500-26.pdf

SECTION I. GENERAL OVERVIEW

1.1 Overview

The Ohio Department of Transportation (ODOT) is seeking proposals from providers of a customized weather and pavement condition forecasting service, combined with weather and pavement condition alert notification services which utilize the State’s Road & Weather Information System (RWIS), as described herein.

Duration

The intent of this Request for Proposal is to select the most qualified and highest scoring Proposer to provide these services for a period of one (1) year beginning on 7/1/2025. The Department has the option to renew up to three additional one-year contracts.

• Year 1 – July 2025 to June 2026

• Year 2 – July 2026 to June 2027 (Optional)

• Year 3 – July 2027 to June 2028 (Optional)

• Year 4 – July 2028 to June 2029 (Optional)

Determination of extension will be made prior to April 1 for years 2, 3 and 4.

A mutually agreeable cost increase for potential extensions must be reasonable and justifiable.

This request for proposal is composed of two parts:

Part I Weather Condition and Forecasting Services Bidder enhancement and retransmission of all National Weather Service (NWS) current condition and forecast products 24 hours per day, 7 days per week, 365 days per year, weekends and holidays included, as described herein.

Part II Pavement Condition Forecasting and Alert Notification Services.

Pavement forecasting and observed condition alert services at all ODOT RWIS sites, from October 1 to April 30 utilizing RWIS data, NWS products and bidder enhancements.

The objective of this proposal is to replace the expiring contract for weather and pavement condition forecasting services currently being used by ODOT.

The service must be fully capable of storing, retrieving, and processing RWIS data and documents according to the laws established by the State and Federal governments.

1.2 Project Location

The project described in this document may involve development work done at an offsite location, however, project work involving implementation and support activities shall take place at ODOT Central Office:

Ohio Department of Transportation 1980 West Broad Street Columbus, OHIO 43223

Additional project work may take place at ODOT District Offices and County offices where ODOT PC’s and users are located.

Training activities may take place virtually or at any and all of the above locations or at another location in close proximity to the above locations or close proximity to 1980 West Broad Street.

1.3 Location of Data

The Proposer may require the use of State data for development, maintenance, and testing work at an offsite location. ODOT restricts the use of the ODOT network for transmittal of data. However, data may be transferred using ODOT approved methods, with written approval from the ODOT Information Technology Department. This approval will only be granted upon receipt of a letter certifying the following: the data will be maintained in a secure manner; the data will not be used for any purposes other than those required to fulfill the contract; and upon completion of the project the data will be destroyed. The letter must also disclose the location of the data while under the control of the Proposer. Subject to Executive Order 2011- 12K, all services must be performed within the United States.

SECTION II. SCOPE OF WORK & SPECIFICATIONS OF DELIVERABLES

I. RWIS Weather and Pavement Forecasting Service Requirements Service

Requirements Overview

Part I Weather Condition and Forecasting Services

The service shall formulate original forecast products 24 hours per day, 7 days per week, 365 days per year, weekends and holidays included, as described herein. Additionally, the service shall retransmit all National Weather Service (NWS) current condition and forecast products 24 hours per day, 7 days per week, 365 days per year, weekends and holidays included. This service shall also be capable of supporting ODOT Traffic Management Operations.

Part II Pavement Condition Forecasting and RWIS Data The service shall forecast pavement temperature and condition and be capable of displaying any available data at ODOT RWIS sites. Pavement forecasts are only required from October 1 to April 30 and shall utilize RWIS data, NWS products and bidder enhancements. This service shall also be capable of supporting ODOT Traffic Management Operations.

Part III Alert Notification Services The service shall be capable of alert services for forecasted conditions of any location in the state of Ohio and observed conditions on all RWIS stations.

The objective of this proposal is to replace the expiring contract for weather and pavement condition forecasting services currently being used by ODOT.

The service must be fully capable of storing, retrieving, and processing RWIS data and documents according to the laws established by the State and Federal governments.

II. General Requirements

This section contains the General requirements.

Req.

Name Description

2.1 Evaluation Web

Address

Bidder must provide a web address with the bid to ODOT for evaluation of the offered displays which must remain active until the day of the bid opening. If you are not the successful bidder, the web address may be discontinued after the opening. Failure to provide a web address for display or failure to display all of the required views with the bid may cause the bid to be considered non-responsive. ODOT would prefer this to be state of Ohio data.

2.2 Customer Satisfaction Surveys

Bidder will be required to contact an ODOT District representative monthly to assess the level of user satisfaction. An assessment report shall be forwarded to the Contract Manager for each month. This may be accomplished by random surveys of users.

2.3 Atmospheric Files

The Bidder will be required to produce three atmospheric files and make them available to ODOT daily.

The files may be reviewed at the following FTP site:

ftp://ftp.dot.state.oh.us/pub/doit/ssi_rwis/.

In addition, the Bidder is required to store copies of the 3 files for a seven-day rolling period with the eighth day rolling off. The Contract Manager should be notified of any corrupted, failing or otherwise unavailable or unusable data. Once identified, missing or incomplete files will be supplied within 5 days in the same format/logic as the daily process.

2.4 Continuous

Staffing Required

Bidder shall provide qualified meteorologists on duty 24 hours per day, 7 days per week throughout the life of this agreement, weekends and holidays included. The bidder shall provide information on how this staffing level will be maintained through the life of the contract. In addition, technical support for the bidders’ website must also be available.

2.5 Training The bidder shall provide and perform training as described in this RFP.

2.6 Description of Pavement Forecasting Process

A statement detailing pavement forecast models you have created as well as the level of human intelligence employed, if any, in order to make pavement forecast products more accurate.

2.7

Description of Weather & Pavement Forecast Verification Efforts

Detail on how you verify the accuracy of your forecasts and how you use those results as part of a quality improvement program. Provide any applicable verification results, along with explanations of how the statistics were calculated.

2.8 Ohio Weather Experience

Detail on the bidders experience developing and forecasting Ohio weather conditions for government agencies or other entities.

2.9 Telephone Consultation Required

Bidder shall provide and maintain a toll-free number for live meteorological consultation to ODOT as needed 24 hours per day, 7 days per week throughout the life of this agreement. Consulting Meteorologists must be able to answer questions about published weather forecasts and alerts and offer knowledgeable information regarding current and expected weather and pavement conditions.

2.10

Online Meteorological Consultation Required

Bidder shall provide and maintain a blog-like forum within their internet-based weather condition and forecasting service 24 hours per day, 7 days per week throughout the life of this agreement. The service shall support written questions and comments regarding road maintenance-specific meteorological issues submitted by ODOT staff. Questions and comments must be responded to by the Bidder within the same blog forum, not more than 15 minutes after posting. Blog must be accessible via mobile services such as smart phones and electronic tablets. Answers must be provided by a meteorologist as defined in 1.4.

Previous questions and responses must be posted and viewable within the same forum.

2.11 Pre-Storm Briefings Required

Bidder shall provide and host pre-storm conference call briefings for ODOT winter maintenance operations staff and other related governmental agencies. A toll-free conference call number shall be supplied by bidder to support up to 200 authorized participants simultaneously. Pre-storm briefings will be predicated upon NWS and Bidder’s forecast storm events affecting Ohio. An initial briefing shall be scheduled approximately 24 hours in advance of the event. The briefing shall include information specific to ODOT:

• Expected storm behavior with amount, type, start and stop times of significant precipitation

• Pavement temperatures and forecasts

• Storm probabilities and any alternate storm behaviors that may be experienced.

• Wind speed and direction; especially with respect to blowing/drifting snow.

• Post storm conditions such as blowing/drifting snow, temperatures, re-freeze of pavement, etc.

• Lake Effect snow conditions

• Traffic Management considerations Specific questions from ODOT management/ field staff will be answered during these conference calls. A written summary of forecast information communicated in the briefing must be provided to the ODOT Contract Manager by email no later than 2 hours after the call. Additional conference call briefings will be provided to ODOT before and during storm event at the request of the ODOT Contract Manager as often as every 6 hours.

2.12 Mobile Access

The bidder shall provide the following information via smart phones and electronic tablets.

• Current, animated radar loops with the capability to zoom in and out of display.

• Current weather conditions

• Daily and hourly forecasts

• Current and forecast pavement temperatures based on ODOT RWIS

• Precipitation timing

• National Weather Service watches, warnings and advisories

• Meteorological consultation through blog forum

• Alerts on specific weather conditions or forecasts, delivered by text message, email, or push alert

• ODOT RWIS data Mobile weather services available to and account for all ODOT Management Levels. For bidding purposes, 400 mobile accounts should be used.

2.13 Common Area Display

Rolling display or slideshow that can be customized by the user(s) of the area the display/TV is located. This includes, but is not limited to radar, temperature readings, RWIS data, and NWS alerts.

2.14 Staff

Resumes/Experience

The bidder shall provide resumes demonstrating the level of experience of all applicable staff.

III. Weather Condition and Forecasting Requirements

This section contains the Weather Condition and Forecasting requirements.

Name Description

3.1

Radar Satellite & General Condition Maps, Watches & Updates

Bidder shall provide graphically enhanced and re-transmitted National Weather Service (NWS) weather condition and forecasting products and services from September 1, 2023 to October 31, 2024. The bidder shall include all displays, maps, hosting services, maintenance, support and human intelligence involved with the delivery of the products described within this section. Products shall include radar and satellite images relevant to ODOT users including color enhanced water vapor satellite images. Products presented under this section shall be graphically enhanced for maximum user-friendliness.

Where practicable, bidder shall provide a loop control feature that allows the user to view forecasts in motion and loop through each weather parameter at either the national or state level at intervals of 3 hours or less. In addition, 3, 5, 7 & 10 day forecasts must be provided. Users should be able to look at each map separately or loop through the entire sequence. The default or opening display screen must show Ohio as the center and dominant image.

Specific maps to be provided are listed in the table below:

PARAMETER FORMAT

Air temperature Color coded bands with selected point data overlays

Dew point temperature Color coded bands with selected point data overlays

Relative humidity Color coded bands with selected point data overlays

Wind speed and direction Speeds in coded bands with wind direction shown as arrows

Precipitation Color coded bands with selected point data overlays

Cloud cover Gradational shading

Jet stream Jet stream track

Fronts, highs, lows Symbols and front icons

3.2 Displays

In the default view, bidder shall provide radar, satellite and observed weather conditions including storm reports, in addition to ODOT RWIS data and any bidder-supplied products as overlay options including traffic speed for driving lanes in each direction. User options shall be listed and able to be toggled on and off. The weather data should be available over the same delivery mechanism used to deliver the forecast service. Re-transmission of products in this section must be published within 5 minutes after receipt. Bidder will provide all current watches, warnings, and winter weather advisory messages issued in a color-coded display by county and display polygons when appropriate. Color coding must be approved by ODOT prior to use. All displays offered must be approved equal to industry products.

3.3 Radar

Bidder will provide radar products in real time, or as frequent as practicable, including single site radar access to all single site radars in and around Ohio that provide local coverage covering part of the state. Single site presentation should handle the output between the “Clear Air” and “Precipitation” modes of operation, clearly stating on the screen with the legend, which mode is being shown. Regional mosaics, national mosaic, local and regional radar images must update at the most frequent rate available. The regional mosaic must be centered on Ohio as the dominant image, with portions of surrounding states displayed for reference. Images should have some degree of ground clutter suppression. The national mosaic must be a composite of all single site radars in the continental US. The regional and national mosaics will indicate the precipitation type and intensity using color gradations. Bidder should include a type and intensity legend to aid in interpretation of the composite imagery. All radar imagery must be framed in a control system that permits looping, pausing, and single image advancement. A zooming feature should also be provided on the regional and single site maps with greater geographic detail shown on maps at a higher zoom level. Additionally, historical radar loops of significant events shall be made available.

3.4 Satellite

Bidder will provide in real time, or as frequent as practicable, visible, infrared, and color enhanced water vapor satellite images. The colorized water vapor palate must be approved by ODOT. The images shall be presented at a national level with the ability to zoom.

ODOT desires to be able to zoom in at a state or regional level and receive more detailed geographic backgrounds at higher zoom levels. In particular, once the zoom approaches the state level, the county boundaries should be included on the background. All national satellite imagery must be framed in a control system that permits a minimum of 2.5 hour looping with pausing, and single image advancement.

3.5 NWS Observed Weather Condition Maps

Bidder will provide in real time, or as frequent as practicable, maps of the most current observations and the previous hourly images back six (6) hours. All images for each of the weather parameters must be presented as a national map and as a state map that covers the entire state and portions of neighboring states as described above. The parameters required include:

• Air temperature

• Dew point temperature

• Relative humidity

• Wind speed and direction

• Hourly radar-estimated precipitation with observed (ground truth) values overlaid

• Observed weather

3.6 Observed Data Mapping Displays

All maps will be color-filled ranges with observed data overlaid on top, or the “Observed Weather” maps, which will indicate the observed weather at reporting sites without a color-filled background.

3.7 Display of RWIS Observed Condition Data

Any available RWIS site data must be displayed as an optional overlay on the default or opening image of Ohio as described in Section 3.0 in addition to data from mobile RWIS units. Bidder shall display the location of RWIS sites and most recent location of a given mobile RWIS unit with the ability to integrate each site and receive a full list of the latest data received, organized into atmospheric and pavement parameters. This data availability status should be able to be included on the same map as other weather information such as radar, satellite and National Weather Service bulletins. Bidder is not responsible for the quality of RWIS data.

Bidder shall provide a combined image display which includes a map of ODOT’s RWIS data displayed with the composite radar image. The option shall include a menu allowing the user to display any available RWIS parameter. Radar images shall be no older than 10 minutes and display the most recent RWIS data from all available ODOT RWIS sites.

Images shall be displayed on a website hosted by the bidder. Additionally, bidder shall be able to ingest and display any other data upon request, such as river gauge data from Ohio

EMA.

3.8 RWIS Data from

CLARUS

ODOT is a CLARUS Initiative partner. In addition to collecting RWIS data directly from ODOT’s RWIS stations, the Bidder shall make Ohio RWIS data available to CLARUS. This should be done by agreement with CLARUS for how to share the data.

Summary Map Displays

• High temperature in the last 24 hours

• Low temperature in the last 24 Hours

• Radar-estimated precipitation in the last 24 hours with observed (ground truth) values overlaid

• Temperature change in the last 24hours

• Snowfall Amounts By Month, By County

IV. Pavement Condition Forecasting Requirements

This section contains the Pavement Condition Forecasting requirements.

Name Description

4.1

Location-Specific Weather and Pavement Forecasts

The bidder will provide location-specific weather and pavement condition forecasts for ODOT. Bidder shall provide forecast updates to ODOT for operational purposes. Bidder will include with the bid a statement of how frequently updates will be provided and at what recommended intervals.

4.2 Forecast and RWIS Histories

Included with this service, bidder will maintain a database of historical weather and pavement forecasts published by the Bidder. This database must be viewable online, downloadable or printable. The database must be organized in a way as to facilitate data retrieval when required. The database will include all forecasts provided by the bidder and all RWIS data for each location provided by the Bidder during the life of the contract.

Historical RWIS data shall be colorized and available in both tabular and graphical format.

The user must be permitted to define the date and time of interest. All available data shall be available for the life of the contract.

4.3

RWIS

Observation and Forecast Maps

Bidder shall provide maps depicting pavement temperatures and conditions beginning with the most current RWIS observations and extending 24 hours into the future. ODOT currently is receiving forecast and condition maps. ODOT has obtained permission to reproduce several of the images (Section 4.9) to establish a quality and content baseline for the bidder to draw from. The bidder is not required to exactly match the samples, but any displays and screens must be approved equal to these examples. Where multiple sensors exist at a single Environmental Sensing Station (ESS), bidder will display the sensor with the lowest reading. The images shall provide a background map of the state with the observed RWIS values overlaid on the background.

4.4 Presentation

Formats

Bidder will provide the location-specific forecast in three different formats:

• a geographic-based display on a map background

• a point forecast for any location in the state shown as a meteogram

• a point forecast for any location in the state in a tabular arrangement.

The forecast information will be consistent between these three delivery formats (i.e., location-specific information will be consistent with that presented in forecast maps).

4.5 Map Displays

The user must be able to display each of the parameters as overlays on top of background map features. The geographic background shall include state boundaries, large geographic features, and major highways. The background may include topography, county boundaries, additional highways, geo-political features (parks, forests, etc.), key locations, and additional features.

4.6 Weather Elements

Bidder shall overlay weather elements in two separate display layers. The first layer will present color bands that represent values of the specified weather element within a given range. The boundaries between the color bands represent lines of equal value similar to isotherms on a temperature map or isobars on a surface analysis. The second layer will contain forecast values at a reasonable number of points (e.g., major cities) on the background sufficient for the user to correlate the color bands with the values displayed on top of the color bands.

4.7 Pavement

Parameters

The user must also be able to select one of the weather or pavement parameters and loop through the visual representation of the forecast for that parameter over the period of the forecast. ODOT requires the time step between discrete images in the loop to be no more than one (1) hour and the user should be able to switch from one forecast parameter to another quickly.

4.8 Meteogram

ODOT desires to display the location-specific weather forecast showing the change of all of the weather parameters over the period of the forecast. The meteogram should display parameters either as a continuous graph of the readings over time or as icons representing conditions at every hour throughout the period. Users should have at least two methods to select a meteogram forecast. The first is to select the location from a list of locations specified by ODOT (Attachment A) (Found on the second tab of the pricing excel spreadsheet). Bidder should indicate how the user will see the list and make the desired selection. The second selection option is to point to location on a map of the state to choose a meteogram.

4.9 Pavement Temperature Overlay Maps

Bidder shall provide an option for a graphical representation of pavement/bridge deck temperatures across Ohio for each hour or every 3 hours during the following 24-hour period. Maps shall consist of:

• Statewide maps depicting pavement temperatures at 1 or 3 hourly intervals for a 24-hour period

• Overlay of relevant RWIS information (See Sample #4)

4.10 Snow and Ice Maps

Bidder shall provide an option that gives an overview of snow and ice events expected to affect a specific region. Snow and ice maps shall include the following:

• A regional map depicting snow and/or ice precipitation events

• Provides categorical snowfall amounts

• Specifies start and/or end time of precipitation in

3-hour intervals (See Sample #5)

4.11 Graphical Forecast

Loops

Bidder shall provide an option of a graphical loop of expected precipitation across a specified area for the next 24 hours. The user shall be able to view the loop and determine when any type of precipitation will affect the area and the intensity of the precipitation. Graphical forecast shall include:

• A radar loop of expected precipitation

• Expected start time of precipitation

• The duration of a precipitation event (See Section 6 for Sample Graphic)

4.12 Forecast Accuracy

Report

Bidder provide a monthly self-evaluation in the form of a monthly forecast accuracy report.

This report shall indicate high level analysis of forecasted temperatures relative to observed temperatures (highs and lows), as well as samplings of precipitation accuracy for significant events, significant wind events, etc.

V. Alert Notification Requirements

This section contains the Alert requirements.

Name Description

5.1 Forecast Alerts

The bidder will provide timely alerts or updates to any location-specific forecast when conditions warrant. “Timely‟ shall mean no less than 2 hours prior to the beginning of any weather or pavement condition or event that may result in the formation of ice of any amount or severity on roads, bridges overpasses or other vehicular driving surfaces.

Bidder shall have the means to monitor ODOT‟s RWIS for conditions which would warrant an update. If the bidder detects 2 or more RWIS reporting conditions at a higher threat level than the published forecast, the bidder shall initiate contact with ODOT first responders in the affected area and a new, updated forecast must be published within 60 minutes. Under this agreement, an “ODOT first responder‟ is the ODOT employee primarily responsible for initiating an appropriate action based on the information being provided.

5.2

RWIS

Observation Alerts

Bidder shall provide an automated messaging alert service for ODOT personnel utilizing ODOT’s RWIS. Bidder shall allow the user to select any RWIS location for alert monitoring of pavement temperature, precipitation or wind. When atmospheric and/or pavement conditions at the selected RWIS breach the alert parameters previously established by and unique to the individual user, the Bidders software will automatically issue an alert by email, text message, or push alert to the user. The bidder’s text message shall include the following: Date, Time, Site Number, Site Location, Air Temperature, Pavement Temperature, Precipitation Type, Wind Direction, Wind Speed, and Maximum Gusts (if reported). The bidder shall keep a historical database, accessible by ODOT of all RWIS notifications issued. Any RWIS Updates to a published forecast must be reviewed by the on-duty forecaster prior to issuance.

5.3 Alert Update Criteria

Alert updates shall occur when any detectable situation likely to cause icing conditions on driving surfaces and is expected to occur with an anticipated starting time prior to the next regularly scheduled forecast issuance. Updates will be required regardless of whether these conditions were expected in the regularly scheduled forecast. Exceptions to criteria apply to regions and/or locations subject to lake effect snow wherein if more than 6” of snowfall is expected, updates shall occur for snowfall in excess of 3” above the original forecasted amount. There are no exceptions regarding the criteria for freezing rain or frost, commonly referred to as “Black Ice”.

5.4 Wind

Alert updates shall be issued when wind speeds in the regularly scheduled forecast were at or below 15 mph but are now expected to exceed 20 mph prior to the next regularly scheduled forecast issuance time. This wind- based update trigger applies only when snow cover conducive to blowing is present.

5.5 Inclusions

The following information will be included with any weather or pavement condition alert or alert update issued by the bidder for the area being updated:

• Current Air Temp

• Current Pavement Temp (From RWIS)

• Start time of the event

• Type of Event: (Snow, Freezing Rain, Black Ice, etc.)

• Forecasted Precipitation Amount

• Wind forecast

• Forecasted Event

• Characteristics Forecasted

• End of Event

• Forecast pavement temperature at End of the event

• River gauge height

5.6 Method of Delivery

Forecast updates shall be delivered in two forms: 1.) Directly via text message, alphanumeric page, e-mail or voice phone call from a forecaster on the bidder’s staff to designated ODOT managers, 2-3 hours prior to the start of a snow or icing event in the manager’s area of responsibility and 2.) As a Website Update to the location-specific forecast described in Part I of this ITB.

5.7 Direct Delivery

Forecast shall be delivered via email or text message. The bidder may also initiate contact with ODOT personnel in the update area to validate models and receive ground truth from front line managers. A list of contacts will be provided to the awarded vendor when the purchase order is established. In the event that there is a significant condition change from the original update, the bidder shall issue a revised update which must be delivered in a timely manner. Condition changes detected by the bidder in an area that is under an active update from the bidder must be delivered as soon as possible after detection to the designated ODOT manager or delegated authority. Any verbal update issued by the bidder shall be followed by a written confirmation of the action by text messaging or email. All updates issued under this agreement shall be archived by the bidder. The Contract Manager shall be copied on any notification or update issued under this agreement.

5.8 Website Update

When the forecasted conditions change to such a degree as to warrant an update, the website hosted by the bidder must be updated as well. These updates shall be considered interim forecasts and shall update hours 3 through 24 of the “current” regularly scheduled location-specific forecast cycle. The update may be created and delivered at any time between hours 2 through 4 of the original 24-hour forecast. All updates must be clearly marked as an updated version of the original 24-hour forecast and users should receive all valid updates when requesting the location-specific forecast. Bidder should explain how they will support this requirement and assure updated forecasts are produced when needed. If the update results from a previously, un-forecast criteria being met, bidder must also provide ODOT users with a notification of the change of forecast.

VI. Traffic Management Support Requirements

This section contains the Alert requirements.

Name Description

6.1 Pathfinder Initiative

Support

The bidder shall support ODOT’s participation in the Pathfinder program in an effort to agree upon impacts and hazards related to weather events that affect Ohio. The program dictates regular coordination with ODOT Traffic Management staff, Maintenance Operations staff, NWS forecast offices serving Ohio, ODOT communications staff and other entities that the contract manager chooses to include, as well has sharing weather and pavement forecasting information among this group. This coordination will ensure a concurrence of the impacts and hazards of any given weather event and the timing of those.

6.2 Impact

Graphics

Bidder shall provide support in creating a high-quality graphic indicating the weather hazards expected to impact Ohio and associated brief but comprehensive narrative. This graphic shall be updated at minimum every 12 hours. During high impact events, the graphic shall be updated as often as every two (2) hours if expected impacts change during a given weather event. These impacts shall also follow the agreed upon themes from Pathfinder coordination. The graphic shall be available for ODOT to publish in a public domain. ODOT may desire to use a static link to the graphic that connects to the most up to date graphic.

VII. Requirements Samples

The following are graphical images, used with permission to illustrate the preferred visual location-specific forecast composites. The bidder is not required to create an identical visual display, but any display must be an approved equal in content and information conveyed in a high-quality manner and image. All Ohio specific graphics shall be able to be shared publicly by ODOT Communications staff.

Sample #1 is a map centered on Ohio from which location-specific RWIS forecast locations are selected by the user. The site options are represented by dots. Sites will be chosen by ODOT. This also shows six variations of Ohio forecast maps required. ODOT may request to add standard maps than shown in this RFP.

Sample #2 is a table depicting forecasted condition at a location chosen by selecting a dot from the map below. This graphic contains all relevant information for the site.

Sample #3 is a graphic depicting the same information found in Sample #2 in an hourly forecast format.

Sample #4 is a graphic depicting forecasted precipitation type/amounts and start/stop times across Ohio. A moderate level of detail with a higher quality of image and information as shown on the left is desired.

Sample #5 is a graphical forecast of precipitation type and start/stop times across Ohio.

Sample #6 is a graphical representation of a state hazard map and the desired information for a product applied to Ohio.

VIII. Minimum Forecast Parameters

PARAMETER UNITS LOCATION

Pavement temperature F Agency specified highway locations

Deck temperature F Agency specified highway locations

Pavement condition Table 1 Agency specified highway locations

Probability of frost (deck and open highway)

Agency specified highway locations

Air temperature F Agency specified highway locations

Dew point temperature F Agency specified highway locations

Relative humidity % Agency specified highway locations

Wind direction Cardinal pts or degrees Agency specified highway locations

Wind speed Mph Agency specified highway locations

Wind gust Mph Agency specified highway locations

Precipitation type n/a Agency specified highway locations

Precipitation Coverage % Agency specified highway locations

Precipitation rate, liquid in/hr Agency specified highway locations

Snow rate in/hr Agency specified highway locations

Snow accumulation from start of forecast

In Agency specified highway locations

Precipitation accumulation (liquid) from start of forecast

In Agency specified highway locations

When possible, Total storm precipitation from beginning of storm to end of forecast period

In Agency specified highway locations

Future radar n/a Agency specified highway locations

Cloud cover % or categories Agency specified highway locations

Wind chill F Agency specified highway locations

Visibility Mi Agency specified highway locations

Obstructions to visibility Type Agency specified highway locations

Table 1

DRY WET FROST

DAMP ICE SLUSH

CHEMICAL WET SNOW

IX. Support and Training Requirements

During the life of the agreement, the Successful Proposer is responsible for training and support of service users including ODOT program managers, recipient and sub-recipient agency users, district oversight users, and any other user groups ODOT deems necessary for the success of the Weather and Pavement Forecasting Service Solution.

The Service shall minimize requirements for in-house technical maintenance resources, specialized training, or knowledge in order to implement, configure, update, and/or maintain the Service. The Successful Proposer shall be capable of agreement to provide ongoing maintenance, support, upgrades, and troubleshooting.

Training and Reference Materials

The Successful Proposer is responsible for providing the following as part of the proposed system.

• Users Guide in editable MS Word document will be required as part of the project

• Training Manuals (of equivalent online resources) will be required as part of the project

• Training Sessions will be provided after User Acceptance Testing and prior to implementation at the Ohio Department of Transportation

• Online user help system will be provided as an integrated deliverable in the system

• Online user bulletin system will be provided as an integrated deliverable in the system

• Training Manuals and Training Materials in printed and MS Word document format will be required as part of the “Train the Trainer” deliverable prior to User Acceptance Testing.

• “Train the Trainer” Training Sessions will be provided by the vendor prior to User Acceptance Testing using the Training Manuals and Materials that have been provided by the vendor.

• Proposer will support the transition of maintaining the Training Manuals and Materials to ODOT Trainers following the “Train the Trainer” Sessions.

• Proposer will support ODOT Trainers as they train the remainder of the users prior to Installation.

X. Project Management Expectations

Proposals should detail how the Proposer will use Project Management best practices to ensure their solution is implemented successfully. Proposals will list the key individuals from the Proposer’s organization who will be involved in delivering the Proposer’s COTS solution. For each individual, include his/her role, responsibilities, and a brief résumé of experience.

Project Management Success Goals

The Vendor is expected to include the project management success goals listed below in the project plan submitted with the proposal.

• Demonstrate that ODOT Contract Manager must sign-off on project milestones including Completion of System Test and Training.

• Demonstrate weekly progress reports with progress tied to the BRS Requirement ID’s.

• Demonstrate that Requirements Traceability will be used to tie the BRS Requirements with deliverables for each phase of the project.

• Demonstrate that Communication on Change Requests, with required sign-off, occur for the duration of the project

Project Tasks

The following tasks are expected to be performed by the Vendor as part of the implementation and should be included in the Project Plan. The State will provide oversight for the entire Project, but the Vendor must provide overall project management for the tasks under this Contract, including the day-to-day management of its staff. The Vendor has primary responsibility for the successful completion of project activities, in accordance with the approved project plan, and the transfer of knowledge to State staff. The Vendor also must assist the State with coordinating assignments for State staff working on the Project. In addition, the Vendor must provide all administrative support for its staff and activities.

Throughout the Project, the Vendor must employ ongoing project management techniques to ensure a comprehensive Project Plan is developed, executed, monitored, reported on, and maintained while maintaining traceability to BRS Requirement ID’s at all times. The Vendor will gather the configuration requirements and provide the documented requirements to ODOT for review and acceptance. The Vendor will also maintain these documents through the life of the project.

The Vendor may use different templates and terminology to refer to project deliverables and activities. To ensure alignment, the Vendor shall submit all deliverable templates to ODOT for review and acceptance at the start of the project. ODOT reserves the right to request alternative deliverable templates that align with ODOT DoIT standards.

Task 1. Discovery – The goal is to diagram the vendor Environment Architecture for the Proposed Solution, identify the configuration and customization work packages to meet all RFP requirements, build a work breakdown structure, determine specific resources needed for the project, and build a project plan that includes all remaining tasks through deployment (construction, integration, system testing, training, user acceptance testing, data management, deployment).

Task 2. Construction - The goal is to install, configure, and customize the solution on the vendor’s network to satisfy all service solution requirement specifications.

Task 3. System testing - The service must be subjected to system testing. Service testing will occur in an established test environment. The Vendor will function as service users during system testing and will evaluate all test outcomes. The Vendor must direct service testing and operate the service in accordance with the service testing plans. The Vendor must provide all error resolution and other technical support as required. At the end of service testing Office of Maintenance Operations and Office of Traffic Management will sign-off on acceptance of service testing and setup of the service for User Acceptance Testing.

Task 4. Training – ODOT requires the Vendor to provide training as necessary for the previous tasks of Discovery, Construction, and Service Testing. Prior to Task 5, User Acceptance Testing, the Vendor will conduct a “Train the Trainer” session with a hands-on, instructor led, presentation style training session that provides UAT resources sufficient knowledge of operating the service to execute UAT. The Vendor will provide the Training Manual and Training Materials to train the UAT staff, and ODOT Office of Maintenance Operations and Office of Traffic Management Trainer(s) composed of select users and technical staff - approximately 400 ODOT staff and resources. At the end of training, the ODOT Contract Manager will sign-off on acceptance of training, training manuals and materials, UAT setup and configuration, and defect resolution of the service for User Acceptance Testing.

Task 5. User Acceptance Testing (UAT) – The user acceptance testing (UAT) must verify the full functionality and technical usability of the system. At the end of UAT, the ODOT Contract Manager will sign-off on acceptance of the full system functionality and usability giving approval to move forward to Implementation.

Task 6. Data Management – The bidder shall collect RWIS data from the ODOT RWIS network to be displayed on the RWIS web site.

In addition to the collection of data for display in the application, the Bidder shall provide the following:

• Vendor must provide a Backup & Disaster Recovery Plan as part of the proposal

• Proof of implementation of Plan must be provided at project completion

• Vendor must supply a quarterly report showing o a) backups are being done o b) restores and recovery operations are regularly tested

Task 7. Deployment - Vendor will support the ODOT Trainers as they train the users as part of the ODOT implementation task. During implementation, the Vendor will be responsible for the operation and maintenance of the service until the implementation task has been successfully completed.

Task 8. Service Support, Maintenance and Enhancement - The Vendor will be responsible for Service Support, Maintenance, and Enhancement throughout the project and the first year following deployment into production. After the first year, ODOT may choose not to renew this portion of the Contract. The Vendor is required to provide support during the warranty period. Warranty work must not be included in the cost of the service support, maintenance and enhancement tasks during year one.

Ongoing corrections of the Weather and Pavement Forecasting Service will be characterized as defects and ongoing changes to the Weather and Pavement Forecasting Service for additional functionality will be characterized as an enhancement. Support must be available during the State’s regular business hours, 8 am to 5 pm, Eastern Time, Monday through Friday. ODOT values the importance of Customer Service

The Vendor must provide technical support and assistance with maintaining operations of the Weather and Pavement Forecasting Service, including:

• Correction of Service Defects

• Enhancements

• Telephone Support

XI. Pricing Requirements

The Cost Proposal must include the fixed monthly rate (in $US) for each year of the contract to ODOT for the proposed Weather and Pavement Forecasting solution meeting all requirements outlined in this Request for Proposal.

Note: ODOT will not allow an upfront charge for any implementation activities. The fixed monthly rate is the only pricing component the Department is allowing for this proposal.

SECTION III. VENDOR QUALIFICATIONS AND EXPERIENCE

3.1 Mandatory Requirements – vendors MUST meet, at minimum, ALL of the following qualification requirements:

1. The bidder shall have at least three (3) meteorologists on staff with at least three (3) years of pavement forecasting experience. Resumes of all applicable meteorologists shall be included in the proposal.

2. The bidder shall provide enough meteorologists on staff to allow for least one meteorologist available 24/7/365 to ODOT operations that has a Bachelor of Science in meteorology and three (3) years’ experience in forecasting in the Midwest/great lakes region and lake effect snow forecasting. Resumes of all applicable meteorologists shall be included in the proposal and shall include their experience forecasting weather in the aforementioned regions.

Sensitive Personal Information: It is the sole responsibility of the vendor submitting a proposal to remove all personal confidential information (such as home addresses and social security numbers) of vendor staff and/or of any subcontractor and subcontractor staff from resumes or any other part of the proposal package.

Following submission to ODOT, all proposals submitted may become part of the public record. ODOT reserves the right to disqualify any vendor whose proposal is found to contain such prohibited personal information.

SECTION IV. Proposal Submission Requirements

A. Proposal Submission

All information must be submitted through Ohio Buys. The proposal must be prepared and submitted in accordance with instructions found in this section and must be received by the State no later than 1:00 PM, Tuesday, April 1, 2025. Proposals received after this date and time will not be reviewed. Material mailed or submitted separately from the proposal packet will not be accepted or added to the proposal by ODOT staff.

All materials submitted in accordance with this solicitation become the property of the State of Ohio and shall not be returned. All materials submitted in accordance with this solicitation shall remain confidential until Successful Proposer(s) are selected after Phase II at which time all submitted information becomes part of the public record.

B. Inquires

All inquiries must be submitted through Ohio Buys. Pre-proposal questions must be received no later than the close of business the Thursday prior to the scheduled opening date. An addendum being issued is dependent upon the information received and the impact on the competitive bidding process.

Proposers are NOT to contact any other ODOT office, including District offices, for responses to pre-bid questions.

Proposal Response

The RFP Proposal response must contain information on how the Proposer intends to perform the services outlined in the RFP. Omission of required information may render a Proposer ineligible, and incomplete responses may result in the loss of points. The selected Proposer will become the Vendor of record with ODOT. The State of Ohio is not responsible for legal agreements.

Proposers must submit a response for the following areas:

A. Implementation/Management Plan/Work Plan

B. Organizational Structure/Staffing Plan

C. Cost Proposal (submitted SEPARATELY ATTACHMENT)

Implementation/Management Plan

The Proposer shall submit a statement of the Proposer’s understanding of the scope and his/her/their capabilities to perform the requirements of the RFP, along with a narrative of how the Proposer intends to implement and manage each of the tasks set forth in this RFP. Provide a technical description of the methodology anticipated in the performance of the services described above. Other good innovative and creative approaches to accomplish the goals of the contract will be given consideration and should also be included in this section.

A. Organizational Structure

The Proposer must provide the names and résumés of each individual that will be working on the RFP. Designate the individual who will be committed to ensuring performance of all tasks under the prospective contract (Project Manager). Provide a résumé and contact information for the Project Manager. Please provide a staffing plan the list any other professionals who will be given key responsibilities in fulfilling the requirements necessary to perform the services. Provide supporting documentation, such as a résumé, for each individual summarizing their experience on similar assignments or projects. Each résumé must identify each employee with the years of service, educational background, the duties and responsibilities for that employer, and a phone number for a contact person. Identify each individual and the percent of time that each person would be assigned to each major task in the Scope of Services.

B. Cost Proposal

The Proposer shall submit a SEPARATE Cost Proposal in the emailed response. Any proposal in which this Cost Proposal is not included will be considered non-responsive and the proposal will be rejected. The Proposer’s completed Cost Proposal shall become a part of the contract upon award of the contract.

The Cost Proposal shall be submitted in the Excel format. As a separate attachment from the proposal.

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Technical Proposal Score Sheet

Scoring of Technical Proposal

Technical Proposals will be collectively scored by a Proposal Review Team (PRT) appointed by ODOT. For each of the evaluation criteria given in the score sheet, reviewers will collectively judge whether the technical proposal does not meet, partially meets, meets or exceeds each criterion, and assign the appropriate point value. The scoring is by consensus and one official score sheet will be completed for each technical proposal that is scored.

Criteria for Considering the Cost Proposal

The cost proposal will be reviewed by the PRT. The grand total of the vendor’s cost proposal will be divided by that vendor’s final technical proposal score. This compares the cost with the quality of the technical proposal, which will provide an average cost-per-quality point earned on the technical proposal.

ODOT may, at its sole discretion, negotiate with all technically qualifying vendors for a revised cost proposal. Vendors may then: 1) Submit one last and best offer; 2) request that ODOT view its original cost proposal as its last and best offer; or 3) May formally withdraw from further…