the RFP to a single source.

5.2.8.1. Any and all communication from Offerors regarding specifications, requirements, competitive proposal, etc., must be directed to the RFP Contact listed herein, unless the RFP specifically refers the Offerors to another contact. Such communication shall be received by the date noted in the Schedule of Events.

5.2.8.2. Every attempt will be made to ensure that the Offeror receives an adequate and prompt response. However, in order to maintain a fair and equitable proposal process, all Offerors will be advised, via the issuance of an addendum to the RFP, of any relevant or pertinent information related to the procurement. Therefore, Offerors are advised that unless specified elsewhere in the

RFP, any questions received after the listed date may not be answered.

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5.2.9. After an initial screening of the written proposals, any, or all of the Offerors submitting a proposal in response to this RFP may be required to give an oral presentation of their proposal.

Additional technical information may be requested for clarification purposes, but in no way to change the original written proposal submitted. MHTC reserves the right, in its sole discretion, to decide to conduct interviews with any or all of the Offerors. MHTC reserves the right, in its sole discretion, to determine the interview method, format and location. If an interview is conducted, it is preferred that the interviewed Offeror's personnel to be assigned to the work, as well as key representatives, be present at and participate in the interview.

5.2.10. Official Position of MHTC - The Offerors are cautioned that the only official position of the

MHTC and MoDOT is that which is issued by MHTC in the RFP or an amendment thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement.

6. MODOT RFP EVALUATION FACTORS AND PROCESS

6.1. Evaluation Factors

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The following factors shall be considered in the evaluation of the proposals:

6.1.1. Evaluation Criteria - Any agreement for services Resulting from this RFP shall be awarded to the Offeror providing the best proposal to MHTC. After determining responsiveness, proposals will be evaluated in accordance with the following criteria and maximum points per each criterion:

6.1.1.1. Experience, Expertise, Reliability and References - 10 Maximum Points

6.1.1.2. Qualification, Expertise of Key Personnel and Key Personnel References - 25 Maximum

Points

6.1.1.3. Proposed Method of Performance - 30 Maximum Points

6.1.1.4. Proposed Fee - 35 Maximum Points

6.1.1.4.1. The evaluation of cost will be conducted using a scale of thirty-five (35) possible points and the following formula:

Lowest Offerors Price

____________________ x 35 Points = Cost Points

Compared Offerors Price

6.1.2. Historic Information - MHTC reserves the right to consider historic information and facts, whether gained from the Offeror's proposal, presentations or interviews as applicable, references, or other sources, including but not limited to the listed subcontractors, in the evaluation process.

6.1.3. Responsibility to Submit Information - Each Offeror is cautioned that it is the Offeror's sole responsibility to submit information, related to the evaluation criteria and MHTC is under no obligation to solicit such information if it is not included with the Offeror's proposal. Failure of the

Offeror to submit such information may cause an adverse impact on the evaluation of the Offeror's proposal.

6.2. Proposal Review/ Evaluation

MHTC will select a group of individuals to comprise the proposal review team. MHTC may, in its sole discretion, form a subgroup of the proposal review team, consisting of one or more team members, to comprise a separate proposal evaluation team that would be responsible for evaluating proposals with regard to compliance with RFP requirements. All evaluation team members will use the evaluation criteria stated above and present the evaluations to the review team for further action in the proposal evaluation and contract award process. If MHTC opts to not create a separate subgroup proposal evaluation team, the proposal review team shall also act as the proposal evaluation team.

7. MODOT RFP TERMS AND CONDITIONS

7.1. Agreement Components

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The Resulting Agreement between MHTC and the successful Offeror shall incorporate by reference as its components the following: the RFP and any written amendments thereto and the proposal submitted by the successful Offeror in response to the RFP. In case of a conflict between or inconsistency in the terms contained in the RFP and the proposal submitted by the Offeror in response to the RFP, the terms of the

RFP shall govern. In the event of a conflict between or inconsistency in the terms of the RFP and the

Resulting Agreement, the terms of the Resulting Agreement shall govern. MHTC reserves the right, in its sole discretion, to clarify any relationship in writing and such written clarification shall govern in case of any conflict with or inconsistency in the applicable requirements stated in the RFP and the successful Offeror's proposal.

7.2. MHTC's Representative

The Human Resources Director is designated as MHTC's representative with authority to act on behalf of MHTC for the purpose of administering the Resulting Agreement. MHTC's representative may designate by written notice other persons having the authority to act on behalf of MHTC in furtherance of the performance of the Resulting Agreement. Each Offeror shall fully coordinate its activities with the designated representative and shall consult the MHTC representative regarding any problem arising out of the provision of the services to the MHTC pursuant to this RFP and the

Resulting Agreement. As the work of the successful Offeror progresses, advice and information on matters covered by the Resulting Agreement shall be made available by the successful Offeror to the designated representative throughout the effective period of the Agreement. MHTC reserves the right to limit the authority of Buyer of Record and MHTC's representative provided herein as it deems necessary in its sole discretion at any time and from time to time throughout the duration of the RFP process and the Contract Period.

7.3. Assignment

The successful Offeror shall not…