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IV. GUIDELINES FOR PREPARING PROPOSALS

            In order to be deemed responsive to this RFP, the Bidders must divide their proposal into the sections described below.  The technical proposal shall be submitted in a three ring binder with each major section described herein separated by a tab.

A. INTRODUCTION

            This section shall contain the name of the company submitting the proposal along with address, telephone, fax and name of a contact person responsible for all issue connected with the proposal.  This section shall also contain any introductory comments deemed relevant by the bidder.

B. GENERAL INFORMATION

            In this section of the proposal, bidders are free to include any information which they feel is pertinent to the selection of their equipment and their company.

C. TECHNICAL INFORMATION

            In this section, Bidder's shall provide information on the following categories relevant to the evaluation of the Technical proposal. This section shall be organized as follows:

    1. Technical features, including conformity of equipment to desired specifications.  Include in this section drawings, diagrams, etc. which illustrate technical and functional features of the hardware and systems.
    2. Additional features or benefits of equipment.
    3. Proven reliability of equipment.
    4. Ease of use of hardware and software.
    5. Quality of field services and engineering assistance.  Proposals shall include descriptions of training and test equipment to be supplied under the training items.
    6. Guarantees and factory service provided by the vendor.
    7. Financial stability of manufacturer and vendor.
    8. Proposed delivery dates (i.e. production rate and delivery schedule, and time required to deliver based on quantity ordered)

D. SCHEDULE

            The bidder shall demonstrate their ability to meet the production delivery schedule requirement stated in Section III C, Table 1, above.  It is anticipated that upon award of the contract, the Department will immediately begin placing orders for equipment according to the requirements, shown in Table 1, for the I-15 project.

            Through subsequent years of the contract, the Department will likely place additional orders at irregular intervals of three months to a year. In the proposal submission, the bidder shall indicate the amount of time required from receipt of an order to delivery of the order.  The time required between receipt of order and delivery of product ordered shall be indicated according to various quantities of equipment ordered.

E. REFERENCES

            Bidders must demonstrate previously installed and operating equipment in other locations. Each bidder must submit along with their proposal three (3) references.

            References shall include customer name, person to contact, address, telephone number, size of installation, and length of time the equipment has been fully operational.

            The Department reserves the right to reject any proposal based on reference information received.

F. EXCEPTIONS OR ALTERNATES TO THE TECHNICAL SPECIFICATIONS

            The technical specifications in this RFP contain provisions for desired software (firmware) features in various hardware devices and systems. However, the Department will consider proposals from vendors for equipment with exceptions or alternates to these software specifications.

            This section of the proposal shall contain the following information regarding exceptions or alternates:

      1. Any significant exceptions to the software specifications shall be specifically identified in the proposal.
      2. The bidder should indicate if his/her equipment provides alternate or similar software features to achieve the same general purpose.
      3. The bidder should indicate if the manufacturer would modify existing software to meet the requirements of UDOT if selected to supply the equipment under this RFP.

            Exceptions to minimum NEMA specifications will not be considered, however. The Department will reject any proposal for equipment which does not strictly meet NEMA specifications.

            Significant exceptions to hardware-related specifications will not be accepted.


G. SPECIAL FEATURES OR SERVICES OFFERED

            This section of the proposal shall contain information on any special features of the equipment or services offered by the vendor, which may be pertinent to selection of the vendor.  This section shall also include the statement of any discount offered in connection with new products developed as described in Section II, paragraph S, above.

H. PRICE PROPOSAL

            The price proposal shall be completed on the bid forms provided at the end of this document (or similar table prepared by the bidder) and submitted with the proposal in a separate sealed envelope.

            When completing the bid sheets, bidders may submit bids under any category, or multiple categories, in a single proposal.  However, when submitting a bid for a category, ALL ITEMS IN THAT CATEGORY MUST HAVE A BID PRICE SUBMITTED in order for the proposal to be  to be accepted (except for category 5).