RFP8102 - Engineering_Automation_WOS_Final 2-27-18 + Appendix A to H.pdf

REQUEST FOR PROPOSALS FOR

Engineering Automation Work Order Services

ISSUING OFFICE

Pennsylvania Turnpike Commission

Contracts Administration Department on behalf of the

Department of Engineering

RFP NUMBER 18-40110-8102

February 27, 2018

REQUEST FOR PROPOSALS FOR

RFP NUMBER 18-40110-8102

Engineering Automation Work Order Services

TABLE OF CONTENTS

CALENDAR OF EVENTS page 1

Part I - GENERAL INFORMATION FOR PROPOSERS page 2

Part II - INFORMATION REQUIRED FROM PROPOSERS page 9

Part III - CRITERIA FOR SELECTION page 13

Part IV - WORK STATEMENT page 15

APPENDIX A – STANDARD AGREEMENT

APPENDIX B – PROPOSER QUESTIONS FORM

APPENDIX C – PROPOSAL COVER SHEET

APPENDIX D – INSURANCE SPECIFICATION

APPENDIX E – DIVERSE BUSINESS (DB) REQUIREMENTS

APPENDIX F – WORK ORDER RESOURCE RATE RANGES

APPENDIX G – PROJECT EXPERIENCE MATRIX

APPENDIX H – GLOSSARY OF TERMS

CALENDAR OF EVENTS

RFP# 18-40110-8102

The Commission reserves the right to make changes or alterations to this schedule as the Commission determines is in its best interest.

Activity Date Time

Request for Proposals Issued February 27, 2018 N/A

Deadline for Proposers to Submit Questions via email to RFP-Q@paturnpike.com

March 14, 2018 2:00 PM

Answers to Proposers questions posted to the Commission website at https://www.paturnpike.com/Procurement/Bidlist.aspx?RTYPE=O (Estimate Only)

March 23, 2018 N/A

Due Date for Proposals April 5, 2018 2:00 PM

Anticipated Notice to Proceed (Estimate Only) August 1, 2018 N/A mailto:RFP-Q@paturnpike.com https://www.paturnpike.com/Procurement/Bidlist.aspx?RTYPE=O

PART I

GENERAL INFORMATION FOR PROPOSERS

I-1. Purpose. This request for proposals (RFP) provides interested Proposers with sufficient information to enable them to prepare and submit proposals for consideration by the Pennsylvania Turnpike Commission (Commission) to satisfy a need for Engineering Automation Work Order Services.

I-2. Issuing Office. This RFP is issued for the Commission by the Contracts Administration Department on behalf of the Engineering Department.

I-3. Scope. This RFP contains instructions governing the proposals to be submitted and the material to be included therein; a description of the service to be provided; requirements which must be met to be eligible for consideration; general evaluation criteria; and other requirements to be met by each proposal.

I-4. Problem Statement. The Commission is soliciting proposals from firms to provide Building Information Modeling (BIM) / Civil Infrastructure Modeling (CIM) strategic consulting, technology management, mentoring, training and support services using industry best practices to enable the efficient creation, implementation, exchange, support and maintenance of infrastructure project data from design through construction, operations and maintenance. These services may include creation and implementation of BIM/CIM standards, BIM/CIM technology development and implementation, BIM/CIM enterprise strategy and workflow assessments, 3D model data management, BIM/CIM management and ongoing training and support.

The Commission will take a phased approach to reach the ultimate goal of total digital project delivery and model based asset management. Additional details are provided in Part IV.

I-5. Type of Contract. The Commission intends to award one contract as a result of this RFP. It is proposed that if a contract is entered into as a result of this RFP, it will be an open-end contract basis with work being subsequently assigned through a work order process. The Commission may in its sole discretion undertake negotiations with Proposers whose proposals as to price and other factors show them to be qualified, responsible, responsive and capable of performing the work. A sample Contractual Agreement is provided in Appendix A.

I-6. Contractor Integrity Provisions. Contractor Integrity Provisions will apply to this contract upon award and the awarded vendor may be required to complete a Background Qualifications Questionnaire prior to entering into an Agreement with the Commission and attend annual ethics training provided by the Commission. Proposers can find the Integrity Provisions and other related documents on the Commissions website at www.paturnpike.com (Doing Business, General Information, Integrity Provisions).

Include full disclosure of any potential conflict with the State Adverse Interest of State Advisor or Consultant Statute by the prime or any subconsultant. If there is no adverse interest, you shall include the following statement: "I have reviewed the State Adverse Interest Statute and determined that there is no adverse interest for anyone on this Agreement team." This information should be included in your transmittal letter/cover page or executive summary.

http://www.paturnpike.com/

I-7. Rejection of Proposals. The Commission reserves the right to reject any and all proposals received as a result of this request, or to negotiate separately with competing Proposers.

I-8. Subcontracting. Any use of subcontractors by a Proposer must be identified in the proposal.

During the contract period use of any subcontractors by the selected Proposer, which were not previously identified in the proposal, must be approved in advance in writing by the Commission.

If a Joint Venture responds to this RFP, the Commission will not accept separate proposals from joint venture constituents. A firm will not be permitted to submit a proposal on more than one (1) joint venture for the same RFP. Also, a firm that responds to this RFP as a prime may not be included as a designated subconsultant to another firm that responds to the same RFP. Multiple responses under any of the forgoing situations will cause the rejection of all responses of the firm or firms involved. This does not preclude a firm from being set forth as a designated subconsultant to more than one prime consultant responding to the RFP.

I-9. Incurring Costs. The Commission is not liable for any costs the Proposer incurs in preparation and submission of its proposal, in participating in the RFP process or in anticipation of award of contract.

I-10. Procurement Schedule of Events. The current Schedule for Key Procurement Dates for this procurement process leading to an award of the Contract is provided in the Calendar of Events, page 1 of this RFP. The Commission reserves the right to make changes or alterations to this schedule as the Commission determines is in its best interest. All changes to these dates and/ or times up to and including the due date for Proposals will be issued as an addendum to this RFP and will become part of this RFP and will be posted to the Commission’s website at https://www.paturnpike.com/procurement/Bidlist.aspx?rtype=o.

Unless otherwise notified in writing by the Commission, the dates indicated below for submission of items or for other required actions on the part of a Proposer shall constitute absolute deadlines for those activities and failure to fully comply by the time and date stated shall cause a Proposer to be disqualified. All times stated are in Harrisburg, PA local time and are subject to change.

I.11. Questions and Answers. There will be no pre-proposal conference for this RFP. No negotiations, decisions or actions shall be initiated or executed by a Proposer as a result of any oral discussions with any Commission member, employee, consultant/contractor. Written questions may be submitted to clarify any points in the RFP which may not have been clearly understood. Written questions shall be submitted by email to RFP-Q@paturnpike.com with RFP 18-40110-8102 in the Subject Line to be received no later than the date and time provided on the Calendar of Events. All questions and written answers will be issued as an addendum to and become part of this RFP and will be posted to the Commission’s website at (http://www.paturnpike.com/procurement/Bidlist.aspx?rtype=o), approximately on or before the date provided on the Calendar of Events and only if necessary. Proposers shall use the form provided in Appendix B to submit the questions.

I-12. Addenda to the RFP. If it becomes necessary to revise any part of this RFP before the proposal response date, addenda will be posted to the Commission’s website under the original RFP document (http://www.paturnpike.com/procurement/Bidlist.aspx?rtype=o). It is the responsibility of the Proposer to periodically check the website for any new information or addenda to the RFP.

https://www.paturnpike.com/procurement/Bidlist.aspx?rtype=o mailto:RFP-Q@paturnpike.com http://www.paturnpike.com/procurement/Bidlist.aspx?rtype=o http://www.paturnpike.com/procurement/Bidlist.aspx?rtype=o

The Commission may revise a published advertisement. If the Commission revises published advertisement less than ten days before the RFP due date, the due date will be extended to maintain the minimum ten-day advertisement duration if the revision alters the project scope or selection criteria. Firms are responsible to monitor advertisements/addenda to ensure the submitted proposal complies with any changes in the published advertisement.

I-13. Response. To be considered, proposals must be delivered to the Pennsylvania Turnpike Commission’s Contracts Administration Department, Attention: Wanda Metzger, on or before the date and time provided on the Calendar of Events. The Commission will not accept proposals via email or facsimile transmission.

Overnight Delivery Address: US Mail Delivery Address:

Contracts Administration Department Contracts Administration Department Attn: Wanda Metzger Attn: Wanda Metzger PA Turnpike Commission PA Turnpike Commission 700 South Eisenhower Blvd. P.O. Box 67676 Middletown, PA 17057 Harrisburg, PA 17106 Phone: (717) 831-7429

Please note that use of U.S. Mail, FedEx, UPS, or other delivery method, does not guarantee delivery to the Contracts Administration Department by the above listed time for submission. Proposers mailing proposals should allow sufficient delivery time to ensure timely receipt of their proposals. If the Commission office location to which proposals are to be delivered is closed on the proposal response date, due to inclement weather, natural disaster, or any other cause, the deadline for submission shall be automatically extended until the next Commission business day on which the office is open. Unless the Proposers are otherwise notified by the Commission, the time for submission of proposals shall remain the same.

I-14. Proposals. To be considered, Proposers should submit a complete response to this RFP, using the format provided in PART II. Each proposal should be submitted in six (6) hard copies of the Technical Submittal, six (6) hard copies of the Diverse Business (DB) participation submittal, and six (6) hard copies of the Cost Submittal. In addition to the hard copies of the proposal, two complete and exact copies of the Technical, Cost and DB submittals, along with all requested documents on CD-ROM or Flash Drive in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the hard copy. Proposer should ensure that there is no costing information in the technical submittal.

The CD or Flash drive should clearly identify the Proposer and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted. The Proposer shall present the proposal to the Contracts Administration Department only. No other distribution of proposals will be made by the Proposer. Each proposal page should be numbered for ease of reference.

An official authorized to bind the Proposer to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (Appendix C to this RFP) and the Proposal Cover Sheet is attached to the proposal, the requirement will be met. For this RFP, the proposal must remain valid for at least 120 calendar days. Moreover, the contents of the proposal of the selected Proposer will become contractual obligations if a contract is entered into.

Each and every Proposer submitting a proposal specifically waives any right to withdraw or modify it, except as hereinafter provided. Proposals may be withdrawn by written or fax notice (fax number (717) 986-8714) received at the Commission’s address for proposal delivery prior to the exact hour and date specified for proposal receipt.

However, if the Proposer chooses to attempt to provide such written notice by fax transmission, the Commission shall not be responsible or liable for errors in fax transmission. A proposal may also be withdrawn in person by a Proposer or its authorized representative, provided his/her identity is made known and he/she signs a receipt for the proposal, but only if the withdrawal is made prior to the exact hour and date set for proposal receipt. A proposal may only be modified by the submission of a new sealed proposal or submission of a sealed modification which complies with the requirements of this solicitation.

I-15. Economy of Preparation. Proposals should be prepared simply and economically, providing a straightforward, concise description of the Proposer’s ability to meet the requirements of the RFP.

I-16. Discussions for Clarification. Proposers who submit proposals may be required to make an oral or written clarification of their proposals to the Issuing Office through the Contract Administration Department to ensure thorough mutual understanding and Proposer responsiveness to the solicitation requirements. The Issuing Office through the Contract Administration Department will initiate requests for clarification.

I-17. Best and Final Offers. The Issuing Office reserves the right to conduct discussions with Proposers for the purpose of obtaining “best and final offers.” To obtain best and final offers from Proposers, the Issuing Office may do one or more of the following: a) enter into pre-selection negotiations;

b) schedule oral presentations; and c) request revised proposals. The Issuing Office will limit any discussions to responsible Proposers whose proposals the Issuing Office has determined to be reasonably susceptible of being selected for award.

I-18. Prime Proposer Responsibilities. The selected Proposer will be required to assume responsibility for all services offered in its proposal whether or not it produces them. Further, the Commission will consider the selected Proposer to be the sole point of contact with regard to contractual matters.

I-19. Proposal Contents. Proposals will be held in confidence and will not be revealed or discussed with competitors, unless disclosure is required to be made (i) under the provisions of any Commonwealth or United States statute or regulation; or (ii) by rule or order of any court of competent jurisdiction. All material submitted with the proposal becomes the property of the Pennsylvania Turnpike Commission and may be returned only at the Commission’s option. Proposals submitted to the Commission may be reviewed and evaluated by any person other than competing Proposers at the discretion of the Commission. The Commission has the right to use any or all ideas presented in any proposal. Selection or rejection of the proposal does not affect this right.

In accordance with the Pennsylvania Right-to-Know Law (RTKL), 65 P.S. § 67.707 (Production of Certain Records), Proposers shall identify any and all portions of their Proposal that contains confidential proprietary information or is protected by a trade secret. Proposals shall include a written statement signed by a representative of the company/firm identifying the specific portion(s) of the Proposal that contains the trade secret or confidential proprietary information.

Proposers should note that “trade secrets” and “confidential proprietary information” are exempt from access under Section 708(b)(11) of the RTKL. Section 102 defines both “trade secrets” and “confidential proprietary information” as follows:

Confidential proprietary information: Commercial or financial information received by an agency:

(1) which is privileged or confidential; and (2) the disclosure of which would cause substantial harm to the competitive position of the person that submitted the information.

Trade secret: Information, including a formula, drawing, pattern, compilation, including a customer list, program, device, method, technique or process that: (1) derives independent economic value, actual or potential, from not being generally known to and not being readily ascertainable by proper means by other persons who can obtain economic value from its disclosure or use; and (2) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy. The term includes data processing software by an agency under a licensing agreement prohibiting disclosure.

65 P.S. §67.102 (emphasis added).

The Office of Open Records has determined that a third party must establish a trade secret based upon factors established by the appellate courts, which include the following:

the extent to which the information is known outside of his business;

the extent to which the information is known by employees and others in the business;

the extent of measures taken to guard the secrecy of the information;

the value of the information to his business and to competitors;

the amount of effort or money expended in developing the information; and the ease of difficulty with which the information could be properly acquired or duplicated by others.

See Crum v. Bridgestone/Firestone North Amer. Tire., 907 A.2d 578, 585 (Pa. Super. 2006).

The Office of Open Records also notes that with regard to “confidential proprietary information the standard is equally high and may only be established when the party asserting protection shows that the information at issue is either ‘commercial’ or ‘financial’ and is privileged or confidential, and the disclosure would cause substantial competitive harm.” (emphasis in original).

For more information regarding the RTKL, visit the Office of Open Records’ website at www.openrecords.state.pa.us.

I-20. Debriefing Conferences. Proposers whose proposals are not selected will be notified of the name of the selected Proposer and given the opportunity to be debriefed, at the Proposer’s request. The Issuing Office will schedule the time and location of the debriefing. The Proposer will not be compared with other Proposers.

I-21. News Releases. News releases pertaining to this project will not be made without prior Commission approval, and then only in coordination with the Issuing Office.

I-22. Commission Participation. Unless specifically noted in this section, Proposers must provide all services to complete the identified work. The Commission’s Assistant Chief Engineer - Design will serve as project executive for this effort. Commission project managers, designated by the Assistant Chief Engineer - Design, will coordinate the activities for the awarded master contract and will address related http://www.openrecords.state.pa.us/ issues as necessary. The Assistant Chief Engineer - Design will have final approval authority for the deliverables produced as a result of future Work Order requests.

The Commission will make limited work and meeting space available for services engagements awarded as a result of future Work Order requests. Proposers should assume that project teams identified in future Work Order requests will work off-site and not be provided reproduction facilities and logistical support by the Commission.

I-23. Cost Submittal. The cost submittal shall be placed in a separately sealed envelope within the sealed proposal and kept separate from the technical submittal.

I-24. Term of Contract. The Commission intends that the contract awarded as a result of this RFP will be for a not-to-exceed amount of $2,000,000.00 or a duration of four (4) years, whichever occurs first.

The Commission shall fix the Effective Date for the contract after it has been fully executed by the selected Contractor and by the Commission and after all approvals required by Commission contracting procedures have been obtained.

I-25. Proposer’s Representations and Authorizations. Each Proposer by submitting its proposal understands, represents, and acknowledges that:

a. All information provided by, and representations made by, the Proposer in the proposal are material and important and will be relied upon by the Issuing Office in awarding the contract(s). Any misstatement, omission or misrepresentation shall be treated as fraudulent concealment from the Issuing Office of the true facts relating to the submission of this proposal. A misrepresentation shall be punishable under 18 Pa. C.S. 4904.

b. The price(s) and amount of this proposal have been arrived at independently and without consultation, communication or agreement with any other Proposer or potential Proposer.

c. Neither the price(s) nor the amount of the proposal, and neither the approximate price(s) nor the approximate amount of this proposal, have been disclosed to any other firm or person who is a Proposer or potential Proposer, and they will not be disclosed on or before the proposal submission deadline specified in the response section of this RFP.

d. No attempt has been made or will be made to induce any firm or person to refrain from submitting a proposal on this contract, or to submit a proposal higher than this proposal, or to submit any intentionally high or noncompetitive proposal or other form of complementary proposal.

e. The proposal is made in good faith and not pursuant to any agreement or discussion with, or inducement from, any firm or person to submit a complementary or other noncompetitive proposal.

f. To the best knowledge of the person signing the proposal for the Proposer, the Proposer, its affiliates, subsidiaries, officers, directors, and employees are not currently under investigation by any governmental agency and have not in the last four (4) years been convicted or found liable for any act prohibited by State or Federal law in any jurisdiction, involving conspiracy or collusion with respect to bidding or proposing on any public contract, except as disclosed by the Proposer in its proposal.

g. To the best of the knowledge of the person signing the proposal for the Proposer and except as otherwise disclosed by the Proposer in its proposal, the Proposer has no outstanding, delinquent obligations to the Commonwealth including, but not limited to, any state tax liability not being contested on appeal or other obligation of the Proposer that is owed to the Commonwealth.

h. The Proposer is not currently under suspension or debarment by the Commonwealth, or any other state, or the federal government, and if the Proposer cannot certify, then it shall submit along with the proposal a written explanation of why such certification cannot be made.

i. The Proposer has not, under separate contract with the Issuing Office, made any recommendations to the Issuing Office concerning the need for the services described in the proposal or the specifications for the services described in the proposal.

j. Each Proposer, by submitting its proposal, authorizes all Commonwealth agencies to release to the Commission information related to liabilities to the Commonwealth including, but not limited to, taxes, unemployment compensation, and workers’ compensation liabilities.

I-26. Indemnification. The Proposer shall be responsible for, and shall indemnify, defend, and hold harmless the Commission and its Commissioners, officers, employees, and agents from any claim, liability, damages, losses, causes of action, and expenses, including reasonable attorneys’ fees, arising from damage to life or bodily injury or real or tangible personal property caused by the negligence or other tortious acts, errors, and omissions of Proposer, its employees, or its subcontractors while engaged in performing the work of the Agreement or while present on the Commission’s premises, and for breach of the Agreement regarding the use or nondisclosure of proprietary and confidential information where it is determined that Proposer is responsible for any use of such information not permitted by the Agreement.

The indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for Contractor or its subcontractors under Workers’ Compensation Acts, Disability Benefits Acts, or other Employee Benefit Act.

I-27. Insurance. Proposer will comply with the Insurance requirements as described in Appendix D - Insurance Specification.

I-28. Diverse Business (DB) Requirements. Proposer will comply with the DB Requirements as described in Appendix E – Diverse Business (DB) Requirements.

PART II

INFORMATION REQUIRED FROM PROPOSERS

Proposals must be submitted in the format, including heading descriptions, outlined below. To be considered, the proposal must respond to all requirements in this part of the RFP. Any other information thought to be relevant, but not applicable to the enumerated categories, should be provided as an appendix to the proposal. All cost data relating to this proposal and all Diverse Business cost data should be kept separate from and not included in the Technical Submittal. Each proposal shall consist of three separately sealed submittals:

1. Technical Submittal, which shall be a response to RFP Part II, Sections II-1 through II-3;

2. Diverse Business Participation Submittal, in response to RFP Part II, Section II-4; and

3. Cost Submittal, in response to RFP Part II, Section II-5.

The Commission reserves the right to request additional information which, in the Commission’s opinion, is necessary to assure that the Proposer’s competence, number of qualified employees, business organization, and financial resources are adequate to perform according to the RFP.

The Commission may make such investigations as deemed necessary to determine the ability of the Proposer to perform the work, and the Proposer shall furnish to the Issuing Office all such information and data for this purpose as requested by the Commission. The Commission reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer fails to satisfy the Commission that such Proposer is properly qualified to carry out the obligations of the agreement and to complete the work specified.

II-1 Technical Submittal.

A. Proposal Cover Sheet (See Appendix C) Show the name of your firm, Federal I.D. number, address, name of contact person, contact person’s email and telephone number date and the subject: Engineering Automation Work Order Services, RFP 17-40110-8102. Appendix C must be signed by an individual who is authorized to negotiate terms, render binding decisions and commit your firm’s resources. In addition, it is required that all information requested in Appendix C be provided including information pertaining to location of office performing the work, contact information, listing of all Pennsylvania offices and total number of Pennsylvania employees, and location of company headquarters.

B. Table of Contents Include a clear identification of the material by section and by page number.

C. Executive Summary (Limited to two pages, single sided) Summarize your understanding of the work to be done and make a positive commitment to perform the work necessary. This section should summarize the key points of your submittal. Include in this section or in a transmittal letter/cover page a statement regarding full disclosure of any potential conflict with the State Adverse Interest of State Advisor or Consultant Statute as instructed in Proposal Section I.6 Contractor Integrity Provisions.

D. Firm Overview (Limited to two pages, single-sided) Provide a brief history and description of your firm’s business organization and its Engineering Automation service expertise and experience as it relates to the requirements discussed in Part IV of this RFP. Include the location of offices and the number and types of consultants or other relevant professional staff in each office. Discuss your firm’s presence in and commitment to the Commonwealth of Pennsylvania. Include a discussion of the specific expertise and services that distinguish your firm.

If you propose to subcontract any portion of the work described in your response, the subcontracted firm or firms must be identified in this section. The role of the firm or firms should be explained along with a description of the specific expertise and services that the firm or firms contribute to the overall value of your proposal.

E. Relevant Experience and Expertise (Limited to four pages, single-sided) Provide a narrative statement regarding your Engineering Automation services expertise and experience as it relates to Part IV of this RFP. Additionally, include a statement regarding your understanding of the requirements as outlined in this RFP and your ability to provide Engineering Automation services in accordance with the same.

Describe your firm’s experience in providing similar Engineering Automation services to other clients, especially other governmental entities and/or similar public/private sector transportation organizations. Describe the business practices that enable you to complete these tasks in an efficient, timely and, at times, expeditious manner.

Provide a list of three references of clients for which your firm has performed similar work, as described in this RFP, within the past three years.

Include a statement regarding any other specialized Engineering Automation services your firm may offer.

F. Personnel (Limited to two pages, single-sided) Provide the names, proposed roles, background and experience, current professional licenses, office location and availability of the key personnel that would perform the Engineering Automation services as described in Part IV of this RFP. Specifically identify the primary person(s) who will be responsible for managing the relationship with the Commission during this endeavor.

G. Project Experience Matrix

Include a completed copy of Appendix G – Project Experience Matrix. (Please note that Appendix G contains a representative sample of work order categories. It is both possible and probable that the Commission will require additional CIM/BIM development and implementation categories over the course of the contract.)

II-2 Organizational Chart. An organizational chart identifying the personnel that would perform the Engineering Automation services as described in Part IV of this RFP, including all subconsultants and their specific assignments. The organizational chart is limited to one (1) page, single-sided.

II-3 Resumes. Proposer must submit a current resume for the key personnel listed in Section II- 1.F. The resumes shall list relevant experience and applicable professional affiliations. The resumes are limited to three (3) 8½” x 11” pages, single-sided, per person.

II-4 Diverse Business (DB) Requirements (Appendix E). The Commission’s Diverse Business (DB) Requirements for this procurement and a resulting contract are identified in Appendix E.

There is no minimum participation level (MPL) for DBs established for this contract.

However, the utilization of DBs are encouraged and will be considered as a criterion in the evaluation of proposals and may be considered as a factor in the Commission’s selection of a firm for this contract.

The proposer must include in its DB participation submittal that it meets the requirements set forth in the Commission’s DB Requirements - Appendix E. In particular, the proposer shall address the section of the DB Requirements labeled, “Actions Required by Proposer during the procurement/consultant selection phase”. In addition, the DB participation submittal shall indicate the amount of DB participation incurred in the proposal in terms of dollars committed or percentage of total contract amount.

II-5 Cost Submittal. The information requested in this section shall constitute your cost submittal.

THE COST SUBMITTAL SHALL BE PLACED IN A SEPARATE SEALED

ENVELOPE WITHIN THE SEALED PROPOSAL AND ON A CD-ROM, SEPARATE

FROM THE TECHNICAL SUBMITTAL.

Proposers should not include any assumptions in their cost submittals. If the proposer includes assumptions in its cost submittal, the Issuing Office may reject the proposal. Proposers should direct in writing to the Issuing Office pursuant to Part I-11, Questions and Answers of this RFP any questions about whether a cost or other component is included or applies. All Proposers will then have the benefit of the Issuing Office’s written answer so that all proposals are submitted on the same basis.

Proposers must complete Appendix F.

• Proposers must provide a rate range for each position that will be devoted to this effort in Appendix F. The rate card should depict the maximum fully loaded rates the Proposer would typically charge for each position1.

• Invoices should be submitted monthly for those months in which activities are performed in relation to a work order. Each Work Order request will identify whether costs will be paid on a time and materials or on a receipt of deliverables basis.

1 Rates are requested to establish NTE contracted rates per role. Proposers will be required to submit staff information, including proposed hours and rates, in response to specific Work Order requests.

The selected Proposer shall only perform work on the Contract after the Effective Date is affixed and the fully-executed contract sent to the selected Proposer. The Commission shall issue a written Notice to Proceed to the selected Proposer authorizing the work to begin on a date which is on or after the Effective Date. The selected Proposer shall not start the performance of any work prior to the date set forth in the Notice of Proceed and the Commission shall not be liable to pay the selected Proposer for any service or work performed or expenses incurred before the date set forth in the Notice to Proceed. No Commission employee has the authority to verbally direct the commencement of any work under the Contract.

PART III

CRITERIA FOR SELECTION

III-1. Mandatory Responsiveness Requirements. To be eligible for selection, a proposal shall be

(a) timely received from a Proposer; and (b) properly signed by the Proposer.

III-2. Technical Nonconforming Proposals. The two (2) Mandatory Responsiveness Requirements set forth in Section III-1 above (a&b) are the only RFP requirements that the Commission will consider to be non-waivable. The Issuing Office reserves the right, in its sole discretion, to (1) waive any other technical or immaterial nonconformities in the proposal, (2) allow the Proposer to cure the nonconformity, or (3) consider the nonconformity in the evaluation of the proposal.

III-3. Proposal Evaluation. Proposals will be reviewed, evaluated, and rated by a Technical Evaluation Team (TET) of qualified personnel based on the evaluation criteria listed below. The TET will present the evaluations to the Professional Services Procurement Committee (PSPC). The PSPC will review the TET’s evaluation and provide the Commission with the firm(s) determined to be highly recommended for this assignment.

The Commission will select the most highly qualified firm for the assignment or the firm whose proposal is determined to be most advantageous to the Commission by considering the TET’s evaluation and the PSPC’s determination as to each firm’s rating. In making the PSPC’s determination and the Commission’s decision, additional selection factors may be considered taking into account the estimated value, scope, complexity and professional nature of the services to be rendered and any other relevant circumstances. Additional selection factors may include, when applicable, the following: geographic location and proximity of the firm, firm’s Pennsylvania presence or utilization of Pennsylvania employees for the assignment; equitable distribution of work; diversity inclusion; and any other relevant factors as determined as appropriate by the Commission.

Award will only be made to a Proposer determined to be responsive and responsible in accordance with Commonwealth Management Directive 215.9, Contractor Responsibility Program.

III-4. Evaluation Criteria. The following criteria will be used, in order of relative importance from the highest to the lowest, in evaluating each proposal:

1. Proposer Qualifications and Experience.

a. Responsiveness, organization and clarity of the Technical Proposal.

b. Proposer’s presence in and commitment to the Commonwealth of Pennsylvania.

c. Proposer and subcontractor’s relevant experience and expertise in conducting Engineering

Automation as it relates to the requirements discussed in Part IV of this RFP.

d. Response of references if the Commission elects to solicit them.

2. Personnel Qualifications and Experience.

Qualifications, experience and competency of the key personnel who will be assigned to the contract by the Proposer including tenure with firm, length of time in the industry and type of experience.

3. Commitment to Diversity and Inclusion.

This refers to the inclusion of DB firms, as described in Part II-4. Participation may be measured in terms of total dollars committed or percentage of total contract amount to certified DB firms.

4. Cost.

While this area may be weighted heavily, it will not normally be the deciding factor in the selection process. The Commission reserves the right to select a proposal based upon all the factors listed above and will not necessarily choose the firm offering the best price. The Commission will select the firm with the proposal that best meets its needs, at the sole discretion of the Commission.

PART IV

WORK STATEMENT

IV-1. Objectives. The transition from traditional document based project delivery and management to model based project delivery will result in redefined workflows, digital data storage on a large scale, data interoperability issues and legal issues such as the ownership of digital data and models and training and knowledge transfer issues.

The objectives of this project are to assist the Commission in the development, implementation and support of a system that will manage the project lifecycle, provide model based project delivery and protocols that reduce project delivery time and project costs.

IV-2. Nature and Scope of the Project. Services will be requested via a Work Order request. The work orders will cover a variety of Engineering Automation tasks supported by the Department of Engineering.

Work Order requests may include but are not limited to those defined in Section IV-4.

Work Orders will specify the objectives, scope deliverables, and service level agreements for the requested service. Within ten business days of the Work Order request, the Contractor will submit a proposed scope of work and cost estimate which will include expected individual and total resource hours and costs, subcontractors, other direct costs, timeline, and schedule of milestones and deliverables.

IV-3. Requirements. Project activities and deliverables are expected to be performed in accordance with Commission standards and relevant accepted industry leading practices.

a. Responses to work order requests shall include and define the Proposer’s:

i. Understanding of the intent of the work order;

ii. Prior experience related to the work to be performed;

iii. Proposed personnel to assign to the work order, including any subcontractors to be involved in the engagement;

iv. Task plan; and

v. Costs, including hourly rates, number of hours proposed, fixed deliverable costs (as applicable), and overall project costs.

b. Responses to work order requests shall include client references upon request by the

Commission.

c. Awarded Proposer shall submit all work products to the Commission Chief Engineer or designee for review and approval.

d. Awarded Proposer will comply with Commission technical standards, which will be provided with the work order request.

e. Awarded Proposer will manage a process for planning, staffing, and deploying project teams to address work orders issued by the Commission.

f. Awarded Proposer will be responsible for conducting and maintaining current criminal background checks for proposed and active work order project team members.

i. Awarded Proposer will submit monthly invoices for those months in which activities are performed in relation to a work order. Monthly invoices for time and materials engagements shall include hours worked by each individual resource during the billing period as well as all applicable materials charges.

ii. Monthly invoices for fixed price deliverables based engagements shall include deliverables completed and approved by a Commission designee during the billing period.

g. Awarded Proposer shall fully cooperate with Commission employees and other contractors with whom the Commission may undertake or award other contracts for additional or related work. Awarded Proposer shall coordinate services with such additional work as may be required. Awarded Proposer shall not commit or permit any act that will interfere with the performance of work by any other contractor or by Commission employees.

h. Awarded Proposer shall not publish any of the results of awarded work efforts without the written permission of the Commission. The publication shall include the following statement: “The opinions, findings, and conclusions expressed in this publication are those of the author and not necessarily those of the Pennsylvania Turnpike Commission.” The Awarded Proposer shall not include in the documentation any copyrighted matter, unless the Contractor provides the Commission with written permission of the copyright owner.

i. The Commission shall have unrestricted authority to reproduce, distribute, and use any submitted report or data designed or developed and delivered to the Commission as part of the performance of awarded work efforts.

j. Whenever the Awarded Proposer encounters any difficulty that delays or threatens to delay the timely performance of awarded work (including actual or potential labor disputes), the Awarded Proposer shall promptly give notice thereof in writing to the Commission stating all relevant information with respect thereto. Such notice shall not in any way constitute a basis for an extension of the delivery schedule or be construed as a waiver by the Commission of any rights or remedies to which it is entitled by law or pursuant to provisions of the Contract resulting from this RFP. Failure to give such notice, however, may be grounds for denial of any request for an extension of the delivery schedule because of such delay.

IV-4. Tasks.

This section describes what the awarded Proposer will be expected to do and what they are expected to produce. The task descriptions in this section are intended to provide an overview of the work to be requested within future work order requests. This is not an all-inclusive list but is intended to provide examples.

The awarded Proposer will provide a proposal for specific work orders issued by the Commission. The work orders will describe the scope and objectives as well as required services and deliverables to be provided.

Because the specific scope and nature of individual work orders will vary by request, tasks specific to the engagement will be included and defined by the Commission within the work order request.

A. Develop and execute a Master Technology plan to configure, implement, maintain and support the Commission’s Autodesk Civil 3D/AutoCAD Map 3D environments.

B. Develop and execute a Master Technology plan to address the issues as stated in Section

I-4 and IV-1.

C. Development of 2D and 3D parts, components, sub-assemblies, industry models to be used for the creation of drainage networks, corridors, etc.

D. Installation, configuration, development of workflows and support of a CAD/Model Data Management solution for external CAD model management with Commission consultants.

Development of process and work flows for model versioning, review and standards compliance.

E. Development and Support of Integrations between the Commission’s Autodesk AEC Collections Suite of design products and ESRI GIS environment.

F. Develop and maintain Commission specific BIM/CIM, CAD and Graphics standards and ensure compliance with the National CAD Standards and PennDOT’s Publication 14.

G. Develop and provide training courses and materials for the various Design applications used by the Commission. Development of web-based training materials with Commission specific content that can be shared with Commission partners.

H. Development, Maintenance and Support of Standards using industry best practices for surveying using LiDAR (aerial, mobile and static), use of RTK, GPS and AMG.

I. Development and support using industry best practices for 2D/3D PDF plan review.

Development of web-based training materials with Commission specific content that can be share with Commission partners.

J. Development, Maintenance and Support for Visualization of Engineering Models and Data.

K. Study and Recommend Industry Best Practices for the Development and Maintenance of Virtual CAD Workstations using the Commission’s VMware environment.

L. Autodesk Industry Model Development / Maintenance: Assist with creating, publishing and maintaining PTC master 3D model data sets. PTC master 3D model datasets will be created and maintained in the AutoCAD Civil 3D/AutoCAD Map 3D environment.

M. GIS Data Conversion: Assist with converting master 3D model data to a format that is spatially enabled. This data will often contain milepost or engineering station references, which will require a data conversion workflow to make the data accessible for use in the Commission’s GIS database. PTC master model data development will occur in multiple environments, including AutoCAD Civil 3D/Map 3D and ESRI desktop tools.

N. Metadata Creation: Assist with training PTC data stewards in the creation and maintenance of metadata for infrastructure models.

O. Subject Matter Expertise: Support in various specific, directed areas of application development, integration, support, and maintenance in skilled areas, including but not limited to: Autodesk Infrastructure Design products such as Civil 3D, Map 3D, Revit, InfraWorks, 3DS Max, Navisworks, Vehicle Tracking, Recap, and Vault; Bluebeam Revu;

and Bentley MicroStation & InRoads.

P. Provide ongoing mentoring, support and production assistance to include but not limited to the creation, updating, verification and review of Engineering design systems, models, as-built data and databases. This work may at times require a person(s) designated to work at the Commission’s Central Administrative Office in Middletown, Pa. The assigned personnel will be provided a workstation, computer and access to Engineering data and Commission applications need to execute assigned tasks as part of any issued work order.

The Commission will provide training on Commission specific systems when needed as part of any work order.

IV-5. Reports and Project Control.

In addition to any requirements of the individual Work Orders, provide the following project control reports and documentation.

A. Monthly Status Report. A monthly progress report covering activities, problems, and recommendations for any in-progress work orders.

B. Quarterly Contract Report. A quarterly report identifying the current projects, project costs to date, total project estimate, and DB spend. This report is due within 10 business days of the end of each fiscal year quarter.

C. Annual Report. An annual report due within 30 days of the Commission Fiscal Year End

(May 31 of each year) which indicates the total number Work Orders responses and total invoices submitted for the fiscal year.

Appendix A – RFP 18-40110-8102

Page 1 of 9 Agreement # (agreement #)

AGREEMENT

This AGREEMENT is made this ______ day of ___________________, 2018, between the Pennsylvania Turnpike Commission (“COMMISSION”), an instrumentality of the Commonwealth of Pennsylvania, with principal offices at 700 South Eisenhower, Blvd., Middletown, Pennsylvania 17057 (mailing address: P. O. Box 67676, Harrisburg, PA 17106-7676);

AND

(name of contractor) (“CONTRACTOR”), a (state) corporation, with its principal office at (address).

WITNESSETH:

WHEREAS, the COMMISSION desires to satisfy a need for the (name of solicitation);

WHEREAS, by Act No. 211 of the General Assembly of the Commonwealth of Pennsylvania, approved May 21, 1937, and its amendments, the COMMISSION is authorized and empowered to enter into an Agreement with the CONTRACTOR;

WHEREAS, the COMMISSION desires to retain the services of CONTRACTOR upon the following terms; and

NOW, THEREFORE, in consideration of these mutual covenants, and intending to be legally bound, the parties agree as follows:

Contractor’s Scope of Work

The CONTRACTOR will perform the work described in (solicitation identification, i.e. RFP number) dated (date of solicitation), titled (Title of solicitation) and the CONTRACTOR’S proposal dated (date of contractor’s proposal). These documents are made a part of this Agreement by reference.

Commission’s Responsibilities

(As defined in Section I of the RFP, “Commission Participation”)

The COMMISSION shall furnish the CONTRACTOR access to key personnel, relevant documents, and adequate workspace for completing the work.

Compensation

For the work, services, and material as defined in this Agreement, the CONTRACTOR shall be paid a not-to-exceed amount of (agreement dollar value).

The CONTRACTOR agrees that the COMMISSION may set off the amount of any state tax

Page 2 of 9 Agreement # (agreement #) liability or other obligation of the CONTRACTOR or its subsidiaries to the Commonwealth against any payments due the CONTRACTOR under any contract with the COMMISSION.

Duration of Agreement

The term of this Agreement shall be for a period of (agreement term) and shall commence on the Effective Date as defined below.

The Effective Date shall be fixed by the COMMISSION after the Agreement has been fully executed by the CONTRACTOR and by the COMMISSION, and after all…