527-26.pdf

Request for Proposals Level 2 and Above Automation | June 2025

Request for Proposal | 2

Table of Contents

Truck Automation Corridor (TAC) Project Overview

Request for Proposal Overview

Project Types and Eligible Expenses

Proposal Content and Evaluation Criteria

Project Budget

Price Performance Formula

Proposal Evaluation Process

Contract Award

Have an inquiry?

Appendix A. Proposal Template

Appendix B. Deliverables Table Template

Appendix C. Contract Terms and Conditions

Request for Proposal | 3

Truck Automation Corridor (TAC) Project Overview In 2019, Ohio (through DriveOhio) and Indiana [through Indiana Department of Transportation (INDOT)] jointly applied to the United States Department of Transportation (USDOT) and were awarded an Advanced Transportation and Congestion Management Technologies Deployment (ATCMTD) grant to demonstrate various levels of truck automation technology.

DriveOhio and INDOT (TAC Project Team) is seeking Proposers1 (also referred to as deployment teams) to deploy commercial off-the-shelf (COTS) Society of Automotive Engineers (SAE) L2 and higher levels of automated driving systems (ADS) technology on trucks in operation (e.g., trucks operating for a private fleet, trucks carrying paid loads, etc.). The TAC Project Team will work with the deployment team to collect data to evaluate the impact on the deployment team’s business operations. The TAC Project

Team will also assess the impact of these technologies on the safety, operations, and efficiency of truck movements, as well as awareness of and satisfaction with these technologies throughout this project.

Request for Proposal Overview With a total budget for all awards of approximately $2 million, funding will be provided to the deployment team(s) to cover some or all of the cost of the technology, equipment, installation, driver and staff training, data, and technology-related operations and maintenance2 for L2 and above technologies. The TAC Project Team seeks to procure multiple solutions and can make multiple awards to ensure requested solutions are deployed.

The Ohio Department of Transportation, the issuer of this RFP, reserves the right to award a single deployment team or multiple deployment teams to fully utilize approximately $2 million in remaining project funding.

The structure and project approach are flexible so long as data is collected.

Minimum requirements for participation include:

• Routine, commercial operations over Ohio and Indiana roadways, that may include interstate routes, US routes, and Ohio and Indiana state routes for a minimum of three months.

• Agreement that technology capabilities, as outlined/selected in Appendix A, can be provided currently (no additional development will be eligible).

• Collaboration with the TAC Project Team to understand baseline performance and evaluate the technology’s performance.

• Participation in public relations will be coordinated by DriveOhio and INDOT.

• Compliance with truck automation and all applicable laws, regulations, and policies during operations.

Additional information can be found on the project website3 including project description, information on the existing platooning deployment, a partner directory to connect companies interested in partnering and a list of frequently asked questions for this Request for Proposal.

Proposals will be submitted through the Ohio Buys procurement platform.4 Training for interested bidders who have not used the platform is available through the Ohio Buys website.5 Accounts may be set up in

1 A “Proposer” shall mean any party who drafts and submits a response to this RFP.

2 “Operations” is specific to the activities necessary to operate the technology; this may include project manager time and expenses related to having these operations-related staff located in Ohio and Indiana during deployment.

3 https://drive.ohio.gov/programs/av-cv/truck-automation 4 https://procure.ohio.gov/bidders-and-suppliers 5 OhioBuys Training https://drive.ohio.gov/programs/av-cv/truck-automation https://procure.ohio.gov/bidders-and-suppliers https://procure.ohio.gov/bidders-and-suppliers/resources/bidder-and-supplier-training/04-ob-training

Request for Proposal | 4 advance of the proposal due date.

Audience

Deployment teams will execute all aspects of their proposed technology deployment; teams may be composed of multiple companies. Examples of deployment team members are provided in Table 1.

Please note these are only examples of deployment teams; not all example members need to be on a team and innovative teaming is encouraged. Proposers should not feel constrained to provide a response that aligns with these examples.

Table 1. Potential Team Member Roles and Responsibilities

Team Member Potential Roles / Responsibilities

Trucking Fleet

- Provide trailers, drivers and access to operational data

- Provide tractor equipped with automation technology or one that can be retrofit

- Staff participation in interviews and engagement activities

Technology Developer/Vendor

- ADS developer providing a retrofit, mature L2 or above solution to a participating fleet

- Trained safety drivers available to the participating fleet for use with their trucks

(particularly for L4 solutions). Training and testing provided by the technology developer to a fleet driver is also acceptable.

- Access to specific ADS system data relevant to the project goals

Truck Original Equipment Manufacturer

(OEM)

- Provides truck with integrated L2 or above capabilities, or

- Provides truck to be retrofitted with L2 or above technology

Shipper/Third Party Logistics Provider

- Provides trailers/loads to a trucking fleet, independent of L2 or above technology on the truck cab

Project Types and Eligible Expenses

For each deployment team, there are a minimum of three items needed to operate the proposed solution:

1. trucks/vans/trailers (assuming transport of either fleet or shipper loads),

2. ADS technology,

3. and data loggers/telematics6 (for acceptance testing and data collection purposes).

Based on the make-up of each deployment team and their preferences and constraints, there are several potential variations for the project scope, which are shown below.

• Data Only o Share data from your L2 or above existing trucks that travel in or through Ohio and Indiana. Data will be shared from the existing truck automation system and telematics, and the fleet staff (back office and drivers) would be requested to engage with the TAC Project Team on their experience and feedback.

▪ Baseline data (from trucks that are NOT equipped with similar technology) is not required in this example.

▪ Deployment data, whether provided as part of a data only proposal or a larger deployment, can be anonymized. Any data deemed “proprietary” by the proposer can be anonymized; these details can be negotiated after award.

6 ADS system data and fleet data (from existing telematics or 3rd party data loggers) will be requested for the evaluation. If a fleet does not use telematics or data loggers, the Project Team may install an independent, 3rd party data logger to ensure collection of the required data elements.

Request for Proposal | 5

• New truck(s) equipped with or without technology (L2 or above) o Purchase or lease of truck –the project will reimburse reasonable monthly costs during the length of the deployment.

o Separately, the project will reimburse reasonable costs for the purchase or lease of technology, whether L2 or above, for the length of the deployment.

• Existing truck/truck-trailer combination without technology o Purchase or lease L2 or above technology for retrofit installation on fleet’s existing truck(s).

o If the L2 or above technology requires equipment to be installed on a trailer, such costs may be an eligible expense if needed to satisfy project requirements.

Table provides a summary of eligible and non-eligible expense examples.

Table 2. Project Funding Eligibility Examples

Eligible Not Eligible

Equipment

- Commercial truck, van, truck/trailer combination, or separate truck and trailer purchase or lease as a monthly reimbursement for the length of the deployment

- Telematics - Installation of TAC Project Team’s telematics device or, if already installed, subscription / service for existing telematics

- Installation or retrofit of L2 or above equipment added to a fleet’s existing vehicle(s)

- Maintenance of equipment funded by the grant (technology or technology-equipped truck or truck/trailer)

- Support or logistics infrastructure necessary to maintain operations in Ohio and Indiana during the deployment (temporary facilities and equipment to monitor operations and respond to issues, if needed)

If a fleet is currently using L2 or above on existing trucks – the cost to own, operate and maintain this truck and technology during the deployment period is not eligible

Labor

- Staff time to manage deployment-specific activities, including planning and kickoff activities and recurring engagement with the TAC Project Team

- Training deployment team staff (including drivers)

- System testing

- Staff participation in project surveys or interviews

Driver time to transport revenue-service loads on the route is not eligible

Technology

- ADS technology including data from vehicle(s) and back office

- Project specific modifications to existing ADS technology

- Testing of retrofit technology to verify installation and operations

- Operations and maintenance costs for the technology, including expense for on-site staff and/or digital monitoring, as well as scheduled and unscheduled maintenance

Costs for ADS technology development and testing to expand functional performance is not eligible;

an award assumes technology is “deployment ready”

Data

- Data from an existing telematics device

- Data from project-funded L2 or above technology

- Data from trucks equipped with L2 or above technology (not funded by the project)

N/A

Operations

- Insurance (contract-specific liability)

- Marketing and public relations support specific to the deployment

- Input and review deployment project documentation

N/A

Request for Proposal | 6

Procurement Schedule

Proposal Content and Evaluation Criteria

Proposals should include the following elements:

• Cover letter (3 page maximum). This letter should include:

o A description of the deployment team, including:

▪ Each team member and their role. A single entity may submit a proposal so long as essential partners (such as the technology provider or fleet provider) are named and have provided a letter of commitment. Letters of commitment are not counted towards the page limit.

▪ List primary points of contact for each essential partner including role and responsibilities for each individual.

o A short description of the technology proposed (L2 or above) and the number and types of trucks to be equipped.

o A short description of the proposer’s experience and/or interest in truck automation.

o A high-level schedule that provides desired start date and duration (in months) for pre-deployment planning, deployment, and data collection.

▪ Deployment schedule and assumptions:

• Equipment ordering, installation and testing will be part of the deployment schedule. Reimbursement cannot be made for purchases or activities started before NTP is issued.

• Awardees can allocate time in their proposed schedule after award and NTP to complete pre-deployment activities and deliverables outlined in Appendix D.

• If proposing more than one technology, deployment(s) may be concurrent or sequential; the start date of each deployment is flexible, but all data collection and activities eligible for reimbursement must be completed by November 30, 2026.

o Signature (e-signature preferred) of representative of the lead submitting company authorized to represent the deployment team, including title, address, and phone number.

• Proposal. Complete the templates that are contained in Appendix A.

o A project cost estimate template is provided in Appendix A. The cost proposal should provide line-item costs by the defined categories, the quantity and price per quantity, and which partner will be reimbursed. The Notes field can document any assumptions.

o All files associated with the proposal shall be in Adobe Acrobat (.pdf) format and include the proposal number "527-26" and the Proposer name (the lead submitting company).

o Promotional literature should not be included.

o Table 2 lists the criteria to be used to evaluate each proposal.

▪ Note that each proposal will be evaluated with other proposals of other similar technology categories indicated by the capabilities provided in Appendix A (i.e.

L2 proposals evaluated with other L2 proposals, L4 with other L4 proposals, etc.).

Request for Proposal | 7

Table 2. Technical Proposal Evaluation Criteria

Category Item Evaluation Rubric Instructions Total Points Possible

Part 1: ADS System Capabilities

Technology solution provides some or all functions shown in Appendix A

Points awarded on percent of capabilities offered by the solution (0-100).

Please review and complete Appendix A.

Part 2:

Deployment Team Parameters and Responsibilities

Number of round trips 1-4 trips per week = 50 points 5-9 trips per week = 75 points 10+ trips per week = 100 points

Number of trucks equipped with truck automation technology

1 truck = 20 points 2 trucks = 40 points 3+ trucks = 50 points

Number of months for deployment

3 months = 50 points 4-6 months = 75 points 7+ months = 100 points

Winter deployment months included

1 winter month = 25 points 2 winter months = 50 points Winter months are considered December-March

# of miles per route (in one direction)

0 – 40 miles = 10 points 41 – 70 miles = 20 points 71 – 100 miles = 30 points 101 – 130 miles = 40 points 131+ miles = 50 points

Part 3: Data Sharing for Deployment Evaluation

Ability and willingness to share desired data in Appendix A

Proposer will share some data = 50 points Proposer will share all data requested = 75 points Proposer will provide all data requested and accommodate any additional requests that may arise = 100 points

Part 4: Cost Share7

Proposer has identified labor / material that they will pay for as part of the project and not expect reimbursement

Less than 5 percent of project budget = 0 points Greater than 5 percent of project budget = 5 points Greater than 10 percent of project budget = 10 points The project goal for each deployment is $120,000 or more worth of cost share

TOTAL POINTS POSSIBLE 560

7 Any activities that are eligible expenses would also be eligible cost share activities. “FHWA will consider the following funds or contributions as a local match for the purpose of this program: non-Federal funds, toll credits under 23 U.S.C. 120(i); and non-monetary match that complies with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards specified in 2 CFR Part 200, including Section 200.306 of Part 200 on Cost Sharing or Matching.”

Request for Proposal | 8

Project Budget

The Proposer shall include a detailed budget categorizing all project related costs and shall include a separate line item for project contingency consisting of 20% of total project budget. The Proposer should not expect the contingency funds to be automatically included in their budget. This contingency will only be utilized if the TAC Project Team identifies any additional items that are requested of the Proposer, at any time before or after the contract is awarded. The contingency budget will not be encumbered unless needs are identified and approved by the TAC Project Team.

Price Performance Formula

The evaluation team will rate the proposals received in each category of technology based on the following criteria and respective weights.

Criteria Percentage

Technical Proposal 70%

Cost Summary 30%

To ensure the scoring ratio is maintained, the TAC Project Team will use the following formulas to adjust the points awarded to each offeror. The offeror with the highest point total for the Technical Proposal will receive 560 points. The remaining offerors will receive a percentage of the maximum points available based upon the following formula:

Technical Proposal Points = (Offeror’s Technical Proposal Points/Highest Number of Technical Proposal Points Obtained) x 560

There is a maximum of 560 Technical Proposal Points available.

Cost Proposal Points = (Lowest Price Received/Offeror’s Price) X 245

There is a maximum of 245 Cost Points available.

Total Score

The total score used for selection will include both the technical score and the Proposer’s price. Price will be a weighted portion of the scoring evaluation. Price proposals will only be opened once the technical proposals have been evaluated and scored. The scoring formula will be applied to Proposals of similar technology levels and will be completed as follows to determine top scoring proposer:

Total Score Formula = [560 x (technical score/highest score)] + [245 x (lowest price/offeror price)]

Selection of Qualified Proposer

The Review Panel, made up of three representatives from DriveOhio and three representatives from INDOT, will select the Proposer whom ODOT considers qualified to deliver a service which meets the requirements defined in this document. In the event the Review Panel does not identify a qualified Proposer, ODOT reserves the right to cancel this request for proposal without further notice.

The selected qualified Proposer will be notified of its selection by the Review Panel Coordinator. ODOT reserves the right to request from the qualified Proposer:

• Answers to questions from the Review Panel.

• Pricing clarification or adjustments.

Request for Proposal | 9

• An audited financial statement of the Proposer, prepared by a certified public accountant, substantiating the Proposer’s financial capacity to administer this project.

Solution Presentations

ODOT reserves the right to ask the qualified Proposers to give a Solution Presentation to the Review Panel for the purposes of explaining, elaborating, or otherwise clarifying the major elements or features of its proposal. The Solution Presentation will be held within two or three weeks after the opening date of responses to this Request for Proposal. Chosen Proposers will be notified of date(s) and times available for their oral presentation. The presentation is restricted to representatives of the Proposer, staff members of ODOT, and Review Panel members. Oral presentations may be held online. Guidelines for the presentation will be provided when and if required.

Proposal Evaluation Process

ODOT’s Office of Contract Sales (OCS) will verify that the proposals satisfy the proposal template and qualify to be evaluated by the Review Panel. OCS will issue evaluator instructions to the review panel to score qualified proposals according to the criteria in the Evaluation Criteria (see Error! Reference source not found.).

At the completion of the proposal evaluation, the top scoring Proposer(s) is/are selected for Award of Contract(s), which includes negotiation of final price, scope and contract type prior to finalization and notice to proceed being given.

Contract Award

ODOT will make a quality-based selection with a price component evaluation and award the contract(s) to the top scoring Proposer(s) upon completion of evaluation and any additional negotiations or follow-ups ODOT deems necessary. The obligation to perform services and the right to receive payment pursuant to the award will be dependent upon an executed agreement.

The contract award will include the final list of deliverables, a corresponding schedule, the project price, and the type of contract(s). Draft contract terms and conditions are included in 0.

If establishing contractual terms with the top scoring Proposer is unsuccessful, ODOT reserves the right to begin negotiations with the next highest scoring Proposer.

A summary of the award process is outlined below:

Step 1: Define deliverables and schedule

- ODOT will lead a review of the draft deliverables table (Appendix B).

Step 2: Confirm budget

- If needed, deployment team will update project cost estimate from proposal using materials from Step 1 (schedule and deliverables).

Step 3: Comment resolution meeting to resolve any potential updates to the schedule and budget:

- A virtual meeting will be scheduled approximately one week after receipt of the Proposer’s final schedule and budget to resolve comments from both the project and deployment team.

- This meeting shall be the sole opportunity for ODOT and Proposer to resolve any comments with respect to Proposer's scope, schedule, and budget. After this meeting, any such alterations to Proposer's schedule, and budget shall be incorporated into the contract with Proposer, pursuant to this meeting, and as set forth in Step 4, below.

Step 4: Final Contracting

- ODOT Office of Contracts will provide contract for signature through the OhioBuys platform.

Request for Proposal | 10

- ODOT Office of Contracts will sign and provide the executed copy to proposer along with notice to proceed and authorization of funds through the OhioBuys platform.

If at any time, the Proposer is non-cooperative or non-responsive to the evaluation team during contract negotiations or if the Proposer cannot fulfill project needs, ODOT retains the right to award the next highest scoring and responsive Proposer.

Any Proposer awarded under this RFP does not automatically guarantee project funding availability.

Actual project work cannot take place until a contract is in place, a notice to proceed (NTP) is given, and a purchase order (PO) is issued.

The NTP will serve as the final award to the contract. Following the final award, the deployment team will begin working on all deliverables and activities as outlined in their contract and the deployment readiness plan. The awarded deployment team or teams will submit monthly invoices and progress reports. ODOT approval of these invoices will generate reimbursement to the prime contract holder.

Have an inquiry?

Proposers should submit official questions/inquiries regarding this proposal via the OhioBuys platform:

Request for Proposal | 11

Appendix A. Proposal Template

The proposal template is being shared with applicants in Word form. Proposers may change the format of this information for submission, but all content must remain the same.

Proposers should review and complete Tables 3, 4, 5, and 6 within this Appendix. Each table corresponds to a part of the proposal; there are four parts:

1. ADS System Capabilities

2. Deployment Team Parameters and Commitments

3. Data Sharing for Deployment Evaluation

4. Cost Evaluation

A.1 ADS SYSTEM CAPABILITIES

Please respond to each item in the table below and provide explanatory notes, as needed.

Table 2. ADS System Capabilities

What type of automated technology are you looking to deploy? Response

Specify or define what SAE level your solution provides.8

Can the proposed ADS system perform the following? Score Yes/No Notes

Lane keeping 2 Choose an item.

Adherence to speed limit 2 Choose an item.

Forward view obstacle detection and proper safe response

Choose an item.

Side view obstacle detection and proper safe response

Rear view obstacle detection and proper safe response

Lane changing with integrated obstacle detection

Safe lane merging when entering/exiting the highway

Maintaining appropriate gap distance from other vehicles

Can the proposed ADS system operate under the following environmental conditions? Score Yes/No Notes

Weather

Rain 1 Choose an item.

Sleet/hail 1 Choose an item.

Snow 2 Choose an item.

High winds 1 Choose an item.

Particulate Matter

Dust/ dirt 1 Choose an item.

Fog 1 Choose an item.

8 https://www.sae.org/blog/sae-j3016-update https://www.sae.org/blog/sae-j3016-update

Request for Proposal | 12

Mud 1 Choose an item.

Smog 1 Choose an item.

Smoke 1 Choose an item.

Spray 1 Choose an item.

Lighting

Sunny 1 Choose an item.

Cloudy/shadows 2 Choose an item.

Night/dark 2 Choose an item.

At what speeds can the proposed ADS system operate? Score MPH Notes

Maximum speed (daylight) >55 = 2

Maximum speed (night) >55 = 2

What type of trucks will be deployed? Yes/No Notes

Class 8 tractor/trailer Choose an item.

Box truck Choose an item.

Delivery vehicle Choose an item.

Can the proposed ADS system properly handle the following traffic conditions? Score Yes/No

Notes (Proposers may indicate if safety driver must be engaged)

Vulnerable road users present (bicycles, pedestrians, etc.)

Choose an item.

Accident/emergency vehicle (i.e.

move to the right/stop)

Closed lane/ramp/road (section) 4 Choose an item.

Construction/work zones (variable speed limits, new lane patterns, conflicting lane lines, etc.)

Dense traffic/high vehicle volumes (i.e. rush hour)

Managed lanes (high occupancy vehicle (HOV), high occupancy toll (HOT), etc.)

Weigh stations 2 Choose an item.

Stopped vehicles 5 Choose an item.

Operator Notifications

Enable operator to take manual control of the vehicle as needed at all times

Notify operator if GPS connectivity is lost during vehicle operation (if this is critical to operational safety)

Notify operator when an emergency stop is necessary

Notify operator when the ADS system is available for use

Notify operator of the ADS system operational status while vehicle is in use

Notify operator of vulnerable road users (pedestrian, bicyclist, etc.)

Request for Proposal | 13

A.2 DEPLOYMENT TEAM PARAMETERS AND RESPONSIBILITIES

For safe, effective, and efficient achievement of project goals, deployment teams will have the responsibilities shown in the table below. This table also provides proposers the space to define the deployment parameters in terms of the number of trucks, length of the route, and the volume of loads that will travel on the route during deployment.

Table 3. Deployment Team Parameters and Responsibilities

Parameters and Responsibilities Do you acknowledge this responsibility?

Notes

Project Management

Participate in kick-off meeting Choose an item.

Participate in bi-weekly project meetings Choose an item.

Provide monthly invoices/reimbursement requests

Choose an item.

Provide monthly progress reports Choose an item.

Planning and Procurement

Review and provide input into required project documentation (see deliverables table for details)

Choose an item.

Provide an Operational Design Domain (ODD) specifying conditions under which the ADS system can safely operate and those under which the ADS system should not be engaged)

Choose an item.

Coordinate any necessary procurement of ADS technology, vehicles, telematics, etc. with the TAC Project Team

Choose an item.

Deployment Information

Provide information on deployment route(s) in the notes section

• Please provide approximate mileage for each proposed route (in one direction)

• Please provide approximate volumes on each route (if multiple routes)

N/A

Provide number of trucks equipped with automation technology in notes section

N/A

Provide number of round trips in notes section per week

N/A

Deployment on route timeline

• Please indicate the number of months for deployment

• Please indicate the number of months for winter operations (December-March)

N/A

Does the route include mileage on I-70? Please respond yes or no in the notes section

N/A

Installation, Testing and Training

Install ADS kits (if retrofit), telematics (if needed), data loggers (if needed), etc.

• Please indicate the number of trucks that will be equipped with ADS in the notes section

Choose an item.

Provide an Acceptance Testing Plan Choose an item.

Conduct Acceptance Testing, rectify any issues, Choose an item.

Request for Proposal | 14

Parameters and Responsibilities Do you acknowledge this responsibility?

Notes and provide documentation of test results for TAC Project Team signoff prior to deployment

Provide ADS training materials for drivers and fleet partner, including back office and maintenance teams

Choose an item.

Provide ADS training materials and participate in a minimum of two (2) training events for law enforcement/emergency responders (one for Ohio and one for Indiana)

Choose an item.

Operations and Maintenance

Baseline operations on proposed route(s) to collect data for comparison (baseline data: ADS system disengaged or comparable conventional vehicle)

Choose an item.

Routine maintenance of vehicle and ADS system and monthly maintenance reports

Choose an item.

Emergency maintenance of vehicle and ADS system and timely reporting to TAC Project Team

Choose an item.

Verify that any necessary governmental approvals have been received (for example, Federal Communications Commission (FCC) Application for Radio Service Authorization if the solution includes wireless radio communication.

Choose an item.

Data Collection and Management

Work with TAC Project Team to determine how data will be transmitted and used

Choose an item.

Collect data from both baseline operations and ADS technology deployment

Choose an item.

Follow all applicable federal, state, and local regulations

Choose an item.

Participate in feedback workshops for drivers, fleet back office/operations, and maintenance team both pre-deployment (to establish a baseline) and near deployment completion

Choose an item.

Communications

Coordinate with TAC Project Team to align communications strategy and talking points and get approval for releasing content where applicable

A.3 DATA SHARING FOR DEPLOYMENT EVALUATION

This table is intended to determine which data elements will be provided. The more data that is provided, the higher the evaluation score. Data elements will be used for performance evaluation and to understand operational capabilities/constraints of the ADS technology. Please use the table provided below; responses from the drop-down menus are required for all items

(“Notes” column is optional). While additional data sharing is not a requirement of the project, Request for Proposal | 15 there are blank rows at the end of the table for any additional data elements you would like to provide. Add rows, as needed.

Please note that any data deemed “proprietary” by the proposer and deployment team can be anonymized. The details may be worked out with the TAC Project Team after award; please note any potentially proprietary information in the “Notes” column when responding.

Table 4. Data Sharing for Deployment Evaluation

ADS

Level

Description of Data Element

Will you provide this data?

If yes, who will provide this data?9

Notes

L2 & above

External Video Footage - Surrounding Traffic/Environment

Choose an item. Choose an item.

L2 & above

Internal Video Footage - Instrumentation/ADS User Interface

Choose an item. Choose an item.

L2 & above

Internal Video Footage - Driver

Choose an item. Choose an item.

L2 & above

External Temperatures Choose an item. Choose an item.

L2 & above

Tire pressure Choose an item. Choose an item.

L2 & above

Tire wear Choose an item. Choose an item.

L2 & above

Fuel consumption (miles driven, gallons consumed)

Choose an item. Choose an item.

L2 & above

Fuel cost savings/changes over baseline

Choose an item. Choose an item.

L2 & above

GPS position Choose an item. Choose an item.

L2 & above

GPS Connectivity along route

Choose an item. Choose an item.

L2 & above

Traveling speed Choose an item. Choose an item.

L2 & above

Speed limit adherence Choose an item. Choose an item.

L2 & above

Load weight Choose an item. Choose an item.

9 In some cases, the telematics company or technology provider owns the data. The TAC Project Team needs assurance that the Proposer will have access and can contractually share the data with the TAC Project Team.

Request for Proposal | 16

ADS

Level

Description of Data Element

Will you provide this data?

If yes, who will provide this data?9

Notes

L2 & above

Total Mileage Choose an item. Choose an item.

L4 Only Mileage with ADS System Engaged

Choose an item. Choose an item.

L4 Only Mileage with ADS System disengaged

Choose an item. Choose an item.

L2 & above

Transmission State (driving, idling, stopped)

Choose an item. Choose an item.

L4 Only Number of/reason for system engagement/ disengagements

Choose an item. Choose an item.

L2 & above

Number/type of system notifications to drivers

Choose an item. Choose an item.

L4 Only Number of/reason for false positives (collision avoidance)

Choose an item. Choose an item.

L2 & above

Harsh acceleration Choose an item. Choose an item.

L2 & above

Harsh braking Choose an item. Choose an item.

L2 & above

Air drag Choose an item. Choose an item.

L2 & above

Drive Time Sheets (including driving vs rest time)

Choose an item. Choose an item.

L4 Only Automated/Coordinated braking response time

Choose an item. Choose an item.

L2 & above

Accelerator pedal action

Choose an item. Choose an item.

L2 & above

Brake pedal action (%) Choose an item. Choose an item.

L2 & above

Instances of emergency stop

Choose an item. Choose an item.

L4 Only Instances of automatic stop

Choose an item. Choose an item.

L4 Only Number of/reason for ADS system communications failures

Choose an item. Choose an item.

L2 & above

Changes in labor rates ($ or %)

Choose an item. Choose an item.

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Description of Data Element

Will you provide this data?

If yes, who will provide this data?9

Notes

L2 & above

Changes in maintenance costs ($ or %)

Choose an item. Choose an item.

L2 & above

Scheduled downtime for maintenance -date/time/duration

Choose an item. Choose an item.

L2 & above

Unscheduled downtime for maintenance -date/time/duration

Choose an item. Choose an item.

L2 & above

Cost of routine maintenance ($)

Choose an item. Choose an item.

L2 & above

Changes in cost of routine maintenance (%)

Choose an item. Choose an item.

L2 & above

Cost of unplanned maintenance ($)

Choose an item. Choose an item.

L2 & above

Changes in cost of unplanned maintenance

Choose an item. Choose an item.

L4 Only ADS System-related maintenance costs

Choose an item. Choose an item.

L2 & above

Technology procurement costs and related costs, if applicable

Choose an item. Choose an item.

L2 & above

Insurance costs variance/percentage change (overhead cost change and/or summary data)

Choose an item. Choose an item.

L2 & above

Operating costs/mile (including labor and materials)

Choose an item. Choose an item.

L2 & above

Change in fatigue/exertion Choose an item. Choose an item.

L4 Only Amount of time spent on administrative tasks when not driving

Choose an item. Choose an item.

L4 Only Perceived driver reaction time

Choose an item. Choose an item.

L2 & above

Revenue-generating capacity (ability to take on additional business with the same amount of fuel/labor)

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Description of Data Element

Will you provide this data?

If yes, who will provide this data?9

Notes

L2 & above

Driver retention (actual and/or change)

Choose an item. Choose an item.

Choose an item. Choose an item.

Choose an item. Choose an item.

Choose an item. Choose an item.

A.4 COST PROPOSAL TEMPLATE

Table 5 contains a template for the proposal cost estimate. Proposers may add lines and categories to best describe their project. Proposers should identify any items provided as cost share within the Notes column.

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Table 5. Cost Proposal Template

Category Item Price Quantity and Type (type = hours, months, equipment)

Amount Notes

Sample instructions

[unit price] [total quantity] [unit price] x [total quantity]

- Assumptions/clarifications

- Show how total was calculated (i.e. x hours/day for y days, 6-month lease term x $z monthly rate, approximate cost per trip * number of trips, etc.)

- Cost share (Y/N); if yes, type (Cash or in-kind)

Hardware

ADS System Hardware

ADS Hardware Installation

Testing

Truck Lease or Purchase

Truck Maintenance

Software ADS Software Base Cost

Updates

Miscellaneous

Insurance Cost

Expenses – Please List Expenses may include travel and per diem related to driver or fleet training and attendance at deployment related meetings and events/conferences

Truck and Trailer Branding

Operations

Project Manager (salary)

Driver Training

Data Collection

Total Project Expected Budget

Total Cost without Contingency

Contingency

Show a Contingency amount equal to 20% of the Total Project Expected Budget to accommodate potential adjustments requested and approved by the TAC Project Team

TOTAL BUDGET (Project Expected Budget + Contingency) $

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Appendix B. Deliverables Table Template

Table 6 provides a template for the deliverables table that will be included in the contract. These items and timeframes will be part of the negotiation process described in the “Contract Award” section of the RFP. This table is intended to provide insight as to the items and timeframes that may be used, although the final schedule will reflect the high-level schedule and timeframes from a proposer’s response as well as the results of the comment resolution meeting between ODOT and awardee(s).

Please note that most deliverables are “review” or “review and input”. However, for new items such as the Acceptance Test Plan, a template may be provided post-award. The intent of the Acceptance Test Plan is to document that the deployed solution provides all the functionality proposed, and that the acceptance of this technology has been witnessed and signed off by all deployment team members.

Table 6. Deliverables Table Template

TASK DESCRIPTION LEVEL OF EFFORT

DUE DATE

(date or days from NTP)

1 Project Management

1.1 Project Schedule

Updates

Input Monthly

1.2 Bi-weekly Meetings Attend

1.3 Monthly Progress

Reports and Invoices

Input Monthly

2 Planning & Procurement

2.1 Input and Review to

Project Documentation

Input and Review 60 Days

Concept of Operations (ConOps) (review only)

Review 10 Days

System Requirements (SyRS) (review only)

Review 20 Days

Project Evaluation Plan (PEP) (review only)

Review 30 Days

Data Management Plan (DMP) (review and input)

Review and Input 40 Days

Safety Management Plan (SMP) (review, input and meeting to walk through risks and mitigations)

Review, Input, Attend 60 Days

Readiness Plan (RP) (review and input)

Review and Input 10 Days

Implementation Plan (review)

Review 50 Days

2.2 Implementation Plan

Inputs

Responsible 90 Days

2.2.1 Operation Design

Domain (ODD)

Responsible 30 Days

2.2.2 Route Identification Responsible 90 Days

Confirmed of ODD compliance

Responsible 50 Days

Proposed routing plan Responsible 40 Days

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TASK DESCRIPTION LEVEL OF EFFORT

DUE DATE

(date or days from NTP)

2.3 Procurement – (if

necessary): ADS Kits, telematics, indicator lights, tire pressure monitoring system

Responsible 30 Days

3 Installation, Testing & Training

3.1 Installation complete (if

retrofit) or fleet takes delivery of equipped trucks

Responsible 120 Days

3.2 Acceptance Testing Responsible 150 Days

Acceptance Testing Plan Responsible 90 Days

Acceptance Testing Results documentation

Responsible 120 Days

3.3 Training Responsible 150 Days

Training material input/review

Responsible 120 Days

Driver training Responsible 150 Days

Fleet back office training Responsible 150 Days

Fleet maintenance training Responsible 150 Days

Support for local jurisdiction emergency services basic training in OH

Input and Attend 150 Days

4 Operations and Maintenance

4.1 Deployment Operations Responsible TBD

Baseline fleet operations on potential route (purpose is to refine and finalize route)

Responsible Start TBD

Duration = 30 days

Pre-Deployment begins (equipped trucks traveling the route; purpose is to refine technology configuration as needed)

Responsible Start TBD

Duration = 30 days

Deployment with ADS system engaged begins

Responsible Start TBD

Deployment with ADS engaged ends

Responsible November 2026

4.2 Maintenance Responsible Monthly

Maintenance reports Responsible Monthly

Emergency maintenance reports

Responsible Monthly

5.1 Data Inventory

Workshop

Input and Attend 30 Days

5.2 Data Collection and

Distribution

Responsible = deployment period

Pre-deployment data collection and distribution (frequency TBD)

Responsible Start TBD

Post-deployment data collection and distribution (frequency TBD)

Responsible No later than (NLT) November 2026

5 Communications 5.3 Feedback Responsible Q1 2025

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TASK DESCRIPTION LEVEL OF EFFORT

DUE DATE

(date or days from NTP)

Pre-deployment interview(s)

Responsible NLT than end of baseline data collection

Post-deployment interview(s)

Responsible NLT Q4 2026

Feedback on communications strategy

Input Within 90 Days of kickoff

Communication material inputs/review

Review and Input As needed

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Appendix C. Contract Terms and Conditions

I. GLOSSARY

The following definitions are applicable to all components of the Contract. If a conflict exists between these definitions and any definition listed in the specifications or scope of work, the specifications or scope shall prevail.

A. ACCEPTANCE: Approval and retention by ODOT of any goods, products, services or other Deliverables, delivered to fulfill Contract requirements.

B. AGENCY/ODOT/DEPARTMENT: Ohio Department of Transportation

C. AUTHORIZED DEALER/DISTRIBUTOR: The vendor that maintains written legal agreements with manufacturers to act as their agent and provide goods, products, or services listed in the bid/RFQ/contract. The authorized Dealer/Distributor must maintain active and sufficient facilities necessary to perform the awarded Contract, own title to the goods, products, or services and maintain available stock on a continuous basis and in sufficient quantity to provide uninterrupted access to the Contract Deliverable.

D. BIDDER: The company and/or authorized representative of the company who has signed and is submitting a bid response and who will be responsible for ensuring proper performance of the contract awarded pursuant to the bid. The term bidder, proposer, contractor, supplier, or vendor may be used interchangeably in this document.

E. DEFAULT: The omission or failure to perform any obligation under this Contract.

F. DELIVERABLE: Any Contractor-provided products, supplies, services, work or product described in the specifications of the Contract.

G. F.O.B PLACE OF DESTINATION: The Vendor pays, and includes the cost of such in its bid, and bears the risk for the transportation and delivery of goods delivered to the specified locations provided by the Department.

H. GOODS: Anything that can be purchased that is not a service or real property.

I. INVOICE: An itemized listing showing delivery of the goods or performance of the services described in the order that must include the date of the purchase or rendering of the service, an itemization of the things done, material supplied, equipment used or labor furnished, and the sum due pursuant to the contract or obligation.

J. LOWEST RESPONSIVE AND RESPONSIBLE BIDDER: A bidder who offers the lowest cost for the goods or services listed in the bid; and whose proposal responds to bid specifications in all material respects and contains no irregularities or deviations from the specifications which would affect the amount of the bid or otherwise give them a competitive advantage; and whose experience, financial condition, conduct and performance on previous contracts, facilities, management skills evidences their ability to execute the contract properly.

K. MBE OR EDGE CERTIFIED: MBE means Minority Business Enterprise and EDGE means Encouraging Diversity, Growth and Equity.

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L. ORDER: A copy of a contract or a statement of the nature of a contemplated expenditure, a description of the goods to be purchased or services to be performed, other than services performed by officers and regular employees of the state, and per diem of the national guard, and the total sum of the expenditure to be made therefor, if the sum is fixed and ascertained, otherwise the estimated sum thereof, and an authorization to pay for the contemplated expenditure, signed by the person instructed and authorized to pay upon receipt of a proper invoice.

M. PRIME VENDOR/CONTRACTOR: The vendor who, upon being awarded a contract, becomes the prime vendor who is the primary source for providing the goods or services listed in the awarded Contract and the party to whom payment will be made upon delivery of the goods and/or completion of the Contract.

N. PROCUREMENT/CONTRACT/AGREEMENT: All documents, whether attached or incorporated by reference, utilized for soliciting bids. Upon completion of the evaluation and award of the bidder’s response, the procurement becomes the contract between ODOT and the successful bidder, both governed by the laws of the state of Ohio.

O. PURCHASE: To buy, purchase, installment purchase, rent, lease, lease purchase, or otherwise acquire goods or services. "Purchase" also includes all functions that pertain to the obtaining of goods or services, including description of requirements, selection, and solicitation of sources, preparation, and award of contracts, all phases of contract administration, receipt and acceptance of the goods and services, and financial consideration for the goods and services by either a state agency or a third party.

P. PRODUCTS: Materials, supplies, merchandise, goods, wares, and foodstuffs.

Q. REQUEST FOR QUOTE (RFQ)/INVITATION TO BID (ITB)/COMPETITIVE SEALED

BIDDING: A solicitation for goods, products, or services in which ODOT invites vendors to submit price quotes/bid responses for the supply of such goods, products, or services.

R. REQUEST FOR PROPOSAL (RFP): A solicitation for goods, products, or services in which ODOT invites vendors to submit responses that have comprehensive performance requirements, technical provisions, and specific evaluation criteria including price for scoring offers. Award is made to the bidder whose proposal is determined to be most advantageous to the state, taking into consideration factors such as price and the evaluation criteria set forth in the RFP.

S. SERVICES: The furnishing of labor, time, or effort by a person, not involving the delivery of a specific end product other than a report which, if provided, is merely incidental to the required performance. "Services" does not include services furnished pursuant to employment agreements or collective bargaining agreements.

T. STATE: The State of Ohio which also includes ODOT as applicable.

U. STATE DATA: All data and information provided by, created by, created for, or related to the activities of the State and any information from, to, or related to all persons that conduct business or personal activities with the State, including, but not limited to Confidential Data.

If any of Contractor’s intellectual property becomes embedded in State Data, Contractor hereby licenses a non- exclusive license to ODOT to use such embedded data subject to the terms of

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Contractor’s license agreement.

State Data includes any information derived by or through the use of the services being provided by the Vendor, excluding any embedded portions of any service that might be in the data or information which might be the intellectual property of the Contractor.

Confidential Data includes data that is required to be protected by law or regulation, is intended for confidential use, and may not be copied or removed from the State’s operational control without authorized permission. This classification includes data that, if compromised, may result in loss of life, serious injury, or other harm to an individual or group, or disruption to critical agency operations.

Confidential Data includes, but is not limited to:

1. Certain types of personally identifiable information (PII) that is also sensitive, such as medical information, social security numbers, and financial account numbers;

2. Federal Tax Information (FTI) under IRS Publication 1075;

3. Protected Health Information (PHI) under the Health Insurance Portability and Accountability Act (HIPAA);

4. Criminal Justice Information (CJI) under the Federal Bureau of Investigation’s Criminal Justice Information Services (CJIS) Security Policy and the Law Enforcement Automated Data System (LEADS) Policy; and

5. Other types of information not associated with an individual such as security and infrastructure records, trade secrets, and business bank account information.

V. SPECIFICATION: Any description of the physical or functional characteristics or of the nature of goods, products, or services. It may include a description of any requirements for inspecting, testing, or preparing goods, products, or services.

W. TIME AND MATERIALS CONTRACT: A contract in which Contractor is paid the following: (1) an hourly rate for labor actually performed; and (2) if applicable and with prior approval by ODOT, for the cost of the materials, equipment or supplies actually used by the Contractor. Such rates and costs shall be established through Contractor’s submission of a price sheet, written quote, estimate, or invoice, as approved by ODOT. Hourly rates may include wages, overhead, general and administrative expenses, and reasonable profit. Materials or supplies may include the Contractor’s direct and indirect costs attributable to the work performed. Equipment may include vendor owned equipment billed at a specified rate or costs associated with rental of equipment specific to the contract.

X. UNBALANCED: Any unit price contained in the bid submittal which is obviously unbalanced either above or below reasonable cost analysis and/or unreasonably disproportionate to current market prices as determined by the Director of ODOT, or if such unbalanced prices are contrary to the interest of the department.

Y. SUBVENDOR: An individual, firm, or corporation to whom the Vendor sublets part of the contract to be performed.

II. QUOTE/BID RESPONSE REQUIREMENTS

A. INFORMATION REQUESTED: Vendors shall furnish all information as requested in the solicitation. At the discretion of the Director, additional information, necessary for evaluation of the quote/bid response may be attached to the solicitation and shall be properly identified as

Request for Proposal | 26 being part of the quote/bid response. ODOT reserves the right to request literature, or other documentation for clarification, although such may not have been set forth in the RFQ/bid response. ODOT also reserves the right to require a Vendor to be a registered supplier with the State of Ohio through the OhioPays Portal. Failure to provide the required information or complete supplier registration with the State of Ohio within seven business days of the award may render the quote/bid response invalid.

B. SAMPLES REQUESTED: When requested, samples shall be furnished at the Vendors’ expense…