3. scope of services - Henrico County

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RFP #
11
-
8974
-
1CS

March
9
, 2012


REQUEST FOR PROPOSAL

ADVANCED TRAFFIC MANAGEMENT SYSTEM (ATMS) IMPROVEMENTS

HENRICO COUNTY PUBLIC WORKS


TRAFFIC
ENGINEERING

DIVISION


COUNTY OF HENRICO, VIRGINIA


Your firm is invited to submit a proposal for an
integrated, full
-
featured Advanced Traffic Management System for

the
Department of Public Works,

Traffic
Engineering
Division in accordance with the enclosed specifications. The submittal
consisting of the
original proposal and
nine

(
9
)
additional copies
marked,
"A PROPOSAL for Advanced Traffic

Management System", will be received no later than
3:00

p.m.,
April 20, 2012
, by:


IN PERSON OR SPECIAL COURIER

U.S. POSTAL SERVICE

County of Henrico

County of Henrico

Department of General Services

Department of Ge
neral Services

Purchasing Office OR

P.O. Box 90775

1590 E. Parham Road

Henrico VA 23273
-
0775

Henrico VA 23228


This RFP and any addenda are available on the County of Henrico website at:

www.co.henrico.va.us

The Bids and Proposals link is
listed under the Henrico Business Section on the home page. To download the IFB, click the link and save the document to you
r hard drive.
To receive a printed copy of this document please call (80
4) 501
-
5660 or
bla04@co.henrico.va.us
. To receive an email copy of this document
or any technical assistance please contact
edw@co.henrico.va.us



Time is of the es
sence and any proposal received
after

3
:00 p.m
.,

April 20, 2012
, whether by mail or otherwise, will be
returned unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Office, Department of
General Services. Proposals
shall be placed in a sealed, opaque envelope, marked in the lower left
-
hand corner with the RFP
number, title, and date and hour proposals are scheduled to be received. Offerors are responsible for ensuring that their
proposal is stamped by Purchasing Off
ice personnel by the deadline indicated.


A pre
-
proposal conference will be held on
March 19
th
, 2012

at
2:00 p.m.

in the Purchasing Office, North Run Office
Park, 1590 East Parham Road,
Henrico
, VA. Offerors are strongly encouraged to attend the pre
-
propos
al conference
in order to ask questions regarding the RFP requirements and to familiarize themselves with purchasing procedures.
Only two representatives from each firm will be allowed to attend the meeting or is limited to one caller from each
supplier.


A teleconference number has been established for suppliers who are unable to travel to the County of
Henrico. To join the meeting, call 804
-
501
-
7555

and
enter meeting ID
#
7002

and password #
6235
.
Please bring a copy
of the RFP with you in order to discus
s the requirements.



Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, a
ll
responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept

or reject any or all
proposals submitted.


Technical questions concerning this Request for Proposal should be submitted no later than
March 27, 2012

to Cecelia H.
Stowe in
writing to email
:
sto05@co.henrico.va.us.


Very truly your
s,


Christopher L. Winstead, P.E.

Director of General Services



Cecelia H. Stowe, CPPO, C.P.M.

804
-
501
-
5685








Sto05@co.henrico.va.us









DEPARTMENT OF GENERAL SERVICES

CHRISTOPHER L. WINSTEAD, P.E.

DIRECTOR

COMMONWEALT
H OF VIRGINIA

C
OUNTY OF
H
ENRICO




1

Table of
Contents

1.

PURPOSE:

................................
................................
................................
................................
..............

2

2.

BACKGROUND:

................................
................................
................................
................................
.....

2

3.

SCOPE OF SERVICES:

................................
................................
................................
.............................

3

4.

Project Schedule

................................
................................
................................
................................
.

20

5.

County Responsibilities

................................
................................
................................
......................

20

6.

General Contract Terms and Conditions

................................
................................
............................

21

7.

VDOT/Fed
eral Contract Provisions

................................
................................
................................
.....

28

8.

Proposal Submission Requirements:

................................
................................
................................
..

81

9.

Proposal Response Format:

................................
................................
................................
................

82

10.

Proposal Evaluation/Selection Process:

................................
................................
.............................

85


ATTACHMENTS

Attachment A



Insurance Specifications

Attachment B



Proposal Signature Sheet

Attachment C
-

Prop
rietary/Confidential Information I
dentification

Attachment D
-

Virginia State Corporation Commission
R
egistration

I
nformation

Attachment E
-

Supplier Reference Sheet

Attachment F
-
Proposed Staffing for Offeror’s Project Team

Attachment G



Functionality Compliance Matrix

Attachment H


It
em Pricing Schedule

Attachment I



Henrico
ATMS Implementation

Equipment Models & Exceptions

Attachment J



Henrico ATMS Exceptions to Drawings

Attachment K



Henrico County GIS/IT Policy: Geo
-
Centric Interoperability Requirements for
Enterprise Systems

A
ttachment L



Implementation Drawings and Specifications for Henrico ATMS upgrades

Attachment M


VDOT / Federal Forms
/C
-
111 Minimum DBE Requirements



2

1.

PURPOSE:

The intent of this Request for Proposals (RFP) is to solicit sealed technical and cost proposals

from

qualified
offeror
s to

furnish, install, and fully integrate
signal
system
improvements

for

the
Henrico

County

T
raffic
S
ignal
S
ystem
, to include central system software and hardware, field hardware, and communications
.

Field controller
hardware and ce
ntral software shall be provided by the same
Offeror.

The County is not seeking to obtain a
central software application from a third
-
party integrator.

The
proposed
Henrico ATMS
signal system
improvements

will

consist of
new TS
-
2
local controller
s and
firm
ware that are compatible with the existing TS
-
1 cabinets, and new

central system software that provides real
-
time functionality over the proposed
wireless and leased
-
line
communications network.

The S
uccessful Offeror will be required to fully integrate th
e
traffic signal system software locally at signal
controllers and centrally at the County Signal Shop. In addition, the Successful Offeror will provide training and
technical support as per the stated requirements within this RFP.
It is the responsibility

of the Successful Offeror
to include any and all items required for a complete and comprehensive solution, regardless of their inclusion or
exclusion in this document.

2.

BACKGROUND:

2.1


Existing System

The

County currently operates and maintains
140

traffic si
gnals of which 2
5

are currently
coordinated within the Henrico County Signal System.
The system currently uses a mix of
different models of Eagle
and Econolite
TS
-
1

controllers in TS
-
1 cabinets of varying sizes.
The
system consists of three closed loop si
gnal systems (with
three
master controller
s

connecting
1
3

local controllers) and two corridors with time
-
sync based signal coordination (encompassing 12
local controllers).

The closed loop systems use twisted pair copper cables or
serial wireless
radios
fo
r interconnect among the
local
controllers
,

and the master controllers are integrated with
telephone dial
-
up modems

for accessibility from central
. A single desktop computer at
the County
Signal Shop

runs software to communicate with the master controllers

of the closed loop systems.

The limiting features of the
system

and the communications have prompte
d

County staff to
perform routine tasks such as synch
roniz
ing clocks in the field as opposed to remotely from the
Signal Shop.
The County also has signals t
hat are part of a VDOT
-
coordinated system along S.
Laburnum Ave at I
-
64 using a VDOT master controller at cabinet 61.

2.2


Proposed System

The

County is proposing to implement a

fully distributed system with new
local controller

hardware/
software
,

new

central
system
software
with expanded capabilities
,

and
expanded
wireless and leased
-
line communications

that
will serve to meet the needs of the County.
The
e
xpanded capabilities will focus on the replacement of central system hardware and software

to
accommodate

an upgrade from closed
-
loop to a distributed system
, expansion of the system
communications to include additional signals

and improving reliability of existing
communications

and the addition of equipment
in subsequent phases
to support planned ITS


3

elemen
ts

such as CCTV cameras
.

The County is proposing to replace all of the existing TS
-
1
controllers with new TS
-
2 controllers for installation in the existing TS
-
1 cabinets.

Migration to TS
-
2 cabinets will occur at a later date.

TS
-
2 detector racks and MMU f
unctionality
will be considered as an option for this first phase of deployment.

Proposed system functional needs and features were
developed

based on discussions with County
staff and results of a functionality survey. The general functions desired by
the

County with the
signal system upgrade include:



Conversion of the existing closed loop system
s

to a fully distributed
central
system



Real
-
time field equipment status updates



Enhanced traffic and system monitoring



Enhanced troubleshooting capabilities



Incre
ased communications coverage of existing signals



Improved communications reliability



Remote system access (
uploading/
downloading to controllers; changing timings)



Capability/Flexibility for system expansion



Hardware and software from a single vendor suppli
er (e.g. no third
-
party software integrator solutions)

3.

S
COPE OF SERVICES
:

The Successful Offeror shall provide all labor, materials, supervision and project management necessary to
upgrade the Henrico County
ATMS

by providing a comprehensive integrated sof
tware solution to meet the needs
of the County

identified
in the
Implementation Drawings

and
S
pecifications

(
Attachment
L
)

and

as
identified
herein
.

3.1


High
-
level Overview of Scope

Installation of field controllers, wireless communications, central system so
ftware, and supporting
leased telecommunications services

as identified in the drawings and implementation
requirements in
Attachment
L
.



Furnishing and installing TS
-
2 controllers in existing TS
-
1 cabinets



Furnishing and installing new cabinet accessories
(MMU, BIUs, detector racks, detector cards)



Transferring coding parameters from existing controllers to proposed controllers



Furnishing and installing Wireless Ethernet radios
for local interconnect to individual traffic signal
groups



Furnishing and instal
ling DSL/
FiOS
Modem equipment and services at designated locations

within
each traffic signal group and at isolated signals shown in the
Implementation Drawings



Furnishing and installing central system

hardware and

software



Configuring central system softw
are with intersection mapping



Integration of GIS data layers with County’s geo
-
centric data structure



Integration testing and Acceptance testing



Documentation




4

Proposed ATMS elements shall conform to the following requirements for hardware and software.

Th
e objective
of this section is to present the system functional requirements for use by the proposed ATMS to achieve the
desired software, hardware, communication, and associated system upgrades.

3.2

ATMS,
Architecture & System

Requirements

3.2.1

High Level System
Description

These requirements describe an arterial traffic management central system purchased following the preparation of
implementation drawings

and specifications. It includes the necessary central system hardware and software to
support monitoring a
nd control of approximately
250 traffic

signal controllers, 30 system detectors (if the County
later decides to implement traffic responsive or adaptive, and 30 closed circuit television (CCTV) surveillance
cameras in a mixed communications infrastructure
comprised of Ethernet over wireless communications, and
Ethernet over leased telecommunication lines (via DSL or
FiOS
). Henrico County will maintain one fully
functional traffic operations center at the Traffic Division Signal Shop on Woodman Rd. Remote
access will be
provided at the County Government Complex on Parham Rd. The system shall be sufficiently stable to run
continuously (i.e. 24/7) and unattended outside of standard weekday peak hours.

The existing ATMS is comprised of
1
40

signalized intersec
tions consisting of approximately 25 signals
that
have
existing interconnect
,

and
the remaining 11
5

signals
are currently
running isolated. The proposed system shall
have a central distributed architecture, where the central system will communicate direct
ly with each local traffic
signal controller currently connected to central operations center to monitor signal controllers and provide upload
and download database capabilities and the ability to support traffic adaptive and traffic responsive operations.

The system shall have controllers that store time
-
of
-
day coordinated timing plans and local intersection timing
parameters. An additional allotment of signals presently running off
-
line will be incorporated into the new central
system via Ethernet over w
ireless communications and initially a leased telecommunication line to provide
system operators direct signal control. The system shall be designed for a phased implementation process in
which
the Successful Offeror
will supply new signal controllers
, ce
ntral software,
and communications

for
Task

1
. Subsequent tasks will incorporate additional signal controller clusters, communications, central system
integration, and system support equipment.

The
Successful Offeror
s shall provide all hardware, software,

and
other equipment necessary for each
Task

as well as provide training for a more complete and operational ATMS.

The system shall have a client
-
server local network environment and be Microsoft
Windows
-
based, with an
intuitive graphical user interface (G
UI), mapping and display functionality, and support seamless cutting and
pasting between standard
Windows

applications such as Microsoft
Office

Word

and
Excel

and the signal system
application. All system information shall be stored in a centralized multi
-
user database. It shall monitor system
components and alert operators of unexpected
conditions;

log and time stamp all important activity, provide
device status displays, and allow the creation of a variety of reports to facilitate management of the syst
em and
monitoring of system performance.

The system shall include centralized traffic control functionality and allow intersections to dynamically move
from one control group to another. Control shall be distributed with the local intersection, storing and

implementing time of day local and coordination plans with the central system, monitoring local operations,
maintaining a consistent time source, allow for central based scheduled and manual overrides, and support
additional functionalities, such as traff
ic responsive operations. The system shall accommodate emergency vehicle


5

preemption, and the future application of transit vehicle priority. The system shall support polling, viewing, and
controlling CCTV cameras.

During
Phase 1

of the system upgrades, f
ield controller locations shall be upgraded on a “wireless cluster” by
“wireless cluster” basis to minimize system downtime. The location of the proposed central servers shall be at the
Traffic Operations Center

at the Signal Shop on Woodman Rd. As contr
ollers are transitioned to the new central
system, they shall then be transitioned from monitoring by the existing central system. The proposed signals are
to be integrated with neighboring signals using wireless, and integrated with DSL/
FIOS
network acce
ss for
communications with the central system.
Wireless backhaul may be used in a later phase to replace leased
network access points.

3.2.2

System Architecture

Modern traffic management systems are typically designed around a computer cluster acting as server(
s) to a
group of operator workstations acting as client(s). This is typically described as “client
-
server” architecture. The
server(s) manage field communications (center to field device) and collect and process field device data into
traffic information
. The system provides traffic information to human operators through the
client
operator
workstations. It also makes available historical information through reports generated from a database. The
system shall have a client
-
server architecture that acco
mmodates 10 or more concurrent users.

3.2.2.1

Operating System (OS)

The operating system for servers shall be Microsoft
Windows Server 2008

Standard Edition (or the latest version
if a later version becomes available). The operating system for client workstations

and laptops shall be Microsoft
Windows 7

Professional.

3.2.2.2

Local Area Network (LAN)

3.2.2.2.1

Phase 1 of the ATMS upgrade shall consist of deploying new TS
-
2 field controllers with native
Ethernet communications parts that will be interconnected in various groups using

wireless communications.
These groups will then communicate with the central servers via leased DSL
/FiOS

lines serving as backhaul to
the traffic operations center. An environmentally field
-
hardened wireless transceiver/network switch shall be
provided
at each field cabinet. The traffic operations center and DSL/
FiOS

access point network router/switches
shall accommodate all connected LAN devices with 25% spare capacity. At the traffic operations center,
hardware shall be provided to connect servers, wor
kstations, printers, and other devices at the traffic operations
center.

3.2.2.2.2

An environmentally field
-
hardened wireless transceiver/network switch shall be provided at each
field cabinet.
All wireless communications will have a link to the closest proposed D
SL/
FiOS

access point
infrastructure to communicate with the central system. Wireless transmissions for signal interconnect shall
support a bandwidth of 1Mbps at a minimum.

3.2.2.2.3

The field
-
to
-
central network shall be based on an Ethernet platform and shall acc
ommodate
communications over a mixture of wireless communications, DSL
/FiOS

backhaul leased lines, and existing
twisted
-
pair, and potentially fiber optic cabling in the future. In Phase 2 and beyond, County wireless backhaul
systems would be deployed, whi
ch will limit backhauling over leased DSL or
FiOS

telecommunication lines.
Beyond phase 2, a core fiber optic ring may be introduced as a backhaul element (where deployed) to
communicate with the central system.



6

Firewalls shall be provided and be appro
priately configured for proper security for interfaces with other County
departments, external organizations, and/or the Internet.

3.2.2.3

Servers and Workstations

Performance of server and workstation hardware is a continual and rapidly changing environment. The
following
section provides general guidelines for the performance of proposed servers and workstations to support the
Henrico County ATMS deployment. These guidelines should be re
-
visited prior to final procurement of central
system equipment to provide th
e County with the optimum configurations that are on the market at the time of
purchase.

3.2.2.4

Application/file/database server

An application server shall be provided to run the central system software, house the database, and be a central
storage location for
system files. It shall meet the following minimum requirements:



Rack
-
mount server configuration consuming no more than 3 rack units (RU) (5.25”H x 19”W x
24”D)



Support for two or more quad
-
core Processors (i.e. 64
-
bit Intel Xeon processor at 2.4 GHz/8 MB
C
ache, 1333 MHz Max Mem (or performance equivalent)



At least three 10,000 rpm hard drives configured in a RAID 5 operation mode with sufficient capacity
and 100% spare storage capacity. 750 GB minimum.



8 GB of Double
-
Data Rate (DDR3 or better) Synchronous D
ynamic Random Access Memory
(SDRAM)



Dual
-
port 10/100/1000 Mbps Ethernet network interface adapter



DVD+/
-
RW burner and CD/DVD
-
ROM reader combination drive



Redundant power supplies



Redundant cooling fans



1RU rack
-
mount keyboard, monitor, and mouse drawer eq
uipped with a 15” LCD monitor rated for a
minimum of 1024x768 pixel resolution



Keyboard/video/mouse (KVM) switch accommodating at inputs from at least 8 servers/workstations,
and at least two outputs including the keyboard, monitor, and mouse drawer, and a
t least one USB
port and one serial port.


The servers shall come with the following software installed:



Microsoft
Windows 2008 Server

Standard Edition R2 64
-
bit Operating System (or later approved
version)



Standard database formats (i.e. MS SQL Server, Or
acle, etc.)


Servers shall be installed at the traffic operations center. The servers shall support file synchronization/mirroring
at least once a day to minimize data loss in the event of primary server outage. Engineering or IT will backup
server data fr
om Network Attached Storage (NAS) devices. Servers shall be covered under a 5
-
year, 24/7
technical support warranty per County standards.

3.2.2.5

Communication Port server

A communication port server shall be provided to manage communications with field devices
. It shall
have the same specifications as the application/file/database server. The server shall be configured to
replicate the database of the main application/database server. The server shall be integrated with the
KVM switch.



7

3.2.2.6

Workstations


Two (2) c
lient workstations shall be provided at the traffic operations center for operators to use the system. They
shall have identical specifications and shall meet the following minimum requirements:




64
-
bit processor system (i.e. Intel Core i7 processor (or p
erformance equivalent))



8 GB (DDR3 or better)
-
SDRAM



320 GB (min) hard drive



10/100/1000 Mbps Ethernet network adapter



512 MB Video Card



DVD+/
-
RW burner and CD/DVD
-
ROM reader combination drive



Dual 24” LCD flat panel monitors, 1920 x 1080 pixel resolution



M
inimum two USB ports



Keyboard, mouse


The workstations shall come with the following other software installed:



Microsoft
Windows 7

Professional

64
-
bit Operating System



Microsoft
Office 2007

Standard Edition

3.2.2.7

Laptops

Four (4) laptops shall be provided to acc
ess the central system remotely or from the field. Three (3) shall be for
signal shop/field technicians, one (1) shall be for the County engineering staff. They shall have identical
specifications and shall meet the following minimum requirements:




64
-
bi
t processor system (i.e. Intel Core i7 processor (or performance equivalent))



8 GB (DDR3 or better)
-
SDRAM



320 GB shock
-
resistant hard drive



DVD+/
-
RW burner and CD/DVD
-
ROM reader combination drive



802.11a/b/g/n wireless network card built
-
in



Cellular/PCS a
ccess card



Web
-
cam built
-
in



Minimum two USB ports and one serial port



Approximately 15” diagonal LCD screen with outdoor/sunlight
-
readable visibility (Transflective,
High Brite, or performance equivalent technology)



Drop resistant to MIL
-
STD 810F standard
specifications



Spill
-
resistant keyboard



Primary extended life battery



Secondary battery



Carrying case


The laptops shall come with the following other software installed:



Microsoft
Windows 7 Professional

64
-
bit Operating System



Microsoft
Office 2007

Standa
rd Edition


Six licenses of Synchro Professional (version 7.0 or the most current version available and adopted by the County
at the time the equipment is purchased) shall be provided for installation on all workstations and laptops.



8

3.2.2.8

Printers and Plotters

3.2.2.8.1

One (1) color, laser printer shall be provided at the Traffic Operations Center. It shall meet the
following minimum requirements:



Support for Letter (8.5x11in.), Legal (8.5x14in.), Statement (5.5x8.5in.), Executive (7.25x10.5in.), and
Ledger (11x17in,)
paper sizes



Min. two (2) 100 sheet input trays



Black print speed min. 27 ppm



Color print speed min. 27 ppm



Black print resolution up to 600 x 600 dpi



Color print resolution up to 600 x 600 dpi



Min. 160 MB memory



Compatibility with Microsoft Windows 7



Avera
ge monthly print volume: 7000 pages



Product Example: HP 5550



Built
-
in 10/100Mbps Network adapter (minimum)


3.2.2.8.2

One (1) color, large
-
format plotter shall be provided at the Traffic Operations Center. It shall
meet the following minimum requirements:



Suppor
t for 24 to 42 in media roll



Dual
-
mode take
-
up reel



2 additional media spindles



Support for media up to 22 mil thick



Automatic page cutter



Min. 256 MB memory



Min. 40 GB hard disk memory



Color print resolution up to 2400 x 1200 dpi



Compatible with Microsoft

Windows 7



Postscript drivers



Built
-
in 10/100/1000Mbps (minimum) Network adapter



User maintenance kit



Plotter stand with media bin and locking wheels



Product Example: HP Z6100


3.2.2.8.3

One (1) color scanner shall be provided at the TOC. It shall meet the followin
g minimum
requirements:



Sheetfed (ADF) and Flatbed



Scan resolution, optical: 600 dpi



Bit depth: 48 bit internal/24
-
bit external (color)



Levels of grayscale: 256 or better



Multifeed detection



Automatic document feeder capacity: 50 sheets



Automatic document
feeder speed: 10 ppm minimum at 300 dpi



Scan size, maximum (ADF): 11 x 17 in



Media types: Paper (plain, inkjet); envelopes; labels; cards (business, insurance, embossed, plastic ID)



Scan file formats: PDF (searchable, MRC, PDF/A); TIFF (single page, multi
-
page, compressed: G3, G4,
LZW); JPG; BMP; PNG; DOC; RTF; TXT; WPD; XLS; HTML; OPF; UNICODE; XML



Connectivity : Hi
-
Speed USB 2.0 at a minimum; Optional 10/100Mbps Ethernet



9



Twain: Version 1.9

3.2.3

Network Clock

A Network Time Protocol (NTP) clock reference to mai
ntain accurate time shall be provided. It shall be the NTP
server on the LAN from which all field devices obtain their time. A secondary/backup time server shall be
established for the system using either publicly available NTP servers over the Internet or

via the County’s
intranet.

3.2.4

Video Wall Display

As part of the County’s ATMS upgrades, a large flat panel video display shall be installed at the traffic operations
center. The display shall be integrated with an operator workstation for displaying ATMS inf
ormation, maps, etc.

3.2.5

Uninterruptible Power Supplies

3.2.5.1

Server UPS

Uninterruptible Power Supplies (UPS) shall be included that can support all central system components

including workstations

running without disruption for at least the first 30 minutes of a p
ower outage. The UPS
shall initiate an orderly shutdown of all operating systems prior to loss of UPS power. Sufficient rack
-
mount
UPS’s shall be provided for the central servers. To satisfy the requirements, each UPS shall be no larger than
3RU high and

shall have the server loads distributed between them. Dual power supply cords from each server
shall be divided between two UPS devices. UPS power management software shall be provided for connected
servers to fail over to the secondary UPS in the event t
he other UPS fails or is taken off
-
line for maintenance,
exchanging batteries, etc. The software shall provide the functionality to automatically shut
-
down the attached
servers only if both of the UPS devices lose primary power.

3.2.5.2

Workstation UPS

Workstati
ons shall be provided with stand
-
alone UPS devices to support operations for a minimum of 10 minutes.

Software shall be provided and installed on each workstation with the functionality to automatically shut
-
down
the attached workstation if the UPS device
loses primary power and its batteries are nearing depletion.

3.2.6

Multiple Site Access

The system shall allow multiple users (up to ten) from one or more locations (i.e. traffic operation center, field
network locations, etc.) to access the system concurrently
over an Ethernet
-
attached network interface, virtual
private network (VPN) over the Internet, or via dial
-
up remote access telephone lines.

3.2.7

Data Backups

Hard drive images for each server and workstation shall be provided on DVD that can restore all comput
ers to
their settings at system acceptance, i.e., including all installed software and all database configurations. Windows
Terminal Services or other equivalent service (e.g. Citrix) may be used with prior approval by County IT.

The Traffic Division or De
partment of Information Technology will establish a remote storage location for
backup of the ATMS server(s) from the Signal Shop as part of normal backup routines for application servers.

3.2.8

System Capacity

The system shall accommodate at least 250 field c
ontrollers.



10

The system shall accommodate at least 50 ITS field devices.

The system shall accommodate at least 30 system detectors for future functionality support.

The system shall accommodate at least 10 concurrent users, including remote users.

3.2.9

Security/
Reliability

3.2.9.1

Start
-
up and Shutdown

At initial startup, the system shall begin normal operation with no prior state information.

The system shall save all data and end all processes in an orderly manner at user
-
initiated system shutdown.

The system shall sav
e all data and end all processes in an orderly manner upon shutdown of the operating system.

Startup and shutdown operations shall be logged and/or initiate a user
-
defined alarm, where possible.

3.2.9.2

User Access Permissions

In addition to the network security f
eatures provided by the Windows Operating System, the software shall
provide customizable levels of access security. Each user must enter a login name and password before gaining
access to the software. The system shall archive all login and logout activ
ity.

The system shall accept any number of users to be configured onto the database. The system shall have a
minimum of three levels of security, as follows:



Admin User



Read/Write User



Read Only User


The top level (Admin User) shall provide for total acc
ess (i.e. permit the operator to view and change all
information in the system). Only users with this authorization shall be permitted to view or change access
security codes, add new users and delete existing users.

A bottom level (Read Only User) shall
permit viewing of all information (except access security codes) and
reports, yet not permit the operator to make any changes to the database.

The middle level (Read/Write User) shall permit the viewing of all information and permit the operator to perform

common user commands and make required database changes. It is envisioned that most “every
-
day” users of the
system will have this level of security.

The system shall also provide the ability to customize each user’s privileges with respect to system fun
ctionality.
Specific privileges shall be configurable for each user, with respect to each of the following functions:



User Setup (Admin User Only)



System Preferences



Servers Setup



Scheduler



Communications Failure Alerts



11



Monitor/Conflict Flash Alerts



Contr
oller Error Alerts



Upload/Download Commands



Manual Commands


All login and logout activity shall be logged.

3.2.9.3

Remote Access

Users shall be able to access the system remotely via dial
-
up, or VPN over the Internet at a minimum. Remote
access shall be protected

by proper user security privileges and require regular password permission review and
changes to provide adequate protection of the central system.

3.2.9.4

Texting/Short Message Service (SMS)

The system shall have the ability to send SMS/texts. The system shall
be configurable to mobile numbers at user
-
defined alarm conditions. The system shall allow the user to configure which number(s) are texted for different
alarm conditions. The system shall be configurable to SMS/text different numbers at different times
of day and
day of the week.

3.2.9.5

Clock Synchronization

The system shall be able to broadcast time to servers, workstations, field controllers, and field devices at user
defined intervals. Servers shall keep their system time synchronized with the NTP server at

all times.
Workstations shall synchronize their clocks to the NTP server at login (Reference Section
3.2.3
), or an agreed
upon interval.

3.2.10

System Feature Requirements

3.2.10.1

Geo
-
centric Interoperability

The new ATMS system, including
features described below, shall conform to Henrico County’s policy on Geo
-
centric Interoperability, issued August 12, 2009 (
A
ttachment

K
). Per this policy, the system shall be reviewed
and approved by the Director of Information Technology prior to impleme
ntation.

3.2.10.2

Graphical User Interface

The graphical user interface (GUI) shall be the primary means to access system features and displays. It shall
conform to Microsoft
Windows

standards and be consistent, intuitive and easy
-
to
-
navigate. It shall make use

of
menus, dialog boxes, and icons to minimize reliance on a manual for most tasks.

Keyboard shortcuts shall be provided for common system functions.

The system shall use traffic engineering terminology throughout.

Graphical displays shall not affect syste
m performance.

3.2.10.3

System Map

The system shall support the display of a system map of Henrico County with icons denoting system devices and
various status levels for different devices. The map shall be dynamic in nature such that the background can be
updated

without reconfiguring the system device icons.



12

System maps shall support a variety of vector and raster graphics formats as the background. Supported vector
formats shall include:



ESRI shape files



CAD drawings (.dwg, .dxf, .dgn)



Spatial database engine
(SDE) layers


Supported raster file formats shall include:



Bitmap (.bmp)



JPEG (.jpg)



Tagged Image File Format (TIFF) (.tif)

3.2.10.4

Panning, Zooming, and Layers

The system map shall support panning and zooming.

The system map shall support multiple layers so that

different types of background information can be turned on
and off as desired. Panning and zooming shall not cause layers to misalign. For ESRI GIS
-
based layers, the user
shall have the ability to change colors, fonts, and line weights. The user shall b
e able to re
-
order layers without
removing and re
-
adding.

The user shall be able to set a minimum zoom level for each layer and system device on the map. This shall be
the zoom level beyond which the layer or device is not viewable. This controls the lev
el of detail/information
shown when viewing a wide geographic area.

Map icons shall be user
-
selectable and change in size commensurate with the zoom level.

The system shall allow the user to define saved map views that can be selected later. For instance,

users should
be able to select a saved map view to quickly zoom to a particular control group or geographic area of the County.

3.2.10.5

Adding and Modifying Devices or Objects

These devices shall be selectable from the map so the user can view status and properti
es, or edit
parameters/settings. These icons shall update in real
-
time at a refresh rate of once per second to show high
-
level
status such as the mode of operation at an intersection.

The user shall be able to assign system detectors to directional links
to show congestion levels based on the
measurements of those system detectors and user
-
defined thresholds. Link congestion status shall be updated a
minimum of once per second.

The map GUI shall provide a straightforward means to add devices to the map, r
emove devices from the map, or
move devices on the map.

The map shall support display of a user
-
editable legend defining icons.

The user shall be able to assign hyperlinks to icons on the map so that clicking on the hyperlink automatically
opens a web bro
wser window to the specified URL (e.g. Intranet/Internet address).



13

3.2.11

Intersection Monitoring

The system shall provide the user the ability to monitor individual intersections to view their operation and status
in real
-
time.

3.2.11.1

Intersection Maps

The system shall

provide the ability to view static and dynamic intersection information in real
-
time. At a
minimum, static information shall include intersection geometry (number of lanes, turn lane lengths, cabinet
locations, pole locations, detector locations/zones, a
nd ITS devices). Dynamic information shall include current
plan, phase status, coordination status, alarm status (if any), pedestrian activity, and preemption/priority status.
The refresh rate shall be once per second while simultaneously monitoring up t
o 10 traffic signal intersection
maps.

3.2.11.2

Time
-
Space Diagrams

The system shall include a time
-
space diagram viewer for a selected series of intersections that shows “green
bands” for coordinated phase green times and offsets. The time
-
space diagrams shall al
so show the actual green
usage for the previous cycle in real
-
time.

3.2.12

Traffic Control

3.2.12.1

Distributed Control

The system shall be distributed. The central software shall make the most use of the memory, processing and
programming capabilities of the local contr
ollers, storing timing plans and parameters in the local controller to the
extent possible. However, the system shall have centralized traffic control and monitoring functionality
permitting scheduled and manual commands from central as well as advanced f
unctionality such as group and
system
-
wide commands and traffic responsive timing implementation.

3.2.12.2

Manual Control

The system shall allow the user to manually override the current program in effect for any intersection or group of
intersections. The manual
override should be programmable to allow for override for a specified time period.

3.2.12.3

Central Flash

The system shall allow the user to place an intersection or control group in flash mode by time of day and day of
week.

3.2.12.4

Time
-
Based Control

The system shall inc
lude a scheduler that allows the user to program time of day, day of week, and day of year
schedules for each control group. Keeping with the principle of distributed control, the timing plans should be
stored locally to the extent possible.

3.2.12.5

Traffic Respo
nsive Plan Selection

The system shall provide a traffic responsive plan selection algorithm that can initiate transition to a new timing
plan based on user
-
defined thresholds of system detector measurements over a user
-
defined interval. The
thresholds sho
uld allow for various inputs by time of day and evaluate data in increments of 10 or 15 minute
intervals.



14

The traffic responsive plan selection algorithm shall limit the amount of switching between plans that is allowed.

3.2.12.6

Dynamic Grouping

The system shall

be able to dynamically move intersections from one group to another by time of day, traffic
responsive plan selection, or operator intervention.

3.2.12.7

Transit Vehicle Priority/Emergency Vehicle Preemption

To accommodate future and current needs, the system shal
l be able to interface with local transit vehicle priority
and emergency vehicle preemption functions. All priority and preemption activity shall be logged and easily
reportable via the system.

3.2.13

Database Features

All system data shall be stored in a databa
se management system (DBMS) back
-
end. The DBMS shall support
common data exchanges with other databases using Open Database Connectivity (ODBC) or similar open
exchange formats. All DBMS entries shall be checked for data type and allowable range to ensur
e data integrity.
DBMS shall be commercial off the shelf (COTS) and be SQL from third party vendors including MS or Oracle.

The software shall provide user
-
friendly database facilities that allow changes to be put into effect while the
system remains fully

operational.

3.2.13.1

Intersection Controller Data

Users with appropriate access permissions shall be able to upload or download each controller’s database to the
DBMS. Uploads and downloads shall not interrupt normal operation of the controller, unless a downloa
d
involves changes that require the controller to reinitialize. The system shall ensure an upload or download is done
in full or not at all.

The system shall allow the local controller database to be compared with the DBMS with discrepancies logged.
The

user shall be able to select which database to apply to resolve the discrepancy. A system
-
wide discrepancy
report shall be generated on a daily basis and automatically stored on the primary system servers.

The system shall allow a user to make a copy of
a controller database while removing site specific information
(e.g., cross streets, identification number).

3.2.13.2

Import/Export of Timing Plans in Synchro File Format

The system shall allow the user to import and export timing plans to/from Synchro Professional

(version 7.0 or
the most current version at the time the equipment is purchased).

3.2.13.3

System Detector Data

The system shall be able to download and store system detector data for off
-
line analysis. It shall store all data up
to a user
-
specified time, overw
riting older data.

3.2.14

Status Monitoring

The system shall monitor all field devices and log activity such as:



Communication errors



Controller failure



15



Flash condition



Local and system detector status



Cabinet door open



Conflict monitor status



Pedestrian actuatio
n



Conflicting local controller and system data



Local preemption (transit or emergency vehicle)



Local manual control

3.2.14.1

Status Displays

The system shall provide real
-
time status displays, refreshed once per second, with detailed information on the
following:



C
ontroller status (e.g., mode, green phase(s), ring status)



Coordination status



Preemption status



Time base status



Detector status



Malfunction Management Unit (MMU) status (for TS
-
2 Type 1 cabinets)



Group status

3.2.15

Reporting

3.2.15.1

Predefined Reports

The system shall

produce a variety of predefined reports

in widely available formats, including .pdf, .xls, and .asc
to help users manage system performance. Reports shall include a high level of detail and be professional in
appearance in order to not require substantia
l formatting before being distributed to stakeholders. Predefined
reports shall include, at a minimum, for either intersections or control groups:



Measures of effectiveness



Intersection detector volumes



System detector volume and occupancy



Communication f
aults



Detector faults



Local alarms



MMU faults (for TS
-
2 Type 1 cabinets)



Group reports



Group traffic
-
responsive plan changes



Traffic responsive system detector parameters and threshold comparisons


3.2.15.2

Custom Reports

The system shall allow users to define cust
om reports from any database entry either from scratch or based on a
predefined report.
In addition to the above functionality, third party report tools, including Crystal Reports

(or
equal)
, may be provided to generate the required reports.

3.2.15.3

Event Log

An e
vent log shall record system activity by date and time. It shall be viewable, sortable, filterable, and printable.



16

3.2.16

Local Intersection Functional Requirements

This section describes local intersection requirements, which are based on the Technology Review
portion of the
Henrico County ATMS Feasibility Study. The Henrico County ATMS may have some combination of
intersections with:



NEMA TS
-
1 cabinets (existing) and NEMA TS
-
2 Type 2 controllers (new)



NEMA TS
-
2 cabinets (new) and NEMA TS
-
2 Type 1 controllers (
new)


All existing cabinets are TS
-
1. The majority, if not all, shall be upgraded to TS
-
2. The functional requirements
listed below apply to all controllers.

Controllers shall be fully actuated. They shall be fully compatible with the central software a
nd allow block
upload and download of all timing plan parameters. They shall meet the minimum specifications described
below.

3.2.17

Controller Hardware



Shall meet NEMA TS
-
2 standards for traffic controllers.



Shall have a front panel multi
-
line alphanumeric back
lit display to show all operational parameters
and states.



Shall have an alphanumeric keypad to allow the controller to be programmed without requiring a
laptop.



Shall store all timing and control parameters in flash memory. Settings shall not be lost duri
ng power
outages.



Surge protection shall be provided for all hardware.

3.2.18

Controller Communications



The software shall be updatable from a computer or laptop via serial or Ethernet connections.



Built
-
in 10
-
Base T (or better) Ethernet and Serial ports.



Shall b
e able to receive time broadcasts from the central system software or a Network Time Protocol
(NTP) server to update internal clocks.

3.2.19

Traffic Control Features



16 Vehicle Phases



16 Pedestrian Phases



4 Timing Rings



16 Overlaps



64 Detectors



16 System Detector
s, each with up to 10 different traffic response thresholds



120 coordination plans, each with its own cycle length, offset, and split

3.2.20

Time
-
Base Control



200 Events



99 Day Programs



10 Week Programs



36 Exception Day Programs that can override normal day prog
rams



17

3.2.21

Preemption/Priority



6 Preemption Routines



6 Priority Routines

3.2.22

Logs



Local Alarm Log



Communications Fault Log



Detector Fault Log



System Detector Log



Measures of Effectiveness (MOE) Log



Detector Volume Count Log



Cycle MOE Log



Malfunction Management Unit
(MMU) Fault Log (for NEMA TS
-
2 cabinets)

3.2.23

Diagnostics & Status Displays



Monitor Compatibility Diagnostics



Monitor Field Status Diagnostics



Cycling Diagnostics



Detector Diagnostics



Port Message and Communication Status Displays



Hardware I/O Status Display



MM
U Status Display

3.2.24

System Communications

3.2.24.1

Communications with On
-
Street Equipment

The system shall communicate with all on
-
street equipment at a minimum of once
-
per
-
second to monitor status.
Should communication between the central system and a controller fai
l, the controller shall revert to its local TBC
settings.

3.2.24.2

Media

The system shall support Ethernet communications with field devices over wireless communications, twisted pair
copper wire, dial
-
up and leased
-
lines, and fiber optic cable.

3.2.24.3

Traveler Informati
on Interfaces

In support of regional traffic/incident management and information sharing between agencies, the County’s
upgraded ATMS platform shall enable better use of available staff by automating the distribution/delivery of
information to other partne
ring traffic management agencies.

VDOT’s primary traveler information system is centered on the VaTraffic and the 511 telephone systems. Once
the Henrico County is operational, a formal interface specification should be developed for sharing information,
or directly entering information, between the two agencies’ systems. At a minimum, the selected ATMS platform
shall provide:



The ability to store and catalog video image snapshots for each County camera location on a periodic
basis (i.e. once per minute) f
or the purpose of sharing with regional traveler information systems.



Exchangeable data formats (i.e. XML, GIS shape files, etc.)




18

3.3

Project Management


Offerors team, staffing qualification requirements, and
project
management skills must be adequate for in
stalling
and implementing the proposed system as outlined in the
Henrico ATMS Functional Requirements
.

The Offeror
shall have a North American Office, the supplier’s project manager must be based in North America

and be able
to provide on
-
site support with
in 24
-
hours. If sub
-
consultants will be utilized, they also must meet the location
requirements and the technical support requirements for the components they will be providing.

The solution proposed by the
Offeror
in response to the RFP shall
have been
previously deployed
in three existing
North American deployments
and

be in current operation
, where
by

the hardware and software has been installed
for at least 2 years
. The following system features shall be a characteristic of the sample

deployments.

• In
tegration of NEMA TS
-
2 Type
2

controllers

and cabinet accessories
.


• Integration of IP/Ethernet
wireless
communications

and leased telecommunication services
.

• Operations from a traffic operations center (TOC) or similar facility and shall be a central,

distributed
processing system (not a closed loop system).

3.4

Maintenance Support

Offerors

must demonstrate the availability of permanent, North American based maintenance and technical
support staff able to answer technical support phone calls during normal b
usiness hours for Henrico County (8AM


5PM, Eastern Time) and be able to provide on
-
site support within 24
-
hours. If sub
-
consultants will be utilized,
they also must meet the location requirements and the technical support requirements for the components
they
will be providing.

3.5

I
mplementation

The Offeror shall be capable of performing all work necessary to provide the aforementioned system to the
County.


After logging in to the following website and providing contact information, a

set of implementation

drawings and specifications as shown in
Attachment L


that details the exact work to be completed can be
downloaded
via

FTP along with electronic copies of Attachments F, G, H, I, J, and K.

http://www.kimley
-
horn.com/projects/Henrico
-
ATMSPH1

Specific activities to be completed include the following, which shall be completed by the Offeror or a sub
-
contractor to the Offeror.

3.5.1

The Offeror shall extract traffic signal controller settings and t
iming data from all existing TS
-
1
controllers and enter the data in
to

new TS
-
2 controllers. After the successful transfer of
controller settings, the Offeror shall install the new TS
-
2 controller in the existin
g TS
-
1 traffic
signal cabinet

and providing m
aintenance of traffic during the transition
.

3.5.2

As previously stated, the central system will be able to communicate with all 1
3
9
County
-
maintained
signals
;

not
those owned and operated by VDOT.
This will be accomplished by a
DSL
/
FiOS

modem
service
drop direc
tly to the signal controller or via wireless Ethernet
communications

back to a shared DSL/
FiOS

modem service drop
. Where indicated in the

implementation drawings
, the Offeror shall coordinate the installation of a DSL
/
FiOS

modem
drop to the signal controll
er.
Where called for in the
implementation drawings
, the Offeror
shall install wireless Ethernet radios
to provide communications between signal controllers
within a given group of signals.

This will include the installation of the
wireless radio/switch
,


19

antenna, and integration wit
h the signal controller

and DSL/
FiOS

modem, where shown in the
implementation drawings
.

A wireless path study shall be conducted
by the Offeror
to confirm
appropriate signal strength/interference conditions prior to installation
.

3.5.3

Due to overlap between existing signals operating within Henrico County and VDOT jurisdiction,
equipment shall operate by and be installed according

to both jurisdiction
s

traffic control
procedures and standards. Wherever discrepancies exist, Henrico Co
unty protocols and
requirements shall take precedence.

3.6

Integration

The
Successful Offeror
shall install and integrate

the central system software on new computer equipment, which
will be located at the County
’s

Traffic
Signal Shop

on Woodman Road
.
This wil
l include the configuration of the
central software
system map that displays each
signalized
intersection
, local intersection maps based on County
GIS and Aerial basemaps,

and operational information,
all of
which is identified in the
High
-
Level Overview o
f
Scope
.
The Offeror shall demonstrate successful communication and operation of field equipment from the Signal
Shop. This includes communication with signal controllers connected directly via DSL
/
FiOS

modem drops as
well as
via
wireless Ethernet communic
ations. Successful communication is defined
, at a minimum,

as the ability
to monitor signal operations, modify controller settings, and upload/download controller data.

3.7

Testing

and System Acceptance

The Successful Offeror shall provide a detailed
T
esting
S
trategy as part of their response to the RFP to include
thorough testing of
existing and
all
proposed

equipment

to be installed.

The Testing Strategy shall be approved by
the County
and in compliance with
Attachment L

prior to

the
Successful Offeror
conduc
ting any tests.
The test
strategy shall include, but not be limited to, standalone testing of the
signal controller,
testing
the wireless
Ethernet system
, signal strength, and signal reliability;
testing existing communications media for proper
operation,
and
testing for proper operation and execution of the minimum system requirements of
the central
system software

identified in
the High
-
Level Overview of Scope
.

Documentation of all testing activities shall be
supplied to the
County

upon successful comple
tion of the testing and observation period.

3.8

Training

The system shall include initial training for
Department of Public Works staff

in compliance with
Attachment L
.
Provide a description and an outline of the system’s training program with your proposal.


The successful implementation of the
new signal system software will require an extensive training program.
The
S
uccessful Offeror
shall

work closely with the H
enrico County Department of Public Works

to develop a training
plan designed to bring comprehe
nsive
signal system
instruction to
Signal Shop staff. T
he
S
uccessful Offeror shall
provide training materials for full implementation.

The Department of Public Works

will be given the right to reproduce all training materials as needed.



Materials shall

include practice exercises, “cookbook
-
type” fast reference guides, and training
manuals.



These materials should be created in a widely used format, such as Micros
oft Word, Power Point, or
PDF.



The successful Offeror must specify what core knowledge/skil
ls will be required for the technical
staff.



20



Public Works
will own all training materials.

It is expected that all training be conducted at
a Henrico County facility
, unless otherwise approved
. The
S
uccessful Offeror must provide training options that ar
e
instructional and interactive or hands
-
on
. The
S
uccessful Offeror shall also specify what training a third
-
party supplier may provide, the duration of the training,
and the level of the training

Department of Public Works

training needs
, as detailed in
Attachment
L
,

are expected to include:



Operation of the
central
system



Operation of the local controller

and cabinet accessories



Operation of the wireless Ethernet
and DSL/
FiOS

communications



Troubleshooting and repair

4.

Project Schedule

The County anticipat
es that implementation will take place in the phases indicated below.



Distribute Request for Proposals


March
9, 2012



Pre
-
proposal Meeting
March 19, 2012 2:00 p.m.



Pre
-
proposal questions due



March 27, 2012
________



Adden
dum issued




no later than April 2, 2012
_



Proposal Submission Deadline


April 20, 2012, 3;00 p.m.



Interviews with Selected Firms


May 2012



Bench Testing / Reference Checks


May/June 2012



Conduct Contract Negotiations


June 2012



Finalize Contract Documents

with VDOT and Board


TBD



Begin Project




TBD

5.

County Responsibilities

The
Department of Public Works

has designated
an

individual

to act as the Project Manager for all work
performed under this contract. The Project Manager shall coordinate the work, and

shall have the authority to
make decisions in writing binding their respective employers on matters within the scope of the contract.



21

6.

G
eneral Contract Terms and Conditions

6.1


Annual Appropriations

Beyond the first phase of this contract, i
t is understood an
d agreed that this contract shall be subject to annual
appropriations by the County of Henrico, Board of Supervisors.


It is understood and agreed that the contract
resulting from this procurement (“Contract”) shall be subject to annual appropriations by t
he County of Henrico,
Board of Supervisors. Should the Board fail to appropriate funds for this Contract, the Contract shall be terminated
when existing funds are exhausted. The successful offeror (“Successful Offeror” or “contractor”) shall not be entit
led
to seek redress from the County of Henrico, Virginia (the “County”) should the Board of Supervisors fail to make
annual appropriations for the Contract.

6.2


Award of the Contract

1.

The County reserves the right to reject any or all proposals and to waive an
y informalities.

2.

The Successful Offeror shall, within fifteen (15) calendar days after prescribed documents are presented
for signature, execute and deliver to the Purchasing Office the contract forms and any other forms or
bonds required by the RFP.

3.

Any c
ontract resulting from this RFP is not assignable.

4.

Upon making an award, or giving notice of intent to award, the County will place appropriate notice on
the public bulletin board located at the following locations:

Purchasing Office



Eastern Government C
enter

North Run Office Complex


3820 Nine Mile Road

1590 East Parham Road



Henrico, VA

Henrico, VA


Henrico Government Center

4301 E. Parham Road

Henrico, VA


Notice of award or intent to award may also appear on the Purchasing Office website:

http://www.co.henrico.va.us/genserv

6.3


Collusion

By submitting a proposal in response to this Request for Proposal, the Offeror represents that in the preparation
and submission of this proposal, said Offeror did not
, either directly or indirectly, enter into any combination or
arrangement with any person, Offeror or corporation or enter into any agreement, participate in any collusion, or
otherwise take any action in the restraint of free, competitive bidding in viol
ation of the Sherman Act (15 U.S.C.
Section 1) or Section 59.1
-
9.1 through 59.1
-
9.17 or Sections 59.1
-
68.6 through 59.1
-
68.8 of the Code of Virginia.

6.4


Compensation

The Offeror shall be required to submit a complete itemized invoice on each delivery or serv
ice, which he may
perform under the contract. Payment shall be rendered to the Successful Offeror for satisfactory compliance with
the contract within forty
-
five (45) days after the receipt of the proper invoice.



22

6.5


Controlling Law; Venue

This contract is m
ade, entered into, and shall be performed in the County of Henrico, Virginia, and shall be
governed by the applicable laws of the Commonwealth of Virginia. Any dispute arising out of the contract
resulting from this RFP, its interpretations, or its perfor
mance shall be litigated only in the Henrico County
General District Court or the Circuit Court of the County of Henrico, Virginia.

6.6


Default

1.

If the Successful Offeror is wholly responsible for failure to make delivery or complete implementation
and install
ation, or if the system fails in any way to perform as specified herein, the County may consider
the Successful Offeror to be in default. In the event of default, the County will provide the Successful
Offeror with written notice of default, and the Succe
ssful Offeror will be provided twenty (20) calendar
days to provide a plan to correct said default.

2.

If the Successful Offeror fails to cure said default within twenty days, the County, among other actions,
may complete the system through a third party, and

the Successful Offeror shall be responsible for any
amount in excess of the agreement price incurred by the County in completing the system to a capability
equal to that specified in the contract.

6.7


Discussion of Exceptions to the RFP

The RFP, including it
s venue, termination, and payment schedule provisions, shall be incorporated by reference
into the contract documents as if its provisions were stated verbatim therein. Therefore, any exception to any
provisions of the RFP shall be explicitly identified in

a separate “Exceptions to RFP” section of the proposal for
resolution before execution of the contract. In case of any conflict between the RFP and any other contract
documents, the RFP shall control unless the contract documents explicitly provide otherw
ise.

Please identify with proposal submission any “Exceptions to RFP”

using
Attachments
I

and
J

as a base format.


6.8


Employment Discrimination by Contractor Prohibited

6.8.1

During the performance of this contract, the
Offeror

agrees as follows (Code of Virginia,

Section
2.2
-
4311):

(a.)

The
Offeror

will not discriminate against any employee or applicant for employment because of
race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law
relating to discrimination in employment,

except where there is a bona fide occupational
qualification reasonably necessary to the normal operation of the
Offeror
. The
Offeror

agrees to
post in conspicuous places, available to employees and applicants for employment, notices setting
forth the pr
ovisions of this nondiscrimination clause.

(b.)

The
Offeror
, in all solicitations or advertisements for employees placed by or on behalf of the
Offeror
, will state that such
Offeror

is an equal opportunity employer.

(c.)

Notices, advertisements and solicitations pla
ced in accordance with federal law, rule or regulation
shall be deemed sufficient for the purpose of meeting the requirements of this section.



23

6.8.2

The
Offeror

will include the provisions of the foregoing paragraphs a, b and c in every
subcontract or purchase o
rder of over $10,000, so that the provisions will be binding upon each
subcontractor or vendor.

6.9


Indemnification

The Successful Offeror agrees to indemnify, defend and hold harmless the County of Henrico including Henrico
County
Public

Works
, its officers,

agents and employees from any claims, damages, suits, actions, liabilities and
costs of any kind or nature, including attorneys’ fees, arising from or caused by the provision of any services, the
failure to provide any services or the use of any services
or materials furnished (or made available) by the
successful Offeror, provided that such liability is not attributable to the County’s sole negligence.

6.10


Insurance Requirements

The Successful Offeror shall maintain insurance to protect itself and the County

of Henrico from claims under the
Workers' Compensation Act, and from any other claim for damages for personal injury, including death, and for
damages to property which may arise from operations under this contract, whether such operations be by itself or

by any subcontractor or anyone directly employed by either of them. Such insurance shall conform to the
Insurance Specifications.
(Attachment A)

6.11


Minority and Women
-
Owned Businesses

The County welcomes and encourages the participation of small businesses

and businesses owned by women and
minorities in procurement transactions made by the County. The County of Henrico actively solicits both small
business, women
-
owned and minority (SWAM) businesses to respond to all Invitations for Bids and Requests for
Pr
oposals. All solicitations are posted on the County’s Internet site at
www.co.henrico.va.us

and may be viewed
under the Bids and Proposals link on the homepage.

Disadvantaged Business Enterprises (DBE) as defined in 4
9 CFR Part 26 must have the maximum opportunity to
participate in the performance of federal contracts.


A list of Virginia Department of Minority Business Enterprise
certified DBE firms is maintained on their web site (
http://www.VDMBE.state.va.us
) under the DBE Directory of
Certified Vendors and a list of Metropolitan Washington Airports Authority certified DBE firms are maintained
on their web site (
http://www.metwashairports.com
) under DBE Directory.


Contractors are encouraged to take all
necessary and reasonable steps to ensure that DBE firms have the maximum opportunity
to compete for and
perform services on contract, including participation in any subsequent supplement contracts.


If the contractor
intends to subcontract a portion of the services on the project, the contractor is encouraged to seek out and
consider DBEs
as potential subcontractors.


The contractor is encouraged to contact DBEs to solicit their interest,
capability and qualifications.


Any agreement between a contractor and a DBE whereby the DBE promises not to
provide services to other contractors is proh
ibited.

The
DBE GOAL

for this project is
3
%
.

Offerors submitting proposals must include Form C
-
111 (see Attachment
M) with their proposal.

Forms C
-
48, C
-
49, & C
-
112 must be submitted by the selected firm prior to award of the
contract.

The VDMBE website al
lows for
vendor searches using the North American Industry Classification (NAICS)
codes. Code for “Traffic Signal
Installation
” and “Communication Equipment Installation” is 238210. Code for
“Flagging (I.E. Traffic Control) Services” is 561990. Other codes

for this project may be sought as well.



24

6.12


No Discrimination against Faith
-
Based Organizations

Henrico County does not discriminate against faith
-
based organizations as that term is defined in Virginia Code
Section 2.2.
-
4343.1.

6.13


Offeror's Performance

6.13.1

The
Offeror agrees and covenants that its agents and employees shall comply with all County,
State and Federal laws, rules and regulations applicable to the business to be conducted under
the contract.

6.13.2

The Offeror shall ensure that its employees shall observe
and exercise all necessary caution and
discretion so as to avoid injury to person or damage to property of any and all kinds.

6.13.3

The Offeror shall cooperate with County officials in performing the contract work so that
interference with operations will be hel
d to a minimum.

6.13.4

The Offeror shall be an independent contractor and shall not be an employee of the County or the
Personnel Department.

6.14


Ownership of Deliverable and Related Products

6.14.1

The County of Henrico, Virginia shall have all rights, title, and interest

in or to all specified or
unspecified interim and final products, work plans, project reports and/or presentations, data,
documentation, computer programs and/or applications, and documentation developed or
generated during the completion of this project,

including, without limitation, unlimited rights
to use, duplicate, modify, or disclose any part thereof, in any manner and for any purpose, and
the right to permit or prohibit any other person, including the
Offeror
, from doing so. To the
extent that the

Installer

may be deemed at any time to have any of the foregoing rights, the
Offeror

agrees to irrevocably assign and does hereby irrevocably assign such rights to the
County of Henrico, Virginia.

6.14.2

The Successful Offeror shall be expressly prohibited by
the terms of any contract resulting from
this procurement from receiving additional payments or profit from the items referred to in this
paragraph, other than, that which is provided for in the general terms and conditions of said
contract.

6.14.3

T
his shall not

preclude Offerors from submitting proposals, which may include innovative
ownership approaches in the best interest of the County.


6.15


Record Retention/ Audits

6.15.1

The Successful Offeror shall retain, during the performance of the contract and for a period of
t
hree years from the completion of the contract, all records pertaining to the Successful
Offeror’s proposal and any contract awarded pursuant to this Request for Proposal. Such
records shall include but not be limited to all paid vouchers including those
for out
-
of
-
pocket
expenses; other reimbursement supported by invoices, including Offeror copies of periodic
estimates for partial payment; ledgers, cancelled checks; deposit slips; bank statements;
journals; contract amendments and change orders; insurance

documents; payroll documents;


25

timesheets; memoranda; and correspondence. Such records shall be available to the County on
demand and without advance notice during the Successful Offeror’s normal working hours.

6.15.2

County personnel may perform in
-
progress and

post
-
audits of Offerors records as a result of a
contract awarded pursuant to this Request for Proposals. Files would be available on demand
and without notice during normal working hours.

6.16


Severability

Any written contract resulting from this RFP shall
contain a severability clause, which provides that each
paragraph and provision of the contract will be severable from the entire agreement and if any provision is
declared invalid the remaining provisions shall nevertheless remain in effect.

6.17


Subcontracts

No portion of the work shall be subcontracted without prior written consent of the County of Henrico, Virginia.
In the event that the
Offeror

desires to subcontract some part of the work specified in the contract, the
Offeror

shall furnish the County the

names, qualifications, and experience of the proposed subcontractors. The
Offeror

shall, however, remain fully liable and responsible for the work to be done by his/her subcontractor(s) and shall
assure compliance with all the requirements of the contrac
t.

6.18


Taxes

6.18.1

The Offeror shall pay all county, city, state and federal taxes required by law enacted at the time
proposals are received and resulting from the work or traceable thereto, under whatever name
levied. Said taxes shall not be in addition to the c
ontract price between the County and the
Offeror, as the taxes shall be an obligation of the Offeror and not of the County, and the County
shall be held harmless for same by the Offeror.

6.18.2

The County of Henrico is exempt from the payment of federal excise ta
xes and the payment of
State Sales and Use Tax on all tangible, personal property for its use or consumption. Tax
exemption certificates will be furnished upon request.

6.19


Termination of Contract

6.19.1

The County reserves the right to terminate the contract/purch
ase order immediately in the event
that the Successful Offeror discontinues or abandons operations; if adjudged bankrupt, or is
reorganized under any bankruptcy law; or fails to keep in force any required insurance policies
or bonds.

6.19.2

Failure of the Success
ful Offeror to comply with any section or part of this contract/purchase
order will be considered grounds for immediate termination of the contract/purchase order by
the County of Henrico.

6.19.3

Notwithstanding anything to the contrary contained in the contract/
purchase order between the
County and the Successful Offeror, the County may, without prejudice to any other rights it
may have, terminate the contract/purchase order for convenience and without cause, by giving
30 days written notice to the Offeror.

6.19.4

If th
e termination clause is used by the County, the Offeror will be paid by the County for all
scheduled work completed satisfactorily by the Successful Offeror up to the termination date set


26

in the written termination notice.

6.20


Software Escrow

6.20.1

The County will
require the Successful Offeror to establish an escrow procedure, or other similar
safeguard, for all licensed products provided by the Offeror. The purpose of the escrow would
be to provide a remedy for the County in the event of the Offeror’s cessation of

business
activity or failure to support its products. Any such remedy must provide the County with full
and unimpaired access to all source code, documentation, design documents and database
definitions. Any cost to set up this escrow account is to be in
cluded in the proposal.

6.20.2

The Successful Offeror must provide evidence of the County of Henrico being named as
beneficiary no later than 10 days after execution of the contract documents.


6.21


Form of Agreement

6.21.1

The form of agreement to be used for the project
shall be negotiated with

the Successful Offeror.

6.22



Authorization to Transact Business in Virginia:

6.22.1

A contractor organized as a stock or nonstock corporation, limited liability
company, business trust, or limited partnership or registered as a registered