RFP8234 Systemwide DMS Systems+appendicies_final.pdf

REQUEST FOR PROPOSALS FOR

SYSTEMWIDE DYNAMIC MESSAGE SIGN SYSTEMS

ISSUING OFFICE

Pennsylvania Turnpike Commission

Contracts Administration Department

On behalf of the

Traffic Engineering & Operations Department

RFP NUMBER

18-10480-8234

DATE OF ISSUANCE

June 22, 2019

REQUEST FOR PROPOSALS FOR

SYSTEMWIDE DYNAMIC MESSAGE SIGN SYSTEMS

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 14

Part IV - WORK STATEMENT page 16

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 – SPECIAL PROVISIONS

APPENDIX G – MINIMUM TECHNICAL REQUIREMENTS

APPENDIX H – SUPPLEMENTAL DEVICES QUESTIONNAIRE

APPENDIX I – COST SUBMITTAL

APPENDIX J – MINIMUM TECHNICAL REQUIREMENTS TRACEABILITY MATRIX

APPENDIX K – PTC DMS MESSAGING LIBRARY

CALENDAR OF EVENTS

RFP #18-10480-8234

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 June 22, 2018 N/A

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

July 12, 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)

July 26, 2018 N/A

Due Date for Proposals August 9, 2018 2:00 PM

Anticipated Notice to Proceed (Estimate Only) January 31, 2019 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 furnishing, coordinating with Construction Contractors for installation support, integration, testing and acceptance, and training for completely functional Dynamic Message Sign (DMS) systems for upcoming construction projects throughout the Mainline and other approach highways.

I-2. Issuing Office. This RFP is issued for the Commission by the Contracts Administration Department on behalf of the Traffic Engineering & Operations 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. Throughout the transportation operations industry, the use of DMS to provide motorists with real-time traveler and emergency information has provided to be a valuable asset.

In that regard, the Commission has an aggressive deployment plan for DMS throughout the system. The anticipated quantity of DMS, along with the commitment to maximize the functional uptime of these systems, has resulted in the need to streamline procurement and minimize maintenance efforts moving forward. The intent of this RFP is to acquire the services of a Proposer to furnish, coordinate with Construction Contractors to support the installation, integration, facilitate the testing and acceptance, and train Commission staff on the completely functional DMS systems for upcoming construction projects throughout the Mainline and other approach highways.

The Commission reserves the right to procure DMS through other Contracts if it is in its best interests during this Contract duration.

I-5. Type of Contract. The Commission intends to award one (1) 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 a deliverable-based, unit price contract. 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 Act, 71 P.S. § 776.3, for a State Advisor or State Consultant 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 Act 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 18-10480-8234 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.

The Commission may revise a published advertisement. If the Commission revises a 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 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 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: Stephanie Newbury, 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: Stephanie Newbury Attn: Stephanie Newbury PA Turnpike Commission PA Turnpike Commission 700 South Eisenhower Blvd. P.O. Box 67676 Middletown, PA 17057 Harrisburg, PA 17106 Phone: (717) 831-7423

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 five (5) hard copies of the Technical Submittal, five (5) hard copies of the Diverse Business (DB) participation submittal, and five (5) hard copies of the Cost Submittal. In addition to the hard copies of the proposal, two (2) 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 Proposal 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.

Proposals will be limited to 30 pages (not including appendices), no smaller than 12 pt. Times New Roman font, 8 ½” x 11” page size (larger pages are allowed for figures, cut sheets or tables, but they must be folded into the overall proposal and used sparingly).

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 Issuing Office will provide coordination with upcoming construction contracts for scheduling, delivery, and training efforts. The Issuing Office will also provide accommodations for training at Commission facilities.

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

http://www.openrecords.state.pa.us/

I-24. Term of Contract. The term of the contract will commence on the Effective Date (as defined below) and will end three (3) years from the Effective Date. However, the Commission reserves the right to negotiate unit pricing after year three (3) and request up to three (3) two (2)-year extensions. The Commission shall fix the Effective Date after the contract has been fully executed by the Proposer and by the Commission and 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 disclosure 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-11;

2. Diverse Business Participation Submittal, in response to RFP Part II, Section II-12; and

3. Cost Submittal, in response to RFP Part II, Section II-13.

Proposers are required to provide a bid for all items included within the contract. It is not the Commission’s intent to procure DMS equipment from multiple vendors.

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. 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:

Systemwide Dynamic Message Sign System, RFP 18-10480-8234. 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.

II-2. Table of Contents. Include a clear identification of the material by section and by page number.

II-3. Executive Summary. State in succinct terms your understanding of the problem presented, or the service required by this RFP. 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. (Limit to two pages.) 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 1.6 Contractor Integrity Provisions.

II-4. Management Summary. Include a narrative description of the proposed effort and a list of the items to be delivered or services to be provided.

II-5. Work Plan. Describe in narrative form your technical plan for accomplishing the work. Use the task descriptions in Part IV of this RFP as your reference point.

II-6. Prior Experience. In accordance with Section IV-3, letter a, include experience design, manufacture, delivery, integration, testing, commissioning and training for DMS. The Proposer must submit information on contracts/subcontracts performed over the past five (5) years for organizations (commercial, state, local, federal, etc.) involving similar or related services. The Proposer shall submit no more than ten (10) contract/subcontract descriptions for the entire proposed team (Proposer plus any subcontractors/engineers) with a minimum of five (5) contracts within North America of which at least two (2) supplied full color DMS. The Proposer must submit this information on the most recently completed contracts/subcontracts or on-going contracts/subcontracts that have been installed, are at least three (3) months into the performance period and have been accepted by the End User. The following information must be provided:

• Customer name, address, and telephone number.

• Technical office point(s) of contact (name, telephone number, and email address).

• Contracting/Business office point(s) of contact (name and telephone number).

• Contract name and number, if applicable.

• Date of contract award and period performance.

• Type of procurement (Low-bid Construction, Design-Build RFP, Sole Source, etc.).

• The total number of DMS supplied, access type, size and LED color.

• Start/end dates of contract. Identify if the contract was completed early, late, or on-time.

Experience shown should be work done by individuals who will be assigned to this project as well as that of your company. Studies or projects referred to should be identified and the name of the customer shown, including the name, address, and telephone number of the responsible official of the customer, company, or agency who may be contacted.

II-7. Personnel. In accordance with Section IV-3, letter a, include the number, and names where practicable, of executive and professional personnel, analysts, auditors, researchers, programmers, consultants, etc., who will be engaged in the work. For this project, the Proposer must include the following individuals:

• Project Manager – This person will serve as the Proposer’s primary point of contact for each DMS through testing and acceptance. This person will also be responsible for the coordination of all training for Commission staff. Document the experience of this individual to demonstrate a minimum of three (3) projects and five (5) years successfully managing ITS projects/procurements of similar size and content.

• Lead Field Technician – This person will serve as the field technician who will work with the Construction Contractor to ensure the proper installation and configuration of the DMS on-site.

This person will also be responsible for conducting on-site testing as well as supporting the Construction Contractor during systems acceptance testing. Provide assurances that this person will be located in a sufficient proximity to Commission facilities or will be able to travel to meet all scheduling requirements as specified. Document the experience of this individual to demonstrate a minimum of three (3) projects and five (5) years successfully supporting the installation of DMS.

• Customer Service Representative – This person will serve as the point of contact for the Commission following acceptance of each DMS. This person will handle maintenance, service, and technical inquiries throughout the warranty period and life of the contract. Document the experience of this individual to demonstrate a minimum of two (2) years’ experience in the DMS industry.

Show where these personnel will be physically located during the time they are engaged in the work.

Include, through a resume or similar document, education and experience in which each team member will be providing his or her expertise. Indicate the responsibilities each will have in this project and how long each has been with your company. Resumes may be included in the appendix materials to the Proposer’s submission.

Identify any major subcontractors you intend to use and the services they will perform. Where subcontractors are named, include information regarding their role, personnel to be provided, and, through resumes or similar documents, educational background and experience. Indicate the responsibilities each will have in this project and how long each has been with the named subcontractor.

II-8. DMS Technical Information. Technical information on each of the three (3) types of DMS being procured through this RFP should be provided by the Proposer within the proposal to demonstrate the ability to meet the functional objectives and specifications required by the special provisions. No cost data is to be included with the DMS Technical Information. DMS Technical Information should highlight those areas in which the Proposer’s system exceeds the minimum technical requirements provided in Appendix G, and how that will be of additional value to the Commission. The Proposer shall complete Appendix J, Minimum Technical Requirements Traceability Matrix, to indicate the ability to meet each of the technical requirements.

II-9. Supplemental Device Technical Information. During the life of this agreement, the Commission may elect to amend the agreement for the provision of DMS of sizes other than those indicated for Types 1, 2, and 3 (see Section IV-1). These supplemental DMS shall meet or exceed the minimum technical requirements provided in Appendix G. Provide information requested for the potential, but not guaranteed, DMS sizes indicated in the Supplemental Devices Questionnaire in Appendix H, for the Commission’s understanding in the event that a project need arises for these DMS sizes.

The Commission has no planned projects including the installation of Variable Speed Limit (VSL) or Lane Use Control Signal (LUCS) devices along the mainline Turnpike or approaching facilities, but during the life of the Agreement, the Commission may also elect to amend the Agreement for the provision of these devices. It is currently unknown how many devices and of what type, may be required. Provide technical information on the VSL and LUCS devices that are currently available and an overview of projects, locations, and customers that have installed VSL and LUCS equipment. Additional information is requested in the Supplemental Devices Questionnaire in Appendix H.

II-10. Training. The Proposer will provide up to two (2) training sessions per DMS type during the contract period. The training will consist of separate trainings for operators, supervisor/management/system administrators, and maintenance supervisors. The first of the two (2) sessions per DMS type will occur before final acceptance of the corresponding DMS type. The training will be digitally recorded and provided to the Commission within two (2) weeks of this training.

II-11. Appendices. The following appendices are required to be included with the proposal:

a. DMS Technical Submittal – This should include all detailed information, including cut sheets and equipment manuals that demonstrate in detail that the supplied equipment meets or exceeds all Minimum Technical Requirements. Provide VSL and LUCS cut sheets and equipment manuals as well, if available.

b. DMS Standard Shop Drawings – In accordance with Section IV-3, letter c, provide standard shop drawings for each sign type that include typical wiring, installation, and attachment details.

Provide VSL and LUCS shop drawings as well, if available.

c. DMS Testing Plans – Provide complete testing plans for Factory and Stand Alone Tests in accordance with Special Provisions in Appendix F.

d. Training Plan – Provide complete training plan in accordance with Special Provisions in Appendix F.

e. Recommended Spare Parts List – Provide complete list in accordance with Special Provisions in Appendix F, as well as additional items as indicated to ensure 95% uptime of DMS devices.

f. Supplemental Devices Questionnaire – Complete questionnaire in Appendix H.

g. Minimum Technical Requirements Traceability Matrix – Complete table in Appendix J.

h. Additional Appendices may be provided if the Proposer feels that the additional information will provided added value to the bid. These additional Appendices should be referenced and described within the proposal document.

There is no page limit associated with the Appendices; however, the Proposer is encouraged to be economical in their preparation.

II-12. 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-13. 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 Section I-11 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.

The total cost you are proposing must be broken down but not limited to the following components and include the completed Cost Submittal (Appendix I).

a. Completed component prices to provide Types 1, 2, and 3 DMS.

i. Each DMS unit price should include all items for a complete and operational system, including but not limited to the following costs: DMS display, DMS controller, power supply, delivery, acceptance testing, and associated cabling. Reference Section IV-2 for approximate DMS quantities.

ii. The unit price to provide one (1) pole and one (1) ground-mounted control cabinet.

iii. The unit price to provide one (1) session (eight (8) hours) of training to Commission staff.

As previously noted, the Proposer should anticipate up to two (2) training sessions for each of the three (3) required sign types.

iv. Supplemental DMS Size cost information is included in Appendix I for additional DMS sizes other than the three (3) required sign types, as indicated.

i. No cost information is required in Appendix I for VSL and LUCS devices.

b. Completed component prices for Miscellaneous Items. This information will be utilized by the Commission to procure additional spare parts and services from the Proposer in the future. This information will include the following:

i. The unit price to provide one (1) additional year of warranty for each of the three (3) required sign types, above and beyond the required first year of warranty. This additional warranty may be requested by the Commission at a later time.

c. Completed component prices for Spare Parts

i. The unit price for common spare parts for each of the three (3) required sign types as identified in Appendix I.

ii. The additional Recommended Spare Parts to maintain a system uptime of 95% for each sign type.

d. Commitment to Diversity and Inclusion (in response to Section II-12 and Section III-4.f) – In the space provided in Appendix I, provide the utilization of DB firms expressed in terms of percentage of contract amount and/or total dollars committed.

Any costs not provided in the cost proposal will be assumed as no charge to the Commission.

The selected Proposer shall only perform work on this 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 to 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 this 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 and 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 Proposer(s) determined to be highly recommended for this assignment.

The Commission will select the most highly qualified Proposer for the assignment or the Proposer 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 Proposer’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 Proposer, Proposer’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:

a. DMS Technical Information. Emphasis here is on the ability of submitted equipment to meet or exceed the minimal technical requirements listed in Appendix G and addressed in Appendix J.

In addition, testing plans and submitted spare parts will be evaluated in relation to the requirements identified in the Special Provisions in Appendix F. This is also the area where any additional added value identified by the Proposer will be evaluated.

b. Proposer Qualifications. This refers to the ability of the Proposer to meet the terms of the RFP, especially the time constraint and the quality, relevancy, and recency of projects completed by the Proposer. This also includes the Proposer’s financial ability to undertake a project of this size.

c. Personnel Qualifications. This refers to the competence of professional personnel who would be assigned to the job by the Proposer. Qualifications of professional personnel will be measured by experience and education, with particular reference to experience on studies/services similar to that described in the RFP. Particular emphasis is placed on the qualifications of the project manager.

d. Soundness of Approach. Emphasis here is on the techniques for sequence and relationships of major steps, and methods for managing the supply and delivery of DMS for multiple projects. The Proposer shall provide a brief description of how it will conform to ensure that the required delivery timeline will be met, as well as a brief explanation of how multiple orders will be managed. Of equal importance is whether the technical approach is completely responsive to all written specifications and requirements contained in the RFP and if it appears to meet Commission objectives.

e. 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.

f. Commitment to Diversity and Inclusion. This refers to the inclusion of DB firms, as described in Section II-12. Participation may be measured in terms of total dollars committed or percentage of total contract amount to certified DB firms.

PART IV

WORK STATEMENT

IV-1. Objectives.

a. General. The objective of this contract is to acquire the services of the Proposer to furnish, coordinate with Construction Contractors for installation support, integration, facilitate testing and acceptance, and perform training for completely functional DMS for upcoming construction projects throughout the Mainline and on other approach highways.

b. Specific. The Proposer will provide new, fully functioning and completely debugged DMS, as well as the required support services. The three (3) DMS types will be as follows:

• Type 1 – Full Matrix, Full Color, Freeway Size, Walk-in Access, LED Display, Three (3) Lines, 15 Characters per Line, 18” Characters;

• Type 2 – Full Matrix, Full Color, Arterial Size, Front-Access, LED Display, Three (3) Lines, 12 Characters per Line, 12” Characters; and

• Type 3 – Full Matrix, Full Color, Arterial Size, Front-Access, LED Display, Three (3) Lines, 11 Characters per Line, 12” Characters.

IV-2. Nature and Scope of the Project. The Pennsylvania Turnpike is a key transportation route within the Commonwealth of Pennsylvania and a vital link in the roadway network of the eastern United States.

The Turnpike is 536 miles in length with 55 fare collection facilities, 22 service plazas and two (2) traveler information centers, 20 maintenance facilities, eight (8) State Police Barracks, and five (5) tunnels. The use of DMS to provide motorists with real-time traveler and emergency information has proved to be a valuable asset. In that regard, the Commission has an aggressive deployment plan for DMS throughout the system over the next years. The proposed Systemwide DMS Procurement will enable the Commission to streamline procurement of this valuable system over numerous construction projects and minimize maintenance efforts moving forward.

Through individual purchase orders, the Proposer will supply the DMS to the Commission’s Highspire Facility, or other pre-identified construction project location, for installation on separate construction contracts administered by the Commission. The Proposer will also provide the specified support services for each DMS. The Commission reserves the right to purchase said DMS under separate contract, as determined by the Commission, in its best interests.

The Commission is in the process of design or planning for a number of ITS Standalone DMS projects and other roadway construction projects to purchase approximately 40 Freeway DMS (Type 1) and 70 Arterial DMS (made up of an unknown combination of Types 2 and 3). The following is a list of the anticipated projects with approximate quantities of DMS:

a. Mainline (I-576; I-376; Toll 66; PA 43; I-79; US 22)

• Western Extensions; approximately 26 Freeway DMS and 42 Arterial DMS

• Mon-Fayette Expressway; approximately 4 Freeway DMS and 4 Arterial DMS

b. Off-System (All roads/highways leading up to an interchange)

• DMS Northeast Pre-Entry MP A26 to A130; approximately 3 Freeway DMS and 13

Arterial DMS

• DMS Northeast Pre-Entry MP A56 to A95; approximately 5 Freeway DMS and 8 Arterial

DMS

The Commission does not guarantee the purchase of the quantities of DMS listed above. These quantities are approximations and are subject to change based on final design, field requirements, and design schedule.

IV-3. Requirements.

a. Minimum Proposer Requirements. The Proposer shall have a minimum of three (3) years’ experience in designing, constructing, installing, testing, and training staff in the manufacture and delivery of full-color LED DMS technology. The Proposer shall submit references, including applicable projects and contracts in the past five (5) years. The DMS shall be manufactured in an ISO 9001 certified facility.

b. Technical Requirements. The Proposer shall meet all of the minimum technical requirements provided in Appendix…