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StateofConnecticut

RequestforProposal#18PSX0050

Connecticut Department of Transportation Automated Vehicle Location (AVL), Maintenance Decision Support System (MDSS) – Integrated Mobile Observations (IMO) System

Contract Specialist:

Date Issued: May 10, 2018

Due Date: June 11, 2018 at 2:00 pm Eastern Time

Department of Administrative Services Procurement Division

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TABLE OF CONTENTS

GUIDE TO ELECTRONIC PROPOSAL SUBMISSIONS______________________________________ 3 INSTRUCTIONS TO PROPOSERS______________________________________________________ 6 SCOPE OF SERVICES _____________________________________________________ 7 OVERVIEW _____________________________________________________ 7 DESCRIPTION OF GOODS & SERVICES SPECIFICATIONS AND ADDITIONAL TERMS AND CONDITIONS___________________________________________ 11 PROPOSAL REQUIREMENTS ________________________________________________________ 20 SELECTION CRITERIA ______________________________________________________________ 21 SUBMITTAL REQUIREMENTS _______________________________________________________ 24

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RequestforProposals(RFP) Connecticut Department of Transportation Automated Vehicle Location (AVL), Maintenance Decision Support System (MDSS) – Integrated Mobile Observations – (IMO) System

Guide to Electronic Proposal Submissions

1. Introduction To BizNet

It is now a requirement of Department of Administrative Services (DAS)/Procurement Division that all Companies create a Business Network (BizNet) Account and add their company profiles to the State of Connecticut BizNet system. Companies are responsible for maintaining and updating company information in their BizNet Accounts as updates occur. Companies that have been certified through the Supplier Diversity or the Pre-Qualification Program have already created a BizNet account.

The BizNet login is: https://www.biznet.ct.gov/AccountMaint/Login.aspx

New Companies: Create an account by clicking the BizNet login link above and then the button on the right labeled “Create New Account”. Login and select Doing Business with the State and Company Information. Please be sure to complete information in all tabs (Company Information, Accounts, Address, etc…).

Existing Companies Needing to Update Their Information: Login to BizNet and select Doing Business with the State and Company Information.

2. Business Friendly Legislation

As a result of Public Act 11-229, DAS/Procurement Division’s goal is to make doing business with the State of Connecticut more business friendly. To eliminate redundancy, forms that were repetitively filled out with each request for proposal are being automated in BizNet.

DAS/Procurement Division began the transition to on-line bidding by automating the submission of Affidavits and Non-Discrimination forms on October 1, 2011. Companies must submit forms electronically to their BizNet account if they haven’t already done so. These forms must be updated on an annual basis, no later than 30 days after the effective date of any material change. Rather than completing them with each proposal submittal, companies that have already filed these forms have the ability to view, verify and update their information prior to submitting a proposal response.

Anyone having difficulty connecting to their account or downloading or uploading forms should call DAS/Procurement Division at 860-713-5095.

Instructions for Uploading Affidavits and Non-Discrimination Forms: Click on the following link for instructions on how to upload Affidavits and Non-Discrimination forms: http://das.ct.gov/images/1090/Upload%20Instructions.pdf

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(a) AFFIDAVITS

THE FOLLOWING FORMS MUST BE SIGNED, DATED, NOTARIZED, UPLOADED OR UPDATED ON BIZNET. TO OBTAIN A COPY OF THESE FORMS, YOU MUST LOGIN INTO BIZNET AND FOLLOW THE INSTRUCTIONS LISTED ABOVE.

(1) OPM Ethics Form 1 – Gift & Campaign Contribution Certification (2) OPM Ethics Form 5 – Consulting Agreement Affidavit (3) OPM Ethics Form 6 – Affirmation of Receipt of State Ethics Laws Summary (4) OPM Ethics Form 7 – Iran Certification

For information regarding these forms, please access the Office of Policy & Management’s website by clicking on the following link: http://www.ct.gov/opm/cwp/view.asp?a=2982&q=386038

(b) NON-DISCRIMINATION –

CHOOSE ONE (1) FORM THAT APPLIES TO YOUR BUSINESS. COMPLETE AND UPLOAD OR UPDATE ON BIZNET ANNUALLY. TO OBTAIN A COPY OF THESE FORMS, YOU MUST LOGIN INTO BIZNET AND FOLLOW THE INSTRUCTIONS LISTED ABOVE.

(1) Form A – Representation by Individual (Regardless of Value) (2) Form B – Representation by Entity (Valued at $50,000 or less) (3) Form C – Affidavit by Entity(RECOMMENDED) (Valued at $50,000 or more) (4) Form D – New Resolution by Entity (5) Form E – Prior Resolution by Entity

For information regarding these forms and on which form your company should complete, please access the Office of Policy & Management’s website by clicking following link: http://www.ct.gov/opm/cwp/view.asp?a=2982&q=390928&opmNav_GID=1806

3. Online Proposal Responses

Any proposal posted by DAS/Procurement Division must be submitted electronically. The common forms listed below have also been automated in the BizNet system. In addition, specific forms are now fillable, as noted below. To complete forms; download them from your BizNet account, complete your submittal response, and then upload these completed documents (as well as any other required submittal documents) through BizNet prior to date and time upon which the Proposal is due pursuant to the RFP. Late submissions will not be accepted. All proposals response submitted must be e-signed. Proposals that are not e-signed are not received by DAS/Procurement and cannot be viewed or considered. If any required documents have not been uploaded, the system will not allow you to e-sign. After successful e-signature, Proposers will get a confirmation that their proposal has been successfully submitted. If you do not receive this electronic confirmation, please contact DAS/Procurement at 860-713-5095. Proposals are not publicly opened and are not available for viewing until after the Contract has been awarded.

Contractor Information/Electronic Signature Page – Web Based fillable Form

Employment Information Form (DAS-45) – Web Based fillable Form

Statement of Qualifications (DAS-14) – PDF Fillable Form Connecticut Economic Impact Form (DAS-46) – Web Based fillable Form

RFP Addendum (RFP-18) – if applicable

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4. Insurance Accord Certificates

Contractors are responsible for maintaining their BizNet accounts with new and/or updated insurance information.

The following documentation will need to be uploaded to each company’s BizNet account and evidencing that the State is an additional insured:

(a) Certificate of Insurance (Accord Form) (b) The insurance policy declaration page (c) The additional insured endorsement to the policy

Training documentation relating to the completion of the above-reference forms is available through the DAS Website under “DAS Business Friendly Initiatives” at the following website: http://das.ct.gov/cr1.aspx?page=371

Proposers are cautioned that there may be additional documents, attachments or requirements depending on the complexity of the RFP. Please read ALL RFP documents carefully and provide all required information. Failure to do so may result in rejection of your proposal.

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Instructions to Proposers

1. Proposal Schedule

RELEASE OF RFP: Date: May 10, 2018

RECEIPT OF QUESTIONS: Date: May 18, 2018 by noon Eastern Time

ANSWERS TO QUESTIONS POSTED AS ADDENDUM: Date: May 25, 2018

RFP DUE DATE: Date: June 11, 2018 at 2:00 pm Eastern Time

2. Pre-Proposal Meeting Requirements

This RFP contains no pre-proposal meeting requirements.

3. Questions

Questions for the purpose of clarifying this RFP must be received no later than the date and time specified in Section 1, “Proposal Schedule” and must be directed to the Contract Specialist, Gregory Mooney via email: gregory.mooney@ct.gov

4. Communications

During the period from your organization’s receipt of this Request for Proposal, and until a contract is awarded, your organization shall not contact any employee of the State of Connecticut concerning this procurement except in writing directed to the Contract Specialist, Gregory Mooney via email: gregory.mooney@ct.gov

5. Solicitation Submission

Solicitations shall be submitted online by the RFP due date and time only. Proposers shall upload their solicitation submission to their BizNet Account.

6. Shortlisting and System Demonstrations / Interviews

Based on the evaluation of the proposals, the State reserves the right to shortlist the top three Proposers’ submittals and request that shortlisted Proposers provide a demonstration of their IMO system and be interviewed. Proposer interviews and system demonstrations will be held at the Connecticut Department of Transportation Headquarters, 2800 Berlin Turnpike, Newington, CT. If selected for an interview, Proposers will be notified with the date, time, and location of the interviews at least one (1) week prior. The State will also provide a consistent set of questions to respond to during the interviews and a list of IMO functionality to be demonstrated. Each selected Proposer will be allocated the same amount of time to demonstrate their proposed system solution. Upon receipt of interview information, Proposers should contact Gregory Mooney at gregory.mooney@ct.gov to indicate attendance and size of team attending the interview.

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Scope of Services

The State of Connecticut Department of Administrative Services (“DAS”) is issuing this Request for Proposal to solicit proposals for providing the Connecticut Department of Transportation (“CTDOT”) with a turnkey, fully functional Automated Vehicle Location (AVL), Maintenance Decision Support System (MDSS) - Integrated Mobile Observations (IMO) System.

Road Weather Management assists transportation agencies in addressing the increasing demands for more efficient resources to understand the safety and mobility impacts of weather on roadways, and promote strategies and tools to mitigate those impacts. More timely, accurate, and relevant information about weather-related impacts to roads enables transportation managers and travelers to make more effective decisions. CTDOT is investing in IMO technology to collect weather and road condition data from snow plow fleet vehicles or Weather Management Trucks (WMT). CTDOT plans to test, evaluate, and report on the IMO technology including the Automatic Vehicle Location/Global Positioning (AVL/GPS) System and the Maintenance Decision Support System (MDSS). The goal of the CTDOT IMO is to introduce transportation managers to the technology that may lead to a more cost efficient weather management operation, more proactive roadway systems management with improved safety with decreased crashes, improve mobility and travel information, and decrease economic impacts.

In order to provide a complete and current proposed process, the following supporting documents have been attached for reference:

1. Attachment 3: CTDOT Repair Facility Locations

2. Attachment 4: CTDOT Weather Zone Map

3. Attachment 5: CTDOT Snow & Ice Guidelines

4. Attachment 6: CTDOT 2017-2018 Snow Routes

5. Attachment 7: Camera Mounting Bracket Diagram

6. Attachment 8: WMT Inventory

7. Attachment 9: CTDOT Project Plan: Concept of Operations and Needs Assessment, Integrated Mobile Observations (IMO) Project

Overview

A. Overview of Current Process

Currently, Winter Maintenance for CTDOT owned and maintained roads is performed by four (4) CTDOT Maintenance Districts which are each responsible for a geographic region of Connecticut. Each Maintenance District is additionally broken down into two (2) separate Maintenance Sections with each Section comprising six (6) or seven (7) Maintenance garages. During winter snow and storm activities, the CTDOT Storm Center is activated and staffed 24/7 for the duration of the storm to coordinate winter maintenance activities. During these events, each maintenance garage dispatches snow plows on set routes covering all of the state roads under their jurisdiction. Drivers plow and distribute salt, magnesium chloride and saline brine at set rates based on established policies. CTDOT also operates two (2) 24/7 Highway Traffic Operations Centers in Newington and Bridgeport. The centers are responsible for operating advanced traffic management system field devices, operating traveler information systems and performing traffic incident management support to DOT maintenance staff as well as other public and private sector entities. The Highway Traffic Operations Centers are also responsible for

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monitoring road weather information systems, and coordinating DOT responses with the CTDOT Storm Center (when active) as well as State and local police departments. The Equipment Repair Section includes thirteen (13) Maintenance Shops around the state. The Maintenance Shops currently do all maintenance and repair to the snow plows and other vehicles used for Winter Maintenance. CTDOT gathers information on road weather conditions from the following sources: 1. A network of over thirteen (13) Lufft-brand RWIS sites throughout the state that record weather data and

transmit it back to users at CTDOT. This network is in the process of being expanded to thirty-eight (38) RWIS sites providing increased statewide coverage. The RWIS sites will include a fenced-in tower and an illumination pole close to the roadway that holds atmospheric sensors and road pavement sensors.

2. A contracted weather service provider (currently AccuWeather) who provides detailed forecasts for all of

the regions of the state. The forecasts are specific to particular locations and micro-climates allowing customization of the road treatment approach of the various garages.

3. CTDOT also receives field reports on weather and road conditions from CTDOT staff in the field via

telephone and two-way radio. Other public agencies, such as Connecticut State Police (CSP), may also report weather conditions in the field back to CTDOT via telephone.

4. CTDOT also references weather forecasts provided by the National Weather Service, and other third party

weather information providers, including local and national media, to support generalized awareness of conditions and expected changes in conditions over the course of a storm.

B. Overview of Proposed Process The IMO system will gather weather related data from vehicles and transmit this data using cellular communications. CTDOT Storm Center staff, Highway Operations staff, and Maintenance staff will then use this data to improve situational awareness, support management and deployment of the winter maintenance fleet and resources, and provide enhanced traveler information to the general public. Data to be collected from vehicles includes, but is not limited to: 1. Air temperature 2. Road temperature 3. Relative humidity 4. Vehicle speed, direction and location 5. Camera images 6. Plow blade position (as available)1 7. Spreader rate information (as available)2

In addition to using this data to provide situational awareness and fleet management support, this vehicle data will also serve as one input into a MDSS. MDSS is a decision-support tool that integrates road-weather forecasts, rules of practice, and resource information to recommend treatment strategies. The effectiveness of recommendations is related to the quality and extent of inputs. The IMO systems will provide expanded data acquisition. As part of the IMO project, an MDSS will include:

1 Aged WMT may not include capabilities to provide electronic data. 2 Aged WMT may not include capabilities to provide electronic data.

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1. Weather forecasting 2. Pavement condition information 3. Treatment recommendations The IMO contract will include optional additional WMT vehicle equipment and MDSS operational strategies to be implemented at future periods within the contract duration at the request of the Department Representative. Any technology and operational strategies will be used for and improve Road Weather Management data and information, motorists advisories and warnings, weather responsive traffic management and information, road and vehicle safety, and IMO data collection, management and evaluation. Optional future WMT vehicle technology may include, but must not be limited to:

1. Other road weather monitoring sensors and cameras 2. Connected vehicle technology 3. Vehicle-To-Infrastructure safety technology (V2I) 4. Vehicle to Vehicle safety technology (V2V) 5. Dedicated Short Range Communications technology (DSRC) 6. Traffic signal priority 7. Smart truck parking 8. Vehicle right turning 9. Other future ITS “smart” vehicle road weather technology Additional future MDSS operational strategies may include enhancements related to, but not limited to: 1. Traveler advisories and warnings capabilities 2. Traffic analysis and management tools 3. Road weather information and data management systems 4. Performance evaluation and benefit costs data

4a. Road weather information systems 4b. Other future road weather decision support systems

C. Overview of System Components

The components of the CTDOT IMO System will include the following devices and systems provided, installed, maintained and hosted by the Contractor: 1. On-vehicle weather sensors 2. Vehicle sensors 3. Equipment sensors 4. Location sensors 5. Cameras 6. In-vehicle display 7. On-Board Unit (OBU) with Data Storage 8. Communications equipment (cellular) 9. Contractor-hosted AVL Server and website

10. Contractor-hosted MDSS Server and website

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A possible IMO System framework is presented in the Figure below.

MDSS Server (Vendor hosted)

Camera

Cellular Modem

Authorized CTDOT Users (via Website)

Weather Sensors

In-Vehicle Display

OBU w/Data Storage

Vehicle Sensors

Equipment Sensors

Location Sensors (GPS)

RWISNWSOther Weather

Information Sources

Real-time Data Feed

CTDOT IMO System Framework

AVL Server (Vendor hosted)

AVL Website MDSS Website

Real-time Data Feed

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Description of Goods & Services

See Exhibit A “Deliverables Document”

Additional Terms and Conditions A. Contractor Responsibilities

The delivery of a fully functional, turnkey IMO solution to the CTDOT will be performed under one contract (18PSX0050). This section describes the general scope of services pertaining to the detailed design, documentation, delivery, installation, integration, configuration, testing, training, maintenance, and technical support for this project. The project will include all hardware and software components and all communications equipment required to integrate the system and support transmission of data from on-board equipment to and from central servers hosted and maintained by the Contractor. The Project Manager for the CTDOT, or his/her designated representative(s), will be referred to as the “Department Representative” within these documents. The Contractormust be responsible for: 1. Provision, furnishing, installation, configuration, and testing of all IMO vehicle equipment, including sensors,

cameras, On-Board Unit (OBU) with data storage, and communications equipment. 2. Regular preventive maintenance of IMO vehicle equipment. 3. Repair and replacement of faulty IMO vehicle equipment. 4. Procurement and management of cellular data communications services, including provision of unlimited

data plans. 5. Configuration, testing, and maintenance of cellular communications. 6. Hosting and maintenance of all system software and websites, in accordance with Connecticut state data

standards, data storage, and data security policies and regulations. 7. Maintenance of real-time data feeds provided as part of this contract. 8. Maintenance of all required data storage and responding to all CTDOT data requests. 9. Integration of all data inputs into the MDSS and initial configuration to generate treatment recommendations.

B. Implementation Plan

The Contractor shall implement the IMO system in phases. Initial work will include a Design Review Process. Draft design documents will be submitted within thirty (30) days of Contractor receiving Notice to Proceed (NTP). Final design documents will be submitted within fifteen (15) days of Contractor receiving comments on its draft design documents. During the design process, the Contractor shall meet with CTDOT to discuss any suggestions/recommendations in system configuration to aid in the data collection, reporting, and evaluation of the IMO system. During the design process, the Contractor shall also develop draft test plans and training plans for CTDOT review and approval. Upon receiving CTDOT’s written approval of the design documentation, the Contractor shall procure Phase 1 equipment and cellular communications services, and schedule installation on Vehicle Prototypes. Four or five different WMT makes and models shall be provided to the Contractor to install equipment and verify the installation process and system operation, prior to installation of equipment on the larger WMT vehicle fleet. The Contractor shall conduct communications testing and Vehicle Prototype testing as necessary to

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demonstrate proper installation, equipment operation, features and functionality, and successful data integration and transmittal to central systems. The Contractor shall also conduct training of CTDOT staff at this time, in preparation for the Phase 1 system installation. Upon receiving written approval of the Vehicle Prototype Test, the Contractor shall commence scheduling of Phase 1 installation. For Phase 1, the Contractor shall install equipment on a total of 61 WMT vehicles (this number includes the vehicles equipped as part of the Vehicle Prototype Test). The Contractor shall conduct communications testing and Phase 1 Demonstration Testing as necessary to demonstrate proper installation, equipment operation, features and functionality, and successful data integration and transmittal to central systems. As part of the Phase 1 Demonstration Test, the Contractor shall provide a 30-day operational test to verify that the system is operating in a stable and fault free manner. It is intended that Phase 1 be completed prior to the start of the 2018-2019 winter maintenance period. Upon successful completion of Phase 1 installation, training, and testing, including the 30-day operational test, and including the submittal of all required documentation, CTDOT shall issue a written acceptance of Phase 1. This written acceptance will mark the date of Phase 1 Substantial Completion. Upon receiving written acceptance of Phase 1 from CTDOT, the Maintenance, Technical Support, and Licensing period for the project will commence. Likewise, upon receiving written acceptance of Phase 1 from CTDOT, the 1-year minimum warranty period for all equipment installed as part of Phase 1 will commence. During the Maintenance, Technical Support and Licensing period, the Contractor shall provide services to maintain vehicle equipment in working order, manage communications service plans, operate and maintain AVL/GPS and MDSS websites and real-time data feeds, and respond to CTDOT requests for data and reporting. For equipment under warranty, the Contractor shall replace the equipment at no additional charge to CTDOT. For equipment no longer under warranty during the Maintenance, Technical Support and Licensing period, the Contractor shall replace and/or repair the equipment using spares provided by the Contractor to CTDOT and stored on CTDOT premises. The Contractor shall be paid for this maintenance work in accordance with provided maintenance labor rates. Upon completion of the project, all remaining spares will become CTDOT property. During the Maintenance, Technical Support, and Licensing period, the Contractor shall procure, manage, and maintain all required communications services. Following successful completion of Phase 1, CTDOT will authorize the commencement of Phase 2. The Contractor shall then procure Phase 2 equipment and cellular communications services and coordinate scheduling of installation on Phase 2 vehicles with CTDOT. For Phase 2, the Contractor shall install equipment on an additional approximately 90 WMT vehicles, bringing the total number of equipped WMT vehicles under this contract to approximately 151 WMT. The Contractor shall conduct communications testing and Phase 2 Demonstration Testing as necessary to demonstrate proper installation, equipment operation, features and functionality, and successful data integration and transmittal to central systems. As part of the Phase 2 Demonstration Test, the Contractor shall provide a 30-day operational test to verify that the system is operating in a stable and fault free manner. It is intended that Phase 2 be complete prior to the start of the 2019-2020 winter maintenance period. The Contractor shall also conduct annual refresher training prior to the start of the 2019-2020 winter maintenance period. Upon successful completion of Phase 2 installation, training, and testing, including the 30-day operational test, and including the submittal of all required documentation, CTDOT shall issue a written acceptance of Phase 2. This written acceptance will mark the date of Phase 2 Substantial Completion. Upon receiving written acceptance of Phase 2 from CTDOT, the 1-year minimum warranty period for all equipment installed as part of Phase 2 shall commence. All equipment installed as part of Phase 2 will then also be part of the same Maintenance, Technical Support and Licensing period, which will last until the end of the contract period.

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For the remainder of the contract period, the Contractor shall continue to provide Maintenance, Technical Support and Licensing services, and annual refresher training sessions, as well as any separately negotiated optional services, such as a Phase 3 expansion of the system. This implementation process is described in the figure below.

Project Design Process

Vehicle Prototype Test

CTDOT Approvals

Communications Testing

Training

CTDOT Approvals

Phase 1 Installation

CTDOT Approvals

Phase 1 Demonstration Test

Maintenance, Technical Support, and Licensing Period

Phase 2 Installation

Phase 2 Demonstration Test

CTDOT Approvals

Year 1Year 2

Years 3-5

Optional Work (e.g., Phase 3)

Communications Testing

Communications Testing

Annual Refresher TrainingAnnual Refresher

Training

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C. Payment Schedule For services rendered as part of all work associated with this contract, compensation shall be made based on negotiated implementation and maintenance costs. These costs shall be as indicated by the Contractor in the negotiated contract Price Proposal Template (Exhibit B) for each of the equipment items included in these specifications, as well as include all documentation, design, coordination, procurement, delivery, installation, integration, configuration, calibration, testing, training, direct salary, overhead, profit, direct expenses, and all other costs necessary for the Contractor to successfully implement the system in accordance with these specifications and the Terms and Conditions of the Contract. The release of payment for this Work shall be based on approved invoices. Payment and schedule for other options procured as part of this work shall also be separately negotiated between the Contractor and the Department. These options may be incorporated into the lump sum total implementation cost by mutual agreement. D. Contractor Qualifications The Contractor and any subcontractors or sub-consultants performing the work described in these Contract Documents, howsoever involved in design, supply, installation, integration, testing and training related to the hardware and software components of IMO Project, will provide references and resumes of staff that shall meet the following requirements:

1. The AVL System provider shall be designated as the Prime Contractor. 2. The AVL System provider, including all management, software, website, and technical support services

shall be performed by contractors who have performed the same job function on at least two (2) previously completed AVL projects for snow plow fleets numbering at least 200 vehicles of similar nature and complexity in the last five (5) years.

3. The MDSS System provider, including all management, software, website, and technical support services shall be performed by contractors who have performed the same job function on at least two (2) previously completed MDSS projects for snow plow fleets numbering at least 200 vehicles of similar nature and complexity in the last five (5) years.

4. The contractors’ on-site equipment installation and maintenance personnel shall have expertise for

satisfactory installation, configuration, testing, and integration of equipment sensors and on-board units for maintenance vehicle fleets. These personnel shall have at least two (2) years vehicle equipment installation experience and its integration specifically related to the requirements of these Contract Documents. The Contractor shall not use vendor or manufacturer’s representatives to meet these requirements.

5. The Contractor shall identify the role and percentage of contract work assigned to each subcontractor.

The Department reserves the right to approve or reject any or all subcontractors. 6. All personnel changes during the life of the contract shall be submitted to the Connecticut Department

of Transportation for review and are subject to prior approval by the Department. Replacement staff must meet or exceed the original contractor qualifications requirements.

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E. Penalties

The following penalties will be assessed against the Contractor for the time used in excess of the completion dates noted below: Implementation

1. Phase 1 Completion Phase 1 Completion Date Penalty: No later than November 1, 2018 $500.00 per day

2. Phase 2 Completion

Phase Completion Date Penalty: No later than November 1, 2019 $750.00 per day

3. Phase 3 Completion

Phase 3 Completion Date Penalty: No later than November 1, 2020 $1,000.00 per day

Yearly Operations and Maintenance 1. AVL Server Systems and AVL Penalty:

Website Operations $500.00 per day November 1 to April 30 Four (4) hour acknowledgement of notification by CTDOT and twelve (12) hour return to normal service.

2. AVL Server Systems and AVL Penalty:

Website Operations $100.00 per day May 1 to October 31 Twelve (12) hour acknowledgement of Notification by CTDOT and two (2) business days return to normal service.

3. MDSS Server Systems and MDSS Penalty: Website Operations $500.00 per day November 1 to April 30 Four (4) hour acknowledge receipt of notification and twelve (12) hour return to normal service.

4. MDSS Server Systems and MDSS Penalty:

Website Operations $100.00 per day May 1 to October 31 Twelve (12) hour acknowledge receipt of notification and two (2) business days return to normal service.

5. WMT Equipment Penalty:

November 1 to April 30 $75.00 per day/per WMT

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Twelve (12) hour acknowledge receipt of notification and three (3) business days return to normal service.

6. WMT Equipment Penalty:

May 1 to October 31 $75.00 per day/per WMT Twelve (12) hour acknowledge receipt of notification and five (5) business days return to normal service.

F. Purchase Orders and Payments Purchase Orders Questions concerning purchase orders are to be directed to CTDOT’s Processing Unit at 860-594-2070. Invoices and Payments CTDOT’s Accounts Payable Unit through the Comptroller’s Office will issue Payments. Payment and invoicing inquiries should be directed to CTDOT’s Accounts Payable Unit at 860-594-2305. All invoices must include:

1. Contractor F.E.I.N. 2. Complete Contractor name and billing address. 3. Project number, if applicable. 4. Invoice number and date. 5. Purchase order number. 6. Itemized description of services and/or material supplied. 7. Adjustments, if applicable. 8. Quantity, unit, unit price, and extended amount. 9. Ticket numbers corresponding to each invoice must be listed or attached to the company invoice as a

separate sheet, if applicable. 10. Work periods and traffic control prices must be itemized, if applicable.

For prompt payment processing, please mail invoices to the following address: State of Connecticut Department of Transportation Bureau of Finance and Administration Attn: Accounts Payable SW1A P.O. Box 317546 Newington, CT 06131-7546 Payments may be delayed if the invoice form is not properly completed in accordance with the instructions noted above. I. Additional Equipment and Services

2. OPTION (expand geographic area and fleet): At its sole discretion, at any time during the contract

duration, including the initial Maintenance, Technical Support and Licensing period, the CTDOT may choose to have the Contractor provide additional equipment quantities and installation and integration services to expand the IMO project to accommodate a larger geographic area and additional vehicle fleets (Phase 3). As

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part of this option, the Contractor may be asked to provide the following on-board equipment for WMT vehicles: on-board weather sensors, equipment sensors, location sensors, cameras, in-vehicle displays, OBUs with data storage, and communications equipment. Project schedule and CTDOT responsibility for the equipment and services provided as part of this option will be separately negotiated and will not subject to the time constraints identified herein, except as specifically identified by mutual agreement.

3. OPTION (enhance or update functionality): At its sole discretion, at any time during the contract duration,

including during the initial Maintenance, Technical Support, and Licensing period, CTDOT may choose to have the Contractor provide additional equipment and services to enhance or update the features and functionality of the IMO system or to add or incorporate additional Road Weather Management technology, weather-responsive traffic management technology, Mobile RWIS technology, DSRC or connected vehicle technology, or other winter maintenance technology into the IMO project. Project schedule and CTDOT responsibility for the equipment, software, and services provided as part of this option will be separately negotiated and will not be subject to the time constraints identified herein, except as specifically identified by mutual agreement.

J. Contract Separately/Additional Savings Opportunities

DAS reserves the right to either seek additional discounts from the Contractor or to contract separately for a single purchase, if in the judgment of DAS, the quantity required is sufficiently large, to enable the State to realize a cost savings, over and above the prices set forth in Exhibit B, whether or not such a savings actually occurs.

K. Mandatory Extension to State Entities

Contractor shall offer and extend the contract (including pricing, terms and conditions) to political sub-Divisions of the State (towns and municipalities), schools, and not-for-profit organizations.

L. P-Card (Purchasing MasterCard Credit Card)

Purchases made by the Client Agency from the Contractor that are less than $1,000 may be made using the State of Connecticut Purchasing Card (MasterCard) in accordance with Memorandum No. 2011-11 issued by the Office of the State Comptroller.

Contractor shall be equipped to receive orders issued by the Client Agency using the MasterCard. The Contractor shall be responsible for the credit card user-handling fee associated with MasterCard purchases. The Contractor shall charge to the MasterCard only upon acceptance of Goods delivered to the Client Agency or the rendering of Services.

The Contractor shall capture and provide to its merchant bank, Level 3 reporting at the line item level for all orders placed by MasterCard.

Questions regarding the state of Connecticut MasterCard Program may be directed to Ms. Kerry DiMatteo, Procurement Card Program Administrator at 860-713-5072.

M. Subcontractors

DAS must approve any and all subcontractors utilized by the Contractor prior to any such subcontractor commencing any work. Contractor acknowledges that any work provided under the Contract to any state entity is work conducted on behalf

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of the State and that the Commissioner of DAS or his/her designee may communicate directly with any subcontractor as the State deems to be necessary or appropriate. Contractor shall be responsible for all payment of fees charged by the subcontractor(s). A performance evaluation of any subcontractor shall be provided promptly by the Contractor to DAS upon request.

Contractor must provide the majority of services described in the specifications. N. Security and/or Property Entrance Policies and Procedures

Contractor shall adhere to established security and/or property entrance policies and procedures for each requesting Client Agency. It is the responsibility of each Contractor to understand and adhere to those policies and procedures prior to any attempt to enter any Client Agency premises for the purpose of carrying out the scope of work described in this Contract.

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Proposal Requirements

1. Contract Period

The State intends that this contract shall be in effect for a period of five (5) years, from date of award. The parties, by mutual agreement, may extend this Contract for additional terms beyond the original term, prior to Termination or expiration, one or more times for a combined total period not to exceed the complete length of the original term, but only in accordance with the section in this Contract concerning Contract Amendments.

2. Quantities and/or Usages

Any quantities set forth in this RFP are estimated quantities and/or usages only and in no way represent a commitment and/or intent to purchase any particular amount. Actual quantities may vary and will be identified on individual purchase orders issued by the requesting entity.

3. Emergency Standby for Goods and/or Services

If any Federal or State official, having authority to do so, declares an emergency or the occurrence of a natural disaster within the State of Connecticut, DAS and the Client Agency may request the Goods and Services on an expedited and prioritized basis. Upon receipt of such a request the Contractor shall make all necessary and appropriate commercially reasonable efforts to reallocate its staffing and other resources in order to give primary preference to Performing this Contract ahead of or prior to fulfilling, in whole or in part, any other contractual obligations that the Contractor may have. The Contractor is not obligated to make those efforts to Perform on an expedited and prioritized basis in accordance with this paragraph if doing so will make the Contractor materially breach any other contractual obligations that the Contractor may have. Contractor shall acknowledge receipt of any request made pursuant to this paragraph within 2 hours from the time that the Contractor receives it via purchase order or through a request to make an expedited or prioritized purchase through the State of Connecticut Purchasing Card (MasterCard) Program (the “P-Card Program”). If the Contractor fails to acknowledge receipt within 2 hours, confirm its obligation to Perform or actually Perform, as set forth in the purchase order or through the P- Card Program, then DAS and the Client Agency may procure the Performance from another source without further notice to Contractor and without creating any right of recourse at law or in equity against DAS or Client Agency.

4. Stability of Proposed Prices

Any price offerings from proposers must be valid for a period of 180 days from the due date of the proposals.

5. Amendment or Cancellation of the RFP

DAS reserves the right to cancel, amend, modify or otherwise change this RFP at any time if it deems it to be in the best interest of the State to do so.

6. Proposal Modifications

No additions or changes to any proposal will be allowed after the proposal due date, unless such modification is specifically requested by DAS. DAS, at its option, may seek proposer retraction and/or clarification of any discrepancy or contradiction found during its review of proposals.

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7. Proposer Presentation of Supporting Evidence

Proposers must be prepared to provide any evidence of experience, performance, ability, and/or financial surety that DAS deems to be necessary or appropriate to fully establish the performance capabilities represented in their proposals.

8. Proposer Demonstration of Proposed Services and or Products

At the discretion of DAS, proposers must be able to confirm their ability to provide all proposed services. Any required confirmation must be provided at a site approved by DAS and without cost to the State.

9. Erroneous Awards

DAS reserves the right to correct inaccurate awards.

10. Proposal Expenses

Proposers are responsible for all costs and expenses incurred in the preparation of proposals and for any subsequent work on the proposal that is required by DAS.

11. Ownership of Proposals

All proposals shall become the sole property of the State and will not be returned.

12. Ownership of Subsequent Products

Any product, whether acceptable or unacceptable, developed under a contract awarded as a result of this RFP shall be the sole property of the State unless otherwise stated in the contract.

13. Oral Agreement or Arrangements

Any alleged oral agreements or arrangements made by proposers with any State agency or employee will be disregarded in any State proposal evaluation or associated award.

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Selection Criteria

A selection committee will review and score all proposals. The following information, in addition to the requirements, terms and conditions identified throughout this RFP Document, will be considered as part of the Selection process and are listed in order of relative importance.

DAS may award by individual item, group of items, or the entirety of all items. DAS may also reject any and all RFPs in whole or in part, and waive minor irregularities and omissions if the best interest of the state will be served. Proposers shall address the Submittal requirements below by labeling its response with the corresponding number/letter to enable identification.

I. Technical Compliance/Quality

The Proposer shall demonstrate that its proposal offers a comprehensive IMO solution that, at a minimum, is consistent with the State’s functional requirements and operational goals and objectives. The Proposer’s proposed system architecture and configuration is reasonable for the intended application as follows:

a. AVL System Quality

The Proposer has clearly identified its AVL system offering, and described it in sufficient detail to allow the State to evaluate its appearance and ease of use. The AVL system meets the functional objectives of the IMO project and complies with the requirements of the technical specifications. The Proposer has identified any reliance on third party applications or vendors. The Proposer has provided sufficient information on its typical software licensing agreement to allow the State to evaluate any limitations, restrictions, and/or exceptions.

b. IMO Equipment Quality

The Proposer has provided detailed information on its proposed on-board equipment, including: OBUs with Data Storage, on-board weather sensors, equipment sensors, cameras, location sensors (GPS), and communications equipment; to allow the State to properly assess the equipment’s compliance with technical requirements and equipment quality. Proposed equipment is properly rated for the temperatures and vibration typical in a winter maintenance vehicle environment.

c. MDSS System Quality

The Proposer has clearly identified its MDSS system offering, and described it in detail to allow the State to evaluate its appearance and ease of use. The MDSS system meets the functional objectives of the IMO project and complies with the requirements of the technical specifications. Technical compliance matrices have been provided to assist the Proposer in demonstrating how its proposed solution meets system requirements. The Proposer has identified any reliance on third party applications or vendors. The Proposer has provided sufficient information on its typical software licensing agreement to allow the State to evaluate any limitations, restrictions, and/or exceptions.

d. Work Plan and Schedule

The Proposer has submitted a detailed work plan and schedule that describes exactly how the project work will be completed prior to the required project completion dates. The proposed work plan should be aggressive, but achievable, for proper system implementation. The Proposer has clearly and comprehensively identified project tasking and sequential dependencies; the Proposer has allocated

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sufficient level of resources to accomplish the work in the time proposed; the Proposer has factored in sufficient time for State reviews and approvals; and the Proposer has allocated sufficient time and resources for system testing and training.

II. Qualification/Experience

1. The Proposer has demonstrated that it has past experience carrying out work of similar size and scope

and is qualified to undertake this effort as follows: a. AVL/GPS Experience - The Proposer has demonstrated that it has completed similar AVL work for

public agencies, including other Departments of Transportation with large vehicle fleets. Work is similar if the functions, responsibilities, and control exercised by the Proposer were essentially the same as required under this RFP. The Proposer adequately describes how past work is similar in terms of scope, size, and overall project cost. Past work was satisfactorily completed on time and within budget.

b. MDSS Experience - The Proposer has demonstrated that it has completed similar MDSS work for

public agencies, including other Departments of Transportation with large vehicle fleets. Work is similar if the functions, responsibilities, and control exercised by the Proposer were essentially the same as required under this RFP. The Proposer adequately describes how past work is similar in terms of scope, size, and overall project cost. Past work was satisfactorily completed on time and within budget.

c. Installation Experience – The Proposer has demonstrated that the staff providing installation

services for the WMT fleet has completed similar installation work for other large vehicle fleets. Work is similar if the functions, responsibilities, and control exercised by the Proposer were essentially the same as required under this RFP. The Proposer adequately describes how past work is similar in terms of scope, size, and overall project cost. Past work was satisfactorily completed on time and within budget.

III. Cost/Price

1. Proposals will only be evaluated for those Proposers whose technical submittal has been deemed to be

complete and acceptable by the State. Price Proposals will be evaluated following completion of technical evaluations to avoid having prices unduly influence the evaluation process. All price information should be included in Exhibit B. No price information should be included as part of its technical submission. Price proposals will be evaluated for reasonableness, realism, and completeness. An editable price proposal template will be provided to the Proposers to assist in this submittal. a. Implementation Costs – The Proposer has provided detailed price information for its implementation

services, including detailed price breakdowns for equipment installation, configuration, integration, and testing. Spare parts information for each item has also been included.

4. Support Maintenance Costs - The Proposer has provided ongoing annual technical support costs for the

mandatory technical support period following Final Acceptance of the system by the State. Proposed labor rates and escalation rates are reasonable.

IV. Personnel

1. The State will consider the experience and expertise of the key project staff proposed by the Proposer to

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accomplish project work. The Proposer demonstrates that key personnel have successfully completed similar projects and possess the education, experience, qualifications, certifications, and skills required to carry out all of the services described herein, as follows:

a. Management Staff – The Proposer has provided sufficient information to demonstrate that the

management staff has past experience managing projects of this size and scope and has successfully completed similar projects under similar time constraints.

b. Technical Staff - The Proposer has provided sufficient information to demonstrate that the proposed

technical staff has past experience in implementing IMO applications. c. Installation Staff - The Proposer has provided sufficient information to demonstrate that the proposed

staff has the requisite experience to perform this work, especially with regards to vehicle equipment installation, etc.

V. Interviews/Demonstrations

1. Only the three (3) highest scoring Proposers will be instructed to attend an interview/demonstration

where they will be evaluated on how well they address the State’s questions and concerns during the interview, the level of professionalism and project insight demonstrated during both the interview and the demonstration, and the appearance and functionality of their proposed IMO solution demonstrations.

VI. References

1. The State will consider references for work performed in other states as part of its evaluation process.

The Proposer has provided sufficient references to meet the Contractor Qualifications identified in this RFP. References provided for all recent projects provide a positive assessment of the Proposer’s performance. The Proposer’s past performance on similar contracts was satisfactory or better. In order to be considered satisfactory, the Proposer must have completed work on time and within budget.

VII. Business History

1. The State will consider the business history of the Proposer as part of its evaluation process. The

Proposer has provided sufficient financial information to demonstrate that the Proposer is financially stable and capable of undertaking this work. The Proposer does not have a history of claims made against it. The Proposer does not have a history with the State of failing to deliver projects on time and within budget.

a. Prime Contractor – The Prime Contractor has demonstrated a stable business history and has a proven

track record of successful project delivery. b. Sub-Contractors - The Sub Contractor(s), if any, have demonstrated stable business histories and have

a proven track record of successful project delivery.

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Submittal Requirements

The following required documents and responses shall be included in the order given below:

I. Technical Compliance/Quality

1. Attachment 2 – Technical Compliance Matrices

The Proposer must submit Attachment 2 – Technical Compliance Matrices with their proposal. The Proposer shall complete the Technical Compliance Matrices, addressing each requirement and describing exactly how it will comply with each requirement. Proposals must explicitly demonstrate deviations and areas of non-compliance with the requirements in the Technical Compliance Matrices. It is emphasized that the Technical Compliance Matrices must demonstrate how the system is compliant, not just state compliance. Failure to demonstrate compliance will be reflected in the evaluation of the proposal.

2. Technical Proposal Format

Proposers shall submit Technical Proposals organized as presented below. Accuracy and completeness are essential. Technical Proposals must address all of the requirements of this RFP and provide a complete and concise description of how the Proposer will perform the required project work. Technical Proposals may be typewritten in English in minimum 12-point font with all pages clearly numbered. Proposers must provide all requested information in as concise a manner as possible. Any marketing/brochure-type information should be provided separately from your Technical Proposal response answers.

a. A brief overview of the proposed IMO solution summarizing proposed system operation and

processes. b. A description of all proposed system software and websites. Screenshots and descriptions must be

sufficient to provide the State with the “look and feel” of the proposed software/websites. Proposers shall identify any additional third party software licenses that it will utilize. Proposers shall clearly describe system modules, features, and functionality. Additionally, Proposers shall clearly differentiate between their base offering and any additional add-on modules. Proposers shall also clearly identify and explain any restrictions, limitations, or exceptions to its ability to provide software licenses. Do not include any pricing information as part of the Technical Proposal. A sample copy of the Proposers’ typical software licensing agreement(s), with all pricing information removed, must be included and identified as “Appendix A - Sample Software Licensing Agreement” to the Technical Proposal.

c. Specification of all required IMO Equipment. Specific makes and models of each equipment item must be provided by the Proposer. Detailed product datasheets shall be provided as “Appendix B – Product Datasheets”. Where the product datasheet is insufficient to demonstrate compliance with technical specifications, the Proposer shall provide additional description and information. At a minimum, product datasheets shall be provided for the following: 1. OBU with data storage 2. In-vehicle display 3. Cellular modem 4. Antennas 5. Camera 6. Weather sensors

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d. A description of the proposed system architecture and configuration. The Proposer shall include

diagrams of how the vehicle IMO equipment must be connected and how it will communicate with Contractor-hosted central systems. The Proposer shall describe how on-board equipment will be installed for each of the proposed vehicle types.

e. A narrative of how the proposed system meets the functional requirements as specified herein.

Proposers shall indicate whenever possible, not just whether they comply, but how they comply. Vague, incomplete, or blanket statements of system compliance will be reflected in the evaluation of the proposal. Proposers shall also clearly identify areas of either conditional compliance or non-compliance. Failure by the Proposer to identify areas of non-compliance or exceptions to any of the specification requirements will be interpreted by the Department as a statement affirming compliance with said specifications compliance.

f. A description of proposed maintenance and technical support capabilities and activities. Proposers

shall include information regarding: on-site and remote support capabilities and response times, proposed approach for handling software updates and patches, preventive maintenance procedures, response times for equipment maintenance, and ongoing training activities.

g. Proposers shall provide a work plan and preliminary schedule for accomplishing the work proposed as

“Appendix C – Work Plan and Preliminary Schedule”. Proposers shall include a clear, concise narrative incorporating Gantt charts or equivalent tables that document work plan responsibilities, the duration of each task, proposed implementation milestones, and sufficient time for the State reviews, approvals, and testing. Proposers shall develop a relative timetable based on a Notice to Proceed (NTP). Proposers will be held to their proposed schedule in any contract that is subsequently executed.

II. Qualification/Experience

1. Proposer’s Background

Proposers shall provide background information on the Proposer’s principal business(es), areas of practice, company size and structure, firm ownership, etc. Proposers shall also identify any subcontractors, vendors, or third party participants as part of their proposed project team and provide similar background information for them.

2. Proposer’s Qualifications/Experience Proposers shall describe project qualifications and experience relevant to the functional requirements described in this RFP and accompanying technical specifications. Relevant qualifications and experience should include the project client, project scope, project budget, and timeframe over which services were provided to specific clients. In particular, Proposers should highlight project experience working with the State and/or other public agencies. The Proposer shall provide a listing of all clients to whom it has provided similar services in the past five (5) years.

3. Project Management Processes

Proposers shall provide a description of their proposed Project Management processes. Proposers shall describe their typical procedures to ensure timely and accurate communication of information, as well as control measures to be implemented to ensure project completion on time and under budget. Proposers shall also identify any expected requirements for, or dependencies on, third parties or State personnel or resources.

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4. Quality Control/Assurance Plan Proposers shall provide a description of the proposed Quality Control/Quality Assurance Plan that will be used for this project.

5. System Design Templates and Testing

Proposers shall provide a description of proposed system design templates and testing that will be used for this project. Proposers shall describe their recommended approach for receiving the State approval of design templates and ensuring that the system is configured and implemented in accordance with the State operational needs. Proposers shall provide sample test reports.

6. System Training

Proposers shall provide a description of proposed system training that will be used for this project. Proposers shall provide sample training materials and demonstrate their familiarity with training best practices.

7. System Documentation

Proposers shall provide a description of proposed system documentation for this project. Proposers shall describe their documentation process and provide samples of user documentation.

8. Implementation Challenges

Proposers shall provide a concise summary of their understanding of the major issues facing the State in implementing the Scope of Services defined in this RFP. Proposers shall highlight particular difficulties that may be faced in implementing the work and management or operational decisions that will need to be made during the contract. In particular, the Proposer should identify areas of potential risk and its proposed strategies for mitigating risk to the project.

III. Cost/Price

1. Exhibit B: Proposers shall submit a Price Proposal (Exhibit B). Proposers shall provide complete cost information for all requested items, including all specified options.

2. Additional Cost Information:

Proposers shall add detailed notes describing all price assumptions for materials, labor, and specialized equipment rentals. Additional pricing information, such as pricing for unsolicited value-added options and information on unit economies of scale shall be submitted as “Appendix D – Additional Cost Information”.

IV. Personnel

1. Key Project Staff Organizational Chart Proposers shall include an organizational chart clearly showing project roles and responsibilities.

2. Key Project Staff Qualifications

Proposers shall provide information on the key project staff proposed for this work. Proposed staff must be able to pass background checks in order to meet the State security clearance requirements. Proposers shall identify the primary contact person for this project, and include his/her name, title, telephone number, and email address. Biographies, resumes and qualifications for each staff member; including experience, education, certifications, and relevant credentialing shall be submitted as “Appendix E- Key Project Staff”.

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V. Interview/Demonstrations

1. Only the three (3) highest scoring Proposers will be instructed to attend an interview/demonstration where they will be evaluated on how well they address the State’s questions and concerns during the interview, the level of professionalism and project insight demonstrated during both the interview and the demonstration, and the appearance and functionality of their proposed IMO solution demonstrations.

VI. References

1. Proposers shall provide a minimum of three (3) references for similar projects completed in other states, required to demonstrate compliance with the required Contractor Qualifications identified in this RFP document in “Additional Terms and Conditions” paragraph four. Proposers shall indicate the state where the work was performed, state employee contact person; state employee contact person’s title, address, telephone number, email address, and the role of the state employee contact person in the referenced work. References from entities other than state employees, i.e. Contractors, Consultants, will not be used for evaluation. References must also clearly identify the type of work performed, the contractor and/or sub-contractors who performed the work, the size and cost of the work, and specific personnel who worked on the project.

VII. Business History

1. Proposers shall separately submit financial information for the prime contractor, including audited annual income statements for the last two (2) years available as “Appendix F – Firm Financial Information. This information will only be reviewed by the voting evaluation committee members.

Attachment 1 Sample Contract

This RFP is not a contract and, alone, shall not be interpreted as such. Rather, this RFP only serves as the instrument through which proposals are solicited. The State will pursue negotiations with the proposer whose proposal scores highest. If, for whatever reason, DAS and the initial proposer fail to reach consensus on the issues relative to a contract, then DAS may commence contract negotiations with other proposers. DAS may decide at any time to suspend the current RFP process and start the RFP process again.

Attachment 1 to this RFP is a draft contract and it is included in this RFP for informational purposes only in order to show some contract provisions that the State of Connecticut requires. It is not intended to, and will not, be the specific contract that the State and the successful vendor(s) will sign. After DAS selects a vendor, DAS will deliver a draft contract to the vendor for consideration and negotiation.