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RFP Shell

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  • 1. REQUEST FOR PROPOSAL (RFP) For Highway Structures Information System Maintenance RFP # 262606 Issued by: STATE OF WISCONSIN DEPARTMENT OF TRANSPORTATION Division of Transportation System Development Bureau of Structures Proposals must be submitted no later than 2:00 PM August 2, 2007 Important: See building security access restrictions in section 2.3 LATE PROPOSALS WILL BE REJECTED There will not be a public opening for this RFP For further information regarding this RFP contact Steve Martinelli at (608) 267-4480 E-mail: steve.martinelli@dot.state.wi.us
  • 2. TABLE OF CONTENTS 1.0 GENERAL INFORMATION 1.1 Introduction 1.2 Definitions 1.3 Scope 1.4 Clarification and/or revisions of this RFP 1.5 Reasonable accommodations 1.6 Calendar of events 1.7 Contract term and funding 1.8 Certification for collection of sales and use tax 1.9 VendorNet registration 2.0 PREPARING AND SUBMITTING A PROPOSAL 2.1 General instructions 2.2 Incurring costs 2.3 Submitting the proposal 2.4 Proposal organization and format 2.5 Multiple proposals 2.6 Withdrawal of proposals 3.0 PROPOSAL SELECTION AND AWARD PROCESS 3.1 Evaluation committee 3.2 Preliminary evaluation 3.3 Right to reject proposals 3.4 Proposal scoring 3.5 Evaluation criteria 3.6 Interviews/presentations 3.7 Final evaluation 3.8 Award and final offers 3.9 Notification of intent to award 3.10 Appeals process 3.11 Negotiate contract terms 4.0 PROPOSER INFORMATION 4.1 Qualifications 4.2 Proposer references 5.0 PROPOSER RESPONSE TO SKILL REQUIREMENTS 6.0 COST PROPOSAL 6.1 General instructions for the cost proposal and how it will be scored 6.2 Format for submitting cost proposal 6.3 Fixed price period 6.4 Inflationary adjustment 7.0 REQUIRED FORMS 7.1 Found in front section that precedes the Request for Proposal document: 7.2 Found in the back section of the Request for Proposal document: Attachment A - Proposer Information Sheet Attachment B - References Sheet Attachment C - WisDOT MBE Program Awareness, Compliance & Action Plan Attachment D - Proposer Checklist Attachment E - Cost Proposal Form
  • 3. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 4 of 30 1.0 GENERAL INFORMATION 1.1 Introduction The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for a project manager/systems architect to administer and maintain the Highway Structures Information System (HSI). The scope of the project is significant from a technical expertise standpoint, requiring detailed knowledge of the HSI data structure, architecture, and code. The State as represented by its Wisconsin Department of Transportation (WisDOT) intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed contractor. The contract administrator will be named after contract award. The WisDOT Purchasing Unit is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Steve Martinelli, Purchasing, (608) 267-4480 or e-mail: steve.martinelli@dot.state.wi.us. Contact with anyone else involved with this process without the prior authorization of WisDOT Purchasing may result in the disqualification of your proposal. 1.2 Definitions The following definitions are used throughout the RFP: Agency means the Wisconsin Department of Transportation Contractor means proposer awarded the contract Department means the Wisconsin Department of Transportation DOT or WisDOT means the Wisconsin Department of Transportation HSI means Highway Systems Information system MBE means Wisconsin-certified Minority Business Enterprise Proposer/Vendor means a company or individual submitting a proposal in response to this RFP State means the State of Wisconsin 1.3 Scope 1.3.1 Project Description Project Deliverables: • There are many areas in HSI where Districts are still internally coded. This coding needs to be changed to reflect the new Regional layout of WisDOT. • Recently the Oracle database was updated to higher levels of precision when collecting inventory data (length, area, etc.). The code validators need to be updated so we can enter the more precise data into the database. • The load capacity appraisal used in the NBI file needs to be automated. • The ability to track structure costs has been built into the Oracle database. The next step is to program an interface to be able to use this functionality. Many features on the Select tab need to be updated and/or replaced. Need to develop an interface to add inspector information (address, email, telephone #, etc.) • Addition of many data validators on the interface screens to improve data quality.
  • 4. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 5 of 30 • Upgrades to the Offline Inspection module (element definitions being lost). • Code in ability to select Program Manager on the Inspection Report. • Ability for inspectors and program managers to digitally sign inspection reports. • Ability to save Collections as a custom View for users. • Code in ability to check-in “checked-out” inspections that have passed the 20-day window. • Upgrades to the inventory data request function. There are currently some errors associated with it. • Development of a bridge management system for a bridge preventative maintenance system. • Interface for structural rating calculations. • Upgrade to Inspection type flags. Currently, you cannot turn off flag if bridge no longer needs special inspection. • Enhancements to the security of the site. • Ability to store bridge photos and a tab for viewing the photos. • Improvements to the mapping ability to allow regions to print detailed maps of multiple labeled bridges • Miscellaneous upgrades (labels, wording of errors, speed upgrades, etc.) • It is anticipated that the Recording and Coding Guide will be changed shortly (within the next year). Any changes that result from this would have to be incorporated into HSI. • Test and reconfigure HSI application as changes in DOT infrastructure occur. • Provide HSI interface archetircure for LRFR rating project including county and local bridges. 1.3.2 Objectives/Needs Up to date information is vital to the program oversight, management and stewardship for the State and the FHWA. It is also important that the FHWA have current data because a) based on the data collected, funds are distributed for the HBRRP program, 23 USC 133, b) reports are made to Congress, and c) decisions are made by the FHWA regarding the bridge program. WisDOT has a centralized database for bridge inspection data, the Highway Structure Information System (HSI). This system is used to develop the National Bridge Inventory (NBI) file, which is required by the Federal Highway Administration (FHWA). This file contains both inventory and inspection information on each bridge in the State. 1.3.3 Current Operations (history & background)
  • 5. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 6 of 30 The FHWA bridge inspection program regulations were developed as a result of the Federal-Aid Highway Act of 1968 (sec. 26, Public Law 90-495, 82 Stat. 815, at 829) that required the Secretary of Transportation to establish national bridge inspection standards (NBIS). The primary purpose of the NBIS is to locate and evaluate existing bridge deficiencies to ensure the safety of the traveling public. The 1968 Federal-Aid Highway Act directed the States to maintain an inventory of Federal-aid highway system bridges. The Federal-Aid Highway Act of 1970 (sec. 204, Public Law 91-605, 84 Stat. 1713, at 1741) limited the NBIS to bridges on the Federal-aid highway system. After the Surface Transportation Assistance Act of 1978 (STAA) (sec. 124, Public Law 95-599, 92 Stat. 2689, at 2702) was passed, NBIS requirements were extended to bridges greater than 20 feet on all public roads. The Surface Transportation and Uniform Relocation Assistance Act of 1987 (STURRA) (sec.125, Public Law 100-17, 101 Stat. 132, at 166) expanded bridge inspection programs to include special inspection procedures for fracture critical members and underwater inspection. The above Acts require that all bridges on public roads be inspected at regular intervals, not to exceed 24 months. Thus, the WisDOT Bridge Inspection Program is federally mandated and has been in effect since 1971. Also Wisconsin Law requires the department to conduct an inspection and inventory of all highway bridges on the highways in this state per Wisconsin State Statute 84.17 (2) 1.4 Clarification and/or revisions of this RFP. Proposers are expected to raise any questions, noted errors, discrepancies, ambiguities, exceptions, additions or deficiencies they have concerning this proposal in writing via e-mail by July 23, 2007, to: Steve Martinelli, Purchasing WI Dept. of Transportation E-mail: steve.martinelli@dot.state.wi.us If a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this proposal after the above date, they shall immediately notify the above named individual of such error and request modification or clarification of the proposal document before the proposal opening date. If the proposer fails to notify the WisDOT prior to the proposal due date of any condition stated above that reasonably should have been known to the proposer, and if a contract is awarded to that proposer, the proposer shall not be entitled to additional compensation or time by reason of the error or its correction. Revisions to this request for proposal will be made only by an official written amendment issued by Purchasing. Proposers may attach additional relevant information to their proposal response. 1.5 Reasonable accommodations WisDOT will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at a bid opening/proposer conference, contact Steve Martinelli, Purchasing, at
  • 6. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 7 of 30 steve.martinelli@dot.state.wi.us or (608) 267-4480 (voice) or Wisconsin Telecommunications Relay System (TTY) at 1-800-947-3529. 1.6 Calendar of events Listed below are specific and estimated dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed by WisDOT. In the event that WisDOT finds it necessary to change any of the specific dates and times, it will do so by issuing amendments to this RFP. There may or may not be a formal notification issued for changes of the estimated dates and times. DATE EVENT July 16, 2007 RFP issuance date July 23, 2007 Last day for submitting written questions July 26, 2007 Mail and post amendments to proposers, which include answers to questions, supplements and/or revisions to the RFP August 2, 2007 Proposals due on or before 2:00 p.m. August 16, 2007 Interviews/presentations (estimated date, if needed) August 17, 2007 Notification of intent to award sent to proposers (estimated) August 24, 2007 Contract award (estimated) August 31, 2007 Contract start date (estimated) 1.7 Contract term and funding The contract shall be effective on the date indicated on the purchase order or contract and shall continue for three year(s) from that date. By mutual agreement of the agency and the contractor, the contract may be renewed up to two additional one-year periods. Funding for this contract (maximum amount) is $150,000 per year 1.8 Certification for collection of sales and use tax The State of Wisconsin shall not enter into a contract with a vendor, and reserves the right to cancel any existing contract, if the vendor or contractor has not met or complied with the requirements of s.77.66, Wis. Stats., and related statutes regarding certification for collection of sales and use tax. 1.9 VendorNet registration The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state. Vendors may use the same Web site address for inclusion on the bidders list for goods and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an e-mail message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $25,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $25,000 or less. Vendors also may receive e-mail notices of these simplified bid opportunities. If questions exist about VendorNet, call the VendorNet Information Center at 1-800-482-7813 or, for Madison area organizations, call 264-7898. Also, register for WisDOT’s vendor database by accessing our Purchasing web site: http://www.dot.wisconsin.gov/business/purchase/index.htm or by contacting via e-mail at tipscorrespondence.dbm@dot.state.wi.us or via telephone at 608-267-7723. 2.0 PREPARING AND SUBMITTING A PROPOSAL
  • 7. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 8 of 30 2.1 General instructions The evaluation and selection of a contractor will be based on the information submitted in the proposal plus references and any required on-site visits, interviews/presentations or demonstrations. Proposers should respond clearly and completely to all requirements. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal. Elaborate proposals (e.g. expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired. 2.2 Incurring costs The State of Wisconsin is not liable for any cost incurred by proposers in replying to this RFP. 2.3 Submitting the proposal Proposers must submit, in a sealed package, One Original (identify) PLUS 7 copies of all materials required for acceptance of their proposal on or before 2:00 p.m., August 2, 2007 to: U.S. Mail: UPS, Fed Ex, Airborne, etc.: Purchasing Purchasing WI Department of Transportation WI Department of Transportation 4802 Sheboygan Ave., Room 751 4802 Sheboygan Ave., Room 751 PO Box 7396 Madison, WI 53705 Madison, WI 53707-7396 A proposer can hand deliver their proposal package on or before the date and time listed above. Because of increased building security, access to the WisDOT Purchasing Office is restricted and may cause delay if hand delivering your proposal. Allow ample time for security clearance to room 751. All proposals must be time-stamped by the WisDOT Purchasing Office by the stated time. Proposals not so stamped will not be accepted. Receipt of the proposal by the State mail system does not constitute receipt of the proposal by the WisDOT Purchasing Office. WisDOT does not accept facsimile machine or e-mail submitted proposals. All proposals must be packaged, sealed, and show the following information on the outside of the package: -- Proposer's Name and Address -- Request for Proposal Title -- Request for Proposal Number -- Proposal Due Date COST PROPOSAL: Submit Original plus one (1) copy (Attachment E below). Seal in an envelope and submit within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the name of proposer. 2.4 Proposal organization and format Proposal should be typed and submitted on 8.5 by 11 inch paper and bound securely. Proposers responding to this RFP must comply with the following format requirements: (a) Tab 1 - COVER LETTER, RFP SIGNATURE PAGES, DESIGNATION OF CONFIDENTIAL & PROPRIETARY INFORMATION FORM, and PROPOSER INFORMATION SHEET: Include here any cover letter, the RFP signature pages 1 & 2, any addendum/amendment signature pages, the designation of confidential & proprietary information form found in the front section of the RFP; and completed Attachment A--Proposer Information Sheet found at the end of this RFP. The Vendor Agreement form is not required; inclusion is the proposer’s decision.
  • 8. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 9 of 30 Proposals submitted in response to this RFP must be signed by the person in the proposer's organization who is responsible for the proposal submittal, including prices. Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any addendums/amendments thereof. (b) Tab 2 - RESPONSE TO PROPOSER INFORMATION REQUIREMENTS: Responses to the proposer information requirements must be in the same sequence and numbered as they appear in this RFP. Include here completed Attachment B--References Sheet found at the end of this RFP. (c) Tab 3 - RESPONSE TO PROPOSER SOLUTIONS TO CONTRACT REQUIREMENTS: Responses to the desired and value-added capabilities and solutions section must be in the same sequence and numbered as they appear in this RFP. (d) Tab 4 - WISDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARNESS, COMPLIANCE & ACTION PLAN: Proposers must detail their action plan for potential MBE subcontracts and/or MBE second-tier agreements. Include here completed Attachment C found at the end of this RFP. (e) Tab 5 - PROPOSER CHECKLIST: Include here completed Attachment D found at the end of this RFP. (f) Separate Envelope - COST PROPOSAL--BID SHEET – page 8 of the RFP response forms: Provide cost information as detailed in section 6.0 in this RFP. All costs, as requested, for furnishing the service must be included in this proposal. No mention of the cost proposal may be made in the response to the general, technical, performance, or support requirements of this RFP. 2.5 Multiple proposals Multiple proposals from a proposer will be permissible, however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. 2.6 Withdrawal of proposals Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal, in writing, at any time up to the proposal due date and time or upon expiration of 180 days after the due date and time. The written withdrawal notice must be received by the Purchasing Agent or Purchasing Supervisor managing this RFP process. The notice must be signed by an authorized representative of the proposer. If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal due date and time. 3.0 PROPOSAL SELECTION AND AWARD PROCESS 3.1 Evaluation committee WisDOT's evaluation committee will consist of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at the WisDOT's request. 3.2 Preliminary evaluation The proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in the proposal being rejected. In the event that all proposers do not
  • 9. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 10 of 30 meet one or more of the mandatory requirements, WisDOT reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP. 3.3 Right to reject proposals The agency reserves the right to reject any and all proposals. 3.4 Proposal scoring Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. Proposals from state-certified Minority Business Enterprises (MBE) may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses. The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received. 3.5 Evaluation criteria The proposals will be scored using the following criteria: Description Points A. Proposer Information (section 4.0) 100 4.1 Qualifications 50 4.2 Proposer references 50 B. Proposer Response to Skill Requirements (section 5.0) 700 5.1 HSI experience 200 5.2 NBI familiarity 100 5.3 Knowledge of WisDOT IT systems & apps 150 5.4 Knowledge of highway transportation programs 100 5.5 Analytical/problem solving skills 50 5.6 Java, JavaScript, etc. experience 50 5.7 Object experience 50 C. Cost (section 6.0) 200 TOTAL 1000 3.6 Interviews/presentations and/or site visits Top-scoring proposers, based on the evaluation of the written proposal, may be required to have interviews/ presentations to support and clarify their proposals, if requested by the State. The State will make every reasonable attempt to schedule each interview/presentation at a time and location that is agreeable to the proposer. Failure of a proposer to complete a scheduled interview/presentation to the State may result in rejection of that proposer's proposal. 3.7 Final evaluation Upon completion of any interviews/presentations and demonstrations by proposers, the WisDOT's evaluation team will review their evaluations and make adjustments to the requirements scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information. 3.8 Award and final offers
  • 10. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 11 of 30 Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer. Alternatively, the highest proposer or proposers may be requested to submit best and final offers. If WisDOT requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring proposer if contract negotiations are successfully concluded. However, a proposer should not expect that the WisDOT will request a best and final offer. 3.9 Notification of intent to award All proposers who respond to this RFP will be notified in writing of WisDOT's intent to award the contract(s) as a result of this RFP. After notification of the intent to award is made, and under the supervision of agency staff, copies of proposals will be available for public inspection from 7:30 a.m. to 4:00 p.m., in the WisDOT Purchasing Section, Room 751, 4802 Sheboygan Avenue, Madison, Wisconsin. Proposers should make appointments to ensure that space and time are available for the review. Contact the Purchasing Agent managing this RFP process. 3.10 Appeals process The appeals process applies only to those requests for proposal for services that result in a contract greater than $25,000. Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and should identify Wisconsin Statutes and Wisconsin Administrative Code provisions that are alleged to have been violated. The written notice of intent to protest the intent to award a contract must be filed with Frank J. Busalacchi, Secretary, Wisconsin Dept. of Transportation, 4802 Sheboygan Avenue, PO Box 7910, Madison, WI 53707, phone number 608-266-1114, facsimile number 608-266-9912, and received in his office no later than five (5) working days after the notice of intent to award is issued. The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued. The decision of the head of the procuring agency may be appealed to the Secretary of the Wisconsin Dept. of Administration within five (5) working days of issuance, with a copy of such appeal filed with the procuring agency. The appeal must allege a violation of a Wisconsin Statute or a provision of the Wisconsin Administrative Code. 3.11 Negotiate contract terms. The agency reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the agency may negotiate a contract with the next highest scoring proposer. 4.0 PROPOSER INFORMATION Submit response under Tab 2 of proposal--see section 2.4 above for proposal submittal format. 4.1 Qualifications Identify the person assigned to fulfill the contract requirements. Detail who would be contract manager(s), etc. Provide resumes describing the educational and work experiences for the person who would be assigned to the WisDOT project. 4.2 Proposer references
  • 11. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 12 of 30 Proposer must include in their proposal a list of organizations and/or clients (but no more than three) with whom the proposer has done business in the last three years similar to that required by this solicitation. Include points of contact (person’s name, company name, address, and telephone number) and a brief description of the project or assignment that was the basis for the business relationship. If contacted, all references must verify that a high level of satisfaction was provided. The procuring agency will determine which, if any, references to contact and/or to visit to assess the quality of work performed, the personnel assigned to the project, and/or see the product in use. The proposer will not be present during any reference check site visits. The results of any reference checks will be provided to evaluation committee and used when scoring the written proposal. Attachment B--References Sheet will be considered your response to this section. Attach extra sheets if necessary. The WisDOT may also utilize other sources of information about the product(s) and/or service(s) provided by the proposer. 5.0 PROPOSER RESPONSE TO SKILL REQUIREMENTS The Proposer must describe his/her skills in the following areas. Submit response under Tab 3 of proposal--see section 2.4 above for proposal submittal format. 5.1 Experience with the State of Wisconsin Highway Structures Information system. 5.2 Familiarity with the National Bridge Inventory File (NBI). 5.3 Familiarity and knowledge of IT systems and applications as they relate to WisDOT electronic records. 5.4 Familiarity and knowledge of highway transportation programs specifically bridge program and bridge inspections. 5.5 Analytical/problem solving skills 5.6 Experience working with Java, JavaScript, WASD and Java Servlet. 5.7 Experience with Complex Object Orient System Architecture, Oracle, SQL and database design. 5.2 6.0 COST PROPOSAL 6.1 General instructions for the cost proposal and how it will be scored
  • 12. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 13 of 30 The cost proposal must be submitted in a separate envelope within the written proposal package. All prices must be quoted in U.S. Dollars. The cost proposal will be scored by the using a standard quantitative calculation where the most points will be awarded to the proposal with the lowest cost. Various costing methodologies are available to analyze the cost information submitted to determine the lowest costs to the department. The department will select one method and use it consistently throughout its analysis. The cost methodology will be available, by request from the Purchasing Agent, at the time that the proposals are due. The Purchasing Agent will score the cost proposals by prorating with the lowest cost proposal given the highest score. The formula is as follows: Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This number is then multiplied by the number of points given to the cost section of the RFP, resulting in the cost proposal score. Lowest Proposed Cost (constant) X Maximum evaluation points given to cost = Score Other Proposer's Cost (varies according to proposal being scored) 6.2 Format for submitting cost proposal. Use BID SHEET – page 8 of the RFP response forms. Submit one original plus one copy. Cost must be an hourly rate for services performed. (1) WisDOT will NOT pay hourly labor rate for consultant travel time. 6.3 Fixed price period All prices, costs, and conditions outlined in the proposal shall remain fixed and valid for acceptance for ninety (90) days starting on the due date for proposals. The awarded contractor must hold the accepted prices and/or costs for the entire contract period. Any adjustment to prices and/or costs at the beginning of a contract renewal period will be negotiated between WisDOT and the Contractor. 7.0 REQUIRED FORMS The following forms must be completed and submitted with the proposal in accordance with the instructions given in Section 2.4. Blank forms are attached. Failure to submit all forms may result in rejection of your proposal. 7.1 Found in front section that precedes the Request for Proposal document: 7.1.1 Request for Proposal Signature Page 7.1.2 Designation of Confidential and Proprietary Information Page
  • 13. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 14 of 30 Submit these forms under Tab 1; see section 2.4 above. 7.2 Found in the back section of the Request for Proposal document: 7.2.1 Proposer Information Sheet--Attachment A. Submit under Tab 1; see section 2.4 above. 7.2.2 References Sheet--Attachment B. Submit under Tab 2; see sections 2.4 and 4.3 above. 7.2.3 WisDOT MBE Program Awareness, Compliance & Action Plan--Attachment C. Submit under Tab 4; see section 2.4 above. 7.2.4 Proposer Checklist--Attachment D. Submit under Tab 5; see section 2.4 above. 7.2.5 Cost Proposal--BID SHEET – page 8 of the RFP response forms. Submit in separate sealed envelope within proposal package.
  • 14. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 15 of 30 STATE OF WISCONSIN DOA-3477 (R05/98) ATTACHMENT A PROPOSER INFORMATION--Submit this completed form under Tab 1 of proposal; see section 2.4 1. PROPOSING COMPANY NAME FEIN (Federal Employer ID Number) OR SOCIAL SECURITY NUMBER (if sole proprietorship) Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Address City State Zip + 4 2. Name the person to contact for questions concerning this proposal. Name Title Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Address City State Zip + 4 3. Any vendor awarded over $25,000 on this contract must submit affirmative action information to the department. Please name the Personnel/Human Resource and Development or other person responsible for affirmative action in the company to contact about this plan. Name Title Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Address City State Zip + 4 4. Mailing address to which state purchase orders are mailed and person the department may contact concerning orders and billings. Name Title Phone ( ) Toll Free Phone ( ) FAX ( ) E-Mail Address Address City State Zip + 4
  • 15. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 16 of 30 STATE OF WISCONSIN DOA-3478 (R12/96) ATTACHMENT B REFERENCES (Submit this completed form under Tab 2 of proposal; see sections 2.4 & 4.3 for instructions) PROPOSER: Provide company name, address, contact person, telephone number, and appropriate information on the product(s) used and/or service(s) provided for requirements similar to those included in this solicitation document. Potential subcontractors cannot be references. Any subcontractor arrangement for the completion of this work shall be listed on a separate proposal page. Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) Used and/or Service(s) Provided Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) Used and/or Service(s) Provided Company Name Address (include Zip + 4) Contact Person Phone No Product(s) Used and/or Service(s) Provided Company Name Address (include Zip + 4) Contact Person Phone No. Product(s) Used and/or Service(s) Provided
  • 16. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 17 of 30 Attachment C WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS, COMPLIANCE & ACTION PLAN As a matter of sound business practice, the Wisconsin Department of Transportation is committed to “supply diversity” by promoting the use of minority business whenever and wherever possible. Further, as an agency of the State of Wisconsin, WisDOT shares in the state goal of placing five (5) percent of its total annual purchasing dollars with state- certified minority businesses. State of Wisconsin procurement policy provides that Minority Business Enterprises (MBE) certified by the Wisconsin Department of Commerce, Bureau of Minority Business Development should have the maximum opportunity to participate in the performance of its contracts/projects. You, as a contractor, are strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement (second-tier suppliers), with a goal of awarding 5% of the contract price to such enterprises. Monthly or Quarterly reports are requested to be submitted to the Department of Transportation Purchasing Unit’s Minority Business Specialist, itemizing the costs of services and goods provided by certified firms. Reports should state the costs for the previous contract/project month or quarter. Authority for the MBE program is found in Wisconsin Statutes 15.107(2), 16.75(4), and 16.755 and 560.036(2), and details about the program can be found at: Your complete response on the following form must address the following components of your company’s/organization’s commitment/action plan: a) Indication that you understand the WisDOT’s goal, b) Listing of any MBE vendors with which you intend to subcontract, c) Description of the various second tier MBE expenses (goods and services procured that are incidental to the contract/project; examples are: specific office supplies to perform the contract, percentage of cost for uniforms for contract staff, travel to perform the contract/project, percentage of facility maintenance services for your facility used directly by your staff during the contract/project period) your company/organization will be able to report that are in direct connection with the administration of this contract, d) Statement expressing your commitment to complete the required monthly or quarterly reports that will reflect your subcontracts and second-tier expenditures for the period. For information on certified State of Wisconsin minority business enterprises, please contact: E. Aggo Akyea Minority Business Program Specialist Wisconsin Department of Transportation 4802 Sheboygan Avenue, Room 751 P O Box 7915 Madison, WI 53707 (608) 267-2886 (608) 267-3609 fax Aggo.Akyea@dot.state.wi.us A complete listing of certified minority businesses, as well as the services and commodities they provide, is available on the web at: http://www.doa.state.wi.us/deo/mbe/minority_search.asp and Information regarding certification of minority businesses is available at: http://www.commerce.state.wi.us/ED/ED-MBD-Certification.html.
  • 17. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 18 of 30 ATTACHMENT C WisDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS, COMPLIANCE & ACTION PLAN Complete and sign--Submit under Tab 4 in the proposal; see section 2.4 above Failure to complete this form as a component of your proposal may result in rejection of your proposal. Our company/organization is a Wisconsin-certified Minority Business Enterprise (MBE).  Yes  No Our company/organization is a minority business but has not yet received Wisconsin certification (please provide details): _____________________________________________  Yes  No We are aware of the WisDOT’s goal to spend at least 5% of their total annual purchasing dollars with state-certified MBE firms.  Yes  No We are aware that if awarded this contract/project our company/organization will provide monthly or quarterly reports to WisDOT reporting all expenditure activity directed to MBE  Yes  No subcontractors or second-tier MBE suppliers that directly relate to this contract. (Any non- certified minority businesses could be a potential subcontractor/second-tier supplier--indicate these on your plan. WisDOT will work with those businesses for possible certification.) Subcontractors: Our company/organization intends to subcontract at least 5% dollar volume with certified MBE firms listed below (names, addresses, telephone numbers):  Yes  No Second-tier Suppliers: In addition to direct subcontracting efforts, your company/organization can help WisDOT achieve the 5% goal by managing your second-tier minority purchases. Second-tier business refers to incidental business expenses your company may spend with Wisconsin-certified MBE firms as it pursues the normal course of business supplying the WisDOT-contracted products or services. Here are some examples: • Percentage of your office supplies specifically used during the course of this contract/project. • Percentage of uniform costs for staff performing this contract/project. • If you travel to perform this contract/project, you could use a state-certified MBE travel agency and report that expense. • Percentage of facilities maintenance services for facility(ies) directly used by your staff during the course of this contract/project. These second-tier expenses can only be reported to the extent that they directly relate to your business with WisDOT. The percentage of the expense you can report is determined by the amount of your WisDOT sales as it relates to your total sales volume. Per the terms of your contract, you should actively pursue directing business towards these types of companies, and report your efforts in this regard on a monthly basis. *************************************************************************************************************************************** In paragraph form, describe your company/organization’s commitment/action plan with regard to the planned use of state-certified MBE businesses in subcontracting efforts, as well as developing MBE second-tier suppliers. Please list your specific commitments (attach sheet, if necessary). SIGNATURE: ______________________________________ DATE: _____________________________ PRINTED NAME & TITLE: _______________________________________________________________ COMPANY: ____________________________________________________________________________
  • 18. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 19 of 30 ATTACHMENT D PROPOSER CHECKLIST (Submit this completed form under Tab 5; see section 2.4 for instructions) PROPOSER’S NAME __________________________________________________________________________ Proposers are encouraged to submit this checklist with your response. This checklist identifies each section or subsection of this RFP that requires a response. The section and subsections are listed and column headings are included which allow for positive and negative responses plus appropriate explanations. The proposer shall place an "X" under the columns that represents your response. All negative responses should be explained on separate pages attached to this checklist. Each explanation shall reference the related section or subsection. RFP Content Content Acknowledged, Requested Information No Response Clarifying Information Section or Acknowledged and but not acceptable Included Required Included Subsection Accepted (explanation included) 1.0 X 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 2.0 X 2.1 2.2 2.3 2.4 2.5 2.6 3.0 X 3.1 3.2 3.3 3.4 3.5 3.6 3.7 3.8 3.9 3.10 3.11 4.0 X 4.1 4.2 5.0 X 5.1 5.2 5.3 5.4 5.5 5.6
  • 19. WISCONSIN DEPARTMENT RFP #262606 OF TRANSPORTATION Page 20 of 30 RFP Content Content Acknowledged, Requested Information No Response Clarifying Information Section or Acknowledged and but not acceptable Included Required Included Subsection Accepted (explanation included) 5.7 6.0 X 6.1 6.2 6.3 7.0 X 7.1 7.2
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  • 21. WISCONSIN DEPARTMENT RFP # OF TRANSPORTATION Page 22 of 30 I. Report Date Contract / Purchase Order # Time Period Covered Proj If no business was awarded to Minority Business Enterprises (MBE) for this period, please describe the efforts made to encourage minority business participation
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  • 28. WISCONSIN DEPARTMENT RFP # OF TRANSPORTATION Page 29 of 30 I wish to disqualify myself from the evaluation committee because of a potential conflict of interest or the appearance of a conflict of interest regarding: Name of Proposer Signed Date This document may be made available in alternate format to individuals with disabilities upon request.
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