State of Florida Department of Transportation Central Procurement Office 605 Suwannee Street, Mail Station 20 Tallahassee, Florida

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1 State of Florida Department of Transportation Central Procurement Office 605 Suwannee Street, Mail Station 20 Tallahassee, Florida INVITATION TO NEGOTIATE REGISTRATION ****************************************************************************** PLEASE COMPLETE AND RETURN THIS FORM ASAP TO CASSANDRA ANDERSON at ****************************************************************************** ITN Number: ITN-DOT-16/ CA Title: SunGuide Software Support, Maintenance, and Development Sealed Reply Due Date & Time: May 25, 3:00PM LOCAL TIME Vendors should notify our office by returning this Registration Form as soon as possible after downloading. Complete the information below and this sheet only to Cassandra Anderson of the Florida Department of Transportation Procurement Office at cassandra.anderson@dot.state.fl.us. THE INVITATION TO NEGOTIATE DOCUMENT YOU RECEIVED IS SUBJECT TO CHANGE. Notice of changes (Addenda), will be posted on the Florida Vendor Bid System at under this ITN number (click on BUSINESS, click on Doing Business with the State, under Everything for Vendors and Customers, click on Vendor Bid System (VBS), then click on Search Advertisements, click on the drop-down arrow beside the box under Advertisement Type, select Competitive Solicitation, click on the dropdown arrow beside the box under Agency, select DEPARTMENT OF TRANSPORTATION, then go to the bottom of the same page and click on Advertisement Search. It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting your reply. Company Name: Address: City, State, Zip: Telephone: ( ) Fax Number: ( ) Contact Person: Internet Address: For further information on this process, or telephone: Cassandra Anderson cassandra.anderson@dot.state.fl.us (850) of 68

2 QUALIFICATIONS QUESTIONNAIRE INVITATION TO NEGOTIATE #: ITN-DOT-16/ CA Page 1 of 2 TITLE: Sunguide Software Support, Maintenance, and Development. VENDOR: FAX #: SUBMITTED BY: SIGNED: Date: (Name Printed) (Signature) The grades or points resulting from the review/evaluation of the responses to this questionnaire will not be included in decisions beyond determining the initial short-list of vendors to proceed in the ITN process. =============================================================================== Acknowledgement to Terms & Conditions 1. See Special Condition #11, CONTRACT DOCUMENT STANDARD WRITTEN AGREEMENT. By submitting a reply to this Invitation to Negotiate, i.e., This Qualification Questionnaire, the vendor acknowledges that they have read and agree to accept and be legally bound by the Department s terms and conditions. Software Development Experience 2. Has your firm been a developer or integrator of Advanced Traffic Management Systems Software for a period of no less than five years? If so, please describe in detail your firm s experience in this area. For all experience detailed, please provide as an attachment to this questionnaire a customer reference list including contact name, telephone, , and brief project description for each project? 3. Has your firm provided maintenance and support of ATMS software as a prime vendor/contractor for a period of no less than three years of the level and complexity described in the SunGuide Software Scope of Services? If so, please describe in detail your firm s experience in this area. For all experience detailed, please provide as an attachment to this questionnaire a customer reference list including contact name, telephone, and brief project description for each project? 4. There are more external software interfacing with the SunGuide software, like the Statewide Express Lanes Software. Describe your firm s process to ensure other software vendors are aware of specific changes that impact their software? 5. The Department is managing more arterial roadways. Please provide your thoughts on how SunGuide can be enhanced or improved to help manage arterial roadways. 6. Please provide your firm s thoughts on innovations and/or enhancements that could be made to the SunGuide Software to keep it as the leading ATMS software in the country. 7. Has your firm performed at least five deployments of an ATMS system of the level and complexity described in the SunGuide Software Scope of Services? If so, please provide as an attachment to this questionnaire a list of these customer reference list including, contact name, telephone, , and brief project description for each ATMS software deployment. 8. What software programming languages, software tools, and operating systems does your firm have expertise in? In addition, please describe the experience your firm has in the following development platforms and software tools: 1..NET (including ASP.NET and ActiveX) 2. Database Design 3. Java 2 of 68

3 4. JavaScript 5. Windows Services 6. C++ 7. C# 8. Crystal Report 9. GIS 9. Describe the software development environment laboratory facilities your firm uses to develop and manage software. Where will your firm s software development update and maintenance site(s) be? 10. Are personnel within your firm experienced in the development and integration of ITS field devices into an ATMS software system such as Dynamic Message Sign control, surveillance camera pan-tilt-zoom control, video wall display and control? List all ITS device protocols (NTCIP and proprietary) that your firm has used in your ATMS development and deployment. In addition, please describe your experience using national standards such as NTCIP. 11. Are personnel within your firm experienced in working with and developing SQL databases? If so, please provide any certifications or direct experience that personnel within your firm have with SQL databases. 12. Does your firm have formal, documented software development, quality assurance and configuration management processes and procedures in place? If so, please provide them as an attachment to this questionnaire. 3 of 68

4 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION MBE PLANNED UTILIZATION PROCUREMENT 12/09 PROCUREMENT NO. DESCRIPTION: FINANCIAL PROJECT NO. (DEPARTMENT USE ONLY) I,, (name) of (title) plan to subcontract at least Business Enterprises. % (percent) of the project costs on the above referenced project to Minority If I have indicated above that a portion of the project costs will be subcontracted to MBE(s), the firms considered as proposed subconsultants/contractors and the types of services or commodities to be subcontracted are as follows: MBE SUBCONSULTANTS/CONTRACTORS TYPES OF SERVICES/COMMODITIES I understand that I will need to submit Minority Business Enterprises (MBE) payment certification forms to the Department for reporting purposes only. Signed: Title: Date: 4 of 68

5 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION Florida Statutes VENDOR CERTIFICATION REGARDING PROCUREMENT SCRUTINIZED COMPANIES LISTS 09/16 Respondent Vendor Name: Vendor FEIN: Vendor s Authorized Representative Name and Title: Address: City: State: Zip: Phone Number: Address: _ Section , Florida Statutes, prohibits agencies from contracting with companies for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which are created pursuant to s , F.S., or the Scrutinized Companies that Boycott Israel List, created pursuant to s , F.S., or companies that are engaged in a boycott of Israel. This provision becomes inoperative on the date that federal law ceases to authorize states to adopt and enforce such contracting prohibitions. As the person authorized to sign on behalf of Respondent, I hereby certify that the company identified above in the section entitled Respondent Vendor Name is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section , Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney s fees, and/or costs. Certified By:, who is authorized to sign on behalf of the above referenced company. Authorized Signature Print Name and Title: 5 of 68

6 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION BID OPPORTUNITY LIST FOR COMMODITIES & CONTRACTUAL SERVICES PROCUREMENT 01/16 Prime Contractor: Address/Phone Number: Procurement Number: 49 CFR Part The list is intended to be a listing of all firms that are participating, or attempting to participate, on DOT-assisted contracts. The list must include all firms that bid on prime contracts, or bid or quote subcontracts and supplies materials on DOT-assisted projects, including both DBEs and non-dbes. For consulting companies this list must include all subcontractors contacting you and expressing an interest in teaming with you on a specific DOT-assisted project. Prime contractors and consultants must provide information for Numbers 1, 2, 3 and 4, and should provide any information they have available on Numbers 5, 6, and 7 for themselves, and their subcontractors. 1. Federal Tax ID Number: 2. Firm Name: 3. Phone: 4. Address: 5. Year Firm Established: 1. Federal Tax ID Number: 2. Firm Name: 3. Phone: 4. Address: 5. Year Firm Established: 1. Federal Tax ID Number: 2. Firm Name: 3. Phone: 4. Address: 5. Year Firm Established: 1. Federal Tax ID Number: 2. Firm Name: 3. Phone: 4. Address: 5. Year Firm Established: 6. DBE 7. Annual Gross Receipts Non-DBE Less than $1 million Between $1 - $5 million Between $5 - $10 million Between $10 - $15 million More than $15 million 6. DBE 7. Annual Gross Receipts Non-DBE Less than $1 million Between $1 - $5 million Between $5 - $10 million Between $10 - $15 million More than $15 million 6. DBE 7. Annual Gross Receipts Non-DBE Less than $1 million Between $1 - $5 million Between $5 - $10 million Between $10 - $15 million More than $15 million 6. DBE 7. Annual Gross Receipts Non-DBE Less than $1 million Between $1 - $5 million Between $5 - $10 million Between $10 - $15 million More than $15 million AS APPLICABLE, PLEASE SUBMIT THIS FORM WITH YOUR: BID SHEET (Invitation to Bid - ITB) PRICE PROPOSAL (Request for Proposal - RFP) REPLY (Invitation to Negotiate - ITN) 6 of 68

7 STATE OF FLORIDA DEPARTMENT OF TRANSPORTATION PERFORMANCE BOND PROCUREMENT OGC - 10/04 KNOW ALL MEN BY THESE PRESENTS: That we, (name) (hereinafter called Vendor) of (address) and (hereinafter called Surety) of (name), (address) duly authorized to do business in the State of Florida, are held and firmly bound unto the State of Florida in the full and just sum of Dollars ($ ), lawful money of the United States of America, to be paid to the Florida Department of Transportation (hereinafter called the Department), to which payment will and truly to be made we bind ourselves, our heirs, executors, administrators, successors and assigns, jointly and severally and firmly by these presents; WHEREAS, the above Vendor has subscribed to an agreement with the Department to bear the date of, for contractual services agreement in connection with in particularly known as (hereinafter called the Agreement), upon certain terms and conditions in said Agreement more particularly mentioned; and County(ies), NOW, THEREFORE, The condition of this obligation is such that if the above Vendor in all respects will comply with the terms and conditions of said Agreement, and its obligations thereunder, including the Scope of Services, Specifications, General Conditions, Special Conditions, Bid Blank therein referred to and made a part thereof, and such alterations as may be made in said conditions and specifications, as therein provided for; and, further, if such Vendor will promptly make payment to all persons supplying labor, material, equipment and supplies, used directly or indirectly by the said Vendor or any subcontractor(s) in the prosecution of the work provided for in said Agreement, and promptly will pay all State Workers' Compensation and Unemployment Compensation taxes incurred in the performance of the said Agreement and will pay to the Department any amount in money or property, the Department may lose or be overcharged or otherwise defrauded of, by reason of any wrongful or criminal act of the Vendor, its agents, or employees, then this obligation is to be void; otherwise, to be and remain in full force and virtue in law. WITNESS the signature of the Vendor and the signature of the Surety by its (Agent or Attorney-in-Fact, or otherwise) with seals of said Vendor and Surety hereunto affixed this day of,. Surety Vendor BY: TITLE: Signature Attorney-in-Fact/Agent (Surety Seal) BY: TITLE: ATTEST: Authorized Signature(s) Secretary/Notary Name/Telephone #: Address: BY: Signature NOTE: Attach Power of attorney showing authority of Surety's Agent or Attorney-in-Fact. This bond is not for public works contracts required by Section , Florida Statutes. 7 of 68

8 State of Florida Department of Transportation INVITATION TO NEGOTIATE SunGuide Software Support, Maintenance, and Development ITN-DOT-16/ CA CONTACT FOR QUESTIONS: Cassandra Anderson, Procurement Agent 605 Suwannee Street, Mail Station 20 Tallahassee, Florida Phone: (850) of 68

9 I N T R O D U C T I O N S E C T I O N 1) INVITATION The State of Florida Department of Transportation (hereinafter referred to as the "Department") is soliciting written replies from vendors interested in participating in competitive negotiations to establish a term contract to provide SunGuide Software support, maintenance, and development for traffic management centers statewide. It is anticipated that the term of the agreement will be from the date of contract execution through June 13, ) TIMELINE Provided below is a list of critical dates and actions. These dates are subject to change. Notices of changes (Addenda) will be posted on the Florida Vendor Bid System at (click on BUSINESS, click on Doing Business with the State, under Everything for Vendors and Customers, click on Vendor Bid System (VBS), click on Search Advertisements ) under this ITN number. It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting your reply. ACTION / LOCATION DATE LOCAL TIME DEADLINE FOR TECHNICAL QUESTIONS :00 PM (There is no deadline for administrative questions) REPLIES DUE :00 PM Florida Department of Transportation Central Procurement Office Attn: Cassandra Anderson, Procurement Agent 605 Suwannee Street, Mail Station 20 Tallahassee, Florida Phone: (850) PUBLIC OPENING (Initial Replies) :00 PM Florida Department of Transportation Central Procurement Office Attn: Cassandra Anderson, Procurement Agent 605 Suwannee Street Tallahassee, Florida PUBLIC MEETING TO SHORTLIST :00 PM Florida Department of Transportation Central Procurement Office Attn: Cassandra Anderson, Procurement Agent 605 Suwannee Street Tallahassee, Florida POSTING OF SHORTLIST ON VBS :00 PM ORAL PRESENTATIONS - (Start date) Week of (not open to the public) PUBLIC MEETING TO RANK OR SHORTLIST VENDORS :00 PM Florida Department of Transportation Traffic Engineering and Operations Office Central Procurement Office Attn: Cassandra Anderson, Procurement Agent 605 Suwannee Street 9 of 68

10 Tallahassee, Florida POSTING OF VENDORS SELECTED FOR NEGOTIATIONS :00 PM PUBLIC MEETING TO ANNOUNCE INTENDED AWARD - TBD Florida Department of Transportation Central Procurement Office Attn: Cassandra Anderson, Procurement Agent 605 Suwannee Street Tallahassee, Florida POSTING OF INTENDED DECISION/AWARD TBD 3) PUBLIC MEETING AGENDA Agenda Public Opening (Initial Replies) Agenda for Public Opening of initial replies to ITN-DOT-16/ CA: Starting Time: see Timeline in ITN solicitation - Opening remarks of approx. 2 minutes by Department Procurement Office personnel. - Public input period To allow a maximum of 15 minutes total for public input related to the ITN solicitation. - At conclusion of public input or 15 minutes, whichever occurs first, the initial replies received timely will be opened, with respondent s name read aloud and tabulated. - Adjourn meeting. Agenda Meeting to Rank and/or Short List Agenda for Meeting to Rank and/or Short List on ITN-DOT-16/ CA: Starting Time: see Timeline in ITN solicitation - Opening remarks of approx. 2 minutes by Department Procurement Office personnel. - Public input period To allow a maximum of 15 minutes total for public input related to the ITN solicitation. - At conclusion of public input or 15 minutes, whichever occurs first, the evaluations of Initial Replies received will be summarized. - Rank firms evaluated from highest to lowest. - Determine whether to proceed with single negotiation method A or concurrent method B - If method B, determine the number of highest ranked firms to include on Short List. - Announce the names of the Ranked or Short Listed firms and when the decision will be posted on the Vendor Bid System (VBS). - Adjourn meeting. Agenda Meeting to Summarize & Determine Intended Award Agenda for Meeting to Summarize and Determine Intended Award for ITN-DOT-16/ CA: Starting Time: see Timeline in ITN solicitation - Opening remarks of approx. 2 minutes by Department Procurement Office personnel. - Public input period To allow a maximum of 15 minutes total for public input related to the ITN solicitation. - At conclusion of public input or 15 minutes, whichever occurs first, recap and discussion among evaluation team(s) to determine best value. - Announce Proposer determined to be best value as the Intended Award. - Announce time and date the decision will be posted on the Vendor Bid System (VBS). - Adjourn meeting. 4) SPECIAL ACCOMMODATIONS Any person with a qualified disability requiring special accommodations at a pre-reply conference, public meeting, oral presentation and/or opening shall contact the contact person at the phone number, address or fax number provided on the title page at least five (5) working days prior to 10 of 68

11 the event. If you are hearing or speech impaired, please contact this office by using the Florida Relay Services which can be reached at 1 (800) (TDD). 1) MyFloridaMarketPlace S P E C I A L C O N D I T I O N S VENDORS MUST BE ACTIVELY REGISTERED IN THE STATE OF FLORIDA S MYFLORIDAMARKETPLACE SYSTEM BY THE TIME AND DATE THE SEALED REPLIES ARE DUE OR THEY MAY BE CONSIDERED NON-RESPONSIVE (see Special Condition 16). All prospective vendors that are not registered, should go to to complete on-line registration, or call for assisted registration. All payment(s) to the vendor resulting from this competitive solicitation WILL be subject to the MFMP Transaction Fee in accordance with the attached Form PUR 1000 General Contract Condition #14.. However, all vendors should be aware, that effective July 1, 2016 through June 30, 2017, in accordance with House Bill 5003 Sec.73, the Transaction Fee will be seven-tenths of one percent (.70%) of the payment issued. The Transaction Fees imposed shall be based upon the date of issuance of the payment. 2) Florida Department of Financial Services (DFS) W-9 INITIATIVE The Florida Department of Financial Services (DFS) requires all vendors that do business with the state to submit an electronic Substitute Form W-9. Vendors must submit their W-9 forms electronically at to receive payments from the state. Contact the DFS Customer Service Desk at (850) or FLW9@myfloridacfo.com with any questions. 3) QUESTIONS & ANSWERS In accordance with section (23), Florida Statutes, respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72- hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response. Any technical questions arising from this Invitation to Negotiate must be forwarded, in writing, to the procurement agent identified below. Questions must be received no later than the time and date reflected on the Timeline. The Department s written response to written inquiries submitted timely by vendors will be posted on the Florida Vendor Bid System at (click on BUSINESS, click on Doing Business with the State, under Everything for Vendors and Customers, click on Vendor Bid System (VBS), click on Search Advertisements ), under this ITN number. It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting their reply. WRITTEN TECHNICAL QUESTIONS should be submitted to: Procurement Office Attn: Cassandra Anderson 605 Suwannee, Street, Mail Station 20, Tallahassee, Florida Or cassandra.anderson@dot.state.fl.us Questions regarding administrative aspects of the procurement process should be directed to the Procurement Agent in writing at the address above or by phone: (850) ) CHANGES TO THE INVITATION TO NEGOTIATE (ADDENDA) Notices of changes (Addenda) will be posted on the Florida Vendor Bid System at (click on BUSINESS, click on Doing Business with the State, under Everything for Vendors and Customers, click on Vendor Bid System (VBS), click on Search 11 of 68

12 Advertisements ) under this ITN number. It is the responsibility of all potential vendors to monitor this site for any changing information prior to submitting your reply. All Addenda will be acknowledged by signature and subsequent submission of Addenda with reply when so stated in the Addenda. 5) BEST VALUE SELECTION & PUBLIC MEETINGS The Department intends to contract with the responsive and responsible Vendor whose proposal is determined by the Technical Review Committee to provide the best value to the Department. "Best value", as defined in Section (4), F.S., means the highest overall value to the state based on objective factors that include price, quality, design, and workmanship. Specific events in the competitive negotiation process will be conducted at a public meeting of the Technical Review Committee. The specific events are noted in the Timeline (see Section 2 of Introduction Section). Minutes will be taken at all Public Meetings and will be retained in the procurement file. 6) TECHNICAL REVIEW COMMITTEE (TRC) The Technical Review Committee (TRC) and the Negotiations Team will each be composed of at least three (3) persons who collectively have experience and knowledge in contract procurement and in the program area for which the commodities and/or contractual services are sought. Due to the complexity of certain procurements, the teams are authorized to consult with subject matter experts during the course of the procurement and negotiation processes for the purpose of gathering information. The team leader, usually the project manager, will ensure consistent scoring and documentation to facilitate and support a consensus decision for the intended award. A consensus decision is a collaborative general agreement among the members of the group that does not have to be unanimous but meets the concerns of all members as much as possible. The team leader will provide a short plain statement for the procurement file that explains the basis of vendor selection for the intended award and how the vendor's deliverables and price will provide the best value to the state. 7) SCOPE OF SERVICES Details of the desired commodity/services, information and items to be furnished by the Vendor are described in Exhibit A, Scope of Services/Specifications, attached hereto and made a part hereof. Documentation of any revisions that may occur during the competitive negotiation process will be retained in the procurement file. 8) PRE-REPLY CONFERENCE: A PRE-REPLY CONFERENCE WILL NOT BE HELD. 9) QUALIFICATIONS 9.1 Qualifications Questionnaire Interested vendors must complete and submit the "Qualifications Questionnaire" to show that they have the necessary qualifications, prior relevant experience, and capabilities to meet the requirements of the Department in providing SunGuide Software support, maintenance, and development for traffic management centers statewide as specified in the Scope of Services/Specifications. The replies to the "Qualifications Questionnaire" and the information provided by the vendors in their submittals will be reviewed and evaluated to determine the short-list of vendors that are best able to meet the requirements of the Department and proceed to Step 3 in the competitive negotiation process. 9.2 Authorized To Do Business in the State of Florida In accordance with sections , , and , Florida Statutes, out-of-state corporations, out-of-state limited liability companies, and out-of-state limited partnerships must be authorized to do business in the State of Florida. Such authorization should be obtained by the reply due date and time, but in any case, must be obtained prior to posting of 12 of 68

13 the intended award of the contract. For authorization, contact: Florida Department of State Tallahassee, Florida (850) Licensed to Conduct Business in the State of Florida If the business being provided requires that individuals be licensed by the Department of Business and Professional Regulation, such licenses should be obtained by the reply due date and time, but in any case, must be obtained prior to posting of the intended award of the contract. For licensing, contact: Florida Department of Business and Professional Regulation Tallahassee, Florida (850) E-VERIFY Vendors/Contractors: 1. shall utilize the U.S. Department of Homeland Security s E-Verify system to verify the employment eligibility of all new employees hired by the Vendor/Contractor during the term of the contract; and 2. shall expressly require any subcontractors performing work or providing services pursuant to the state contract to likewise utilize the U.S. Department of Homeland Security s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term. 10) DIVERSITY ACHIEVEMENT MINORITY BUSINESS ENTERPRISE (MBE) UTILIZATION The Department, in accordance with Title VI of the Civil Rights Act of 1964, 42 USC 2000d- 2000d-4, Title 49, Code of Federal Regulations, U.S. Department of Transportation, Subtitle A, Office of the Secretary, Part 21, Nondiscrimination in federally-assisted programs of the Department of Transportation issued pursuant to such Act, hereby notifies all bidders that the Department will affirmatively ensure that in any contract/agreement entered into pursuant to this advertisement, minority and disadvantaged business enterprises will be afforded the full opportunity to submit bids in response to this invitation and will not be discriminated on the basis of race, color, national origin, or sex in consideration for an award. The Department encourages small, minority, women, and service-disabled veteran businesses to compete for Department contracts, both as Vendor and as subcontractors. The Department, its vendors, suppliers, and consultants should take all necessary and reasonable steps to ensure that small, minority, women, and service-disabled veteran businesses have the opportunity to compete for and perform contract work for the Department in a nondiscriminatory environment. Vendors are requested to indicate their intention regarding MBE participation on the MBE Planned Utilization form and to submit the completed form with their Reply. The contract vendor will be asked to submit payment certification for MBE subcontractors used. To request certification or to locate certified MBEs, call the Office of Supplier Diversity, Department of Management Services at (850) , or access their MBE directory on the Internet at 13 of 68

14 11) CONTRACT DOCUMENT STANDARD WRITTEN AGREEMENT The Department s Standard Written Agreement is attached hereto and made a part hereof. The terms and conditions contained therein will become an integral part of the contract resulting from this solicitation. In submitting a reply, the vendor agrees to be legally bound by these terms and conditions. 12) REVIEW OF VENDOR'S FACILITIES & QUALIFICATIONS After the reply due date and prior to contract execution, the Department reserves the right to perform or have performed, an on-site review of the Vendor's facilities and qualifications. This review will serve to verify data and representations submitted by the Vendor and may be used to determine whether the Vendor has an adequate, qualified, and experienced staff, and can provide overall management facilities. The review may also serve to verify whether the Vendor has financial capability adequate to meet the contract requirements. Should the Department determine that the reply / proposed negotiations have material misrepresentations or that the size or nature of the Vendor's facilities or the number of experienced personnel (including technical staff) are not adequate to ensure satisfactory contract performance, the Department has the right to reject the reply / proposal. 13) PROTEST OF INVITATION TO NEGOTIATE SPECIFICATIONS Any person who is adversely affected by the contents of this Invitation to negotiate must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida : 1. A written notice of protest within seventy-two (72) hours after the posting of the solicitation, (the notice of protest may be Faxed to ), and 2. A formal written protest in compliance with Section (3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed. Failure to file a protest within the time prescribed in section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. 14) UNAUTHORIZED ALIENS The employment of unauthorized aliens by any contractor is considered a violation of Section 274A(e) of the Immigration and Nationality Act. If the contractor knowingly employs unauthorized aliens, such violation shall be cause for unilateral cancellation of the contract. 15) SCRUTINIZED COMPANIES LISTS Responses of $1 million or more must include a completed Vendor Certification Regarding Scrutinized Companies Lists to certify the respondent is not on either of those lists. The Form should be submitted with the Price Proposal. Section , Florida Statutes, requires that at the time a vendor submits a bid or proposal for a contract for goods or services of $1,000,000 or greater, the vendor must certify that the company is not on Scrutinized Companies with Activities in the Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List. 14 of 68

15 For Contracts $1,000,000 and greater, if the Department determines the Vendor submitted a false certification under Section (5) of the Florida Statutes, or if the Vendor has been placed on the Scrutinized Companies with Activities in the Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies that Boycott Israel List, the Department shall either terminate the Contract after it has given the Vendor notice and an opportunity to demonstrate the Department s determination of false certification was in error pursuant to Section (5)(a) of the Florida Statutes, or maintain the Contract if the conditions of Section (4) of the Florida Statutes are met. 16) RESPONSIVENESS OF REPLIES 16.1 Responsiveness of Replies Replies will not be considered if not received by the Department on or before the date and time specified as the due date for submission Other Conditions Other conditions which may cause rejection of replies include, but are not limited to, evidence of collusion among Vendors, obvious lack of experience or expertise to perform the required work, failure to perform or meet financial obligations on previous contracts, or in the event an individual, firm, partnership, or corporation is on the General Services Administration Excluded Parties List. 17) PROPOSAL FORMAT FORMAT The proposal shall be no longer than 30 numbered pages and shall be printed on 8½inch by 11-inch standard sheets utilizing standard Arial characters with a minimum font size of 12, with at least 1-inch margins, excluding the cover page, table of contents, and a two-page (maximum) executive summary (if provided). All Figures shall be large enough to be completely readable. Price proposal related materials; qualifications and references; and required forms shall not be counted toward the 30-page limit. The Qualification questionnaire shall be restricted to a maximum of twenty (20) pages, not including resumes. Proposals should not be unnecessarily elaborate or include any promotional material. CONTENT Each proposal must include a minimum of the following: Transmittal Letter An official that is authorized to bind the contractor must sign the transmittal letter. The letter must include the name, title, address, telephone number, facsimile (fax) number, and electronic mail ( ) address of a contact person, and an acknowledgement of receipt of all ITN addenda, if any. This does not count against the page limit. Title Page The title page must show the ITN subject; the name of the contractor s firm and all subcontractors; the local address; name; telephone number; and address of a contact person and the date submitted. This does not count against the page limit. Table of Contents The table of contents must include a clear identification of the material included by section and page number. Overview and Summary This section should briefly convey the contractor s understanding of the nature of work to be accomplished and, generally, the approach to be taken, including but not limited to: o Support and maintenance o Project management o software development practices Detailed Work Plan This section should include a more detailed narrative that addresses the requirements outlined in the ITN. This work plan should demonstrate the contractor s understanding of the needs and requirements of the project and should include, but not be limited to: 15 of 68

16 Project Management A detailed description of how project management will be performed on this contract. Please describe project management documentation and tools that will be used. Software Development Process A detailed description of how your software development process will work with the software release development process outlined in section 4.3 of the Scope of Services. Make sure to cover all aspects of the software release development process from enhancement concept development to release. Support and Maintenance A detailed description discussing how support will be administered on this contract. This should include a discussion of the issue tracking tool, tools used to diagnose software issues, installation support and documentation, and support staffing. Software training A description of how software training material for SunGuide software administrators and operators will be developed and administered. Cost Proposal - Provide cost proposals for the following: o Work breakdown structure and cost for a software release that includes, but is not limited to: Design and Design reviews Four months of software development for a four person development team Software testing (includes, but not limited to, factory acceptance testing and issue resolution from independent verification and validation testing) Release documentation development Project management document development and upkeep Training documentation development o Work breakdown structure and Cost for one year of support and maintenance of the SunGuide software with the following assumptions: Three concept of operations are developed: One to overhaul the dynamic message sign system to include color and graphic message format flexibility and font management One that includes 10 small enhancements. Some examples include: Adding an arterial road type Associating a camera and camera preset to a DMS The ability to toggle between multiple video streams from one camera within the video on desktop dialog One to automate ramp signal activation or mode selection based on Arterial and Interstate highway traffic conditions. Attending and presenting at weekly one hour SunGuide Software User Group Meetings Attending weekly two hour software enhancement discussion meetings Attending weekly one hour issue tracking and update meetings Attending and presenting at four, three hour Change Management Board Meetings Performing software installations and software training at twelve locations Make sure to indicate length of time staff will be on-site Handling 350 submitted issues/enhancement requests: 200 issues resolved averaging 15 hours to resolve each 24/7 phone support Team Structure and Organization A description of the contractor s team structure and organization, including a staffing plan, shall be provided. Qualifications and References A description of the contractor s experience performing projects similar in scope and technical requirements shall be provided. This should include a confirmation of key personnel s commitment to the project. Resumes should be limited to a single page per person, except for the proposed project manager, which should be no more than two pages. All proposers shall fill out the Qualifications Questionnaire provided. Required Forms All documents required by the as described in the ITN for submission of proposals in response to the ITN should be included as part of the contractor s submission. 16 of 68

17 These forms shall not be counted toward the 30-page limit. Any proposal determined not to be in accordance with the above may be considered nonresponsive. 18) COPYRIGHTED MATERIAL Copyrighted material will be accepted as part of the reply or a negotiation session only if accompanied by a waiver that will allow the Department to make paper and electronic copies necessary for the use of Department staff and agents. It is noted that copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes. Therefore, such material will be subject to viewing by the public, but copies of the material will not be provided to the public. 19) ATTACHMENT TO ITN SUBMITTALS - CONFIDENTIAL MATERIAL The Vendor must include any materials it asserts to be exempted from public disclosure under Chapter 119, Florida Statutes, in a separate bound document labeled "Attachment to Invitation to Negotiate, Number ITN-DOT-16/ CA-Confidential Material". The Vendor must identify the specific Statute that authorizes exemption from the Public Records Law. Any claim of confidentiality on materials the Vendor asserts to be exempt from public disclosure and placed elsewhere in the reply will be considered waived by the Vendor upon submission, effective after opening. 20) COSTS INCURRED IN RESPONDING This Invitation to Negotiate does not commit the Department or any other public agency to pay any costs incurred by an individual firm, partnership, or corporation in the submission of a reply or subsequent negotiations or to make necessary studies or designs for the preparation thereof, nor to procure or contract for any articles or services. 21) MAIL OR DELIVER REPLIES TO: (DO NOT FAX OR SEND BY ) Florida Department of Transportation Central Procurement Office Attn: Cassandra Anderson, Procurement Office 605 Suwannee Street, Mail Station 20 Tallahassee, Florida Phone: (850) Submit one original and five (5) copies of your reply. Replies must be submitted in a sealed envelope/package that should be labeled with the ITN number and the opening date and time. It is the vendor's responsibility to assure that the reply is delivered to the proper place on or before the Reply Due date and time (See Introduction Section 2 Timeline). Replies which for any reason are not so delivered will not be considered. 22) MODIFICATIONS, RESUBMITTAL AND WITHDRAWAL Vendors may modify submitted replies at any time prior to the reply due date. Requests for modification of a submitted reply shall be in writing and must be signed by an authorized signatory of the vendor. Upon receipt and acceptance of such a request, the entire reply will be returned to the vendor and not considered unless resubmitted by the due date and time. Vendors may also send a change in a sealed envelope to be opened at the same time as the reply. The ITN number, due date and time should appear on the envelope of the modified reply. 23) OPENING OF SEALED REPLIES All reply openings are open to the public. Replies will be opened by the Department at the date, time and location in the Timeline (See Introduction Section 2 Timeline). The public may attend the opening but may not review any replies submitted until they become public records in accordance with Section , Florida Statutes. 17 of 68

18 24) QUALIFICATIONS QUESTIONNAIRE/SHORT-LIST EVALUATION CRITERIA The initial replies received timely will be evaluated qualitatively for each of the criteria addressed in the Qualifications Questionnaire for the purpose of determining the short-list of vendors that best meet the requirements of the Department and are reasonably susceptible of award. The grades or points resulting from the review/evaluation of the responses to this questionnaire will not be included in decisions beyond determining the initial short-list of vendors to proceed in the ITN process. The following point system is established for scoring the initial replies: Evaluation Criteria Point Value Qualification questionnaire 20 Overview and Summary 10 Detailed Work Plan 20 Price Proposal 20 Team Structure and Organization 10 Qualification and References 20 25) ORAL PRESENTATIONS The vendors selected for the short-list will each be scheduled to meet with the Technical Review Committee to provide an oral technical presentation of their firm's capabilities and approach to the Scope of Services beginning on the date in the Timeline (See Introduction Section 2 Timeline). Short-listed vendors will be notified of a time and date for oral technical presentation. Oral technical presentation sessions are not open to the public. These oral technical presentations will be used to present the vendor's approach and improve understanding about the Department's needs and expectations with questions and answers at the end of the vendor's oral technical presentation. The Technical Review Committee will participate in all presentations. After each oral technical presentation, each individual on the Technical Review Committee will complete a written summary evaluation of each vendor's technical approach, capabilities, and prior relevant experience. 26) PROPOSED NEGOTIATION PROCESS The Department reserves the right to negotiate separately (Method A ) or concurrently (Method B ) with competing vendors, as set out below. The participating vendors should be cognizant of the fact that the Department, upon completion of each step, reserves the right to finalize the negotiation process at any time in the proposed process that the Department determines such selection would be in the best interest of the state. Replies should be prepared to provide a straightforward, concise description of the vendor s ability to meet the requirements and to allow the Department to properly evaluate the vendor s reply. Step 1) Interested vendors must submit the following to the "Procurement Agent" identified on the cover page by date, time and location in the Timeline (See Introduction Section 2 Timeline). - Qualifications Questionnaire - with additional sheets as needed to address and respond to all questions completely (see Special Condition 9) - Technical Proposal - Preliminary Price Proposal or Pricing Scheme Step 2) There will be a public meeting of the Technical Review Committee, composed of at least three members, for the purpose of evaluating the initial replies received timely 18 of 68

19 Step 3) and selecting the short-list of vendors that best meet the requirements of the Department and are reasonably susceptible of award. The Technical Review Committee will complete a written summary evaluation of each vendor's response to the criteria addressed in the Qualifications Questionnaire (see Special Condition 9) to determine the short-list of vendors to proceed to Step 3 in the competitive negotiation process. The public meeting will be held at the date, time and location in the Timeline. The short-list selection of vendors that best meet the requirements of the Department will be posted in accordance with law and rule (see Special Condition 27). The vendors selected for the short-list will each be scheduled to meet with the Technical Review Committee to provide an oral technical presentation of their firm's capabilities and approach to the Scope of Services. These oral technical presentations will be used to present the vendor's approach, and improve understanding about the Department's needs and expectations with questions and answers at the end of the vendor's oral technical presentation. The Technical Review Committee will participate in all presentations. After each oral technical presentation, each individual on the Technical Review Committee will complete a written summary evaluation of each vendor's technical approach, capabilities, and prior relevant experience. Following oral technical presentations by all short listed vendors, there will be a public meeting of the Technical Review Committee for the purpose of either ranking the vendors or electing to conduct concurrent negotiations with all short listed vendors. The public meeting will be held at the date, time and location in the Timeline. If the Department is capable of ranking the vendors, the Technical Review Committee will rank the vendors in order of preference and post the ranking in accordance with the law (see Special Condition 27), stating the Department s intent to negotiate separately and award a contract to the highest ranked vendor that reaches an acceptable agreement with the Department. From that point on, the single negotiation process (Method A ) would be followed. Go to Step A1. If the Department does not rank the vendors and elects to conduct concurrent negotiations with all short-listed vendors, the concurrent negotiation process (Method B ) would be followed from that point on. Go to Step B1. Step A1 Step A2 Step A3 Step B1 Once the posting period has ended, the Technical Review Committee will undertake negotiations with the first-ranked vendor until an acceptable contract is agreed upon, or it is determined that an acceptable agreement cannot be reached with such vendor. If negotiations fail with the first-ranked vendor, negotiations may begin with the second-ranked vendor, and so on until there is an agreement on an acceptable contract. The Department reserves the option to resume negotiations that were previously suspended. Negotiation sessions are not open to the public and all negotiation sessions will be recorded by the Department. The Technical Review Committee will provide a short plain statement for the procurement file that explains the basis for vendor selection and how the vendor's deliverables and price will provide the best value to the state. The Department will contract with the successful vendor. Following oral technical presentations by all short-listed vendors, the project manager may revise the Scope of Services, as necessary, to eliminate unnecessary requirements and incorporate innovative ideas and approaches that the project manager believes would benefit the state. Documentation of changes/revisions to the Scope of Services/Specifications, etc., will be retained in the procurement file. All participating vendors will be sent a revised Scope of Services and will be asked to submit a written summary of their firm's capabilities and technical approach to the revised Scope of Services and a preliminary price proposal. 19 of 68

20 Step B2 Step B3 Step B4 Step B5 Each participating vendor will be scheduled to meet with the Technical Review Committee to review and negotiate both the vendor s technical and price proposals and discuss any issues or problems. Negotiation sessions are not open to the public and all negotiation sessions will be recorded by the Department. Each individual on the Technical Review Committee will complete a written summary evaluation of each vendor s technical approach, capabilities, prior relevant experience, and price proposal. There will be a public meeting of the Technical Review Committee at the date, time and location in the Timeline to review the individual summary evaluations to either rank the vendors in order of preference and make a final selection, or make a determination to repeat Steps B1 through B3, if necessary. Recorded documentation of subsequent rounds will be retained in the procurement file. The Technical Review Committee will write a short plain statement for the procurement file that explains the basis for vendor selection and how the vendor's deliverables and price will provide the best value to the state. Step B6 The intended award will be posted in accordance with law (see Special Condition 27). Step B7 The Department will contract with the selected vendor. 27) POSTING OF SHORTLIST, RANKING AND / OR INTENDED AWARD 27.1 The Shortlist, Ranking and / or Intended Award, as applicable, will be made to the responsive and responsible vendor(s) which are determined to be capable of providing the best value and best meet the needs of the Department. The Shortlist, Ranking, or Intended Award decision will be announced at the date, time and location in the Timeline The Department s decision will be posted on the Florida Vendor Bid System, at (click on BUSINESS, click on Doing Business with the State, under Everything for Vendors and Customers, click on Vendor Bid System (VBS), on date and time in the Timeline, and will remain posted for a period of seventy-two (72) hours. Any vendor who is adversely affected by the Department's recommended award or intended decision must file the following with the Department of Transportation, Clerk of Agency Proceedings, Office of the General Counsel, 605 Suwannee Street, Mail Station 58, Tallahassee, Florida : 1. A written notice of protest within seventy-two (72) hours after posting of the Intended Award, (the notice of protest may be Faxed to ), and 2. A formal written protest and protest bond in compliance with Section (3), Florida Statutes, within ten (10) days of the date on which the written notice of protest is filed. At the time of filing the formal written protest, a bond (a cashier s check or money order may be accepted) payable to the Department must also be submitted in an amount equal to one percent (1%) of the estimated contract amount based on the contract price submitted by the protestor. Failure to file a protest within the time prescribed in Section (3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. 3. If the Department is unable to post as defined above, the Department will notify all vendors by electronic notification on the Florida Vendor Bid System (see special condition 27.2, above) or by mail, fax, and/or telephone. The Department will provide notification of any future posting in a timely manner. 20 of 68

21 28) AWARD OF THE CONTRACT Services will be authorized to begin when the Vendor receives the following document(s), as appropriate, indicating the encumbrance of funds and award of the contract: A Standard Written Agreement executed by both parties, and a written Notice to Proceed, issued by the Project Manager. 29) RENEWAL Upon mutual agreement, the Department and the Contract Vendor may renew the Contract for a period that may not exceed 3 years or the term of the original contract, whichever is longer. The renewal must be in writing and signed by both parties, and is subject to the same terms and conditions set forth in the initial contract and any written amendments signed by the parties. Any renewal shall specify the renewal price, as set forth in the solicitation response except that an agency may negotiate lower pricing. Renewal is contingent upon satisfactory performance evaluations and subject to the availability of funds. 30) ATTACHED FORMS Exhibit A Scope of Services MBE Planned Utilization (Form ) Vendor Certification Regarding Scrutinized Companies Lists (Form ) (proposals of $1 million or more) Bid Opportunity List Performance Bond Form ( ) 31) ATTACHED TERMS AND CONDITIONS Standard Written Agreement Appendix II (Information Technology Resources) General Conditions (PUR 1000) Instructions to Respondents (PUR 1001) 32) TERMS AND CONDITIONS All responses are subject to the terms and conditions of this solicitation, which, in case of conflict, shall have the following order of precedence listed: Standard Written Agreement Appendix II (Information Technology Resources) Instructions to Respondents (PUR 1001) General Conditions (PUR 1000) Introduction Section 33) TERMS AND CONDITIONS 33.1 General Contract Conditions (PUR 1000) The State of Florida s General Contract Conditions are outlined in form PUR 1000, which is a downloadable document incorporated into this Invitation to Negotiate (ITN) by reference. Any terms and conditions set forth in this ITN document take precedence over the PUR 1000 form where applicable. The following paragraphs do not apply to this Invitation to Negotiate: Paragraph 31, Dispute Resolution - PUR 1000 Paragraph 40, PRIDE PUR 1000, when federal funds are utilized. 21 of 68

22 33.2 General Instructions to Respondents (PUR 1001) The State of Florida s General Instructions to Respondents are outlined in form PUR 1001, which is a downloadable document incorporated into this Invitation to Negotiate (ITN) by reference. Any terms and conditions set forth in this ITN document take precedence over the PUR 1001 form where applicable. The following paragraphs do not apply to this Invitation to Negotiate: Paragraph 3, Electronic Submission PUR 1001 Paragraph 4, Terms and Conditions PUR 1001 Paragraph 5, Questions PUR MFMP Purchase Order Terms and Conditions All MFMP Purchase Order contracts resulting from this solicitation will include the terms and conditions of this solicitation and the State of Florida s standardized Purchase Order Terms and Conditions, which can be found at the Department of Management Services website at the following link: pdf Section 8(B), PRIDE. 34) LIABILITY INSURANCE The Vendor shall not commence any work until they have obtained the following types of insurance, and a certificate of such insurance has been received by the Department. Nor shall the Vendor allow any subcontractor to commence work on this project until all similar insurance required of the subcontractor has been so obtained. The Vendor shall submit the required Certificates of Insurance to the Florida Department of Transportation, Procurement Office, Attn: Cassandra Anderson, 605 Suwannee Street, MS 20, Tallahassee, FL within ten (10) days after the ending date of the period for posting the intended award decision. ( X ) The Vendor must have and maintain during the period of this contract, a professional liability insurance policy or policies or an irrevocable letter of credit established pursuant to Chapter 675, Florida Statutes, and Section , Florida Statutes, with a company authorized to do business in the state of Florida, affording professional liability coverage for the professional services to be rendered in accordance with this contract in the amount of at least $1,000, The Vendor shall maintain professional liability coverage for a minimum of three years after completion of the services rendered under this contract. With respect to any general liability insurance policy required pursuant to this Agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The Vendor shall provide to the Department certificates showing the required coverage to be in effect with endorsements showing the Department to be an additional insured prior to commencing any work under this Contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, thirty days advance notice shall be given to the Department or as provided in accordance with Florida law. The Department shall be exempt from, and in no way liable for, any sums of money which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Vendor or subcontractor providing such insurance. Policies that include Self Insured Retention (SIR) will not be accepted. 35) PERFORMANCE BOND The intended award vendor shall provide the Department with a Performance Bond in the amount of $1,000, The Performance Bond shall be provided by a surety company authorized to do business in the state of Florida. The Performance Bond shall be executed and furnished to the Department prior to contract execution and no later than ten (10) days after the ending date of the 22 of 68

23 period for posting the intended award decision, unless the Department extends the time period in writing. Failure to provide the required Performance Bond (Form ) to the Department within the aforementioned timeframe will void the Intended Award s proposal and the Department will proceed in contracting with the next highest responsive vendor. 36) LIQUIDATED DAMAGES The Vendor acknowledges that failure to complete the services by the completion date designated on the contract document may cause the Department to incur damages that, at present are, and upon the occurrence of the failure to timely complete the services may be, difficult to determine. Moreover, the Parties wish to avoid lengthy and expensive litigation relating to failure to complete the services on time. Therefore, in the event the Vendor fails to complete the authorized services by the completion date designated on the contract document, the Department shall exercise the remedy of liquidated damages against the Vendor, in the amount of $ per day for each calendar day after the designated completion date that the Vendor fails to complete the services. The Parties agree that if the Department allows the Vendor to continue and finish the services, or any part of it, after the expiration of the time allowed, that the Department s action shall in no way act as a waiver on the part of the Department of the liquidated damages due under this contract. The Vendor shall pay said sum to the Department not as a penalty, but as liquidated damages. 23 of 68

24 EXHIBIT A SunGuide Software Support, Maintenance, and Development Scope of Services Table of Contents 1 Project Description SunGuide Software Scope of SunGuide Software System Applicable Documents Software Ownership Key Stakeholders in SunGuide Software System Management Centers Coordination with other Projects/Programs of the Department Coordination with Universities Scope of Work SunGuide Software Support SunGuide Software Training SunGuide Release Development Concept of Operations Requirements Analysis Design Development and Unit Testing Integration Testing Acceptance Testing IV&V Testing Deployment Connected Vehicle (CV) Support Contract Obligations Project Management Deliverables Staffing Plan Software Development Plan Risk Management Plan Configuration Management Plan Quality Assurance Plan Subcontractor Plan Software Security Plan Vendor Performance Administrative Reports Administrative Meetings Transmittal of Deliverables Change Procedures of 68

25 List of Figures Figure 1. Current SunGuide Software Architecture... 2 Figure 2. Release Development Process List of Tables Table 1. SunGuide Software Deployments... 1 Table 2. Applicable Documents... 3 Table 3. Software Modules Ownership... 5 Table 4. SunGuide Support Response Requirements Table 5. SunGuide Software Deliverable Items Requirements Table 6. Contractor Performance Measure Definitions of 68

26 List of Acronyms 24 / hours a day / 7 days a week ANSI... American National Standards Institute API... Application Program Interface ATIS... Advanced Traffic Information System ATMS... Advanced Traffic Management System AVL... Automated Vehicle Location C2C... Center-to-Center CCTV... Closed-Circuit Television CDRL... Contract Deliverable Requirements List CMB... Change Management Board CMP... Configuration Management Plan CPM... Critical Path MethodCV... Connected Vehicles DMS... Dynamic Message Sign FAC... Florida Administrative Code FAT... Factory Acceptance Test... Florida Department of Transportation FL-ATIS... Florida Statewide Advanced Traveler Information System FTE... Florida Turnpike Enterprise GIS... Geographic Information System GUI... Graphical User Interface HAR... Highway Advisory Radio ICD... Interface Control Document ISP... Information Service Provider ITN... Invitation to Negotiate ITS... Intelligent Transportation System ITT... Issue Tracking Tool IVR... Interactive Voice Response IV&V... Independent Verification and Validation MDX... Miami-Dade Expressway Authority MIB...Management Information Base NITSA... National Intelligent Transportation Systems Architecture NTCIP... National Transportation Communications for ITS Protocol NTP... Notice to Proceed PCA... Physical Configuration Audit PDF... Portable Document Format PM... Project Manager POC...Point of Contact PTMC... Portable Transportation Management Center QA... Quality Assurance QAP... Quality Assurance Plan RMP... Risk Management Plan RTMC... Regional Transportation Management Center 26 of 68

27 RTMS... Remote Traffic Microwave Sensor RWIS...Road Weather Information System S&M... Support and Maintenance SDD... Software Design Document SDLC... Software Development Lifecycles SDP... Software Development Plan SICP... Software Integration Case Procedures SIP... Software Integration Plan SITSA... Statewide ITS Architecture SP... Subcontractor Plan SPM... Software Project Manager SQL... Structured Query Language SSP... Software Security Plan SSUG... SunGuide Software User Group STMC... Satellite (or Secondary) Transportation Management Center TERL... Traffic Engineering Research Laboratory TIM... Traffic Incident Management TMC... Transportation Management Center TxDOT... Texas Department of Transportation VDD... Version Description Document VTMC... Virtual Transportation Management Center WBS... Work Breakdown Structure XML... Extensible Markup Language 27 of 68

28 1 Project Description The Florida Department of Transportation (hereinafter referred to as the Department ) has deployed the SunGuide Software at the Department s regional transportation management centers (RTMC), transportation management centers (TMC), local cities and counties, and the Traffic Engineering Research Laboratory (TERL). Table 1. SunGuide Software Deployments Deployment Location 595 Express TMC Fort Lauderdale CFX TMC Orlando District 1 RTMC Fort Myers District 1 Manatee County Satellite TMC Manatee County District 2 RTMC Jacksonville District 3 RTMC Chipley District 3 Pensacola TMC Pensacola District 3 City of Tallahassee TMC Tallahassee District 4 RTMC Fort Lauderdale District 4 Arterials TMC Fort Lauderdale District 5 RTMC Orlando District 6 RTMC Doral District 7 RTMC Tampa Florida s Turnpike Enterprise RTMC Turkey Lake Miami-Dade County TMC Miami MDX TMC Doral TERL Tallahassee SunGuide Software supports each management center with collection, assessment, and management of real-time traffic data and video to enhance traffic and incident management and to deliver real-time and accurate traffic management information to the public via the Florida Statewide Advanced Traveler Information System (FL-ATIS). The Vendor will support, maintain and enhance the SunGuide Software. The project will evolve over the next five years through incremental software development designed to meet specific functionality requirements needed by the Department s Districts throughout the state. The Vendor shall be a software developer or integrator of TMC software of similar complexity as defined in the Scope of Services. 1.1 SunGuide Software The Department has endorsed the concept of providing a centrally managed, publicly owned set of software modules to completely support all functionality of the RTMCs. It is the Department s desire to economically maintain and enhance the system level functional requirements for the software modules. In some cases, it may be more cost effective for the Department to accept standard, off-the-shelf software modules that do not completely meet the system requirements and, in other cases the Department may bear the cost of developing a custom solution for a critical functional requirement unique to Florida. 28 of 68

29 1.2 Scope of SunGuide Software System This document specifies the work tasks for the Vendor that provides the SunGuide Software. The project does not include the procurement or deployment of field devices, the provision of physical communications links between field devices and management centers, or the physical links between the management centers and the Department. The project does require the software to interface with legacy field devices. Figure 1 provides the current SunGuide Software architecture. This figure also provides a representation of devices and functionalities supported by the software. Figure 1. Current SunGuide Software Architecture 1.3 Applicable Documents The latest version of the following applicable documents from the SunGuide Software project Web site form a part of this document to the extent specified herein. In the event of a conflict between the Web site documents specified herein and the contents of this Scope of Services, this Scope of Services shall be considered the superseding requirement. The Vendor shall have knowledge of these documents and shall make changes to the SunGuide Software project-related documents as applicable. 29 of 68

30 Table 2. Applicable Documents Document SunGuide Software Architecture Guidelines SunGuide Software Development Plan SunGuide Software Concept of Operations SunGuide Software Quality Assurance Plan SunGuide Software Security Plan SunGuide Software Integration Plan SunGuide Software Staffing Plan SunGuide Software Risk Management Plan SunGuide Software Configuration Management Plan SunGuide Software Design Document SunGuide Software Implementation Plan SunGuide Software Version Description SunGuide Software Users Manual SunGuide Software Interface Control SunGuide Software Supported Protocols SunGuide Software Requirements Specifications Computer Sizing Estimates Statewide ITS Architecture (SITSA) Publisher and Address SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site SunGuide Project Web site of 68

31 Document Publisher and Address National ITS Architecture (NITSA), Version 7.1 Florida's Statewide Systems Engineering Management Plan, Version 2, March 7, 2005 Federal Transportation Authority Department of Transportation Washington, D.C Software Ownership The Department shall have full ownership of any works of authorship, inventions, improvements, ideas, data processes, computer software programs, and discoveries (hereinafter referred to as intellectual property ) conceived, and created under this Contract, except for modifications to Texas Department of Transportation (TxDOT) owned works that the Department has licensed. The Vendor will have no rights of ownership for any property created and paid for by the Department under this contract. The Vendor shall fully and promptly disclose to the Department all intellectual property conceived and created under this Contract. The Vendor hereby assigns to the Department the sole and exclusive right, title, and interest in and to all intellectual property conceived and created under this Contract, without further consideration. The Vendor s assignment of intellectual property shall be irrevocable and perpetual under this Contract. The Vendor shall not copyright or patent any intellectual property conceived and created under this Contract without the express written consent of the Department. The Vendor agrees to execute and deliver all documents requested by the Department to effect the assignment of intellectual property to the Department or the registration or confirmation of the Department s rights in or to all intellectual property conceived and created under the terms of this Contract. The Vendor s assignment of intellectual property shall not apply to any preexisting intellectual property owned and used by the Vendor to create a deliverable for this Contract. The Department s software ownership shall include the source code and documentation. At all times, the Department shall have access to the source code and its documentation for the purpose of modification, enhancement or distribution. The Department shall distribute the software to the RTMCs as required, other agencies within the state, and may distribute the software to other states. Table 3 lists the current software modules for the SunGuide Software identifying those owned by the Department, the TxDOT, and others, including enhancements, modifications and new modules. The modules ownership list is not exhaustive. The Vendor shall provide source code and documentation for any modification or development of the SunGuide Software. 31 of 68

32 Table 3. Software Modules Ownership Modules Administrator Editor Application AVL / Road Rangers Subsystem SPARR Web Service Driver RRMA XML Driver SPARR Application Beacon Beacon Driver CCTV Subsystem CCTV NTCIP 1205 Driver American Dynamics Driver Cohu Driver ONVIF Driver Center-to-Center Collector Center to Center Publisher Center to Center Subscriber Center to Center Command / Receiver Center to Center Provider Center to Center Extractor INRIX Publisher Nokia HERE Publisher Config Editor Connected Vehicle Subsystem J2735 Driver Data Archive RITIS Data Archive Databus DMS Subsystem DMS NTCIP 1203 Driver DMS Mark IV (version 2.5) Driver DMS Mark IV (FTE) Driver DMS Trailblazer Driver DMS Skyline Driver Event Management Subsystem Executive Handler Event Viewer Application HAR Subsystem HAR DR2000 Driver Incident Detection Subsystem VisioPad (Video) IDS Driver FHP CAD IDS Driver External Events IDS Driver Ownership TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT TxDOT 32 of 68

33 Weather (DTN) IDS Driver TSS Alarms IDS Drivers IDS RWIS Driver Safety Barrier Driver Waze Event Driver Wrong Way Detection Driver Inventory and Maintenance Subsystem Message Arbitration Subsystem MCP (Joystick / Keyboard) Subsystem Notify Service Pricing Subsystem Ramp Meters Subsystem 170 Firmware Driver Reporting Subsystem & Templates RWIS Subsystem RWIS NTCIP 1204 Driver SAA TxDOT Safety Barrier Subsystem SunGuide SB Protocol Driver Schedule Actions Subsystem Status Logger Subsystem TxDOT SunGuide Toolset Toll Viewer Application TSS Subsystem Bitrans 238I-I4 Driver 170 Ramp Meter Firmware Canoga Microloops Driver MVDS: Wavetronix SmartSensor Driver MVDS: EIS RTMS Driver Probe Fusion (AVI and LPR) Driver Connected Vehicle Driver Travel Time Subsystem User Interface & Map Video on Desktop Variable Speed Limit Subsystem Video Switching Subsystem IP Video Driver Video Wall Subsystem Barco/Argus Jupiter Wall Driver Activu Wall Driver Jupiter Canvas Driver Unused Applications 33 of 68

34 Incident Management Chart II Application Web Site 511 Interface 3 Key Stakeholders in SunGuide Software System 3.1 Management Centers The Department has identified four types of management centers that will connect to one another to provide data backup and temporary assumption of responsibilities in times of disaster. These are: RTMCs; Satellite or secondary transportation management centers (STMC); Virtual transportation management centers (VTMC); and, Portable transportation management centers (PTMC). There are existing RTMCs deployed with SunGuide Software and each RTMC will connect to STMCs and local TMCs, depending on its needs. Communications links between the RTMCs are grouped by Districts. SunGuide Software supports the operations at the management centers and their input is critical to the direction of the project. The Vendor shall, under the direction of the Department s Project Manager (PM), coordinate with the management centers to understand their needs and propose solutions to the Department s PM to resolve any issues. The Vendor shall maintain a good working relationship with the management centers deployed with SunGuide Software. 3.2 Coordination with other Projects/Programs of the Department The Department currently has multiple projects which require close coordination with SunGuide Software. The Vendor shall, under the direction of the Department s PM, provide coordination and support to other Department projects. The coordination and support tasks include, but are not limited to, attending the coordination meetings and workshops, and enhancing/modifying the current SunGuide Software capabilities to accommodate the needs of other projects/programs. Below are projects/programs that utilize SunGuide Software: FL511 Project: This project uses SunGuide Software s Data Fusion Component located at each District s management center. SunGuide s Data Fusion Component sends the traveler information to the FL511/Data Integration and Video Aggregation System (DIVAS) information dissemination subsystem where the digital information is transformed into interactive voice response and Web site information for the general public to access. The project Web site is: Traffic Incident Management (TIM) Program: SunGuide Software currently has modules such as Event Management, Florida Highway Patrol Computer Aided Dispatch, and Road Ranger/Automatic Vehicle Location that support the TIM program to improve the overall management of traffic incidents in the state, to increase integration and communication between TIM agencies and to improve consistency of incident management operations across the state. The program Web site is: 34 of 68

35 Statewide Express Lanes Software: This software is used for dynamic toll pricing calculation, pricing dissemination, and pricing verification on Florida s express lanes. This project connects to the SunGuide software databus to retrieve information about roadway conditions and to post messages to Dynamic Message Signs (DMS). It is important to coordinate any changes to the SunGuide API, including databus or subsystem command/control/request messages with the Statewide Express Lanes Software change management team to determine if those changes will impact the Statewide Express Lanes Software. 3.3 Coordination with Universities The Department currently has multiple research projects to improve operations and efficiency of Florida s interstate system. These research projects are conducted by Florida-based universities including Florida International University, University of Florida, Florida State University and University of Central Florida. Some of these universities currently have SunGuide Software installed in their facilities and the universities use the software for research purposes. The Department s PM may require the Vendor to coordinate with these universities. 4 Scope of Work The Vendor shall support, maintain and enhance SunGuide Software. This section focuses on software support, training and release development responsibilities. 4.1 SunGuide Software Support The Vendor shall support and maintain the SunGuide Software for the term of the Contract. Updates, which include all changes, enhancements and problem fixes, will be provided to the Department at a mutually agreeable time. All releases and new builds shall be first processed through the configuration management software and approved for release by the Department. The Vendor shall provide the Department with all software development work performed under this contract and paid for by the Department. All updated software shall be first tested on the SunGuide Software test bed (vendor s test bed) or the Department s approved test bed, TERL, before it is released for distribution. The Vendor may be requested to produce maintenance releases to resolve issues identified during software support. The releases can be performed concurrently with any enhancement development that may also be ongoing. The Department, at its discretion, may suspend or cancel a maintenance release or combine it with an enhancement release. Support and Maintenance of the SunGuide Software SunGuide Software general support includes at a minimum: Providing SunGuide Software project home office and on-site support staff. Providing a Web-based issue tracking system for SunGuide users to report defects, deployment/configuration or enhancement issues and for tracking purposes. This system can also be used as a SunGuide knowledge base for SunGuide users to look up issues. This system shall be available 24 hours a day / 7 days a week (24/7). Providing a support phone line for receiving support calls 24/7. 35 of 68

36 Provide assistance with enhancement requests entered into the web based issue tracking system. The Vendor shall provide support services based on the definitions identified in the following: Software Issue Severity - Definition There are six levels of software issue severity defined in the Scope of Services: Critical Failure A failure of multiple SunGuide software subsystems or a single critical SunGuide subsystem that prevents operation of the SunGuide Software or inhibits the Department s ability to manage the roadways. Examples include, but are not limited to, a failure with Event Management, a failure preventing incident information from being posted on Dynamic Message Signs, a failure preventing information being sent to or appearing on the FL511, a failure impacting express lanes, and a failure with the Databus. Failure A single SunGuide application, subsystem or driver failure that prevents operation of a part of the SunGuide Software and does not prevent the Department s ability to manage the roadways. External Failure - SunGuide interfaces with external systems are failing. Defect A software issue that can be compensated for through manual operation or that does not impact operation of the management centers. Deployment/Configuration An issue related to either an installation or configuration that is prohibiting proper operation of the software. Enhancement An improvement to the software that can be included in a future software release. For purposes of use in performance measures and liquidated damages, the issue severity will be in accordance with the definitions provided above. If the software user is not satisfied with the Vendor resolving a reported issue in a timely manner, the user may contact the Department s PM and request the Vendor treat the issue as if it were classified as a higher severity level. The Department PM will consult with the Vendor PM (or designee) and elevate the response. If a reported issue is not categorized properly, it may be re-categorized by the Department PM working with the Vendor PM, to its proper level. Vendor Staffing for SunGuide Support On-Site Staff - The Vendor shall provide adequate on-site staff so an on-site staff member can initiate travel to any User facility within four hours from the time the Department s PM approves travel, after it has been determined that Vendor staff is required on site. The Vendor shall provide staffing in Florida as agreed upon with the Department s PM. The Vendor is responsible for providing substitute staff should the existing staff not be available. Home Office Staff The Vendor shall provide adequate home office staff to support the existing SunGuide deployments and any future deployments. Vendor will have development staff available to the project to provide software integration, testing, configuration, installation and other support as needed. The Vendor shall have staff available to support SunGuide enhancements. These home office staff will be identified in the Staffing Plan. 36 of 68

37 Vendor s Initial Response Time for SunGuide Issues Each of these issue types is assigned an expected response time. Critical Failures, Failures and External Failures will only be reported via a phone call regardless of the time of day or day of the week. Defects and Deployment/Configuration Issues will be reported either using the ITT or via a phone call. An enhancement request will only be entered using the ITT. The time for Vendor to respond to a reported issue starts once the software issue is initially logged with Vendor s Help Desk via the support telephone line or on the web within the ITT. Table 4. SunGuide Support Response Requirements Category Critical Failure Failure External Failure Defect Initial Response Time 1 hour; only by phone. 1 hour; only by phone. 1 hour; only by phone. 1 business day Example of Classification Two subsystems are not communicating (e.g. DMS and MAS lock up) Failure of Operator Graphical User Interface to start A subsystem or driver is failing Configuration file error that causes a subsystem to not operate FL-ATIS not receiving data ELM not receiving data Software does not operate as specified in a requirement Escalation if not resolved (See Note 1) Within 2 hours Within 8 hours Within 12 hours of contacting external system POC Within 1 business day On-Site response if approved by Department s PM Yes - Travel initiated within 4 hours of approval Yes 1 business day from approval Yes 1 business day from approval No Deployment / Configuration Issue Enhancement 1 business day 3 business days cannot talk to a device Software does not install New server hardware or software is deployed and SunGuide does not operate Functionality desired or a new protocol for a device is needed Within 1 business day 2 business weeks Yes 1 business days from approval No Notes: 1. Resolution for the purposes of escalation is defined as follows: a. Critical Failure: SunGuide is operational, and the cause of the critical failure has been identified. b. Failure: Affected subsystem or driver is operational, and the cause of the failure has been identified. c. External Failure: External system point of contact (POC) has acknowledged receipt of the issue. d. Defect: Vendor s staff member has reviewed the ITT issue, assigned it to a staff member and initiated communication with the user reporting the problem. 37 of 68

38 e. Deployment / Configuration Issue: Vendor staff member has reviewed the ITT issue, assigned it to a staff member and initiated communication with the user reporting the problem. f. Enhancement: Vendor staff member has reviewed the ITT issue, assigned it to a staff member, communicated with the user, and made a recommendation to the Department whether to implement or not. 2. A business day is defined as 6:00 AM EST and ends at 7:00 PM EST. Monday through Friday excluding State of Florida holidays. 3. All issues reported Critical Failure, Failure or External Failure not previously discussed in a support meeting shall be discussed. Any requests from the Department to change categorization or response time frames of a Critical Failure, Failure or External Failure issue shall be discussed at this point or in a subsequent within 10 business days. 4. Initial response is defined as the Vendor returning the phone call to the provided number or responding to the address entered in the ITT. 5. When a call for a Critical Failure or Failure is initially returned by the Vendor, the caller will be asked to describe the issue. This information will be documented in the ITT issue and shall be used to accurately classify the issue being reported. 6. The Vendor shall be responsible for maintaining performance measures and liquidated damages for the deployements within the following agencies or Districts: Districts: 1, 2, 3, 4, 5, 6 and 7; Florida s Turnpike Enterprise (FTE); Miami-Dade Expressway Authority (MDX); I-595 Public Private Partnership Control Center; Central Florida Expressway Authority (CFX); Miami-Dade County; City of Tallahassee, or as agreed to by the Department PM and the Vendor PM. Initial response is defined as the maximum amount of time that can elapse after an issue has been reported and the Vendor acknowledges the issue. The initial response will be provided to the reporting person to acknowledge the issue and, if necessary, obtain more information. Escalation response is the maximum amount of time that can elapse after an issue has been acknowledged, but no resolution has been identified before escalating the issue. When a reported issue has not been processed within the prescribed time, the issue will be escalated. The staff member will determine the resources needed and bring those resources to bear on the issue. If the staff member is not able to make progress on the issue or cannot secure the necessary resources, the vendor PM or SPM will be contacted and expected to personally oversee the effort to resolve the issue until it has been satisfactorily resolved. On-Site Response is the maximum amount of time that can elapse before travel is initiated, once the travel has been approved by the Department s PM, after it has been determined that Vendor staff are required on site to address the issue. During the analysis of an issue, if it is determined that on-site support is required by the Vendor PM, the Vendor s PM will inform the Department s PM of the situation. A phone call is acceptable to initially inform the Department s PM, but a follow up is mandatory to document the situation. The Department s PM will then consider the request and determine whether travel is required. The Department SunGuide project manager (PM) will authorize the travel for SwRI staff during the office hours. The need for SwRI s travel to resolve SunGuide software issues can be identified by District TSM&O engineers or District TMC operations manager or SwRI SunGuide PM. SwRI SunGuide PM will review the need for staff travel and determine if it is required to resolve the issue. If travel is required, SwRI staff will make travel arrangements without the Department PM s authorization during non-office hours. SwRI 38 of 68

39 SunGuide PM will coordinate with the District TSM&O engineer or District TMC operations manager, and ensure that they are aware of SwRI staff s travel. SwRI SunGuide PM will provide update to the Department SunGuide PM during regular office hours. Vendor Response via Support Line Issues reported to the telephone line will be entered as new issues into the ITT by the Vendor staff so that the issue and its resolution can be tracked. The Vendor staff will provide the caller insight into how long it will take to resolve the issue. Vendor will estimate the time required to address the issue in its response. Vendor is obligated to respond to SunGuide Software issues in a timely manner. On-Call Support must have working functional knowledge of the SunGuide software, be knowledgeable in installation and configuration of SunGuide, and have working knowledge of the SunGuide Intelligent Transportation Systems (ITS) supported devices. ITT Issue Resolution The ITT will be password protected; however, user logins may be requested by contacting the Department s PM. Users should use their best judgment in classifying software issues based on their opinion of the severity of the issue. Users will only be able to enter bug, enhancement and deployment/configuration issues in the ITT. The clarification definitions are provided at the beginning of this document to guide the user to determine the severity. The ITT will be capable of sending alerts to staff specified by the Department when a new issue is entered or modified. No issues will ever be deleted. The alerts shall come in the form of to the specified list of staff as defined by the Department PM. 4.2 SunGuide Software Training The Vendor shall provide sufficient training to the Department s personnel as required for successful implementation and operation of the SunGuide Software. The length of sessions proposed per training type must be adequate to cover the required material in sufficient depth for the trainees to perform their responsibilities on the system. The Department employs a train-thetrainer training philosophy with a maximum reutilization of Vendor-generated course materials. The on-site support staff shall be knowledgeable to provide SunGuide Software training as described in this Scope of Services excluding the Software Design/Maintenance category of training. The support staff shall be capable of providing training for this Contract prior to the Vendor requesting permission for them to teach the class. The Department reserves the right to have the proposed training staff dry run the training at a facility identified by the Department s PM. The Department reserves the right to accept or reject the proposed training staff. The Vendor shall provide a list of training required, recommended courses, content, length and proposed schedule. At some point, the Department may wish to maintain the SunGuide Software using Departmentdesignated personnel. The training and software documentation provided by the Vendor shall support that objective. The Department will provide classroom space in a facility in the state of Florida. The Vendor shall 39 of 68

40 submit a training plan that will be reviewed by the Department. No training shall occur until the Department approves the training plan. The training courses are classified into three general categories as outlined below: Software Design/Maintenance Courses in this category shall be developed to provide personnel who have background in similar software languages with the knowledge required to maintain and operate the software provided under this Contract. The Vendor shall create courses for the computer systems analyst and/or programmer and to train the Department s technical personnel in the following: o o o o All software modules for the SunGuide Software; Database tables, relationships, and stored procedures; Application programming interfaces (API); and, Software development tools. These courses shall be oriented toward the maintenance of the application source code. All training shall be at a Florida site as designated by the Department. System Administration/Deployment Courses in this category shall be developed to provide technical personnel who have a background in systems administration, networking, computer operations, maintenance of all database tables, and software installation with the necessary skills to operate and maintain management centers. Operator/User Interaction Courses in this category shall be designed to train the management centers workstation operators. The training material shall include varied methods of communications in response to a traffic incident, and the control and display of maps and icons. The Vendor shall submit a detailed and comprehensive training plan and training materials for each course developed in the above categories to the Department for review and approval prior to the scheduled start of any training. The Vendor shall revise the training plan(s) until approved by the Department. No course training shall be conducted without an approved training plan(s). The training plan(s) shall include a lesson plan for each course detailing the literature, manuals and test materials that will be used. The training plan(s) shall describe the Vendor's management role and responsibilities for each course. The training plan(s) shall include a training schedule listing each period of instruction and the time required for each period. All training aids and training materials for each course, charts, graphs, videos, support documents, and any other media, shall become the property of the Department. 4.3 SunGuide Release Development The Vendor shall develop software enhancements as identified by the Department s PM. The possible Software Development Lifecycles (SDLC) for the Release Development Process will be identified in the approved Software Development Plan (SDP). 40 of 68

41 Figure 2. Release Development Process 41 of 68