RFP605CO24001027_Jun_23_25_solicitation_doc.pdf

Solicitation Number: RFP605CO24001027

Safety Toe Footwear Sales and Fitting Services

MODOT Request for Proposal (RFPR)

MoDOT - Dept of Transportation

December 20, 2023 - January 17, 2024

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General Header Information

RFP605CO24001027

No. RFP605CO24001027 Title: Safety Toe Footwear Sales and Fitting Services Start Date: December 20, 2023 at 8:00:00 AM CST End Date: January 17, 2024 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: The Request for Proposal (RFP) seeks proposals from qualified organizations to provide Statewide Safety Toe Footwear Sales and Fitting Services for Missouri Department of Transportation (MoDOT) employees in accordance with the provisions and requirements stated in this RFP. The contract period for services is from April 1, 2024 through March 30, 2025 with up to four (4) one-year renewal option periods.

MoDOT will receive proposals electronically through MissouriBUYS, via mail, UPS, or FEDEX. It is required the Offeror contact the buyer of record via email at Melissa.Harbian@modot.mo.gov if the Offeror intends to submit a hard copy proposal. Proposals will not be accepted by email.

Delivery Terms: Free On Board Destination Payment Terms: Vendor Specified Contact Information: MoDOT - Dept of Transportation

Melissa Harbian 830 MoDOT Drive Jefferson City MO, 65101 United States Tel: 573-522-4404 Fax: 573-526-6948 melissa.harbian@modot.mo.gov

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

Melissa Harbian 830 MoDOT Drive Jefferson City MO, 65101 United States Tel: 573-522-4404 Fax: 573-526-6948 melissa.harbian@modot.mo.gov

Selected Categories:

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RFP605CO24001027

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.

Addendum 01

Addendum 01 The following questions were asked:

QUESTION 1: Would MoDOT accept a response that aligns to the Terms & Conditions of an existing State of MO Cooperative Contract? (ie. NASPO)

ANSWER 1: MoDOT will accept a response to this RFP and the Terms and Conditions set in this specific RFP.

QUESTION 2: Would MoDOT accept a response that meets requirements of the RFP but utilizes

Category Discounts rather than a Firm Fixed Price?

ANSWER 2: See Section 5.2.4. Responses need to specifiy pricing as a firm fixed price.

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

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Solicitation Requirements:

RFP605CO24001027

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 Safety Toe Footwear Sales and Fitting Services 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 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 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.

3.3. Contract Period

The Contract Period for the performance of the services described in this RFP is from April 1, 2024 through

March 31, 2025. 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 four (4) additional one-year renewal periods, or any portion thereof. In the event 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 Offeror and Commission, respectively, each of whom being duly authorized to execute the contract amendment on behalf of the Offeror and Commission, respectively.

3.5. Schedule of Events

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. December 20, 2023 - Issuance of RFP

3.5.2 December 28, 2023 - Deadline for Offerors to submit written questions and requests for clarification to the MHTC Representative.

3.5.3. January 4, 2023 - Issuance of Amendment with resolution to any questions submitted.

3.5.4. January 17, 2024 at 2pm CST - Deadline for submission of proposals and scheduled public reading of firm names of proposals received.

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4. MODOT RFP SCOPE OF WORK AND SPECIFIC SERVICES

4.1 Scope of Work

The successful Offeror agrees to provide to MHTC the following services: Statewide Safety Toe Footwear

Sales and Fitting Services.

4.2 Specific Services

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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 To provide safety-toe footwear mobile sales and fitting services to specified MoDOT locations. An estimated 4,400 Department employees may be qualified to participate in the safety-toe footwear program. MoDOT employees have the option of purchasing safety-toe footwear from any qualified supplier and are not specifically required to purchase from any contract resulting from this RFP.

4.2.1.1 The Department reserves the right to reject any and all proposals on the basis of the inability of the Offeror to satisfactorily meet the requirements as specified.

4.2.2 Minimum Product Requirements:

4.2.2.1 The Offeror shall offer both steel and nonconductive composite safety-toe footwear. Foot protection offered shall meet or exceed the American Society for Testing Materials (ASTM) F2413-

11 Classification I-75 for impact and C- 75 for compression resistance.

4.2.2.2 Offeror must offer at least one safety-toe footwear product with the following additional safety features.

4.2.2.2.1 Metatarsal guards both internal and external

4.2.2.2.2 Electrical hazard protection

4.2.2.2.3 Static dissipative footwear

4.2.2.2.4 Puncture resistance

4.2.2.2.5 Conductive footwear

4.2.2.3 Offeror may be required to provide representative samples of various footwear styles offered in response to this RFP.

4.2.3 Minimum Delivery Requirements:

4.2.3.1 The successful Offeror must provide a mobile sales unit to serve the following seven districts and Central Office:

Northwest District – St. Joseph, MO

St. Louis District – St. Louis, MO

Northeast District – Hannibal, MO

Southwest District – Springfield, MO

Kansas City District – Kansas City, MO

Southeast District – Sikeston, MO

Central District/Central Office – Jefferson City, MO

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4.2.3.2. Specific delivery location(s) within each district will be determined by each district safety and health manager based upon the demographics of the workforce qualifying for a safety-toe footwear allowance. Specific delivery for Central Office locations will be determined by the district safety and health manager/safety staff based upon the demographics of the workforce qualifying for a safety-toe footwear allowance. A contact list will be provided to the successful Offeror.

4.2.3.3 Safety-toe footwear mobile unit visits must be made to each location a minimum of two (2) times per year. The successful Offeror must stay on site for the entire time agreed upon with the local MoDOT representative. Services shall be provided between the hours of 7:30a.m. and 4:00 p.m. Local MoDOT representative will coordinate the annual schedule with the successful Offeror within two (2) weeks after award. Any changes to the agreed upon schedule must be approved by the local MoDOT representative.

4.2.3.3.1 In the event of a roadway emergency response situation (snow, flood,etc.), MoDOT reserves the right to cancel any scheduled services at any time prior to the date of service. In the event of such cancellation, the successful Offeror must reschedule the cancelled visit to be performed within sixty (60) days of said cancellation. The successful Offeror shall furnish bulletin notices for all buildings in each district or central office facility at least six (six) weeks prior to the scheduled visit. This bulletin notice shall serve to inform employees of upcoming visits and this information shall include but not be limited to date, time and location.

4.2.3.4 Deliveries will not be accepted on Holidays, Saturdays or Sundays unless a mutual agreement has been reached between the successful Offeror and the appropriate MoDOT representative.

4.2.3.5 The following days shall be construed as official holidays under the term of the contract:

4.2.3.5.1. January 1 - New Year’s Day

4.2.2.5.2. Third Monday in January - Martin Luther King, Jr.’s Birthday

4.2.3.5.3. February 12 – Lincoln’s Birthday

4.2.3.5.4. Third Monday in February – Washington’s Birthday

4.2.3.5.5. May 8 – Truman’s Birthday

4.2.3.5.6. Last Monday in May – Memorial Day

4.2.3.5.7. June 19 – JuneTeenth

4.2.3.5.8. July 4 – Independence Day

4.2.3.5.9. First Monday in September – Labor Day

4.2.3.5.10. Second Monday in October – Columbus Day

4.2.3.5.11. November 11 – Veteran’s Day

4.2.3.5.12. Fourth Thursday in November – Thanksgiving Day

4.2.3.5.13. December 25 – Christmas Day

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4.2.3.6 MoDOT anticipates awarding this contract on or near February 1, 2024. The successful

Offeror shall be required to communicate with applicable District and Central Office contacts regarding the establishment of site visits during the following year. During contract renewal, the scheduling process shall take place during the months of October and November that precede the applicable contract year. Any additional dates beyond those required in the contract or not agreed to by November 21, 2024, shall be based upon the succcessful Offeror's availability.

4.2.3.7 The successful Offeror shall be required to stock, or have readily accessible for delivery, sufficient quantities of footwear as to ensure prompt delivery of footwear after receipt of either a verbal or written purchase order. A verbal purchase order is defined as a verbal request, which includes the communication of a standard MoDOT purchase order number.

4.2.4 Minimum Service Requirements:

4.2.4.1 MoDOT employees must be able to review products available for the selection of footwear type, style and fit at the MoDOT designated site.

4.2.4.2 Upon request an employee, the successful Offeror must verify shoe size and accurate fit of the footwear prior to finalization of purchase at the MoDOT designated site.

4.2.4.3 Styles/sizes required but not available on site at the time of visit shall be available to an employee within five (5) work days. The successful Offeror's sales representative(s) must be trained to provide safety toe footwear related advice and recommendations based upon products available and the employee’s job duties.

4.2.4.4 Products contracted for as a result of this solicitation shall be available for purchase through a designated distributor(s) located in the State of Missouri. In the St. Louis and Kansas City areas, an available store-front location is desired.

4.2.4.5 All exchanges, replacements, adjustments or concerns must be handled within five (5) working days by the assigned successful Offeror’s representative.

4.2.4.6 The successful Offeror must provide a ninety (90) day unlimited warranty on the footwear.

The Department may consider any additional warranties a plus.

4.2.5 Minimum Billing and Payment Requirements:

4.2.5.1 MoDOT is a tax-exempt entity. The successful Offeror shall handle reporting and payment of sales taxes in accordance with local, state and federal taxing laws and requirements.

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4.2.5.2 The Department's allowance for the basic footwear purchase for either internal or external metatarsal guards for each employee purchasing footwear will be paid by verbal or written purchase order.

4.2.5.3 The successful Offeror must provide each employee and the Department Representative with a sales ticket detailing the employee name, last four digits of social security number, organizational work unit number, MoDOT Purchase Order number, style, size, price and department allowance as indicated on the verbal or written purchase order. Employees are required to sign both copies of the sales ticket at the time the shoes/boots are received.

4.2.5.4 The successful Offeror must provide an itemized invoice for all allowances per purchase order owed by the Department. This shall include but not be limited to employee name, last four digits of employee social security number, employee organizational work unit number, department allowance due and payable and a copy of the employee’s signed purchase form.

4.2.5.5 The successful Offeror must provide a summary report of purchases with employee name, last four digits of employee social security number, organizational work unit number and item(s) purchased for auditing purposes. Original documents described above shall be submitted to the

Central Office Financial Service’s division accounts payable section with a copy to Central Office

Safety and Emergency Management division. This information shall be provided on a monthly basis.

4.2.5.6 Employees are responsible for any cost differences between the footwear cost and the

MoDOT allowance included in the verbal or written Purchase Order. The current MoDOT allowance for safety toe footwear is $160 per pair and for metatarsal footwear is $180 per pair. The successful Offeror must accept an employees’ personal check, cash, VISA and/or MasterCard payment. MoDOT does not guarantee validity of employee personal payments and the successful

Offeror should pursue collections as normal and necessary.

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 Product Requirements

5.1.1.1 Provide a comprehensive list of the products and cost offered by your firm and how these products meet the requirements described above. The Offeror may include sales literature or pictures of products available or their website.

5.1.1.2 Explain the quantity and sizes of each style and type of footwear available on the mobile unit during each site visit.

5.1.1.3 For any products not manufactured in the United States, identify the product and the location it was manufactured.

5.1.2 Service Requirements

5.1.2.1 Describe the method used to allow employees the ability to review product selection and type (i.e., will Offerors staff assist or will employees be allowed to randomly review products available on the mobile unit).

5.1.2.2 Describe any applicable training or certification your sales representatives receive.

5.1.2.3 Describe how your firm’s sales representative will determine footwear needs based upon employee’s job duties.

5.1.2.4 Describe how your firm will supply those products not readily available on the mobile unit.

Shipping times from website and cost of shipping.

5.1.2.5 List the designated distributor(s) available and their location within the State of Missouri.

5.1.2.6 Describe how your firm will handle exchanges, replacement, adjustments and/or concerns.

5.1.2.7 Describe any additional warranties offered by your firm.

5.1.3 Delivery Requirements

5.1.3.1 Provide a complete description of the mobile unit used by your firm. This shall include but not be limited to occupancy limits, sizing area accommodations, inventory volume, etc. MoDOT desires a photograph of the unit(s) to be used but not required.

5.1.3.2 Describe the number, types, sizes and widths of shoe/boot products available on the mobile unit.

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5.1.3.3 Describe how your firm will handle the scheduling of site visits during the initial contract period and for any potential renewal periods.

5.1.3.4 Describe on-line stores and physical store fronts.

5.1.4 Billing Requirements

5.1.4.1 Provide a sample employee sales ticket and describe what will be provided to the employee at the time of transaction completion.

5.1.4.2 Provide a sample of the monthly invoice and summary report to be submitted to the

Department for payment in accordance with this RFP.

5.1.5 Additional Information

5.1.5.1 Provide a list of current government contracts held for the products and services described above. This shall include the entity name, contact person name and telephone number and contract execution date.

5.1.5.2 Describe any applicable discounts available to MoDOT employees and/or the pricing structure utilized by your firm for the products available for sale in accordance with this RFP.

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

5.1.7 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:

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

5.1.7.2 Contract dates.

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

5.1.7.4 List of any pending legal action(s) involving your firm that could directly or indirectly impact the services provided to MHTC.

5.2. Submission of Proposals

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5.2.1 Electronic Proposal Format - If an Offeror (referred to here as registered vendor or 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.

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.

5.2.3 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.

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

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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 Offeror 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 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.

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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.

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 - 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

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 Product Requirements - 20 Maximum Points

6.1.1.2 Service Requirements - 20 Maximum Points

6.1.1.3 Delivery - 20 Maximum Points

6.1.1.4 Billing Requirements - 25 Maximum Points

6.1.1.5 Additional Information - 5 Maximum Points

6.1.1.6 Experience, expertise and reliability - 10 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

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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

The Safety and Emergency Management 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 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

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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

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.

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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. MBE/WBE Participation Encouraged

Minority Participation Encouraged: Offerors are encouraged to obtain minority business enterprise

(MBE) and women business enterprise (WBE) participation in this work through the use of subcontractors, suppliers, joint ventures, or other arrangements that afford meaningful participation for M/WBEs (i.e. 10% MBE and 5% WBE participation).

7.12.1. Affirmative Action Program - Offerors are encouraged to submit copies of their existing affirmative action programs, if any. Offerors are also encouraged to directly hire minorities and women as direct employees of the Offerors.

7.12.2. Offeror's Responsibility Unconditional - Regardless of which persons or firms, if any, that the successful Offeror may use as subcontractors or suppliers of goods or services for the services to be provided, the successful Offeror ultimately remains responsible and liable to MHTC for the complete, accurate, and professional quality/performance of these services.

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

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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 knowingly employ any person who is an unauthorized alien in connection with the contracted services. Offerors are required to complete and submit with their proposal the affidavit referenced herein, which is provided within this document and attached as Exhibit 1.

7.16. Proof of Lawful Presence for Sole Proprietorships and

Partnerships http://www.dhs.gov/xprevprot/programs/gc_1185221678150.shtm

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If the Offeror is a sole proprietorship or partnership, pursuant to Section 208.009, RSMo., each sole proprietor and each general partner shall provide affirmative proof of lawful presence in the United States.

Such sole proprietorship or partnership is eligible for temporary public benefits upon submission by each sole proprietor and general partner of a sworn affidavit of his/her lawful presence on the United States until such lawful presence is affirmatively determined, or as otherwise…