RFP605CO23002597_Apr_14_25_solicitation_doc.pdf

Solicitation Number: RFP605CO23002597

MoDOT Carbon Reduction Strategy

MODOT Request for Proposal (RFPR)

MoDOT - Dept of Transportation

May 17, 2023 - June 12, 2023

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General Header Information

RFP605CO23002597

No. RFP605CO23002597 Title: MoDOT Carbon Reduction Strategy Start Date: May 17, 2023 at 2:30:00 PM CDT End Date: June 12, 2023 at 2:00:00 PM CDT 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 Proposals (RFP) seeks proposals from qualified organizations (Offeror) to perform professional services developing a State Carbon Reduction Strategy to the Missouri Highways and Transportation Commission (MHTC) and Missouri Department of Transportation (MoDOT). The contract period is from date of fully executed Resulting Agreement through one (1) year. It is required you contact the buyer of record via email at Joshua.Yeager@modot.mo.gov five (5) business days before bid closing if you intend to submit a hard copy proposal. This RFP shall not accept proposal submissions via email.

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

Joshua Yeager 830 MODOT Drive Jefferson City MO, 65101 United States Tel: 573-526-1975 Email: Joshua.Yeager@modot.mo.gov

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

Joshua Yeager 830 MODOT Drive Jefferson City MO, 65101 United States Tel: 573-526-1975 Email: Joshua.Yeager@modot.mo.gov

Selected Categories:

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RFP605CO23002597

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.

Addendums

Addendum 001 http://www.mo.gov/privacy-policy/

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Below are the questions and answers received for this RFP:

Q: Can MoDOT reduce the business automobile insurance requirement to “not less than

$2,000,000 for all claims arising out of any single accident or occurrence covering owned, rented, borrowed or hired vehicles associated with the work”

A: Upon award MoDOT can complete a Risk Assessment Form to potentially reduce the insurance limits

Q: Please clarify the pricing requirements for this opportunity:

1.Is a detailed pricing buildup required?

2.If a pricing buildup is required, what elements should be included?

3.Does MoDOT have a preferred pricing template for any required buildup?

A: Pricing should be broken out in alignment of the scope of services, correlating a portion of cost to each scope bullet point.

Q: Is there a page limit for responses? If so, please confirm which proposal elements are included or excluded from the page count and if there are any requirements around font size, margins, etc.

A: 25 page total.

Q: Section 4.2 references a desire for support for “project implementation processes” and later requires services related to “Implementation and co administration of the Program.” Could you expand on what implementation support is desired and whether MoDOT intends to create a program for CRS implementation?

A: The bullet point has been revised to “Development of an implementation plan for the

Program to comply with federal requirements”. The intent is to provide an implementation plan, and Co-administration has been removed.

Q: The federal guidance notes that states are required to develop a CRP by November 15, 2023, and the RFP notes that the CRP should be prepared “for timely submission to FHWA for approval.” However, the RFP notes that the “program fiscal year for this project is FY2023 and

FY2024 (Estimated: June 2023 – Jan 2024).” What is the due date for the deliverable of a CRP to

MoDOT for timely submission to FHWA for approval?

A: We anticipate the following milestone deadlines: final draft document to MoDOT by Sept

15, revised document by Oct 1, MoDOT approved and submitted to FHWA by Oct 15, FHWA approval of process by Nov 15.

Q: When you say that the Strategy should contain “a plan for the immediate and long-range investments with respect to this funding” – what timeframe constitutes immediate vs. long-range? In what timeframe do projects identified by the Strategy need to be started or completed in order to be eligible for the funding?

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A: Immediate would mean within the timeline of the current STIP. Long range would be a 20 year outlook. Period of Availability: CRP funds are contract authority. CRP obligations are reimbursed from the Highway Account of the Highway Trust Fund. CRP funds are available for obligation for a period of 3 years after the last day of the fiscal year for which the funds are authorized (See 23 U.S.C. 118(b)). Thus, CRP funds are available for obligation for up to 4 years

Q: Do you expect quantitative estimates of emission reductions for each solution proposed in the Strategy? Over what timeframe?

A: Quantitative estimates of emissions reductions could be proposed as part of the process and considered in the proposal response. Quantitative estimates of emissions reduction, if included in the proposal response, should be over the long term.

Q: How are you defining cost-effectiveness with regard to the solutions in the Carbon

Reduction Strategy?

A: We would define it as Low-cost high-yield carbon reduction strategies.

Q: What is the approximate budget or budget range for this project?

A: The approximate budget for this RFP shall not be released.

Q: What kind of “consultation and coordination” with MPOs and rural stakeholders is expected as part of this Strategy – i.e., should the proposal include scope for an independent public stakeholder engagement process, or a more limited stakeholder process coordinated with MPO staff and rural stakeholder representatives?

A: State shall coordinate with any MPO that represents the urbanized area prior to determining which activities should be carried out under the project. [§ 11403; 23 U.S.C. 175(e)(4)].

Consultation in Rural Areas

Before obligating CRP funds for an eligible project in a rural area, a State shall consult with any regional transportation planning organization or MPO that represents the rural area prior to determining which activities should be carried out under the project. [§ 11403; 23 U.S.C. 175(e)(5)]

Independent public stakeholder engagement is not specifically required, however could be proposed as part of the process and considered in the proposal response.

Q: The RFP notes that the scope of services should include:

1.Development of the Carbon Reduction Strategy

2.Conducting coordination and consultation processes

3.Development of an implementation plan for the Program to comply with federal requirements -this section has been revised to this scope of services

4.Development of quantifiable evaluation criteria

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With regard to b., do the coordination and consultation processes only apply to the development of the Carbon Reduction Strategy? Also, in addition to and within MPOs and rural stakeholders, are there particular stakeholders that you want to engage as part of the coordination and consultation process? Furthermore, do you want in-person or virtual stakeholder meetings? Do you want a survey or interviews to be part of the process?

A: Yes, the work would only be associated with development, engagement and communication of the Carbon Reduction Strategies.

State shall coordinate with any MPO that represents the urbanized area prior to determining which activities should be carried out under the project. [§ 11403; 23 U.S.C. 175(e)(4)]. Consultation in

Rural Areas: Before obligating CRP funds for an eligible project in a rural area, a State shall consult with any regional transportation planning organization or MPO that represents the rural area prior to determining which activities should be carried out under the project. [§ 11403; 23 U.S.C. 175(e)(5)]

In-person and virtual meetings should be considered in the proposal response. Survey’s and interviews could be proposed as part of the process and considered in the proposal response.

With regard to c., could you define “Program” in this case, and elaborate on what “support

Implementation and co administration of the Program” means, and for how long the Offeror should propose to support the Program, including what tasks that would entail?

A: Line C should read adjusted as shown above.

Addendum 002 The bid closing for this RFP shall be extended to Monday, June 12, 2023 at 2:00pm Central Time.

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Solicitation Requirements:

RFP605CO23002597

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. Solicitation Authority

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 Offeror's 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. Proposals to be Submitted by Officer or Employee

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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. MHTC Rights Reserved

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.

1.4 Personal Privacy Protection Act Notification

MHTC and MoDOT comply with all provisions in the Personal Privacy Protection Act found in section 105.1500, RSMo, and follow practices to keep confidential and sensitive information secure. Bidders acknowledge that submission of information is voluntary and that MHTC is not asking or requiring the submission of “personal information” as defined in the act. By submitting a bid, Bidders and Contractors agree to not to bring a suit against MHTC, or any employees, under section 105.1500, RSMo.

2. MODOT RFP PROPOSAL CERTIFICATION

2.1. Fee Proposal

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. Offeror's Certifications

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 to 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

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This document constitutes a RFP from prospective qualified Offerors to provide professional services developing a State Carbon Reduction Strategy 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

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 MHTC 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 five thousand one hundred (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.

The Infrastructure Investment and Jobs Act (IIJA) also known as the Bipartisan Infrastructure Law, or “BIL,” was signed by the President on November 15, 2021 and has been codified at 23 United States Code

(U.S.C.) 175. The BIL authorizes a new Carbon Reduction Program (CRP) and related formula funding for purpose of reducing transportation emissions from on road highway sources. In order to fulfill this purpose, the Bipartisan Infrastructure Law requires each State to develop a carbon reduction strategy and to fund projects that are designed to reduce transportation emissions. The Carbon Reduction Strategy is due to the

Federal Highway Administration no later than two years following the enactment of BIL.

3.3. Contract Period

The contract period is from date of fully executed Resulting Agreement through one (1) 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

There shall not be any contract renewal period options available for this RFP.

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. May 17, 2023 - Issuance of RFP

3.5.2. May 30, 2023 - Deadline for Offerors to submit written questions and requests for clarification to the

MHTC Representative.

3.5.3. June 1, 2023 - Issuance of Amendment with resolution to any questions submitted.

3.5.6. June 8, 2023 at 2:00PM Central Time - Deadline for submission of proposals.

3.5.5. June 20, 2023 - Anticipated Notification of Award

3.6. Definitions

FFY - Federal Fiscal Year

MHTC - Missouri Highways and Transportation Commission

MoDOT - Missouri Department of Transportation

MOU - Memorandum of Understanding

RFP - Request for Proposals

RSMo - Revised Statutes of Missouri

CRS - Carbon Reduction Strategy

CRP - Carbon Reduction Program

IIJA - Infrastructure Investment and Jobs Act

BIL - Bipartisan Infrastructure Law

MoCRS - MoDOT Carbon Reduction Strategy

FHWA - Federal Highway Administration

MPO - Metropolitan Planning Organization

4. MODOT RFP SCOPE OF WORK AND SPECIFIC SERVICES

4.1. Scope of Work

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The successful Offeror agrees to provide to MHTC the following services:

4.1.1. States are required to develop the Carbon Reduction Strategy in consultation and coordination with any MPO designated within the State (23 U.S.C. 175(d)(1)). Sixty-five percent of the state’s CRP apportionment is required to be obligated in urbanized areas and is further outlined in the federal guidance while the remaining thirty-five percent of CRP apportionment is available to be obligated anywhere in the state. The State Carbon Reduction Strategy shall support efforts to reduce transportation emissions and identify projects and strategies to reduce these emissions. It must be updated at least once every four years

(23 U.S.C. 175(d)(3) and (4)). States are encouraged to obligate CRP funding for projects that support implementation of the Strategy that is developed. States are encouraged to develop their Carbon Reduction

Strategies as an integral part of their long-range transportation planning processes, but they may be standalone documents at the discretion of the agencies.

4.1.2. MoDOT’s Carbon Reduction Strategy will be a comprehensive Carbon Reduction Strategy inclusive of all content requirements per federal guidance, incorporate the need for consultation and coordination with

MPOs and rural stakeholders, and contain a plan for the immediate and long-range investments with respect to this funding in order to achieve quantifiable transportation emission reductions. CRP guidance can be found at https://www.fhwa.dot.gov/environment/sustainability/energy/policy/crp_guidance.pdf

4.1.3. Demonstrate a unique approach to accomplish the plan and to a high standard. Include cost-effective and practical solutions to address the required plan including MPO coordination and engagement.

4.1.3.1. Include unique qualifications or experience related to the plan approach.

4.1.4. The program fiscal year for this project is FY2023 and FY2024 (Estimated: June 2023 – Jan 2024).

4.2. Specific Services

The Offerors agree to perform specific services within the above stated scope of work to include, but not be limited to the following:

4.2.1. Offerors must also provide documentation that demonstrates the offeror is qualified. All

Offerors doing business with MoDOT must be registered and in good standing under the laws of the State of

Missouri at the time of contracting and must comply with applicable state and federal laws, rules, and regulations.

4.2.2. The MoDOT Carbon Reduction Strategy (MoCRS) must be structured to meet all requirements included in the BIL guidance for timely submission to FHWA for approval. It is expected that the awarded offeror will identify opportunities that support both planning and project implementation processes simultaneously. MoDOT anticipates a reasonable and practical approach, with implementable elements which demonstrate federal compliance. Qualified offerors will assist MoDOT in the following scope of services to include, but not be limited to:

a. Development of the Carbon Reduction Strategy

b. Conducting coordination and consultation processes

c. Implementation and co administration of the Program

d. Development of quantifiable evaluation criteria

4.3. Award

https://www.fhwa.dot.gov/environment/sustainability/energy/policy/crp_guidance.pdf

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4.3.1. Award shall be made to the most responsive and responsible offeror whose proposal is determined to be most advantageous to MoDOT, taking into consideration all evaluation factors.

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 and Reliability - With regard to documenting its experience, expertise, and reliability in performing the requested services, the Offeror must provide information related to previous and current contractual relationships considered identical or similar in scope to the one anticipated to result between MHTC and the successful Offeror pursuant to this RFP. 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. List of any pending legal action(s) involving your firm that could directly or indirectly impact the services provided to MHTC.

5.1.1.5. Familiarity with applicable federal regulations and guidance

5.1.2. Qualifications and Expertise of Key Personnel - Each Offeror must provide detailed information documenting the experience and qualifications of the key personnel who would be assigned to perform work under the Resulting Agreement between MHTC and the successful Offeror entered into pursuant to this

RFP. Acceptable information shall include, but not be limited to, resumes detailing education, qualifications, previous work assignments, training, continuing education, certifications, etc. A work assignment organizational chart should be included in this section. Staff may be changed if those personnel leave the organization, are promoted or are assigned to another office. These personnel may also 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.

5.1.2.1. List work for which the Offeror does not have in-house capability and name the firm you propose to subcontract with.

5.1.3. Proposed Method of Performance - Each Offeror must present a written narrative demonstrating the method and/or manner in which it proposes to satisfy the requirements of this RFP. The language of the narrative shall be straightforward and limited to facts, solutions to the problems, and plans of proposed action as well as the timeline for completion of proposed action.

5.1.3.1. By reading the proposal, MHTC must be able to gain a comfortable grasp of the services to be provided and the methods proposed by the Offeror to provide them. A detailed explanation should be included to understand how the services comply with the requirements of this RFP.

5.1.3.2. In order to show feasibility, a timetable setting forth appropriate milestones shall be included in

Offerors proposal, with sufficient detail explaining how the Offeror will meet those timelines/milestones.

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5.1.3.3. Describe the approach to accomplish the scope within the schedule requirements. Include anticipated key milestone dates and availability of staff.

5.1.3.4. Describe methods or procedures utilized to provide reports, outreach and other services with professional quality and technical accuracy.

5.1.3.5. Describe team’s familiarity with MODOT’s Transportation Planning Work Documents (LRTP, STIP, etc..)

5.1.4. Proposed Fee - Offerors must complete the pricing information to this RFP as specifically directed therein.

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 Offeror is responding electronically through the

MissouriBUYS System website, in addition to completing the on-line pricing, the registered Offeror should submit completed exhibits, forms, and other information concerning the proposal as an attachment to the electronic proposal. The registered Offeror 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 Offeror 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 Offeror 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 Offeror may submit a proposal which contains a list of statutory limitations and identification of those prohibitive clauses.

The Offeror 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 must 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 Offeror, 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 Offeror 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 Offeror submits an electronic and hard copy proposal response and if such responses are not identical, the Offeror should explain which response is valid. MHTC shall consider the response with the terms most favorable to MHTC.

5.2.2. Hard Copy Proposal Format - If the Offeror is submitting a proposal via the mail or a courier service or is hand delivering the proposal, the Offeror should include completed exhibits, forms, and other information concerning the proposal (including completed Pricing Page(s) with the proposal. The Offeror is instructed to review the RFP submission provisions carefully to ensure they are providing all required pricing, including applicable renewal pricing.

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

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

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5.2.2.3. In addition, the Offeror 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 Offeror should be sure to provide the password so MoDOT can access the documents. The Offeror should ensure all media is identical to the

Offerors 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 shall be responsible for performing all services listed in this RFP at the prices submitted. MHTC shall 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.

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 shall be considered. If agreement cannot be reached, MHTC shall remove the proposal from consideration for award and return the proposal to the Offeror.

5.2.7.2. MHTC shall 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.

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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 shall 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 shall 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.

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 Offerors 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 - 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 and Reliability - 25 Maximum Points

6.1.1.2. Qualification and Expertise of Key Personnel - 15 Maximum Points

6.1.1.3. Proposed Method of Performance - 30 Maximum Points

6.1.1.4. Proposed Fee - 25 Maximum Points

6.1.1.5. Overall Clarity and Quality of Proposal - 5 Maximum Points

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

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. RFP Contact

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The Assistant Chief Engineer 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 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 assign, transfer, or delegate any interest in the services to be provided under this RFP and the Resulting Agreement without the prior written consent of the MHTC representative.

The successful Offeror may at its own expense employ clerical or technical assistance in the performance of the services under this RFP and the Resulting Agreement, such clerical and technical assistance provider being as fully bound as the Offeror to all confidentiality and work product provisions of this RFP and the

Resulting Agreement.

7.4. Amendments

Any change in the Resulting Agreement, whether by modification or supplementation, must be accomplished by a formal contract amendment approved and signed by representatives of the successful Offeror and

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

7.5. Disputes

Disputes Under the RFP and Resulting Agreement: The MHTC representative, as applicable, will decide all questions which may arise as to the quality, quantity, and acceptability of any Offeror's proposals submitted in response to this RFP, and of the services under this RFP and the Resulting Agreement performed by the successful Offeror and as to the rate of progress of the services; all questions which may arise as to the interpretation of the services to be performed under this RFP and the Resulting Agreement; all questions as to the acceptable fulfillment of the Resulting Agreement on the part of the successful Offeror; the proper compensation for performance or breach of the Resulting Agreement; and all claims of any character whatsoever in connection with or growing out of the services to be performed or performed by the successful

Offeror, whether claims under this RFP and the Resulting Agreement or otherwise. The decision of the

MHTC representative, as applicable, shall be conclusive, binding, and incontestable.

7.6. Successors and Assigns

The Commission and the Offerors agree that this RFP and, as applicable, the Resulting Agreement as well as all agreements entered into under the provisions of this RFP, shall be binding upon the parties thereto and their successors and assigns.

7.7. Sole Beneficiary

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The Resulting Agreement will be made for the sole benefit of the parties thereto and nothing in this RFP or the Resulting Agreement shall be construed to give any rights or benefits to anyone other than the

Commission and the successful Offeror.

7.8. Cancellation of Resulting Agreement

MHTC may cancel the Resulting Agreement at any time by providing the successful Offeror with a written notice of cancellation. Should the Commission exercise its right to cancel the Resulting Agreement, cancellation will become effective upon the date specified in the notice of cancellation.

7.9. Bankruptcy

Upon filing for any bankruptcy or insolvency proceeding by or against any Offeror or assignee, whether voluntarily, or upon the appointment of a receiver for the benefit of creditors, the Commission reserves the right and sole discretion to reject the Offeror's proposal, or, as applicable, either cancel the Resulting

Agreement or affirm the Resulting Agreement and hold the successful Offeror responsible for damages.

7.10. Status of Independent Contractor

The successful Offeror represents itself to be an independent contractor offering such services to the general public and shall not represent itself or its employees to be an employee of MHTC or MoDOT.

Therefore, the successful Offeror shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, or other such benefits or obligations.

7.11. Subcontractor

Any Offeror's proposal must identify all subcontractors, if any, and outline the contractual relationship between the Offeror and each subcontractor. Either a copy of the executed subcontract or a letter of agreement over the official signature of the firms involved must accompany each proposal. MHTC must approve the successful Offeror's subcontracting any portion of the services to be provided under the

Resulting Agreement. The successful Offeror is responsible for the performance of any obligations that may result from this RFP and the Agreement and shall not be relieved by the non-performance of any subcontractor.

7.12. DBE Participation Encouraged

The Disadvantaged Business Enterprise (DBE) goal for this solicitation is 0%. DBE participation is encouraged. A listing of acceptable DBE firms can be found on the MRCC Directory located on the following link Welcome to External Civil Rights | Missouri Department of Transportation (modot.org).

7.13. Nondiscrimination

The Offerors shall comply with all state and federal statutes applicable to the Offerors relating to nondiscrimination, including, but not limited to, Chapter 213, RSMo; Title VI and Title VII of Civil Rights Act of 1964 as amended (42 U.S.C. Sections 2000d and 2000e, et seq.); and with any provision of the

Americans with Disabilities Act (42 U.S.C. Section 12101, et seq).

7.14. Executive Order

https://www.modot.org/welcome-external-civil-rights

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The Offerors shall comply with all the provisions of Executive Order 07-13, issued by the Honorable

Matt Blunt, Governor of Missouri, on the sixth (6th) day of March, 2007. This Executive Order, which promulgates the State of Missouri's position to not tolerate persons who contract with the state engaging in or supporting illegal activities of employing individuals who are not eligible to work in the United States, is incorporated herein by reference and made a part of this Agreement.

7.14.1. Offeror's Certification - By signing the proposal to this RFP, the Offeror hereby certifies that any employee of the Offeror assigned to perform services herein is eligible and authorized to work in the United

States in compliance with federal law.

7.14.2. Failure to Comply - In the event the Offeror fails to comply with the provisions of the Executive

Order 07-13, or in the event the Commission has reasonable cause to believe that the Offeror has knowingly employed individuals who are not eligible to work in the United States in violation of federal law, the

Commission reserves the right to reject the Offeror's proposal or, as applicable, impose such contract sanctions as it may determine to be appropriate, including but not limited to contract cancellation, termination or suspension in whole or in part or both.

7.14.3. Incorporation of Provisions - The successful Offeror shall include the provisions of this paragraph in every subcontract. The successful Offeror shall take such action with respect to any subcontract as the

Commission may direct as a means of enforcing such provisions, including sanctions for noncompliance.

7.15. Non-employment of Unauthorized Aliens

Pursuant to Section 285.530, RSMo., no business entity or employer shall knowingly employ, hire for employment, or continue to employ an unauthorized alien to perform work within the State of Missouri. As a condition for the award of any contract or grant in excess of five thousand dollars (5,000) by the State or by any political subdivision of the State to any Offeror, or for any Offeror receiving a state-administered or subsidized tax credit, tax abatement, or loan from the state, the Offeror shall:

7.15.1. Enrollment in Federal Work Authorization Program: By sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection with the contracted services. E-Verify is an example of a federal work authorization program. The Offeror must affirm its enrollment and participation in the E-Verify federal work authorization program with respect to the employees proposed to work in connection with the services requested herein by providing acceptable enrollment and participation documentation consisting of completed copy of the E-Verify Memorandum of Understanding (MOU). For Offerors that are not already enrolled and participating in a federal work authorization program, E-Verify is available at http://www.dhs.gov/xprevprot/programs/gc_1185221678150.shtm.

7.15.2. Annual Worker Eligibility Affidavit: By sworn affidavit, affirm that it does not…