Draft Implementation Manual for the ____(state name ...



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Oregon Department of Transportation (“ODOT”)

Office of Innovative Partnerships Program (“OIPP”)

|REQUEST FOR QUALIFICATIONS (“RFQ”) |

| |

|Solicitation of Qualifications for In-Vehicle Telematics Data Collection and Aggregation Equipment and Services |

RFQ Number: 00072

RFQ Issue Date: April 16, 2013

Open until sufficient Proposals are received or Funds become exhausted

|SINGLE POINT OF CONTACT: Jim Atkins |

|E-MAIL: Jim.Atkins@odot.state.or.us |FAX: (503) 986-5790 |

Qualification responses must be submitted to the following address:

OREGON DEPARTMENT OF TRANSPORTATION

PROCUREMENT OFFICE

455 AIRPORT RD. SE, BLDG. K

SALEM, OREGON 97301-5348

A map is provided at Agency’s Web Page:

This solicitation document may be reviewed at the ODOT Procurement Office; 455 Airport Road SE, Bldg. K; Salem, OR 97301-5348 and is available on ORPIN at:



Agency will not conduct a pre-submission conference for this RFQ.

Electronic Files Linked or Attached to RFQ. This RFQ document must be viewed electronically to access files, forms, provisions and other documents that are attached electronically (shown as icons) or provided via hyperlinks from the Internet in this RFQ. All files, forms, provisions and other documents attached electronically or linked from the Internet are incorporated in this RFQ with the same force and effect as though fully set forth in this RFQ.

Definitions

For purposes of this Request for Qualifications (“RFQ”):

“Agency” or “ODOT” or “OIPP”- Oregon Department of Transportation Office of Innovative Partnerships and Alternative Funding.

“Contractor” and “Consultant” - may be used interchangeably and have the same meaning. This is defined as a company who enters into an equipment and services price agreement with ODOT under this RFQ.

“Data Aggregation” – A service that takes mileage information (VIN, distance traveled, fuel consumption, etc.) from various in-vehicle telematics systems and routes that information to a RUCPP Road Charge Processing system in the open standards interface defined in the Interface Control Document (“ICD”).

“Indefinite Deliverable Indefinite Quantity” or “IDIQ” – A form of contract or price agreement that provides a vehicle for an indefinite quantity of services for a fixed time.

“Mileage Collection Subsystem” - the subsystem collects mileage data from vehicles and transmits it to the Data Collection component or the Data Aggregator. The mileage collection component consists of a vehicle installed On-Board Unit (“OBU”) which interfaces with vehicle data to collect mileage information, and in case of the advanced OBU, also collects vehicle location data.

“Open System”- the capability of the system to accommodate multiple Proposers’ equipment offerings in accordance with the technical interface specifications established in Attachment E.

“Proposers” - All firms submitting Qualification responses are referred to as Proposers in this document; after negotiations, an awarded Proposer will be designated as “Contractor” or “Consultant”.

“RUC” - Road Usage Charge - The process and systems to collect tax revenues from miles traveled.

“RUCPP” - Road Usage Charge Pilot Program - The program consisting of multiple pilot demonstrations.

“Services” - the services to be performed under assigned Work Order Contracts.

“Work Order Contract” or “WOC” - the contract formed between Contractor and Agency by an executed work order. The executed WOC includes the Statement of Work for a specific project, method of compensation, not-to-exceed dollar amount, and incorporates required and applicable provisions of the underlying Price Agreement.

Procurement Description and Purpose

Purpose: The Oregon Department of Transportation Office of Innovative Partnerships and Alternative Funding (“OIPP”) (“Agency”) is seeking qualifications from multiple prospective contractors to establish one or more long-term Indefinite Delivery Indefinite Quantity (“IDIQ”) price agreements for services to provide the routing of telematics data (e.g. data aggregation) services of in-vehicle telematics data. This telematics data MUST be provided by existing onboard OEM installed telematics systems. The purpose of this RFQ is to further integrate in-vehicle (OEM factory installed) telematics systems into ODOT’s existing RUCPP and a potential statewide RUC system. This RFQ is for those prospective contractors who have EXISTING or NEAR TERM relationships with leading automotive manufacturers. For the purposes of these restrictions, a prospective vendor has a near term relationship with a leading automotive manufacturer if the vendor realistically expects to have executed, within six months of the issuance date of this RFQ a written contract (or subcontract with the manufacturer’s prime contractor) with a leading automotive manufacturer to provide mileage data aggregation services that involve data generated by onboard vehicle telematics systems. Prospective contractors who do not have existing or near term relationships with automotive manufacturers or do not currently collect in-vehicle telematics data need not apply. This RFQ will establish a five (5) year (One Base Year with four (4) one year options) IDIQ contract between the Agency and each selected in-vehicle telematics data aggregator.

The purpose of this RFQ is to solicit qualifications for equipment and services supporting the integration of in-vehicle telematics data through ODOT’s existing RUCPP and a potential statewide RUC system. The primary goal of the RUCPP system is that of “feasibility validation” – to demonstrate that the proposed Road Usage Charge (“RUC”) system is viable, that the key system concepts and features are valid, and that the vendor community has the ability to provide and implement the system components required to operate an effective, efficient and open Road Usage Charge System. This endeavor is a series of initial pilot demonstrations for the legislature that may eventually evolve into a statewide (and possibly regional) program for mileage taxation for Oregon residents.

ODOT may select, based on the Responses to this RFQ, one or more qualified firms to provide in-vehicle telematics data to ODOT’s RUC systems. Proposers may partner with other companies, but ODOT plans on making multiple awards based on the Proposers’ respective offerings and responses to this RFQ. Should a Proposer propose to use one or more subcontractors, the Proposer must list each subcontractor as part of the response. Proposers may include additional subcontractors after award; however, the Proposer must notify the Agency in writing of its intent and request ODOT approval prior to allowing the subcontractor to work on any WOCs established under a resultant Price Agreement.

Once all RFQ responses are evaluated, the Agency may invite selected Proposers to conduct demonstrations (either onsite or remotely) that demonstrate the functionality of their offered systems.  Once demonstrations, if required, are completed, Price Agreements (PAs) will be established to conduct coordination, systems integration and integration testing (amongst all awarded Proposers and existing RUC subsystems), installation, configuration, and finally deployment of the pilot demonstration.  Vendor coordination for systems integration, testing, installation (if applicable), and deployment of pilot components shall be established under WOCs issued under awarded PAs. 

The Agency reserves the right to send demonstration invitations to any or all Proposers who meet the Technical Evaluation criteria defined in this RFQ.  The Agency reserves the right to cancel this RFQ at any time. The Agency reserves the right to amend this RFQ, and to add, eliminate or modify any requirements or procedures identified in this RFQ, at any time and at any stage in the RFQ process.

The Agency may make awards under this RFQ, if any, to Proposers who can successfully provide mileage information data from factory installed telematics devices to ODOT’s Road Charge Processing subsystem, previously established for the RUCPP.

Underlying need:  The initial Road Usage Charge Pilot Program demonstration commenced between late 2012 and early 2013. During this demonstration, pilot participants from Oregon, Washington, and Nevada installed external mileage collection devices in their vehicles, drove their vehicles, and were charged and paid the road usage charges associated with the miles driven. At the completion of the initial pilot demonstration, ODOT compiled the pilot results and developed a legislative report that outlined the findings and established an initiative for implementing a statewide RUC system within Oregon.

One item missing from the initial pilot demonstration was a way ODOT could leverage the mileage data collected through factory installed in-vehicle telematics systems. Under this scenario, participants whose vehicles contained factory installed telematics and subscribed to the services (e.g. Ford Sync, GM On-Star, etc.) would allow their mileage data to be transferred to an ODOT Certified Service Provider and have their road usage charges assessed without the need for installing an external mileage collection device (OBU). For subsequent pilot demonstrations and for the possible implemented statewide system, ODOT wishes to leverage this capability by entering into work order contracts with data aggregators who are collecting the factory installed telematics data from pilot participants.

Expected duration: ODOT anticipates the IDIQ contract or price agreement to last five (5) years consisting of one base year with four (4) one-year option periods. ODOT reserves the right to request additional option periods from selected Contractors for which, if requested, the Contractor may provide updated pricing to ODOT.

ODOT may permit this RFQ to remain open until ODOT receives an adequate number of responses (as determined by ODOT in its sole discretion) or all funds associated with this procurement are exhausted. ODOT reserves the right to award additional [price agreements/contracts?] under this RFQ after ODOT determines that this RFQ should be closed.

 

Procurement Method: This procurement shall be governed by the authority of the OIPP under ORS 367.800 to 367.824 and OAR chapter 731, division 070.

Requirements for RFQ Response Submittal: While there are no page limitations to the RFQ Response, Proposers should only provide information that is relevant to the criteria and capabilities sought in this RFQ. The Proposer should provide relevant capabilities, existing (or near term) relationships within the automobile manufacturing community, relevant projects, any value-added services, and a cost proposal (sealed in a separate envelope) that identifies any anticipated startup costs as well as any recurring or per-transaction costs to be charged to ODOT for the base year and each option period.

Functional Requirements and Capabilities Sought Under this IDIQ RFQ

ODOT envisions the in-vehicles telematics data aggregation effort, consisting of the equipment and Services needed to provide information from existing factory installed in-vehicle telematics devices to ODOT’s Road Charge Processing subsystem, as shown in Figure 1. Proposers should propose all necessary equipment and systems and Services needed to complete this effort. All Proposers who respond must show how their system can ultimately comply with ODOT’s open architecture and can seamlessly interface into ODOT’s Certified Service Provider’s Transaction Processing subsystem using standards-based protocols.

ODOT reserves the right to conduct multiple pilot demonstrations and to enter into one or more agreements for the ultimate statewide system (pending legislative approval). Proposers not initially selected for the initial demonstrations may be invited to conduct demonstrations supporting subsequent pilot projects for a period of up to 60 months after RFQ close.

Figure 1- In-Vehicle Telematics Data Aggregation Connectivity

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The Vehicle Telematics data aggregator collects telematics information from a vehicle in the OEM’s particular proprietary message format and the OEM’s communications infrastructure. The data aggregator would then parse the particular vehicle’s VIN, Mileage Travelled (with data and time stamp), Fuel Consumption, and State Traveled (if applicable), and then route that information to an existing ODOT Certified Service Provider using the open standards messaging format as defined in the Interface Control Document (“ICD”).

The Agency will work with the selected Contractor to establish contracts with the vehicle Owner/Lessee (e.g. RUC Payer) to authorize the Contractor to provide the applicable mileage information to the Agency’s Road Charge Processor. Additionally, the Contractor shall be responsible for maintaining all proprietary message formatting, data integrity, and information security between the RUC payer’s in-vehicle telematics devices and the Contractor’s owned data aggregator. The Contractor shall also work with ODOT to maintain that same data integrity and information security between its data aggregator and ODOT’s Certified Service Provider.

The proposed subsystems referenced in this RFQ must be capable of routing vehicle telematics data to the ODOT Certified Service Providers using common interfaces and approved industry standards. Upon the completion of PA negotiations, ODOT will provide the open standards ICD and work with the Contractor to establish a WOC to disseminate the mileage data to the ODOT Certified Service Provider using the open standards interface.

As part of their Responses to this RFQ, Proposers should address how their proposed subsystem(s) will record and report each vehicle’s mileage and identification information, how this information will be communicated to the Certified Service Provider; and whether the proposed subsystem(s) are capable, or could achieve capability, of recording information such as vehicle identification number, cumulative vehicle mileage, and vehicle location information that could become critical in terms of enforcing the payment of a vehicle road usage charge, the proposer’s ability to meet the anticipated schedule, required compensation, if any, for the services to support the RUCPP, and the proposed means by which the Proposers intend to secure these services.

During PA negotiations, Proposers will be asked to address their configuration management approach and capability of implementing upgrades or enhancements to these features to accommodate future changes in RUC technology, standards, and vehicle regulatory and taxing systems, and the anticipated costs of the upgrades or enhancements. Additionally, during the PA negotiations, the Proposer should be ready to address location of the system, how information is safeguarded, disaster recovery, the means of providing support and maintenance. A successful Proposer must collaborate with the Agency in securing the rights to install and operate its proposed subsystems at locations mutually agreeable between the Proposer and the Agency, but the Agency reserves the right to reject, in its sole discretion, any installation location.

At a minimum, a Response to this RFQ must address features of the Proposer’s offered system, including how telematics data (VIN, mileage travelled, fuel consumption, and state in which travel occurred (if applicable)) can be collected by the Proposer’s system and then how the Proposer’s system will route that data to an ODOT Certified Service Provider.

In addition to the aforementioned conditions, during PA negotiations, the Proposer may propose other RUCPP related services that could be provided to ODOT. These services may include: Account Management, Transaction Processing, Transferring revenue to ODOT, value-added services to participants, data encryption, information assurance, and future analysis of collected data to assist ODOT with making decisions related to congestion pricing, hot lane assignment, etc.

Please note that the purpose for this RFQ is to determine the Proposers with which the Agency wishes to establish price agreements in support of the RUCPP and the possible statewide system. Following review of the RFQ Responses, the Agency intends to conduct a review of the RFQ Responses using the criteria established in this document. Once the Responses are reviewed, the Agency may invite the qualified proposers to conduct equipment demonstrations. These equipment demonstrations will allow the Agency to further evaluate the technical and functional capabilities of the proposed equipment and Services offerings. At the end of the demonstrations, if demonstrations are required, the Agency will evaluate all down-selected Proposers who successfully completed demonstrations and then enter into contract negotiations. The Agency also reserves the right to request a Best and Final Offer (“BAFO”) from down-selected vendors at the end of the demonstrations, if demonstrations are required, and at any time prior to issuing contract awards.

The Agency will evaluate all received Responses to determine how well the Proposer will be able to support the success of the RUCPP and the potential statewide system. Some of the criteria the Agency will use to determine the viability of the Proposer include (but are not limited to):

• Does the Proposer have existing or near term (within 6-months) relationships with the automobile manufacturers? If so, what automobile manufacturers does the Proposer currently support? If the relationship is an anticipated near term relationship, what automobile manufacturer does the Proposer have a reasonable expectation of supporting?

• Does the Proposer currently collect in-vehicle telematics data from factory installed vehicle telematics systems including: VIN, mileage traveled, fuel consumption, and state traveled?

• Can the Proposer provide that data to an ODOT Certified Service Provider? If so, at what frequency?

• Does the Proposer offer any value-added services to ODOT that can leverage the RUC system architecture to support other areas (e.g. congestion pricing, hot lanes, etc.)?

• Can the Proposer offer the transfer of data from its in-vehicle telematics system to an ODOT Certified Service Provider at a reasonable cost?

As qualifications are received, the Agency will conduct a review using the criteria listed above, and determine the Proposer’s viability to support the RUC system. To those Proposers who provide relevant qualifications, and pose a high probability of success to the Agency, the Agency, at its election, may request a system demonstration. If the demonstration, if requested, validates the Proposer’s qualifications, the Agency may enter into contract negotiations which include anticipated scope, schedule, quality, and cost relative to the Proposer’s ability to support the RUCPP and the potential statewide system.

Once the contract or price agreements are awarded, the Agency may issue WOCs to awardees to provide equipment and Services to support demonstrations under the RUCPP and the possible statewide system. These WOCs will request more specific information such as: number of participants, number of transactions, frequency of transactions, required delivery dates, and prices in accordance with the price agreements established in the Proposer’s contract. ODOT will issue price agreements and subsequent WOCs to companies that will provide the highest probability of success for ODOT and reserves the right to establish WOCs with any Proposer(s) they deem critical to success.

While ODOT may help augment the costs of equipment and services to support the RUCPP and the possible implemented system, it is anticipated that equipment and Services solicited in this RFQ will be leased at heavily discounted costs to ODOT. In addition, ODOT reserves the option to issue subsequent WOCs to any qualified contractor who has a price agreement with ODOT.

Any quantities stated, identified or suggested in this RFQ are intended to serve only as a general informational guide to Proposers. No quantities identified or suggested in this RFQ constitute, and they may not be construed as, any representation, warranty or guarantee of the volume or quantity of items that actually will be purchased under any price agreement that may be awarded under this RFQ. Each Proposer agrees to accept all risks associated with the number of WOCs issued or the quantity of items actually purchased under any resulting Price Agreement. BY SUBMITTING A QUALIFICATION, EACH PROPOSER THEREBY EXPRESSLY WAIVES AND RELIQUISHES ANY CLAIM IT MAY HAVE, IF AWARDED A PRICE AGREEMENT, THAT MAY ARISE OUT OF OR RELATE TO THE NUMBER OF ORDERS ISSUED OR THE QUANTITY OF ITEMS ACTUALLY PURCHASED UNDER THAT PRICE AGREEMENT.

ODOT may access contractors selected through this solicitation for leasing equipment and acquiring Services relative to supporting the RUCPP and the possible statewide system. For all tasks, close coordination is required between ODOT, Contractor, and any other contractors providing equipment and services related to the contracted WOCs, and with any required Oregon Department of Justice or Special Assistant Attorney General (SAAG) review.

Criteria for Eligible Participants (Data Aggregators)

For a Proposer to be eligible for an award, it must:

1) Have an existing or near term (within the next 6 months) relationship with one or more automotive manufacturers relating to the collection of in-vehicle telematics data.

2) Currently be collecting, from factory installed telematics systems, telematics data including: VIN, Mileage Traveled, Date/Time, Fuel Consumption, and State Traveled; OR have the capability and upcoming relationships to collect that data.

3) Be willing to perform (at the Proposer’s own cost), a demonstration of its system to validate the Proposer’s qualifications as well as demonstrate the viability of the Proposer’s offering to the Agency.

4) Be willing to support the Agency in the transfer of the aforementioned telematics information to an ODOT Certified Service Provider.

5) Be willing to serve as an intermediary between ODOT and the automotive manufacturers in discussions regarding the implementation of RUC systems and the roles that the Proposer and the automotive manufacturer may play.

Submission of a Proposal After Contract

Proposers who are selected by ODOT and enter into a price agreement with ODOT will be given the opportunity to both respond on ODOT-released WOCs as well as submit proposals to ODOT for additional services. Should proposals be submitted to ODOT by a Proposer, ODOT shall review the response and, at ODOT’s discretion, choose to negotiate with the Proposer on the scope of its proposal. Proposers may submit proposals to ODOT only if they are under an IDIQ price agreement with ODOT; and may only submit proposals relative to the RUCPP and the potential statewide system. ODOT reserves the right to solicit other contracted companies for similar services, but ODOT will not divulge sensitive information provided by the Proposer.

Closure of this RFQ

Once an acceptable number of responses are received, demonstrations (if any) are conducted, and price agreements (if any) are established, the Agency, at its election, may close this RFQ. A statement of closure shall be provided by ODOT on ORPIN. Furthermore, ODOT reserves the right to cancel or close this RFQ at any point it deems necessary.

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