Project Description

Proposal Contract (4.5 MB)
Estimated Quantities Milestone Dates
Prequalification Meeting
Minutes & Attendees
Special Prequalification Requirements
Prequalified Prime Contractors Prequalified Subcontractors
Pre-Bid Meeting
Minutes & Attendees
Questions & Answers



 PROJECT DESCRIPTION    Back to Top of Page

Project IM-098-4(5), 79960-3132-44, the Memphis Regional ITS – Early Deployment Project. 

This project consists of the complete construction and testing of approximately 17 miles of Intelligent Transportation System (ITS) devices as detailed in the Technical Special Provision (TSP) and in the design plans.  The project includes 25 traffic surveillance Closed Circuit Television (CCTV) cameras and 3 Dynamic Message Signs (DMS) for the Tennessee Department of Transportation (TDOT). The system includes but is not limited to: the furnishing and installation of poles, cabinets, foundations, sign structures, guardrail, conduit, electrical power service, a wireless wide-area Ethernet communications network system, CCTV control system software, network management software and other required vendor software necessary to complete a fully functional system. All the equipment provided shall comply with the applicable industry approved standards for the subsystems and communications network. Use of approved industry standards and the National Transportation Communications for ITS Protocols (NTCIP) shall be required for the DMS devices.

The wireless Ethernet communications system shall be used for the transport of digital video using the Internet Protocol (IP) and other digital signals to/from their subscriber locations to one of five, base station collection points; CCTV numbers 3 and 23, I-40 and I-55 weigh stations in Arkansas (both located less than one mile west of the Mississippi River bridges), or the Donnelley J. Hill State Office Building at 170 N. Main (herein after referred to as “State Office Building”) in downtown Memphis.  These subscriber to base station, multi-point links are unlicensed and are not redundant nor shall they be configured for path diversity.   Point-to-Point licensed, non-redundant wireless Ethernet trunk links shall be provided between CCTV #3 and the I-40 Weigh Station, as well as between CCTV #23 and the I-40 Weigh Station.

Separate but interconnected, point-to-point licensed and redundant wireless Ethernet trunk links shall be provided between the I-55 weigh station to the I-40 weigh station, and the I-40 weigh station to the State Office Building. These trunk links will aggregate and transport the video/data signals for further distribution. A separate but interconnected, point-to-point, licensed and redundant wireless Ethernet trunk link shall be provided from the State Office Bldg. to the HELP Dispatch Center (located at 5334 Boswell Avenue in east Memphis. These trunk links shall be fault tolerant via the use of redundant equipment configurations as further detailed in these Technical Special Provisions.

All software/firmware and hardware necessary to control, convert, format, display, network and distribute the digital video and other data signals shall be provided under this contract.   This contract provides for a total “turn-key” solution including the required integration efforts. 

After final acceptance of the system, the contractor will be required to provide ITS Roadside Site equipment and field communications support including preventive maintenance, repairs, spare parts and diagnostics for a minimum one year period, with Department options to extend the maintenance for two additional one year periods.

Project Length - 17 miles


Additional Prequalifications for this Project

Due to the specialized nature of work to be performed under this contract, prime contractors, subcontractors and electronics equipment suppliers/manufacturers/vendors (see Vendor Note below) desiring to furnish equipment and/or perform work on the above-described project must also meet the special prequalifications that follow.  Both prospective prime contractors and subcontractors must submit and obtain approval of a Technical Statement Firms may qualify as a prime contractor or subcontractor or as both.  Qualification statements submitted in response to this request must indicate the qualification desired.

Joint ventures will be evaluated as a composite of the participating firms.  Data submitted must identify the role of the joint venture partners and to which of the partners the experience is related.  Each party in a joint venture must be independently prequalified as indicated in this notice.

Firms intending to prequalify as prime contractors must demonstrate at least five (5) years experience and at least two projects within the last five (5) years where they acted as the contractor in the installation and integration of freeway management systems of the complexity, diversity and scope of this project and that included all of the following components:

·         CCTV camera surveillance

·         Dynamic (or Variable) Message Signs.

·         Control Center Hardware.

This experience must have been gained as the prime contractor, or if work as a subcontractor is to be substituted, the level of coordination must have been at a level equivalent to that of a prime contractor as determined by the Department.

Firms intending to prequalify as prime contractors must also demonstrate at least five (5) years experience and at least two projects within the last five (5) years where they acted as the contractor in the installation and integration of systems of the complexity, diversity and scope of this project that included one or both of the following components, or must use a subcontractor that has been prequalified in the following components:

·         Video over Ethernet Systems

        Wireless Ethernet Data Communications

Firms qualifying as subcontractors must demonstrate the following indicated experience in the type of work they plan to do on this project:

  • Video over Ethernet Systems:  at least two projects in last Five Years
  • Wireless Ethernet Data Communications:  at least two projects in last Five years

·         Subcontractors performing work other than the specialty items listed above, such as the installation of guardrail, sign structures, poles, footings, general electrical work,  etc., are not required to pre-qualify.


Project work associated with CCTV Cameras, DMS, Control Center Hardware, Video over Ethernet Systems and Wireless Ethernet Data Communications shall only be performed by prime or subcontractor firms prequalified in those areas of work.

Technical Experience Statements of all prospective prime contractors and subcontractors shall include the following data:

  • A description of the firm's experience specifically in support of the requirements and specifically identifying the type of work as described above including the names of all relevant completed and in progress projects, description of the projects, value of the work, firm's project manager, and contact information.  Contact information shall include name, address, and telephone number of individual representing each client/customer who is familiar with the system and services provided by the firm.  By so listing, specific permission is granted to the Department to contact the individuals to verify the experience and satisfactory performance of services by the team.

 When contacted, the client/customer of all prior projects will be asked to provide a characterization of the quality of work performed, matching one of the following three categories:

  • Excellent:  Carried out the work in a diligent manner, completed the work on time, and demonstrated superior technical competency.
  •  Satisfactory:  Carried out the work without major incident, completed the work on time, and demonstrated adequate technical competency.
  • Unsatisfactory:  Encountered significant problems during construction, did not complete the work on time, or did not demonstrate adequate technical competency.

The firm must receive at least a “satisfactory” rating from a majority of those contacted to satisfy this reference requirement.

For prospective prime contractors, a Project Approach and Management Plan shall also be submitted.  The project approach should demonstrate the understanding of this project and should include a discussion of the work required, the testing requirements, and a potential approach to it.  The management plan should describe the general plan of attack for meeting the management requirements of the project.  Include a description of the proposed methods for planning, organizing, scheduling, controlling and coordinating the total construction effort.  Identify the senior level staff members who will have management responsibility for (1) construction, (2) hardware, (3) software, (4) testing, (5) training, (6) documentation, and (7) maintenance.

All prospective prime contractors and subcontractors shall specifically identify key personnel to be assigned to the project in the event award is made to your firm.  This personnel should be assigned to the project for the duration of the project.  Provide a detailed resume for each such individual describing the individuals’ responsibilities on previous projects and their proposed responsibility on this project.  Demonstrate that you have the capability, in terms of both types and quantities of personnel, facilities and equipment required to successfully accomplish the work in the Contract on schedule.

Technical Statements shall be submitted in the following order and format:

  • Name, address, telephone number of submitter, including the name(s) of Joint Venture partner.
  • A statement of the area for which prequalification is desired.
  • Experience description and previous projects.
  • List of references.
  • Project Approach and Management Plan (Prime Contractor Applicants).
  • Staff resumes.

All Prime Contractor and Subcontractor Technical Statements must be received by the Department no later than 4:00 p.m. C.D.T. May 4th, 2004

Submit five (5) copies of the submittal in a sealed envelope identified as “Prequalification Submittal, Memphis Regional ITS Early Deployment Project”.  Include a transmittal letter which includes the name and address of the company submitting and the specific individual (with mailing address and telephone number) to be contacted relative to matters in the submittal.  All submittals should be addressed to:

Don Dahlinger
Tennessee Department of Transportation
James K. Polk Building
, Suite 1000
505 Deaderick Street
Nashville , TN 37243-0330

Phone: 615-741-3033

Evaluation of the prospective bidder’s qualifications will be based on the information described above.  Prospective bidders will be categorized as either:

·         Qualified – Only those prospective bidders who submit acceptable qualification submittals that must include:  the required relevant experience, a “satisfactory” rating from a majority of the past clients/customers, and an acceptable project approach and management plan which demonstrates an understanding of the project and the ability to satisfactorily complete it on schedule.

·           Unqualified.

The Department will be the sole judge of the eligibility of prospective bidders and reserves the right to refuse eligibility to any firm which, in its opinion, is not technically qualified or properly staffed to successfully and satisfactorily complete the required work

The Department will advise all prospective prime contractors and subcontractors of their status by May 13th, 2004 at which time final contract documents will become available to those who qualify.

The Department will advise prime contractors whose Technical Statements have been approved of the names of all firms qualified as subcontractors.

Vendor Note:  Vendors of ITS active electronic equipment, defined as manufacturers or distributors of any major ITS elements including CCTV and DMS shall be required to establish minimal qualifications during construction, prior to approval of equipment submittals, by submitting for consideration at least five (5) years of experience supplying the general type of device indicated, including but not limited to three (3) owner references and documentation of operational equipment installations.  Qualified vendors selected by the Contractor for participation in this project shall be required to voluntarily, and without seeking additional fees, restrictions, licenses or compensation from TDOT, divulge the entire interface protocol to TDOT for each piece of equipment supplied, to allow for future direct communication with and control of devices by the TDOT Central software (not included in this project).  Failure to provide interface protocol shall result in rejection of the equipment and loss of qualification.  Vendors will be asked to submit the protocol during the submittal program as outlined in Section 1.8 of Technical Special Provision 725.  Qualification of the vendor does not constitute acceptance of the vendor’s devices, which will be subject to rejection by TDOT if specifications are not met or testing is not successfully passed in a timely fashion.

Requests for Tentative Special Provisions, Standard Specifications and Standard Drawing Books should be addressed to:

Construction Division
Suite 700 JKP Bldg.
Nashville , TN 37243-0326
Telephone No. (615) 741-2414

Requests for Tentative Plans and Standard Drawings should be addressed to:

Tennessee Department of Transportation
Copy Center Level A
James K. Polk Building
Nashville , TN 37243-0330
Telephone No. (615) 741-2048

All prime contractors and subcontractors with approved Technical Statements may obtain final contract documents after the prequalification process.  Prime contractors may submit bid proposals to the Department in accordance with this Notice provided they are properly prequalified as stipulated herein.




All prospective prime contractors, subcontractors and material suppliers were encouraged to attend this meeting.  No questions regarding this prequalification process or this project will be answered prior to this meeting.


Memphis regional its early deployment project

Federal Project number: im-098-4(5)

State project Number: 79960-3132-44, CNC211

Memphis , tennessee


  April 20, 2004




See attached list




Prqualification meeting notes.


Don Dahlinger with TDOT gave a brief introduction to the project and explained that the purpose of this meeting is to discuss the prequalification procedures for the Memphis Regional ITS Early Deployment project.  Don indicated that he is aware that the Contractors have not seen the plans, but TDOT will entertain questions that will help with prequalification procedures.


The project is scheduled for a June 11, 2004 bid.


Rodney Chester with Gresham Smith and Partners asked the group to introduce themselves.


Rodney then highlighted several of the key areas of the prequalification notice.


  • Prequalification procedures are similar those from the recent Nashville and Knoxville ITS projects.
  • Contractors will prequalify as a either prime contractor or subcontractor.
  • Rodney gave a brief overview of the prequalification requirements.
  • The prime contractor must have subcontractors prequalified in Video over Ethernet and Wireless Ethernet Data Communications if the prime contractor is not prequalified in those areas and will not be performing this work.
  • The typical civil engineering work (structures, conduit, etc.) does not require this special prequalification, only the normal TDOT prequalification for contractors.
  • As part of the prequalification package, contractors should submit only projects that are applicable to this work. 
  • References are very important and will be contacted.  Contractors must provide a reference for each project completed within the last 5 years.
  • A project approach and management plan will be required as part of the submittal package.
  • The submittal deadline is May 4, 2004 at 4:00 p.m. CST .
  • Contractors will be made aware of their prequalification status by May 13, 2004 .
  • Vendors do not have to be prequalified through this process.  There will be certain experience requirements applicable to vendors during the equipment review process.
  • The Pre-Bid meeting will be held on May 21st at Gresham Smith and Partners Memphis office.
  • The contract includes two separate projects, ITS and the I-40 electrical system.  There will be one prime contractor for both projects.


Don indicated that a TDOT committee would evaluate prequalification statements.  The committee may request additional information from the contractors if needed.  This information will be required in the timeframe requested by TDOT at that time.  The purpose of gathering additional information is not for the purposes of elimination, but to get as many qualified bidders as possible.


The project must be completed by June 11, 2005 .


The plans will be available from TDOT on May 3rd.    A set of plans and technical specifications were available at this prequalification meeting for review purposes only.


The meeting minutes will be available on the TDOT website.


The following questions were addressed:


1.      Can you describe the licensed and unlicensed radios in more detail?


Most cameras shoot to one of three base stations at I-40, I-55 or the State Office Building using unlicensed 5.7-5.8 Ghz.


The links between the weigh stations and the State Office Building are 23 GHz licensed, redundant links.   The link between the State Office Building and the Help Dispatch center is an 11 GHz, licensed, redundant link. 

2.      Have path studies been performed?


A preliminary path study was performed for design purposes.  The contractor will be required to perform a path study and procure radio licenses in TDOT’s name.


3.      If the Contractor intends to use wireless subcontractors, will the wireless subcontractors need to be named in the prequalification package?


The prime contractor must indicate that subcontractors will be used, but the prime contractor does not have to name the subcontractor in the prequalification package.  Subcontractors must be prequalified.


4.      Will antennas be installed on existing structures?


No,  100’ towers will be installed at the weigh stations.  20’ towers will be installed at the State Office Building .  A 150’ tower will be installed at the Boswell site.


5.      Will there be any zoning issues for antennas?


Any zoning requirements are the responsibility of the contractor, but none are expected.

A permit may be required to hoist equipment onto the State Office Building .  The Contractor will be required to obtain any permits and/or requirements through the City of Memphis .


6.      How tall is the State Office Building ?


The State Office Building is approximately 180 feet tall.


7.      Who will be responsible for construction of the towers?


Tower design and construction is the responsibility of the contractor. 


8.      Will any software development be required?


The project was designed around off-the-shelf software.  The contractor will be required to perform all installation and configuration of the software.  The specifications require that device protocols will be provided for future integration by others.


9.      Is there a temporary control center in place?


There is an existing HELP Dispatch Center at the Boswell site.


10.  Is there a minority goal on the project?


The  DBE goal for this project will be posted on the TDOT website Advertisement by the end of day April 23rd.


11.  Are you open to redesign of the wireless system?


The system is to be built as detailed in the plans and specifications.   However, if the contractor wishes to propose an alternate solution, it can be submitted after contract award in accordance with TDOT value engineering requirements as specified in the TDOT Standard Specifications.  Bid prices and schedule would not change based on a value engineering submittal.   TDOT is not looking for alternative designs.



12.  Is the selection of the prime contractor based on low bid or adjusted score?


The project will be awarded based on the lowest bid price from a prequalified prime contractor.


13.  What are the maintenance requirements for the project?


The contractor is responsible for equipment maintenance during the six-month burn-in period.  The contract also includes three one-year maintenance periods which are at the option of TDOT.  The maintenance periods include both preventive and unscheduled maintenance.


14.  Are the bids based on TDOT prevailing wages for the area?


The bid package will contain the wage scales for the State of Tennessee , State of Arkansas and the Federal Government.  Contractors will be required to comply with the higher of the three wage scales.


15.  Is there any information on the bridge rewiring project?


The plans will be available with the ITS plans.  A preliminary set of plans can be reviewed after this meeting.


16.  Are Arkansas licenses required?


TDOT does not require a contractor’s license; however, with all TDOT projects the contractors are required to satisfy the license requirements and tax requirements of the particular County, City and State in which the work is being performed.   It is the contractor’s responsible to determine these license requirements from each particular agency and satisfy those requirements completely.


17.  How is the conduit attached to the bridges?


On I-55, the conduit is attached to sidewalk.  On I-40, the conduit is attached to the outside of bridge and underneath the outside edge.  The cabinets will be installed on the bridge piers.


18.  Will work on the bridges have to be done at night?


The plans state that on the I-55 and I-40 River bridges, lane closures for the westbound movements may only occur between 6:00 a.m and 3:00 p.m.   Lane closures for the eastbound movements may only occur between 9:00 a.m and 6:00 p.m.   Lane closures will not be allowed on both bridges at the same time.


Except as noted above and at DMS locations, no additional lanes of interstate may be closed between 6:00 a.m and 10:00 p.m Monday through Saturday.


19.  Are permits required for bridge work?


The contractor will not be required to procure any permits for the bridge work; however, the contractor is required to contact the Coast Guard to advise them of when the specific work items will occur.


20.  Arkansas has strict license requirements for contract employees.  Is this a consideration for this project?


Contractors will be required to follow local and state license requirements for the specific location where the work is being performed.   Specific questions regarding Arkansas license requirements should be addressed to the Arkansas Contractor’s Licensing Board at 501-372-4661


21.  There is no pay item for integration, is it incidental?




22.  Are there prequalification requirements for tower constructors?


There are no special prequalification requirements for the tower constructors beyond normal TDOT procedures.


23.  Are the towers designed?


No, tower design is the responsibility of contractor.  The contractor will be required to coordinate design and approval of the towers with the TDOT Structures Office.



24.  Are material requirements for the tower different from normal TDOT procedures?




25.  Have you settled on a particular wireless radio?


No, the specification is a generic specification and is not sole source.


Additional discussion:


Don indicated that any additional questions should be addressed to him via email.  The email address is  If the question is applicable to all contractors, the answer will be posted on website.


Clarification of Vendor Note:

The “major ITS elements” mentioned in the notice includes but is not limited to; CCTV, DMS, Wireless Radios, Ethernet switches, Encoders/Decoders, CCTV Software, Network Management Software and Lowering devices.


The words “or distributors” should be disregarded.  This requirement applies only to the manufacturers of the equipment.


In all cases, the requirement for three (3) owner references and documentation of operational equipment installations will be enforced.    The requirement for at least five (5) years of experience will apply to all ITS elements listed above with the exception of the wireless radios.   The wireless radios require at least three (3) years of vendor experience.  


As stated in the Vendor note, Qualification of the vendor does not constitute acceptance of the vendor’s devices, which will be subject to rejection by TDOT if specifications are not met.

Any additional information or responses to questions will be posted to the website.  Contractors should check the website for updates and availability of the plans and specifications.


Prepared by:   Rodney Chester, P.E.

                        Project Manager



Trans Tech Electric, L.P.*
Georgia Electric Co.
Traffic Control Devices, Inc.
World Fiber Technologies*

*  Will use subcontractor for wireless Ethernet data and video over Ethernet.




Closed Circuit Television Stansell Electric Co., Protronix
Dynamic Message Sign
Control Center Hardware Stansell Electric Co., Protronix
Video Over Ethernet Systems Edison Automation, Protronix
Wireless Ethernet Data Communications Edison Automation, MapleNet

The above listings are to provide prospective prime contractors and subcontractors the status of the other firms presently qualified to participate in the work.

The qualifying procedure being used on the project is for the purpose of establishing a listing of prime contractors and subcontractors who are considered experienced and capable of performing either some or all of the specialized work in this project.  In no way does this qualifying procedure constitute a guarantee by the Department of the acceptable performance of any of the involved firms.




PREBID MEETING      Back to Top of Page


May 21, 2004


Memphis Its early deployment project

memphis , tennessee

TDOT Project CNC211

GS&P Project No. 22803.33


  May 21, 2004




See attached file




Pre-Bid Meeting

Rodney Chester with Gresham Smith & Partners began the meeting at 10:00 a.m. with introductions.  Don Dahlinger with TDOT joined the meeting via speakerphone.

The purpose of the meeting is to answer any questions and provide clarifications to the plans and specifications.

There are a couple of known minor revisions to the plans and specifications that will be formally announced next week.  Rodney provided an overview of the changes.  (Contractors are directed to  for the official list of changes.)

Rodney Chester opened the floor for questions:

Have the specifications previously posted on the web site been changed?

There has only been a few minor changes made to date.  Those changes are in the CCTV pole and lowering device specification.

Who is the Engineer that can address changes during the bidding process?

Don Dahlinger asked that questions be emailed to him with a copy to Rodney Chester.  Questions and answers will be posted on the TDOT website.  The email addresses are:

Don Dahlinger               

Rodney Chester            

What is the final date for questions?

The deadline for questions is June 9th, 2004 ; however, this does not ensure that there will be sufficient time to respond to all questions.  Therefore, contractors are encouraged to ask all questions as early as possible.

Bids are due on June 11th, when will the contract be awarded?

A notification of award will be sent as soon as possible (but no later than 30 days).  After the notification of award a contract will be issued that must be signed by all parties.   Regardless of contract execution date, the project must be complete by June 11, 2005 .

Will the project completion date be extended if there are delays in executing the contract?

There are no current plans to extend the overall completion time on the project.

What is the turnaround for the specifications submittal?

The TDOT submittal review time is 21 days.  TDOT is prepared to meet this turnaround time.  Per the specifications, contractors are reminded to submit all submittals as one package to aid in review.  In addition, it should be noted that the submittal schedule outlined in the specifications is subject to liquidated damages if they are not met.

If submittals are not reviewed in 21 days, will a contract extension be provided?

The contractor can request an extension per normal TDOT contract requirements.

What is the contract end date?

June 11, 2005 .

Is R/R insurance required to be in place before the job can start?

Railroad insurance is required and is outlined in Special Provision 105C, Sheet 7 of 7,  1st special note.

Is there a list of local utility contacts?

There is a list of known utilities with contact names and numbers on Sheet 2A of the plans. Rodney Chester noted that three different power companies are involved.

A vendor in the room suggested that RF questions could be routed to him.  Rodney Chester reminded the group that there is no preferred vendor and that all official questions must be submitted to TDOT.

Rodney Chester indicated that Prime Contractors must use registered and approved subcontractors for all specialty work.

Rodney Chester reiterated that Contractors should continue to check the TDOT website for addenda.

Meeting concluded approximately 10:25 a.m.

This represents our understanding of the items discussed at this meeting.  If you have any questions or comments concerning any of the information contained herein, please contact Rodney Chester.

Prepared by:   Rodney Chester, P.E.

Project Manager

Phone: 901-753-5590

The Tennessee Department of Transportation hereby notifies all bidders that it will affirmatively insure that in any contract entered into pursuant to this advertisement, minority business enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be discriminated against on the basis of age, race, color, religion, national origin, sex, or disability in consideration for an award.

The right to reject any and all bids is reserved.


Sales tax will be added to the cost of proposals, plans, standard specifications and standard drawings, if applicable.

MILESTONE DATES     Back to Top of Page
Summary of Schedule

April 8th, 2004                      Intent to Advertise – Prequalification Process posted on Website

April 20th, 2004 :                     Prequalification Meeting

May 3rd, 2004 :                       Plans and Specifications become available

May 4th, 2004 :                        Prime Contractor Technical Statements Due

May 13th, 2004 :                      TDOT Notifies Contractors of Prequalification Status

May 21st, 2004 :                      Prebid Meeting for Prequalified Contractors

June 11th, 2004 :                      Bids Due


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