PreProposal Conference REQUEST FOR PROPOSALS PAVEMENT CONDITION DATA

Pre-Proposal Conference REQUEST FOR PROPOSALS PAVEMENT CONDITION DATA COLLECTION SERVICES FOR NYSDOT CONTRACT #C 030752 1

Pavement Condition Data Collection Services Pre-Proposal Conference Thursday, August 20, 2009 Conference Room A, 1 st Floor NYSDOT's Headquarters 50 Wolf Road, Albany, NY 1: 00 PM to 3: 00 PM 2

Pavement Condition Data Collection Services Pre-proposal Conference Agenda: 1. 2. 3. 4. 5. 6. Introductions Project Overview Scope of Services General Contractual Items Questions and Answers Don’t forget to sign in! Speakers: • Al Hasenkopf and Barbara Sonenberg, Contract Mgt. • John Reagan, CE 3, Highway Data Services Bureau_ • Rick Bennett, Chief, Pavement Management Systems 3

Purpose of Solicitation o Select Responsive and Responsible Consultant o Pavement Data Collection and Processing o 17, 000 miles per year of the State’s total highway network and some local owned roadways. o Provide High Speed Profiler including all associated processing and viewing software 4

Background o Maintain Highway Performance Monitoring System (HPMS) o Data used by the Federal Highway Administration to report highway needs to Congress o Accommodate change: FHWA has mandated all States to report a uniform, calibrated pavement roughness statistic, the International Roughness Index (IRI) . 5

Proposal Responses Minimum RFP Responsiveness: n Part I and Part II Submissions n Consultant Information and Certification Form n Procurement Lobbying Law Forms (2) n All RFP Modification Acknowledgement Forms n Non-Responsive Proposals Eliminated 6

Proposal Responses n Note: Consultant Information and Certification Form (Attachment 2) includes certification that specific technical minimum requirements have been met (See Page 5 of the RFP) 7

General Contractual Items Non-Engineering Contract Lump-Sum Milestone Payment Method Zero DBE Participation Goal Department Encourages Use of DBEs Special Training Provision – Training Profiler Vehicle Operators and Data Processors Specified (Attach. 1) 4 Year Base Contract Term 1 optional two-year extension 8

Goals & Objectives n Provide Direct Support for HPMS Reporting n Provide Network-wide Digital Images n Extend the Use of Data through Integration with the Department’s Existing GIS platform n Extend Availability of NYSDOT’s Digital Images to Public through Internet Web Viewer 9

Objectives n Meet New Federal HPMS requirement for annual IRI on NHS and Principal Arterial System n Improve the accuracy and extent of Digital images on the Statewide network n Replace our aging collection van with a full featured collection vehicle n Leverage our digital images for Asset management and inventory 10

Scope of Services: Tasks o TASK 1 – Pavement Data Collection o TASK 2 – Build/Deliver High Speed Profiler o TASK 3 – Deliver Photolog Desktop and Web Based Viewer, Arc. GIS-Photolog Integration Software, Profiler Processing Software, and Asset Management Inventory Software 11

Scope of Services: Task 1 n What to Collect n Data Files on NYSDOT ftp Site n Arc. Reader GIS Map n Proposed Schedule n Validating Equipment n Reporting 12

Data Files n ftp: //ftp. dot. state. ny. us Site n Access Database with Collection Segments n Arc. GIS shapefiles for Itemized collection groups n Arc. Reader GIS Map. (see specialized instructions to activate) 13

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Proposed Schedule n Consultant delivers proposed collection schedule within 30 days of Award n Schedule will be reviewed and approved by NYSDOT n Payments are made upon 100% completion and delivery of data on a County basis 15

Validating Equipment n Equipment must be validated at NYSDOT test site prior to starting field collection n Consultant responsible for performing additional validation testing during the course of the collection year to maintain data quality. n NYSDOT will perform monitoring testing to verify the data collection 16

Reporting n Monthly Reporting due by the 5 th business day of the month n Report will provide updated Contract database and GIS Shapefiles to detail completed work. n Data collected will be reported as documented in the RFP 17

Task 2: Building a High Speed Profiler 1. Basic Profiler Configuration: § Standard Profiling set up for IRI, laser-based § 1, 000 point laser-based transverse system for rutting (& faulting) § Non-mechanical, inertially-aided positioning and orientation system for GPS, grade, radius and cross slope. § Forward/ROW Camera system (1300 x 1030 nominal resolution) 18

Desk Top Viewer n Can use existing Visi. Data platform or propose alternative platform n Bidder must successfully demonstrate new platform during technical interview n If proposed platform is approved by NYSDOT Consultant must convert existing historical images to new format 19

Task 2: Building a High Speed Profiler 2. (cont. ) “Similar in form and function…” to consultant’s profiler § § § Same brands, system types, software, etc. Consultant’s expertise Minimize variables for QA 3. Base vehicle preferred details 4. Additional features and improvements evaluated based on Best Value 20

Task 2: Building a High Speed Profiler (cont. ) 5. Includes processing and viewing software (Task 3), training 6. Department will maintain stock vehicle; Consultant will maintain systems under annual maintenance agreement 7. Delivery expected 75 days from notice to begin work 21

Outside Scope of Project Please do not include in Proposal: n Automated crack detection n Downward facing images of pavement n Pavement texture measurement n Ground penetrating radar 22

Liquidated Damages 1. If Profiler is down for extended period (>2 weeks) during the peak season… 2. Because of stricter HPMS reporting requirements, Department needs to protect productivity. Consultant is to: n Provide “Loaner” and/or n Collect mileage that would have been collected by Department and/or n Have liquidated damages deducted from data mileage payments (200 miles/day x 50% of per mile bid). 23

Office Processing Software n Consultant will demonstrate functionality of the software during the technical demonstrations n See RFP Section 6, Page 30 Technical Interviews for additional information 24

Asset Inventory (Optional) n See RFP Section 6, Technical Interviews, Item f Page 33 for additional information 25

GIS-Photolog Integration(Optional) ESRI Arc. GIS 9. 3 and Arc. GIS Server 9. 3 NYSDOT Standard Envisioned as: • Easily deployed to Arc. GIS Desktop users • A tool inside the desktop Arc. GIS interface • Allows user to identify highway location on Arc. GIS map. • Tool opens a viewer with photolog image (in either direction) associated with user defined location. • Photolog frames advance in either direction in a photolog viewer while an icon tracks current photolog image location and facing direction on the Arc. GIS map. NYSDOT is very interested in leveraging our Photolog investment inside of our GIS environment. 26

Web Based Viewer n Consultant must review existing file naming convention and provide a new design to accommodate both local and State highway roads n NYSDOT will work jointly with the Consultant during the design to achieve an intuitive, easy to manage image file naming system n Any work required to convert existing images to the new format shall be included in the bid price for the Web Based Viewer 27

Arc. GIS Integration - Sample 28

Proposal Form & Contents Part I Technical Proposal Instructions o o o Cover Letter and Title Page Table of Contents Executive Summary Narrative Description Scope of Services 29

Proposal Form & Contents Approach & Scope of Services – o Fully Explain and Justify Your Approach o Provide Detailed, Optimized Scope of Services o Describe Work to be Done 30

Proposal Form & Contents o Organization: Present Your Team: Management, Key Personnel, Subconsultants, DBEs (if any) o Present How Service Provisions Will Be Managed o Experience: Present Experience of Firm(s): * Resumes * Project attestations * References 31

Cost & Contract Submittal-Part II o Cost Proposal Section: Lump Sum Costs/Milestone Payment Schedule Proposed Cost Forms (Attachments & 7) o Contract Section Acceptance of Terms and Conditions, RFP Mod Acknowledgements, etc. , Training Special Provisions (Attachment 1 Pg 71) o Mandatory Procurement Lobbying Law (PLL): Two Forms 32

“Best Value” Concept 1. Department recognizes there are many options and upgrades available, but not all vendors have all desired options. 2. To keep playing field equal, a base vehicle configuration has been defined that all qualified vendors should be able to build (“Principal Cost Profiler”). 3. Options in addition to the base vehicle are evaluated based on technical merit, value to the Department and added cost. 33

“Best Value” Concept (cont. ) 4. If points gained from technical evaluation exceed the points lost due to the additional cost, then the option is considered a Best Value (the vendor will receive a net gain of points) 5. Defined Best Value Options: § § § HDTV Asset Location and Inventory System GIS/Photolog integration 6. Shoot straight. “Finessing” the bid could cause unintended consequences 34

Evaluation Criteria: Technical o o o o o (120 Pts) Pre-Screening of Proposals - Including Training To Make Shortlist: Top 3 firms plus any within 12 points of high score Understanding of project scope and objectives, approach (5 Points) Staffing, experience and performance (20 Points) Capacity and schedule (15 Points) Work activity, quality assurance (5 Points) Profiler configuration (20 Points) Processing software and viewers (25 Points) Annual maintenance agreement (1 Points) Training (2 Points) Technical support and system updates (4 Points) 35

Evaluation Criteria – Cost Part II o Point scored – 60 Points o One third of the total Best-Value score for a proposal o Cost score determined by awarding the lowest data collection budget receiving a perfected score of 40 max points and the lowest profiler budget receiving 20 max points o Higher costs score proportionately to lowest score o Submitted using Attachment 6 and 7 36

Administrative Specifications Proposal submission: o 7 copies of Part I Technical & Management Proposal o 2 copies of Part II Cost & Contract Proposal o Signature by authorized individual o Required 180 -day firm offer (minimum) o Must register with NYSDOT (CSS-Web) o State’s Rights o Vendor Responsibility o Contractor Tax Certification o Inquiries and Information 37

Solicitation Schedule o o o o o RFP Release Date: August 6, 2009 Pre-Proposal Conference: August 20, 2009 Question Deadline: August 27, 2009 RFP Mod#1 Due: September 1, 2009 Proposals Due: September 10, 2009 Proposal Evaluation: September 2009 Consultant Designation: October 2009 Contract Negotiations: One Month Contract Award: 4– 6 weeks after negotiations complete 38

QUESTIONS AND ANSWERS Al Hasenkopf and Barbara Sonenberg, Contract Management John Reagan, CE 3, Highway Data Services Bureau Program Manager Rick Bennett –Chief, Pavement Management Systems 39

DESIGNATED CONTACT PERSON o o Ms. Barbara Sonenberg NYSDOT Contract Management (518) 457 -2600 E-mail at: bsonenberg@dot. state. ny. us o The last date to submit questions for this solicitation is: Wednesday, August 27, 2009 o Responses to all questions of a substantive nature, as well as copies of the questions, will be e-mailed to all consultant contractors being solicited. 40

PROPOSALS DUE: September 9, 2009 o THANK YOU !! 41