RFQ 17A 210809-032.pdf

State of Maine RFQ # 17A 210809-032 1

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

BUREAU OF BUSINESS MANAGEMENT

DIVISION OF PROCUREMENT SERVICES

RFQ # 17A 210809-032

Meteorological Forecasting Services

Quotations/Responses Due: Monday, August 23, 2021 not later than 4:00 p.m. local time

Note: So all interested bidders receive the same information about the open bid opportunity, all questions and responses must be provided via the State of Maine’s E-Procurement system: AdvantageME / Vendor

Self Service (VSS). The Division of Purchases will not answer questions unless they are submitted through the VSS. All questions must be submitted no later than forty-eight (48) hours prior to closure date and time. Not all questions will be answered.

General Instructions on Bidder Questions

It is the responsibility of each Bidder to examine the entire Request For Quote (RFQ) document and to seek clarification by submitting questions through the Q & A List tab on the Solicitation page. Any answers to questions will appear there as well. It is the vendor's responsibility to log in to view all questions and answers posted. Additional information obtained any other way will not be valid.

In the event that you must contact us for any other reasons than the Q & A previously mentioned, only the Buyer listed on the Solicitation page may be contacted from the time this RFQ is issued until award notification is made. No other person/State employee is empowered to make binding statements regarding this RFQ. Violation of this provision may lead to disqualification from the bidding process, at the State’s discretion.

Summary

For this competitive Request for Quotations (RFQ) process, the State of Maine Division of Procurement

Services (“Division”) is acting on behalf of The Department of Transportation (“Requesting

Department”). The Division and the Requesting Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services listed above. This document provides instructions and descriptions of requirements for this competitive process.

State of Maine RFQ # 17A 210809-032 2

RFQ REQUIREMENTS

1. Description of Requirements

The following is a description of the goods and/or services sought by the State of Maine under this

RFQ.

• Please see Appendix B

2. Bid Contents Requirements

In addition to the cost, delivery, and other information required in VSS, all bids MUST contain the following information as attachments, in the Appendices listed below:

• Appendix A: Bid Cover Page and Debarment Form

• Audit Report: If documents are electronically signed the bid must include an audit report from DocuSign or Adobe Sign.

• Appendix C: Cost Response (page 17)

• Appendix D: Municipality Political Subdivision and School District Participation

Certification

• Appendix E: Master Agreement Vendor Information

• Vendor Requirement Documents: Bidders must provide documentation they meet each of the vendor requirements listed in Appendix B. Bids received without these documents may be rejected.

• Quote on Company Letterhead – This document will be used to evaluate your bid, please make sure it covers all specified requirements for the requested items.

3. Master Agreement Term

In addition to any mutually agreed upon delivery dates for purchases of goods, the contract resulting from this RFQ will have a term, or “Period of Performance”, during which the contract is considered to be in effect. The anticipated contract term is defined in the table below. Please note that the dates below are estimated and may be adjusted as necessary in order to comply with all procedural requirements associated with this RFQ and the contracting process. The actual contract start and end dates will be established by the completed and approved contract.

Contract Renewal: Following the initial term of the contract, the Division, at their discretion, may opt to renew the contract for four (4) extension periods of one (1) year each.

The term of the anticipated contract, resulting from this RFQ, is defined as follows:

Period Start Date End Date

Initial Period of Performance October 1, 2021 September 30, 2022

Optional Extension Period #1 October 1, 2022 September 30, 2023

Optional Extension Period #2 October 1, 2023 September 30, 2024

Optional Extension Period #3 October 1, 2024 September 30, 2025

Optional Extension Period #4 October 1, 2025 September 30, 2026

State of Maine RFQ # 17A 210809-032 3

4. Submitting a Quotation

a. Quotations Due: Quotations must be received no later than 4:00 p.m. Eastern Standard

Time (EST), on the date listed in VSS. Quotations received after the 4:00 p.m. deadline will not be accepted.

b. Submission Instructions: Bidders must submit their bids in the State of Maine’s electronic procurement system: Advantage “Vendor Self Service” (VSS). More information on this system can be found at the following internet link:

http://www.maine.gov/purchases/venbid/rfq.shtml.

c. Multiple Quotations: Unless specifically prohibited in Section 1 of this RFQ, Bidders are permitted to submit multiple quotations for this RFQ, offering alternative items or pricing for the State of Maine to consider in its best value determination.

d. Withdrawal of a Quotation: Bidders are permitted to withdraw their own quotations up until the due date and time for receipt of quotations. To do so, a Bidder must enter the VSS system (as referenced above), identify and open their submitted quotation located in the

Solicitation Responses tab, and click the “Withdraw” button found at the bottom of the screen. Quotations cannot be withdrawn after the due date and time for receipt of quotations.

e. Attachments: Any attachments provided with the Advantage VSS bid submission must be in

MS Word, MS Excel, or Adobe (.pdf) format, unless otherwise specified in Section 1 of this

RFQ. Vendors are encouraged to submit supporting documentation that aid the requesting department in understanding how the bid conforms to the requirements. The VSS attachment file size limit is 2Mb. Please contact the buyer for this RFQ if you must submit attachment files larger than this.

f. Vendor specifications: Unless otherwise stated in this RFQ document, limited specification information will be required upon submission of a bid in response to this RFQ. However, a

Bidder’s response should include an affirmative statement that their bid complies with all requirements of this RFQ, unless the Bidder specifically addresses how its bid differs from the specifications, and why the differences should be deemed acceptable by the State.

5. General Instructions

a. The Bidder must submit a cost quotation response that covers the goods and term of the contract, including any optional renewal.

b. The cost quotation shall include the costs necessary for the Bidder to fully comply with the contract terms and conditions and RFQ requirements.

c. Failure to provide the requested information may result in the exclusion of the quotation from consideration, at the discretion of the Division.

d. No costs related to the preparation of the quotation for this RFQ or to the negotiation of the contract with the Department may be included in the quotation.

e. The State is exempt from the payment of Federal, State and local Taxes on articles not for resale. Please provide quotations that do not include these taxes. Upon application, an exemption certificate can be furnished by the State at the point of contract finalization.

6. Quotation Evaluation and Selection http://www.maine.gov/purchases/venbid/rfq.shtml

State of Maine RFQ # 17A 210809-032 4

Evaluation of the submitted quotations shall be accomplished as detailed below:

a. State of Maine RFQ documents are evaluated on a Best Value basis. The term “Best Value” may take into consideration the qualities of the goods or services to be supplied, their conformity with the specifications listed in the RFQ, the purposes for which they are required, the date of delivery, and the best interest of the State. Once the goods or services have been determined to conform to the specifications then the Division will make its award decision based on the lowest price among the Bidders. Delivery days can be a factor in awarding.

b. The State reserves the right to not make an award to the lowest price bidder when that bidder has had documented poor performance and/or a contract terminated or not renewed within the last five years.

c. At the discretion of the Division, if a Bidder’s submission is deemed to not conform to the specifications listed in the RFQ, or otherwise not conform to the requirements of the RFQ, then that Bidder’s submission may not be considered for contract award.

d. In the event that no Bidder submission conforms to the specifications of this RFQ, then the

Division may choose not to make any award. Alternatively, the Division may make an award to the Best Value Bidder whose specifications most closely meet the specifications of this RFQ. For example, if there are five specification requirements, and two responses are received with one Bidder meeting four requirements, and one bidder meeting three requirements, then the Division, at its discretion, may make a contract award to the Bidder meeting four requirements.

e. If the specifications provided with this RFQ are of a technical nature, then the Division’s

RFQ Coordinator, at his or her discretion, may seek to use an evaluation team comprised of subject matter experts, end-users from the Requesting Department, or other State Department representatives. In such a case, the evaluation team will judge the merits of the quotations received in accordance with the best value criteria defined in the RFQ.

7. Negotiations

a. No Best and Final Offers: The State of Maine will not seek a best and final offer (BAFO) from any Bidder in this procurement process. All Bidders are expected to provide their Best

Value pricing with the submission of their quotation.

b. The Division reserves the right to negotiate with the successful Bidder to finalize a contract at the same rate or cost of goods and services as presented in the selected quotation. Such negotiations may not significantly vary the content, nature or requirements of the quotation or the RFQ to an extent that may affect the price of goods or services requested. The

Division reserves the right to terminate contract negotiations with a selected Bidder who submits a proposed contract significantly different from the quotation submitted in response to the RFQ.

c. In the event that an acceptable contract cannot be negotiated with the highest ranked Bidder, the Division may withdraw its award and negotiate with the next-highest ranked Bidder, and so on, until an acceptable contract has been finalized. Alternatively, the Division may cancel the RFQ, at its sole discretion.

TERMS AND CONDITIONS FOR RFQ AND CONTRACT

PART I GENERAL INFORMATION ON RFQs

State of Maine RFQ # 17A 210809-032 5

A. Purpose and Background

The State of Maine (“State”) Department of Administrative and Financial Services (“Department”), Bureau of Business Management (“Bureau”), Division of Procurement Services (“Division”) acts as the purchasing agent on behalf of all Executive Departments and other agencies within State

Government. For this competitive Request for Quotations (RFQ) process, the Division is acting on behalf of the Requesting Department listed on the cover page. The Division and the Requesting

Department seek quotations (also referred to as “bids” or “responses” herein) to provide the goods/services as defined above in Section 1 of this document. This document provides instructions for submitting quotations, the procedure and criteria by which the Bidder(s) will be selected, and the contractual terms which will govern the relationship between the State and the awarded Bidder(s).

Following Bidder selection and upon reaching a mutual agreement, the State and the selected Bidder will enter into a contract – taking the form of a State of Maine Master Agreement or Buyer Purchase

Order (all generally referred to as “contract” herein), as applicable.

B. General Provisions

1. Issuance of this RFQ does not commit the Division or the Requesting Department to issue an award or to pay expenses incurred by a Bidder in the preparation of a response to this RFQ. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

2. All responses to this RFQ should adhere to the instructions and format requirements outlined in this RFQ and all written supplements and amendments (such as the Division’s answers to the

Bidders’ questions submitted through the VSS), as issued by the Division. Responses are to follow the format and respond to all questions and instructions specified above in the

“Submitting a Quotation” section of this RFQ.

3. Bidders shall take careful note that in evaluating a quotation submitted in response to this RFQ, the Department may consider materials provided in the quotation, information obtained through interviews/presentations (if any), and internal information of previous contract history between the Division and the Bidder (if any). The Division also reserves the right to consider other reliable references and publicly available information available in evaluating a Bidder’s experience and capabilities, if needed. All responses to this RFQ shall be considered to be authorized to legally bind the Bidder, and if selected for award, shall contain or be considered to contain a statement that the quotation and the pricing contained therein will remain valid and binding for a period of at least 180 days from the date and time of the bid opening.

4. The RFQ and the selected Bidder’s quotation, including all appendices or attachments, may be incorporated in the final contract.

5. Following announcement of an award decision, all submissions in response to this RFQ will be considered public records available for public inspection pursuant to the State of Maine Freedom of Access Act (FOAA) (1 M.R.S. §§ 401 et seq.).

http://www.mainelegislature.org/legis/statutes/1/title1sec401.html

6. The Division, at its sole discretion, reserves the right to recognize and waive minor informalities and irregularities found in quotations received in response to this RFQ.

7. The Division reserves the right to authorize other State Departments to use the contract(s) resulting from this RFQ, if it is deemed to be beneficial for the State to do so.

http://www.mainelegislature.org/legis/statutes/1/title1sec401.html

State of Maine RFQ # 17A 210809-032 6

8. All applicable laws, whether or not herein contained, shall be included by this reference. It shall be Bidder’s responsibility to determine the applicability and requirements of any such laws and to abide by them.

C. Eligibility to Submit Bids

Public agencies, private for-profit companies, and non-profit companies and institutions are invited to submit bids in response to State of Maine Requests for Quotations.

D. Delivery Terms

For the purchase of goods, the Division and selected Bidder will decide upon a delivery date in accordance with the State’s requirements and the terms offered in the Bidder’s quotation. Unless stated otherwise in Section 1 of this RFQ, all deliveries are expected with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB –

Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

E. Alternate Bids and Approved Equals

When, in bid forms and specifications, an article or material is identified by using a trade name and catalog number of a manufacturer or vendor, the term “or approved equal,” if not inserted with the identification, is implied. Any Bidder that seeks to propose an alternate item from what is specified in this RFQ should refer to State of Maine Statute 5 MRSA §1825-B, for “Bids, awards and contracts”, found here: http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html

F. Appeal of Contract Awards

Any person aggrieved by the award decision that results from this RFQ may appeal the decision to the

Director of the Bureau of General Services in the manner prescribed in 5 MRSA § 1825-E and 18-554

Code of Maine Rules, Chapter 120 (found here:

http://www.maine.gov/purchases/policies/120.shtml). The appeal must be in writing and filed with the

Director of the Bureau of General Services, 9 State House Station, Augusta, Maine, 04333-0009 within 15 calendar days of receipt of notification of contract award.

If this RFQ results in the creation of a pre-qualified or pre-approved list of vendors, then the appeal procedures mentioned above are available upon the original determination of that vendor list, but not during subsequent competitive procedures involving only the pre-qualified or pre-approved list participants.

PART II CONTRACT ADMINISTRATION AND CONDITIONS

A. Contract Document

The successful Bidder will be required to execute a contract in the form of a State of Maine Buyer

Purchase Order, Contract Agreement to Purchase Services or State of Maine Master Agreement.

http://www.mainelegislature.org/legis/statutes/5/title5sec1825-B.html http://www.maine.gov/purchases/policies/120.shtml

State of Maine RFQ # 17A 210809-032 7

The Standard Terms and Conditions used with the aforementioned contract types may be found on the

Division of Procurement Services’ website at the following link:

BPO_General_Terms

In the event that the State of Maine’s Standard Terms and Conditions or RFQ provisions do not otherwise cover contractual scenarios that are specific to the goods or services being purchased under this RFQ, then the State is willing to consider a Bidder’s standard terms and conditions. Consideration or use of a Bidder’s standard terms and conditions shall only occur under the general agreement that in the event of a conflict, the State of Maine’s Standard Terms and Conditions and RFQ provisions shall take precedence.

Other forms and contract documents commonly used by the State can be found on the Division of

Procurement Services’ website at the following link:

http://www.maine.gov/purchases/info/forms.shtml

B. Independent Capacity

In providing services and performing under the contract, the successful Bidder shall act independently and not as an agent of the State of Maine.

C. Payments and Other Provisions

The State anticipates paying the selected Bidder for goods and services received, on the basis of net 30 payment terms, upon the receipt of an accurate and acceptable invoice. An invoice will be considered accurate and acceptable if it contains a reference to the State of Maine contract number, contains correct pricing information relative to the contract, and provides any required supporting documents, as applicable, and any other specific and agreed-upon requirements listed within the contract that results from this RFQ.

The State of Maine reserves the right to pay for goods purchased through this solicitation by any of several available means, which include but may not be limited to check, EFT, and/or procurement card. Bidders are advised that state statute precludes sellers from imposing a surcharge on credit or debit card purchases (text follows):

“9-A MRSA §8-303 (2): A seller in a sales transaction may not impose a surcharge on a cardholder who elects to use a credit card or debit card in lieu of payment by cash, check or similar means.”

https://www.maine.gov/dafs/bbm/procurementservices/sites/maine.gov.dafs.bbm.procurementservices/files/inline-files/BPO_General_Terms.doc?web=1 http://www.maine.gov/purchases/info/forms.shtml

State of Maine RFQ # 17A 210809-032 8

Appendix A

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

BID COVER PAGE and DEBARMENT FORM

Bidder’s Organization Name:

Chief Executive - Name/Title:

Tel: Fax: E-mail:

Headquarters Street Address:

Headquarters City/State/Zip:

(provide information requested below if different from above)

Lead Point of Contact for Bid - Name/Title:

Tel: Fax: E-mail:

Street Address:

City/State/Zip:

By signing below Bidder affirms:

• Their bid complies with all requirements of this RFQ;

• This bid and the pricing structure contained herein will remain firm for a period of 180 days from the date and time of the bid opening;

• That no personnel currently employed by the Department or any other State agency participated, either directly or indirectly, in any activities relating to the preparation of the Bidder’s proposal;

• That no attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to submit a proposal; and

• The undersigned is authorized to enter into contractual obligations on behalf of the above-named organization.

Name: Title:

To have your bid accepted, this Appendix MUST have an actual wet signature or utilize DocuSign or

Adobe Sign forms of electronic signature.

Authorized Signature: Date:

State of Maine RFQ # 17A 210809-032 9

Debarment, Performance, and Non-Collusion Certification

By signing this document, I certify to the best of my knowledge and belief that the aforementioned organization, its principals, and any subcontractors named in this proposal:

a. Are not presently debarred, suspended, proposed for debarment, and declared ineligible or voluntarily excluded from bidding or working on contracts issued by any governmental agency.

b. Have not within three years of submitting the proposal for this contract been convicted of or had a civil judgment rendered against them for:

i. fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a federal, state or local government transaction or contract.

ii. violating Federal or State antitrust statutes or committing embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

iii. are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or Local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and

iv. have not within a three (3) year period preceding this proposal had one or more federal, state or local government transactions terminated for cause or default.

c. Have not entered into a prior understanding, agreement, or connection with any corporation, firm, or person submitting a response for the same materials, supplies, equipment, or services and this proposal is in all respects fair and without collusion or fraud. The above mentioned entities understand and agree that collusive bidding is a violation of state and federal law and can result in fines, prison sentences, and civil damage awards.

• Failure to provide this certification may result in the disqualification of the Bidder’s proposal, at the discretion of the Department.

To the best of my knowledge all information provided in the enclosed proposal, both programmatic and financial, is complete and accurate at the time of submission.

Name: Title:

To have your bid accepted, this Appendix MUST have an actual wet signature or utilize Docu Sign or

Adobe Sign forms of electronic signature.

Authorized Signature: Date:

State of Maine RFQ # 17A 210809-032 10

Appendix B

DETAILED SPECIFICATIONS

The State reserves the right to not make an award to the low-cost bidder when the bidder has had documented poor performance and/or a contract terminated or not renewed within the last five years.

Required Documents: All bids must include the following documents. Bids received without them may be rejected.

• Appendix A: Bid Cover Page and Debarment Form

• Audit Report: If documents are electronically signed the bid must include an audit report from DocuSign or Adobe Sign.

• Appendix C: Cost Response (page 17)

• Appendix D: Municipality Political Subdivision and School District Participation

Certification

• Appendix E: Master Agreement Vendor Information

• Vendor Requirement Documents: Bidders must provide documentation they meet each of the vendor requirements listed in Appendix B. Bids received without these documents may be rejected.

• Quote on Company Letterhead – This document will be used to evaluate your bid, please make sure it covers all specified requirements for the requested items.

Prices: Bid Price must be with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

The results of this competitive bid process will be the creation of a Master Agreement (MA) Contract that will allow all State of Maine Departments and Agencies to purchase the listed services as needed.

There is no guaranteed award associated with this bid opportunity. The State reserves the right to add other similar services or commodities to the MA if it’s in the State’s best interest but does not obligate the State to purchase similar noncontracted services or commodities from the selected bidder.

The expected primary using department will be the MaineDOT however the contracted services can be utilized by any State of Maine Department or Agency. The description in the specifications describes

MaineDOT’s current operational needs. References to MaineDOT and MaineDOT employees implies

State of Maine and State employees.

State of Maine RFQ # 17A 210809-032 11

Specifications

TRANSPORTATION WEATHER SERVICES

Purpose

MaineDOT seeks experienced and qualified meteorological forecasting services for its maintenance operations. The services required are as follows:

• 24/7/365 Meteorologist Consultation and Support

• ESS/RWIS Polling

• Web Portal and Mobile App Access

• Forecasting Services

Background

MaineDOT is comprised of five geographic Regions across Maine, with its headquarters located in

Augusta, Maine. Each Region has a regional office as well as several transportation maintenance facilities that are assigned to area-specific crews. There are nearly 50 crews statewide that address maintenance and operations on Maine’s state and state-aid highways.

MaineDOT currently has seven (7) Road Weather Information Systems (RWIS), otherwise known as

Environmental Sensor Stations (ESS). These RWIS are in various areas of the state and MaineDOT is actively working to expand its network. MaineDOT may add or remove stations as operational needs evolve.

Vendor Requirements: (Bidders must submit documentation they meet each listed requirement)

Vendors responding to this RFQ shall meet the following requirements:

• Employs meteorologists, having graduated from accredited colleges, universities or US military institutions with a degree in Meteorology, that provide year-round, 24/7 coverage.

• Have prior experience providing transportation weather forecasting services and pavement forecasts for governmental transportation agencies

• Can provide at least three satisfactory recommendations from transportation agencies for the services requested in this RFQ. Prior experience providing satisfactory service for

MaineDOT, as determined by MaineDOT, will be allowed in lieu of the three recommendations.

• Have at least 10 years’ experience in general weather forecast services

• Have at least 5 years’ experience in pavement forecast modeling

• Have at least 2 years’ experience providing weather information through web-based and mobile device applications

Scope of Services

General:

MaineDOT requires the following services in support of transportation management, covering all weather-related events throughout the winter season, from October 1st through April 30th.

State of Maine RFQ # 17A 210809-032 12

Ad-Hoc Consulting

MaineDOT may require on-call consulting services from the vendor to address meteorological support and system training on an as-needed basis. These services will be specifically requested of the vendor by MaineDOT and paid for on an hourly basis.

24/7/365 Meteorologist Consultation and Support

The vendor shall provide MaineDOT operational staff with access to the same qualified meteorological consultants who developed the weather forecasts, 24 hours per day, 7 days per week, through a toll-free phone number, and through an email address that is monitored 24/7.

MaineDOT staff shall be able to reach a professional and knowledgeable forecaster with the road and weather conditions and forecasts for the region from which the user is calling and receive a timely response to their inquiries. This level of service is specifically important during adverse weather events.

ESS/RWIS Polling

Upon execution of the contract, the vendor shall establish electronic polling of the seven RWIS that are currently in use by MaineDOT. Such polling shall be in place to allow road forecasts by

October 1, 2021. If contract award is less than three weeks prior to October 1st, a three-week time frame from the date of contract award shall govern as the service start date.

MaineDOT currently has two types of RWIS stations:

• 1 Vaisala station – The Vaisala station can be polled using NTCIP

• 6 Campbell Scientific stations – The Campbell stations can be polled using either NTCIP or LoggerNet

The vendor’s system shall directly communicate with the sensors within the RWIS network stations and shall be polled at least once every 10 minutes. The data shall be made available via the weather website immediately.

The vendor shall be capable of providing firsthand remote troubleshooting of the sensors and shall notify MaineDOT if any sensors fail to provide reasonable data

The Polling IP shall be provided to MaineDOT to be added to the state’s comms whitelist for the sites.

Polled data and RWIS images shall be time stamped and stored for at least 24 months.

ESS/RWIS Polling Setup will be paid for on a one-time, fixed price basis, for each station.

Ongoing ESS/RWIS Polling for each station that is properly setup will be paid for on a monthly, per station, basis.

Web Portal and Mobile App

A map-based weather website and mobile app shall be provided and shall:

1) Function properly in Google Chrome, Internet Explorer and Microsoft Edge web browsers (website)

2) Function properly in both Android and IOS (mobile app)

3) Provide access accounts for up to 300 users. Such access may include users from other state agencies or contractors hired by MaineDOT for winter services. Access to the general public is not part of this contract.

State of Maine RFQ # 17A 210809-032 13

4) Display and archive the data and use the data in the forecasting process.

5) Display the data on the web portal and mobile app.

6) Include a user-configurable web portal.

7) Display data on a GIS-based map showing typical level functionality (highways, rivers, town names, satellite views, etc).

8) Display the different observational parameters on the map. The data will be color-coded based on the severity of the observed data.

9) Display the following types of data and formats:

a. Display camera images, atmospheric data, surface, and subsurface data when available.

b. Color-coded temperatures (air, dewpoint, surface, subsurface) when around freezing.

c. Color-coded surface status.

d. Display precipitation accumulation intervals (1, 3, 6, 12, 24h)

e. Display precipitation rate and snowfall rate.

f. Display the latest 20 camera images

g. Display the observation superimposed on the forecast graphically with the ability to display certain parameters.

h. Display the observation and forecast in a tabular format.

i. Display monthly observation trend analysis.

j. Provide sites metadata.

k. Radar display (precipitation intensity and precipitation type).

l. Display NWS alerts geographically on the web portal with warning details.

m. Display of data from nearby weather stations.

n. Display all the camera images on one page.

10) Provide hourly snowfall accumulation images for the State of Maine in 12-h, 24-h, and

48-h and displaying the department’s plowing route on the image.

11) Provide graphical trend analysis charts.

12) Retrieve archive data (observation, camera images, forecast) from the web portal based on the user’s desired date and time.

13) Display the data on the web portal and mobile app on a dynamic map.

14) Provide concise weather reports for transportation impactable events. The reports shall be issued 24-48 hours before the event and be comprised of text description and weather risk map

15) Be capable of issuing user-defined alerts based on:

a. Single or multiple parameters.

b. RWIS observation parameters

c. Nearby weather station parameters

d. Forecasts

e. Alerts to be issued when criteria or multiple criteria are met and when ended

Web Portal and Mobile App services, including snow maps, will be paid for on a monthly, fixed price, basis.

Forecasting Services

State of Maine RFQ # 17A 210809-032 14

The vendor shall have qualified meteorologists provide the following forecasting services:

1) 8 Local Area Forecasts (LAF). The forecasts shall be comprised of:

a. Issued at least four times a day (e.g. 0300, 0900, 1500, 2100 ET).

b. 48-hr detailed forecast in increments of 3-hours or less

c. Day 3-5 outlook in 6-hour increments

d. Tabular and graphical format.

e. Emailed to the client in addition to being available on the web portal and mobile app.

f. Temperatures are color-coded near freezing.

g. Color-coded precipitation types and precipitation mixtures.

h. Liquid, Freezing rain, and Snow Rates

i. Liquid, Freezing rain, and snow accumulation

j. Probability of precipitation (%)

k. Visibility (mi)

l. Air temperature, dewpoint, RH, wind chill, cloud cover, wind direction, wind speed, and gust.

2) ESS/RWIS Road Forecasts shall be provided at each of the 7 RWIS locations and shall meet the following requirements:

a. Issued at least four times a day (e.g. 0300, 0900, 1500, 2100 ET).

b. 24-hr detailed forecast in hourly increments.

c. Tabular and graphical format.

d. Emailed to the client in addition to being available on the web portal and mobile app.

e. Color-coded pavement temperature near freezing, road condition, precipitation types, and precipitation mixtures.

f. Liquid, Freezing rain, and Snow Rates

g. Liquid, Freezing rain, and snow accumulation

h. Visibility (mi)

i. Air temperature, dewpoint, RH, wind chill, cloud cover, wind direction, wind speed, and gust.

Local Area Forecasting Services will be paid for on a monthly, per area, basis. ESS/RWIS

Forecasts will be paid for on a monthly, per station, basis.

Severe Weather Reports and Pre-Storm Weather Briefings

The vendor shall provide Severe Weather Reports whenever the on-duty meteorologist identifies approaching severe weather. Severe Weather Reports shall be sent out to the list of recipients provided by MaineDOT and shall consist of a storm summary, timing, weather hazards, and precipitation types, amounts and intensity rates. Maps shall also be included to convey areas of precipitation amounts and types. In addition, MaineDOT shall be contacted to discuss the need for a Pre-Storm Weather Briefing. Upon agreement to proceed, the vendor shall send out a webinar invitation, 1 hour in length, to the same list of recipients provided by MaineDOT. This meeting request will typically be sent 15-36 hours before the event. Presentations will typically require 20 to 30 minutes of storm overview covering detailed weather descriptions, weather types, arrival times, accumulation, and impact durations across Maine and shall utilize a map of

Maine, showing the forecast conditions, to clearly convey each message. A question and answer

State of Maine RFQ # 17A 210809-032 15 session shall be accommodated for the remainder of the webinar to allow attendees to get additional information and clarification. MaineDOT may also initiate a Pre-Storm Weather

Briefing by contacting the vendor 24 hours in advance. Severe Weather Reports and Pre-Storm

Weather Briefings will be paid for on a fixed price basis, per month.

State of Maine RFQ # 17A 210809-032 16

Appendix C

STATE OF MAINE

DEPARTMENT OF ADMINISTRATIVE AND FINANCIAL SERVICES

COST RESPONSE

All responses to this RFQ will require a cost quotation response, in a format selected by the State of

Maine. That format is described below.

Bid Prices will be with shipping terms of “Free on Board (FOB) – Destination”. The State intends for this to mean that all goods shall be priced in the bid response to include shipping charges, if any, to the

State’s desired location. The “FOB – Destination” shipping term is also intended to mean that the State shall not bear any responsibility for the goods in question until the State takes possession of them at the destination point of delivery.

All bids must be entered in the Vendor Self Service (VSS).

All bids must have a bid price (Unit Price). The price must be filled in using numbers and a decimal point only. For this bid opportunity enter in the total from page 17 (the next page in this document).

Example: If you bid is for one dollar you would enter 1.00

Some bids may require an estimated days from award of contract to receipt of unit (Delivery Days).

This will be entered as CALENDAR DAYS. Only numbers can be entered.

Example: If you expect to be able to deliver the unit in two weeks you would enter 14

If you have any details you want us to know about your bid or the item you are bidding write them in the

Comments section.

State of Maine RFQ # 17A 210809-032 17

COST RESPONSE

Item Description Billing Units Unit Price Estimated

Amount

Billable Months

(Oct. through Apr.)

Total Price

Column D x E x (F)

Ad-Hoc Consulting

(For seasonal training and unforeseen support)

Per Hour $ 10 N/A $

24/7/365 On-Call

Meteorologist

Consultation

Per Month $ 1 7 $

3 ESS/RWIS Polling Setup Per station

(one time) $ 7 N/A $

4 Ongoing ESS/RWIS Polling Per Station, Per Month $ 7 7 $

Web Portal and Mobile

App, Including Snow Maps

Per Month $ 1 7 $

6 ESS/RWIS Forecasts Per Station, Per Month $ 7 7 $

7 Local Area Forecasts (LAF) Per Area, Per

Month $ 8 7 $

Severe Weather Reports and

Pre-Storm Weather

Briefings

Per Month $ 1 7 $

Total $

State of Maine RFQ # 17A 210809-032 18

Appendix D

DIVISION OF PROCUREMENT SERVICES

MUNICIPALITY POLITICAL SUBDIVISION and SCHOOL DISTRICT PARTICIPATION

CERTIFICATION

The Division of Procurement Services is committed to providing purchasing opportunities for municipalities, political subdivisions and school districts in Maine by allowing them access, through our vendors, to our contract pricing. A bidder's willingness to extend contract pricing to these entities will be taken into consideration in making awards.

Orders from Municipality, Political Subdivisions and School Districts (Appendix D): If the bidder elects to permit Municipality, Political Subdivisions and School Districts to utilize the resulting Master Agreement

Contract, The State of Maine will not be responsible for any order placed by these groups. All orders will originate from these groups and they will be liable for all payments.

Will you accept orders from political subdivisions and school districts in Maine at the prices quoted?

_____ Yes

_____ Yes, with conditions as follows:

______ No

Name of Company:

Address:

Signature:

Date: ____________________________________________________________________________________

Appendix E

State of Maine RFQ # 17A 210809-032 19

DIVISION OF PROCUREMENT SERVICES

MASTER AGREEMENT CONTRACT DOCUMENT VENDOR CONTACT INFORMATION

and MASTER AGREEMENT CONTACT DOCUMENT VENDOR SIGNER INFORMATION

The results of this bid process will be the creation of a Master Agreement Contract (MA) which will permit users to order contracted items as needed.

Ordering Procedures: Delivery Orders (DO) will be created in AdvantageME for all orders over $5000.00. If a

DO is used, the DO will be emailed to the email address referenced on the MA as a .pdf file. Orders less than

$5000.00 can be placed using a State of Maine issued P-Card (credit card).

Please provide the following information for the primary person users can contact to place orders less than $5000.00:

Contact Person Name: _________________________________________________

Telephone: ______________________________________________

Email Address: ___________________________________________

The MA Documents will be emailed via DocuSign to be reviewed and signed, please provide the following information for the person who will sign the MA contract documents:

Contract Signer Name: ___________________________________________________

Title: _____________________________________________________

Email Address: _____________________________________________