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Miscellaneous - Consulting & Other Services

 
Issue Date: 08/19/2020 Contract Number: C037877

Central Permits Bureau Overweight Permitting Support Services for NYSDOT


Description:

NYS Contract Reporter Announcement: NEW YORK STATE DEPARTMENT OF TRANSPORTATION: ‘CENTRAL PERMITS BUREAU OVERWEIGHT PERMITTING SUPPORT SERVICES FOR NYSDOT’, under Contract #C037877, August 19, 2020 

The New York State Department of Transportation (NYSDOT) anticipates the release of a best value Request for Proposals (RFP) to select the services of a responsive and responsible consultant to provide services in NYSDOT’s Central Permits Bureau to support issuance of overweight (OS/OW) permits in general and Divisible Load permits in specific via NYSDOT’s recently initiated automated, web-based Highway Oversize Overweight Credentials System (or HOOCS).

It is expected that the RFP will be released on August 26, 2020, with proposals tentatively due October 7, 2020 (all dates subject to change). If the release of the RFP is delayed for any reason, the due date for proposals will be extended appropriately.

PRE-PROPOSAL WEBINAR: A webinar shall be held on September 2, 2020 at 10:00 for interested parties who pre-register. All firms interested in remotely participating in this event must register in advance by e-mail: alfred.hasenkopf@dot.ny.gov.

SINGLE CONTRACT AWARD: The objective is to retain one responsive and responsible prime contractor under contract C037877. Teaming arrangements are allowed. Joint Ventures are not allowed.

LETTERS OF INTEREST: Responsive and responsible contractors interested in receiving the RFP should submit a brief, one-page Letter of Interest (LOI) to the e-mail address of the Contact Person listed below. The LOI should include, at a minimum, the firm name, address, e-mail address, and phone number of a contact person at your firm. A letter announcing the release of the RFP will be mailed to all parties submitting a LOI. When ready, the RFP will be posted to the NYSDOT website and will contain all the information necessary for firms to submit a complete proposal.

For a full description of the project and requirements, please visit the NYSDOT website at: https://www.dot.ny.gov/business or https://www.dot.ny.gov/doing-business/opportunities/opportunities. An e-mail shall be sent to all parties who register in advance that the RFP has been posted to NYSDOT’s website and is now ready for downloading.

DESIGNATED CONTACT PERSON: Mr. Al Hasenkopf, NYSDOT Contract Management, e-mail: alfred.hasenkopf@dot.ny.gov. Under the requirements of the State Procurement Act, all communications regarding advertised projects are to be channeled through NYSDOT Contract Management’s Designated Contacts. Until a contract is approved by the State Comptroller, contact with any other NYSDOT employee concerning this project should not be made unless otherwise directed by NYSDOT Contract Management. Communications made contrary to this policy and deemed an attempt to influence the outcome, may result in disqualification.

NYS Procurement Lobbying Law Compliance 

Required Forms: The contractor shall sign and e-mail/fax the following forms. These forms are part of and due with the contractors’ proposals.

  1. “Offerer’s Affirmation of Understanding of and Agreement pursuant to State Finance Law §139-j (3) and §139-j (6) (b)”
  2. “Offerer Disclosure of Prior Non-Responsibility Determinations"

NYSDOT Guidelines and Procedures: Under the requirements of the State Procurement Act all communications regarding advertised projects are to be channeled through NYSDOT Contract Management. Until a designation is made, communication with any other NYSDOT employee concerning this project that is determined to be an attempt to influence the procurement may result in disqualification.Refer to “NYSDOT PROCUREMENT LOBBYING LAW GUIDELINES AND PROCEDURES” – see the Consultant’s page at NYSDOT’s “Doing Business With DOT” web site: https://www.dot.ny.gov/main/business-center/consultants/non-architectural-engineeringContacts Prior to Designation: Any communications involving an attempt to influence the procurement are only permitted with the following Designated Contact Persons: 

    • The Contract Management Designation Contract Management Specialist
    • The Contract Management Designation Analyst Supervisor
    • The Contract Management Civil Rights Unit Supervisor
    • The Contract Management Assistant Directors
    • The Contract Management Director 

These are some communications exempted from this restriction:

    • Participation in a pre-proposal conference
    • Submittal of written questions when written responses will be provided to all offerers
    • Protests, complaints of improper conduct or misrepresentation 

If any other NYSDOT employee is contacted and they believe a reasonable person would infer that the communication was intended to influence the procurement, the contact must be reported by the NYSDOT employee. If NYSDOT determines an impermissible contact was made, that offerer cannot be awarded the contract. A second violation would lead to a four-year bar on the award of public contracts to the offerer. 

Contacts After Designation: NYSDOT identifies its primary negotiation contacts. The designated contacts include:

    • The Contract Management Negotiation Contract Management Specialist
    • The Contract Management Negotiation Analyst Supervisor
    • The Contract Management Civil Rights Unit Supervisor
    • The Contract Management Assistant Directors
    • The Contract Management Director
    • The Consultant Management Bureau consultant job manager
    • The Consultant Management Bureau consultant job manager’s immediate supervisor
    • Individual(s) that NYSDOT may identify at or after designation 

The law does not limit who may be contacted during the negotiation process. However, if any NYSDOT employee is contacted and they believe a reasonable person would infer that the communication was intended to influence the procurement, the contact must be reported by the NYSDOT employee. 

Information Required from Offerers that Contact NYSDOT Staff, Prior to Contract Approval by the Office of the State Comptroller: The individuals contacting NYSDOT should provide person’s name, e-mail address, firm person works for, address of employer, telephone number, occupation, firm they are representing, and who is to appear before or contact NYSDOT. 

Applicability to an Executed Contract: Restrictions similar to those described above apply to approval or denial of an assignment, amendment (other than amendments that are authorized and payable under the terms of the procurement contract as it was finally awarded or approved by the comptroller, as applicable), renewal or extension of a procurement contract, or any other material change in the procurement contract resulting in a financial benefit to the offerer. The staff noted above as well as the project manager and contractor manager are considered designated contact persons. NYSDOT may identify other contact persons for each of these processes. 

Additional Information: If you require any additional information regarding NYS’s procurement lobbying law, please visit the following:

http://www.ogs.ny.gov/aboutOgs/regulations/defaultAdvisoryCouncil.html (Advisory Council FAQs)

http://www.jcope.ny.gov/

http://www.jcope.ny.gov/about/lob/LEGISLATIVE%20LAW%20ARTICLE%201a.pdf (NY State Lobbying Act)

or contact the designated NYSDOT Contact Person:

Mr. Al Hasenkopf, C037888

NYSDOT Office of Contract Management

50 Wolf Road, 6th Floor

Albany, New York 12232-0203

E-mail: alfred.hasenkopf@dot.ny.gov

Phone: 518-457-1560

Due Date: 10/07/2020 2:00 PM

Contract Term: 1/6/2021 to 1/5/2024 with two one-year extensions

Location: NYSDOT, 50 Wolf Road, Albany, NY 12232

Ad Type: General


Primary Contact:     Transportation, NYS Dept. of
Contract Management Bureau
Contract Management Bureau
Al Hasenkopf
Contract Management Specialist II
50 Wolf Rd.
Albany, NY 12232
United States
Ph: 518-457-1560
Fax: 518-457-8475
alfred.hasenkopf@dot.ny.gov

Secondary contact:     Transportation, NYS Dept. of
Contract Management Bureau
Contract Management Bureau
Patricia Kappeller
Contract Management Specialist 1
50 Wolf Rd, 6th Floor
Albany, NY 12232
United States
Ph: 518-474-6562
Fax:
Patricia.Kappeller@dot.ny.gov
Secondary contact:     Transportation, NYS Dept. of
Contract Management Bureau
Contract Management Bureau
Al Hasenkopf
Contract Management Specialist II
50 Wolf Rd.
Albany, NY 12232
United States
Ph: 518-457-1560
Fax: 518-457-8475
alfred.hasenkopf@dot.ny.gov