241-26.pdf

PID 121783 – ITB 241-26 Page 1 of 37

ITB 241-26 Data Purchase of Non-intrusive Traffic Monitoring Collection Sites Contract Requirements/Specifications

Section 1.00: Intent

The Ohio Department of Transportation (ODOT) is soliciting proposals to enter into contract to maintain non-intrusive traffic data collection sites to provide quality traffic data. ODOT has multiple types of Automatic Traffic recorders (ATR) in operation. This contract is in relation to providing services for the following:

A. Wavetronix Smart Sensor HD System

B. Classification Video Sensor

Attachment A is a listing of current ODOT Automatic Traffic Recorder (ATR) Locations, that utilize the Wavetronix HD systems. ODOT currently has approximately 70 sensors in operation and subject to increase and decrease at any time. ODOT does not currently have any classification video devices in operation.

The Wavetronix listing is sorted by District, location, number of lanes, and other pertinent information. All locations and quantities in this bid are estimates only. Data collection sites and quantities shown are subject to change. ODOT, in its sole discretion, retains the option to add or delete ATR station locations throughout the duration of the contract.

Section 1.01: Multiple Award

ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive and responsible vendors that meet requirements, experience and qualifications as outlined in Section 1.2. There are no guarantees that all responsive bidders will be assigned task orders.

Section 1.02: Requirements, Experience and Qualifications

Pay Items 3.01 – 3.04 – Pay for Traffic Data requires vendors to have five years’ experience in analyzing, assessing, and troubleshooting problems at traffic stations. Must be able to operate Wavetronix HD controllers, connect a new station, collect calibration data, familiar with modem operations. The primary field technician should have a minimum of 2 years’ experience in traffic field data collection and the project manager should have a minimum of five years’ experience. At least two state Department of Transportation references that can attest to this experience, with contact information, shall be requested prior to the issuance of any task orders. Prior to being issued a task order, ODOT will interview the vendor’s staff to assure that they have appropriate knowledge in device, modem, and data expertise as well as contact references. References are not required at the time of bid submittal.

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Section 1.03: Contract Duration

The duration of the contract shall be 2 years from the date of contract award 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 and each subsequent year.

Section 1.04: Quantities Undefined

There shall be no guarantee as to the occurrence or amount of purchasing activity for this agreement. Quantities are undefined.

Section 1.05: Task Orders

A written or digital task order will be issued by the ODOT Project Manager or their designee, to initiate work. ODOT may issue multiple task orders at multiple locations. The task order will specify the location of the ATR station, a description and estimate of the work to be completed.

No work may begin until a task order has been issued. ODOT may issue task orders via email with pdf attachments or from within a Work Order system.

Attachment C includes sample ODOT Task Orders.

Section 1.06: Invoicing and Payment

Only accepted and approved work shall be eligible for invoicing. The ODOT project manager will monitor the vendor’s performance and direct that payments be made after task orders have been completed and accepted, but no more frequently than monthly. Invoices for task orders shall be submitted to the project manager by either mail or email.

Address as follows:

Ohio Department of Transportation Attn: Anthony Stevens MS 3210 Office of Technical Services 1980 W. Broad St.

Columbus, OH 43223 Anthony.Stevens@dot.ohio.gov

Section 1.07 Data Ownership

All data collected as part of this contract will be solely owned by the State of Ohio, Ohio Department of Transportation (ODOT) and shall not be used by the vendor for any other purpose.

Data may be used for any purpose deemed necessary by the ODOT.

mailto:Anthony.Stevens@dot.ohio.gov

PID 121783 – ITB 241-26 Page 3 of 37

Section 1.08: Safety and Work Zones

The selected vendor will adhere to all ODOT safety regulations, including but not limited to, personal protective equipment, equipment lighting, marking, and conspicuity, and traffic management in work zones.

The vendor will abide by all current ODOT safety policies including but not limited to Equipment Lighting, Marking and Conspicuity Policy (19-002) and Employee Health and Safety Policy (17- 008). See Attachment B for current ODOT policy documents. Note that ODOT requires, at minimum, that a hard and safety vest be worn while working in the right-of-way (Hard Hat – ANSI Z89.1 Hi-Viz Lime Green and Safety Vest – ANSI Class II (day) or ANSI Class III (night).

Section 1.09: Laws and Regulations

The vendor shall strictly follow the specifications outlined in the contract as well as any ODOT project manager instructions regarding the general scope of work to be performed. As to any part of the job not covered thereby, the vendor shall perform all work in accordance with all the laws of the State of Ohio, municipal ordinances, regulations, and requirements of the public service commission.

The vendor shall perform all work in accordance with the standards of the national electric code, bid proposal, pertinent items of the Ohio Department of Transportation, Construction and Material Specifications dated January 1, 2019, standard construction drawings, and the Ohio Manual of Uniform Traffic Control Devices for Streets and Highways, current edition, latest revision, regulations of the Environmental Protection Agency (EPA), and installer instructions.

Section 1.10: Permits

The vendor is responsible for obtaining all necessary permits from the ODOT District Offices and appropriate state and municipal governmental agencies. Any restrictions should be indicated during the permit application process. The permit should be onsite during the work.

Section 1.11: Contract Representative

The vendor will provide the ODOT Project Manager with the name and phone number of the contact who will be the vendor project manager. The vendor will also provide name/s and phone number/s of the contact/s who will be onsite performing the work.

Section 1.12: Training

The vendor shall be responsible for the training of its technicians and crews so that they will be able to accomplish all work in accordance with ODOT specifications, plan sheets, local codes, and manufacturer’s instructions.

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Section 1.13: Bid Submission and Signature Process

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted

Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission. The subject line will be the bid # Signature Request, (example:

101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

Section 2.00: Purchase of Traffic Monitoring Data

Section 2.01: Pay for Data Workflow

Below is the anticipated workflow for purchasing traffic monitoring data:

1. ODOT sends vendor task order

2. Existing site set up or Site Installation completed and approved by ODOT

3. ODOT approval of submitted calibration data

4. Vendor operates site, submitting data to ODOT

5. Vendor submits monthly invoices to ODOT for payment based on approved data

Please read each pay item description carefully as it outlines what is included. Pay special attention to calibrations.

This is a turnkey operation, vendor is responsible for supplying quality traffic monitoring data and being an extension of ODOT Technical Services, Traffic Monitoring team. Each task order will contain a list of items to be supplied and/or detailed description based on "best knowledge available at the time of issuance."

All data will be transferred to the ODOT for database storage and submittal into its MS2 System. Data submitted must be consistent with formats readable into the MS2 system.

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Section 2.02: Equipment to be Supplied

ODOT will pay for the initial station construction and any repairs caused by errant vehicles. The vendor is responsible for all routine maintenance. The vendor is responsible for batteries, modems, connections from modems and batteries. The vendor is responsible for software, services etc. for polling and processing the sites. Most sites have solar panels; a few have A/C power. If additional solar panels, wind turbines, etc. are desired, the vendor may request permission to install them at their cost. The cost of polling data is the responsibility of the vendor.

ODOT Supplied/Purchased Equipment - Vendor Supplied Equipment

Pole Batteries and connections

Cabinet Additional power sources

Sensors prior to acceptance Modem & Connections

Solar panel or electric connection installed Polling system

ODOT pays electric bills Vendor pays cellular bill

Storage for vendor equipment and supplies will not be provided by ODOT.

Section 2.03: Calibrations

Calibration of sites is imperative to ensure quality data.

Calibration includes the following in field aspects:

• Review of site for any barriers obscuring good data collection.

• Reprogramming of device per manufacturer’s instructions. This includes, but is not limited to, loading/updating software, configuring lanes, detection zones, establishing bins, etc.

• Checking all connections within the cabinet to device, power service/solar, etc. Any concerns should be noted and sent to Project Manager.

• Repositioning/Aiming the sensor. Checking connections to sensor. If a lift or bucket truck is needed to access the sensor it will be provided or paid for as Item xx.

• Mini field calibration. This includes reviewing 20 vehicles per lane or approach. Adjust the site until reach a threshold of 19/20 correctly recorded by device for each lane or approach before collecting video verification.

• Wavetronix – Correct volume by lane

• Video Classification site – Correct 13 classification by lane

• Note any concerns about site on the field report.

• Calibration does NOT include installation of device, power service, solar panels, cabinets, poles.

Calibration includes the following items submitted to the Project Manager for review and approval:

• Six (6) hour video of site, with at least 3 hours collected during peak times. If the site is or equipment is considered light sensitive, then at least two (2) hours must be collected at night.

• Breakdown of the video by 13 federal vehicle classifications and non-motorized by bicycle and pedestrian in excel format.

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• Breakdown of device captured counts by classifications collected in excel format.

• Comparison of video verified count to data collected. Show as percent calculated by direction and by lane and by vehicle classification collected by device. Calculation to be used is = (tested device – video count)/tested device. ODOT will provide a sample, or the vendor may submit their version.

• Speed collected by radar. Collect 50 vehicles each direction during peak and off-peak hours. Compare to what is being collected by device. Submit in excel.

• Picture of device collection zone, including date of calibration. This can be from the unit itself showing the lanes collected or from the video collected for calibration. Include in excel file.

• Picture of device located in the field under study. Include in excel file.

• Field report that includes basic sketch of site layout and spot field calibration.

• All excel items should be included in one file and utilize multiple sheets.

• Calibration passing thresholds are per the manufacturer’s recommendations, except for Wavetronix Smart Sensor HD. These are as follows:

o Per direction volume = +/- 2% o Per lane volume = +/- 5% o Per direction speed = +/- 3 mph for +/- 10%

Approval outside of these calibration thresholds is at the discretion of the Project Manager.

Section 3.00: Pay for Data - Pay Descriptions, Measurement and Payment

Section 3.01: Special - Calibration of Wavetronix HD site

On occasion, a site will require an additional calibration due to major construction lane changes or damage from a crash.

Measurement and Payment Each sensor will be counted as a unit. The contract unit price per each special calibration shall be full compensation for all work described in section 4.03. Payment shall be made as per sensor.

Section 3.02: Special - Calibration of Video Classification site

On occasion, a site will require an additional calibration due to major construction lane changes or damage from a crash.

Measurement and Payment Each sensor will be counted as a unit. The contract unit price per each special calibration shall be full compensation for all work described in section 4.03. Payment shall be made as per sensor.

Section 3.03: Initial Configuration and Acceptance, by type A. Wavetronix HD

B. Video Classification

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When assigned a new station, the vendor shall be responsible for the following initial configuration and acceptance activities:

• Vendor must submit a list of technicians that will be working on ATR locations prior to beginning work. Items to be submitted include o Name, Contact info-phone/email, photo o driver license number, o truck license number/color/make/model

• Visit the site with an ODOT representative to review current condition and status.

• Remove any existing batteries and modem, label with site number and deliver to

ODOT District 6, at 400 East William Street, Delaware, Ohio or to onsite representative as directed by ODOT.

• Install vendor owned batteries and any other approved auxiliary power source.

• Install vendor owned modem, establish communications. ODOT must have the ability to contact and communicate with the stations/sensors at any time through the modems provided by the vendor, the preferred communication method is IP connection.

• Assure setup of counter/sensor to manufacture’s specifications. Confirm type of data being collected.

• Perform a test of all components, report any deficiencies, adjustments, new IP address.

• Submit report to ODOT Project Manager describing condition and need for any replacement parts, need for bucket truck/lift (including height). Any replacement items not identified as part of Initial Configuration and Acceptance will be the responsibility of the vendor to upgrade or replace.

• Perform a full calibration as outlined in Section 4.03.

• Shoulder closure, if needed, IS included in this item per Section 1.09.

• Use of a bucket truck/lift is NOT included in this item. If access to sensor over 8 feet is needed, then the Project Manager will approve the payment for item 3.04 as a modification to the task order.

Measurement and Payment The contract unit price per each station Initial Configuration and Acceptance, shall be full compensation for all work described in this section. Payment shall be made as each. Initial Configuration and Acceptance is by type statewide, not by regions.

Payment is based on the number of sites assigned per type of ATR’s statewide per task order.

The price sheet indicates cost break points for 1-5 ATR’s, 6-19 ATR’s and 20+ ATRs for each type.

The price breakdown will be based on TOTAL number of sites assigned statewide by type.

Example: Vendor is assigned the following:

17 – Wavetronix 4 – Video Classifications 21 total sites

The 17 Wavetronix would be paid at the 6-19 rate, the 4 Video Classifications would be paid at the 0-5 rate.

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Section 3.04: Monthly Purchase of Traffic Monitoring Data by type A. Wavetronix HD

B. Video Classification

The Ohio Department of Transportation (ODOT) requires vendor collect and manage the operation, maintenance, data collection, and data quality of ATR’s used for the collection of non-intrusive Wavetronix units (NIT) and non-intrusive video classification (NITV)

Length of Task Orders Six (6) months is the minimum length of task orders assigned for monthly data collection.

Following an initial six (6) month task order, additional task orders may be sent to vendor in smaller increments to extend the work effort. Extending the length will NOT include an additional Initial Configuration and Acceptance pay item.

Ongoing Communications The collection and acceptance of traffic data is a partnership process and requires communication from both ODOT and the vendor.

Notifications to the Vendor ODOT will notify the vendor of any missing days of data. ODOT will notify the vendor of any data that does not meet data quality standards.

Notifications to ODOT Vendor will report on missing data, provide updates to data that doesn’t meet quality standards, keep ODOT informed of any changes to personnel, document work completed at sites. Vendor must also notify ODOT when site is damaged or affected by construction.

Site Data Vendor shall collect, submit, and manage traffic count data collected from sites across the state daily for processing through ODOT’s Midwestern Software Solutions (MS2) data processing software. Vendor shall be responsible for all software and hardware required to connect, configure, collect and submit all data. Vendor is responsible for quality of all data received from sites and shall only be compensated for data that passes the quality controls established by

ODOT.

The station lane numbering configuration, file setup, and format may require the vendor to spend time and resources to achieve the correct format with MS2 and ODOT.

The vendor must have the capability to create daily files in the formats required by the MS2 system and process the files in the two ways listed below as determined by ODOT:

1. The vendor must upload traffic count data files directly into the MS2 system using a supplied log in name and password

And/Or

2. The vendor must submit the count data files, in the approved format, to ODOT for processing. These data files should be posted to server system for downloading by ODOT.

Data collection and transmittal fees via IP/cellular modems and costs to upload into MS2 system or upload to a server for downloading into the MS2 system by ODOT is included in the monthly costs and the responsibility of the vendor.

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The site configuration/data increments will be discussed after the contract is in place. ODOT currently collects in 15-minute increments. ODOT retains the right to request that the vendor make changes to the site configuration at any time. This includes but is not limited to vehicle classification length bins, time increments, etc. The changes will be made by the vendor at ODOT’s request and will be compensated as part of the monthly data collection fee.

Data Quality and Validation Based on alarms in the MS2 system, ODOT staff will be alerted to data quality issues. These issues will be relayed to the vendor for correction. All data submitted and provided by the vendor will be processed through ODOT’s MS2 data processing web system and be subject to validation under the following alarms:

a) Partial Day Data

b) Consecutive identical hours of data

c) Zero Volume Hours

d) Previous year Month/Day Average

e) Previous MADT/AADT

f) Class Percentages

g) Peak Hour Percentages

h) Directional Splits

i) Hourly Volume

Additional alarms may be added as needed over the contract period in order to verify the data quality.

The vendor is solely responsible for the data quality on all data submitted and should be aware of the data quality prior to submitting to ODOT. All service calls to restore data collection/quality to acceptable levels will be compensated within the monthly data fee schedule.

Missing Data For sites capable of generating data that does not pass the quality controls set up in the MS2 system or data is missing for a period of 30 days are at jeopardy of being removed from the vendor’s list of sites. Vendor will not be compensated for any missing or unacceptable days of data.

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 location while deployed in the field. Contractors must provide location of field staff to ODOT inspectors in live time. ODOT employs i-phones and windows-based laptops, so the field staff locator system must be compatible with those formats.

Site Maintenance Any routine maintenance on the sites including, but not limited to, alignment, calibration, adjustment, lane configuration set up, solar panel snow removal, dead battery replacement, connection issues, varmint protection etc. are the responsibility of the vendor.

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Vendor is responsible for maintenance and replacement of all ODOT owned components that are damaged from varmints or routine wear and tear.

Any equipment, including bucket trucks or lifts are to be provided by the vendor as part of monthly data fee. Once the vendor has completed Initial configuration and Acceptance, pay item 3.03 all equipment shall be maintained by the vendor. Any items that need replaced are the responsibility of the vendor and included in the monthly fee.

Troubleshooting will be required to properly collect data. The vendor is responsible for obtaining the detailed information from the manufacturer and conducting the appropriate tests.

It will be the vendor’s responsibility to document work efforts in the ODOT Work Order system

(when developed) or on a Maintenance Log Sheet. Log sheets should be submitted to ODOT

Project Manager monthly via email or other method developed jointly between ODOT and vendor.

Required Site Tasks

• A full annual calibration as outlined in Section 4.03 shall be conducted by the vendor every

12 months. The annual calibration is included within the monthly data fee schedule.

• A mini field calibration as outlined in Section 7.01 shall be conducted every two (2) months and on an as requested basis.

• The site should be kept free of vegetation over 9” within a 20-foot radius and include a 4’ wide path from cabinet to shoulder within the state right of way. Any existing trees greater than 1” in diameter do not need to be removed. Vendor should protect equipment from varmints by sealing holes and using deterrents.

• Vendor will send a report to ODOT Project Manager when a station downgrades. Report should include a reason for downgrade (construction activity, damaged site from crash, other) and a list of items needed to bring the station back to normal operation.

• Vendor will place a sticker on outside of cabinets that include contact information for both the vendor and ODOT.

• Vendor will meet utility and construction personnel onsite to coordinate impacts as requested. This may involve marking underground lines, answering questions, taking pictures, removing counters from cabinets, disconnecting locations, etc. This is an as needed item and will be directed by the ODOT Project Manager.

• Vendor will report any damage caused by errant vehicles or other damages. A summary of damage, repairs needed, photos will be sent to the ODOT Project Manager. If the site infrastructure is damaged by an errant vehicle or severe weather event and needs replaced, the repair will be the responsibility of ODOT. The ODOT may issue a task order for making the repairs.

• Vendor will reset counter within 24 hours of each time change every spring and fall.

• Sites that cannot be contacted via cell modem due to lack of service coverage will be downloaded manually and sent to ODOT monthly between the 1st and 10th each month with the preceding month’s data by vendor.

• An onsite physical inventory will be completed annually as requested by the ODOT Project

Manager. An excel spreadsheet will be supplied listing items to be inventoried. Items typically

PID 121783 – ITB 241-26 Page 11 of 37 include counters/sensors and any specialized equipment that may be located at the site.

Vendor is responsible for keeping inventory updated throughout the year.

• Site clocks shall not be off by more than five (5) minutes.

Measurement and Payment Vendor shall manage and maintain existing site infrastructure across the state by region. The state is divided into 3 regions.

o Region 1 = ODOT Districts 1, 2, 7, and 8 o Region 2 = ODOT Districts 5, 6, 9, and 10 o Region 3 = ODOT Districts 3, 4, 11 and 12

Prices are based on number of sites by type within each region.

o 0-5 devices o 6-19 devices o 20+ devices

Region 2 = ODOT Districts 5, 6, 9, and 10

Region 1 = ODOT

Districts 1, 2, 7, and 8

Region 3 = ODOT Districts 3, 4, 11 and 12

PID 121783 – ITB 241-26 Page 12 of 37

A detailed report shall accompany monthly invoices that lists each site by type, site number, MS2 location id, and the number of days of acceptable data provided for each. Acceptable data refers to data passing quality control checks listed above.

Payment for data will be made monthly based on number of full days of acceptable and complete data that are provided to ODOT by each ATR site according to the following schedule:

a) Monthly payment for this item will not be made for stations that have 14 or less days of data.

b) Fifty percent monthly payment for this pay item will be made for 15 to 24 days of acceptable and complete data per month.

c) Full monthly payment for this pay item will be made for 25 to 31 days of acceptable and complete data per month.

d) When a task order is issued mid-month the number of accepted days and monthly rate will be prorated by ¼ months. This will be notated on the task order.

e) Payment will not be made for partial days of data less than 23.5 hours.

f) Monthly payment will not be made until the calibration has been approved and data is available to ODOT to add to the MS2 system.

g) Monthly payment will not be made past the last date of submitted complete and acceptable data for sites that are abandoned over the life of the contract.

h) Monthly payment will not be made when sites go down due to construction, pavement deterioration, errant vehicle damage to the site.

i) Payment will not be made for missing days of data caused by staffing delays or delays in obtaining parts and materials for installation, repair, etc.

j) Payment will be made when unacceptable data is received from the site during short-term ODOT planned maintenance activities or short-term interruptions that may impact traffic data quality. This requires that ODOT be notified of this situation with details as to how the site was affected. For instance, certain lanes closed during pavement repairs or an accident in the area.

The base or 100% payment rate will be determined based on the number of ATR sites within each region by type. This is per total current task orders not individual task orders. It is likely that as sites are constructed a new task order will be created to add an ATR site to a vendor’s list of ATR sites to supply monthly data.

Example: Vendor is assigned the following sites to maintain:

Task Order 1 – Region 2 Task Order 2 – Region 3 Task Order 3 – Region 3

2 Wavetronix 4 Wavetronix 13 Wavetronix

4 Video Classification

For the month, invoicing would include:

o 2 Wavetronix at 0-5 devices for Region 2 o 4 Video Classification at 0-5 devices for Region 2 o 17 Wavetronix at 6-19 devices for Region 3

PID 121783 – ITB 241-26 Page 13 of 37

ATTACHMENT A

Current Non-Intrusive Wavetronix Site Listing – April 2025

Location ID Alias Dis County Community Route Number Latitude Longitude Lane

53625 121 6 FRANKLIN COLUMBUS IR 70 39.95327876 -82.95815005 8

30645 707 5 Licking PATASKALA IR 70 39.951075 -82.721307 4

37525 N100 6 FRANKLIN COLUMBUS IR 70 39.974154 -83.086333 8

43525 N101 6 FRANKLIN COLUMBUS IR 270 39.897588 -83.048286 6

43925 N102 6 FRANKLIN COLUMBUS IR 270 39.98755 -83.118313 8

45525 N103 6 FRANKLIN COLUMBUS IR 270 39.945496 -82.846719 12

116725 N106 6 FRANKLIN COLUMBUS IR 670 39.973454 -83.00839 8

35607 N107 11 Belmont PEASE IR 70 40.065284 -80.781447 5

126631 N110 8 Hamilton WHITEWATER IR 74 39.224381 -84.745822 4

10587 N111 2 Wood PERRYSBURG IR 75 41.555948 -83.596106 6

40831 N112 8 Hamilton SHARONVILLE IR 75 39.277333 -84.440914 6

42604 N117 4 Ashtabula AUSTINBURG IR 90 41.773504 -80.883304 4

33747 N118 3 Lorain VERMILION SR 2 41.403482 -82.304852 4

24971 N119 9 Ross SCIOTO US 23 39.344223 -82.95402 6

14363 N120 1 Paulding CRANE US 24 41.211438 -84.612269 4

40977 N122 4 Summit BOSTON IR 271 41.263287 -81.552879 4

6531 N123 8 Hamilton WHITEWATER IR 275 39.188463 -84.774227 4

11721 N202 6 Delaware BERKSHIRE IR 71 40.231429 -82.92897 6

7584 N203 10 Washington MUSKINGUM IR 77 39.478724 -81.440945 4

37907 N206 11 Belmont PULTNEY IR 470 40.046852 -80.768809 5

9029 N207 8 Greene BEAVERCREEK IR 675 39.775261 -84.024614 4

93250 N208 4 Mahoning YOUNGSTOWN IR 680 41.120995 -80.702446 4

112 N209 7 Clark BETHEL IR 70 39.864647 -84.034358 6

5124 N210 6 FAYETTE JEFFERSON IR 71 39.641878 -83.558198 6

4775 N211 7 Shelby FRANKLIN IR 75 40.3509 -84.159782 4

7883 N212 8 Warren MONROE IR 75 39.450583 -84.329333 8

13079 N213 11 Tuscarawas YORK IR 77 40.444379 -81.514524 4

41625 N214 6 FRANKLIN COLUMBUS SR 104 39.916702 -82.974985 4

31443 N215 12 Lake PAINESVILLE SR 2 41.740655 -81.233027 4

3413 N216 8 Clermont BATAVIA SR 32 39.088233 -84.210576 4

8478 N217 4 Trumbull CHAMPION SR 5 41.27612 -80.821637 4

31260 N218 5 Guernsey WESTLAND IR 70 39.985076 -81.695155 4

4502 N220 1 Allen RICHLAND IR 75 40.844801 -83.956356 4

44425 N221 6 FRANKLIN COLUMBUS IR 270 40.110126 -83.075237 8

92378 N301 4 Trumbull GREENE SR 11 41.495038 -80.713658 4

100173 N305D 9 Scioto PORTSMOUTH US 52 38.739603 -82.988755 2

100073 N305R 9 Scioto PORTSMOUTH US 52 38.739603 -82.988755 2

12757 N306 7 Montgomery BUTLER IR 70 39.864085 -84.240238 6

7050 N307 4 Mahoning BEAVER SR 11 40.952903 -80.719339 4

PID 121783 – ITB 241-26 Page 14 of 37

100109 N308 8 Butler LIBERTY SR 129 39.380293 -84.424869 4

4509 N309 8 Butler MONROE SR 63 39.443744 -84.353168 4

2765 N310 6 Pickaway HARRISON US 23 39.737629 -82.987348 4

2571 N312 9 Ross CONCORD US 35 39.455197 -83.228164 4

100076 N314 4 Stark CANTON US 62 40.841902 -81.307663 4

41131 N79 8 Butler WEST CHESTER IR 75 39.3165 -84.4302 6

128131 N81 8 Hamilton

N COLLEGE

HILL SR 126 39.224004 -84.539172 4

125831 N82 8 Hamilton AMBERLEY SR 126 39.215094 -84.435209 4

5831 N83 8 Hamilton WHITEWATER IR 74 39.213662 -84.724777 6

41831 N84 8 Hamilton COLERAIN IR 275 39.252559 -84.607765 6

41931 N85 8 Hamilton COLERAIN IR 275 39.280139 -84.572007 6

14713 N86 8 Clermont MIAMI IR 275 39.220694 -84.272346 6

14913 N87 8 Clermont UNION IR 275 39.145952 -84.266089 6

42731 N88 8 Hamilton ANDERSON IR 275 39.055808 -84.375844 6

6183 N90 8 Warren S OF LEBANON IR 71 39.367381 -84.25392 6

100025 N91 6 FRANKLIN COLUMBUS IR 71 39.9106 -83.0201 9

44725 N93 6 FRANKLIN COLUMBUS IR 270 40.107817 -82.962645 10

45225 N96 6 FRANKLIN GAHANNA IR 270 40.00746 -82.880353 6

119025 N97 6 FRANKLIN OBETZ IR 270 39.871689 -82.940896 6

100625 N98 6 FRANKLIN COLUMBUS IR 670 39.968522 -83.044398 8

46225 N99 6 FRANKLIN COLUMBUS SR 315 39.960219 -83.018601 6

PID 121783 – ITB 241-26 Page 15 of 37

ATTACHMENT B

ODOT Policy and Reference Documents

Vendor shall not contact any ODOT staff regarding this bid opportunity. Failure to comply with this requirement will result in the Vendor being deemed non-responsive and ineligible for award. All questions should be directed thru the online question portal here:

http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx

ODOT TRAFFIC MONITORING CONTACTS

NAME RESPONSIBILITY PHONE EMAIL

Anthony Stevens Section Manager 614-301-9461 anthony.stevens@dot.ohio.gov

Vacant Field Manager Project Manager

Elizabeth Murphy Field Representative Districts 5, 6, 9, 10

614-204-0291 elizabeth.murphy@dot.ohio.gov

Darren Gerstenslager

Field Representative Districts 4, 11

614-560-9541 darren.gerstenslager@dot.ohio.gov

Colin Slone Field Representative Districts 1, 7, 8

614-852-7374 colin.slone@dot.ohio.gov

Ronda Keller Field Representative Districts 2, 3, 12

614-965-4463 ronda.keller@dot.ohio.gov http://www.dot.state.oh.us/Divisions/ContractAdmin/Contracts/Pages/PurchasePBQ.aspx mailto:anthony.stevens@dot.ohio.gov mailto:elizabeth.murphy@dot.ohio.gov mailto:darren.gerstenslager@dot.ohio.gov mailto:colin.slone@dot.ohio.gov mailto:ronda.keller@dot.ohio.gov

PID 121783 – ITB 241-26 Page 16 of 37

ODOT COUNTY MANAGER CONTACT INFORMATION

The county manager contact information can be found at the following web address:

Districts | Ohio Department of Transportation then go to the appropriate district leadership tab.

ODOT TEMPORARY TRAFFIC CONTROL MANUAL

The Temporary Traffic Control Manual can be accessed at the following web address:

Pages - Temporary Traffic Control Manual (state.oh.us)

ODOT CONSTRUCTRION AND MATERIAL SPECIFICATIONS

2019 Construction and Material Specifications – 2019 Online Spec Book (state.oh.us)

ODOT STANDARD CONSTRUCTION DRAWINGS

MT (Maintaining Traffic), TC (Traffic Control), HL (Highway Lighting), ITS (Intelligent Transportation System) series. These are most common referenced pages for this ITB Pages - Traffic SCDs (state.oh.us)

Construction Reference Resource Center Pages - Construction Reference Resource Center Home (state.oh.us)

ODOT SAFETY POLICIES

Equipment Lighting, Marking and Conspicuity Policy (19-002(P)) Equipment Lighting, Marking and Conspicuity Policy | Ohio Department of Transportation

Employee Health and Safety Policy (17-008(P) Employee Health and Safety Policy | Ohio Department of Transportation https://www.transportation.ohio.gov/about-us/districts#page=1 https://www.dot.state.oh.us/roadway/ttcm/Pages/default.aspx https://www.dot.state.oh.us/Divisions/ConstructionMgt/OnlineDocs/Pages/2019-Online-Spec-Book.aspx https://www.dot.state.oh.us/SCDs/Pages/traffic.aspx#InplviewHash90ea124d-d11c-4f9b-aacb-85296f452743=WebPartID%3D%7b90EA124D--D11C--4F9B--AACB--85296F452743%7d-FilterField1%3DSeries-FilterValue1%3DMaintaining%2520Traffic%2520%2528MT%2529 https://www.dot.state.oh.us/crrc/Pages/default.aspx https://www.transportation.ohio.gov/about-us/policies-and-procedures/policies/19-002-p https://www.transportation.ohio.gov/about-us/policies-and-procedures/policies/17-008-p

PID 121783 – ITB 241-26 Page 17 of 37

ATTACHMENT C

Sample Task Order

ODOT is currently in the process of developing a Work Order Module for the MS2 system that will help create, distribute, and track task orders. The format will likely change but the intent and use will remain constant.

PID 121783 – ITB 241-26 Page 18 of 37

State of Ohio, Department of Transportation (ODOT)

Office of Contract Sales, Purchasing Services

Ohio Buys

Terms and Conditions for Submitting Excel Pricing File in Bid Package

If an Excel File is Present in Ohio Buys

1. SUBMISSION OF EXCEL PRICING FILE: Bidders should submit the pricing page in the original excel format.

2. UNAPPROVED ALTERATIONS TO EXCEL PRICING FILE: Bidders who materially alter the original content of the Excel pricing file (e.g. specifications, formulas, etc.) issued by the Department may be found non-responsive and ineligible for award of this procurement.

3. CHANGES TO EXCEL PRICING FILE: The Department will only make modifications to the Excel pricing file by written addendum only. Where changes are necessary to the Excel pricing page, the Department will issue a new Excel pricing page indicating the revisions made and a revision date for the changes.

It is the sole responsibility of the bidder to check for issued addenda prior to submitting a bid package to ensure the most updated Excel pricing file is being utilized.

4. DESCRIPTIVE LITERATURE: Bidders may electronically provide any descriptive literature (e.g. brochures, spec/cut sheets, drawings, MSDS, etc.) regarding the products and/or services offered by the bidder. As this literature may be publicly posted for viewing by purchasers, bidders must not submit any literature electronically in which they consider to be a trade secret, proprietary, or confidential in any way.

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PID 121783 – ITB 241-26 Page 19 of 37

INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING

(Last revised 2/12/2025)

1. BIDDER REGISTRATION: The Department requires awarded bidder(s) to successfully register as a State of Ohio

Supplier with the Department of Ohio Shared Services and successfully obtain an OAKS vendor identification number (OAKS ID) within fourteen (14) calendar days from the date of contract award and execution. The Department cannot utilize awarded Contracts to purchase from a bidder who cannot obtain an OAKS ID from Ohio Shared Services. In the event an awarded bidder is unable to obtain an OAKS ID, the Department shall reserve the right to revoke its award to the bidder and immediately cancel any resulting Contract.

a. A Supplier Information Form and W-9 must be completed and sent back directly to Ohio Shared Services in order to register and apply for an OAKS ID. The following website can be accessed by bidders to obtain both the forms and specific instructions for obtaining an OAKS ID:

b. http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

c. It is strongly recommended that all interested bidders not already registered with Ohio Shared Services submit the above paperwork prior to the bid submission deadline.

2. HOW BIDS MUST BE SUBMITTED: Vendors must submit their Bid Responses electronically in Ohio Buys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time. ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

3. PREBID QUESTIONS, DISCREPANCIES, AND CLARIFICATIONS: Any discrepancies, omissions, ambiguities, or conflicts in or among the bidding documents or doubts as to the meaning shall be brought to the Department’s attention by the bidder no less than three (3) business days prior to the bid submission deadline. All questions, discrepancies, clarifications, etc. must be submitted electronically in Ohio Buys. During the competitive bidding process, bidders (and their agents) are prohibited from contacting any ODOT office, including District offices, other than the Office of Contract Sales, Purchasing Services section to obtain responses to any questions. The Department may find a bidder non-responsive for failing to adhere to any of the above requirements.

4. MODIFICATIONS TO THE BIDDING DOCUMENTS: When it is deemed necessary to modify these bidding documents, the Department will only do so by written addendum. The issuance of an addendum is dependent upon the information received and the impact on the competitive bid process. All issued addenda will be posted to the Ohio Buys website.

5. PRE-BID CONFERENCES: The Department reserves the right to hold mandatory or optional pre-bid conferences at its discretion. Conferences may be held either in-person or via webinar/phone conference formats. Bidders will be required to sign in at all pre-bid conferences. The sign-in sheet for all pre-bid conferences is considered a public record, will be kept in the bid file, and will be shared with any requesting party. Additionally, any business cards collected during any pre-bid conference shall be considered public records and may be distributed out to all conference attendees. Any changes to the requirements or specifications of a procurement, as a result of the pre-bid conference content, will be made by written addendum and publicly posted.

a. For mandatory pre-bid conferences, the Department requires that those companies intending on submitting a bid be in attendance for the entire duration of the pre-bid conference. Mandatory pre-bid conferences will officially begin five (5) minutes after the scheduled date and start time at the location specified in the Special Terms and Conditions. Those bidders not in attendance at that time will be considered ineligible to submit a bid. The conference will be considered adjourned and complete when a representative of the Office of Contract Sales, Purchasing Services section indicates so. To be considered in attendance and eligible to bid, a bidder must have at least one representative of the company in attendance. A single representative http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

PID 121783 – ITB 241-26 Page 20 of 37 cannot be present on behalf of two or more companies (bidders). Each company (bidder) must send its own representative on behalf of their organization. It is the sole responsibility of the bidder to ensure that the representative follows the sign-in procedures to properly document the bidder’s attendance. The Department shall not be held responsible for a bidder’s failure to arrive at the meeting on time, properly sign-in, or failure to stay for the entire duration of the meeting.

6. LATE BIDS: A bid received after 1:00 p.m. eastern time, on the bid submission deadline. The system will not allow a bid after the closing date and time.

7. BIDS FIRM: Once opened, all bids are firm and cannot be altered by the bidder. Once a Contract is awarded and executed, the Vendor shall deliver all products and/or services at the bid prices and terms contained in the Contract.

All submitted bids shall remain valid for a period of sixty (60) calendar days after the date of the public bid opening.

Beyond sixty (60) calendar days, bidders will have the option to either honor their submitted bid or make a written request to withdraw their bid from consideration. The Ohio Department of Transportation shall receive the benefit of any decrease in price during the sixty (60) day period.

8. WITHDRAWAL OF BIDS: A bidder may withdraw their bid in Ohio Buys prior to opening. If after opening a vendor wishes to withdraw their bid, they may do so in writing to the Ohio Department of Transportation.

9. MODIFICATION OF SUBMITTED BIDS PRIOR TO BID OPENING: A bidder may modify their bid response prior to the scheduled date and time set for the public bid opening in Ohio Buys.

10. UNIT BID PRICES: The unit bid price(s) submitted shall govern the award of this procurement unless otherwise specified in the bid evaluation criteria. The unit bid price should be entered for each required bid item on the Department’s pricing page. Use of ditto marks, arrows, or other markings in lieu of the actual unit price may result in a non-responsive bid determination. Lot or group prices listed in the unit bid price area shall be considered as the unit price unless clearly identified as the lot price. Unless specifically allowed in the contract’s terms and conditions, requests to change or alter unit bid prices after the public bid opening are prohibited.

a. The following requirements also apply to unit bid prices:

11. DECIMAL POINT: Bidders should not insert a unit cost of more than two (2) digits to the right of the decimal point.

Digit(s) beyond two (2) will be dropped and not recognized by the Department for the purposes of bid evaluation or contract award.

12. CREDIT CARD FEES: Bidders must incorporate into their unit bid price(s) submitted all costs and fees associated with the State’s use of a payment (credit) card.

13. DISCOUNTS: While bidders may offer to the Department discounts for prompt payment and other similar incentives, discounts and incentives these will not be used to alter the submitted unit bid price(s) for purposes of bid evaluation and contract award. This section only applies to bids awarded to the lowest responsive and responsible bidder either by individual bid item or group of bid items and does not include bids which are awarded to all responsive and responsible bidders (i.e. Multiple Award Contracts).

14. MULTIPLE AWARD CONTRACTS: Pursuant to Ohio Revised Code 5513.02, the Department may award

Contracts to all responsive and responsible bidders for articles (i.e. bid items) meeting the general specifications provided. These are referenced by the Department as ‘Multiple Award Contracts’. Unit bid prices submitted for Multiple Award Contracts shall be considered by the Department as an amount-not-to-exceed unit bid price for the entire duration of the Contract. These awarded, amount-not-to-exceed bid prices often do not reflect potential quantity discounts, freight discounts, nor other similar discounts/incentives offered periodically by a distributor, manufacturer, or supplier. Where like or similar bid items are being offered by two or more awarded Vendors (bidders) on the awarded Contract, the Department reserves the right to obtain quotes from all awarded bidders on the Contract in order to achieve the best and most up-to-date pricing available to the Department at the time of ordering.

15. UNBALANCED BIDS: The Department will not accept unit bid prices that are deemed to be either materially or mathematically unbalanced. The final determination of an unbalanced unit bid price shall be at the Department’s sole discretion.

PID 121783 – ITB 241-26 Page 21 of 37

16. TIE BID PROCESS: If two or more responsive bids offer the same unit bid price, ODOT may break the tie as follows: during the bid evaluation process, the bidders that submitted tie bids will be contacted and given up to three (3) business days to submit a written revised unit price for the affected item or items. Bidders are not required to submit a revised unit price. In the event a tie still exists after the above-prescribed deadline has passed, ODOT will schedule a coin flip to be conducted in the presence of both bidders. The winner of the coin flip will be deemed awarded the affected bid item(s).

17. PREFERENCE FOR OHIO/BORDER STATE PRODUCTS: The bid award for this procurement may be subject to the domestic preference provisions of the Buy America Act, 41 U.S.C.A., 10a-10d, as amended, and to the preference for Ohio products under O.R.C. Sections 125.09 and 125.11 and Ohio Administrative Code Rule 123:5- 1-06.

18. RESPONSIVE BIDDER: A bidder is responsive if its bid responds to the bid specifications in all material respects and contains no irregularities or deviations from the specifications that would affect the amount of the bid or otherwise give the bidder an unfair competitive advantage.

19. MINOR INFORMALITIES OR IRREGULARITIES IN BIDS: A minor informality or irregularity is one that is merely a matter of form and not of substance. It also pertains to some immaterial defect in a bid or variation of a bid from the exact requirements of the invitation that can be corrected or waived without being prejudicial to other bidders.

The defect or variation is immaterial when the effect on price, quantity, quality, or delivery is negligible when contrasted with the total cost or scope of the supplies or services being acquired. The Department either shall give the bidder an opportunity to cure any deficiency resulting from a minor informality or irregularity in a bid or waive the deficiency, whichever is to the advantage of the Department.

20. BIDDER RESPONSIBILITY: The Department will only award this procurement to what it deems to be a responsible bidder. The Department’s determination of a bidder’s responsibility includes, but is not limited to, the following factors:

i. experience of the bidder;

ii. bidder’s financial condition;

iii. bidder’s conduct and performance on previous contracts;

iv. the bidder’s facilities;

v. the bidder’s management skills;

vi. the bidder’s employees;

vii. past experience and/or quality of bidder’s proposed subcontractors;

viii. the bidder’s ability to execute the contract;

ix. review of Federal and Department debarment lists;

x. bidder has history of successful performance on contracts of similar size and scope; and

xi. current or impending legal actions against a bidder.

21. APPARENT CLERICAL MISTAKES: Clerical mistakes apparent on the face of the bid may be corrected, at the

Department’s discretion, before contract award. The Department first shall obtain from the bidder a verification of the information intended and will attach written verification of the mistake by the bidder in the contract file and award documents. Example of apparent clerical mistakes are:

1. Obvious misplacement of a decimal point or comma;

2. Obvious incorrect discount factor; or

3. Transcription error in Part Number.

22. ADDITIONAL INFORMATION: The Department reserves the right to request additional information to evaluate a bidder’s responsiveness to the procurement’s requirements and/or to evaluate a bidder’s overall responsibility.

These requests may require the bidder’s submission of confidential materials (e.g. financial statements). If a bidder does not provide all of the requested information within the prescribed timeframe, the Department may find the bid non-responsive and ineligible for award.

23.