texas department of transportation general services

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TEXAS DEPARTMENT OF TRANSPORTATION

GENERAL SERVICES DIVISION

SPECIFICATION NO. TxDOT 961-41-25* REVISED: APRIL 2013

PROVIDING UNDERCLEARANCE DATA FOR TEXAS BRIDGES AND OVERHEAD SIGN BRIDGES

PUBLICATION

This specification is a product of the Texas Department of Transportation (TxDOT). It is the practice of TxDOT to support other entities by making this specification available through the Institute for Public Procurement. This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity.

1. SCOPE: This solicitation is for services to provide underclearance data for through trusses as well as underpass bridges and overhead sign bridges, either completely or partially spanning traveled roadways in the state of Texas, utilizing a vehicle-mounted data collection system operating at prevailing highway speeds. The end results of the work product will be utilized by TxDOT for updating the bridge inspection database, for the routing of oversize permit vehicles, bridge vertical clearance signage, and maintenance of an existing overhead sign bridge inventory. The approximate total number of structures (includes off system bridges constructed since 2008, on system bridges, overhead sign bridges and underpass bridges) in all counties of Texas where underclearance data is desired is 8,820 bridge locations and 12,500 overhead sign bridge locations. The work shall be performed in two phases:

1.1. PHASE 1 – Collect underclearance data for all bridges and overhead sign bridges designated in Attachment A – Underpass Bridge Locations as well as any bridges not identified in Attachment A – Underpass Bridge Locations, but located by the vendor and agreed upon by TxDOT.

1.2. PHASE 2 – Provide on-call services to gather underclearance data on recently constructed structures or structures that were missed in Phase 1 for the remainder of the term of the purchase order. This process will require the vendor to mobilize a maximum of four times per year, with a minimum of ten bridges per mobilization and a maximum of 100 bridges scanned per year.

2. DEFINITIONS OF TERMS AND ACRONYMS

2.1. DVD – Digital Video Disc

2.2. GPS – Global Positioning System

2.3. HORIZONTAL CLEARANCE – The horizontal distance between lateral obstructions to vehicular traffic, to either side of a roadway, such clearance being measured along a line perpendicular to the roadway centerline, or, in the case of a horizontally curved roadway section, along a line radial to the horizontal curve.

* This Specification Supersedes TxDOT Specification No. 961-41-25, October 2008.

SPECIFICATION NO. TxDOT 961-41-25 REVISED: APRIL 2013

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2.4. IMU – Inertial Measuring Unit

2.5. OFF SYSTEM BRIDGE – A bridge owned and maintained by a county, city, or other local or regional governmental unit, and not on the TxDOT designated highway system.

2.6. ON SYSTEM BRIDGE – A bridge owned and maintained by the state of Texas on the TxDOT designated highway system.

2.7. OVERHEAD SIGN BRIDGE (OSB) – A structure, either cantilever or full-span, erected over the travelled lanes of a roadway for the purpose of supporting guide signs, dynamic message signs, or other signs displaying information for motorists. Traffic signal supports are not included in this definition.

2.8. PHOTO LOG – Digital photographic images visually documenting structures where underclearance data is obtained.

2.9. PM – Project Manager

2.10. TRAVELWAY – One or a group of vehicular lanes and associated shoulders that are delineated by pavement markings or the edge of pavement conveying traffic in the same direction, including main lanes, frontage roads, turn lanes, and turn-arounds.

2.11. THROUGH TRUSS – A truss that carries its traffic through the interior of the structure with cross bracing between the parallel top and bottom chords.

2.12. UNDERCLEARANCE – The two-dimensional, planar envelope beneath an overhead obstruction, defined by vertical and horizontal clearances.

2.13. UNDERPASS BRIDGE – A bridge with paved vehicular traffic lanes underneath.

2.14. VERTICAL CLEARANCE – The vertical distance between the roadway surface and the bottom surface of a bridge, overhead sign bridge, or other overhead obstruction.

3. BACKGROUND: Knowledge of vertical clearances between the paved roadway surface and bottom of overhead structure, and horizontal clearance under overhead structures between fixed objects such as bridge columns and median barriers, is important to ensure oversize permit vehicles do not impact the structure. TxDOT uses vertical clearance data for posting height signs on bridges that alert motorists of minimum vertical clearance, and uses both vertical and horizontal clearance data for the routing of oversize permit vehicles. In addition, underclearance data becomes part of the National Bridge Inventory and is a required cite to the Federal Highway Administration by TxDOT.

4. CURRENT ENVIRONMENT

4.1. Vertical clearance is currently determined as a single, minimum controlling value under each bridge, or in the case of a through truss, to the minimum controlling cross member. Vertical clearance is not currently determined beneath each OSB. Vertical clearance under a bridge is customarily measured manually by personnel using a telescoping rod or handheld laser. Horizontal clearance is manually determined using a variety of linear measuring devices. These methods are inefficient and compromise the safety of the personnel taking the measurements and passing motorists. In urbanized areas, measuring vertical and horizontal clearances in this manner may require that traffic lanes be temporarily closed while the measurements are being taken, causing motorist delays and increasing traffic congestion.


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4.2. The locations of all bridges and the control-section (roadway segment) locations of all overhead sign bridges can be found at: http://www.dot.state.tx.us/gsd/purchasing/supps.htm

5. RESPONDENT QUALIFICATIONS: The respondent shall:

5.1. Be a company engaged, or whose partners or participants or both are engaged in the business of providing underclearance data collection services for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other.

5.2. Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent’s audited or un-audited financial statement. TxDOT may request a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section 2156.007 to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to provide the service. Factors to be reviewed include:

5.2.1. Balance sheets

5.2.2. Net working capital

5.2.3. Current asset ratio

5.2.4. Liquidity ratio

5.2.5. Auditor(s) notes

5.2.6. Any notes to the financial statements

6. RESPONDENT REFERENCES: The respondent should submit a minimum of two references to substantiate the qualifications and experience requirements for similar services completed within the last three years. References shall illustrate respondent’s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent’s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Respondent References form).


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7. KEY PERSONNEL QUALIFICATIONS: The respondent shall provide the following key personnel:

7.1. PM: The PM shall have a minimum of three years experience within the last five years in project management for similar data collection, processing and management efforts.

7.2. TECHNICIANS, (Include all personnel driving to and from TxDOT work locations) shall:

7.2.1. Possess a valid Driver License acceptable in the state of Texas.

7.2.2. Have no Driving Under Influence (DUI) or Driving While Intoxicated (DWI) incidents on driving record within the past three years.

7.2.3. Have no more than two moving violations on driving record within the past three years.

7.2.4. Have the necessary qualifications to perform work assignments required for the specific services identified in the specification, including but not limited to basic data entry skills and proficiency in operating underclearance data collection and photo log equipment.

8. VENDOR REQUIREMENTS: The vendor shall:

8.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation.

8.2. Provide employees with the knowledge and experience to perform the required services within the specified time frame.

8.3. Provide all labor, materials, equipment and vehicles necessary to meet requirements of the specified services throughout the term of the purchase order.

8.4. Provide a primary point of contact.

9. KEY PERSONNEL REQUIREMENTS

9.1. The PM’s primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the purchase order.

9.2. The PM shall be a permanent staff employee and shall serve as a constant primary point of contact for TxDOT.

10. SERVICE REQUIREMENTS: The vendor shall:

10.1. Begin work within 30 calendar days of the award of the purchase order or on the agreed upon date between TxDOT and the vendor.

10.2. Submit data collected within the tolerances specified.

10.3. UNDERCLEARANCE DATA: Collect underclearance data for through trusses, underpass bridges and overhead sign bridge structures which completely or partially span travelways of Texas roadways as follows:


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10.3.1. Vertical Clearance: Measure the vertical distance between pavement surface and bottom of overhead structure across the width of the roadway from pavement edge to pavement edge. The intent is to accurately determine the minimum vertical clearance for each travelway underneath the structure. For the purposes of determining minimum vertical clearance, measurements shall be taken at horizontal intervals no greater than 1 foot across the width of the travel way.

10.3.2. Horizontal Clearance: Measure the horizontal clearance between lateral obstructions. Lateral obstructions include, but are not limited to, toe of slope, bridge piers, abutments, columns, retaining walls, bridge rails, and median barriers. Potentially two values of horizontal clearance exist under each overhead structure, as follows:

10.3.2.1. Horizontal clearance for oversize vehicle routing: Lateral obstructions will include rigid obstructions (e.g., toe of slope, bridge piers, abutments, columns, retaining walls, bridge rails, median barriers) as well as flexible guardrail (Ref. Attachment A - Horizontal Clearance for Oversize Vehicle Routing).

10.3.2.2. Horizontal clearance for National Bridge Inspection (NBI) Standards reporting: Lateral obstructions will only include rigid obstructions (e.g., toe of slope, bridge piers, abutments, columns, retaining walls, bridge rails, median barriers). Flexible guardrail is not considered a lateral obstruction (Ref. Attachment B – Horizontal Clearance for National Bridge Inspection Standards Reporting).

10.4. DATA COLLECTION SYSTEM COMPONENT REQUIREMENTS: Obtain and synchronize GPS data that establishes vehicle position and heading, time and date, and a digital photo log that establishes visual structure identification with the underclearance data at each structure where underclearance measurements are required.

10.4.1. Underclearance Measurement Equipment

10.4.1.1. The underclearance data collection unit shall be a device utilizing lasers or other TxDOT approved appropriate distance measuring technologies capable of collecting accurate underclearance measurements at highway speeds.

10.4.1.2. The system operates during the day and at night and withstands wind, rain, and other adverse environmental conditions.

10.4.1.3. Lasers, if used, shall be eye-safe, Class IM.

10.4.1.4. Underclearance measurements shall be accurate to plus or minus 1 inch of true value. No more than 1% of structures surveyed shall be out of tolerance.


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10.4.2. GPS Unit: Coordinates derived from GPS measurements shall be within 3 meters of true position. The GPS unit shall:

10.4.2.1. Be mounted to the data collection vehicle and be monitored during data collection activities. The GPS system shall provide robust and precise position and orientation measurements consisting of latitude and longitude, associated with digital photo images and underclearance measurement data.

10.4.2.2. Receive real-time differential corrections.

10.4.2.3. Include or be coupled to an inertial measurement unit (IMU) to compensate for satellite coverage outages by interpolating missing GPS data.

10.4.2.4. Perform accurate data collection at highway speeds, with no motion artifacts even under severe conditions.

10.4.3. Photo log Camera: At least one photo log camera shall be included with each data collection system vehicle, mounted in the interior of the vehicle. The camera shall have a minimum 55° field of view and provide digital images with a minimum resolution of 1600 x 1200.

10.4.4. Data Collection System Vehicle Operation: The system used to collect the underclearance, GPS, and digital photo log data shall be housed within or mounted on a vehicle such that no special permits are required for operation on Texas roadways. The data collection vehicle shall be operated at the prevailing speed of other vehicular traffic on the roadway being travelled, up to the legal speed limit, without impeding or in any way interfering with normal traffic operations.

10.4.5. Period of Performance

10.4.5.1. PHASE 1 – All data shall be collected, processed, and delivered to TxDOT within 180 calendar days of purchase order award.

10.4.5.2. PHASE 2 – All data shall be collected, processed, and delivered to TxDOT within 60 calendar days of mobilization notification.

11. VENDOR DELIVERABLES: The vendor shall submit:

11.1. WORK PLAN: The vendor shall provide a detailed work plan and project schedule for providing the services described in this specification. The PM shall monitor and update the work plan and schedule, revising as appropriate, with approval from TxDOT. As a minimum, the plan shall include the following:

11.1.1. A logical sequence of the work to be accomplished.

11.1.2. Staff requirements for each task and deliverable.

11.1.3. Specific target completion dates for the vendor’s proposed sequence of work.


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11.2. UNDERCLEARANCE DATA

11.2.1. Minimum controlling vertical clearance measurements for each travelway that exists under structures either completely or partially spanning the roadway.

11.2.2. Underclearance data in digital format compatible with TxDOT hardware and database architecture. ASCII text files delivered on DVD, external hard drive, or other approved durable digital media will be acceptable.

11.2.3. Identify the direction of travel of the data collection vehicle for every structure where underclearance data is collected.

11.2.4. Include GPS coordinates for the point of minimum vertical clearance of each travelway.

11.2.5. Associate all underclearance data for bridges with the unique permanent structure number of each bridge. TxDOT will furnish the permanent structure number, latitude and longitude, and route identification information associated with each bridge.

11.2.6. Include underclearance values and a latitude and longitude describing the location of each OSB support, referenced to the route number and direction of travel for data associated with OSBs. In addition, OSBs shall be classified as one of five types: span truss, cantilever truss, double cantilever truss, span monotube, cantilever monotube, or other structure type.

11.2.7. A digital photograph in jpg format of each structure where underclearance measurements are taken, annotated with structure identification data, horizontal underclearance values and vertical underclearance values associated GPS coordinates for each travelway.

11.2.8. Submit underclearance data by the 10th day of each month throughout the term of the purchase order, or as otherwise agreed upon between TxDOT and the vendor.

12. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT. TxDOT may consider the following performance by the vendor as unsatisfactory performance.

12.1. An unsatisfactory performance determination includes, but is not limited to:

12.1.1. Two instances of underclearance data being submitted after the 10th day of the month (Ref. Para. 11.2.8.).

12.1.2. Any instance of clearance data that is out of the tolerances defined in this specification on more than 1% of the structures surveyed (Ref. Para. 10.4.1.4.).

12.1.3. More than one invoice returned for correction.

NOTE: Unsatisfactory performance may result in a negative vendor performance report, or cancellation of the purchase order or both.

12.2. An exceptional performance determination includes, but is not limited to:

12.2.1. Deliverables made early upon TxDOT member request.


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12.2.2. Product upgrade substitution suggested and accepted at no additional cost to TxDOT.

12.2.3. Vendor commended for exceptional customer service, exceptional service provided.

13. PERSONNEL CONTINUITY AND REPLACEMENT

13.1. TxDOT recognizes that events beyond the control of the vendor, such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the PM will require the vendor to propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT.

13.2. The PM assigned to the project shall remain available for the entirety of the project throughout the term of the purchase order as long as that individual is employed by the vendor.

13.3. If TxDOT determines the PM is unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person.

13.4. Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resumes or references may be required for the proposed replacements. TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel.

14. QUALITY ASSURANCE PLAN: The vendor shall provide a comprehensive, continuous, and measurable quality assurance program. The plan shall include:

14.1. Strategies and processes to promote quality.

14.2. Equipment calibration methods and frequency of calibration.

14.3. Controls to be used within the project to assure quality and consistency throughout the term of the purchase order.

15. VENDOR PERSONNEL SAFETY: The vendor shall provide all required safety equipment and instruct personnel to observe all safety policies, rules and requirements at all times, including, but not limited to, safely operating a motor vehicle. NOTE: TxDOT will provide a copy of TxDOT’s Handbook on Safe Practices at the post award meeting.

16. WORK HOURS: Work hours shall be at the vendor’s discretion, provided the overall project schedule is maintained.

17. SUBCONTRACTING

17.1. Subcontractors providing service under the purchase order shall meet the same qualifications and service requirements and provide the same quality of service required of the vendor.


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17.2. No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services.

17.3. The vendor shall be the only contact for TxDOT and subcontractor(s).

17.4. The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted.

17.5. TxDOT retains the right to check subcontractor’s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor.

17.6. TxDOT reserves the right to request the removal of vendor’s subcontractor staff deemed unsatisfactory by TxDOT.

17.7. Subcontracting shall be at the vendor’s expense.

17.8. During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within ten calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT.

17.9. SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. It is the respondent’s determination to choose to subcontract any of the work under this purchase order with a Texas certified Historically Underutilized Business (HUB) or other businesses.

17.9.1. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation.

17.9.2. The respondent shall identify all proposed HUB and other subcontractors at the time of response submittal. The required forms with video instructions can be found at the following website: http://www.window.state.tx.us/procurement/prog/hub/hub-subcontracting-plan/

17.9.3. RESPONSES THAT DO NOT INCLUDE A COMPLETED HUB SUBCONTRACTING PLAN AS INDICATED ON THE SOLICITATION SHALL BE REJECTED PURSUANT TO TEXAS GOVERNMENT CODE §2161.252(B).

17.10. HUB SUBCONTRACTING PLAN (HSP) PRIME CONTRACTOR PROGRESS ASSESSMENT REPORT: After award of the purchase order, the vendor shall report all HUB and non-HUB subcontractor information using the HSP Prime Contractor Progress Assessment Report form. The report shall be submitted to the TxDOT contract manager monthly. The report shall be submitted monthly even during the months the vendor is not invoicing TxDOT. All payments made to subcontractors shall be reported. TxDOT may verify the amounts being reported as paid by requesting copies of cancelled checks paid to subcontractors.


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17.11. REVISING THE HSP DURING THE TERM OF THE PURCHASE ORDER: Vendors may need to revise the original HSP submitted with the response during the term of the purchase order to add additional subcontractors or change existing subcontractors. The additional subcontractor shall be approved by TxDOT prior to beginning work. If the vendor is replacing a HUB subcontractor with another HUB, no Good Faith Effort is required. If the vendor is replacing a HUB with a non-HUB, a Good Faith Effort is required and the rules which apply to notifying HUBs of the subcontracting opportunity apply.

18. BUSINESS CONTINUITY PROCEDURES AND DISASTER RECOVERY PLAN: The respondent shall submit the respondent’s business continuity procedures and disaster recovery plan which shall include procedures that shall be implemented to fulfill all requirements of the purchase order including, but not limited to: fire, theft, natural disaster, technical difficulty, workforce problems, equipment failure or other disruption of business.

NOTE: Business continuity procedures and a disaster recovery plan for this service shall be maintained by the vendor throughout the term of the purchase order. The vendor shall be responsible for all cost of disaster recovery.

19. TRAVEL: All travel and per diem shall be included in the unit price.

20. CONFLICT OF INTEREST: The vendor, vendor’s personnel and vendor’s subcontractor(s) shall affirm not to have, nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor’s obligations in regards to services authorized.

21. FEDERAL FUNDING: The purchase order will be supported in part with federal funds; therefore, the following federal laws and standards apply:

21.1. Title 42 U.S.C. §§ 2000d-2000d-7, with the exception of sections 2000d-5 and 2000d-6, also known as – Title VI of the Civil Rights Act of 1964

21.2. Title 49 CFR Subtitle A – Office of the Secretary of Transportation

21.3. OMB Circular A-87 – Office of Management and Budget Circular relating to Cost Principles for State, Local and Indian Tribal governments

21.4. OMB Circular A-102 – Office of Management and Budget Circular relating to Grants and Cooperative Agreements with State and Local Governments

21.5. OMB Circular A-133 – Office of Management and Budget Circular relating to Audits of States, Local Governments and Non-Profit Organizations

22. AMENDMENTS: TxDOT and the vendor reserve the right to amend the purchase order by mutual written agreement at any time during the term of service, as may be necessary to achieve the highest quality of production by the most efficient and cost-effective means or to include a different element or special feature that was not contemplated or fully developed at the time of solicitation. The amendment process will be accomplished through a Purchase Order Change Notice (POCN).

23. INVOICING INSTRUCTIONS: The vendor shall provide:

23.1. ORIGINAL INVOICE: A comprehensive and detailed invoice with reference to the line item on the purchase order for each item charged. The original invoice shall be e-mailed to [email protected] unless otherwise shown on the purchase order to ensure timely payment and shall include the following:

23.1.1. Complete 16-digit purchase order number.


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23.1.2. Vendor Federal Employer Identification Number (EIN).

23.1.3. Date and time of service.

23.1.4. Location of service.

NOTE: Invoices requiring correction shall be re-submitted with a new invoice date.

23.2. COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original supporting documentation that validates the invoice charges shall be e-mailed to the designated TxDOT representative

24. TxDOT RESPONSIBILITIES: TxDOT will:

24.1. Provide a contract manager.

24.2. Provide access to appropriate data and information.

24.3. Provide a primary point of contact.

24.4. Provide approval and verification of deliverables.

25. RESPONSE SUBMISSION

25.1. GENERAL FORMAT: The respondent shall submit one signed and dated original (marked “Original”) and should submit five copies (marked “Copy”), and five flash drives (marked “Copy”). The submission should be in separate loose leaf binders on one sided 8-1/2 x 11 inch paper and be tab-indexed corresponding to the sections listed below. Plastic spine bound or wire bound submittals are highly discouraged. Include only the information specified for each section.

25.2. ORIGINAL RESPONSE: Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration. The response submission shall be submitted in the following format:

25.2.1. Section 1 – Schedule 1 – Pricing NOTE TO RESPONDENT: If addendums are generated as part of this solicitation, include the original signed and dated addendum(s) in Section 1.

25.2.2. Section 2 – Original, completed, signed and dated Request for Offer (RFO).

25.2.3. Section 3 – Schedule 2 – Respondent Qualifications and Experience: Complete and return detailing respondent qualifications and experience.

25.2.4. Section 4 – Schedule 3 – Key Personnel Qualifications and References: Complete and return for each proposed key or respondent personnel position.

25.2.5. Section 5 – Schedule 4 – Texas Family Code – Section 231.0006


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25.2.6. Section 6 – Demonstration of Capability: The respondent’s approach and ability to meet the service requirements as specified in the solicitation shall be demonstrated. The response should be specific and address all requirements described in the solicitation in the order presented in Para. 10. The respondent shall submit written documentation addressing how the vendor intends to meet the following:

25.2.6.1. Vertical Clearance (Ref. Para. 10.3.1.).

25.2.6.2. Horizontal Clearance (Ref. Para. 10.3.2.).

25.2.6.3. Underclearance Measurement Equipment (Ref. Para. 10.4.1.).

25.2.6.4. GPS Unit (Ref. Para. 10.4.2.).

25.2.6.5. Photo log Camera (Ref. Para. 10.4.3.).

25.2.6.6. Period of Performance (Ref. Para. 10.4.5.).

25.2.6.7. Staffing Plan – Submit a proposed staffing plan to demonstrate staff qualification and experience, including subcontractors. This plan should describe the number of staff proposed for this project, the functions they will perform, and the percentage of time they will be assigned to this project during the contract term.

25.2.7. Section 7 – Work Plan: The vendor shall include an example Work Plan as detailed in Para. 11.1.

25.2.8. Section 8 – Quality Assurance Plan: The vendor shall provide a comprehensive, continuous, and measurable quality assurance program. (Ref. Para. 14.).

25.2.9. Section 9 – Business Continuity Procedures and Disaster Recovery Plan: The respondent shall submit a contingency and recovery plan detailing how they propose to meet the specifications in the event vendor service is interrupted. The plan shall detail the vendor’s backup and recovery process (Ref. Para. 18).

25.3. The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration.

25.3.1. Section 10 – Financial Standing: Statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing, current in payment of all taxes and fees (Ref. Para. 5.2.).

25.3.2. Section 11 – Respondent References

25.3.3. Copies: The five reproduced copies (marked “Copy”) shall include only the following tab-indexed sections:

25.3.3.1. Section 3 – Respondent Qualifications and Experience

25.3.3.2. Section 4 – Key Personnel Qualifications and References

25.3.3.3. Section 6 – Demonstration of Capability

25.3.3.4. Section 7 – Work Plan


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25.3.3.5. Section 8 – Quality Assurance Plan

25.3.3.6. Section 9 – Business Continuity Procedures and Disaster Recovery Plan

26. RESPONSE EVALUATION

26.1. STEP 1 – REVIEW OF RESPONSES BY PURCHASING: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

26.2. STEP 2 – INITIAL EVALUATION: A TxDOT evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent’s ability to best satisfy TxDOT requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

26.2.1. Respondent qualifications and experience will comprise 60% of the evaluation total.

26.2.2. Pricing submitted for the solicitation requirements will be 40% of the evaluation total.

26.3. STEP 3 – DISCUSSIONS: TxDOT may request that selected respondents, including key personnel participate in discussions.

26.3.1. The respondent and TxDOT may discuss and clarify various requirements of the solicitation, vendor response, discuss any negotiable points, further confirm proposed personnel qualifications and determine the respondent’s capability to perform the service. A TxDOT evaluation committee may evaluate and score each discussion.

26.3.1.1. The initial selection of respondents qualifying to proceed to this step will maintain the pricing weight at 40%. The initial evaluation score of the qualifications and submission information will be replaced with the discussion meeting score at 60%.

26.3.1.2. TxDOT will advise each respondent in writing of the location, date and time of the scheduled discussion meeting. A minimum of two weeks notice will be given to the respondent(s) selected for the discussion phase.

26.3.1.3. TxDOT may provide the respondent with a list of proposed key or respondent personnel required to attend and participate in the meeting.

26.3.1.4. Respondent and proposed key personnel should be prepared to address any questions that may be asked by TxDOT evaluators.

26.3.2. TxDOT reserves the right to continue discussions with selected respondent(s).

26.4. NEGOTIATIONS: Upon completion of discussions evaluation scoring, TxDOT reserves the right to enter into negotiations with one or more selected respondents.

26.5. STEP 4 – BEST AND FINAL OFFER (BAFO): TxDOT reserves the right to request a BAFO from selected respondent(s).


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26.5.1. The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be the considered in the award. TxDOT will make the final determination on the best value.

26.5.2. TxDOT may award the purchase order for the service without requesting a BAFO.

27. AWARD: TxDOT reserves the right to award a purchase order to the company that provides the best value to TxDOT in performance of this service.

27.1. BEST VALUE: TxDOT will be the sole judge of best value. Best value criteria may include, but are not limited to:

27.1.1. Best meets the goals and objectives of the solicitation as stated in the Service Requirements.

27.1.2. Best meets the quality and reliability of the proposed goods and services.

27.1.3. Experience in successfully providing services in the solicitation.

27.2. TYPES OF AWARD: Single Award – One purchase order awarded to a single vendor.

28. POST AWARD MEETING: Vendor(s) shall be required to attend a post award meeting in person in Austin, Texas with TxDOT within ten calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order.

29. CONTRACT ADMINISTRATION: Administration of the purchase order is a joint responsibility of the TxDOT Contract Administrator and TxDOT Purchasing. TxDOT Purchasing staff will be responsible for administering the contractual business relationship with the vendor.

29.1. Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent.

29.2. Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between TxDOT and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual’s contract management and contract administration responsibilities include, but are not limited to:

29.2.1. Monitoring the vendor’s progress and performance and ensuring services conform to established specification requirements.

29.2.2. Managing the financial aspects of the contract including approval of payments.

29.2.3. Meeting with the vendor as needed to review progress, discuss problems and consider necessary action.

29.2.4. Identifying a breach of contract by assessing the difference between contract performance and non-performance.


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ATTACHMENT A HORIZONTAL CLEARANCE FOR OVERSIZE VEHICLE ROUTING

(PROVIDED FOR INFORMATION ONLY) SOLICITATION NO.

Lateral obstructions will include rigid obstructions as well as flexible guardrail.


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ATTACHMENT B HORIZONTAL CLEARANCE FOR NATIONAL BRIDGE INSPECTION (NBI) STANDARDS REPORTING

(PROVIDED FOR INFORMATION ONLY) SOLICITATION NO.

Lateral obstructions will only include rigid obstructions.

THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE.

SCHEDULE 1 - PRICING

Line ItemItem

Designation

Item Description (includes functional classification of roadway under bridge, as applicable) Estimated Quantity Unit Price Extended Price

1 01 Bridge - Interstate Rural 564 $0.002 02 Bridge - Other Principal Arterial Rural 282 $0.003 03 Bridge - Minor Arterial Rural 192 $0.004 04 Bridge - Major Collector Rural 499 $0.005 05 Bridge - Minor Collector Rural 181 $0.006 06 Bridge - Local Collector Rural 413 $0.00

7 11 Bridge - Interstate Urban 5K-49K Population 116 $0.00

8 12 Bridge - Other Freeway & Expressway Urban 5K-49K Population 44 $0.00

9 13 Bridge - Other Principal Arterial Urban 5K-49K Population 236 $0.00

10 14 Bridge - Minor Arterial Urban 5K-49K Population 134 $0.00

11 15 Bridge - Collector Urban 5K-49K Population 71 $0.00

12 16 Bridge - Local Urban 5K-49K Population 77 $0.00

13 21 Bridge - Interstate Urban 50K-199K Population 123 $0.00

14 22 Bridge - Other Freeway & Expressway Urban 50K-199K Population 141 $0.00

15 23 Bridge - Other Principal Arterial Urban 50K-199K Population 278 $0.00

16 24 Bridge - Minor Arterial Urban 50K-199K Population 133 $0.00

17 25 Bridge - Collector Urban 50K-199K Population 65 $0.00

18 26 Bridge - Local Urban 50K-199K Population 185 $0.00

19 41 Bridge - Interstate Urban 200+K Population 1186 $0.00

20 42 Bridge - Other Freeway & Expressway Urban 200+K Population 983 $0.00

21 43 Bridge - Other Principal Arterial Urban 200+K Population 749 $0.00

22 44 Bridge - Minor Arterial Urban 200+K Population 468 $0.00

23 45 Bridge - Collector Urban 200+K Population 535 $0.00

24 46 Bridge - Local Urban 200+K Population 1104 $0.0025 47 Through truss bridge 26 $0.0026 48 Overhead Sign Bridge 272 $0.00

TOTAL $0.00

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SPECIFICATION NO.TxDOT 961-41-25REVISED: APRIL 2013

INSTRUCTIONS TO RESPONDENTS: Input a unit price for each line item. All items must have a unit price.

RESPONDENT NAME: _____________________________________________________


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SCHEDULE 2 RESPONDENT QUALIFICATIONS AND EXPERIENCE

SOLICITATION NO. Respondent shall use this schedule or a facsimile to clearly show how they meet the requirements set forth in the specification, Paras. 5 and 10.

Respondent Name:

Addresses:

Physical:

Mailing:

Phone Number:

Fax Number:

E-mail address:

Legal Status: Type of Organization, i.e., corporation, partnership, sole proprietorship

Name:

Phone Number:

Email Address:

of person to contact with questions regarding the solicitation.

Number of years in business and scope of operation.

Name and title of person signing the response:

DOCUMENTATION OF RESPONDENT QUALIFICATIONS AND EXPERIENCE:

Experience and capabilities in the areas of services to be provided. Respondent should address items in Paras. 5 and 10.

This form may be modified as needed to comply with the requirement to document company information. THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE.


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SCHEDULE 3 KEY PERSONNEL QUALIFICATIONS AND REFERENCES

SOLICITATION NO. Respondent Name: The respondent shall complete one schedule not to exceed 2 pages for each employee to be assigned to this purchase order. TxDOT reserves the right to reject the proposed Key Personnel if references or past working performance are questionable or unfavorable. KEY PERSONNEL INFORMATION RESPONSE AREA Full Name: Number of years employed by respondent: Title as defined in Para. 9 KEY PERSONNEL QUALIFICATIONS AND REQUIREMENTS

# YRS EXP. HOW/WHERE OBTAINED

Number of years experience in (required service): Specific education, qualifications, training, certifications: Reference No. Name of Organization: Business Address: Business City: Business State: Zip:

Contact Person Name: Contact Person Title: Phone Number: Fax:

Project Title:

Project Description and dollar amount:

Roles and Responsibilities of the Proposed Staff during this project:

Project Start Date: Project End Date: Client Comments:


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SCHEDULE 3 (CONT.) KEY PERSONNEL QUALIFICATIONS AND REFERENCES

SOLICITATION NO. Reference No. Name of Organization: Business Address: Business City: Business State: Zip:


Project Title:


Roles and Responsibilities of the Proposed Staff during this project

Project Start Date: Project End Date: Client Comments:

Reference No. Name of Organization: Business Address: Business City: Business State: Zip:


Project Title:


Roles and Responsibilities of the Proposed Staff during this project

Project Start Date: Project End Date:

Client Comments:

THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE.


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RESPONDENT REFERENCES SOLICITATION NO.

INCLUDE ONLY REFERENCES FOR WHICH PROJECTS WERE COMPLETED WITHIN THE LAST THREE YEARS. Respondent Name: _____________________________________________________________ Reference No. Name of Client Organization:

Business Address:

Business City:

Business State: Zip:


Project Title:

Project Description:

Project Start Date: Project End Date:

THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE.


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SCHEDULE 4 TEXAS FAMILY CODE – SECTION 231.006

SOLICITATION NO.

Ineligibility to Receive State Grants or Loans or Receive Payment on State Contracts Respondent shall fill out the appropriate information, sign and return the schedule. Under Family Code §231.006, relating to child support obligations, Respondent and any other individual or business entity named in this solicitation are eligible to receive the specified payment and acknowledge that this contract may be terminated and payment withheld if this certification is inaccurate. Any Offer submitted under this RFO shall contain the names and social security numbers of person or entity holding at least a twenty-five percent ownership interest in the business entity submitting the Offer. Respondents meeting the ownership must complete the following; Name Social Security Number Name Social Security Number Name Social Security Number If respondent does not meet the ownership criteria under Texas Family code - Section 231.006, check the box below, sign and return the schedule. This Schedule is not applicable Signature Title THIS PAGE OR A REASONABLE FACSIMILE SHALL BE RETURNED WITH THE RESPONSE. FAILURE TO RETURN THIS PAGE OR A REASONABLE FACSIMILE WILL RESULT IN THE RESPONSE BEING CONSIDERED NON-RESPONSIVE. ANY NEGATIVE RESPONSE(S) MAY RESULT IN DISQUALIFICATION OF THE RESPONSE.


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MINIMUM RESPONSE SUBMISSION REQUIREMENTS SOLICITATION NO.

Respondent: _______________________________________________________________________ Reviewed Minimum Response Submission Requirements: ___________________________________ RESPONSE SUBMISSION REQUIREMENTS YES NO COMMENTS

Section 2 – Signed and dated Request for Offer (Ref. Para. 25.2.2.)

Section 3 – Schedule 2 – Respondent Qualifications and Experience. (Ref. Para. 25.2.3.)

Section 4 – Schedule 3 – Key Personnel Qualifications and References. (Ref. Para. 25.2.4.)

Section 5 – Schedule 4 – Texas Family Code – Section 231.006 (Ref. Para. 25.2.5.)

Section 6 – Demonstration of Capability. (Ref. Para. 25.2.6.)

Section 7 – Work Plan (Ref. Para. 25.2.7.)

Section 8 – Quality Assurance Plan (Ref Para 25.2.8.)

Section 9 – Business Continuity and Disaster Recovery Plan (Ref. Para. 25.2.9.)

Section 10 – Financial Standing: Statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing, current in payment of all taxes and fees. (Ref. Para. 25.3.1.)

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