Snowplow Simulator RFI_v2.docx

REQUEST FOR LETTERS OF INTEREST

For Snowplow Simulator Training and Equipment

Original Issue – December 20, 2019 Due Date: January 31, 2020 5:00 p.m. East Standard Time

RFI # 20000000004 formerly RFI #20000000002

TABLE OF CONTENTS

INTRODUCTION

The Michigan Department of Transportation (MDOT), is pleased to present this Request for Letters of Interest (RFLOI) to entities with experience in Snowplow Simulator Equipment and Training. Entities interested in responding to this request (“Respondents”) are invited, on a non-binding basis to express their interest in the project and provide feedback.

The purpose of this RFLOI is to generate responsive information that may help the Department understand the perspective of the industry and to confirm and/or refine the scope, and procurement approach for the Project. Respondents are informed that their submittals at this stage of the process will not lead to a short-list and other interested parties will not be precluded from participation in the future qualification process.

Project Description The MDOT is currently evaluating various contract types and durations. The MDOT is interested in receiving feedback regarding the three below listed scenarios.

1) Providing Snowplow Simulator Equipment and Training for approximately 130 students per year within the time frame of May to October

2) Rent Snowplow Simulator Equipment and provide training to the trainers within MDOT

3) Purchasing of Snowplow Simulator Equipment and provide training to the trainers within MDOT

Project Purpose The MDOT is interested in contracting with an entity that has the trained personnel and experience necessary to assist the Department in providing advanced snowplow operator training.

Protecting the Public’s Interest The primary goal of the MDOT is to act in the best interest of the public. The public’s interest will be protected through the terms and conditions defined in any future RFP.

Anticipated Schedule The following schedule shows the Project’s key milestones and their anticipated timeframes:

submittal instructions Content Respondents to this RFLOI are encouraged to provide the following information (to the extent relevant, based on the parts of this document the Respondent wishes to submit a response):

· Contact Information – Name and contact information (address, phone, fax, and e-mail) for the individual who will act as the Respondent’s principal contact throughout the process for this particular RFLOI and description of the individual member of the Respondent’s team with experience related to the objectives of the services as described in this RFLOI.

· Company Information – Brief description of the entity’s line of business and experience in providing these services. Please also provide a description of the location of the entity and whether the entity is located.

· Responses to Questions – Please provide responses to the questions asked in Section 2.2 and other relevant information.

Questions Presented Providing Snowplow Equipment and Training for approximately 130 students per year within the time frame of May to October -How do you provide training and what does your training curriculum consist of?

-Do you have a standard curriculum or is it based off the needs of your customer?

-How customizable are the simulator’s programs? For example, position of wing plows, belly blades, front plows, the geographical location (terrain), spreader controls, etc.

-Do you provide a certificate of training completion?

-Are your Trainers certified?

-Do you provide feedback? (Surveys, comments, rosters, etc.)

-What is your typical pricing schedule? (Cost based on per person, per session, relocation fees, per available seats, etc.)

-What are the total number of students that can be trained per session/ per day?

-How long are your training sessions?

-Can you provide suggested contract language/specifications and/or copies of RFP’s issued by other agencies for similar work?

-Is there a demonstration provided prior to the performance of the agreed upon training?

-What is required of the on-site training location setup?

-How is the coordination of trainings typically handled between entities?

-Is there any other information that you would like to share that would be helpful to the MDOT?

Rent Snowplow Equipment and provide training to the trainers within MDOT -Does your company rent simulator equipment?

-How is the equipment delivered?

-Is the equipment stationary or will it have the ability to be moved around the Region/State?

-If the equipment is mobile, what is used to haul the equipment? Would this be included or would the MDOT be required to provide the means of transportation?

-How customizable are the simulator’s programs? For example, position of wing plows, belly blades, front plows, tow plows, the geographical location (terrain), spreader controls, etc.

-Can you provide suggested contract language/specifications and/or copies of RFP’s issued by other agencies for similar work?

- What is your typical pricing schedule? (Cost based on the number of uses, contract duration, or yearly duration of use, etc.)

-How is the warranty of the equipment handled? (If something breaks, who pays for it and how quickly can a replacement be provided, etc.)

-Will you provide training to the MDOT employees that will be performing the training regionwide/statewide?

-Is there any other information that you would like to share that would be helpful to the MDOT?

Purchasing of Snowplow Equipment and provide training to the trainers within MDOT

-Can you provide suggested contract language/specifications and/or copies of RFP’s issued by other agencies for similar work?

-What is included in the purchase of equipment and how is the equipment delivered?

-Is the equipment stationary or will it have the ability to be moved around the Region/State?

-If the equipment is mobile, what is used to haul the equipment? Would this be included or would MDOT be required to provide the means of transportation?

-Would MDOT need to provide any additional equipment beyond what is provided by you in order to operate the simulator or for its mobility?

-What is the typical length of time for delivery of equipment?

-How customizable are the simulator’s programs? For example, position of wing plows, belly blades, front plows, tow plows, the geographical location (terrain), spreader controls, etc.

-How is the software/hardware updated and is this included with the purchasing of equipment and for how long?

-How is the warranty of the equipment handled? What is the length of warranty and what does it include? (If something breaks, who pays for it and how quickly can a replacement be provided, etc.)

-Will you provide training to MDOT employees that will be performing the training regionwide/statewide?

-Is there any other information that you would like to share that would be helpful to the MDOT?

Schedule and Interaction with Respondents Responses are due January 31, 2020 by 5:00 p.m. Eastern Standard Time. Any questions regarding this RFLOI must be submitted in writing to Ken Flore, Statewide Program Coordinator, Michigan Department of Transportation at florek@michigan.gov. Responses to any inquiries/questions will be delivered via e-mail and may also be posted to the website.

MDOT reserves the right to continue interaction with Respondents as they deem appropriate, which may include conducting one-on-one meetings with participants, if such requests are received from the Respondents.

Format MDOT requests that responses do not exceed 8 pages (8 ½” x 11”). Font should be a minimum of 12 point with pages numbered continuously.

Delivery Respondents must provide their Letters of Interest via email to the following person by the previously stated deadline:

Name: Ken Flore Title: Statewide Program Coordinator Email: florek@michigan.gov Phone Number: (517) 614-7465

Respondents are solely responsible for assuring that the MDOT receives responses by the specified delivery date and time at the address listed above. Respondents will receive an e-mail noting receipt of the RFLOI.

limitations Inquiry only – no contract This RFLOI is an inquiry only and no contract or agreement will be entered into as a result of this process. By responding to this document or otherwise participating in this process, no contract or agreement will be formed and no legal obligation between the MDOT and Respondent will arise. Individual entities or teams that have not responded to this RFLOI shall not be precluded from participating in any future qualification processes in relation to the project.

The MDOT is under no obligation as a result of this process and may decide to proceed or not to proceed with the maintenance services contract based on responses to this RFLOI. The MDOT reserves the right to proceed with other contract procurement means.

Right to alter The MDOT reserves the right to alter this document, including any conditions and criteria outlined in the RFLOI which may include, but is not limited to, deadlines for submissions. The MDOT reserves the right to cancel this RFLOI process at any time. Any notifications regarding alterations or cancellations of this document will be posted on the following website: http://www.michigan.gov/ic

Cost and Expenses – no RFLOI Reimbursement Each Respondent is responsible for its own costs and expenses related to this process, including cost and expenses associated with preparing and submitting a response to this RFLOI, participating in the process, the provision of any additional information or attendance at meetings or interviews. No costs related to this RFLOI will be RFLOI reimbursable from the MDOT.

Ownership of submissions The MDOT will be entitled to retain all submissions and any other documentation received or related in response to this RFLOI. The MDOT will not offer any pay or other compensation for submissions or documents received in response to this document.

Non-confidentiality of information Respondents are advised that parts of the information included in the response documents may be presented to other branches of State Government. Also, it is brought to the Respondents attention that MDOT is subject to the Freedom of Information Act with respect to any documents or other records provided to MDOT and, by law, are subject to disclosure to the public upon request. Therefore, Respondents’ should consider responses to this RFLOI to be public documents.

Conflicts Respondents should advise the MDOT of any potential or know conflicts of interest they may have.

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