TEXAS DEPARTMENT OF TRANSPORTATION TEXAS TRAVEL LITERATURE FULFILLMENT AND TEXAS TRAVEL LEADS SYSTEM

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION SPECIFICATION NO. * TEXAS TRAVEL LITERATURE FULFILLMENT AND TEXAS TRAVEL LEADS SYSTEM PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE This solicitation is for services to provide fulfillment, inventory, data storage, and information dissemination for TxDOT travel publications. The vendor shall manage all aspects of fulfillment including, but not limited to data management, web and shopping cart hosting, call center support, packaging materials, labeling, and equipment to pack and mail travel literature packets. The solicitation includes recycling services for literature no longer needed for mailing. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. Ad Agency A media company (i.e. magazine, radio, TV stations) delivering advertising to visit Texas 2.2. Agent A company taking requests for travel literature from the public 2.3. CASS Coding Accuracy Support system 2.4. CSR Customer Service Representative 2.5. DMM Domestic Mail Manual 2.6. EIN Vendor Federal Employer Identification Number 2.7. FLSA Fair Labor Standards Act 2.8. FTP File Transfer Protocol 2.9. Fulfilled - The date and time that a request is placed into the appropriate (foreign or domestic) mailing system Manager TxDOT representative responsible for coordinating with the vendor Map Texas Official Travel Map PM Project Manager POC Point of contact Receipt of Request - The date and time that a request is placed into the vendor s FTP site Requestor Anyone requesting travel literature TEC Texas Events Calendar TSTG Texas State Travel Guide TTL Texas Travel Leads System TRV TxDOT s Travel Division USPS United States Postal Service *This Specification Supersedes TxDOT Specification no , Dated September

2 3. APPLICABLE LAWS AND STANDARDS SPECIFICATION NO. The vendor shall provide the specified service requirements in accordance with all applicable federal, state, and local laws, standards and regulations necessary to perform the services, including, but not limited to: 3.1. Revised Civil Statutes of the State of Texas, Title 89, Art Distribution of Publication delivery requirements Vernon s Texas Codes Annotated (VTCA), Government Code Code of Federal Regulations, 40 CFR Protection of Environment, Chapter I: Subchapters D, I and N Texas Administrative code (TAC) Chapter 25 Subchapter G Contract Administration requirements of state law and the terms of the program rules Title 1, Texas Administrative Code, Section BACKGROUND Texas Travel Leads is a joint effort between the Texas Governor s Office of Economic Development and the TxDOT s Travel Publications Section, to distribute travel literature requested by interested parties in response to tourism advertising. In addition, a database of respondents is maintained for the purpose of cross promotion by other Texas tourism groups, such as convention centers, visitor bureaus, cities and chambers of commerce. 5. CURRENT ENVIRONMENT TxDOT s purchase order with the current vendor expired on August 22, TxDOT expects the purchase order from this solicitation to be issued in the Fall of The current vendor and the new vendor receiving the purchaser order from this solicitation will be required to work together to further the aims of the program during this period. The new vendor awarded the purchase order from this solicitation shall be required to begin data conversion immediately upon issuance of the purchase order. 6. RESPONDENT QUALIFICATIONS The respondent shall: 6.1. Be a company engaged in the business of providing fulfillment services or data management or both for a minimum of five years within the last seven years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other Have a minimum of five years experience within the last seven years in managing a database Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. TxDOT may request a statement from the president, owner, or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees. When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to provide the service. Factors to be reviewed include: 2-14

3 Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements 7. RESPONDENT REFERENCES SPECIFICATION NO. The respondent should submit a minimum of five references to substantiate the qualifications and experience requirements for similar services completed for three years within the last seven years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number, and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Respondent References). 8. KEY PERSONNEL QUALIFICATIONS: The respondent shall provide the following key personnel: 8.1. PM: The PM shall have a minimum of three years experience within the last seven years in project management for similar services CSR: The respondent shall designate a primary fulfillment contact with a minimum of three years experience within the last five years in fulfillment and shall have the knowledge to manage and implement the service requirements of this solicitation. 9. VENDOR REQUIREMENTS: The vendor shall: 9.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide all labor, materials, and equipment necessary to meet requirements of the specified services throughout the term of the purchase order ADDITIONAL PERSONNEL: Provide sufficient personnel and equipment to prepare travel literature packages, either on demand or for pre-packaging and storage, according to requests. 10. KEY PERSONNEL REQUIREMENTS The CSR s primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the purchase order The CSR shall be a permanent staff employee and serve as a permanent point of contact All personnel shall: Have the knowledge to develop and implement the service requirements in this solicitation Be fluent in English with the ability to receive, give, and understand written and oral instructions. 11. SERVICE REQUIREMENTS: The vendor shall: Begin work immediately upon the award of the purchase order or on the agreed upon date between TxDOT and the vendor Obtain written approval from the designated TxDOT representative for all work and material required to correct any problems diagnosed by the vendor, prior to work being performed FULFILLMENT SERVICES: The vendor shall: 3-14

4 Fulfill an estimated 400,000 travel packets annually to be mailed in the United States, Canada, Mexico, and other foreign countries. Packets may include one or all of the following: The Texas State Travel Guide: A perfect bound publication of approximately 264 pages The Texas State Travel Map, folded The fall and spring editions of the Texas Events Calendar consisting of pages The Campground Guide: A booklet of 80 pages Mail packets within 72 hours of receipt of request. TxDOT is bound by the performance standard to place travel literature packages in the postal system within 72 hours of receipt of request. Receipt of Request is defined as the date and time that a request is placed into the vendor s FTP site. Fulfilled is defined as the date and time that a request is placed into the appropriate (foreign or domestic) mailing system Provide a poly film wrapper, or clear polybag, designed to mail publications. The packaging shall provide the slip and stiffness required for automatic mailing and sorting operations TRAVEL LITERATURE PACKAGE CREATION Distribute packets using the most current literature per Para Personnel or machinery shall be used to attach the associated address information to each requested package. The pieces of literature shall be inserted into wrappers and sealed. Completed packages shall be presorted according to USPS regulations to receive the least expensive rate and delivered to the appropriate mailing facility Assemble and distribute custom packages, if requested by TxDOT MAIL HANDLING Mail domestic protectorate fulfillments through the USPS bulk rate or the most economical means available when quantities do not meet bulk rate mail requirements. NOTE: TxDOT will provide a permit account to pay all postage Transmit to the TxDOT designated manager all mail receipts associated with fulfillment of TxDOT requests with any supporting documentation needed to identify the actual quantity and postage costs associated with the packages mailed for TxDOT and charged to the permit account within 24 hours of mailing and metering Provide a method to notify TxDOT when postage account is depleted by 75% PACKAGE ADDRESSING Affix necessary address information to each package either directly (ink-jetting or other USPS-approved direct labeling method) or by creating and adhering mailing labels, to meet the most current postal regulations. Mailing files shall be CASS certified and meet all barcoding requirements to obtain discounts outlines in the USPS DMM Print or affix all address information according to the regulations listed in the official USPS mail manuals, current editions. This shall include location of the information and correct order of address elements, standard address abbreviations, standard state abbreviations, standard province abbreviations, standard country names, and correct zip and postal code format. 4-14

5 11.7. WAREHOUSING AND INVENTORY CONTROL The vendor shall: Provide warehouse space with a loading dock. SPECIFICATION NO Have unloading equipment, such as, a four-way pallet jack, electric pallet jack, or forklift Have a warehouse racking system to store up to 700 pallets of TxDOT material Have a designated area in the warehouse for staging, fulfillment, preparing, and packaging orders for shipping and mailing Have an online inventory system to show a running total of quantities of literature received, destroyed, recycled, and depleted. The system shall provide a total per product of current stock on hand, including all raw and products that have been placed in prepackaged packets. The inventory system shall: Update inventory quantities at least daily Notify users when ordered items have been removed from inventory Provide in stock order quantities Notify users when an order has shipped Upon written instructions from TxDOT, the vendor shall: DATABASE SERVICE The vendor shall: Provide a physical count of inventory (not to exceed four times per year) Recycle or otherwise destroy obsolete literature Transfer material from the vendor s warehouse to the TxDOT warehouse in Austin, Texas. The vendor shall prepay the freight and be reimbursed for actual freight or delivery charges Create a data file structure to import, store, and export requested information and related data. NOTE: TxDOT will approve the initial database structure to determine that all file formats meet requirements Maintain a database of all information received Provide a method for TxDOT to assign and manage user IDs, passwords and access levels Users will have varying levels of access. Access will include users that can: upload data files containing a list of requestors; upload other data files and pull reports; place orders for bulk copies of literature and pull a list of requestors based on data parameters such as date of order, state of origin, special interests, etc only be able to place orders for literature Provide a secure method for files to be uploaded to the database at any time during a 24- hour day, 7 days a week Provide a method to locate errors in a data file that prevent successful uploads. 5-14

6 Generate an to confirm receipt of the file(s) and number of records that will be sent to the agent that uploads the file and to the TxDOT designated contract administrator immediately upon receipt of the distribution files Import and process data for label printing to meet or exceed requirements for fulfillment within 72 hours Provide proof of shipment documentation showing orders were fulfilled within 72 hours per Para Distribute labels for mailing purposes to the fulfillment vendor or TxDOT warehouse based on the order type Provide a method to forward bulk orders to the TxDOT warehouse for drop shipment Provide online access to the database per the following: Access levels: Provide levels of access to the database based on type of customer: registered user, general public/web user, administrative user, agents, governor s office, and TxDOT Travel Division (TRV) employees Allow access to database by TxDOT personnel and other designated registered users for the purpose of research and downloading names and address for marketing purposes An entry form for customers to request free literature, enter comments or register complaints. Free literature quantities available to each user will be determined by access levels and user name Set up unique URLs for various campaigns to direct customers to the correct page that shows only those items they have access to order; not all products. NOTE: TxDOT currently has over 800 password access users. The current system shall display the different products and quantities that the user has access to order for free, or they may purchase additional quantities, if necessary A shopping cart for customers to purchase literature in bulk when the order exceeds limits for free literature. The shopping cart system shall include, at a minimum: A form for customers to enter tourism interests in activities and cities across the state of Texas An option to request additional tourism information on activities and cities in Texas Notification of duplicate orders and exceeded limits Allow duplicate requests for free information with the option to pay for the additional order Opt out options for sharing customer s personal addresses and other information Provide a method to inquire about order status where certain access users are able to look up a customer by name or address, or both, and pull information about when a package was ordered and when it was shipped CUSTOMER SERVICE: The vendor shall: Provide a toll-free number for customer requests and queries Provide staff to respond to phone inquiries. 6-14

7 Provide a method to respond to customer comments or complaints received via phone call or online REPORTS: Reports as requested by TxDOT. Reports and format standards will be approved by TxDOT and shall be delivered on the date specified by the designated TxDOT representative. Reports shall include, but not be limited to, the following: Summary Reports: Summarized by agent upload counts, date range, travel packet type, status, and any unique identifiers requested by TxDOT Provide various statistical reports as required by the Governor s office of Economic Development and TxDOT TRV Daily Transmittal Report: Provide order details including information uploaded by the agents associated with TxDOT s literature program. Summaries shall include breakout by status and capture date Monthly Report: Provide an automated report sent at the end of each month to a set of addresses. Monthly reports will include the following information: Name and address, company name, telephone number Point of origin, source or agent code City, region and activities of interest Quantity, product code or package code Time and date stamp Display opt out preferences selected in the order process Order History: Identify orders by date range with distinction between orders to be filled and orders already filled. This report is used to validate the vendor s success in shipping orders within the agreed time frame (currently 72 hours). Include product description, product identifier, and any components associated with the order. Summaries shall include products shipped and products awaiting shipment Drop Ship Orders: Identify orders for products which are not fulfilled by the vendor, but accepted into the vendor s database for tracking purposes. Such orders include, but are not limited to, internet orders via the online shopping cart, the online order form, Texas Governor s website, Texas Highways website, Don t Mess with Texas website, and any other source selected by TRV. Include the Agent and Agent code, the product(s) ordered, and the capture date. Include any customer identifier and order identifier associated with each order Agent Activity: Organize summaries by the Agent associated with new orders. Include the agent code and the monthly and yearly limits for each Agent. Also distinguish the summaries by whether the order has been shipped or is pending processing Ad Agency Activity: Organize summaries by the Ad Agency code and Agent associated with new orders. Include the ad code, agent code, monthly and yearly limits for each Agent. Also distinguish the summaries by whether the order has been shipped or is pending processing Agent Exceptions: Identify each record which was rejected from acceptance as a legitimate order request. Include the original request record, original capture date, reason for rejection, and any rejection codes Inventory Stock Details Report: Inventory reports shall reflect the dates and quantities for literature received, destroyed, recycled, and depleted. The report shall distinguish between inventory maintained by the vendor on-site and from inventory reported to TxDOT, but fulfilled by means external to the vendor. 7-14

8 AD HOC Reports: Permit a parameter input selection for this report so order detail, history, and status are included in a report which may limit the reporting dataset based upon product, agent, ad agency, zip code or address, or name of the individual placing the order. Permit wildcard selection using a portion of the first name, last name, street address, or zip code of the individual placing the order. 12. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT An unsatisfactory performance determination includes, but is not limited to: Not processing and fulfilling valid domestic and international requests within 72 hours of receipt of request. (Ref. Para ) Failure to maintain accurate inventory records during the term of the purchase order. (Ref. Para ). NOTE: Unsatisfactory performance may result in a negative vendor performance report or cancellation of the purchase order, or both An exceptional performance determination includes, but is not limited to: Fulfillment of orders made earlier than 72 hours Product upgrade substitution suggested and accepted at no additional cost to TxDOT Vendor commended for exceptional customer service, exceptional service provided. 13. PERSONNEL CONTINUITY AND REPLACEMENT TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the PM, account manager, any key personnel, etc. will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT The PM and CSR shall remain available for the entire term of the purchase order as long as that individual is employed by the vendor If TxDOT determines the PM or CSR is unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person from the TxDOT account Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) may be requested for the proposed replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 14. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same qualifications and service requirements and provide the same quality of service required of the vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the only contact for TxDOT and subcontractor(s) The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted. 8-14

9 14.5. TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within 30 calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation along with the required forms and instructions. Responses that do not include a completed HUB Subcontracting Plan as indicated on the solicitation shall be rejected pursuant to Texas Government Code (B). 15. BUSINESS CONTINUITY PROCEDURES AND DISASTER RECOVERY PLAN: The respondent shall submit the respondent s business continuity procedures and disaster recovery plan (limit one page) which shall include procedures that shall be implemented to fulfill all requirements of the purchase order including, but not limited to: fire, theft, natural disaster, technical difficulty, workforce problems, equipment failure, or other disruption of business. NOTE: Business Continuity Procedures and a Disaster Recovery Plan for this service shall be maintained by the vendor throughout the term of the purchase order. The vendor shall be responsible for all costs of disaster recovery. 16. SECURITY: The vendor shall implement appropriate administrative, physical, and technical safeguards which reasonably and appropriately protect the confidentiality, integrity, and availability of services provided to TxDOT. The vendor shall immediately report to TxDOT any security incident which it becomes aware. The vendor shall submit for approval by TxDOT and conform its policies and procedures relating to the implementation of security safeguards to comply with TxDOT information resources security program pursuant to Title 1, Texas Administrative Code, Section INTELLECTUAL PROPERTY RIGHTS All tangible and intangible property, including the Intellectual Property Rights therein, which are owned by TxDOT prior to the execution of a PO, the initiation of any phase of work under the PO (e.g., copyrights, trademarks, data) shall continue to be exclusively owned by TxDOT, and vendor shall have no ownership thereof, and no rights thereto, other than the limited, revocable, nonexclusive right to use such property solely for purposes set forth in the work plan for a specific phase of work, and only for the duration of such phase of work, which is hereby granted by TxDOT NON-DISCLOSURE Any TxDOT owned or processed data and related documentation shall be returned to TxDOT before the expiration of the purchase order Vendor shall not disclose, publish, or disseminate TxDOT data to any third party who is not bound by a written confidentiality agreement expressly covering TxDOT s property and related documentation. 18. TRAVEL: Actual travel time from the vendor s location or vendor employee s home to and from the work location is not reimbursable under the purchase order. 19. CONFLICT OF INTEREST: The vendor, vendor s personnel, and vendor s subcontractor(s) shall affirm not to have, nor acquire, any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regards to services authorized. 9-14

10 20. LIQUIDATED DAMAGES: Liquidated damages of $100 per calendar day, at a minimum, will be assessed if the vendor neglects, fails, or refuses to complete the work within the time specified in the purchase order. Each calendar day mailing is delayed will be considered as a breach of contract unless the vendor has been granted an extension in writing by TxDOT Failure to perform in accordance with the specification and terms and conditions of the purchase order, after having been notified in writing by TxDOT of the specific deficiency, may result in TxDOT requiring the vendor to pay liquidated damages, at a minimum of $100 per calendar day until the deficiency is corrected. If the deficiency is not corrected within five days, the vendor may be considered in default This provision is not intended as a penalty, but as liquidated damages. 21. AMENDMENTS: TxDOT and the vendor reserve the right to amend the purchase order, within the original scope, by mutual written agreement at any time during the term of service, as may be necessary to achieve the highest quality of production by the most efficient and cost-effective means or to include a different element or special feature that was not contemplated or fully developed at the time of solicitation. The amendment process will be accomplished through a Purchase Order Change Notice (POCN). 22. INVOICING INSTRUCTIONS: The vendor shall provide: ORIGINAL INVOICE: A comprehensive and detailed invoice with reference to the line item on the Schedule 1 Pricing for each item charged. The original invoice shall be ed to the address indicated on the purchase order to ensure timely payment and shall include the following: Complete purchase order number Vendor Federal Employer Identification Number (EIN) Date and time of service Location of service. NOTE: Invoices requiring correction shall be re-submitted with a new invoice date COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original supporting documentation that validates the invoice charges shall be ed to the designated TxDOT representative to include but not be limited to: Copies of invoices from subcontractors or other entities to which vendor has made payment and requires reimbursement from TxDOT as agreed to in the purchase order. 23. PAYMENT REQUIREMENTS: Payment will be based on Schedule 1 Pricing. 24. TxDOT RESPONSIBILITIES: TxDOT will: Provide a contract manager as the point of contact Provide access to appropriate data systems and information Provide a permit account to pay all postage Approve the initial database structure to determine that all file formats meet requirements. 25. RESPONSE SUBMISSION GENERAL FORMAT: The respondent shall submit one signed and dated original (marked Original) and should submit one original on a flash drive and one copy of the information listed in Para on a separate flash drive. The submission shall be in a loose leaf binder on one sided 8-1/2 X 11 inch paper and shall be tab-indexed corresponding to the sections listed below. Plastic spine-bound or wire bound submittals are highly discouraged, as well as the use of document protectors. Include only the information specified for each section

11 Section 1 Schedule 1 Pricing SPECIFICATION NO If addendums are generated as part of this solicitation, include the original signed and dated addendum(s) in Section Copies: Include five copies of the Schedule 1 Pricing in a sealed, separate envelope with the original submittal Section 2 Schedule 2 Original, signed, and dated Execution of Proposal Section 3 Schedule 3 Respondent Qualifications and Experience: Complete and return detailing respondent qualifications and experience Section 4 Schedule 4 Key Personnel Qualifications and References: Complete and return for each proposed key or respondent personnel position Section 5 Schedule 5 Texas Family Code: Complete and return Section 6 Demonstration of Capability: The respondent s approach and ability to meet the service requirements as specified in the solicitation shall be demonstrated. The response should be specific and address all requirements described in the solicitation in the order presented in Para. 9. The respondent shall submit written documentation addressing how the vendor proposes to meet the following: Fulfillment requirements (Ref. Para. 11.3) Packet creation requirements (Ref. Para. 11.4) Mail handling, to include a proposed method to notify TxDOT when paid postage levels fall below 25% (Ref. Para. 11.5) Package addressing (Ref. Para. 11.6) Warehousing and inventory control (Ref. Para. 11.7) Database services (Ref. Para. 11.8) A proposed method for assigning user IDs and passwords for varying levels of access to the database A proposed list of searchable fields in the database, such as, name, address, addresses, items ordered, agent code, ad agency code, and date received, and date shipped A proposed method to provide error reports for uploaded files Present screen shots of the vendor s existing shopping cart functionality, or a proposed development of a shopping cart whose functionality will meet TxDOT s needs (Ref. Para ) Customer service, to include a proposed method to respond to customer comments or complaints received via phone call or online (Ref. Para. 11.9) Section 7 - Samples Three sample packages each for a domestic, Mexico and Canada mailing, labeled according to the criteria outlined above, for approval of both the location and order of address elements, as well as the quality of the polybag or clear plastic wrapper. One package shall demonstrate how the five items will be packaged together (Ref. Para. 11.3) Sample reports (Ref. Para )

12 Section 8 Business Continuity and Disaster Recovery Plan: Respondent shall submit a business continuity and disaster recovery plan detailing how the respondent proposes to meet the specifications in the event vendor service is interrupted. The plan shall detail the vendor s backup and recovery process (Ref. Para. 15) Section 9 Security Plan: Respondent shall submit a security plan detailing how the respondent proposes to meet the security requirements outlined in Para Section 10 HUB Subcontracting Plan The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration Section 11 Financial Standing: Statement from the president, owner, or financial officer on company letterhead certifying that the company is in good financial standing, current in payment of all taxes and fees (Ref. Para. 6.3) Section 12 Respondent References Copy: The flash drive copy (marked Copy) shall include only the following sections: 26. RESPONSE EVALUATION Section 3 Respondent Qualifications and Experience Section 4 Key Personnel Qualifications Section 6 Demonstration of Capability Section 8 - Business Continuity and Disaster Recovery Plan Section 9 Security Plan STEP 1 REVIEW OF RESPONSES BY PURCHASING: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive STEP 2 INITIAL EVALUATION: A TxDOT evaluation committee will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation team. Responses will be evaluated according to the respondent s ability to best satisfy TxDOT requirements. Respondent s submission is evaluated and scored on a weighted system to determine the best value as follows: Respondent qualifications and experience will comprise 60% of the evaluation total Pricing submitted for the solicitation requirements will be 40% of the evaluation total STEP 3 ORAL PRESENTATION: TxDOT may request that selected respondents, including key personnel participate in oral presentation The TxDOT evaluation committee will evaluate and score each oral presentation. All responses will be evaluated according to the respondent s ability to best satisfy TxDOT requirements The initial selection of respondents qualifying to proceed to this step will maintain the pricing weight at 40%. The initial evaluation score of the qualifications and submission information will be replaced with the oral presentation score at 60%

13 TxDOT will advise each respondent in writing of the location, date, and time of the scheduled oral presentation. A minimum of two weeks notice will be given to the respondent(s) selected for the oral presentation phase. Attendance at the discussion meeting is mandatory. Failure to attend the discussion meeting at the designated location, date and time designated by TxDOT will disqualify the response submitted by the respondent. NOTE: Attendance in person is required. However, TxDOT, at its sole discretion, may allow meetings via WebEx TxDOT may provide the respondent with a list of proposed key personnel required to attend and participate in the meeting Respondent and proposed key personnel should be prepared to address any questions that may be asked by TxDOT evaluators TxDOT reserves the right to continue discussions with selected respondent(s) NEGOTIATIONS: Upon completion of oral presentation evaluation scoring, TxDOT reserves the right to enter into negotiations with one or more selected respondents STEP 4 BEST AND FINAL OFFER (BAFO): TxDOT reserves the right to request a BAFO from selected respondent(s) The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO, and added values will be the considered in the award. TxDOT will make the final determination on the best value TxDOT may award the purchase order for the service without requesting a BAFO. AWARD: TxDOT reserves the right to award a purchase order(s) to the company that provides the best value to TxDOT in performance of this service. TxDOT may award to a single vendor, multiple vendors, or use any combination that best serves the interest of TxDOT BEST VALUE: TxDOT will be the sole judge of best value. Best value criteria may include, but are not limited to: Best meets the goals and objectives of the solicitation as stated in the Service Requirements Best meets the quality and reliability of the proposed goods and services Effect of the proposed solution on agency productivity Provides the most customer focused solution that will best meet the needs of the traveling public Experience in successfully providing services in the solicitation TYPES OF AWARD Single Award: One purchase order awarded to a single vendor Split Award: Award of separate line items on a single solicitation to different vendors resulting in two or more purchase orders. 27. POST AWARD MEETING Vendor(s) may be requested to attend a post award meeting via teleconference, with TxDOT within ten calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order

14 28. TRANSITION OF TxDOT PROPERTY SPECIFICATION NO. TxDOT will provide assistance as needed for the efficient and smooth transfer of all TxDOT property, including but not limited to: Publications, documents, property, equipment, and other material which TxDOT retains ownership rights related to work provided under a previous or current purchase order BEGINNING PHASE: The vendor awarded a purchase order as a result of this solicitation, shall, at the request of TxDOT, be responsible for contacting the previous vendor to request the transfer of all TxDOT property. The transition of TxDOT s property shall occur within an agreed upon time frame to assure the new vendor can begin providing services as required by TxDOT CANCELLATION OR TERMINATION OF THE PURCHASE ORDER: At the end of the purchase order term or if the purchase order is cancelled by either party, the vendor(s) shall return all TxDOT property to TxDOT or transfer all TxDOT property to the TxDOT designated vendor(s) immediately upon TxDOT s request. 29. CONTRACT ADMINISTRATION Administration of the purchase order is the responsibility of TxDOT. TxDOT Procurement Division staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between TxDOT and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way, or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems, and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition