Discover the Transport Receipt Format for Research and Development

Transport receipt format for Research and Development

hello all thank you for tuning into the webinar to learn more about the AG research testbed on base shuttle pilot RFP process this webinar is hosted by us ignite led by me megan has fanned of us ignite and my fellow colleague Eric Werner and Scott Turnbull u.s. ignite is a national nonprofit that is accelerating the Smart City movement and creating value for entire ecosystem by guiding communities into the connected future and creating a path for private-sector growth and advancing technology research that's at the heart of smart city development u.s. ignite initiated the AV research testbed and shuttle pilot in October 2009 team in coordination with Fort Carson neighboring Colorado Springs and the University of Colorado's research and engineering Center for unmanned vehicles this endeavor is funded by the US army engineer research and development center it is designed to use research of a vs and sensor based technologies to help the Department of Defense reduce transportation cost improve public safety and deliver faster services on military installation sites today's webinar will focus on RFP basics including the RFP process and overview note that all participants will be on listen-only mode so you can feel free to email us with any RFP related questions that you have today's slide and a recording of the webinar will be available for viewing for all proposers later today let's go ahead and get started the full RFP is available on you attic nights website for viewing please be sure to read the RFP in its entirety to learn about these specific requirements in the RFP baris all RFP since our juice us ignite by January 6th and will publicly post all receive questions and answers On January 7th RFP responses are due to us ignite no later than January 17th at 8 p.m. Eastern you should email your proposal directly to me Megan hist and rest assured us ignite will confirm receipt of your proposals by email as I mentioned my fellow colleagues Scott and Eric are joining me as the host of today's webinar the u.s. ignite team consists of several subject matter experts I've included the contact information of a few of our team members on this slide I'll now turn the webinar over to my colleague Eric Thank You Megan here on slide 5 we can see the key elements that make up a smart base and how the infrastructure works together in the center is the Cantonment area including a security entry gate in operational buildings such as barracks dining facilities and offices with a series of roads and parking lots that connect them the AV shuttle pilot will operate on a route that services a series of locations to demonstrate how it may be able to address the current transportation challenges on the base to better understand the impact of the shuttle on the environment around it a number of external sensors such as cameras will be installed at points along the route to monitor traffic and human factors the local wireless network design is underway and will be put in place to allow collection and management of the data from these sensors and the shuttle itself well not directly included in the stage of the project Colorado Springs is an engaged in adjacent community and home to many of the soldiers and staff working on the base future phases of this effort are sure to include transportation on and off the base so let's get into the details about what the autonomous vehicles research test bed is so once I select we aside flix we turn our focus to the AV research test typically again us ignited leading the project under contract from Eric through August of 2021 the objective of the project is to deploy a number of AVS and sensor based technologies to reduce operational cost improve public public safety and enhance the lives of soldiers and families that live and work on the installation the goal of the project is develop a comprehensive implementation plan for scaling AE technologies at Fort Carson and other hartley bases the partnership between us ignite verdict for Carson and the University of Colorado and the technology vendors such as yourself is key to the success of the project the AV shuttle pilot is a cornerstone upon which the testbed is built and your organization's experience technology and people are what the RFP is seeking fine so let's talk about the overview of Port Carson's transportation profile Fort Carson has presented us with a number of transportation challenges that make this environment unique from other municipal programs first of all there are a lot of single soldiers living in barracks who work train and eat facilities spread across the installation and contrast there are also a large number of commuters in personal vehicles that overwhelm the parking lots in these same locations recognizing this need fort carson has expanded additional resources on its own to run for traditional shuttle routes that operate seven days a week these details of those routes can be found on their website and also on the link in the slide the AV shuttle will help address gaps in the current service powers destinations or be used in times of peak demand the goal is to run the pilot for a year with a possible six month extension depending on the cost of operations so that pilot to service areas have been identified and are shown and the included maps which are also linked through a Google map link the evening loop as we call it is located in the central area of the base and services the base exchange sorry and I be Fitness Center the area has more traffic congestion and route complications such as traffic than built signals and numerous intersection configurations south of the center area is the airfield loop located near Bucks Army Airfield this area is more open and less complicated in terms of traffic patterns and route requirements for example there are no stoplights included in this route once an AV shuttle vendor is selected only one of these areas and routes will be selected for the pilot I'll turn it over to our colleague Scott describe the data analytics thank you very much Eric what differentiates this project from the standard AV pilot project is a desire to establish an analytics assessment and modeling framework that will help the Department of Defense measure and predict the outcomes and impacts of AVS on their installations to that end u.s. ignite is working with professors at the University of Colorado at Boulder to develop a data analysis and modeling platform that consumes data from the AV and cameras installed along the routes we're currently designing a wireless network that will cover the area along the shuttle routes though the network design has not been finalized the ideal situation would be to have the vehicle capable of connecting to most mainstream wireless technologies such as LTE or DSRC project David need not be open but a willingness to share the data the data that is available with the project team is necessary to facilitate the analytics and modeling goals the Department of Defense we'd also ask any AV owner to work in good faith with the data team to establish detail to establish details for sharing a sensor and calibration data also placement of the devices and to support their planning and modeling of the data team the current aim is to have the shuttle provide sparse data updates such as location and status during operations we would intend to offload dense data sets during off our windows during maintenance with a strong desire to make that as hands-off as possible in cases where extremely dense data sets may not be practical for the network and willing to work with us to establish alternative methods to acquire the data set is highly desirable this might include things like offloading data to physical media for transport to the data team lastly I'd like to note the public safety officers have expressed a desire to view video streams from cameras inside the vehicle if they're present and have that capability now I'd like to turn the webinar over to my colleague Megan shall discuss the RFP elements and timeline thank you thought as y'all can see on this page any questions with regarding with RFP should be submitted by email to me on or before January 6 2020 all questions and answers made to us at night will be posted publicly on the u.s. ignite webpage but don't worry we will keep your ident identity secret u.s. ignite is looking forward to receiving your proposal next month on January 17th proposers must submit a complete proposal and the format specified in the RFP no other format will be considered a proposal will consist of two separate documents the technical proposal and the cost proposal dives deeper into these proposal contents and a few moments any proposal received after January 17th 2020 by 8:00 p.m. Eastern will not be considered and will be rejected and returned without review the evaluation period will begin soon after proposals are due I'll also touch base on the evaluation details a few moments from now and late January or early February select responsive proposers may be required to make an oral presentation of their proposed solution to us ignite and other project stakeholders for this oral presentation I envision that this would be a teleconference or video conference call additionally select proposers may be invited to provide live demos as their or another location that is mutually agreed upon by the proposer and us ignite we imagine that these demonstrations will take place during the latter half of January 2020 or early and February 2020 we'll be sure to share more information with select proposers when this time comes near and finally we hope to have an AZ partner or partners selected by the middle of February and I've had a few questions sent to me recently regarding what start date a proposer should take taken to account for their project schedule and you should assume a March 1st start date I'm now is only to dive deep into the details of what's required for the technical proposal the page limit is 20 pages so keep in mind that this 20 page limit does not include resumes or your appendices the technical proposers proposal should include the following information that is depicted in the slide a cover page an organization overview references a management summary attaining an organization structure prior AV shuttle experience a work plan schedule and overall support and note that this will be like the overall meet of your proposal and you should be sure to study Appendix A scope of services and detail to fully understand the requirements of this RFP and the specific operating requirements that we're looking for and we're also looking for a partner section and we encourage proposals to involve small businesses or small disadvantaged business partners and we'd also like in the partner section for you to indicate whether the prime organization or a partner organization qualifies as a small business or small disadvantaged business also we'd like you to include resumes a proposed key staff we are asking that each resume be limited to two pages and like I noted before these resumes do not count against the twenty page limit and then there are several attachments that are required and may include the appendix D which is the financial disclosure and appendix e certification of bonding ability and these documents do not count against the twenty page limit the second part key part of your proposal is the cost proposal and to make putting together your cost proposal easy we create it appendix B and this is a simple table that depicts and breaks down the estimated cost for several key items to include in the cost proposal the cost proposal that you fill out should support these scope of services contained in the RFP and so slowly include all activities in your proposal we intend to issue a fixed price contract for one year with a six month option period to a suitable proposer or proposer to demonstrate the capacity to deliver the quality scope of services and is most responsive to the requirements detailed in the RFP as I noted before we would like the cost estimates in fixed price amounts no time and material amount and we'd also like to see what economies of scale can be realized if a second AV is at it and adding a second AZ and including a second AZ and the proposal is completely optional so as you can see in the table the first column contains your fixed price cost estimates for year one with one ad running the second column includes the fixed price cost estimate for year one with two AV runnings for for the second ad and like I know that this is optional and the third column includes the total fixed price costs for year one for AV number one and AV number two and if you're not including AZ number two and your cost proposal then this total column will just equal the total cost of column one with one AD you'll notice in Appendix B that the cost proposal contains mines a through eight just please be sure to provide your fixed price amount for all of these cost proposal components and no other format will be accepted for the cost proposal so please be sure to use this template so we can compare apples to apples when comparing cost proposals now I would like to dive deep into evaluation when we receive proposals on January 17th the us ignite team will first verify that the submitted proposals satisfy the proposal content requirements and qualified to be evaluated by the evaluation committee and during this evaluation a compliance review us ignite my it may reach out to you and ask for a clarification question or may ask you to supply additional documentation if something is flagged during the compliance review and once your proposal makes it beyond the compliance review we'll also make sure that a member of the evaluation team is not conflicted with anyone that is contained in your proposal but so there's no conflict interest in both fashion appearance next the evaluation committee teams will review all proposals in ance with the RFP the evaluation criteria outlined in the RFP and we will ensure that all proposals are reviewed in a fair competitive transparent and in-depth manner all evaluation factors outlined in this RFP are equally important and will have an impact on the overall recommendation for an award and once the u.s. ignite and its partners wrap up the evaluation phase we will be providing each proposer feedback including strengths and weaknesses of their proposal regardless if they were selected for an award or not as I mentioned there are two phases of the evaluation phase phase one and phase two and phase one is when we will be taking a deep look at your cost proposal and your technical proposal and each evaluation criteria will be scored on a scale of one to five with one being and five being excellent the evaluation criteria that are all equally weighted include knowledge of the project requirements is described in the technical proposal prior AV shuttle experience references and the ability to meet the requirements outlined in Appendix A number two the work plan schedule and overall support as you described in your technical proposal number three is the qualifications range of experience proposed key staff management summary teaming and organization structure and the resumes and four is the project cost and overall value as I noted before it's very important for us to make awards to small businesses and small disadvantaged businesses therefore we awarding bonus evaluation points to proposals that involve small businesses and small disadvantaged businesses proposals that involve the noted small business category concern where at least 50% of the proposed contract budget goes to a small business concern little receive three bonus evaluation points add it to their total evaluation score and proposals that involve small business category concerns where at least 25% of the proposed budget goes to a small business concern will receive one bonus evaluation point add it to the total evaluation score computed for the four evaluation criteria depicted on this slide and just keep in mind that it's important to remember that any commitments that a prime proposer or prime contractor makes to a small business will be part of the contract and must be maintained throughout the term of the contract if an award is made now I will dive deep into a phase two based on the results of phase one us ignite will invite one or more top proposers to provide a demo of the AZ solution to be presented at the proposer site or another site of the proposers choosing and the proposer will allow us at night to inspect their facilities as part of the demo presentation and one key important note is about insurance and I will go into insurance a little in a few moments but if a proposer is selected to provide a demo for us ignite and its partner they will need to provide evidence of insurance in a mountain type game sufficient by us ignite and they will need to call us ignite is an additional name insured and please note that all proposer costs associated with the demo will be the responsibility of the proposer so you with ignite and its partners will cover the expenses related to us ignite team travel to the demo site the evaluation criteria is depicted on this slide there were there are three key evaluation criteria again and they will be scored on a scale of one to five with one being poor and five being excellent the first criteria is the ability for the AV and the proposer to meet the requirements outlined in the scope of services Appendix A and four-four and for the AV to perform in a live demo situation number two is the proposers approach to address the appendix a scope of services and how they detail how they will meet the project requirements and also during this demo phase we anticipate that there will be a meeting face to face where the proposer will present a PowerPoint presentation or another presentation of their choice to us ignite and its partners in the third criteria evaluation criteria our project cost and overall value as described in the cost proposal and we'll be sure to go over the cop proposal in detail at the demo I wanted to quickly also touch on insurance and bonding requirements you should be sure to review Appendix II appendix D and Appendix C in detail to learn about the RFPs insurance and bonding requirements please note that you don't need to have insurance and bonding requirements in place in order to respond to this RFP though these requirements must be in place before the selected successful proposer or proposers again any contract work come March first and if you have any specific questions regarding Appendix C appendix D or appendix E feel free to reach out to us I know there is a great deal of legal language in there and we want to be sure that all proposers are comfortable with the content that is outlined in those appendices now I will turn the webinar over to my colleague Eric and he's going to go over some questions and answers that we have received so far from proposers as I noted before we're going to post all questions and answers that we've received they're due on January 6 but we'll be sure to keep a running list and keep this information available for all proposers Eric thank you so we're really where we'll review some questions that help summarize in the content of the RFP but please be sure to see the RFP for complete explanations so who will review the AV shuttle proposals so the full proposals will be evaluated by us ignite the University of Colorado Boulder Fort Carson and the US army engineer Research & Development Center perfect so together as a team we will review the evaluation criteria and question number two is what review criteria will be used so as we mentioned for review criteria will include the following knowledge of project requirements your work plan schedule and overall support qualifications experience of the organization and staff project costs and overall value please refer to the RFP for full descriptions the u.s. ignite and our partners are looking forward to working with the leaders in this industry to make this front success and we appreciate the effort required to respond to this RFP question number three can other shuttle routes be proposed yes the configuration of the final shuttle route or routes can be designed to match the functional capability of the shuttle while maximizing the utility to poor person the area of service cannot change due to the local network design efforts already underway question 4 in multiple vendors partner to propose a solution yes the vendors are responsible for managing that partnership and responding as a single entity question number five says you as a kite accepting proposals for AVS that are not passenger shelled currently not under this RFP because additional art fees will be released for non shuttle applications as part of the testbed project question six what facilities will be made available to support the operation of the AP shuttle recognizing the need for certain services where carson is looking into indoor temperature controlled garage space with access to electrical power for a be charging for accurate cost estimates please respond assuming no indoor garage spaces available breaking out this expense as a possible cost savings if one has identified question 7 what data from the shuttle operations will vendors need to provide vendors will need to provide basic operations and performance data collected during shuttle operations and would be willing to work with the data analytics team to provide and facilitate taxes to what data is available question 8 does the shuttle need to be accessible accessibility is desired and not required capability so the ridership our soldiers that are expected to be able bodied by definition what is the maximum posted speed limit on the shuttle route maximum posted speed limit on the shuttle route is 30 miles per hour well the shuttle be operating on regular roadways of traffic or on a protected path or pedestrian way Navy shuttle must be capable of operating on regular vehicle arrays with traffic cyclist and pedestrian crossings operation on dedicated cart paths or active pedestrian walkways is not required core considered mashallah can non-us citizens participate in the testbed project even though it is onboard garson yes non-us citizens can participate all personnel who are requesting on escalators access to Fort Carson and not obsession of the DoD ID card or installation fast agile undergo a National Crime Information Center back on track this check involves verifying individual identity and checking their criminal history question 12 if my company is selected by us ignite for contract what start date should we assume so the purposes of creating work plan proposers can assume a March first 20 20 30 or I can learn about the specific operating and system requirement to the AV please refer to Appendix A scope of services and this concludes our webinar cruciate everyone's time and again send all your questions to Megan echo 6 8 thank you very much thank you all for your time and we look forward to receiving your proposals next month thank you and Happy Holidays