rfp 5000680 i-15 ml toll collection system 101206 · 10/13/06 1 request for proposals for i-15...
TRANSCRIPT
October 13, 2006
PROPOSALS DUE:
2 p.m.
December 12, 2006
401 B Street, Suite 800 • San Diego, CA 92101-4231 • (619) 699-1900
Request for Proposals No. 5000680 For
I-15 MANAGED LANES TOLL COLLECTION SYSTEM
INTEGRATION (DESIGN, BUILD, OPERATE, AND MAINTAIN)
Rev 6.0 I-15 ML 10/10/2006 ii
BOARD OF DIRECTORS
The 18 cities and county government are SANDAG serving as the forum
for regional decision-making. SANDAG builds consensus; plans, engineers, and builds public transit; makes strategic plans; obtains and allocates resources; and provides information on a broad range of topics pertinent to the region’s quality of life.
CHAIR: Hon. Mickey Cafagna FIRST VICE CHAIR: Hon. Mary Teresa Sessom SECOND VICE CHAIR: Hon. Lori Holt Pfeiler
EXECUTIVE DIRECTOR: Gary L. Gallegos
CITY OF CARLSBAD Hon. Matt Hall, Mayor Pro Tem (A) Hon. Bud Lewis, Mayor (A) Hon. Ann Kulchin, Councilmember CITY OF CHULA VISTA Hon. Steve Padilla, Mayor (A) Hon. Jerry Rindone, Councilmember (A) Hon. John McCann, Deputy Mayor CITY OF CORONADO Hon. Phil Monroe, Councilmember (A) Hon. Frank Tierney, Councilmember (A) Hon. Carrie Downey, Councilmember CITY OF DEL MAR Hon. Crystal Crawford, Mayor (A) Hon. David Druker, Councilmember (A) Hon. Henry Abarbanel, Councilmember CITY OF EL CAJON Hon. Mark Lewis, Mayor (A) Hon. Jillian Hanson-Cox, Councilmember CITY OF ENCINITAS Hon. Christy Guerin, Mayor (A) Hon. Jerome Stocks, Councilmember CITY OF ESCONDIDO Hon. Lori Holt Pfeiler, Mayor (A) Hon. Ed Gallo, Mayor Pro Tem (A) Hon. Ron Newman, Councilmember CITY OF IMPERIAL BEACH Hon. Patricia McCoy, Councilmember (A) Hon. Diane Rose, Mayor (A) Hon. Mayda Winter, Councilmember CITY OF LA MESA Hon. Art Madrid, Mayor (A) Hon. Barry Jantz, Councilmember (A) Hon. David Allan, Vice Mayor CITY OF LEMON GROVE Hon. Mary Teresa Sessom, Mayor (A) Hon. Jerry Jones, Councilmember (A) Hon. Jerry Selby, Councilmember CITY OF NATIONAL CITY Hon. Ron Morrison, Vice Mayor (A) Hon. Frank Parra, Councilmember (A) Hon. Louie Natividad, Councilmember CITY OF OCEANSIDE Hon. Shari Mackin, Deputy Mayor (A) Hon. Esther Sanchez, Councilmember (A) Hon. Jim Wood, Mayor CITY OF POWAY Hon. Mickey Cafagna, Mayor (A) Hon. Robert Emery, Councilmember (A) Hon. Don Higginson, Councilmember CITY OF SAN DIEGO Hon. Jerry Sanders, Mayor Hon. Jim Madaffer, Councilmember (A) Hon. Scott Peters, Council President
CITY OF SAN MARCOS Hon. Pia Harris-Ebert, Vice Mayor (A) Hon. Hal Martin, Councilmember (A) Hon. Corky Smith, Mayor CITY OF SANTEE Hon. Jack Dale, Councilmember (A) Hon. Hal Ryan, Councilmember (A) Hon. Randy Voepel, Mayor CITY OF SOLANA BEACH Hon Joe Kellejian, Councilmember (A) Hon. Lesa Heebner, Deputy Mayor (A) Hon. David Powell, Mayor CITY OF VISTA Hon. Judy Ritter, Mayor Pro Tem (A) Hon. Bob Campbell, Councilmember (A) Hon. Steve Gronke, Councilmember COUNTY OF SAN DIEGO Hon. Bill Horn, Chairman (A) Hon. Ron Roberts, Vice Chairman IMPERIAL COUNTY (Advisory Member) Hon. Victor Carrillo, Chairman (A) Hon. David Ouzan, Councilmember CALIFORNIA DEPARTMENT OF TRANSPORTATION (Advisory Member) Will Kempton, Director (A) Pedro Orso-Delgado, District 11 Director METROPOLITAN TRANSIT SYSTEM (Advisory Member) Harry Mathis, Chairman (A) Hon. Jerry Rindone, Vice Chairman (A) Hon. Bob Emery, Board Member NORTH COUNTY TRANSIT DISTRICT (Advisory Member) Hon. Jerome Stocks, Chairman (A) Hon. Lesa Heebner, Planning Committee Chair (A) Hon. Norine Sigafoose, Monitoring Committee Chair U.S. DEPARTMENT OF DEFENSE (Advisory Member) CAPT Michael Giorgione, USN, CEC Commanding Officer, Southwest Division Naval Facilities Engineering Command (A) CAPT Steve Wirsching, USN, CEC Executive Officer, Southwest Division Naval Facilities Engineering Command SAN DIEGO UNIFIED PORT DISTRICT (Advisory Member) Vacant (A) Michael Bixler, Commissioner SAN DIEGO COUNTY WATER AUTHORITY (Advisory Member) Marilyn Dailey, Commissioner (A) Mark Muir, Commissioner MEXICO (Advisory Member) Hon. Luis Cabrera C. Consulate General of Mexico As of September 22, 2006
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TABLE OF CONTENTS
DEFINED TERMS.............................................................................................................................................. 1
I. INTRODUCTION ................................................................................................................................... 7
II. BACKGROUND..................................................................................................................................... 7
III. PROJECT SUMMARY.......................................................................................................................... 8
A. Project Background ...........................................................................................................8 B. Project Description.............................................................................................................8 C. Projected Transaction Volumes........................................................................................9 D. Fee Estimate Range .........................................................................................................10 E. Task Orders.......................................................................................................................10 F. Payment.............................................................................................................................11
IV. SCOPE OF REQUIRED SERVICES..................................................................................................11
A. Scope of Services.............................................................................................................11 B. Project Schedule ..............................................................................................................12
V. SPECIAL CONSIDERATIONS...........................................................................................................14
A. Additional Information .....................................................................................................14 B. Pre-Award/Post-Award Audit ..........................................................................................15
VI. PROPOSAL REQUIREMENTS..........................................................................................................16
A. General ..............................................................................................................................16 B. Contents ............................................................................................................................17
VIII. PRE-SUBMITTAL ACTIVITIES..........................................................................................................28
A. Questions Concerning Request for Proposal ...............................................................28 B. Mandatory Pre-Proposal Meeting ...................................................................................28 C. Revision to the Request for Proposals ..........................................................................28
IX. CONTRACTOR evaluation AND SELECTION PROCESS ............................................................28
X. EVALUATION CRITERIA...................................................................................................................30
A. Minimum Qualifications ...................................................................................................30 B. Evaluation Scoring ...........................................................................................................30
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XI. SCHEDULE FOR NOMINATION, SELECTION, AND AWARD......................................................31
XII. SPECIAL CONDITIONS .....................................................................................................................31
A. Reservations .....................................................................................................................31 B. Public Records .................................................................................................................31 C. Right to Cancel .................................................................................................................32 D. Additional Information .....................................................................................................32 E. Conflict of Interest............................................................................................................32 F. Public Information ............................................................................................................32 G. Contract for Services .......................................................................................................32 H. Insurance Requirements..................................................................................................32 I. Performance Bonds .........................................................................................................32 J. Ownership of Materials and Software Licenses and Terms ........................................33 K. Liquidated Damages ........................................................................................................33
XIII. PROTESTS..........................................................................................................................................33
A. Protests Before Bid/Proposal Opening..........................................................................33 B. Protests After Bid/Proposal Opening.............................................................................33 C. Protest Contents...............................................................................................................33 D. Role Of The SANDAG Contract Administrator ..............................................................34 E. Protest Committee............................................................................................................34 F. Reply To Protest ...............................................................................................................34 G. Request For Protest Reconsideration............................................................................35 H. Results Of The Protest.....................................................................................................35 I. Federal Transit Administration (FTA) Requirements....................................................35
RFP ATTACHMENTS
A. I-15 Managed Lanes Toll Collection System Installation and Implementation Scope of Work Maintenance Scope of Work Front Office Operations Scope of Work (Optional)
B. Cost Proposal
1A: Stage 1: Middle Segment In-Lane Costs 1B: Stage 2: North Segment In-Lane Costs 1C: Stage 3: South Segment In-Lane Costs 1D: System Costs 1E: Summary of Total Costs: In-Lane and System (1A-1D)
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RFP ATTACHMENTS (CONTINUED)
B. Cost Proposal (continued)
2A: Base Maintenance Services by year and Lane Type (Stages 1-2 only) 2B: Base Maintenance Services Back Office Cost Schedule 2C: Summary of Total Base Maintenance Services: In-Lane and Back Office Cost Schedule
(2A and 2B) 3: Front Office and Marketing Services Option 4: Option for Temporary Operation of FasTrak™ Express Lanes to Managed Lanes
System 5A: Summary Table: Total Proposed Cost by Task 5B: Sample for Stage 1: Cost Proposal (Cost Estimate by Hours and Task) 5C: Rate Schedules with Examples
C. Payment Schedule
D. I-15 Managed Lanes Dynamic Pricing Algorithm Documentation
E. I-15 Managed Lanes Detailed Lane Configuration
F. Documentation for Interfacing to SANDAG Financial System, Sungard Bi-Tech, Integrated Financial and Administrative Solution (IFAS)
G. I-15 Fiber Optic Communications Network Infrastructure and Performance
H. I-15 Managed Lanes Strip Chart
I. I-15 Managed Lanes Toll Collection System Installation Project Responsibility Matrix
J. I-15 Managed Lanes Draft Operations Plan
K. Reversible Lanes Toll Collection System Documentation
L. I-15 Managed Lanes ETCS Concept of Operations
M. Pertinent Legislation
N. I-15 Managed Lanes – Caltrans Moveable Barrier and Barrier Transfer Machine Documentation
O. California Title 21, Chapter 16 – Compatibility Specification for Automatic Vehicle Identification Equipment
P. Sample FasTrak™ Cooperative User Fee Processing Agreement
Q. CTOC Interoperability Technical Specification – Revisions G.4 and G.5
R. I-15 Managed Lanes Toll Collection System Table of Conformance Part 1: Conformance with RFP Attachment A, Scope of Work Part 2: Conformance with RFP Submittal Requirements
S. Proposer Experience and Financial Condition Forms
T. Proposer Reference Forms
U. Subcontractor List
V. SANDAG Standard Agreement
W. Proposer Evaluation Forms
X. Bidder DBE Information
Y. SANDAG I-15 Fastrak™ Major Asset Listing
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Request for Proposals for
I-15 MANAGED LANES TOLL COLLECTION SYSTEM
DEFINED TERMS
Acceptance: The approval by SANDAG of a stage of the Project or the full Project as defined in Sections 16.7 and 20.1 and 20.2 of RFP Attachment V SANDAG Standard Agreement.
Acceptance Testing: Includes all testing to verify the requirements of the Agreement as defined in Section 5.0 of RFP Attachment A Scope of Work.
Agreement: The Agreement between the Contractor and SANDAG for the I-15 ML Installation, Implementation, Maintenance, and Front Office Operations Scope of Work.
ATIS: Advanced Traveler Information System.
Automated Clearing House (ACH): A highly reliable and efficient nationwide batch-oriented electronic funds transfer system governed by the NACHA OPERATING RULES which provide for the inter-bank clearing of electronic payments for participating depository financial institutions.
As-Built Drawings: The documents and drawings referred to in Section 4.3.3 and Section 6.9.2 of RFP Attachment A Scope of Work.
Agency: The San Diego Association of Governments (SANDAG).
Agency Designated Representatives: Person or persons authorized by SANDAG to represent SANDAG in all dealings with the Contractor.
Automatic Vehicle Detection System (AVDS): A system for automatic vehicle detection and separation as defined in Section 2.6.2 of RFP Attachment A Scope of Work.
Automatic Vehicle Identification (AVI): A system consisting of an antenna and reader, that meets the California Title 21 requirements, installed in a toll lane and a compatible transponder mounted on a vehicle for automatic identification of the transponder as it passes through the lane as defined in Section 2.6.1 of RFP Attachment A Scope of Work.
BOM: Bill of Materials.
BTM: Barrier Transfer Machine.
Business Day: The 24-hour toll collection day expressed from 00:00 AM to 24:00 AM in military time.
Business Rules: A set of rules proposed by the Contractor and approved by SANDAG that defines how the Managed Lane toll collection system should respond to various situations that occur during the toll collection process based on business case and policy decisions made by SANDAG, as the same may be amended from time to time by written agreement of the Agency and the Contractor.
Caltrans: California Department of Transportation, the state agency responsible for the I-15 ML roadway and infrastructure.
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Central Processing System (CPS): The back office central computer systems that process the transactions, post the transactions to customer accounts, and pursue customers that do not make a valid payment as defined in Section 2.7 of RFP Attachment A Scope of Work.
CHP: California Highway Patrol.
Contractor: The successful proposer selected by SANDAG to install, implement, maintain and operate the I-15 ML toll collection system.
COTS: Commercially Off-the-Shelf hardware and software supplied by the Contractor under this Agreement.
CTOC: The California Toll Operators Committee, an organization of all toll operators in California, that defines the interoperability specifications for the back-office file transfers.
CSC: Customer Service Center.
CSR: Customer Service Representative.
CUFPA: Cooperative User Fee Processing Agreements.
Customized Hardware: The toll collection system hardware provided by the Contractor under this Agreement that is designed and certified by the Contractor.
Design Documentation: System design documentation required under Section 6.7 of RFP Attachment A Scope of Work, including the Software Development Plan, System Requirements Document and System Detailed Design Document.
Electronic Toll Collection (ETC): A system of integrated devices and components that permit the automatic recording of vehicle transactions through electronic media in a toll revenue collection system.
Factory Acceptance Test (FAT): The testing performed by the Contractor in accordance with Section 5.3 of RFP Attachment A Scope of Work.
FasTrak™: Trademark licensed statewide by agencies who are compliant with Title 21, Public Works, of the California Code of Regulations (21 CCR §1700 et seq.) electronic toll collection provisions.
FIFO: First In First Out.
Final Stage Acceptance: SANDAG’ s final acceptance of each or any of Stages 1-3 if it deems that the work on the stage is complete and meets other requirements as defined in Sections 16.7 and 20.2 of RFP Attachment V SANDAG Standard Agreement for that Stage.
Force Majeure: The circumstances as defined in Section 13.4 of RFP Attachment V SANDAG Standard Agreement whereby either party is excused from meeting the performance requirement specified in this Agreement.
Front-Office: The staffing, operation, and support of those responsibilities defined in Attachment A Scope of Work that include performance of Customer Service Center (CSC) and Violation Processing Center (VPC) related activities, including but not limited to, customer account management and maintenance, violation image review, transponder management and distribution, and customer interface.
GL: General Ledger.
Guaranteed Completion Date: The dates that the Contractor must meet as defined in Section 24.4.1 of RFP Attachment V SANDAG Standard Agreement.
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GUI: Graphical User Interface.
HOV: High Occupancy Vehicle.
HOV Status List (HSL): The list that contains the transponders issued to HOV users that is transmitted from the CPS to the zone controllers as defined in Section 2.6.7.2.11.1 of RFP Attachment A Scope of Work.
ICD: Interface Control Document.
IFAS: The Integrated Financial and Administrative Solution, a financial package, that the ML System has to interface with to transmit financial data as defined in Section 2.7.1.2.1 of RFP Attachment A Scope of Work.
IMTMS: The SANDAG Intermodal Transportation Management System that the data management server has to interface with to obtain traffic data as defined in Section 2.7.1.2.1 of RFP Attachment A Scope of Work.
IS: Information Systems.
IVRS: Interactive Voice Response System.
LAN: Local Area Network.
Level of Service (LOS): The concept of LOS is a qualitative measure that characterizes operational conditions within a traffic stream and their perception by motorist and passengers. Levels of service are generally given letter designations with LOS A representing the best operating conditions and LOS F the worst.
Managed Lane (ML): The I-15 Managed Lanes used by qualified HOV users and FasTrak™ customers located inside of the general purpose lanes.
Maximum Amount: The maximum amount, not to exceed, that Contractor shall be paid for work performed under this Agreement, including any potential amendments or task orders as defined in Section 2.3. of the Agreement.
MDT: Manual Display Terminal.
Maintenance On-line Management System (MOMS): A software package provided as part of the data management system application software that support reporting and tracking of alarm messages, and maintain status, location, health, and attributes for I-15 ML field equipment asset (inventory) as defined in Section 2.7.2 of RFP Attachment A Scope of Work.
MTBF: Mean Time Between Failure.
MTTRR: Mean Time to Repair and Respond.
NTP: Network Time Protocol.
OCR: Optical character recognition software provided under this Agreement that is used to automatically extract characters from an image of a license plate.
On-site First Installation Test (OFIT): The testing performed by the Contractor in accordance with Section 5.4 of RFP Attachment A Scope of Work.
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Operational Testing: The testing conducted after the I-15 ML toll collection system for Stage 1, the middle segment, is deployed to ensure and verify system reliability, accuracy, performance and auditablity as described in Section 5.6 of RFP Attachment A Scope of Work.
PCI: Payment Card Industry.
PDA: Personal Digital Assistant.
PDF: Portable Document Format.
Project Acceptance: SANDAG acceptance of the System after the completion of Stages 1-3 of the project as defined in Section 20.2 of the Agreement.
Project Implementation Schedule: The detailed schedule developed and maintained by the Contractor that lists all tasks related to the design, development, testing, installation and deployment of the I-15 ML toll collection system as defined in Section 6.2 of RFP Attachment A Scope of Work.
Program Management Plan: The plan developed by the Contractor under this Agreement in accordance with Section 6.5 of RFP Attachment A Scope of Work and approved by SANDAG, as the same may be amended from time to time by written agreement of SANDAG and Contractor.
Provisional Acceptance: SANDAG’ s conditional acceptance of each or any of Stages 1-3 if it deems that the work on the stage is substantially complete and meets other requirements as defined in Section 20.1 of the Agreement.
QA/QC: Quality Assurance/Quality Control.
Reversible Lane Detectors (RDL): The detectors installed at specific tolling locations that determine the ML configuration as defined in Section 2.6.3 of RFP Attachment A Scope of Work.
SDDD: System Detailed Design Document.
SDP: Software Development Plan.
SDDR: System Detailed Design Review.
SANDAG Designated Representatives: Person or persons authorized by SANDAG to represent SANDAG in all dealings with the Contractor.
Segment Acceptance Test: The testing performed on the Stage 2 North and Stage 3 South Segment, after each segment is commissioned in accordance with Section 5.7 of RFP Attachment A Scope of Work.
SQA: Software Quality Assurance.
SRR: System Requirements Review.
System: The I-15 ML toll collection system that includes the hardware and software required to meet the technical and operational requirements of RFP Attachment A Scope of Work.
Title 21: Caltrans developed open compatibility specifications for a two-way communications protocol for AVI including an initial set of Transaction Record Type codes mandated for statewide electronic toll collection use. This standard was chaptered into the California Code of Regulations in 1992 as Title 21, Chapter 16, Articles 1 through 4, and is commonly referred to as “Title 21”.
Transaction Status Indicator (TSI): The LED light array installed at specific tolling locations to display the status of a transaction as defined in Section 2.6.6 of RFP Attachment A Scope of Work.
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TransCore: The current I-15 reversible lane Contractor.
Transponder Status List (TSL): The list that contains the transponders issued to FasTrak™ customers that is transmitted from the CPS to the zone controllers as defined in Section 2.6.7.2.11.1 of RFP Attachment A Scope of Work.
UPS: Uninterruptible Power Supply.
User Identification List (UIL): The list that contains all the users of the system and their access privileges as set up through the function described in Section 2.7.1.3.3 of RFP Attachment A Scope of Work.
Variable Toll Message Sign (VTMS): The signs installed before all entrances to the ML that display the rate information, travel times and variable text as defined in Section 2.6.5 of RFP Attachment A Scope of Work.
Video and Data Audit System (VDAS): The independent mobile video audit system that provides the capability to monitor an overall image of the tolling location and display detailed events as they occur in real-time as defined in Section 2.6.9 of RFP Attachment A Scope of Work.
Violation Enforcement System (VES): Video based system located at toll lanes used to record license plate images of selected vehicles (to be defined in the Business Rules) in video form, as more particularly described in Section 2.6.4 of RFP Attachment A Scope of Work.
Violation Notice: The notification sent to a violation as determined by the SANDAG Business Rules in accordance with Section 2.7.3.2.25.1.10 of RFP Attachment A Scope of Work.
VPC: Violation Processing Center.
VPS: Violation Processing System.
VTOL: Violation to Toll.
WAN: Wide Area Network.
Work: Includes deliverables, tasks and services described in RFP Attachment A Scope of Work and/or described in a Task Order and any attachment(s) thereto.
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Request for Proposals for
I-15 MANAGED LANES TOLL COLLECTION SYSTEM
I. INTRODUCTION
Thank you for your interest in contracting opportunities with SANDAG. The San Diego Association of Governments (SANDAG) is seeking Proposals from qualified firms for professional system integrator, maintenance, and toll collection operations services to:
Furnish and install an electronic toll collection system (ETCS) on the Interstate (I-15) Managed Lanes (I-15 ML) Project, as further detailed in this RFP.
Provide maintenance services and toll collection operations for the ETCS and equipment for a period of five years, with optional annual contract task order authorizations for up to five additional years (for a maximum term of up to 10 years), as further detailed in this RFP.
At the option of SANDAG, provide a customer service center (front office) operation to include customer interface and support, as further detailed in this RFP. This customer service center option, if executed, will be for an initial period of five years, with optional annual contract task order authorizations for up to five additional years (for a maximum term of up to 10 years), as further detailed in this RFP.
This Request for Proposals (RFP) describes the Project, the required scope of services, the Contractor selection process, and the minimum information that must be included in the Proposal. Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification.
II. BACKGROUND
SANDAG is the regional agency as well as the technical and informational resource for the area’s 18 incorporated cities and the county government, who collectively are the “Association of Governments.” Through this Association, local governments work together to solve current problems and plan for the future. SANDAG builds consensus, makes strategic plans, obtains and allocates resources, and provides information on a broad range of topics pertinent to the San Diego region’s quality of life. SANDAG is governed by a board of directors composed of mayors, council members, and a county supervisor from each of the region’s 19 local governments. Current members include all the incorporated cities in the region – Carlsbad, Chula Vista, Coronado, Del Mar, El Cajon, Encinitas, Escondido, Imperial
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Beach, La Mesa, Lemon Grove, National City, Oceanside, Poway, San Diego, San Marcos, Santee, Solana Beach, and Vista – and the County of San Diego. Supplementing the voting members are advisory representatives from Imperial County, the California Department of Transportation (Caltrans), the Metropolitan Transit System (MTS), the North County Transit District (NCTD), the U.S. Department of Defense, the San Diego Unified Port District, the San Diego County Water Authority, and Baja California. SANDAG’s monthly board meetings provide the public forum and decision point for significant regional issues such as growth, transportation, environmental management, housing, open space, air quality, energy, fiscal management, economic development, and criminal justice. SANDAG’s Directors adopt plans, allocate transportation funds, establish policies, and develop programs for these regional issues which are used by local governments as well as other public and private organizations. Citizens, special interest groups, and other agencies are involved in the planning and approval process by participating in SANDAG’s working groups and task forces, as well as attending workshops and public hearings.
III. PROJECT SUMMARY
A. Project Background
The I-15 ML Project is located in the county of San Diego, California in the cities of San Diego and Escondido. Project construction is under-way and anticipated to be completed in a minimum of three distinct stages in the time period from early 2008 to 2012. An electronic toll collection system is required to be installed on the ML System in a phased manner in coordination with the staged construction and to accommodate the managed lane requirements. B. Project Description
The Project will expand an existing two-lane reversible express lanes facility with single entry and exit points at each end of an eight-mile segment to four bi-directional managed lanes over 20 miles in length. The I-15 ML Project will contain 18 intermediate access locations, including 15 general purpose entry points and 3 bus rapid transit direct access ramps and 18 additional tolling locations. Toll collection equipment furnished and installed by the selected proposer (hereinafter referred to as “Contractor”) shall be placed at designated locations throughout the I-15 ML, including facility access points, to interrogate transponders mounted on vehicles. In designated tolling locations on the roadway,
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violation enforcement cameras provided by the Contractor will also be mounted. All toll transaction data will be forwarded to and processed by the central processing system (CPS) provided by the Contractor. In order to improve the high-occupancy-vehicle (HOV) violation enforcement on the I-15 ML, both single-occupant-vehicle (SOV) and HOV users may be required to mount a transponder in their vehicles. The HOV transponder will identify the vehicle as HOV when passing through the toll collection locations and will pass that information on to the CPS. Overhead gantry or overpass mounted LED indicators provided and installed by the Contractor will provide real time information to violation enforcement officers of the California Highway Patrol (CHP) as to the status of toll transactions. The Contractor shall also provide a means for the CHP to monitor and obtain information in real time on individual transactions and transaction history from the CPS. Violation enforcement cameras will be installed at specific tolling locations throughout the I-15 ML to provide the ability to identify vehicles that are potential violators through license plate image capture and to automate the citation process of vehicles found not to be in compliance with the I-15 ML policies. A customer service and violation processing system will be part of the ML toll collection system provided by the Contractor. The toll charged to the customer will be based upon the total length of the trip using a dynamic pricing scheme based on a skewed rate per mile. This dynamic pricing scheme shall be developed by the Contractor and incorporated into the ML System software. The I-15 ML Project includes a minimum of three distinct stages of construction and implementation that must be adhered to by the Contractor. It is possible and likely that additional sub-stages of construction will occur which the Contractor must reasonably accommodate. The planned stages are outlined below in the Project Schedule. Upon Notice to Proceed (NTP) of contract and Task Order 1, the Contractor will be authorized to work on aspects of the Project related to Stage 1. Authorization for work on Stage 2 and Stage 3 of the Project will be given by SANDAG at appropriate times during the Project. The Project includes the design, development, testing, and installation of a complete and integrated toll collection system that meets the requirements of the I-15 ML as specified in RFP Attachment A Scope of Work. This includes the provision of an in-lane system with all required equipment and a central processing system, including customer service and violation processing systems. The Project also includes maintenance services on the installed system and toll collection operations, with additional option years as further detailed in this RFP. Additional options to be considered are for the provision of front office services (customer service/violation processing/marketing) and the temporary takeover of operations and maintenance of SANDAG’s existing I-15 Express Lanes toll collection system, pending completion of the I-15 ML South Segment. C. Projected Transaction Volumes
The I-15 ML Stage 1 (Middle Segment) is anticipated to open to traffic in January 2008. Stage 2 (North Segment) is scheduled to open to traffic by 2011, and Stage 3 (South Segment expansion) is scheduled to open to traffic by 2012. The Contractor shall provide the ability to process the actual volume of AVI transactions (FasTrak™ and HOV) and violations projected with a contingency of 50 percent plus or minus. The current and projected annual transaction volumes are provided in Table 1.0 (on page 10).
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Table 1.0 – Current and Projected Annual Transaction Volumes
Year FasTrak™ HOV Violations Total
2005 1,127,250 3,989,000 568,475 5,684,725
2010 * 3,250,000 11,375,000 1,625,000 16,250,000
2015 6,167,900 30,952,100 4,124,450 41,244,450
*Stage 1 only
Assumptions:
All HOV users will utilize a transponder.
Weekend traffic is assumed to be 33 percent of weekday traffic.
Annual traffic is based on 250 weekdays and 115 weekend days/holidays. D. Fee Estimate Range
The estimated range of the fee for the completion of the system integration and implementation phase of the Project (including Stages 1 through 3) is $14 million to $21 million. The estimated range of the fee for completion of the maintenance/back office (toll operations) and front office operations Agreement is $600,000 to $3 million per year (when all stages are in operation) for a five-year base period, with options for additional yearly task orders for up to five additional years included. This range of possible fees totals $6 million to $30 million for the maintenance/back office (toll operations) and optional front office operations (Customer Service Center (CSC) and Violations Processing Center (VPC), including the five possible option years. The total fee estimate for all potential Task Orders of the Agreement is a range of $20 million to $51 million. E. Task Orders
The Proposer who is awarded the Agreement for this Project will be authorized to perform work pursuant to one or more task orders. The first task order will cover the design, development, and implementation of the toll collection system and the installation, testing, and acceptance of Stage 1. Separate task order authorizations may be executed for Stages 2 and 3. One or more task orders may be executed for the provision of maintenance of the system. The initial maintenance task order awarded will consist of the base period of five years (from the execution of the first maintenance authorization) with the potential of five additional one-year task order authorizations. One or more task orders may also be executed for the provision of front office services. The front office task orders, if awarded, will consist of the base period of five years (from the execution of the first front office authorization) with the potential of five additional one-year task order authorizations. Based on satisfactory performance, availability of funds, and other factors, SANDAG may issue task orders to extend the contract term with the maximum term of the Agreement not to exceed a total of 12 years.
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F. Payment
The selected Contractor will be paid by the following method for non-option year items: Fixed fees for completion of services and deliverables in accordance with the Cost Proposal provided as RFP Attachment B and in accordance with the Payment Schedule that is provided as RFP Attachment C. For option year items, the payments will also be fixed fees for completion of services and deliverables negotiated on the basis of the Cost Proposal rate schedules that will be provided in the Contractor’s cost proposal RFP Attachment B. All other unforeseen or out-of-scope work not described in the RFP Attachment A Scope of Work will be negotiated based on the rates that will be provided in the Contractor’s Cost Proposal Rate Schedule RFP Attachment B.
IV. SCOPE OF REQUIRED SERVICES
A. Scope of Services
The following is a summary of the work to be provided under this RFP: A more detailed Scope of Work is provided in RFP Attachment A.
Development, configuration, customization, procurement, manufacturing, testing and installation of hardware and software for the new In-Lane Toll System and Central Processing System (CPS), including the Maintenance On-line Management System (MOMS), the Customer Service Center (CSC) System, the Violation Processing System (VPS) and the Dynamic Pricing application.
RFP Attachment E Detailed Lane Configurations lists the numbers of lane equipment and peripherals that shall be installed under this Project. The system includes all required in-lane equipment, as well as variable toll message signs (VTMS) and supporting equipment. The Contractor is responsible for designing, furnishing, installing, testing, and warranty of all installed equipment and systems. Note that the ML system has eight distinct lane types that must be accommodated.
A fiber optic communications network backbone for the entire ML System will be installed by Caltrans with the terminations shown in RFP Attachment G. The Contractor shall be responsible for provision of required switching equipment on the fiber backbone and for provision of dedicated leased lines from the termination of the fiber system to the CPS and CPS back-up locations. The Contractor shall specify the bandwidth requirements necessary to support the ML toll collection system data transmissions. The Contractor shall be responsible for purchasing, implementing, terminating, and testing the communication equipment that is associated with WAN and LAN as specified in RFP Attachment A Scope of Work and RFP Attachment G.
At each managed lane tolling location, Caltrans or SANDAG will provide a single gantry structure, cantilevered pole, or a support structure under an overpass as identified in RFP Attachment A Scope of Work and in the I-15 ML Strip Chart (RFP Attachment H). Caltrans or SANDAG will also provide a sign structure for the VTMS and tolling antenna that are to be installed at each entry to the ML as shown in RFP Attachment H. All other hardware, materials, and supplies required to mount the toll collection equipment to the gantry required as part of the Contractor’s toll collection system design shall be designed, supplied, and installed by the Contractor.
Contractor is responsible for all labor, materials, equipment, and supplies that are associated with the Scope of Work identified above, with the exception of any work specifically identified in this RFP as
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work to be performed by others. A System Installation Project Responsibility Matrix is included as RFP Attachment I.
Contractor shall be responsible for maintenance of the ETCS for a minimum period of five years, with additional annual contract options for up to an additional five years. This work shall be provided under separate task order authorizations from the ETCS implementation task orders.
This RFP includes an option for the provision of front office services as detailed in RFP Attachment A Scope of Work. These services include staffing and performance of Customer Service Center- (CSC) and Violation Processing Center- (VPC) related activities in support of ETC/VES toll account/violation processing. The front office responsibilities include patron account management and account maintenance, violation image review and noticing, payment processing, transponder management and distribution, and patron interface (complaints and IVR responses). An I-15 ML Draft Operations Plan is included as RFP Attachment J.
The Front Office option also includes marketing services which shall be priced separately by Proposers and which shall be used by SANDAG throughout the term of the Agreement as required on an as-needed basis.
Proposers shall also submit pricing on an option for provision of transitional services for operation and maintenance of the existing FasTrakTM I-15 reversible express lanes toll system, commencing as early as July 1, 2007, and terminating with the completion of Contractor’s replacement of said system and after the Contractor has successfully tied the South Segment lane system to the new Central Processing System (CPS). Documentation on the I-15 Express Lanes is provided as RFP Attachment K Reversible Lanes Toll Collection System Documentation.
If the Front Office option is executed, the above options shall be provided under separate task order authorizations and shall be separately priced as directed in RFP Attachment B Cost Proposal.
As part of the ML CPS, the Contractor shall be required to validate, design, and develop the ML dynamic pricing algorithm and application, based on the functional high-level description of the algorithm as described in RFP Attachment D Dynamic Pricing Algorithm Documentation, and based on the business rules provided by SANDAG, and in accordance with the performance requirements identified in RFP Attachment A Scope of Work.
The RFP includes the provision of a means for the CHP to effectively obtain information from the CPS using a mobile data terminal (MDT)/personal digital assistant (PDA) or similar device on the real-time status of toll transactions from the toll collection system and to efficiently identify violators on the system.
Possible additional task orders may be authorized at points throughout the term of the Project, as the need arises and dependent upon the availability of funds.
B. Project Schedule
SANDAG has established the following tentative milestones for the Project. This list is not intended to include all Project milestones in the Project, but is intended to present planned major milestones and to allow the Proposer to have sufficient detail to develop a meaningful proposed implementation schedule.
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Milestone Description Calendar Days from NTP
Notice to Proceed 0
Program Management Plan Approved 25 Days
Baseline Project Schedule Approved 25 Days
Quality Assurance Plan/Software Development Plan Approved 25 Days
Location of Customer Service Center Finalized 35 Days
Equipment Ordering: Long Lead Items 35 Days
Final System Requirements Document Approved 40 Days
Draft Business Rules Approved 50 Days
Submit Draft System Detailed Design Document 55 Days
Detailed Design Review 65 – 70 Days
Master Test Plan Approved 90 Days
Final Business Rules Approved 100 Days
Final System Detailed Design Document Approved 100 Days
Equipment Acquired: Stage 1 (Middle Segment) and Central Processing System 111 Days
Submit 50% Draft all Manuals 105 Days
Integration Test 111 – 115 Days
Factory Test Procedures/Scripts Approved 118 Days
Factory Testing 125– 129 Days
Final Installation Plan Approved 129 Days
Installation on Stage 1(Middle Segment), including Installation Test 130 – 206 Days
On-site Initial Installation Test Procedures/Scripts Approved 150 Days
Installation of Central Processing System 130 – 145 Days
CSC Build-Out Complete 145 Days
On-site Initial Installation Test 155 – 165 Days
CSC Conversion Complete 211 Days
South Segment Tolling Location Converted 211 Days
Field (operational) Test Stage 1 (Middle Segment) – All Tolling Locations 207 – 230 Days
Open to Traffic Stage 1 (Middle Segment) 231 Days
Manuals Approved 245 Days
Stage 1 (Middle Segment) Operational Test 232 – 277 Days
Submit Final Manuals 262 Days
Submit Spare Parts List and Inventory 262 Days
Submit As-Built Drawings Stage 1 307 Days
Stage 1 Acceptance and Software Escrow 307 Days
Stage 2 (North Segment) Estimated Open Date December 31, 2011
Submit As-Built Drawings Stage 2 August 1, 2011
Stage 3 (South Segment) Estimated Open Date December 31, 2012
Submit As-Built Drawings Stage 3 January 3, 2013
Project Acceptance and Software Escrow January 10, 2013
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The Proposers shall provide, as part of the Proposal, a detailed Project Implementation Schedule in 11”x17” hardcopy and Microsoft Project (.mpp) document format. The Schedule shall incorporate all of the milestone dates identified above and shall show how the Proposer intends to meet these dates and how related interim milestones shall be accomplished. More information on the completion of this schedule is included in RFP Section VI.B.4.g and RFP Attachment A Scope of Work in Section 6.
V. SPECIAL CONSIDERATIONS
A. Additional Information
This Project will require the Contractor to design, build, install, and maintain a state of the art ETCS that operates in a high-speed, open-road tolling (ORT) environment. The I-15 ML system incorporates a number of features and requirements that necessitate additional consideration in the selection of a Contractor. These features and requirements include:
A variety of lane types that must be planned and installed, including tolling locations on the I-15 ML with and without violation enforcement cameras, general purpose (VTMS only), Bus Rapid Transit Center (BRTC) access, and direct access ramps that must incorporate differing functions and equipment.
An accelerated schedule that must accommodate the challenges of a fluid construction schedule with multiple stages. Proposals should demonstrate ability to quickly design and test the system and work with SANDAG and Caltrans to install the system within the time frame identified, including any required phasing to meet Project deadlines. Furthermore, the separate, but related, Caltrans construction schedule for the ML project may cause changes to the planned toll system Project schedule, a reality which the Contractor must reasonably accommodate.
A dynamic pricing application that must produce and operate on a continuous basis a pricing algorithm and that must accurately communicate current, real-time pricing information to a series of variable toll message signs (VTMS) to be provided and installed by the Contractor.
The ability to match transaction (plate and/or transponder) data to create a trip record and to determine the total trip length and the applicable toll rate to charge for the trip.
An interface with SANDAG’s Intermodal Transportation Management System (IMTMS) in order to obtain traffic data for the adjacent mixed-flow lanes that will be utilized by the dynamic pricing algorithm.
An interface with SANDAG’s 511 telephone and Web advanced traveler information system (ATIS) in order to coordinate the provision of general FasTrak™ information and to respond to requests from the public.
An interface with SANDAG’s Integrated Financial and Administrative Solution (IFAS) system, as described in RFP Attachment F, or the provision of flat files in a downloadable format compatible with SANDAG’s IFAS System, in order to accurately record all ETCS financial activity (e.g., the posting of assets, liabilities, revenues, and expenses) in the I-15 ML Toll Collection System software that needs to be posted against SANDAG’s general ledger account.
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The use of technology and wireless communications for the identification and enforcement of violators in compliance with SANDAG and CHP policies and procedures and state law.
Adherence to pertinent legislation for toll operations and violation enforcement, as described in RFP Attachment M Pertinent Legislation and as found in other current or future applicable federal, state, or local laws.
Accommodation of a moveable barrier (provided by Caltrans) which requires the ETCS to automatically detect the travel direction and to reconfigure itself to accommodate the change in direction. Information on the barrier is provided in RFP Attachment N Moveable Barrier and Barrier Machine Documentation.
Interoperability with any toll agency that is FasTrak™-compliant and a participating member of the California Toll Operators Committee (CTOC). Additional information on interoperability requirements is provided in RFP Attachment O California Title 21, Chapter 16 – Compatibility Specification for Automatic Vehicle Identification Equipment, RFP Attachment P Sample FasTrak™ Cooperative User Fee Agreement, and RFP Attachment Q CTOC Interoperability Technical Specification (Revisions G.4 and G.5) for Electronic Data Exchange.
The Contractor must be prepared to assume control, maintenance, and operation of the legacy I-15 reversible express lanes toll collection system for a transition period until the new I-15 ML Toll Collection System is in place. Technical information on the I-15 reversible lanes toll collection system is provided as RFP Attachment K Reversible Lanes Toll Collection System Documentation.
B. Pre-Award/Post-Award Audit
This Project will be funded in whole or in part with state or federal funds and the amount of the Agreement [with possible amendments] is likely to exceed $250,000. Therefore, the Proposer selected for contract negotiations will be subject to a pre-award audit by Caltrans that must be successfully completed before contract documents are signed and the Proposer is issued a notice to proceed. While it is possible that a post award audit may be substituted for the pre-award audit, the Contractor’s Cost Proposal, Exhibit B would be subject to a post award audit. After any post award audit recommendations are received, Exhibit B shall be adjusted by the Contractor and approved by the Project and Contract Manager to conform to the audit recommendations. The Contractor agrees that individual items of cost may be incorporated into the Agreement at SANDAG’s sole discretion. Refusal by the Consultant to incorporate the interim audit or post award recommendations will be considered a breach of the Agreement terms and cause for termination of the Agreement. One or more additional audits may need to be carried out if this Agreement is amended, legal requirements change, or circumstances warrant additional auditing. Contractor agrees to fully cooperate if an additional audit is requested by SANDAG, a local agency, FTA, FHWA, Caltrans, or any other agency with jurisdiction. During the pre-award and/or post-award audit, Caltrans will examine the Proposer’s accounting, administrative, and estimating systems; proposed costs; quantities; and financial condition. The audit will be broad in scope and could be time consuming. A copy of Caltrans’ Accounting and Auditing Guidelines is available on Caltrans’ Web site at http://www.dot.ca.gov/hq/MassTrans/transitfunding.html. Amend-ments to an Agreement which exceed $250,000 will be subject to the pre-award audit requirement. In the event Caltrans is unable to complete the pre-award audit within the required schedule timelines, the pre-award audit may be transitioned into a post-award audit, in which case, the Agreement will set forth
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provisions for amendment of the Agreement upon completion of the audit. SANDAG may terminate negotiations and award the Project to another Proposer if the initially selected Proposer fails to fully cooperate during the pre-award audit.
VI. PROPOSAL REQUIREMENTS
A. General
1. The Proposal should be concise, well-organized, and demonstrate the Proposer’s qualifications and experience applicable to the Project. The Proposal shall be limited to 100 one-sided pages (8.5 inches x 11 inches) inclusive of, graphics, forms, pictures, photographs, dividers, front and back covers, cover letter, etc., but excluding resumes (limited to two pages per person); letters of commitment (e.g., bond commitment from a bank, staff commitment from subcontractors, etc.), or DBE documentation; and required RFP submittal forms such as the required Table of Conformance (RFP Attachment R), Cost Proposal (RFP Attachment B), Project Implementation Schedule, and supporting documents such as sample manuals. All sample manuals and other additional materials presented in support of the Proposal should be included on a compact disk only and should not be provided in hard copy. SANDAG is under no obligation to perform reviews of these additional materials submitted. Type size and margins for text pages should be in keeping with accepted standard formats for desktop publishing and processing and should result in no more than five hundred (500) words per page.
2. Cutting and pasting of sections of Attachment A Scope of Work shall not be considered by SANDAG as an acceptable means of demonstrating adherence to requirements. Proposers should provide a description of their technical approach that both demonstrates knowledge of the requirements and provides SANDAG with a clear understanding of the Proposer’s approach.
3. The written Proposal must address all of the items described in Section VI.B, “Contents,” including a discussion of the Proposer’s approach to the Project, a breakdown and explanation of Project tasks, a proposed Project implementation schedule, a description of a number of plans as outlined below, a separate and sealed Cost Proposal, and documentation of the firm and Proposer team’s qualifications to satisfactorily perform the Scope of Work.
4. The Proposer will be evaluated based upon the information submitted in accordance with Section V, Subsection A, Section VI, Subsection B, the evaluation criteria in Section X, and compliance with all requirements of this RFP.
5. All Proposals, including cost proposals, shall be valid for a minimum period of six months from the submission date of the Proposal.
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B. Contents
Proposals submitted in response to this RFP shall be in the following order and shall include:
1. Executive Summary
Include a two- to five-page overview of the entire Proposal describing the most important elements of the Proposal.
2. Identification of the Proposer and Establishment of Proposer’s Fiscal Responsibility
All Proposers must complete the Proposer’s Experience and Financial Condition Forms that are included as RFP Attachment S, and including the following information:
1. Statement of Experience
2. Proposer Affidavits
3. Financial Statements
4. Surety Performance Bond Commitment Letter
3. Experience and Technical Competence
Describe the Proposer’s experience in completing similar Projects to this Project. Experience with electronic toll collection in a high-speed, ORT environment, managed lanes, high-occupancy-vehicle (HOV) and high-occupancy-toll (HOT) lanes, and dynamic pricing will be considered in the evaluation.
a. All proposers must complete the Proposer Reference Forms included in RFP Attachment T to list three (3) projects that specifically cover toll collection system integration of a similar nature that have been successfully completed by the Proposer (not subcontractors).
b. All proposers must complete the Proposer References Forms included in RFP Attachment T to list three (3) projects that cover each of the other work tasks included in this Project; including: (1) ETCS maintenance; (2) toll collection back-office operations, and (3) front office services that have been successfully completed by either the Proposer or any subcontractors.
c. At the Proposer’s discretion, one (1) project currently being performed may be submitted for consideration as one of the references for each of the experience listings required in the 3a. and 3b. above. Preference will be given to project’s that have successfully been completed by the Proposer or a qualified subcontractor.
The following elements should be included in the project experience description as required in the Proposer Reference Form:
d. For each completed project, provide the name of the company and project manager the Proposer performed work for with current contact information; and specify the type of work that was performed and the total dollar value of the contract(s) governing said work.
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e. Include a brief description of the work that was performed, including the type of equipment and systems that were installed, documentation on the actual system performance, and a comparison of the example project to this RFP work scope.
f. Identify key personnel on these projects and what role, if any, these key personnel are proposed to play on this Project.
Failure to provide up-to-date contact information for references may result in the Proposer receiving zero (0) points for the reference.
4. Proposed Method to Accomplish the Work
Proposers should provide responses that address the following items:
a. In general, proposers should describe the technical and management approach to the Project and how the Proposer will plan for and accommodate each aspect of the Project Scope. The Proposal should carefully address each section of RFP Attachment A Scope of Work, including the items described in RFP Sections VI.B.4.c - VI.B.4.k (below). Special attention should also be given to addressing Additional Information provided in RFP Section V.A. A separate discussion should also be provided describing the Proposer’s approach to the optional Project services, the scope and implementation of these options, and how they will fit into the overall Project.
b. Highlight aspects of the Proposer’s approach that may differentiate the Proposer from other potential Project proposers, particularly with regard to the special requirements of this Project.
c. Discuss approach to meeting the design and performance requirements identified in Section 2 of RFP Attachment A Scope of Work, including the following (additional items of discussion of technical approach are welcomed within page limits; however, the items identified below must be specifically addressed):
i. Discuss Proposer’s technical approach to satisfying all of the functional requirements for the in-lane system architecture. Be sure to identify all lane equipment and software, including each of the subsystems, for each ML tolling location/lane type. Provide a preliminary bill of materials (BOM), as described in Section 2.4.6 of RFP Attachment A Scope of Work.
ii. Describe clearly and with the aid of diagrams and flowcharts, the proposed system transaction processing logic. Explain how the Proposer’s system processes and frames vehicle transactions in lane configurations equipped with automatic vehicle detection system (AVDS) and VES. Provide a diagram that identifies framing logic, timing, and event processing.
iii. Provide a description of bandwidth requirements and a diagram of the proposed system network architecture/fiber optic network (refer to Section 2.6 of RFP Attachment A, Scope of Work).
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iv. Discuss Proposer’s plan to supply and support two transponders (HOV and SOV) in vehicles. Identify any unique approaches to the proposers Automatic Vehicle Identi-fication (AVI) System that will be used and any issues associated with the use of the two transponders (refer to Section 2.6.1 of RFP Attachment A, Scope of Work).
v. Discuss Proposer’s design and identify possible issues, if any, of the proposed AVDS system and the reversible lane detectors related to the use of the moveable barrier (refer to Section 2.6.3 of RFP Attachment A, Scope of Work).
vi. Detail the proposed logic for transmission of the Transponder Status List (TSL) from the accounts management server to the zone controllers and validation of a transponder within 50 milliseconds (refer to Section 2.6.7.2.11.1 of RFP Attachment A, Scope of Work).
vii. Discuss Proposer’s approach to providing mobile equipment to assist the CHP in violation enforcement in a mixed SOV/HOV ML environment. Explain how the proposed system will effectively monitor and control HOV violations (refer to Section 2.6.7.2.16 of RFP Attachment A, Scope of Work).
viii. Discuss Proposer’s technical approach and proposed design and architecture of the I-15 ML central processing system. The Proposer shall clearly identify how message transmissions between the I-15 ML toll collection system components are guaranteed (refer to Section 2 RFP Attachment A, Scope of Work).
ix. Discuss the Proposer’s approach in designing the redundant data management and accounts management server configurations and specifically address how this approach will minimize system downtime.
x. Discuss Proposer’s approach to complying with the trip determination function (refer to Section 2.7.1.2.8 of RFP Attachment A, Scope of Work).
xi. Discuss Proposer’s design and approach to implementing the Dynamic Pricing Algorithm documented in RFP Attachment D and in Section 2.7.1.2.9 of RFP Attachment A, Scope of Work.
xii. Discuss Proposer’s provision of a Maintenance On-line Management System (MOMS) as described in Section 2.7.2 of RFP Attachment A, Scope of Work.
xiii. Discuss Proposer’s violation enforcement processing system from the receipt of a violation at the lane-level, through to noticing, payment, and closure. Proposer should also specifically address:
The technical approach to performing automatic extraction of vehicle license plate number and state and how the Proposer’s OCR software identifies the State using the license plate image and with what accuracy (if the proposer’s system has this capability).
Discuss the Proposer’s design and approach to performing the vehicle matching using the vehicle image and with what accuracy when license plate data cannot be extracted from the image of the license plate.
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Discuss use of image capture and storage requirements and electronic interface to the Department of Motor Vehicles (refer to Sections 2.6.4 and 2.7.3.2.25 of RFP Attachment A, Scope of Work).
xiv. Discuss Proposer’s adherence to the performance requirements and explain how
Proposer will meet or exceed key specific performance requirements of the Project (refer to Sections 2.9 - 2.11 of RFP Attachment A, Scope of Work). Provide, where available, examples of how performance requirements were met or exceeded on other projects and how the performance was measured.
xv. Discuss Proposer’s approach to designing an interface to various SANDAG systems, specifically SANDAG’s Intermodal Transportation Management System (IMTMS); SANDAG’s Integrated Financial and Administrative Solution (IFAS); and SANDAG’s 511 Interactive Voice Response (IVR) and Web-based Advanced Traveler Information System (ATIS); including a description of how Proposer will ensure the required data is exchanged.
xvi. Discuss Proposer’s approach to satisfying the reporting requirements of the Project, highlighting any specific and unique features of proposer’s reporting system relating to financial reconciliation and performance reporting (refer to Section 2 and Section 7 of RFP Attachment A, Scope of Work). Include a discussion of Proposer’s approach to satisfying the Accounting and Financial Reporting requirements described in Section 2.7.3.2.17.2 of RFP Attachment A, Scope of Work, including identification of the proposed financial software package (for general ledger tracking
d. Discuss Proposer’s approach to meeting the transition requirements identified in Section 3 of RFP Attachment A, Scope of Work, highlighting what are anticipated by Proposer to be major transition issues and how these issues shall be addressed.
e. Discuss the installation process and how Proposer intends to meet requirements identified in Section 4 of RFP Attachment A, Scope of Work. Discuss Proposer’s approach to meeting the prototype testing requirements in conjunction with Stage 1 installation. Discuss Proposer’s plans and ideas for coordination of installation with Caltrans’ construction contractor(s).
f. Discuss Proposer’s approach to testing and system acceptance, as described in Section 5 of RFP Attachment A, Scope of Work, including Proposer’s overall test plan approach, how system testing is conducted, and specifically what tests, test functions, and test methods are being proposed to ensure system accuracy and product quality.
g. Provide a preliminary but detailed Project Implementation Schedule, following the parameters outlined in Section 6 of RFP Attachment A, Scope of Work. The Project Implementation Schedule should discuss Proposer’s overall approach to the Project, Scope of Work, the proposed implementation schedule, and the means and methods by which Proposer intends to complete the Work within the specified timelines and Guaranteed Completion Dates (refer to Section 24.5.1. in RFP Attachment V, Sample Standard Agreement). All major elements of the Scope of Work should be addressed in Proposer’s implementation schedule. Proposers should also specifically address in the written proposal
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the approach for delivering the system in the timeframe specified, highlighting the major challenges and issues and key areas of Proposer’s approach to meeting the Guaranteed Completion Dates.
h. Provide a detailed description of the Program Management Plan, as discussed in Section 6.5 of RFP Attachment A, Scope of Work, that demonstrates how the Proposer plans to implement and manage the Project including staffing, scheduling, communications, controls, and reporting. Identify the key elements of the Program Management Plan. Note: Proposers should not repeat material required to be provided in Section VI.B.6 of this RFP, e.g., an organization chart; however, reference to the material may be provided.
i. Address the provision of maintenance services as discussed in Section 7 of RFP Attachment A, Scope of Work. Highlight specifically how Proposer intends to meet the major elements of both the in-lane and back office maintenance requirements. Proposers should clearly identify any maintenance services not covered under the required monthly maintenance activities identified in Section 7 of RFP Attachment A, Scope of Work. Proposers should also identify elements of the proposal that will ensure ongoing delivery of a quality maintenance program.
j. Provide a discussion of Proposer’s Quality Assurance and Control Program, as discussed in Section 6.10 of RFP Attachment A, Scope of Work, that summarizes Proposer’s program for quality assurance from design and development through production, software development, installation, testing, warranty, and maintenance. Highlight key elements of the Proposer’s Quality Assurance/Quality Control (QA/QC) program and what quality certifications and processes Proposer would put into place to ensure they are implemented as planned.
k. Address the provision of the optional Front Office services as described in Section 8 of RFP Attachment A, Scope of Work, focusing on key aspects of the Proposer’s plan for satisfying the requirements of the CSC and VPC operations. Proposers should identify unique aspects of their proposal for delivering the Front Office services, addressing in what areas and how Proposer shall provide superior CSC and VPC operations in comparison to SANDAG provision of services. Proposers should also discuss the specific methods Proposer would employ to ensure the delivery of the required performance levels; how the Proposer intends to coordinate Front Office services with the lane and back office maintenance services, and with SANDAG; and Proposer’s philosophy and approach to the delivery of customer services.
5. Knowledge and Understanding of Local Environment and Relevant Laws
Describe the Proposer’s experience working in the local environment and proposed local presence for interfacing with SANDAG’s Project Manager and staff and the Project team. The local environment includes, but is not limited to: local cities and the County of San Diego, Caltrans and other CTOC agencies, and FasTrak™ operators and other local agencies’ such as the local transit operators: Metropolitan Transit System (MTS) and North County Transit District (NCTD). Describe Proposer’s experience with and knowledge of relevant state and federal laws, including California Title 21, Chapter 16, concerning Compatibility for Automatic Vehicle Identification, and other Pertinent Legislation (as described in RFP Attachments O and M) and requirements of the California Toll Operators Committee (CTOC) (as described in RFP
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Attachments P, Sample FasTrak Cooperative User Fee Agreement and Q, CTOC Interoperability Technical Specification – Revisions G.4 and G.5).
6. Project Organization and Key Personnel
a. Describe the proposed Project organization and provide an organizational chart, including identification and responsibilities of key personnel to be dedicated to this Project. Clearly differentiate the roles and responsibilities of the Proposer (i.e., the prime contractor) and all subcontractors, including DBE subcontractors. If applicable, indicate how local firms are being utilized to ensure a strong understanding of state and local laws, ordinances, regula-tions, policies, requirements, and permitting. Indicate the extent of the commitment of key personnel for the duration of the Project and provide the proposed staffing level for the Project, including any anticipated phasing of staff as the three project stages are deployed. SANDAG’s evaluation of proposals will consider each proposer’s entire team; therefore, no changes in the team composition will be allowed without prior written approval of SANDAG. Contractor and subcontractor letters of commitment are required.
b. Describe the experience and provide resumes (not to exceed two pages per team member) of Proposer’s key Project team members. In addition, using the Key Experience form in RFP Attachment T, Proposer Reference Forms, identify experience, including the team’s project manager, and key staff members, on projects of similar size, capacity, and dollar value. For at least three similar projects, proposers must complete the Key Experience form and include the client’s name and telephone number as directed. It is SANDAG’s policy to interview proposers’ references. Key personnel must have the following experience:
i. Project Principal: Shall have been full-time employee of the Proposer for at least one year and have a minimum of 10 years of experience in the toll/revenue collection industry, with five years of senior management responsibility for major projects. Shall have senior management responsibility for at least one project of $5 million or more in value.
ii. Project Manager: Shall have at least 10 years of experience in the toll/revenue collection industry, of which the last three years shall have been as project manager of toll collection projects. Shall have been project manager for at least one project of $5 million or more in value.
iii. Quality Assurance Manager: Shall have been a quality assurance manager for at least five years on similar projects, with at least one project as quality assurance manager of a toll collection project of $5 million or more in value.
iv. Assistant Project Manager: Shall have at least five years of experience in the toll collection/revenue collection industry, with at least two years of management work on toll collection projects.
v. Technical (Software) Manager: Shall have a minimum of five years of software development management experience, including at least two years of experience in management of toll/revenue collection projects.
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vi. Installation Manager: Shall have at least 10 years of experience in the toll/revenue collection industry, with at least five years of experience in a responsible installation management role on toll collection projects.
vii. Maintenance Manager: Shall have at least 10 years of experience in maintaining systems, with at least five years of experience in the management of toll collection systems.
viii. Network Administrator: Shall have at least five years of experience in the ongoing operation and administration of a network of similar scale to that proposed and shall have at least two years of experience as a network administrator for a system similar to the ML I-15 system.
ix. Front Office Manager (Optional Staff): Shall have at least 10 years of experience in the customer service industry, with at least five years of experience in the management of customer service functions and at least two years of experience in the management of a toll customer service and violation processing operation.
x. Finance Manager (Optional Staff): Shall possess a degree in Accounting or a related field, plus equivalent experience, and shall have at least five years of experience in the management and reporting of financial systems, including auditing and accounting. A Certified Public Accountant (CPA) is preferable.
7. SANDAG’s Annual Anticipated Disadvantaged Business Enterprise (DBE) Participation Level and Discrimination Policy
a. Bidders/Proposers are advised that, as required by federal law, SANDAG has established an overall Annual Anticipated DBE Participation Level (AADPL) and it is required to report on DBE participation for all Federal-aid contracts each year so that attainment efforts may be evaluated. The term ‘Disadvantaged Business Enterprise’ or ‘DBE’ means a for-profit small business concern as defined in Title 49, Part 26.5, Code of Federal Regulations (CFR). The term ‘bidder’ also means ‘proposer’ or ‘offerer.’ The term ‘Small Business’ or ‘SB’ is as defined in 49 CFR 26.65.
b. The DBE Availability Advisory percentage for this project is five percent (5%). This will provide assistance to SANDAG in meeting its AADPL. The DBE Availability Advisory percentage for this project is set forth in the document attached to this Agreement entitled Special Conditions, and the DBE requirements are set forth in detail in the Standard Federal Provisions attached to the Agreement related to this procurement. Bidders/Proposers need not achieve the percentage stated in any DBE Availability Advisory, as a condition of award.
c. DBEs and other small businesses are strongly encouraged to participate in the performance of agreements financed in whole or in part with federal funds (See 49CFR26, “Participation by Disadvantaged Business Enterprises in Department of Transportation Financial Assistance Programs”). The Contractor should ensure that DBEs and other SBs have the opportunity to participate in the performance of the work that is the subject of this solicitation and should take all necessary and reasonable steps for this assurance. The bidder/proposer shall not discriminate on the basis of race, color, national origin, or sex in the award and
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performance of subcontracts. Bidders/Proposers also are encouraged to use services offered by financial institutions owned and controlled by DBEs.
d. It is SANDAG’s policy to provide disadvantaged, minority, and women-owned business enterprises, as defined in Part 26, Title 49 CFR, an equitable opportunity to participate in all contracting opportunities. SANDAG’s Disadvantaged Business Enterprise Race-Neutral Implementation Agreement, which includes minority and women-owned business enterprises, is designed to administer contracts, contractor selection, and all related procurement activities without regard to race, color, religion, disability, political beliefs, age, national origin, gender, or cultural background. Accordingly, no firm or individual shall be denied the opportunity to compete for SANDAG contracts by reasons so stated or implied. A copy of SANDAG’s Disadvantaged Business Enterprise Race-Neutral Implementation Agreement is available on SANDAG’s Web site at www.sandag.org/notices.
e. SANDAG requires all potential SANDAG contractors to comply with Title VI and Title VII of the Civil Rights Act of 1964, the Americans with Disabilities Act, the Age Discrimination in Employment Act, and the California Fair Employment and Housing Act, as amended, and all other applicable discrimination laws. SANDAG will not tolerate illegal discrimination or harassment by its contractors.
f. Submit a Subcontractor List, Attachment U, which lists all subcontractors for this project, DBE status (if applicable), scope of work, and approximate percentage of the work (as a percentage of the total award to the prime contractor). In accordance with current federal regulations, DBEs and joint ventures involving DBEs must be certified for eligibility by Caltrans, by other qualified Department of Transportation recipients, or by other certifying public agencies. Copies of certificates verifying DBE status must be submitted in the bid for all firms (prime contractor or subcontractor) claiming such status.
g. The California Unified Certification Program (CUCP) database includes the DBEs certified from all certifying agencies participating in the CUCP. If you believe a firm is certified that cannot be located on the database, please contact the Caltrans Office of Certification toll free number (1-866-810-6346) for assistance. Bidders/Proposers may call (916) 440-0539 for Web or download assistance.
h. Information regarding SANDAG’s Disadvantaged Business Enterprise Race-Neutral Implementation Agreement is available on its Web site at www.sandag.org/notices. Additionally, interested parties may access the CUCP database from the Department of Transportation, Civil Rights, Business Enterprise Program Web site at:
http://www.dot.ca.gov/hq/bep/.
i. If you do not have Internet access, you may contact SANDAG’s Contracts and Procurement group at (619) 699-1900. Caltrans also publishes a directory of certified DBE firms extracted from the on-line database. A copy of the directory of certified DBEs may be ordered from the Caltrans' Division of Procurement and Contracts/Material and Distribution Branch/Publica-tion Unit, 1900 Royal Oaks Drive, Sacramento, CA 95815, Telephone: (916) 445-3520.
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8. Exceptions to this Request for Proposals
a. The Proposer shall certify whether it takes no exception(s) to this RFP, including but not limited to RFP Attachment V, SANDAG’s Standard Agreement. If the proposer does take exception(s) to any portion of the RFP or Agreement, the specific portion to which exception(s) is taken must be identified and explained. Failure to make exceptions to the RFP or Agreement will be deemed a waiver of any objection. Exceptions may be considered during the Proposal evaluation process.
b. All Proposers shall also be required to complete and submit the Table of Conformance, included as RFP Attachment R, which covers each of the requirements in RFP Attachment A, Scope of Work, and other RFP submission requirements. If the Proposer does not comply with any requirements of the Scope of Work, the specific requirements to which exception is taken must be identified on the Table of Conformance and explained. Failure to take exception in the manner set forth above will be deemed a waiver of any objection. Exceptions may be considered during the Proposal evaluation process.
9. Addenda to this Request for Proposals
The Proposer shall confirm in its Proposal the receipt of all addenda issued to this RFP.
10. Certifications
As part of the proposal package, proposers must submit the following signed certifications:
a. RFP Attachment V, Standard Agreement, Exhibit H – Federal Requirements for Contracts in Excess of $100,000, Attachment D – Debarment and Suspension Certificate
b. RFP Attachment V, Standard Agreement, Exhibit H – Federal Requirements for Contracts in Excess of $100,000, Attachment E – Certification of Restrictions on Lobbying
c. Subcontractor List RFP Attachment U
d. If Proposer has received a pre-award audit from Caltrans within the twelve months prior to the date of the issuance of this RFP, Proposer shall submit a copy of the Pre-Award Findings Letter from that audit. If such an audit has not taken place within the last twelve months, Proposer should provide a separate page that states: “No Caltrans Pre-Award Audit has taken place within the last twelve months”.
e. Certification of Exceptions or no exceptions to RFP and Agreement as described in VI.8 above
f. RFP Attachment V, Standard Agreement, Exhibit H – Federal Provisions – FHWA, Exhibit FHWA-1– Certification on Designation of Subcontractors
g. Standard Agreement RFP Attachment V, Standard Agreement, Exhibit H – Federal Provisions – FHWA, Exhibit FHWA-2– Certification on Public Contract Code Section 10162 Questionnaire
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h. Standard Agreement RFP Attachment V, Standard Agreement, Exhibit H – Federal Provisions – FHWA, Exhibit FHWA-3– Certification on Public Contract Code Section 10232 Statement
11. Standard AgreementDetailed Cost Proposal
a. Proposers shall complete and submit a Detailed Cost Proposal of the total direct and indirect costs to complete all tasks identified in RFP Attachment A, Scope of Work. A template for the Cost Proposal is included as RFP Attachment B. Proposer’s shall provide all required detail for each stage or task of the Project using the cost breakdown shown in schedules B1 through B5-C. RFP Attachment B will serve as the basis for ranking the cost proposal.
b. All Cost Proposal forms must be completed and signed.
c. For maintenance and back office operations and the optional front office (including marketing) services, Proposer’s detailed Cost Proposal shall cover the base five-year Task Order for these services. Task Orders for future extension periods, if any, would be issued at a later date.
d. The Cost Proposal and supporting documentation will be used by Caltrans in auditing the Proposer’s cost submittal. Future Task Orders or Contract Change Orders (CCOs) may be issued based on the Specific Rates of Compensation (RFP Attachment B5-C) provided by the Proposer. Therefore, the Proposer must submit back up to all costs as part of the Cost Proposal as provided for in RFP Attachment B, schedule B5, parts A through C. Derivations of all unit costs shall be fully explained and documented as provided for in this attachment. The back up materials shall consist, at a minimum, of labor categories, number of hours, salary rates, escalation rates, materials costs, overhead, and profit. The Proposer shall fully describe how these costs are used to build up the unit prices in the Cost Proposal.
e. Proposal pricing for optional items shall be completed as directed on the Cost Proposal Schedule forms in RFP Attachment B, schedules B3 and B4. Pricing for the optional items will be considered during the evaluation process in a similar manner as the base Proposal cost items.
f. Proposers must not include any information regarding the detailed Cost Proposal in the written Proposal. The detailed Cost Proposal must be submitted in a separate sealed envelope. Cost Proposals from proposers deemed to be qualified under Section X, Subsection A of this RFP, “Minimum Qualifications,” shall be unsealed and reviewed in a separate process during the Proposal evaluation period.
VII. SUBMITTAL REQUIREMENTS
A. Proposers must submit Proposals and completed associated cost schedules for all work identified in this RFP, including options and any sub-options.
B. Thirteen (13) copies of the Proposal shall be submitted. Proposals submitted by facsimile or e-mail are not acceptable and will not be considered. A CD-ROM shall be provided that contains the
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Proposal in its entirety, excluding the Cost Proposal, in electronic format. The file format shall be Adobe Acrobat (PDF).
C. The Proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the Proposer. A scanned electronic copy of all required certifications shall also be provided on the Proposer’s CD-ROM.
D. The Proposal must be addressed to and received no later than 2 p.m., local time, on December 12, 2006, at the office of:
Alexia Spivey, Contracts Analyst San Diego Association of Governments 401 B Street, Suite 800 San Diego, California 92101
Postmarks will not be accepted in lieu of this requirement.
E. Proposals are to be submitted in sealed packages with the following information clearly marked on the outside of each package:
1. Name of Proposer 2. Project title 3. Package Number (e.g., 1 of 4, 2 of 4, 3 of 4) 4. One original detailed Cost Proposal shall be submitted in a separate sealed envelope, along
with twelve (12) hard copies and a separate CD-ROM containing the Cost Proposal in electronic format. The name of the Proposer, the project title and the title “Cost Proposal” shall be clearly written on the sealed envelope. The file format for the electronic copy of the Cost Proposal shall be Adobe Acrobat (PDF), however, supporting copies and back up in Microsoft Excel may also be included. The CD-ROM containing the Cost Proposal shall be clearly labeled as such.
F. Failure to comply with the requirements of this RFP may result in disqualification. SANDAG is not
responsible for finding, correcting, or seeking clarification regarding ambiguities or errors in Proposals. If a Proposal is found to contain ambiguities or errors, it may receive a lower score during the evaluation process. SANDAG reserves the right to disqualify any Proposal in which the detailed cost estimate contains mathematical or clerical errors, inconsistencies or missing inform-ation which prevent SANDAG from fully evaluating the Proposal. SANDAG may, but is not required to, seek clarification from a Proposer regarding information in a Proposal. Errors and ambiguities in Proposals will be interpreted in favor of SANDAG.
G. Proposals and/or modifications received subsequent to the hour and date specified above will not be considered.
H. SANDAG reserves the right to waive inconsequential irregularities.
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VIII. PRE-SUBMITTAL ACTIVITIES
A. Questions Concerning Request for Proposal
All questions relating to the RFP must be received in writing via mail, facsimile, e-mail, or hand delivery no later than 2 p.m., on November 10, 2006, addressed to:
Alexia Spivey, Contracts Analyst San Diego Association of Governments 401 B Street, Suite 800 San Diego, California 92101 E-mail: [email protected]
A Web page will be developed, maintained, and devoted to this RFP. It can be accessed from:
www.sandag.org/rfps Responses to all questions received concerning this RFP will be posted on the Web page devoted to this Project (shown above) on an ongoing basis. All responses and all timely questions received concerning this RFP will be posted at least three (3) days prior to the Proposal due date. It is the responsibility of Proposers to check the Web page for questions and responses related to this RFP. B. Mandatory Pre-Proposal Meeting
A mandatory Pre-Proposal meeting will be held at SANDAG on Thursday, October 26, 2006, from 1 to 4 p.m. at SANDAG offices located at 401 B Street, Suite 800, San Diego, California 92101. A summary of the questions and answers from the mandatory Pre-Proposal meeting will be posted on the Project Web page within five business days after the mandatory Pre-Proposal meeting. Proposals from Proposers who do not have an authorized representative in attendance at the mandatory Pre-Proposal meeting will be disqualified. C. Revision to the Request for Proposals
SANDAG reserves the right to revise the RFP prior to the date that Proposals are due. Revisions to the RFP shall be posted on the Web page devoted to this RFP at least one full business day prior to the deadline for Proposals. It is the responsibility of the Proposer to check the Web site for any revisions related to this RFP.
IX. CONTRACTOR EVALUATION AND SELECTION PROCESS
A. SANDAG will establish one or more Proposer evaluation committee(s) (“Committee(s)”) for this Project and will include representatives from SANDAG, and when deemed in SANDAG’s best interest, representatives of its member agencies, the general public, or individuals with experience and expertise in the related discipline(s).
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B. Upon receipt of Proposals and prior to the Committee review of Proposals, designated SANDAG personnel will undertake to determine whether the Proposal meets the minimum qualifications standards and is in compliance with the basic requirements of the RFP. The criteria for pass/fail against which the Proposers will be evaluated are summarized below in Section X, Subsection A of this RFP, “Minimum Qualifications.” If a Proposal is determined to be non-qualifying it will be rejected and no further review of the Proposal will take place.
C. Based upon the qualified Proposals submitted, the Committee may select a short-list of qualified firms for this Project. SANDAG reserves the right to make final Contractor selection based solely upon evaluation of the written Proposals, without short-listing firms or conducting oral interviews, should it find it to be in its best interest to do so. SANDAG also reserves the right to check any or all references in its sole discretion.
D. The Committee(s) may interview the short-listed firms. If oral interviews are conducted, the interviews will be used to clarify the Proposal and to provide additional information as requested by SANDAG.
E. A tentative interview schedule is included in the advertisement notice. The interview schedule identifies certain tentative dates that Proposers must be available for an interview. SANDAG will endeavor to provide the actual date and time of the interview of each short-listed Proposer as early as possible in the Proposal evaluation process. Interview performance may be considered as part of the final evaluation process.
F. The Committee may choose to negotiate with the short-listed Proposers prior to selecting the top-ranked Proposer. Prior to the negotiations, a revised Scope of Work may be provided to the short-listed Proposers. The Committee may determine that it wishes to obtain best and final offers (BAFOs) from the short-listed finalists. If negotiations take place, the Project Manager may establish a negotiating team and enter into contract negotiations with the short-listed firms. The negotiations may cover: scope of work, contract schedule, technical specifications, level of effort, and price. Based upon these negotiations for any enhancements to scope or refinements of price, all short-listed firms will be requested to submit their BAFO. Based upon the BAFO (including the cost proposal), interview, reference scores, and other appropriate evaluation factors, the Committee(s) will select the firm it has ranked as proposing the best overall value to SANDAG. SANDAG reserves the right to independently score the shortlist evaluation and the final evaluation. The shortlist and final evaluation forms that will be used to score Proposals are included as RFP Attachment W Proposer Evaluation Forms. The final evaluation shall determine the selected Proposer.
G. The Committee(s) will recommend the top-ranked Proposer to SANDAG’s Executive Director for contract award. SANDAG’s Executive Director has final authority for selection of the Proposer. The Proposer selected will be sent a Notice of Intent to Award. Proposers who are not selected will be sent a “Notice of Intent to Enter Negotiations with Another Proposer.”
H. Upon receipt of the Executive Director’s authorization to enter into an Agreement with the selected firm, the Project Manager will negotiate the final terms of the Agreement. If the Project Manager is unable to reach an acceptable Agreement with the selected firm, the Project Manager will recommend to the Executive Director that final contract negotiations be terminated and that
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contract negotiations with the second ranked Proposer be initiated. The Executive Director has final authority to terminate contract negotiations and begin contract negotiations with another Proposer.
I. SANDAG reserves the right to award any or all portions of the scope of work in this RFP in its sole discretion and determination.
J. After approval from Caltrans following a pre-award (or post-award) audit and following successful negotiation of a proposed Agreement that is fair and reasonable, the Project Manager will recommend to the Executive Director that SANDAG enter into the proposed Agreement. Final authority to approve the Agreement rests with the Executive Director.
X. EVALUATION CRITERIA
A. Minimum Qualifications
A responsive Proposal is one that meets all of the requirements of the RFP. A responsible Proposer is one who is physically organized and equipped and that has the financial ability to undertake and complete the Project. The Committee will only review the Proposals of qualified firms. In addition to these responsiveness criteria, Proposals must meet the following minimum qualifications in order to be considered qualified:
Proposer is a corporation authorized to do business in the State of California.
There are no legal actions or claims against the Proposer that would serve to disqualify.
Proposal meets the form and format requirements specified in the RFP.
All forms, documents, and certifications are completed, signed, and properly executed.
The Proposer has minimum experience of three (3) toll collection system projects of a similar nature to the scope of work in this Project.
The Proposer and/or subcontractors collectively have minimum experience of three (3) projects covering other work tasks included in this Project.
Proposer has submitted a completed Table of Conformance (RFP Attachment R). The Table of Conformance must be signed by a person authorized to conduct business for Proposer.
Proposer has submitted a completed Proposer Experience and Financial Condition Forms (RFP Attachment S).
Proposer is not currently in bankruptcy proceedings.
Proposer provides the required surety commitment letter as evidence of capacity to obtain 100 percent performance bond for Stages 1 through 3.
B. Evaluation Scoring
Proposers will be evaluated on the criteria according to the weights as shown on the evaluation forms provided in RFP Attachment W Proposer Evaluation Forms. SANDAG will add the Proposers’ interview scores into the final evaluation criteria or select Proposers based solely upon their written Proposal.
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Proposers’ detailed Cost Proposals and/or a determination of which proposal offers the best value to SANDAG will be part of the evaluation process. Costs may be the deciding factor if there is no clearly superior Proposal. The basis for ranking the Proposals is detailed in the following attachments:
RFP Attachment B through B5-C, Cost Proposal
RFP Attachment W -1, Short List Evaluation
RFP Attachment W -2, Final Evaluation
XI. SCHEDULE FOR NOMINATION, SELECTION, AND AWARD
SANDAG anticipates the process for nominating and selecting a contractor, and awarding the contract will be according to the following tentative schedule (all dates are subject to change):
A. Advertise and Issue RFP ........................................................................................................ 10/13/06
B. Mandatory Pre-Proposal Meeting ............................................................................................ 10/26/06
C. Last Day to Submit Questions Regarding RFP ....................................................................... 11/10/06
D. Proposal Due Date ................................................................................................................... 12/12/06
E. Oral Interviews (if utilized)......................................................................................... 1/16/07 to 1/19/07
F. Negotiations (if utilized)...............................................................................January and February 2007
G. BAFO Due (if utilized) ......................................................................................................February 2007
H. Selection and Notification of Intent to Award .................................................................... March 2007
I. Begin Caltrans Audit .......................................................................................................... March 2007
J. Approval of Contract ............................................................................................................. May 2007
K. Notice of Award/Notice to Proceed ....................................................................................... May 2007
XII. SPECIAL CONDITIONS
A. Reservations
This RFP does not commit SANDAG to award a contract, to defray any costs incurred in the preparation of a Proposal pursuant to this RFP, or to procure or contract for work. SANDAG may reject bids without providing the reason(s) underlying the declination. A failure to award a contract to the lowest bidder will not result in a cause of action against SANDAG. B. Public Records
All Proposals submitted in response to this RFP become the property of SANDAG and public records and, as such, may be subject to public review.
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C. Right to Cancel
SANDAG reserves the right to cancel or revise, for any or no reason, in part or in its entirety, this RFP. If SANDAG cancels the RFP prior to the deadline for Proposals or revises the RFP, notification will placed on SANDAG’s Web site. D. Additional Information
SANDAG reserves the right to request additional information and/or clarification from any or all Proposers to this RFP, but is under no obligation to do so. E. Conflict of Interest
SANDAG has established a policy concerning potential conflict of interest in program management, design, and construction. This policy applies to all Proposers (prime contractors) and their proposed subcontractors. Refer to RFP Attachment V, Standard Agreement, for additional information and required certifications by prime contractors and their subcontractors. F. Public Information
Proposers who wish to release information to the public regarding contractor selection, contract award, or data provided by SANDAG must receive prior written approval from SANDAG before disclosing such information to the public. G. Contract for Services
The selected Contractor will be required to sign a customized version of the Sample Standard Agreement that is included as RFP Attachment V. The Contractor is also required to provide insurance certificates and all other required documentation within fifteen (15) calendar days of issuance from the Notice of Intent to Award. H. Insurance Requirements
SANDAG requires contractors doing business with it to obtain insurance, as shown in RFP Attachment V, Standard Agreement. The required insurance must comply with all requirements of the standards as shown in the Agreement and certificates of insurance must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and any required policy endorsements must be provided prior to the commencement of work on the Project. I. Performance Bonds
SANDAG requires contractors doing business with it to obtain performance bonds as shown in RFP Attachment V Standard Agreement, and as further defined in RFP Attachment S, Proposer Experience and Financial Condition Forms.
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J. Ownership of Materials and Software Licenses and Terms
SANDAG requires that the Contractor accept and abide by the Ownership of Materials and Software Licenses and Terms set forth in Exhibit G, “Software Agreement,” to RFP Attachment V, Standard Agreement, as well as all other related terms and conditions in RFP Attachment V. K. Liquidated Damages
Time is of the essence on the implementation of this Project. It is important that the toll collection system be installed and operational according to the performance levels outlined in this RFP within the timeframe detailed in the approved Project Schedule and in accordance with the terms of RFP Attachment V, Standard Agreement, which provides for the assessment of liquidated damages.
XIII. PROTESTS
Pursuant to the requirements set forth in FTA Circular 4220.1E, "Third Party Contracting Requirements," the following procedures shall be used by SANDAG to fairly and promptly respond to any protests received regarding third party contracts or the contracting process. SANDAG will consider all protests or objections regarding the contracting process or the award of a contract received by SANDAG by 4 p.m. on the deadlines discussed below. SANDAG will review only protests submitted by an actual or prospective proposer or someone else whose direct economic interest would be affected by the award of a contract or by failure to award a contract. A protest by any adversely affected person must be made in writing and must be mailed or hand delivered to SANDAG. A protest which does not strictly comply with SANDAG’s protest procedures will be rejected. A. Protests Before Bid/Proposal Opening
Protests relating to the content of the solicitation (i.e., RFP, IFB, RFQ) must be filed within five (5) business days after the date the solicitation is released to the public by SANDAG. Failure to file a protest concerning the content of the solicitation prior to this deadline constitutes a waiver of any protest on these grounds. B. Protests After Bid/Proposal Opening
After opening proposals, bids, or best and final offers, a Notice of Intent to Award will be mailed to all bidders/proposers. Protests relating to the intent to make an award must be filed within five (5) business days of the Notice of Intent to Award issue date. The date of filing shall be the date SANDAG receives the protest. Untimely protests will be rejected. If deemed necessary, SANDAG shall notify all bidders/proposers of record that a protest has been filed and that the award has been postponed until further notice. If necessary, bidders/proposers will be asked to extend the time for acceptance of their bid/proposal in order to avoid the need for readvertisement of the solicitation. C. Protest Contents
A letter of protest must set forth detailed grounds for the protest and be fully supported with technical data, documentary evidence, names of witnesses, and other pertinent information related to the subject being protested. The protest also must state the law, rule, regulation, or practice upon which the protest is
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based. The protestor must demonstrate or establish a clear violation of a specific law or regulation, e.g., a violation of the Buy America requirements. If the protestor considers that the protest contains proprietary material which should be withheld, a statement advising of this fact must be affixed to the front page of the protest document, and alleged proprietary information shall be so identified wherever it appears. Protests shall be addressed to:
Contract Administrator: Alexia Spivey SANDAG Contract Solicitation No.5000680 San Diego Association of Governments 401 B Street, Suite 800 San Diego, California 92101
D. Role Of The SANDAG Contract Administrator
The Contract Administrator will appoint three individuals to participate on a Protest Committee from an established list of potential Protest Committee members. At least one of the persons selected must be from an outside agency and no one may sit on the Protest Committee that has a known connection to the procurement that is the subject of the protest. The Contract Administrator also will appoint a chairperson for the Protest Committee. The Contract Administrator will gather the documents that the Protest Committee will need for its investigation and prepare a memo to the Protest Committee containing background information regarding the protest. Any communication regarding the protest between the protestor and SANDAG shall be through the Contract Administrator during the protest proceedings. E. Protest Committee
The Protest Committee shall ensure the protest was received within the timeline specified and review the protest to determine if it itemizes in appropriate detail each matter contested as well as any factual reason(s) for the requested protest. The Committee chair person shall schedule the date of the Protest Committee meeting, contact the Committee panel members, and distribute all protest documentation. F. Reply To Protest
The Protest Committee will review all protests in a timely manner and may hold an informal hearing if deemed necessary in order to complete its investigation. The Protest Committee will prepare a recommendation regarding the protest, in writing, to SANDAG’s Chief Deputy Executive Director within ten (10) business days. All materials included with the original protest at time of submittal will be considered. Supplemental materials filed by a protestor after the protest deadline will not be considered unless there are extenuating circumstances in the opinion of the Protest Committee. Protest documents will not be withheld from any interested party outside of SANDAG, with the exception that withholding of information is permitted or required by law or regulation. The Chief Deputy Executive Director will either sustain or reject the protest based upon the recommendation of the Protest Committee and the best interests of SANDAG.
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G. Request For Protest Reconsideration
Upon receipt of an adverse decision by the Chief Deputy Executive Director, the protestor may file a request for protest reconsideration. A request for protest reconsideration must be directed to the Executive Director in writing and received within five (5) full business days from the date the protestor receives the reply from SANDAG. The Executive Director will respond to the request for protest reconsideration within ten (10) full business days. The decision of the Executive Director will be in writing and final. No further protests will be heard by SANDAG. H. Results Of The Protest
If the protest is sustained, the original Notice of Intent to Award may be withdrawn after the deadline for protest reconsideration has passed. SANDAG then may issue a new Notice of Intent to Award to a different bidder/proposer and a new protest period will commence. If the protest is rejected, the original Notice of Intent to Award will stand and SANDAG will continue with contract negotiations with the awardee. I. Federal Transit Administration (FTA) Requirements
1. FTA Review of Protests
a. In the case of contracts funded by the FTA, the FTA will review only protests regarding the alleged failure of SANDAG to have written protest procedures or alleged failure to follow such procedures.
b. Alleged violations on other grounds are under the jurisdiction of the appropriate state or local administrative or judicial authorities. Alleged violations of a specific federal requirement that provides an applicable complaint procedure shall be submitted and processed in accordance with that federal regulation. See Buy America Requirements, 49 CFR Part 661 (Section 661.15); Participation by Minority Business Enterprise in Department of Transportation (DOT) Programs, 49 CFR Section 23.73.
c. The FTA will review only protests submitted by an interested party defined as an actual or prospective bidder or offeror whose direct economic interest would be affected by the award of the contract or by failure to award the contract in accordance with FTA Circular 4220.1B.
2. Time for Filing
a. Protestors shall file a protest with the FTA not later than five business days after a final decision is rendered under SANDAG's protest procedure. In instances where the protestor alleges that SANDAG failed to make a final determination on the protest, protestors shall file a protest with the FTA not later than five business days after the protestor knew or should have known of SANDAG's failure to render a final determination on the protest.
b. SANDAG shall not award a contract for five business days following its decision on a bid protest except in accordance with the provisions and limitations of subparagraph 6. After five business days, SANDAG shall confirm with the FTA that the FTA has not received a protest on the contract in question.
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3. Submission of Protest to the FTA
a. Protests should be filed with the appropriate FTA regional office, with a concurrent copy to SANDAG.
b. The protest filed with the FTA shall: i. Include name and address of protestor; ii. Identify SANDAG as the grantee, SANDAG’s Contract Administrator, and number of
the contract solicitation; iii. Contain a statement of the grounds for protest and any supporting documentation.
This should detail the alleged failure to follow protest procedures or the alleged failure to have procedures and be fully supported to the extent possible;
iv. Include a copy of the local protest filed with SANDAG and a copy of SANDAG's decision, if any.
4. SANDAG Response
a. The FTA shall notify SANDAG in a timely manner of receipt of a protest.
b. SANDAG shall submit the following information not later than 10 business days after receipt of notification by the FTA of the protest: i. a copy of SANDAG's protest procedure; ii. a description of the process followed concerning the protestor's protest; and iii. any supporting documentation.
c. SANDAG shall provide protestor with a copy of the above submission. 5. Protestor Comments
The protestor must submit any comments on SANDAG's submission not later than 10 business days after the protestor's receipt of SANDAG's submission.
6. Withholding of Award
When a protest has been timely filed with SANDAG before award, SANDAG shall not make an award prior to five business days after the resolution of the protest, or if a protest has been filed with the FTA, during the pendency of that protest, unless SANDAG determines that:
a. The items to be procured are urgently required;
b. Delivery or performance will be unduly delayed by failure to make the award promptly; or
c. Failure to make prompt award will otherwise cause undue harm to SANDAG or the federal government.
The FTA reserves the right not to participate in the funding of any contract awarded during the pendency of a protest.
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7. FTA Action.
Upon receipt of the submissions, the FTA will either request further information or a conference among the parties, or will render a decision on the protest.