RFP6179SD - Addendum#1 8-2-22.pdf

Florida Department of Transportation

RON DESANTIS

GOVERNOR

1000 NW 111 Avenue

Miami, FL 33172

JARED W. PERDUE, P.E.

SECRETARY

August 2, 2022

DOT-RFP-23-6179SD

ADDENDUM #1

ADDENDUM NO. 1

DATE: August 2, 2022

TO: PROPOSERS

FROM: Suzanne Diaz Procurement Agent District Six

RE: Project & Proposal No.: DOT-RFP-23-6179SD FIN No.: 447645-1-62-01 Counties: Miami-Dade WORK DESCRIPTION: To establish, operate, and maintain a Smart Work Zone (SWZ) system to be temporarily deployed, retrieved, and redeployed across multiple projects along US 27 / SR 25 / Okeechobee Road.

Proposers and other interested parties are informed that the above referenced Project documents are hereby revised, changed and supplemented as set forth below:

I. REVISION

The Request for Proposal document, Section 2 TIMELINE is revised and attached to this addendum. The dates for the procurement schedule have changed.

II. REVISION

Exhibit A – Scope of Services has been revised in the following sections. A new Revised Scope of Services is available on the Vendor Information Portal (VIP) Advertisement Website, along with this Addendum No. 1:

Section 1.0 Purpose:

o Remove “Dynamic Detour Routing”

Section 4.2.3 SWZ Pre-Deployment Testing:

o Language was added and removed in section.

Section 4.4.1.1 SWZ Project Manager:

o Language was added and removed in section.

Section 4.4.1.2 SWZ Control Center Operator(s):

o Language was removed.

August 2, 2022

DOT-RFP-23-6179SD

ADDENDUM #1

III. BELOW PLEASE FIND THE ANSWERS TO QUESTIONS RECEIVED FROM PROSPECTIVE

PROPOSERS ON THIS PROJECT

Questions Response

1. Section 4.4.1.2 indicates “A minimum of two (2) operators shall be working at all times during SWZ operations”. To meet this requirement the proposer must supply operator personnel for a total of 17,472 hrs (24 hrs/day x 7 days/week x 52 weeks/yr x 2 employees) every year for the entire duration of the contract. Using the same unit rate used in the SWZ Operational report, Daily operation services would cost $1,039,584 (17,472 Hrs x $59.5/Hr) every year. Page 37 of the attached SWZ operational report estimated a total of $694,960 per year for these services. Could you clarify the disparity in price when using the same unit rates? Was the expectation to maintain 2 operators at all times made during the preparation of the SWZ report? If not, what is the department’s expectation on the number of operators needed for this contract?

1. The requirement in Scope of Services Section 4.4.1.2, “A minimum of two (2) operators shall be workings at all times during SWZ operations” will be removed. The expectation is for the SWZ Control Center to be monitored at all times using overlapping personnel shifts in order to maintain 24/7 operations as detailed in the Scope of Services. The means and methods for ensuring sufficient staffing levels are left to the discretion of the Proposer.

2. Please confirm that the Prime Roadway Contractors shall perform site preparation and other site upgrades that may be required for the installation and maintenance of the Smart Work Zones such as de-mucking, ground leveling or access pads, and/or provisions for maintenance access (e.g., guardrail openings), etc.

2. The Department cannot guarantee any site preparation for the SWZ system on behalf of the Prime Roadway Contractors. It is the responsibility of the Proposer to coordinate with the Prime Roadway Contractor via the CEI to determine suitable site locations for SWZ equipment.

3. Can the Department grant a time extension of 2-3 weeks for the technical and price proposals for this RFP? The August 9th date is less than a month since the advertisement of this RFP and challenging for getting a compliant submission prepared and submitted for this contract.

3. The Proposal due date is on August 22, 2022, at 2:00PM. See the attached revised Timeline, and the revised RFP posted on advertisement website.

4. Can the Department provide the names of the members of the Technical Review Committee?

4. BaoYing Wang, George Hoffman and Yamilet Diaz are the Technical Review Committee Members. In accordance with Florida Statute, respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

5. Smart Work Zones (SWZ) will more than likely need to use wireless communications between the devices and Control Center. Latency is expected with wireless communication such as cellular. The RFP calls for “real time”. What is the Department’s acceptable latency or delay for the video and data to transmit from the SWZ to Control Center?

5. We acknowledge that latency is common when using wireless communications, including cellular. The Proposer is responsible for selecting devices and technology that will allow them to perform the functional and operational requirements described in the RFP.

The Department expects latency comparable with industry standards. For example, mean annual network latency reported by 4g cellular carriers is around 50 milliseconds.

6. The RFP references a requirement for data storage for the Control Center. Is this storage only for data or is it for both data and video? What is the expected storage requirement for this contract regarding duration of stored data or amount of storage space?

6. Storage is only required for data. It is expected that the Proposer store all data for the duration of this contract.

DOT-RFP-23-6179SD

ADDENDUM #1

7. The scope of services reference the Department’s “data retention policies” must be complied with on this contract. Can the Department please provide the referenced data retention policy(s) for review?

7. The data retention policy is publicly available at the following website:

https://pdl.fdot.gov/api/procedures/downloadProcedure/ 050-020- 025#:~:text=Rule%201B%2D%2026.003%2C%20F.A.

C.,more%20than%2010%2Dyear%20retention.

8. How will the SWZ proposal address hurricane response?

Will they be required to demobilize all of the equipment and then remobilize? How will they get paid for this work? What happens to Operations during a hurricane? Will they still get paid to operate?

8. The Awarded Proposer is required to take every reasonable precaution to prepare for the natural disaster in accordance with their Hurricane Plan.

Explicit direction regarding the removal or replacement of Maintenance of Traffic devices may be provided by the District Construction Office in the event of a Governor Declared Emergency. Potential impacts related to natural disasters would be addressed by Sections 4-3, 7-14, and 8-7, Standard Specifications for Road and Bridge Construction; the Contract Documents; and all Federal, State, and Local Rules and Regulations.

9. Exhibit A - Scope of Services document Section 4.4.1.1 requires a full time SWZ Project Manager (Page 12 of 17).

However, within the Scope of Services document, there is another document “Operational Report” that has a cost estimate which requires the Project Manager to be part-time (One-Quarter of Total Contract Time – 520 hours versus 2080 hours). Please clarify this discrepancy.

9. The Proposer is required to appoint a Project Manager to be fully responsible for project management and project oversight. The Department does not anticipate that the duties of the Project Manager will occupy 40 hours/week. The means and methods for project management staffing are left to the discretion of the Proposer.

10. Exhibit A - Scope of Services document Section 4.4.1.2 requires a minimum of 2 operators working at all times during the SWZ Operations. However, within the Scope of Services document, there is another document “Operational Report” that has a cost estimate which requires 3 Operators and 1 Supervisor working on this project. Please clarify this discrepancy.

10. The staffing suggestions included within the Operational Report are for general guidance only.

Please see Question and Response No. 1 for more clarification.

11. Is the Operational Report part of the Scope of Services document or is it a more of a guidance document? Are we required to meet the requirements from the Operational Report?

11. Per Section 1.0 of the Scope, the general goals in Section I and the objectives listed in Section II (of the Operational Report) are required to be met. The remainder of the document is for general guidance only.

12. The Operational Report suggest a total of 30 SWZ trailer units being anticipated during the duration of the project.

However, the Scope of Services document does not provide a minimum or maximum number of units, which may lead to needing more than 30 units at a given time. Please clarify on the number of portable units required for this Project.

12. The Operational Report and operational scenarios included within, are for general guidance only. There is no specific requirement for the number of portable units across the Project. The number of deployed units is dependent on construction phasing, the Proposer's selected equipment, and the Proposer's decisions for how to meet the requirements of this Scope.

13. If a natural disaster or extreme wind event happens, and the gear/devices are removed for safety, will the GC be held responsible for Liquidated Damages due to lost time on the system?

13. It is not the intent of the Department to penalize the Proposer for appropriately responding to extreme weather events. Refer to Question and Response No. 8 for clarification on extreme weather scenarios.

14. Who is financially responsible for replacement/reimbursement of damaged or stolen contractor’s equipment?

14. The Proposer shall be financially responsible for all equipment they deploy on this project.

15. Who is responsible for liability of responding to an incident or car crash within the limits of the Smart Work Zone?

15. The responsibilities of the SWZ Proposer in the event of a roadway incident are detailed in Section

4.3.1 of the Scope.

DOT-RFP-23-6179SD

ADDENDUM #1

16. Does FDOT have the right to terminate the contract without notice prior to the end date of the contract?

16. Refer to the Standard Written Agreement, Section 6 Termination and Default.

17. Data charges are missing from the budget amount. Will FDOT consider an additional allowance for the data?

17. The Department will not consider an additional allowance for data charges. The Cost Estimate included in the Operational Report is for general guidance only: fees for data are reflected under Cloud Hosting / Software Licensing Fees and Smart Work Zone Devices.

18. Current layouts do not account for additional gear on the Florida Turnpike and set up scenarios. In order to have a Dynamic Reroute program, additional gear will be needed on the FL. Turnpike to make that happen. Can we get clarification on what FDOT requires?

18. See updated Section 1.0 in the Scope of Services.

19. How does FDOT expect the contractor to deploy to an Incident on site if the roads are blocked? Most of the project is covered with concrete barrier wall that would prohibit access to the scene?

19. See Section 4.3.1 of the Scope.

20. Section 4.2.3 Pre Deployment Testing. Will FDOT Accept a virtual JAMLOGIC Testing prior to Field Deployment?

20. Virtual testing of field device equipment is not permitted. See updated Section 4.2.3 of the Scope of Services.

21. Under Section 4.4.1.1 Scope of Services, the SWZ Project Manager is required to have a Bachelor’s degree as well as a minimum of five years of experience (first two bullets under Section 4.4.1.1). In lieu of a bachelor’s degree, would the department consider an Associate’s degree in a related field, and with more than 10 or 15 years of management experience related to roadway construction or Transportation Systems Management and Operation (TSM&O)?

21. The Department will consider other educational and experience options. See updated Section 4.4.1.1 in the Scope of Services.

22. On Page 12 of the Operational Report under Section VI – Advanced Work Zone Information, it states “(A)cting as a redundant data source, Bluetooth travel time systems will also provide travel time information for validation purposes." Is a travel time redundant data source required and, if so, is Bluetooth required or can another travel time data source be proposed in lieu of Bluetooth?

22. The Operational Report is to be used for guidance purposes only.

The system shall deploy multiple vehicle detection devices so that real-time traffic data, including travel time data, can be analyzed and verified from multiple sources.

Bluetooth technology is not a requirement of this Project.

Revised documents are posted on VIP. All other documents of the subject project remain unchanged.

Failure to file a Protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes.

RFPSHELL. 12/16/2021

I N T R O D U C T I O N S E C T I O N

1) INVITATION

The State of Florida Department of Transportation, hereinafter referred to as the “Department”, requests written proposals from qualified Proposers to provide to establish, operate, and maintain a Smart Work Zone (SWZ) system to be temporarily deployed, retrieved, and redeployed across multiple projects along US 27 / SR 25 / Okeechobee Road. It is anticipated that the term of the contract will begin October 2022, and be effective through October 2025, or a three-year term.

The Department intends to award this contract to the responsive and responsible Proposer whose proposal is determined to be the most advantageous to the Department. After the award, said Proposer will be referred to as the “Vendor”. For the purpose of this document, the term "Proposer" means the prime Vendor acting on its own behalf and those individuals, partnerships, firms, or corporations comprising the Proposer team. The term "proposal" means the complete response of the Proposer to the Request for Proposals (RFP), including properly completed forms and supporting documentation.

2) TIMELINE

Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (Addenda) will be posted on the Florida Vendor Bid System at http://myflorida.com/apps/vbs/vbs_www.main_menu (click on “Search Advertisements”) under this RFP number. It is the responsibility of all potential proposers to monitor this site for any changing information prior to submitting your proposal.

ACTION / LOCATION DATE LOCAL TIME

PRE-PROPOSAL CONFERENCE - . . . . . . . . . . . . . . . . . . . . . . . 07-18-2022 11:00AM Florida Department of Transportation District Six Main Building, Front Lobby 1000 Northwest 111 Avenue Miami, Florida 33172

DEADLINE FOR TECHNICAL QUESTIONS - . . . . . . . . . . . . . . . 08-10-2022 5:00PM (There is no deadline for administrative questions)

PROPOSALS DUE, ON OR BEFORE -. . . . . . . . . . . . . . . . . . . . . 08-22-2022 2:00PM (Receipt of Technical and Price Proposal) Follow instructions in Section 27) Electronic submission of proposals Must be emailed to D6.Purch@dot.state.fl.us

PUBLIC OPENING / MEETING - . . . . . . . . . . . . . . . . . . . . . . . . . . 09-12-2022 2:00PM (Technical Proposal Scores and Price Proposal) Florida Department of Transportation District Six Main Building, Front Lobby 1000 Northwest 111 Avenue Miami, Florida 33172

SELECTION MEETING - . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 09-19-2022 10:00AM Florida Department of Transportation District Six Main Building, Front Lobby 1000 Northwest 111 Avenue Miami, Florida 33172

POSTING OF INTENDED AWARD - . . . . . . . . . . . . . . . . . . . . . . . . 09-19-2022 By 5:00PM

Timeline Revised - Addendum #1 - dated 8/2/2022