SFS605CO21000909_Jan_13_25_solicitation_doc.pdf

Solicitation Number: SFS605CO21000909

Weather Forecasting

MODOT Single Feasible Source (SFSR)

MoDOT - Dept of Transportation

December 02, 2020 - December 09, 2020

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General Header Information

SFS605CO21000909

No. SFS605CO21000909 Title: Weather Forecasting Start Date: December 02, 2020 at 1:00:00 PM CST End Date: December 09, 2020 at 2:00:00 PM CST Vendor Q&A Start Date:

Vendor Q&A End Date:

Estimated Total Value:

Who can respond to this bid? : All Vendors Description: A website and smartphone application that provides 72 hour winter precipitation forecasts and 24 hour pavement and bridge temperature, frost and winter precipitation accumulation forecasts tailored for all the counties in the state of Missouri and supported 24 hours a day and seven days a week from November 1 to April 30 with at least two professional meteorologists. The website and application will also provide tailored automated notification texts and/or e-mails to all users upon request to provide advanced notifications of varying percentages of forecasted frost or winter precipitation for various locations. Visit https://missouribuys.mo.gov/registration to obtain full access. Due to CDC recommendations on COVID-19, MoDOT will no longer be accepting walk-in bids. MoDOT will still receive bids electronically, via mail, UPS, or FEDEX. It is required you contact the buyer of record via email at Joshua.Yeager@modot.mo.gov if you intend to submit a hard copy bid

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

Joshua Yeager 830 MODOT Drive Jefferson City MO, 65101 United States Tel: 573-526-1975 Email: Joshua.Yeager@modot.mo.gov

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

Joshua Yeager 830 MODOT Drive Jefferson City MO, 65101 United States Tel: 573-526-1975 Email: Joshua.Yeager@modot.mo.gov

Selected Categories:

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SFS605CO21000909

NOTICE

Vendor Responsibility

The vendor is solely responsible for ensuring timely submission of their solicitation response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

The State of Missouri's Privacy Policy can be accessed here.

MODOT Section Numbering

Section Numbering All section numbering contained in this solicitation is for the convenience of reference only and is not intended to define or limit the scope of any provision of this solicitation and may not be sequential.

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

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Solicitation Requirements:

SFS605CO21000909

MoDOT Instructions for Submitting a Response

Instructions for Submitting a Response

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The Missouri Department of Transportation is now posting all of its bid solicitation documents on the new

MissouriBUYS Bid Board (https://www.missouribuys.mo.gov). MissouriBUYS is the State of Missouri’s web-based statewide eProcurement system which is powered by WebProcure, through our partner, Perfect

Commerce.

For all bid solicitations, vendors now have the option of submitting their solicitation response either as an electronic response or as a hard copy response. As a means to save vendors the expense of submitting a hard copy response and to provide vendors both the ease and the timeliness of responding from a computer, vendors are encouraged to submit an electronic response. Both methods of submission are explained briefly below and in more detail in the step-by-step instructions provided at https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Notice: The vendor is solely responsible for ensuring timely submission of their solicitation response, whether submitting an online response or a hard copy response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

• ELECTRONIC RESPONSES: To respond electronically to a solicitation, the vendor must first register with MissouriBUYS by going to the MissouriBUYS Home Page (https://missouribuys.mo.gov), clicking the

“Register” button at the top of the page, and completing the Vendor Registration. Once registered the vendor should log back into MissouriBUYS and edit their profile by selecting the organizational contact(s) that should receive an automated confirmation of the vendor’s electronic bid responses successfully submitted to the state.

To respond electronically to a solicitation, the vendor must login to MissouriBUYS, locate the desired solicitation on the Bid Board, and, at a minimum, the vendor must read and accept the Original Solicitation

Documents and complete pricing and any other identified requirements. In addition, the vendor should download and save all of the Original Solicitation Documents on their computer so that they can prepare their response to these documents. Vendors should upload their completed response to these downloaded documents (including exhibits, forms, and other information concerning the solicitation) as an attachment to the electronic solicitation response. Step-by-step instructions for how a registered vendor responds to a solicitation electronically are available on the MissouriBUYS system at:

https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

Vendors are encouraged to submit their entire proposal electronically; however in lieu of attaching exhibits, forms, pricing, etc. to the electronic solicitation response, a vendor may submit the exhibits, forms, pricing, etc. through mail or courier service. However, any such submission must be received prior to the solicitation’s specified end date and time. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any hard copy solicitation response documents submitted through mail or courier service.

In the event a registered vendor electronically submits a solicitation response and also mails hard copy documents that are not identical, the vendor should explain which response is valid for the state's consideration. In the absence of such explanation, the state reserves the right to evaluate and award the response which serves its best interest.

https://www.missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf https://missouribuys.mo.gov https://missouribuys.mo.gov/sites/missouribuys/files/How_To_Respond_To_A_Solicitation.pdf

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Addendum Document: If an addendum document is subsequently issued, please follow these steps to accept the addendum document(s).

1. If you have not accepted the original solicitation document go to the Overview page, find the section titled, Original Solicitation Documents, review the solicitation document(s) then click on the box under

Select, and then click on the Accept button.

2. To accept the addendum document, on the Overview page find the section titled Addendum Document, review the addendum document(s) then click on the box under Select, and then click on the Accept button.

Note: If you submitted an electronic response prior to the addendum date and time, you should review your solicitation response to ensure that it is still valid by taking into consideration the revisions addressed in the addendum document. If a revision is needed to your solicitation response and/or to indicate your acceptance of the addendum document, you will need to retract your response and re-submit your response by following these steps:

1. Log into MissouriBUYS.

2. Select the Solicitations tab.

3. Select View Current Solicitations.

4. Select My List.

5. Select the correct Opportunity Number (Opportunity No); the Overview page will display.

6. Click on Review Response from the navigation bar.

7. Click on Retract if your response needs to be revised.

8. A message will come up asking, “Are you sure you want to retract the Bid”. Click on Continue to confirm.

9. Click on Respond and revise as applicable.

10. Click on Review Response from the navigation bar and then click on Submit to submit your response.

• HARD COPY RESPONSES: Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any hard copy solicitation response documents.

MODOT Single Feasible Source

1.1. SFS Notification

The Missouri Department of Transportation has determined that only one source, DTN can provide the department with a website and smartphone application that provides 72 hour winter precipitation forecasts and 24 hour pavement and bridge temperature, frost and winter precipitation accumulation forecasts tailored for all the counties in the state of Missouri and supported 24 hours a day and seven days a week. This determination is in accordance with the following section of 7 CSR 10-11.020(5)(A), 7 CSR 10-11.020(5)(B) and 7 CSR 10-11.020(5)(C).

1.2. SFS Determination

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This Single Feasible Source Determination is made in accordance with the following Code of State

Regulation: 7 CSR 10-11.020 Procedures for Solicitation, Receipt of Bids, and Award and

Administration of Contracts

(4) The division may waive the requirement of competitive bids or proposals for supplies when the division has determined in writing that there is only a single feasible source for the supplies. Immediately upon discovering that other feasible sources exist, the division shall rescind the waiver and proceed to procure the supplies through the competitive processes as described in this rule.

(A) A single feasible source exists when:

1. Supplies are proprietary and only available from the manufacturer or a single distributor; or

2. Based on past procurement experience, it is determined that only one (1) distributor services the region in which the supplies are needed; or

3. Supplies are available at a discount from a single distributor for a limited period of time.

(B) When the Single Feasible Source procurement method is utilized, the division shall use the following guidelines to support the Single Feasible Source determination:

1. The following guidelines may be utilized to determine if supplies can be purchased as a single feasible source due to being proprietary:

A. The parts are required to maintain validity of a warranty;

B. Additions to a system must be compatible with original equipment;

C. Only one (1) type of computer software exists for a specific application;

D. Factory authorized maintenance must be utilized to maintain validity of a warranty;

E. The materials are copyrighted and are only available from the publisher or a single distributor; or

F. The services of a particular provider are unique, e.g., entertainers, authors, etc.

2. The following guidelines may be utilized if past procurement activity indicates that only one (1) bid has been submitted in a particular region. In these situations the division shall monitor the market for developing competition; and

3. The following guidelines may be utilized to determine if supplies may be purchased as a single feasible source due to being available at a discount for a limited period of time:

A. The discounted price must be compared to a price established through a reasonable market analysis; and

B. The discounted price should normally be at least ten percent (10%) less than the current contract or other comparable price. A discount of less than ten percent (10%) may be acceptable under appropriate market conditions. The discount should be compared to a price which, where feasible, should be no more than twelve (12) months old.

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(C) On any single feasible source purchase where the estimated expenditure shall be five thousand dollars

($5,000) or over, the division shall post notice of the proposed purchase. Where the estimated expenditure is twenty-five thousand dollars ($25,000) or over, the division shall also advertise its intent to make such purchase in such places as are most likely to reach prospective bidders or offerors and may provide such information through an electronic medium available to the general public at least five (5) days before the contract is to be let. Other methods of advertisement, however, may be adopted by the division when such other methods are deemed more advantageous for the supplies to be purchased. The requirement for advertising may be waived, if not feasible, due to the supplies being available at a discount for only a limited period of time.

Scope of Work

2.1General Requirements

2.1.1 The Bidder shall provide weather forecast services in the form of a winter precipitation, pavement and bridge forecast website and smartphone application with automated alerts for each of MoDOT’s seven (7) Districts located throughout the state of Missouri in accordance with the provisions and requirements stated herein.

2.1.2 The Bidder shall provide all services to the sole satisfaction of MoDOT.

2.1.3 MoDOT reserves the right to obtain “like or similar” services as specified herein from other providers, exclusive of the contract, when deemed in the best interest of MoDOT.

2.2Specific Requirements

2.2.1 A winter precipitation, pavement and bridge forecast website and smartphone application with automated alerts is to be current and available to MoDOT twenty-four (24) hours a day, seven

(7) days a week from the Notice to Proceed through April 30, 2021.

2.2.2 During the initial contract period, a representative of the Bidder will be required to provide online training instructing the use of the website, smartphone applications and automated alert system.

2.3Forecast Website, Smartphone Application and Automated Alert Requirements

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2.3.1 The forecast website and smartphone application will provide detailed hourly pavement and bridge forecasts for the upcoming 48-hour time period. These forecasts will be provided for every county in the State of Missouri. These forecasts will include the frost potential for both bridges and pavements as well as pavement and bridge temperatures, ambient air temperatures and snow and ice accumulation amounts. A 72-hour winter weather precipitation forecast map for the entire state will be required.

2.3.2 The automated alerting system should provide MoDOT users with the ability to receive alerts regarding both current and forecasted conditions, and be capable of meeting the requirement for two-hour advance notification for each precipitation event projected to commence and fall on pavement temperatures below 35 F for each district as they see fit. Each MoDOT user will have the ability to access other alerts such as wind, frost, or visibility. Once an alert type has been selected, a number of customizable options should be available, such as lead-time (e.g. 2, 4, or 6 hours), thresholds (e.g. 25, 30, or 35 mph for winds), and update criteria (e.g. increased snow forecast by at least 1” or 25%). The MoDOT user should be able to choose any number of locations to monitor. MoDOT supervisors will have the ability to select specific areas to monitor for alerts and customize thresholds/criteria to suit their individual needs. MoDOT supervisors will be able to indicate how they wish to receive the alert in either text, e-mail or automated phone call. MoDOT users will be able to use any valid email address, including those on cell phone text messaging interfaces. Additionally, MoDOT users can indicate “blackout” windows during which no alerts will ever be sent. Once the MoDOT user completes the setup thresholds for alerts, the alerts will automatically be sent when the desired thresholds are detected in the forecast, given the selected options. MoDOT users can also obtain an RWIS alerting service if the data is available throughout the winter. This will allow a MoDOT user to select one or more RWIS sites (and associated surface sensors) to monitor for key situations, such as the onset of precipitation on cold pavements, conditions conducive for frost (pavement or bridge temperature below 32 F and also the dew point), or strong winds. MoDOT users will be able to customize these RWIS alert thresholds as well.

MoDOT users will be able to build and customize subscriptions to have NWS watches, warnings, and advisories sent to them via emails and/or text messages. The service will allow for transmission of header information only such as “Winter Weather Advisory for Camden County” as well as the full text of the warning, appropriate for standard e-mail accounts.

2.3.3 MoDOT may request additional work throughout the course of the contract for items such as weather diagrams, maps, additional reports, etc. Pricing for that shall be entered on the pricing page.

2.4Invoicing and Payment Requirements

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2.4.1 The Contractor shall submit an invoice to the State Maintenance Director, Missouri

Department of Transportation, P.O. Box 270, Jefferson City, MO 65102 for services specified herein.

2.4.2 Payment shall be made on a monthly basis of actual contract services performed during the service period from November 1 to April 30.

2.4.3 The Bidder shall be paid in accordance with the firm, fixed prices stated on the pricing page of this document after completion of services specified herein and acceptance by MoDOT.

2.4.4 Other than the payment specified above, no other payments or reimbursements shall be made to the contractor for any reason whatsoever.

2.4.5 Unless otherwise provided for in the solicitation documents, payment for all services required herein shall be made in arrears. MoDOT shall not make any advance deposits.

2.4.6 MoDOT is exempt from paying Missouri Sales Tax, Missouri Use Tax and Federal Excise.

2.5Other Contractual Requirements

2.5.1 Original Contract Period – The entire effective contract period begins the date of Notice to

Proceed through April 30, 2021.

2.6Documentation and Demonstration Requirements for Bid Submission

1.Experience. Clearly identify the Bidder’s experience in offering the services requested in this RFB in the Midwestern United States, during the past twenty-four (24) months. The description shall include a list of the agencies that your company currently serves and has previously served.

At a minimum, the following information must be provided:

1.Name, address, telephone number of contracting company and a contact person who can verify all data submitted.

2.Contract dates.

3.A brief, written description of the specific services provided.

2.Personnel. The Bidder shall have a minimum of four (4) qualified, full time meteorologists on staff. The Bidder shall submit documentation to verify the professional license/certifications of the four (4) qualified meteorologists heretofore mentioned.

3.Demonstration of Forecast Website/Smartphone Application. Provide access to the proposed forecast website and smartphone application and information regarding the automated alert system.

2.7 The following factors shall be considered in the evaluation process

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This bid has no questions defined.

This bid does not have any documents.

2.7.1 Evaluation Criteria: Any agreement for services resulting from this SFS shall be awarded to the Offeror providing the best proposal to MHTC. After determining responsiveness, proposals will be evaluated in accordance with the following criteria:

2.7.2 Price Proposal – 40% (40 Points Maximum)

2.7.3 Experience – 30% (30 Points Maximum)

2.7.4 Demonstration – 30% (30 Points Maximum)

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Item Specifications Solicitation has been designated as having no line items.

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