IFB 156064 HRBT ITS 3MBT CCTV

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
Posted Date: Jul 1, 2020
Due Date: Jul 7, 2020
Solicitation No: IFB 3906-2
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IFB 3906-2
  • IFB 156064 HRBT ITS 3MBT CCTV
  • Status: Open
  • Time Left:5 days, 13 hours
  • Closing: 7/7/20 10:30 AM
  • Issued: 6/11/20 1:30 PM
  • Last Amended: 7/1/20
  • Buyer:Debra Bayles
  • debbie.bayles@vdot.virginia.gov
  • 804-371-6723

  • Issued By:Virginia Department of Transportation
  • Type:Invitation for Bids (IFB)
  • Category:Non-Professional Services - Technology
  • Work Location: Hampton Roads
  • PreBid Conference: 6/24/20 11:00 AM Mandatory Pre-Bid Conference
  • Open Responses: 7/8/20
  • Description:The Virginia Department of Transportation (VDOT) is requesting bids from qualified Contractors to provide a firm fixed price for annual maintenance services at the Hampton Roads Bridge Tunnel (HRBT) for the Intelligent Transportation Systems (ITS) and the Monitor Merrimac Memorial Bridge Tunnel (MMMBT) CCTV tower cameras system. The Contractor shall provide a comprehensive annual maintenance program consisting of Preventative, Responsive, and Elective Maintenance which is vital for maintaining a cost effective, reliable, and robust ITS and critical communications system. This work shall also include repairs to the associated fiber optic cable and equipment as a result of a catastrophic incident.
  • Amendment/Cancellation Information:Addendum 1: IFB Cancelled.

Attachments
Attachment Size Description Posted On Type
IFB 156064 HRBT ITS 3MBT CCTV .pdf (1.54 MB) IF 156064 Specs_Terms _Conditions 06/11/20 Solicitation
IFB156064 Form Fillable Forms.pdf (1.08 MB) IFB 156064 Form Fillable Required Forms 06/11/20 Solicitation
IFB156064 Cancellation..pdf (36.34 KB) Cancellation of IFB 156064 07/01/20 Solicitation

Attachment Preview

Administrative Services/Procurement
Hampton Roads District
HRBT ITS 3MBT CCTV
IFB 156064
TABLE OF CONTENTS
Page
I. Purpose
2
II. Questions Regarding This Invitation For Bid
2
III. General
2
IV. Specifications/Contract Requirements
2
V. Pre-Bid Conference
7
VI. Method for Payment
8
VII. Invoicing
8
VIII. Bidders Instructions and Public Bid Opening
9
IX. General Terms and Conditions
10-17
X. Special Terms and Conditions
18-25
Attachments:
A. Small Business Subcontracting Plan-Return with Bid
26-28
B. SWaM Compliance Report-FYI after award
29-30
C. VA State Corporation Commission Form-Return with Bid
31
D. Normal and Emergency Contacts-Return with Bid
32
E. Subcontractor Approval Form-Return with Bid if applicable
33
F. HRBT Communications Materials Overview-( F-J will be distributed electronically at mandatory
34
pre-bid tele-conference
G. HRBT System Block Diagram
35
H. HRBT Fiber One Line Diagram
36
I. MMMBT CCTV IP Network Schematic
37
J. MMMBT Camera Materials Overview
38
K. DBE Policy Statement
39
L. Equal Opportunity Clause
40
M.. Title VI Discrimination Assurance Clause
41
N. US DOT 105.2 A
42
O. USDOT 105.2 E
43
P. Firm Data Sheet-Return with Bid
44
Q. Title VI Evaluation Report
45-46
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder
because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis
prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.e
in General Terms and Condition C. Such a request shall be in writing and explain why an exception should be made in that invitation to bid.
1
Administrative Services/Procurement
Hampton Roads District
HRBT ITS 3MBT CCTV
IFB 156064
I.
PURPOSE:
The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms
to provide a firm fixed price for annual maintenance services at the Hampton Roads Bridge Tunnel (HRBT) for
the Intelligent Transportation Systems (ITS) and the Monitor Merrimac Memorial Bridge Tunnel (MMMBT)
CCTV tower cameras system. The Contractor shall provide a comprehensive annual maintenance program
consisting of Preventative, Responsive, and Elective Maintenance which is vital for maintaining a cost effective,
reliable, and robust ITS and critical communications system. This work shall also include repairs to the
associated fiber optic cable and equipment as a result of a catastrophic incident.
PERIOD OF CONTRACT: From Date of Award through Two (2) years (renewable)
II. QUESTIONS REGARDING THIS INVITATION FOR BID:
Any questions regarding this invitation for bid shall be addressed to Debbie Bayles@VDOT.virginia.gov. The
issuing office shall determine whether any addendum should be issued as a result of any questions or other
matters raised. Provide questions by 5:00 PM on June 26, 2020.
III. GENERAL:
For the purpose of clarification, each firm submitting a Bid is referred to as a “Bidder” and the Bidder awarded
the contract to supply the services is referred to as a “Contractor”. Virginia Department of Transportation is
referred to as “Department” or as “VDOT”, and “Representative” refers to the VDOT Contract Administrator
who will be administering the contract. This Invitation for Bids states the instructions for submitting bids, the
procedure and criteria by which a contract may be awarded, and the contractual terms which will exclusively
govern the contract between VDOT and the Contractor.
IV. SPECIFICATIONS / CONTRACT REQUIREMENTS:
HRBT Communication Plant Project Maintenance Responsibilities
The Virginia Department of Transportation (VDOT) is requesting bids from qualified Contractors to provide a
firm fixed price for annual maintenance services at the Hampton Roads Bridge Tunnel (HRBT) for the Intelligent
Transportation Systems (ITS) and the Monitor Merrimac Memorial Bridge Tunnel (MMMBT) CCTV tower
cameras system. The Contractor shall provide a comprehensive annual maintenance program consisting of
Preventative, Responsive, and Elective Maintenance which is vital for maintaining a cost effective, reliable, and
robust ITS and critical communications system. This work shall also include repairs to the associated fiber optic
cable and equipment as a result of a catastrophic incident.
The HRBT ITS system consists of command and control head-end system, 37 RCU locations, 6 detector stations,
and a map board interface as detailed in Attachment F and block diagram (Attachment G). It also consists of
nearly 25 linear miles of fiber optic cable as detailed in Attachment H. A Critical Infrastructure
Information Sensitive Security Information (CII/SSI) Non-Disclosure Agreement will be sent to bidders
pre-registered for the Mandatory Pre-Bid Tele-Conference. Once the signed agreement has been
received by the Contract Officer attachments F-J will be sent electronically prior to the mandatory pre-
bid tele-conference.
The MMMBT CCTV Tower system consists of 2 head end workstations and 1 server with Milestone software,
13 PTZ cameras, 11 network switches, 13 decoders as indicated in Attachment J, and nearly 15 Miles of fiber
optic cable as detailed in Attachment I.
2
Administrative Services/Procurement
Hampton Roads District
HRBT ITS 3MBT CCTV
IFB 156064
The Contractor’s responsibilities for these specific ITS devices under the fixed price part of this request will
include the following:
Preventative Maintenance (PM) services:
The Contractor will provide the following Scope of Work that will be integrated into VDOT approved
Standard Operating Procedures (SOP).
1. Development of a PM schedule within 30 days of NTP and submit to VDOT for review and approval.
2. Perform proactive PM inspections and activities as recommended by the industry best practices, the
manufacturer, and as appropriate for each type of equipment or component in accordance with the
approved schedule two (2) times annually.
3. Document and report to the VDOT project manager anomalies discovered during PM activity.
4. Mitigate identified anomalies while on site, or identify a course of action for the VDOT project manager.
5. Coordinate with the VDOT maintenance staff in advance so maintenance activities can be pre-scheduled
with the facility where the maintenance activities are to be performed
6. Immediately notify VDOT of any unexpected delays, problems, system issues, component issues, etc.,
which will delay the PM at the scheduled site.
7. Document systems and system components PM actions taken on the approved PM Checklist.
8. Provide electronic copies of all annual PM activities.
9. Provide a material obsolescence plan to be identified and reported to VDOT for Capital budget planning
purposes and/or spares replacement.
10. Scheduled System Maintenance Visit to perform system patches, firmware revisions, backup and system
health evaluation as approved by VDOT.
11. One on-site visit for the day once a quarter.
12. Record back-up of the application software and review the log tables.
13. Complete all incidental repairs discovered during PM work.
Responsive Maintenance (RM) Services
The Contractor will provide the following Scope of Work that will be integrated into Standard Operating
Procedures (SOP) for VDOT approval.
1. Perform responsive maintenance on components shown in Attachments A and E 24/7/365 upon
notification from the VDOT team.
2. Standard Responsive Maintenance response time will be on site in less than 24 hours from receipt of a
service call, Monday-Friday, normal business hours, excluding holidays.
3. Emergency response time will be on site in no less than 8 hours from notification.
4. Emergency response for critical systems will be 30-minute phone support response and expedited on-site
support. Up to 6 emergency response notifications annually are included in the proposal.
5. The Contractor will provide email and telephone service call notification capability with a toll free or local
757 number available 24/7/365 for the purpose of receiving the initial VDOT service call.
6. The Contractor will use reasonable diligence to ensure responsive maintenance issues are completed in the
appropriate amount of time.
7. The Contractor will perform responsive maintenance on all systems and components covered under this
scope 24/7/365 upon a valid service request from the VDOT maintenance team.
3
Administrative Services/Procurement
Hampton Roads District
HRBT ITS 3MBT CCTV
IFB 156064
Elective Maintenance
1. If, during the course of the on-going Maintenance contract term, out of warranty, obsolete, or end of life
equipment requires upgrade or replacement the task shall be handled under Elective Maintenance.
2. Elective maintenance can be handled as part of the Project contingency or as a separate task order using
the labor rates and materials listed in the line items.
3. All Elective Maintenance shall include separate written, itemized proposal submitted to VDOT for review
and approval prior to utilization of any Contingency Allowance funs.
Quotations for Repairs (RM)
1. The VDOT Maintenance Team Planner/Scheduler will send the Contractor a Request for Quotation
(RFQ) and will include the VDOT Work Order(s) via email or telephone on a time and materials basis.
The Work Order will identify the equipment and the nature of the service being requested. The
Contractor will provide the Planner/Scheduler a written quotation referencing the VDOT Work Order(s).
The quotation will list the planned scope of work, the labor hours needed to accomplish the work, and
will include a list and cost of the materials. Labor rates will be per the contracted price. The materials
will be quoted at cost with no mark-ups in price as per the Code of Virginia 2.2-4331. Once the scope of
work for the repairs and costs are agreed upon the costs will be applied to the VDOT Standing Purchase
Order created from the VDOT Contract.
2. Work quoted on Time and Materials basis shall be paid only for productive time on the job site. Time
spent for transportation of workers, material acquisition, handling and delivery of Contractor owned or
rental equipment and breaks for lunch or other time the employees are away from the job site is not
chargeable and therefore will not be part of the quoted amount.
3. Any work/service which occurs after normal hours of operation may be quoted at the overtime rate per
the Contract. If work is not completed during normal working hours and VDOT wishes the Contractor to
continue to work beyond the normal hours of operation, then authorization for overtime work shall be
first obtained from VDOT Management in writing.
4. If VDOT determines that the estimate provided is not fair and reasonable, then VDOT has the right to ask
the Contractor to re-evaluate the estimate. If the revised estimate is determined to be not fair and
reasonable, then VDOT reserves the right obtain additional quotes and services from other vendors.
5. The Contractor shall not be compensated for written quotations. Diagnostic services will be paid on an
hourly basis at a minimum of a journeyman's hourly rate. Time shall not be rounded to the hour; however,
time may be rounded to the nearest quarter hour.
6. Should the work (Labor and materials combined) exceed 10% of the original estimate, Contractor shall
notify the VDOT CMMS Planner/Scheduler and/or Contract Administrator prior to completion of work.
Contractor's failure to notify and obtain Contract Administrator's written approval will result in non-
payment for the overrun costs.
4
Administrative Services/Procurement
Hampton Roads District
HRBT ITS 3MBT CCTV
IFB 156064
Preventive Maintenance Costs
1. The Contractor will provide a set cost to include as part of the total Preventive Maintenance package, all
parts, supplies and tools necessary to perform preventive maintenance in accordance with the
manufacturer(s) specifications.
2. The cost will include the Contractor’s electronic copies of all annual PM activities.
Notice to Proceed
1. The Planner/Scheduler will send the Contractor the Notice to Proceed (NTP) via email. Upon receipt of the
NTP the Contractor will coordinate the date and time with the Planner/Scheduler. The Contractor will be
responsible for coordinating their subcontractors and will complete and submit for approval the VDOT
Subcontractor Approval Form in advance of scheduling the work.
2. Once a date and time is agreed upon by the Contractor and VDOT, the Planner/Scheduler will create a
calendar event to be distributed to the Contractor and VDOT Maintenance Management. The Contractor
will provide the name of their technicians and those of the subcontractors, if applicable, to the
Planner/Scheduler to be included in the calendar event.
3. If the Contractor or VDOT needs to change the appointed event, then as much notice as possible will be
given to make the changes to accommodate both parties.
Contractor’s General Procedures
The Contractor's employees shall be instructed that any time work is performed under this contract they shall
comply with the following procedures:
1. All work must be scheduled through the Planner/Scheduler (757-247-8045 or 757-247-4841) unless
otherwise requested by VDOT Maintenance Management.
2. All work will be associated to a VDOT Work Order.
3. Check in and out with the VDOT Maintenance Escort.
4. The Contractor will be escorted to and from the job site and the VDOT Maintenance Escort may perform
random checks on the Contractor’s work.
5. Upon completion of Repair Work the VDOT Maintenance Escort will record the number of hours the
Contractor was on site working and may sign off on the Contractor’s Service Ticket. The Contractor will
sign off on the VDOT Escort Sheet which documents the hours on the job site, the type of work performed,
and if the job was completed.
6. The Contractor’s electronic copies of all PM activities shall be sent to the Planner/Scheduler after
completion of the PM and before an invoice is issued. The CMMS Planner/Scheduler will review the report
and follow up with the Contractor with any questions.
5

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