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Professional Services
October 31, 2003

STATE PROJECT NO. 736-99-1218
CONFINED SPACES WORKSHOPS
STATEWIDE

State Of Louisiana
Department of Transportation and Development

Request For Proposals (RFP)

For

State Project No. 736-99-1218
TRAINING PROGRAM ON DOTD
CONFINED SPACES POLICY
STATEWIDE

OCTOBER 31, 2003
TABLE OF CONTENTS

Section Title
Section
Page(s)
General Information
Section 1.0
3 - 5
Calendar of Events
Section 2.3
6
Evaluation and Selection
Section 5.0
9 - 10
Payment
Section 6.2
10
Audit Requirements
Section 6.4
11
Attachment "A"
12

1.0. GENERAL INFORMATION

1.1 Purpose
Under Authority granted by Title 39 of Louisiana Revised Statutes, the Department of Transportation and Development (herein referred to as the DOTD), hereby issues a Request for Proposals (RFP) to Consulting Firms (Consultant) interested in providing services for statewide implementation of the Confined Spaces Safety Program within the LA DOTD field operations by developing customized training courses. Training courses will be developed using LA DOTD examples and specifics for the three levels of participants (entrants, entry supervisors, and confined space attendants) from DOTD headquarters and district personnel. Interactive workshops are intended to teach participants their responsibilities with respect to the department’s safety policy specific to the Confined Spaces Program. One Primary Consultant will be selected for this contract.

1.2 Scope of Services
The Louisiana Department of Transportation and Development (LA DOTD) has developed a safety policy for its Confined Spaces Program, which contains the safe operating procedures for the protection of its employees when entering into confined spaces, and now needs to train field personnel on this new policy. This new policy is based on current Occupational Safety and Health Administration (OSHA) standards and guidelines. Field employees whose jobs require them to enter, supervise, or attend confined spaces will be required to attend a workshop detailing the hazards and use of equipment required to enter confined space sites and fire watch duties regarding Hot Work situations. Supervisors will be required to attend an additional workshop defining their supervisory responsibilities regarding confined spaces. The confined space site attendants will be required to attend an additional workshop detailing their responsibilities in monitoring and maintaining the site.

The written policy has been approved by the department, and there is a need to develop customized training courses for delivery to employees statewide beginning January 5th, 2004. Training would be in the form of one-day and half-day workshops, teaching twenty (20) to thirty-five (35) students per workshop. The training is to be conducted on-site in each district, in the following cities: Baton Rouge (61), Bridge City (02), New Orleans (CCCD - Bridge Division), Hammond (62), Lafayette (03), Lake Charles (07), Alexandria (08), Chase (58), Monroe (05), and Bossier City (04). LA DOTD will provide the classroom facilities at which the training is to be conducted and the audiovisual equipment needed for the training, and will schedule and notify participants. The project will be managed by LA DOTD training and development staff at the Louisiana Transportation Research Center (LTRC).

1.3 Training Proposed
The training proposed consists of one-day workshops for confined space entrants, entry supervisors, and attendants; half-day workshops for confined space entry supervisors; and half-day workshops for confined space entry attendants. This training will apply to both permitted and non-permitted confined spaces. Please refer to the attached chart (ATTACHMENT “A”) for the projected number of students and workshops for various locations.

Examples of department-specific, permit required confined spaces include, but are not limited to: weigh scale pits, pump stations, pontoon barges, manholes, storm sewers, sewerage treatment plants, water vessels, ferry holds, cofferdams, trenches, tightly spaced bridge beams, concrete bridge pilings, highway tunnels, and equipment/fan rooms in highway tunnels. Examples of non-permitted confined spaces are catch basins and manholes. Examples of Hot Work areas are: pontoon barges, the holds of Ferry (water) vessels, weigh station scale pits, and pump station sumps.

The workshops are to be conducted on-site at LA DOTD district locations, beginning with a pilot class in each topic in Baton Rouge. Based on approval of the training by LTRC, the delivery of the training will continue throughout the state.

1.4 Approach
The starting point for the training project will be the development of customized workshops on the three levels of training, with instructor and student course materials, DOTD-specific examples and illustrations, and including a test at the end of each course to ensure mastery of the information.

Task 1. Develop LA DOTD-specific customized courses, exams, and student materials.

Task 2. Conduct a pilot workshop on each topic by January 27, 2004, in Baton Rouge for approval of the training by LTRC. Revise training if necessary.

Task 3. Conduct workshops on the three levels of training throughout the state through December 31, 2004.

1.5 Significance of Training
Training on their responsibilities with regard to LA DOTD’s policy on the Confined Spaces Safety program will provide LA DOTD employees statewide the knowledge to perform their duties in this area with safety precautions to minimize the health risks of those working in Confined Spaces.

Deliverables
· Develop LA DOTD-specific, customized Confined Space Safety Program training materials and submit a copy of the course outlines, teaching examples and audiovisual illustrations, student materials and exams to LTRC for LA DOTD approval.

· Revise materials, if necessary, and participate with LTRC in scheduling a pilot class in Baton Rouge on each topic. Conduct pilot classes and revise materials if necessary, prior to establishing a schedule for conducting the workshops at the district locations statewide.

· Conduct workshops statewide for twenty (20) to thirty-five (35) students per workshop, training over 1,200 individuals during the remainder of the contract period ending December 31, 2004.

· Administer and grade examinations to be taken by each participant upon completion of the training.

· Provide a copy of the exam results and attendance rosters to the district training coordinator upon completion of each workshop and to the LTRC Project Manager with the monthly billing.

· Award certificates of completion to students who successfully complete the training. 1.6 Proposal Submittal/Costs
Interested parties should submit a written proposal based on their interest and explain how they plan to accomplish project deliverables. The written proposals should include:

1. The project title/location, announcement date, project number, firm (as registered with the Louisiana Secretary of State) and mailing address of the office to perform the work; and the name, title, telephone number, and e-mail address of the official with signing authority for this contract.

2. Include a staffing plan showing the names of staff members who will develop and who will deliver the training at each location.

3. Include a brief resume showing Instructor(s) qualifications and experience, including OSHA-approved instructor designation for the general industry standards, and any other related certifications.

4. Firm and staff ability to develop and customize training materials. Include a course development plan and a description of the instructional methodology to be used.

5. Firm and staff ability to deliver the training on-site to LA DOTD employees statewide.

6. Firm and staff ability to deliver training in interactive-lecture format, containing demonstrations and student practice.

7. The cost of the project. The cost of the project should include development costs by topic and lump-sum per workshop per location, including student materials. The lump-sum per workshop topic cost should include all instructor salary, travel, and per diem costs.

Note: For the purpose of estimating charges for any travel associated with the project: Travel expenses will not be in excess of the state-allowed charges as set forth by the Division of Administration, as found on their website under Office of State Purchasing and Travel (OSP)/Louisiana Office of State Travel/Louisiana Travel Guide for 2003-2004. The web address is: www.state.la.us/osp/travel/travelOffice.htm

2.0 ADMINISTRATIVE INFORMATION

2.1 Expected Time Period for Contract
This RFP is being issued to all qualified consultants for the purpose of issuing a one year contract.

2.2 Project Manager
Requests for copies of the RFP, the LA DOTD Confined Spaces Program, and written questions must be directed to the Project Manager, Ms. Wilma Chustz, Educational Resource Development Manager. She may be reached at (225) 767-9134, e-mail address: wchustz@dotd.state.la.us.

2.3 Calendar of Events

Event Date

Advertise RFP and mail public announcements October 31, 2003

Deadline for written notification of Intent to Submit November 10, 2003

Proposal submission deadline November 17, 2003

Announce Award of “Selected Consultant” December 1, 2003

NOTE: DOTD reserves the right to amend and/or change this schedule of RFP activities, as it deems necessary.

3.0 PROPOSAL INFORMATION

3.1 Minimum Qualifications of Consultant
At least one Instructor for the Consultant must have a minimum of one year experience teaching confined spaces training. The Consultant/Instructor(s) must also have expertise and experience relative to providing customized classroom instruction on safety topics in the workplace, including confined space topics, and be an OSHA-approved instructor for the general industry standards. These requirements must be met at the time of submittal.

3.2 Determination of Responsibility
Determination of the consultant’s responsibility relating to this RFP will be made according to their Submittal. Consultants should ensure that their proposals contain sufficient information for DOTD to make its determination by presenting acceptable evidence of the above to perform the services called for by the contract.

3.3 RFP Addenda
DOTD reserves the right to change the calendar of events or revise any part of the RFP by issuing an addendum to the RFP at any time.

3.4 Waiver of Administrative Informalities
DOTD reserves the right, at its sole discretion, to waive administrative informalities contained in any proposal.

3.5 Proposal Rejection
Issuance of this RFP in no way constitutes a commitment by DOTD to award a contract. DOTD reserves the right to accept or reject, in whole or part, all proposals submitted and/or cancel this announcement if it is determined to be in the DOTD’s best interest.

3.6 Withdrawal and Re-submission of Proposal
A consultant may withdraw a proposal that has been submitted at any time up to the date and time the proposal is due. To accomplish this, a written notification signed by the authorized representative of the consultant must be submitted to the RFP Project manager.

3.7 Subcontracting Information
DOTD will engage a single prime consultant through contract negotiation, and that prime consultant will be responsible for all deliverables referenced in the RFP or proposal. This general requirement notwithstanding, consultants may enter into sub-consultant arrangements; however, they should acknowledge in their proposal total responsibility for the entire contract.

If the consultant intends to subcontract for portions of the work, the consultant should include specific designations of the tasks to be performed by the sub-consultant. Information required of the consultant under the terms of this RFP is also required for each sub-consultant.

Unless provided for in the contract with DOTD, the prime consultant will not contract with any other party for furnishing any of the work and professional services herein contracted for without the express written approval of DOTD.

3.8 Ownership of Proposal
All materials submitted in response to this request become the property of DOTD. Selection or rejection of a proposal does not affect this right.

3.9 Proprietary Information
Only information which is in the nature of legitimate trade secrets or non-published financial data may be deemed proprietary or confidential. Any material within a proposal identified as such must be clearly marked in the proposal and will be handled in accordance with the Louisiana Public Record Act, R.S. 44: 1-44 and applicable rules and regulations. Any proposal marked as confidential or proprietary in its entirety may be rejected without further consideration or recourse.

3.10 Cost of Preparing Proposals
DOTD is not liable for any costs incurred by prospective consultants prior to issuance of or entering into a contract. Costs associated with developing the proposal, preparing for oral presentations, and any other expenses incurred by the consultant in responding to this RFP are entirely the responsibility of the consultant, and will not be reimbursed in any manner by the State of Louisiana.

3.11 Errors and Omissions in Proposal
DOTD will not be liable for any errors in proposals. DOTD reserves the right to make corrections or amendments due to errors identified in proposals by DOTD or the consultant. The DOTD, at its option, has the right to request clarification or additional information from the consultants.

3.12 Contract Award and Execution
DOTD reserves the right to enter into a Contract without further discussion of the proposal submitted based on the initial offer received. DOTD reserves the right to contract for all or a partial list of services offered in the proposal.

The RFP and proposal of the selected consultant will become part of any contract initiated by the DOTD.

3.13 Code of Ethics
Consultants are responsible for determining that there will be no conflict or violation of the Ethics Code if their company is awarded the contract. Ethics issues are interpreted by the Louisiana Board of Ethics.

4.0 RESPONSE INSTRUCTIONS

4.1 Proposal Submission & Format
Three copies of the Proposal must be submitted to DOTD. Any Consultant failing to submit any of the information required on the Proposal will be considered non-responsive.

Name(s) of the Consultant listed on the Proposal, must precisely match the name(s) filed with the Louisiana Secretary of State, Corporation Division.

If the Consultant is a corporation not incorporated under the laws of the State of Louisiana, the Consultant will have obtained a certificate of authority pursuant to R.S. 12:301-302 from the Secretary of State of Louisiana.

If the consultant is a for-profit corporation whose stock is not publicly traded, the consultant will ensure that a disclosure of ownership form has been properly filed with the Secretary of State of Louisiana.
DOTD requires that the Consultant designate one person with signing authority to verify that all information is accurate and true, and receive all documents and the method in which the documents are best delivered in the Proposal.

The Proposal will be identified with State Project No. 736-99-1218 and will be submitted prior to 2:00 p.m. on Monday, November 17, 2003, by hand delivery or mail addressed to:

Department of Transportation and Development
Attn.: Dr. Babak Naghavi, P.E., P.H.
Consultant Contract Services Administrator
1201 Capitol Access Road, Room 405-T
Baton Rouge, LA 70802-4438 or
Post Office Box 94245
Baton Rouge, Louisiana 70804-9245
Telephone: (225) 379-1989

4.4 Cover Letter
A cover letter should be submitted on the consultant’s official business letterhead explaining the intent of the consultant.

4.5 Price Proposal
Consultant should submit a price proposal for successful completion of tasks 1 – 3 under Scope of Services. The proposed price should be shown in the Proposal as instructed in Section 1.6.

5.0 EVALUATION AND SELECTION

5.1 Evaluation Team
The evaluation of proposals will be accomplished by DOTD Consultant Evaluation Committee, which will determine the proposal most advantageous to DOTD.

5.2 Administrative and Mandatory Screening
All proposals will be reviewed to determine compliance with administrative and mandatory requirements as specified in the RFP. Proposals found not to be in compliance will be rejected from further consideration.

5.3 Evaluation and Review
Proposals that pass the preliminary screening and mandatory requirements will be evaluated based on information provided in the proposal.

The general criteria to be used by DOTD in evaluating responses for the selection of a Consultant to perform these services are:

CriteriaMaximum Score
1. Course Development Plan and Instructional Methodology25
2. Consultant’s total project price40
3. Consultant’s firm experience as related to the project10
4. Consultant’s personnel experience as related to the project25
Total Score100

Each consultant will receive a price score computed as follows:
Price Score = Lowest Proposed Price x 40
Consultant’s Proposed Price

The Consultant Evaluation Committee will compile the scores and make a recommendation to the Secretary on the basis of highest score. The award of a contract is subject to the approval of the Division of Administration, Office of Contractual Review.

5.4 Announcement of Consultant
DOTD will notify the successful consultant and proceed to negotiate terms for final contract. Unsuccessful consultants will be notified in writing accordingly.

6.0 CONSULTANT REQUIREMENTS

6.1 Contract Requirements
The selected consultant will be expected to enter into a contract which is substantially the same as the sample contract on the LaDOTD Consultant Contract Services Website. In no event is a Consultant to submit its own standard contract terms and conditions as a response to this RFP. The Consultant should submit with their proposal any exceptions or exact contract deviations that their firm wishes to negotiate. Negotiations may begin with the announcement of the selected consultant.

If the contract negotiation period exceeds 90 days or if the selected Consultant fails to sign the final contract within 10 business days of delivery of it, the DOTD may elect to cancel the award and award the contract to the next-highest-ranked Consultant.

6.2 Payment
The monthly invoice, reflecting the number of workshops per topic, with the dates and location of each workshop, shall be submitted directly to the Project Manager. The completed rosters of each workshop conducted certifying participant attendance shall also be submitted with the monthly invoices. The invoice shall also show the total of previous payments-on-account to this contract, and the amount due and payable as of the date of the current invoice. Monthly payments will be approved by the LTRC Associate Director for Technology Transfer and Training.


6.3 Confidentiality
All financial, statistical, personal, technical and other data and information relating to DOTD’s operation which are designated confidential by DOTD and made available to the consultant in order to carry out this contract, or which become available to the consultant in carrying out this contract, will be protected by the consultant from unauthorized use and disclosure through the observance of the same or more effective procedural requirements as are applicable to DOTD. The identification of all such confidential data and information as well as DOTD’s procedural requirements for protection of such data and information from unauthorized use and disclosure will be provided by DOTD in writing to the consultant. If the methods and procedures employed by the consultant for the protection of the consultant’s data and information are deemed by DOTD to be adequate for the protection of DOTD’s confidential information, such methods and procedures may be used, with the written consent of DOTD, to carry out the intent of this paragraph. The consultant will not be required under the provisions of the paragraph to keep confidential any data or information which is or becomes publicly available, is already rightfully in the consultant’s possession, is independently developed by the consultant outside the scope of the contract, or is rightfully obtained from third parties.

Under no circumstance is the consultant to discuss and/or release information to the media concerning this project without prior express written approval of the DOTD.

6.4 Audit Requirements
The selected Consultant will allow the DOTD Audit Section to perform audits of their books.
The selected Consultant will maintain an approved Project Cost System and segregate direct from indirect cost in their General Ledger. Pre-award and post audits, as well as interim audits, may be required. For audit purposes, the selected Consultant will maintain accounting records for a minimum of five years after final contract payment.

ATTACHMENT "A"

CONFINED SPACE TRAINING
PROJECT NUMBERS BY DISTRICT/SECTION


District/Section

Entrant
Entry Supervisor

Attendant
No. of Students Per Class
Number of Workshops by Topic
Entrant
Entry Supervisor
Attendant
02 Bridge City
185
44
44
22
8
2
2
59 C.C.C.D.
115
50
115
25
5
2
5
Total N.O. Area
300
94
159
47
13
4
7
03 Lafayette
125
55
55
36
4
2
2
04 Bossier City
62
11
11
35
2
1
1
05 Monroe
67
30
9
20
3
1
1
58 Chase
124
35
124
20
6
2
6
62 Hammond
155
5
12
20
8
1
1
07 Lake Charles
190
40
40
25
8
2
2
08 Alexandria
72
26
28
35
2
1
1
B.R. Sections:
61
51
10
10
30
22
2
2
2
42
32
8
8
45
22
12
12
51
95
28
10
Total B.R. Area
202
60
42
30
7
2
2
Totals
1202
328
470
52
15
22
Note:  Where numbers are small, they may be combined with another district for a particular topic.