Portable Dynamic Message Signs

Agency: State Government of Delaware
State: Delaware
Type of Government: State & Local
NAICS Category:
  • 339950 - Sign Manufacturing
Posted Date: Nov 12, 2020
Due Date: Dec 8, 2020
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Bid Solicitation Details
Bid Status Details
for
Portable Dynamic Message Signs,
DOT2007-PORT_DMS
Solicitation Ad Date 11/12/2020
Deadline for Bid Responses 12/8/2020 at 2:00 p.m. Local Time
Supporting Documents RFP - Materiel and Nonprofessional Services
Temporary Bid Opening Changes
Contact Information dot-ask@delaware.gov

Attachment Preview

DELAWARE DEPARTMENT OF TRANSPORTATION
State of Delaware
Request for Proposal
Title: PORTABLE DYNAMIC MESSAGE SIGNS
Contract ID: DOT2007-PORT_DMS
- Deadline to Respond
TUESDAY, DECEMBER 8, 2020
PRIOR TO 2:00 P.M. Local Time
Responses to be received at:
State of Delaware
DEPARTMENT OF TRANSPORTATION
Administration Building
Contract Administration
800 Bay Road, Dover, DE 19901
QUESTIONS are to be submitted via e-mail to dot-ask@state.de.us.
Responses to Questions will be posted to this project at http://www.bids.delaware.gov.
STATE OF DELAWARE
Department of Transportation
Contract No. DOT2007
ALL VENDORS:
PORTABLE DYNAMIC MESSAGE SIGNS
The enclosed packet contains a "REQUEST FOR PROPOSAL" consisting of the following documents:
Contents:
2. SCOPE OF WORK ..................................................................................................................................................... 4
3. PROPOSAL REQUIREMENTS................................................................................................................................ 5
4. PROPOSAL EVALUATION...................................................................................................................................... 8
5. AWARD ..................................................................................................................................................................... 10
6. TERMS AND CONDITIONS .................................................................................................................................. 12
7. GENERAL PROVISIONS ........................................................................................................................................ 14
8. DEFINITIONS .......................................................................................................................................................... 23
9. TECHNICAL SPECIFICATIONS: .......................................................................................................................... 24
10. WARRANTY …………………………………………………………………………………………………………………………..26
11. SPARE PARTS ………………………………………………………………………………………………………………………..26
12. TYPE 1 …………………………………………………………………………………………………………………………………..32
13. TYPE 2 …………………………………………………………………………………………………………………………………..40
14. TYPE 3 …………………………………………………………………………………………………………………………………..41
INFORMATIONAL DOCUMENTS: (not required to be returned with bid)
1 Sample Monthly Usage Report (Sample Report 1)
2 Sample Subcontracting (2nd Tier) Quarterly Reporting (Sample Report 2)
3 Office of Supplier Diversity (OSD) Application Information
4 Proposal Reply Requirements
REQUIRED BID DOCUMENTS: (MUST be completed and returned with your bid)
ATTACHMENT A NON-COLLUSION STATEMENT
ATTACHMENT B SUBCONTRACTOR INFORMATION FORM
ATTACHMENT C BUSINESS REFERENCES
ATTACHMENT D CONFIDENTIAL AND PROPRIETARY INFORMATION
ATTACHMENT E BID FORM (Paper)
ATTACHMENT F EXCEPTION FORM
All above documents are made part of this solicitation and are contained within this file, or available for download
at the following site: http://bids.delaware.gov/.
In order for your response to be considered, the REQUIRED BID DOCUMENTS must be executed completely and
correctly and received in a sealed envelope clearly displaying the contract number and vendor name prior to the due
date and time.
COMPETITIVE SEALED PROPOSAL
The Department has determined, pursuant to Delaware Code Title 29, Chapter 6924(a) that this solicitation be offered
as a request for competitive sealed proposals because the use of competitive sealed bidding is not practical and/or not in
the best interest of the State. The use of competitive sealed proposals is necessary to:
Use a contract other than a fixed-price type; or
Conduct oral or written discussions with vendors concerning technical and price aspects of their proposals; or
Afford vendors an opportunity to revise their proposals through best and final offers; or
Compare the different price, quality and contractual factors of the proposals submitted; or
Award a contract in which price is not the determining factor.
Page 2 of 66
PROJECT INFORMATION
STATE OF DELAWARE
Department of Transportation
Contract No. DOT2007
PORTABLE DYNAMIC MESSAGE SIGNS
This Request for Proposal (RFP) issued by the Delaware Department of Transportation (DelDOT) is for the purpose of
acquiring Proposals from qualified firms to provide trailer-mounted, full matrix, LED (light emitting diode) Portable
Dynamic Message Signs (DMS), training, and warranty.
1.1. KEY RFP DATES/MILESTONES
The following dates and milestones apply to this RFP and contract award. Vendors are advised that these dates and
milestones are not absolute and may change by Addendum or due to unplanned events during the bid proposal and
award process.
Activity
Questions Due - No Later Than:
Final Questions/Answers Posted:
Proposals Due - Prior To Public Opening:
Contract Award
Due Date / Time
November 25, 2020 3:00 P.M.
One week prior to Proposal Due Date
Tuesday, December 8, 2020
Within 90 days of bid opening
1.2. INQUIRIES & QUESTIONS
We welcome your interest in working with us, and we will be pleased to answer any questions you may have in
formulating your response to this Request for Proposal.
All questions must be received by DelDOT at the following email address prior to the ‘Questions Due’ date and
time shown above in order to be addressed:
EMAIL QUESTIONS TO: dot-ask@delaware.gov
Questions with regard to the interpretation of this solicitation, drawings, or specifications, or any other aspect of
this RFP must make specific reference to the section(s) and page numbers of the RFP where applicable. All
communications with DelDOT regarding this RFP are to be made through email to the ‘dot-ask’ email address.
Responses issued by DelDOT will be posted on the http://bids.delaware.gov/ website. Vendors should rely only on
written statements issued by DelDOT regarding this RFP. Information otherwise obtained is not valid.
Direct contact with State of Delaware employees other than DelDOT’s Contract Administration staff regarding
this RFP is expressly prohibited without prior consent. Vendors directly contacting State of Delaware employees
risk elimination of their proposal from further consideration. Exceptions exist only for organizations currently
doing business in the State who require contact in the normal course of doing that business.
1.3. MANDATORY PREBID MEETING
A pre-bid meting has not been established for this Request for Proposal.
1.4. BID BOND REQUIREMENT
The Bid Bond requirement has been waived.
1.5. PERFORMANCE BOND REQUIREMENT
The Performance Bond requirement has been waived.
Page 3 of 66
STATE OF DELAWARE
Department of Transportation
Contract No. DOT2007
1.6. CONTRACT PERIOD
Each successful Vendor’s contract shall be valid for a three (3) year period. The contract may be extended for up to
two (2), one (1) year periods through negotiation between the Vendor and DelDOT. Negotiation should be initiated
no later than ninety (90) days prior to the termination of the agreement period.
The State reserves the right to extend this contract on a month-to-month basis for a period of up to three months after
the term of the contract has been completed.
1.7. PRICES
Prices and/or rates shall remain firm for the initial three (3) year term of the contract, unless further negotiations are
deemed necessary by the State. The pricing policy that you choose to submit must be clear, accountable and auditable
and must cover the full spectrum of services required. Submittal must be structured as described.
1.8. PRICE ADJUSTMENT
The Vendor is not prohibited from offering a price reduction on its services or materiel offered under the contract. The
State is not prohibited from requesting a price reduction on those services or materiel during the initial term or any
subsequent options that the State may agree to exercise.
If agreement is reached to extend this contract beyond the initial three (3) year term, DelDOT and the Vendor must
agree in writing to any revised pricing.
1.9. SHIPPING TERMS
FOB destination, freight prepaid and allowed
2. SCOPE OF WORK
The Vendor(s) shall provide all equipment, materials and labor to supplement DelDOT’s need for Portable Dynamic
Message Signs as described herein. The contract will require the Vendor(s) to cooperate with DelDOT to ensure the State
receives the most current state-of-the-art material and/or services.
2.1. BACKGROUND
The Department utilizes Portable Dynamic Message Signs (Portable DMS or PDMS) to deliver construction advisories
and traffic pattern information along the transportation system. The PDMS system is a traffic control device that is
capable of displaying a variety of messages to inform motorists of unusual driving conditions. This system will work
in conjunction of the statewide Integrated Transportation Management System (ITMS) initiative undertaken to provide
for the safe and efficient management of the transportation system.
2.2. MANDATORY INSURANCE REQUIREMENTS
As a part of the contract requirements, the awarded firm must obtain at its own cost and expense and keep in force
and effect during the term of this contract, including all extensions, the minimum coverage limits specified below
with a surety satisfactory to the State. Awarded firms must carry the following coverage and provide a certificate
of insurance after award:
a. Worker’s Compensation and Employer’s Liability Insurance in accordance with applicable law.
b. Commercial General Liability - $1,000,000 per occurrence/$3,000,000 per aggregate.
c. Product Liability - $1,000,000 per occurrence/$3,000,000 aggregate.
d. Automotive Liability Insurance covering all automotive units used in the work (including all units leased
from and/or provided by the State to Vendor pursuant to this Agreement as well as all units used by Vendor,
regardless of the identity of the registered owner, used by Vendor for completing the Work required by this
Page 4 of 66
STATE OF DELAWARE
Department of Transportation
Contract No. DOT2007
Agreement to include but not limited to transporting Delaware clients or staff), providing coverage on a
primary non-contributory basis with limits of not less than:
1. $1,000,000 combined single limit each accident, for bodily injury;
2. $250,000 for property damage to others;
3. $25,000 per person per accident Uninsured/Underinsured Motorists coverage;
4. $25,000 per person, $300,000 per accident PIP benefits if carrying any of our clients or employees; and
5. Comprehensive coverage for all vehicles leased from the State of Delaware Fleet Services which shall
cover the replacement cost of the vehicle in the event of collision, damage or other loss.
Should any of the above described policies be cancelled before expiration date thereof, notice must be delivered in
accordance with the policy provisions.
Before any work is done pursuant to this Agreement, the Certificate of Insurance and/or copies of the insurance
policies, referencing the contract number stated herein, shall be filed with the State. The certificate holder is as
follows:
Delaware Department of Transportation, P.O. Box 800, Dover, DE 19903 ITB: DOT2007
In no event shall the State or Department be named as an additional insured on any policy required under this
agreement.
Nothing contained herein shall restrict or limit the Vendor’s right to procure insurance coverage in amounts higher
than those required by this Agreement. To the extent that the Vendor procures insurance coverage in amounts
higher than the amounts required by this Agreement, all said additionally procured coverages will be applicable to
any loss or claim and shall replace the insurance obligations contained herein.
To the extent that Vendor has complied with the terms of this Agreement and has procured insurance coverage for
all vehicles Leased and/or operated by Vendor as part of this Agreement, the State of Delaware’s self-insured
insurance program shall not provide any coverage whether coverage is sought as primary, co-primary, excess or
umbrella insurer or coverage for any loss of any nature.
2.3. TECHNICAL SPECIFICATIONS
The Technical Specifications of this RFP are stated in Section 9
2.4. OR EQUAL (PRODUCTS BY NAME)
Specifications of products by name are intended to be descriptive of quality or workmanship, finish and performance.
Desirable characteristics are not intended to be restrictive. Substitutions of products for those named will be considered
provided the vendor certifies that the function, characteristics, performance and endurance qualities of the material
offered is equal or superior to that specified. DelDOT must approve any substitutions in writing.
3. PROPOSAL REQUIREMENTS
This section prescribes the mandatory format for the presentation of a proposal in response to this RFP. Each Vendor must
provide every component listed in the order shown below, using the format prescribed for each component. A proposal
may be rejected if it is incomplete or conditional.
The Request for Proposal contains required Forms for use by the vendor in submitting its proposal. The forms required by
this solicitation shall be considered mandatory, prevailing documents.
The Vendor's proposal must be written in ink or computer generated. When submitting a required Form, any corrections or
erasures MUST be initialed by vendor’s representative completing the bid submission. Required Forms must be complete,
Bid Forms must show each required entry.
Vendors’ proposal must respond to each and every requirement outlined in the RFP criteria in order to be considered
responsive.
Page 5 of 66

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