097a-23__1_.pdf

Invitation No.: 097a-23 Location: Statewide Commodity: Traffic Count Data Services Multiple Award Pricing: http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/097apricing.xlsx

INVITATION TO BID (ITB)

State of Ohio, Department of Transportation Office of Contract Sales, Purchasing Services

Jack Marchbanks, Ph. D., Director

Bid Submission Deadline (Bid Opening Date):

January 31, 2023 at 1:00 p.m. eastern time

Submitted by:

Company Name:

Federal Tax ID No.:

Physical/Mailing Address: Remit to Payment Address:

Street Address:

P.O. Box:

City:

St:

Zip:

Contact Person and Phone Number:

(authorized to answer questions about your company’s bid)

E-Mail Address (required):

(person who filled out bid)

E-Mail Address (required):

(for notification of future bid opportunities)

Telephone Number 800 Number Fax Number

Return Properly Marked, Complete Bid Packages To:

contracts.purchasing@dot.ohio.gov - Paper bids will NOT be accepted.

VENDORS MUST SUBMIT ANY QUESTIONS, CLARIFICATIONS, OR INQUIRIES REGARDING THIS

PROCUREMENT VIA THE FOLLOWING WEBSITE:

https://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ1.aspx http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/PurchDocs/097apricing.xlsx mailto:contracts.purchasing@dot.ohio.gov

Attachments to be submitted in the emailed bid response:

Completed Front Page (Separate Attachment)

Completed Signature Page (Separate Attachment)

Completed Affirmation and Disclosure form (Separate Attachment)

Completed Excel Pricing Page (Separate Attachment)

Anything Else You wish to Submit (Separate Attachments)

Send multiple emails, as needed, to complete your submission to contracts.purchasing@dot.ohio.gov - Paper bids will NOT be accepted.

Zip files CANNOT be sent.

Invitation No. 097a-23

ITB 097a-23 ODOT STATEWIDE TRAFFIC COUNT DATA SERVICES

CONTRACT

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

ODOT is seeking to contract with highly qualified firms, with a minimum of five (5) years of technical traffic data collection experience, to collect traffic counts across the state of Ohio in accordance with the specifications in this contract.

ODOT collects turning movement, short-term machine counts, and nonmotorized (bicycle & pedestrian) to support various studies for our District Offices and Central Office customers. As part of this contract, the contractor shall be required to perform traffic counts at various locations throughout the State of Ohio on a task order basis. The agreement shall be administered by ODOT, Office of Technical Services, Traffic Monitoring Section.

Section 2: Qualifications

Bidders shall possess and demonstrate, through written proposal content, knowledge of the traffic data collection industry. The offeror should be experienced in the installation, maintenance, and troubleshooting of traffic data collection equipment for the purposes of collecting high quality traffic data. Offeror should also be experienced in the data collection, data processing, and data quality requirements for integration into ODOTs Traffic Monitoring Management System (TMMS).

Bidders shall provide three (3) entities to act as references to the firm’s technical expertise and experience in managing traffic data collection services and equipment. At least one of these must be from within the state of Ohio. At least one must include the successful completion of 500 plus counts per year for a State Department of Transportation, Metropolitan Planning Organization (MPO), or Tolling Authority for two (2) consecutive years. The State Department of Transportation, MPO, or Tolling Authority experience must be within the last five (5) years. Provide Contact Name, Phone Number, E-Mail Address, Agency Name, Date of Project, Number of counts taken and brief Project Description. References will be checked for meeting qualifications on this project. Experience must include the collection of multi-lane segments with counts taken by lane and include federal functional class breakdowns.

A checklist that demonstrates this knowledge and skill are included in Attachment H – Bid Submittal Items. Items 1 -3 in the qualification packet must be completed to be considered responsive to the bid. Bidders must submit prices for all program counts (A1-A10 and B1-B6) for at least 1 region.

Section 3: Contract Duration

The effective duration of this contract shall be from the Date of Contract Award through December 31, 2024, with an option to extend the contract by one-year increments for up to two additional years. Rate increases will be considered after the first two years.

Section 4: Multiple Award

ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive bidders pursuant to O.R.C. 5513.02.

The state has been divided into six regions; map is included in Attachment F. Contractors should submit a pricing sheet for each region they are bidding on.

Section 5: Basic Services

1. A portable machine count shall be set at a specific location. The duration of the machine count may be for 24 hours or 48 hours. The contractor shall be able to deploy and collect vehicle volume and classification (axle classification) data on highways with greater than two lanes in each direction (e.g., a major multi-lane arterial in an urbanized area of 6 to 8 lanes). This item has been established for a counter/road tube data collection plan.

2. The cost per count shall include any traffic control required, safety precautions, acquiring and/or purchasing the necessary roadway permits, equipment purchase or rental, any set-up or removal of road sensors, collection, processing, formatting and transmittal of the data.

3. The contractor shall follow all ODOT lane closure policies and coordinate all lane closures with the respective ODOT District Office and all other impacted government jurisdictions.

4. The contractor is required to follow all ODOT’s most current safety policies and guidelines included, but limited to personal safety, vehicle identification, work zones, etc. In addition, the contractor shall be liable for all damages related to traffic counting operations.

5. The turning movement (video) count will be priced on an hourly basis and may be for any combination of hours (e.g., a 2 hour AM count, a 2-hour PM count, a combination 2 hour AM and 2-hour PM count, an 8-hour split shift count (typically 7-11 AM and 2-6 PM), or a continuous 12-hour count (typically 6AM - 6PM or 7AM-7PM)). Longer count periods may exist for 24 hours (daily), weekly or monthly. All turning movement counts will be collected utilizing a non-intrusive, video camera collection device. In addition to a turning movement count, video technology could be requested to collect spot vehicle volume and FHWA Scheme F vehicle classification data, bicycles, pedestrians and other forms of transportation may also be requested.

6. A non-intrusive, radar type count is included in this contract. The intent of this item is for the contractor to provide a radar detector solution that does not require staff to enter traffic lanes during the set-up of the traffic data collection device. The non-intrusive unit shall have the capability to collect vehicle volume, vehicle length classification and speed by individual lane, by hour for a minimum of 8 lanes. All non-intrusive technologies must have ODOT approval prior to use.

7. Non-motorized (bicycle and pedestrian) counts will occur along pathways, sidewalks, etc.

or at intersecting areas on roadways or trail/sidewalk networks.

This is considered a "turn-key" contract. The contractor shall be responsible for all equipment, materials, labor and the technical expertise to safely conduct required traffic studies, collect traffic data and submit the data and other contract deliverables to the Contract Administrator in the proper format as well as meet all other contract requirements.

Most of the types of counts requested in this contract have been established for a counter/road tube data collection plan. This is in accordance with the most commonly used past practice for data collection and should not be considered a bias towards this collection method. Contractors are welcome to propose alternative methods for data collection, but any additional methods and equipment must be included in the contractor’s equipment plan and approved by the ODOT contract manager.

Counts shall be assigned on an as needed basis and a min/max number of counts to be collected is not guaranteed over the term of this contract. An estimated number of “ODOT Program Counts” anticipated to be collected over the next 4 years are listed by county in Attachment F. This listing is intended as only an estimate and should be expected to vary over the course of the contract as adjustments are made to meet the needs of the traffic monitoring program. “ODOT Special Request Counts” will be assigned on an as needed basis anywhere throughout the region.

“Special Request Counts” will be assigned an anticipated completion date and may also include count types as listed under the “ODOT Program Count” section. Counts will be paid at an agreed upon price per type of count, per ODOT Region.

5.1 Task Orders

ODOT will issue task orders to contractors based on ODOT’s needs. Sample Task Orders are shown in Attachment G. Task orders fall into two (2) categories – Program Counts and Special Requests.

Program Counts Program Count task orders are typically issued in February or March of each year by County. Task orders will be issued that include TMMS station numbers, latitudes, longitudes, number of lanes, type of count, county, route, log point, road name, location description, community, and cardinal direction. An excel spreadsheet or a work order within the TMMS system will be sent to contractor with program count listings. Goals will be set for number of counts to be completed each month.

Contractors that don’t meet goals may be subject to task orders being rescinded. With approval from ODOT, due to site conditions, the count type to be collected may be mutually changed. Below is an estimate of the number of program counts scheduled for 2023-2026. A more detailed estimate by county is included in Attachment F.

2023 6,176 locations

2024 7,805 locations

2025 7,959 locations

2026 6,776 locations

Following the completion of a program count task order, the contractor will send ODOT an excel file that includes the location (lat/long) that the count was collected. The file should include the location ID, lat/long, count type requested, and count type collected.

ODOT maintains a sharepoint site that is available as read only that indicates what counts have been approved and includes an optional template for contractor invoicing.

Program counts shall be submitted or uploaded into the TMMS/MS2 system within 2 weeks from the date of data collection.

Special Requests ODOT collects traffic counts based on individual site needs. These are frequently for specific projects, studies etc. the quantity varies from year to year. A sample special request task order is included in Attachment F. Special Requests may include tube counts, turning movement, bike/ped or any other type of count needed. Special Request Counts are expected to be ‘turned-around’ in a short duration – typically 2 weeks. They may include specific timelines, like weekend or during a special event, etc. Large special requests will be allowed longer than 2 weeks. ODOT understands and will consider weather, outside processing delays etc.

Section 6: ODOT Tube Counts

A) Counter/Road Tube Spot Count – 1 to 4 lanes

1. 24-hour volume total flow.

2. 24-hour volume, by direction (will be used for 2 lane roads).

3. 24-hour volume, by lane.

4. 48-hour volume, by lane.

5. 24-hour axle classification, by lane.

6. 48-hour axle classification, by lane.

7. 24-hour Highway Ramp volume.

8. 48-hour Highway Ramp volume.

9. 24-hour Highway Ramp axle classification.

10. 48-hour Highway Ramp axle classification.

*All counts (except total flow count A1) will be collected in 15 min. intervals unless otherwise noted.

All classification counts will collect FHWA Scheme F classification and include speed data. Speed bins will be provided.

B) Counter/Road Tube Spot Count – Greater than 4 lanes (Road Tube)

1. 24-hour volume total flow.

2. 24-hour volume, by direction.

3. 24-hour volume, by lane.

4. 48-hour volume, by lane.

5. 24-hour axle classification, by lane.

6. 48-hour axle classification, by lane.

* All counts (except total flow count) will be collected in 15 min. intervals unless otherwise noted. All classification counts will collect FHWA Scheme F (Attachment A) and include speed data. Speed bins are shown in Attachment B.

6.1 Other ODOT Count Types

C) Video Turning Movement Count

1. Pole mounted video turning movement vehicle volume and pedestrians and bicycles.

Classification may also be required for up to 5 classifications (motorcycle, car, bus, light truck, heavy truck) in 15-minute intervals. Provide an hourly and daily rate.

2. Pole mounted video roundabout count – may include up to the following – bicycle, pedestrian, motorcycle, car, bus, light truck, heavy truck in 15-minute intervals. Provide an hourly and daily rate.

*Typical count duration will include 8 to 12 hours or as designated by the ODOT contract manager.

D) Non-Intrusive Spot Count

1. Trailer mounted radar - non-intrusive volume, length classification and speed count, by lane, by direction, by 15 min interval. Hourly, Daily, Weekly and Monthly rates.

2. Pole mounted radar – non-intrusive volume, length classification and speed count, by lane, by direction, by 15 min interval. Hourly, Daily, Weekly and Monthly rates.

3. Trailer mounted video - non-intrusive volume, length classification bins or HPMS video bins, FHWA Scheme F classification by lane, by direction, by 15 min interval. Hourly, Daily, Weekly and Monthly rates.

4. Pole mounted video - non-intrusive volume, length classification bins or HPMS video bins FHWA Scheme F classification by lane, by direction, by 15 min interval. Hourly, Daily, Weekly and Monthly rates.

5. Pole mounted video without processing, one and two camera setups - non-intrusive volume, classification by lane and direction, by 15 min interval. Hourly, Daily, Weekly and Monthly rates. Video files at 15 or more frames per second taken as directed in task order.

ODOT will process the data into counts.

6. Pole/Tree mounted non-motorized trail or path count, by direction, by 15-minute interval.

Hourly, Daily, Weekly and Monthly rates.

E) AI/Machine Learning Count Spot Count

1. Pole mounted AI/Machine Learning – non-intrusive volume, FHWA Scheme F 13 classification by lane, by direction, by 15 min interval. Hourly, Daily, Weekly and Monthly rates. ODOT currently accepts Leetron A.I. Count. Other suppliers may be accepted following ODOT verification in the future.

6.2 Site Identification

Each count location will be identified by a unique location ID denoted in a tabular listing of all requested count locations. At the time of a request, a count listing will be sent via email and/or made available on ODOT’s SharePoint site.

6.3 Safety

The contractor shall follow all current ODOT safety procedures in regard to equipment, apparel, vehicles and traffic control. Note that ODOT requires, at minimum, that a hard and safety vest be worn at all times while working in the right-of-way (Hard Hat – ANSI Z89.1 Hi-Viz Lime Green and Safety Vest and legwear – ANSI Class II (day) or ANSI Class III (night)). All vehicles must have a minimum of two (2) sets of flashing strobe safety lights. When setting traffic counters, it’s also recommended that employees wear, steel toed work shoes, safety glasses and gloves.

An item in this contract includes the use of a law enforcement Officer with Patrol Car. This shall consist of the contractor providing the service of a law enforcement Officer with patrol car as directed by the ODOT Contract Administrator for the primary purpose of aiding in traffic control. A safety/security guard is not considered to be a law enforcement officer. Information regarding arrangements for a law enforcement Officer's service may be obtained by first contacting the Ohio State Highway Patrol, 1970 W. Broad Street, Columbus, Ohio, telephone (877) 772-8765 or email wwwohp@dps.ohio.gov or the appropriate city police department or county sheriff's office. When the services of law enforcement are used, the contractor shall submit a receipt/documentation from the officer when submitting the invoice from the ODOT work order.

If damage occurs to private property during a traffic count, the contractor is required to document the damage/complaint using the form located on Attachment E. The form should then be sent to ODOT contract administrator. All costs to repair damage is the responsibility of the contractor.

Section 7: Data Collection Requirements

A traffic count consists of the total number of vehicles that pass over a given section of a roadway during a given interval, by 15-minute interval, by lane, by direction or 24-hour total flow. The Contractor is required to convert the raw data file to the specified data format or as specified (see Data Reporting Format section). For volume counts, the traffic counter shall be set to collect data for each VEHICLE hit.

All program counts shall be collected during ODOT’s defined count season defined by the following dates:

2023 - February 27 thru December 14 2024 - February 26 thru December 12 2025 – February 24 thru December 11 2026 – February 23 – December 10

The ODOT Contract Administrator will set goals for number of counts to be completed each month.

Goals are set so that only construction conflicts and resets will be collected from October to December.

Special request counts may be requested and collected anytime throughout the year. The task order will include specifics as to when the count must be taken.

Unless otherwise requested, all counts must be conducted continuously for a full 24-hour day (12:00 a.m. to 12:00 a.m.) Monday, Tuesday, Wednesday, and Thursday within the following time frames:

Work weeks - start 12:00 a.m. Monday - end at 12:00 a.m. Friday

No part of a count will be collected within 36 hours of an extended weekend formed by a Federal, State, or Local holiday unless otherwise noted. Identified holidays are included as follows:

1. New Year’s Day

2. Martin Luther King Day

3. Presidents Day

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veterans Day

9. Thanksgiving Day Week

10. Christmas

In addition to the requirements discussed above, counts will not be taken during Christmas Day and New Year’s Day holidays. The ODOT Contract Administrator reserves the right to further limit count times based on day of week of holidays. No part of a count will be collected within 24 hours of a school closure due to a snow event or other natural disaster (e.g., flooding, tornado, etc.). In addition, the contractor should be aware of any local construction that may affect the AADT and plan accordingly. The contractor will not be compensated for any count affected by construction or equipment damage. Any deviation to these restrictions must have prior approval from the ODOT Contract Administrator.

The traffic counters will be placed at the locations as indicated on the ODOT provided listings. Any deviation from these locations must be approved by ODOT’s contract administrator. All machine counts shall start and end at the top of the hour. Traffic counter must be placed on state, county or local rights-of-way and clearly anchored and marked or flagged.

7.1 Data Collection Standard

All traffic counts (except Volume Total flow and Volume by direction (unless 2 lane roadway)) will be collected using data recording intervals of 15 minutes.

Classified data requirements are to be collected using the 13 vehicle classification types recommended by the FHWA. See Attachment A for minimum standards and descriptions of the 13 classification types. All classified data studies will include vehicle speed as a data attribute. See Data Reporting Format for more detail.

The contractor’s equipment shall have the ability to collect data at several different intervals including 60 min., 30 min., 15 min., and per-vehicle record.

Collection of traffic data may be required on a wide variety of road types ranging from high volume urban and arterial routes to low volume rural routes. Physical roadway characteristics may limit the type of data that can be collected. An example of this may include a count spotted on a gravel road. In most cases, setting road tubes on a gravel roadway is discouraged. The contractor shall use technical expertise to advise the ODOT Contract Administrator when it might be advantageous from a data quality standpoint to switch, relocate or cancel associated classified and unclassified traffic counts. The Contract Administrator may approve these requests for modification if it is determined to be in the best interests of ODOT Traffic Monitoring Section to do so.

7.2 Photographs

Machine Counts - Digital photographs shall be taken at the conclusion of all counts and shall be submitted for all count locations. The photographs shall be submitted simultaneously with the traffic data. ODOT may require contractors to upload photos to MS2. At least three (3) photographs shall be taken for all undivided roadways. One shall show the upstream (Primary Direction) road conditions, the second shall show the downstream (Secondary Direction) road conditions and the third shall show sensors. The primary and secondary directions should include enough area to identify the location from roadway assets in the picture, such as guardrail, mailboxes, large trees, buildings etc. The sensor picture should include the counter. Two pictures may be necessary to depict the entire setup. Multiple counters set to collect 1 station require multiple photo sets. A naming convention that incorporates the station number shall be used for all photos. Examples of the standard to be used are: 160001 PD, 160001 SD and 160001 RT. “PD” shall be used for a view showing the primary direction from the sensors. “SD” shall be used for a view showing the Secondary Direction from the sensors. “RT” shall be used for the view showing the road-tube sensors. If all sensors cannot be shown in the same picture, multiple standard pictures shall be required and named as follows: 160001 RT 1 and 160001 RT 2. “RT 1” shall be the Primary direction sensors and “RT 2” the secondary direction sensors. Each picture shall include a time/date stamp. The picture of the sensors shall be taken at the time of data pick-up and shall show the condition of the sensors after completion of the traffic count. For all divided roadways, the same procedure shall be followed except for the following changes:

1. The Primary direction photograph shall show traffic approaching the sensors traveling in the ODOT cardinal direction (i.e., North or East).

2. The Secondary direction photograph shall show traffic approaching the sensors in the opposite ODOT non-cardinal direction (i.e., South or West).

3. Photographs for each sensor array shall be taken at the conclusion of each count. The cardinal direction array shall be named “RT 1” and the non-cardinal direction array shall be named “RT 2.”

4. At all divided highway count stations, photographs shall be taken from each separate counter location.

Turning Movement Counts – Photographs shall be taken of each intersection approach and will be incorporated into a single sheet location diagram.

7.3 Global Positioning System and CRS recording

1. As part of the traffic count submission, ODOT requires Global Positioning System (GPS) locations at each short-term count location. The following guidelines apply to the collection and submission of GPS information to the Contract Administrator.

2. A GPS receiver shall be used to collect traffic count site location information. It shall be collected no further than 25 feet from the traffic counter during the marking process. Note:

only one GPS reading needs to be taken at count stations on divided highways in the cardinal direction (northbound or eastbound). However, multiple counter sets to collect 1 station shall include the GPS location of each counter placement on the field sheet.

3. Map datum shall be set to North American Datum 1983 (NAD 83), unless changed by the Contract Administrator.

4. Latitude and longitude shall be set to display degrees only readings. Degrees shall be displayed to a minimum of 6 decimal places, i.e., latitude 37.234512. Accuracy of the position shall be within 25 feet of the target position.

5. The ODOT Location phone app should be used to record the county-route-section, or mile marker of the count. Assure that the app collects the correct roadway and is taken from outside the vehicle within 10 feet of the counter.

GPS receiver antenna will be placed on top of the vehicle or data will be collected from a handheld receiver outside the vehicle.

Never collect data from a handheld unit inside a vehicle without an external antenna.

Never collect data by placing a handheld receiver in the windshield of vehicle.

7.4 Turning Movement Counts

The completed count shall be sent electronically (Jamar Technologies Inc. Petra Pro Software v.

1.7.1 “pwf” format or other agreed upon format) to ODOT for factoring and use. The turning movement counts shall be normally taken in three vehicle class categories: Passenger & Type A (FHWA classifications 1-3), single and multiple unit trucks (FHWA classifications 4-13) and nonmotorized (bicycle & pedestrian). Additional classifications may be requested including, but not limited to pedestrians, bicycles, buggies, school buses, FHWA Vehicle class etc.

Turning movement counts shall be taken using a video camera and post processed once the data is collected. Post processing shall consist of a time sync’d software package or approved technology. Prior to use, the contractor shall gain approval from the ODOT Contract Administrator for the equipment/software to be used and a final data reporting format. In addition to the final Jamar .pwf file, the video file used to post process the data shall be included to complete the request.

7.5 Non-Motorized Count

Non-motorized counts include pedestrian and bicycle –Software files must be compatible with MS2.

Currently formats that are compatible with MS2 are Miovision, TrafX, Ecocounter, and manual by spreadsheet. Counts will include photographs and field sheets that are used for vehicle counts.

ODOT utilizes the Midwestern Software Solutions (MS2) cloud-based traffic data management system. The contractor shall send these files to ODOT or will be directed to upload raw traffic count files (from most major traffic counter contractors) to this system where it will be accessed by ODOT and processed.

1. Trail or Spot count – volume, classification (bicycle, pedestrian, other) by direction, by 15-minute interval. Hourly, Daily, Weekly and Monthly rates.

2. Intersection or Turning Movement Count – volume, classification (bicycle, pedestrian, other) by direction by 15-minute interval. Hourly, Daily and Weekly rates.

7.6 Contractor Specific Count abilities

Contractors can propose other types of count data collection as part of this contract. Areas include, but are not limited to, counting roadways, trails, intersections (including roundabouts), vehicles by class, length, non-motorized by type, etc. Unique counting devices or situations may be included that showcase a vendors’ capabilities and offerings beyond those already outlined. Provide a description and a price within the submittal documents.

7.7 Data Reporting Format

ODOT utilizes the Midwestern Software Solutions (MS2) cloud-based traffic data management system. The contractor shall send these files to ODOT or will be directed to upload raw traffic count files (from most major traffic counter manufacturers) to this system where it will be accessed by ODOT and processed.

File naming conventions for both Program and Special Request counts will be determined once the contract has been awarded and it has been established the type of counter being used by the contractor. The contractor will be responsible for including a header on the files that will allow the files to upload into the MS2 system. Specific file formats shall be used for the counts:

Total Flow Volume Must supply station number, latitude, longitude, begin and end year, month, hour, day, minute and vehicle volume in an acceptable format such as excel file or other as approved by ODOT Bi-directional volume and Classification – files must be submitted in a format that is acceptable by the MS2 system. Common formats used are prn and bin formats. The data MUST be submitted in vehicles in 15-minute intervals.

Turning Movement Count Format Jamar Technologies Inc. Petra Pro Software v. 1.7.1 or greater, csv file from Traffic Data Online (Miovision) or other agreed upon format that is compatible with MS2 Non-motorized format –Traffic Data Online (Miovision), TrafX, ecocounter, and MS2 import template.

ODOT reserves the right to make changes to these formats as needed throughout the life of this contract. The contractor will accommodate these changes at no cost to ODOT.

Section 8: Data Submission and Acceptance

As data collection is completed, the computer files shall be uploaded to the MS2 System on at least a weekly basis, in the specified formats and specified file naming conventions. Program count data must be received or uploaded into MS2 within 2 weeks of data collection date. Special request data submitted not utilizing the MS2 System will be transmitted as an attachment using e-mail or a file transfer protocol (ftp) site or Liquid files application. Data submitted by email should be sent to the following email address:

ODOT.Traffic.Counts@dot.ohio.gov

Contractor will send ODOT traffic count data files that have been successfully uploaded into the MS2 system. In the case of program count task orders they may be mailed to ODOT on a data drive at the conclusion of the count season. Final invoices for the count season will be help until count data files have been received.

ODOT will train contractors how to upload files. ODOT will still do the QA/QC approval process of counts.

The contractor shall review the accuracy of each count prior to submitting to ODOT. Traffic count acceptance will be determined based upon the successful processing and analysis of the raw count data by ODOT. Verification may consist of comparing count data to historical and /or current data taken at the same locations, count data taken on adjacent roadway links on the same route, quality control reviews of anticipated class breakdowns for similar roadways, etc. Where historical count data is unavailable, local knowledge and/or land use data may be used as part of the analysis.

Once the traffic counts are submitted and processed, ODOT will provide the location IDs denoting locations of the traffic counts that are questionable and must be reset. The contractor will decide if the field conditions allow accurate results if the reset is completed. If the contractor thinks that the reset will give ambiguous results, they will provide ODOT with the rationale. (E.g., cars parking in the lanes at the location, construction activity, shopping center entrance, etc.)

If the reset total daily volume and/or vehicle classification (by vehicle type) is within +/- fifteen (15) percent of the original un-factored daily volume, ODOT will pay the contractor for both the original count and the reset count. If the difference between the two counts is greater than fifteen (15) percent, ODOT will not pay for the original count.

Section 9: Count Equipment

Key to a contractor’s success in this contract will be the ability of the data collection equipment to accurately collect required data within ODOT’s parameters. ODOT’s preference is that the equipment facilitates this collection with as little human intervention as possible, removing the possibility of errors in the setup and system processing/reporting of the data. Install Techniques should meet ASTM E1957-04 (Reapproved 2018) Standard Practice for Installing and Using Pneumatic Tubes with Roadway Traffic Counters and Classifiers.

9.1 Counter Documentation

The contractor shall provide documentation (Operator’s Manuals) from the manufacturer which details how each different type of traffic count equipment is to be used, setup in the field, and processed. This documentation shall specify equipment capabilities and calibration procedures.

The contractor shall ensure that all equipment is kept updated and shall provide documentation from the manufacturer indicating that all hardware, firmware and software has been upgraded to the manufacturer’s most current release. Note - Any hardware, firmware, software, sensor adjustments, calibration, configuration, setup changes and updates regarding classification table/classification tree changes after the start of the contract must first be coordinated with and approved by the Contract Administrator before being implemented. The contractor shall also produce an inventory list containing the age of each piece of equipment by serial number and the last service performed (type and date).

9.2 Counter Calibration

Prior to using each counter model, the contractor must submit a six (6) hour video verification of data collected by the counter and compare it to the data collected by the video. This will be a FHWA Scheme F classification count at a site assigned by the ODOT Contract Administrator. The classification, volume and speed breakdowns must be approved by ODOT before the counter model type may be used. Classification data must be accurate across all classes. The contractor will be paid for the appropriate tube class type location collected but WILL NOT be paid for the verification documentation or video collection.

ODOT does not accept Pico or Jamar or Timemark tube counts for classification.

ODOT may request an inspection or video calibration be completed of part or all count equipment at any time prior to the award and/or during this contract. The location for the inspection or calibration will be selected by the contract administrator. Equipment that does not meet the requirements discussed above shall not be used for the contract.

The Contract Administrator may conduct his/her own testing of equipment. If requested, the contractor shall provide up to 10 sample units of the traffic count equipment selected for test purposes during the count year. During the contract, the Contract Administrator may request equipment for retesting and may ask for certain pieces of equipment, by equipment serial number, for testing purposes. The contractor shall comply with all such requests. If problems are found with sample units, the Contract Administrator may require 100% of inventory test.

The Contract Administrator may perform a variety of bench and field tests to determine if the equipment is suitable for ODOT’s needs. Any equipment found to be non-suitable for ODOT’s needs, must be repaired or replaced. Suitable for ODOT’s needs is defined as being able to correctly count and classify vehicles in accordance with requested items outlined in this document and the classification scheme submitted by the contractor and approved by the Contract Administrator.

9.3 Counter Maintenance & Operation

Counter Maintenance and proper operation are key elements to quality data being collected by any contractor. The contractor must have a maintenance program to ensure that counters are routinely tested/calibrated per manufacture recommendations, including air switch testing. The Contractor shall provide documentation of equipment tests performed to ensure the equipment operates correctly and reliably.

Tubes must be checked that they are free from debris and can handle 1 psi pressure for 1 minute.

Tubes should be stretched by 10% when anchoring and be secured every 3 to 5 feet. No nails should be used in wheel tracks. Tape is best used in traveled way. If more than 1 tube is used at a site they should be the same length, condition and age.

Traffic counters must be secured to the ground. Traffic counters should not be secured to private infrastructure, such as mailboxes or light posts.

Section 10: Counter Field Identification

When deployed to the field, each traffic count device shall have an identification tag attached to it.

The identification tag shall be designed so that it will not degrade over time and shall be large enough to be easily viewed. At a minimum, the ID tag shall show the name and the telephone number of the contractor. It shall also indicate that the count is being conducted for ODOT, and the name and number of the ODOT Traffic Monitoring Section.

Section 11: Field Sheets

Each short-term/tube count will be associated with an ODOT supplied location Field Sheet. They will be supplied in either an excel format or within MS2. (See Attachment C). The contractor shall annotate the Field Sheet with all requested information. Minimum requirements are as follows:

Station Number, Date of Count, Physical Location, Device Serial Number, Latitude, Longitude, County, Route, Section from ODOT location app, Type of Count, number of lanes, traffic impacts and Contractor Notes for the count location. The contractor shall provide notes that would assist the Contract Administrator in evaluating the traffic data. These notes shall be provided to help explain unusual or unexpected traffic patterns, deviations from data quality assurance standards and/or variations from historical traffic. Without these notes, the contractor may be required to perform a potentially unnecessary resets at the contractor’s expense. ODOT retains the right to modify the field sheet and information requested at any time during the life of the contract. An electronically generated field sheet (Microsoft Excel or MS2 field tool) will be supplied by ODOT.

This field sheet will accompany all count submittals by the contractor. Contractors may be required to upload field sheets to MS2.

Section 12: Schedules/Count Completion/Communication

For each ODOT count request, the contractor will, within 7 days of receipt, provide the ODOT Contract Administrator with a plan and schedule of how and when the expected work will be completed. In addition, the contractor shall submit a work schedule on a bi-weekly basis. For program counts, two to four weeks prior to starting work on routes within a city or county jurisdiction, the contractor shall notify the local government (e.g., county engineer and city engineer) with responsibility for the roads in that jurisdiction of traffic count plans and schedules. In addition, this plan and schedule shall be sent to local ODOT District count coordinator (see Attachment D) and ODOT county manager. The name, position, email, telephone number and date of each local and state authority contacted shall be provided to the Contract Administrator in each bi-weekly plan and schedule. Any concerns expressed by local officials shall be relayed to the Contract Administrator the same day the contractor is notified. Requests for traffic data from the conducted studies shall also be relayed to the Contract Administrator.

Ohio County Engineers Association Web page: www.ceao.org

The contractor will be available to ODOT personnel for communication purposes 7:30 a.m. to 4:30 p.m. Monday thru Friday. ODOT will schedule monthly TEAMS phone progress meetings with each contractor that has open task orders.

A project kickoff/training meeting will be held onsite at ODOT headquarters, 1980 West Broad Street, Columbus, Ohio at the beginning of the contract. All successful contractors must attend in order to be eligible to receive task orders for program counts. Expected attendees include primary field tech and primary processor as well as a principal responsible for invoicing. Additional training session will be held on an as needed basis.

Section 13: Field Inspections

ODOT will conduct a field inspection program of contract activities. The contractor shall cooperate with ODOT personnel to assist in the inspection program. To conduct this program, ODOT shall have access to contractor count equipment while deployed in the field. Contractors must provide location of field staff to ODOT inspectors in live time. ODOT employs iPhones and Windows-based laptops, so the field staff locator system must be compatible with those formats.

Contractors shall provide the Contract Administrator with keys to the locks that are used. A limit of two different keyed locks will be allowed. At the start of the contract, five (5) new keys will be supplied to ODOT for each type of lock. If a change in locks is made during the contract, ODOT will be provided with notice of the change, the reason and replacement keys before implementation.

Any locks encountered during the inspection program that cannot be opened by the keys provided will be removed with bolt cutters. Replacement will be at the contractor’s expense.

Other forms of cooperation may include contract personnel meeting with and setting up studies in the inspector’s presence, detailing their knowledge of site selection criteria or other requirements as necessary to satisfy the inspector or Contract Administrator that contract specifications are being met. Safety reviews and site accuracy and selection will be reviewed by ODOT inspectors.

ATTACHMENT A

FHWA Vehicle Classification Scheme F Report

Scheme F Axle Classification Description

Class 1- Motorcycles: All two- or three-wheeled motorized vehicles. Typical vehicles in this category have saddle type seats and are steered by handlebars rather than wheels. This category includes motorcycles, motor scooters, mopeds, motor-powered bicycles, and three-wheeled motorcycles.

Class 2- Passenger Cars: All sedans, coupes, and station wagons manufactured primarily for the purpose of carrying passengers and including those passenger cars pulling recreational or other light trailers.

Class 3- Other Two-Axle, Four-Tire, Single Unit Vehicles: All two-axle, four-tire, vehicles other than passenger cars. Included in this classification are pickups, panels, vans, and other vehicles such as campers, motor homes, ambulances, hearses, carryalls, and minibuses. Other two-axle, four-tire single unit vehicles pulling recreational or other light trailers are included in this classification.

Class 4- Buses: All vehicles manufactured as traditional passenger-carrying buses with two axles and six tires or three or more axles. This category includes only traditional buses (including school buses) functioning as passenger-carrying vehicles. Modified buses should be considered to be trucks and be appropriately classified. Note: In reporting information on trucks the following criteria should be used:

a. Truck tractor units traveling without a trailer will be considered single unit trucks.

b. A truck tractor unit pulling other such units in a “saddle mount” configuration will be considered as one single unit truck and will be defined only by axles on the pulling unit.

c. Vehicles shall be defined by the number of axles in contact with the roadway. Therefore, “floating” axles are counted only when in the down position.

d. The term “trailer” includes both semi- and full trailers.

Class 5- Two-Axle, Six-Tire, Single Unit Trucks: All vehicles on a single frame including trucks, camping and recreational vehicles, motor homes, etc., having two axles and dual rear wheels.

Class 6- Three-axle Single unit Trucks: All vehicles on a single frame including trucks, camping and recreational vehicles, motor homes, etc., having three axles.

Class 7- Four or More Axle Single Unit Trucks: All trucks on a single frame with four or more axles.

Class 8- Four or Less Axle Single Trailer Trucks: All vehicles with four or less axles consisting of two units, one of which is a tractor or straight truck power unit.

Class 9- Five-Axle Single Trailer Trucks: All five-axle vehicles consisting of two units, one of which is a tractor or straight truck power unit.

Class 10- Six or More Axle Single Trailer Trucks: All vehicles with six or more axles consisting of two units, one of which is a tractor or straight truck power unit.

Class 11- Five or Less Axle Multi-Trailer Trucks: All vehicles with five or less axles consisting of three or more units, one of which is a tractor or straight truck power unit.

Class 12- Six-Axle Multi-Trailer Trucks: All six-axle vehicles consisting of three or more units, one of which is a tractor or straight truck power unit.

Class 13- Seven or More Axle Multi-Trailer Trucks: All vehicles with seven or more axles consisting of three or more units, one of which is a tractor or straight truck power unit.

Class 14 and Class 15- Either class 14 or 15 shall default the identify any vehicle which does not conform to the classification criteria for Class 1 through Class 13. This shall also include any vehicles that couldn’t be classified properly by counter and software. The remaining class bin will be defined by ODOT personnel for special studies.

Ohio Length Classification Description – 3 bins

Class 1- 0 – 22 feet in length: Equivalent to axle class bins 1 - 3.

Class 2- 22.1 - 40 feet in length: Equivalent to axle class bins 4 - 7.

Class 3- Greater than 40 feet in length: Equivalent to axle class bins 8 - 13.

Ohio Length Classification Description – 4 bins

Class 1 - 0 – 6 feet in length: Equivalent to axle class bin 1.

Class 2 - 6.1 – 22 feet in length: Equivalent to axle class bins 2-3.

Class 3 - 22.1 - 40 feet in length: Equivalent to axle class bins 4 - 7.

Class 4 - Greater than 40 feet in length: Equivalent to axle class bins 8 - 13.

Ohio Length Classification Description – 4 Bins for Radar

Class 1 - 0-6 feet in length: Equivalent to axle class bin 1.

Class 2 - 7-28 feet in length: Equivalent to axle class bins 2-3.

Class 3 - 29-44 feet in length: Equivalent to axle class bins 4 - 7.

Class 4 - Greater than 45 feet in length: Equivalent to axle class bins 8 - 13.

Ohio HPMS Classification Description – 5 Bins for Video

Class 1 - Motorcycles: Equivalent to axle class bin 1.

Class 2 – Passenger Cars: Equivalent to axle class bins 2-3.

Class 3 - Buses: Equivalent to axle class bins 4.

Class 4 – Single Unit Trucks: Equivalent to axle class bins 5 - 7.

Class 5 – Combo Unit Trucks: Equivalent to axle class bins 8 - 13.

NOTE: May also require bicycle and pedestrian counts.

Additional Length class bins may be developed during the course of the contract. Changes to the classification descriptions will not increase the cost of the count.

ATTACHMENT B

Speed Bins

Bin 1 – 0.00 - 35 mph Bin 2 – 35.1 - 40 mph Bin 3 – 40.1 - 45 mph Bin 4 – 45.1 - 50 mph Bin 5 – 50.1 - 55 mph Bin 6 – 55.1 - 60 mph Bin 7 – 60.1 - 65 mph Bin 8 – 65.1 - 70 mph Bin 9 – 70.1 - 75 mph Bin 10 – 75.1 - 80 mph Bin 11 – 80.1 - 85 mph Bin 12 – 85.1 - 90 mph Bin 13 – 90.1 - 95 mph Bin 14 – 95.1 - 100 mph Bin 15 – Greater than 100 mph

ATTACHMENT C

Machine Count Field Sheet Example

Field sheet will be supplied in excel format or within MS2 system for completion. Field sheets don’t have to be typed, but must be legible. ODOT may change the format periodically.

The contractor shall annotate the Field Sheet with all requested information. Minimum requirements are as follows: Station Number, Date of Count, Physical Location, Device Serial Number, Latitude, Longitude, County, Route, Logpoint from ODOT location app, Type of Count, number of lanes and Contractor Notes for the count location. The contractor shall make note of the condition of the sensors at time of pick-up, and the date/time of pick-up. The contractor shall also provide notes that would assist the Contract Administrator in evaluating the traffic data. These notes shall be provided to help explain unusual or unexpected traffic patterns, deviations from data quality assurance standards and/or variations from historical traffic. Without these notes, the contractor may be required to perform a potentially unnecessary recount at the contractor’s expense. ODOT retains the right to modify the field sheet and information requested at any time during the life of the contract. An electronically generated field sheet (Microsoft Excel or MS2 field tool) will be supplied by ODOT. This field sheet will accompany all count submittals by the contractor.

Station Number:

Date of Count:

Physical Location:

Device Serial Number:

County-Route-Section:

Primary Latitude

Primary Longitude

Secondary Latitude

Secondary Longitude

Type Count

Number of Lanes

Traffic Pattern impacts

(detours nearby, school closings, etc.):

Contractor Notes:

Field Technician Name:

Machine Count Field Sheet - Contractor Name

ATTACHMENT D

ODOT Traffic Count Contacts These will be updated periodically and emailed to current contractors

Description Name Phone Email

Traffic Monitoring Section Manager

Sandie Mapel 614-644-

Sandra.Mapel@dot.ohio.gov

Data Coordinator (Count Contract Administrator)

Becky Salak 614-644-

Becky.Salak@dot.Ohio.gov

Traffic Monitoring Field Manager

(Count Contract Administrator)

Ed Newmeyer 614-204-

Edward.Newmeyer@dot.ohio.gov

Traffic Monitoring Field

Representative (Districts 1, 7, and

8)

Vacant

Traffic Monitoring Field

Representative (Districts 2, 3, 12)

Vacant

Traffic Monitoring Field

Representative (Districts 5, 6, 9, and 10)

Elizabeth Murphy

614-204-

614-275-

Elizabeth.Murphy@dot.ohio.gov

Traffic Monitoring Field

Representative (Districts 4, 11)

Darren Gerstenslager

614-273-4783

Darren.Gerstenslager@dot.ohio.gov

District 1 Count Coordinator

Kylie Schnipke

Jaycie Dotson

419-999-

Kylie.Schnipke@dot.ohio.gov Jaycie.Dotson@dot.ohio.gov

District 2 Count Coordinator

Chris Waterfield

419-373-

Christopher.Waterfield@dot.ohio.gov

District 3 Count Coordinator

Julie Cichello 419-207-

Julie.cichello@dot.ohio.gov

District 4 Count Coordinator

Michael Craver

330-786-

Michael.Craver@dot.ohio.gov

District 5 Count Coordinator

Joshua Otworth

740-323-

Joshua.Otworth@dot.ohio.gov

District 6 Count Coordinator

Drew Hurst 740-833-

Andrew.Hurst@dot.ohio.gov

District 7 Count Coordinator

Mary Hoy 937-497-

Mary.Hoy@dot.ohio.gov

District 8 Count Coordinator

Tom Mazza 513-933-

Thomas.Mazza@do…