traffic incidents in the general toll lanes in each zone, and maintain a

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1 State of Florida Department of Transportation Florida s Turnpike Enterprise REQUEST FOR PROPOSAL RFP-DOT-17/ RM RESPONSES TO TECHNICAL QUESTIONS GROUP #4. RFP Section Reference 1 Services to be provided by Vendor, Patrolling Zones Paragraph. 2.1, 4.6, 4.5 Page. A-2, A-8 Question or Comment Section 2.1 states, "Designated IRTs, operated by Incident Response Lead Operators, will be staged and roving as needed." Section 4.5 states, "Patrolling RRSSP Operators shall continuously patrol their assigned zones, stopping only for authorized stops." Section 4.6 states, "Flatbed and IRT vehicles will be staged at designated locations for dispatch, and will not normally patrol." Appendix G recommends the vehicle types for Zones 3 and 10 to be IRT vehicles. (Q) - If Operators are to continuously patrol assigned zones, and IRT vehicles will normally be staged, how are the zones, such as Zones 3 and 10, to be patrolled? 2 Response A-5 Section states the vendor is expected to "Maintain a monthly average of 15:00 minutes or less response to dispatched lane-blocking traffic incidents in the general toll lanes in each zone, and maintain a monthly average of 15:00 minutes or less response to all traffic events in the general toll lanes in each zone." (Q) - Does this apply to all zones, including those with long patrol coverage distances from 33 to 45 miles in length? 3 Response A-5 Section states the vendor is expected to "Maintain a monthly average of 15:00 minutes or less response to dispatched lane-blocking traffic incidents in the general toll lanes in each zone, and maintain a monthly average of 15:00 minutes or less response to all traffic events in the general toll lanes in each zone." (Q) - Do the requirements for monthly averages of 15:00 minutes or less response to incidents include self-initiated incidents in the averages? Responses IRT Trucks in Zones 3 and 10 are to patrol. See Addendum. 2 See Addendum. 2 1

2 4 Clearance, Traffic Incident Levels 5 Clearance, Traffic Incident Levels 6 Contract 7 RRSSP Parking and Staging Locations , 16.1 A-5, A states, "The expected monthly clearance goal for all combined Level 1 and 2 incidents is 30 minutes. t achieving response and/or clearance measures/goals can or will result in a review of the Vendors operations plan, including staging locations and vehicle mix, and implementation of changes to meet the specified goals." However, Section 16.1 defines Level 2 incidents to be those where "impact to the traveled roadway is estimated to be 30 minutes to 2 hours with lane blockages." - (Q) - For clarification, is it expected that the vendor average for clearance of Level 1 and 2 incidents, which includes by definition those expected to last up to 2 hours, still be 30 minutes? A states, "The expected clearance goals are average combined monthly clearance times of: Less than 90 minutes for all Level 3 (major) incidents." t achieving response and/or clearance measures/goals can or will result in a review of the Vendor's operations plan, including staging locations and vehicle mix, and implementation of changes to meet the specified goals. However, Section 16.1 defines Level 3 incidents as "Impact to the traveled roadway is estimated to be more than 2 hours or the roadway is fully closed in any single direction. Significant area-wide congestion is expected." (Q) - For clarification, is it expected that the vendor average for clearance of Level 3 incidents, which includes by definition those expected to last more than 2 hours, still be 90 minutes? 4.1 A-6 Section 4.1 states, "The Vendor shall receive compensation per vehicle as described in this Contract in accordance with this Contract's cost per vehicle per hour at the time of operational commencement", which is expected to occur on or before February 13, (Q) - Will the vendor be compensated for training operators, per Section 7.0 "The Vendor shall be compensated at an amount one-half the lowest vehicle contract hourly rate during training pre-approved by FTE", prior to the designated operational commencement date in order to prepare them for operational commencement? 4.3 A-7 Section 4.3 states, "FTE will work with the Vendor to determine the most advantageous base and staging locations to meet the Vendor s operational plan. All base and staging locations must be approved by FTE prior to use." (Q1) - Will these locations include basic storage needs for consumables and equipment, or allow for placement of necessary storage facilities? (Q2) - Will minimal office facilities be available for operators to perform required office duties? Payments will start after vendor receives tice to Proceed (NTP). Q1: To Be Determined. Q2: 2

3 8 RRSSP Shift Changes, Backup Vehicles 9 RRSSP Incident Response Operator (Vendor) 10 RRSSP Incident Response Operator (Vendor), RRSSP Vehicle Equipment, Leaving Assigned Patrol Zone 11 Incident Response Operator Role and Duties 4.9, A-9, A- 28 to 29 Section 4.9 states, "The Vendor shall have sufficient backup vehicles so that the same RRSSP vehicles are not used on back-to-back work shifts." Section states, "The Vendor shall demonstrate in the proposal the ability to replace vehicle(s) removed from service for any reason, with a fully-equipped comparable backup vehicle within thirty (30) minutes of the time that any vehicle has been removed from service." (Q) - Although 4.9 prohibits "hot seating", is it permissible to use a vehicle either used on a previous shift, or due to be used on the next shift, to replace a vehicle removed from service to meet the 30-minute requirement and offset potential related financial penalties per Exhibit B, 2.3 M, until a spare vehicle can be relocated from another location? 5.6 A-12 Section 5.6 states "The Vendor shall provide full-time RRSSP Incident Response Operators for direct supervision of RRSSP Operators in Express Lane corridors." (Q1) - Does this apply specifically to HEFT, or are there other areas it applies? (Q2) - If it applies outside HEFT, are the Incident Response Operators authorized to leave their assigned patrol zone to provide this supervision? 5.6, 13.5, 4.8 A-12, A- 31, A- 9 Section 5.6 states, "RRSSP Incident Response Operators shall be geographically assigned to provide full coverage of zones and personnel." Section 13.5 states "Should any of the equipment, tools, and/or expendables malfunction or become depleted during the shift, the RRSSP Operator shall notify the lead operator and the operator/driver shall replenish or replace these items to the required quantities as early as practicable throughout the shift, generally within one (1) hour." Section 4.8 states "RRSSP operators shall not leave their designated Patrol Zone except" for specifically listed reasons. (Q) - Outside any designated Express Lane corridors identified by response to the question above, are Incident Response Operators (Leads) authorized to leave their assigned patrol zones to provide oversight or assistance to RRSSP Operators for other than Incident Management lane blocking incidents? 5.6, A-12 Section 5.6 states, "RRSSP Incident Response Operators shall be geographically assigned to provide full coverage of zones and personnel." Section states, "Incident Response Operators operate with a fully equipped and marked RRSSP incident response truck (IRT)..." (Q) - Since it is not possible for IRT vehicles to be positioned to provide full coverage of all zones without greatly increasing the number of IRT vehicles, thereby reducing other vehicle types, are Incident Response Operators (Leads) required to be assigned to an IRT or can they also be assigned to other types of patrol vehicles? Q1: Applies to all Express Lane Corridors, current or future. Q2: Outside of Express Lanes operations, the IRT truck drivers are not required to be supervisors. n-express Lane IRT trucks can leave their assigned zone to render assistance at the direction of the TMC Can be assigned to other types of vehicles. 3

4 12 Vendor Responsibilities 13 General 6.3 A-14 Section 6.3 states, "The Vendor shall perform both driving record and criminal history record checks on all staff prior to proposing the drivers to FTE for consideration. The criminal history record check must be conducted by the Florida Department of Law Enforcement and shall go back to the driver s date of birth." (Q1) - Does this requirement apply to existing operators transitioning to a potential new vendor? (Q2) - Since law enforcement official criminal history checks can take several weeks to be completed and are out of the control of the vendor, are vendors required to wait on the return of these checks prior to beginning certification training? 6.5 A-15 Section 6.5 states, "RRSSP staff shall Display an FTE-approved photo ID." Appendix B, 2.3, H assigns a $100 invoice reduction for Loss of Identification Card. - (Q) - Will FTE provide identification cards that will comply with the required photo ID? 14 Training 7 A-15 Section 7 states, "Operators shall also be required to perform a minimum of 40 hours of ride along hours before being placed into service as a RRSSP driver." (Q) - Does this apply to any current RRSSP Operators who transition to the potential new vendor? 15 Training 7 A-15 Section 7 states, "Refresher training required for each driver to maintain certification may be included in the required contact hours." (Q) - Does the vendor determine the requirements to establish and maintain certification? 16 Training 7 A-15 Section 7 states, "The Vendor shall be compensated at an amount onehalf the lowest vehicle contract hourly rate during training preapproved by FTE." (Q) - Does this apply to all training initial basic training and ride along, required annual 40 contact hours, additional training directed by FTE, and any additional training required to maintain certification? 17 Training 7.1 A-16 Section 7.1 states, "RRSSP operators shall be qualified upon hire, or within sixty (60) days of hire, successfully complete training as listed in the following sections." (Q1) - Does "qualified" equate with "certification" referenced in other sections? (Q2) - Does this imply that current operators transitioning to a potential new vendor are considered qualified/certified? Q1: Q2: with FTE s concurrence Only applies to FTE s Training Responsibilities Q1: Do not equate. Q2: Contractor requirement for new operators are stated in Scope of Services 4

5 18 Training 19 Training 20 FTE Training Responsibility 21 Operator Levels and Minimum Compensation 22 Operator Levels and Minimum Compensation 7.1 A-16 Section 7.1 states, "RRSSP operators shall be qualified upon hire, or within sixty (60) days of hire, successfully complete training as listed in the following sections." (Q) - Does this mean that the designated training rate is approved for up to 60 days of initial training? 7.1 A-16 Section states "...tow vehicle operators shall also successfully complete...formal Light Duty Tow Operator Training (PWOF, Wreckmaster or similar Turnpike-recognized program)..." and "National Driver Certification from the Towing and Recovery Association of America (TRAA) for Level I Light Duty (Tow Operator), or Driver Certification from a Turnpike-recognized Training/Certification program. This certification must be obtained within six (6) months of initial operation of a tow vehicle." (Q) - Is Wreckmaster a Turnpike-recognized certification program? A-16 Section states, "FTE will take the lead in providing Traffic Incident Management training, and then lists the training FTE will host." (Q1) - If the vendor can demonstrate comparable qualifications to provide such training will it be permissible for the vendor to provide this training? (Q2) - If not, will FTE provide this training in conjunction with new hire training as scheduled? 8.1 A-17 Section 8.1 establishes $17/hr as the minimum rate for RRSSP Operator II's with a minimum of one year continuous experience as an FTE RRSSP Operator I. - (Q) - Are any current operators transitioning to a potential new vendor to be given credit for FTE RRSSP Operator experience obtained prior to transition? 8.1 A-17 Section 8.1 establishes $19/hr as the minimum rate for Incident Response Operators/Leads. It further lists qualification of a minimum of two (2) years continuous experience as a RRSSP Operator. - (Q1) - Is this 2 year continuous experience as a RRSSP Operator the minimum requirement to trigger the $19/hr minimum wage requirement? (Q2) - And/or is this experience required to be designated as an Incident Response Operator/Lead? (Q3) - If 2 years' continuous experience as a RRSSP Operator is required to be an Incident Response Operator/Lead, can prior similar experience be considered or will the Operator have to be serving currently on the program? Q1: Q2: FTE will coordinate training with Vendor At vendor s discretion Q1: Q2: Q3: At vendor s discretion 5

6 23 Employee Status 11.1 A-22 Section 11.1 states, "The Vendor shall submit to FTE at the time of signing this contract and continuously thereafter, a list of current employees, with verification, specifying those employees with JTF SLERS approval." (Q) - Should the FTE award to a vendor with main headquarters outside of Florida it is unlikely any such vendor will have JTF SLERS approval, therefore, will any currently approved operators transitioning to a potential new vendor retain their approval? 24 Vehicle Mix, Appendix G 13.1 A-26 Section 13.1 states, "The type of vehicle in each patrol zone will be determined by FTE. Final determination of the vehicle mix will be made by FTE." Appendix G provides FTE's proposed zones, vehicle mix by zone and hours, but states that the prospective Vendor is encouraged to propose new patrol zones, hours and/or vehicle mix to best serve FTE customers. However, it also states that the FTE may or may not accept any proposed zones, hours and/or vehicle mix. (Q) - If the vendor proposes alterations to the information recommended by FTE in Appendix G, which will directly impact the vendor's pricing based upon types of trucks priced, and FTE doesn't accept some or all of the recommended changes, wouldn't that make the vendor's bid invalid, or at least non-binding? 25 Vehicle Mix 13.1 A-26 Section 13.1 states, "Each vehicle shall have Dual rear wheels." (Q) - This requirement for pickup trucks was raised at the pre-bid meeting. Is it still the position of FTE that this is required for RRSSP pickups? 26 Vehicle Mix 13.1 A-26 Section 13.1 states vehicles provided by the vendor for RRSSP service not be "...more than one (1) year old when placed into service." (Q1) - Does this mean the vehicles must be new but can be a model year within one year of the current model, or does it mean that used trucks may be utilized which have not been in service more than one year? (Q2) - If used trucks may be utilized is there any maximum mileage restriction at the time they are placed into service? (Q3) - Is this provision based upon the age of the vehicle at the time of anticipated service commencement of February 2018? 27 Tow Trucks A-28 Section states Tow Trucks Body's require "Power outlets ("hot boxes"), front and rear-mounted, with outlets compatible to 12-volt booster cables", and Appendix H expands this requirement to all types of vehicles. (Q) - Considering some safety concerns with jumper cables providing trip hazards or distractions to Operators at highway incidents, can this requirement be satisfied by equipping each vehicle with portable jump boxes? Documentation will need to be updated at start of contract. Q1: Used trucks may be utilized which have not been in service more than one year Q2: mileage restriction Q3: Portable Jump Boxes will be taken into consideration of proposal review provided that output of the portable matches that of a mounted power outlet. 6

7 28 Class A Light Duty Flatbed Wrecker 29 Automated Vehicle Location System, AVL Vendor Responsibility A-28 Section states flatbed wreckers "Body's must have Self-loading underlift wheel lift-towing equipment, with a minimum lift rating of three thousand (3,000) pounds with both in-cab and exterior controls." (Q) - The need for this requirement was questioned at the pre-bid meeting. Is it still the positon of FTE that this is required? 13.3, A-30 Section 13.3 requires, "The AVL system shall include...touch screen hardened data terminal with on-screen keyboard, tablet or other suitable device." Section requires the vendor to "...Maintain a minimum of one (1) spare mobile data device for rapid replacement of an out-of-service unit." (Q1) - These are the only mentions of a tablet or mobile data device. For clarification, since this is referenced only in the AVL sections, is this requiring a tablet or similar mobile data device in each truck that is to be also used as an AVL? (Q2) - If this is requiring a mobile data device is it also required that the vendor provide wireless connectivity for data transmission other than AVL data? 30 Appendix H H-2 Appendix H requires 2 approved advance warning signs; 48, reflectorized, MUTCD compliant, roll-up, fabric signs with black legend and border on fluorescent pink background. Legends (to be approved by FTE) may include EMERGENCY SCENE AHEAD, BE PREPARED TO STOP, INCIDENT AHEAD, etc. for the pickups and 4 for the IRTs. - (Q) - For clarification, since some programs only require varying messages for one stand, is this requiring the designated number of both signs and stands? 31 Exhibit C Price Proposal 32 Exhibit C Price Proposal (Q) - Should the annual pricing be based upon the Estimated Annual Quantity of Hours shown for each type of vehicle in Exhibit C? For clarification purposes, the hours for some vehicles are understated for a full year of operations, due to some being implemented after the commencement of operations. The hours in Exhibit C do not correspond to the required annual hours to support all zones listed in Appendix G for a full 12 months. Can it be assumed that once full operations are underway, the expected hours of operation will completely cover all requirements outlined in Appendix G for a full 12 months? Q1: the mobile device can be used as AVL. Q2: incident data must be transmitted back to SunGuide in addition to AVL data.. The requirement is two stands. The estimated Annual Quantity of items is based on projected number of hours for each vehicle type for first year of contract. Hours of operation are subject to change at any time. The hours provided are best estimate at this time. 7

8 33 General Coverage and Pricing Question (Q1) What is considered the beginning of an operator's required "zone coverage", initiating billable hours? (Q1a) - Is the beginning of an operator's required "zone coverage" when the operator begins the required vehicle inspection procedure? (Q1b) - If not, is it when the operator and truck leaves the staging depot, since the operator is subject to dispatch or incident management actions while enroute to the assigned zone? (Q1c) - If not, is it when the operator and truck enters the FTE system enroute to the assigned zone, as the operator is then actively patrolling and required to stop and assist any covered incident? 34 Animals 9.10 A states: "The RRSSP Operator shall clear injured or deceased animals from the travel lanes and immediately report the incident to the TMC for removal arrangements." (Q) Are the RRSSP Operators responsible for the removal and disposal of deceased animals? 35 Value Add Question Are the requirements of the RFP considered the minimum requirements to be addressed in the technical proposal and innovative additions considered as "value add"? If so, how will the additional "value add" solution components be scored in relation to the minimum requirements of the RFP? Q1: When operator is on the FTE system Q1a: Q1b: Q1c: Please refer to the Special Conditions, Page SC10, Section 3a, Implementation and Operations Plan. Innovations are considered and will be scored according to the point system outlined on page SC13. 8