NEW YORK STATE DEPARTMENT OF TRANSPORTATION Highway OversizeOverweight

NEW YORK STATE DEPARTMENT OF TRANSPORTATION Highway Oversize/Overweight Credentialing System (HOOCS) Services for NYSDOT, Contract #C 030786 PRE-PROPOSAL CONFERENCE Welcome! Conference Room A/B NYSDOT 50 Wolf Rd, Albany NY 12232 June 21, 2013 1: 30 to 3: 30 PM 1

Pre-Proposal Conference – HOOCS RFP AGENDA 1. Introductions • Rick Mc. Donough, Office of Modal Safety & Security • Tom Golden, OMSS, Central Permits Office • Al Hasenkopf, Contract Management Bureau 2. Project Overview 3. Scope of Services 4. Proposal Format and Response Requirements 5. Proposal Evaluations 6. Administrative Items 7. Questions and Answers 2

HOOCS RFP Overview Purpose • Select a Responsive, Responsible, Qualified Consultant to provide complete HOOCS Solution and Contingency Services • Meet the RFP’s Objectives • Run a Fair and Equitable Solicitation Process • Meet 18% DBE Contract Goal or Acceptable GFE 3

HOOCS RFP: Objectives • • Acquire Configurable COTS HOOCS Software Solution Replace /Modernize Existing OS/OW System Automated Routing Capabilities Structural Analysis of Bridges on the Basis of AASHTO Specifications Upgraded Regulatory Process/System Receive Responsive Proposals Five Year Contract Follow NYS Procurement Practices 4

HOOCS RFP: General Contract Items Contract Type: Non-Architecture/Non-Engineering Consultant Selection Method: Best Value Payment Method: • HOOCS Solution: Fixed Milestone Payment Schedule by Project Phase • Contingency Services: Labor Rates plus Reasonable Reimbursement for Expenses (Work Order Based) Maximum Amount Available: Set for Entire Contract. Can Only Increase if Warranted. 5

HOOCS RFP: Scope of Service • • RFP Scope of Service/Requirements Traceability Matrix Selected Consultant Proposed Scope of Services Contract Scope plus Clarifications (Schedule A ) Be Responsible for Meeting all DBE Commitments • Sample Data is available via a Confidential Portal (NDA) See RFP for Task Details 6

HOOCS RFP: Requirements • Mandatory: Pass/Fail - All Proposals Must Meet • Necessary: Necessary to Fulfill Contract • Contingency: Additional Services that Must Be Proposed NYSDOT Not Obligated to Buy. Contract to Have Separate Contingency Scope and Budget • Functional and Non-Functional Requirements – Attachment 15 • Attachment 17: OS/OW Operations Descriptions • Solution Types: COTS Software, Configured, Custom Developed 7

Proposal Format and Contents Part I - Technical and Management Submittal Part II – Cost and Contract Proposal Follow Checklist (Table 14, RFP Page 50) MAKE SURE PROPOSAL IS COMPLETE – ASK QUESTIONS IF UNSURE! – 1 PROPOSAL SUBMITTED IN 2 PARTS 8

Proposal Format and Contents (cont’d) DBE Participation • C 030786: 18% DBE Contract Goal • Meaningful Participation by Either Prime Contractor or Inclusion of Certified Subs • Acceptable GFEs if Goal is Not Met • Can’t Mix MWBEs with DBEs. Primes Don’t Count 9

HOOCS RFP: Mandatory Requirements • • Insurance (Attachment 1) PLL Forms (Attachment 3) Software Experience - Minimum Total 3 Years Project Structural Engineer Experience Minimum of 5 Years Bridge Structural Design and Analysis 10

Cost and Contract Submittal: Part II • Proposed Costs (Attachment 8) and Labor Rates • State Acceptance of all Terms and Conditions of RFP Draft Agreements Contained in Attachment 1 • Complete and Submit the “Consultant Information and Certifications Form, ” Attachment 2 to Indicate Acceptance of the Draft Agreement’s Terms and Conditions • Include RFP Modification(s) Acknowledgements (if any) 11

Cost and Contract Submittal Part II (cont’d) Procurement Lobbying Law forms (PLL): • Submission of PLL Forms is MANDATORY: https: //www. nysdot. gov/portal/page/portal/main/businesscenter/consultants/forms-publications-and-instructions • Only One Contact Person! • Failure to Submit 2 PLL Forms: PROPOSAL WILL BE REJECTED 12

Proposal Evaluation Process • • Best Value Criteria (100 Points) Technical Proposal : Evaluated/point scored (up to 60 points) Interview : Evaluated/point scored (up to 10 points) Cost proposal: Evaluated /point scored (up to 30 points) • • Technical Information Cannot be in Cost Proposal Cost Information Cannot be in Technical Proposal Committee to Evaluate Technical Proposals May Request Written Clarifications - Evaluators Allowed to Revise Technical Scores (Cost Scores Can Change Too) 13

Proposal Evaluation Process (Cont. ) • • Best and Final Offers Possible. May Lead to Changes Tentative Contract Award to Highest Total Best Value Consultant Designation Posted: https: //www. dot. ny. gov/business RFP Does Not Commit NYSDOT to: • Award a contract • Pay any costs incurred to prepare proposals • NYSDOT has Right to Cancel Solicitation 14

Technical Proposal Scoring (Up to 70 Points) WRITTEN TECHNICAL PROPOSAL (60 Points): • Technical Solution Description: Up to 10 Points • Consultant Experience Requirements: Up to 7 Points • Company Background and Past Experience : Up to 7 Points • Key Personnel Requirements & Experience : Up to 6 Points • Project Approach Narrative : Up to 20 Points • Project Management and Staffing Plans : Up to 10 Points • Clarification Questions May Be Asked 15

TECHNICAL DEMONSTRATION/INTERVIEW • • • Short Listed Firms Only – Top IBV + 10 Points RFP Page 78 - Evaluation Factors Separate Block of Up to 10 Points Key Personnel Must Attend (In-Person Preferred) Written Proposal Re-Score Opportunity 16

Cost Proposal Evaluation (Up to 30 Points) • Lowest Total Fixed Cost for HOOCS Services Gets 27 points. Higher HOOCS Costs Gets Proportionately Lower Scores • Lowest Average Contingency Services Cost (Labor Rates Times Assumed 2000 Labor Hours Gets 3 points. Higher Average Rates Get Proportionately Lower Contingency Scores. • Total Cost Score Is Sum of 2 Scores • Clarification Questions May Be Asked • Cost Scores Can Change (CQs, Withdrawal, Dismissal, BAFO) 17

Administrative Specifications • • • State’s Rights Vendor Responsibility Contractor Tax Certification Iran Divestment Act New Responsibility Requirements Article Read Draft Contract’s - Especially Insurance Requirements! Inquiries and Information Contact: Al Hasenkopf, NYSDOT Contract Mgt Bur Alfred. Hasenkopf@dot. ny. gov 18

HOOCS RFP SCHEDULE • • • RFP Release Date: June 12, 2013 Pre-Proposal Conference: June 21, 2013 Question Submittal Deadline: July 17, 2013 Answers to Question Due 1: July 24, 2013 Proposals Due: August 2, 2013 @ 2: 00 PM ET Proposal Evaluation Begins: August 5, 2013 Technical Presentations: Late August 2013 Selection: Early September 2013 Negotiation: September 2013 Contract Execution: October 2013 Work Begins: December 2013 1: Second Q&A Round Possible 19

QUESTIONS AND ANSWERS THANK YOU! E-mail Written Question to: alfred. hasenkopf@dot. ny. gov 20