Addendum_4_RFP DOS 2026-02.pdf

RFP DOS 2026-02 Page 1 of 7

RFP DOS 2026-02

Crash Data Analysis System

Addendum 4

Vendor Questions & Answers

Note: This is a partial list of the questions presented to the State during the Vendor Inquiry Period and Mandatory Vendor Conference. Responses to the remaining questions will be posted in a subsequent addendum prior to the July 21, 2025 response deadline.

Vendor Q&A RFP-DOS-2026-02 Crash Data Analysis System

Section/Reference Question Response

1 We understand that the State of New Hampshire, Office of Highway Safety

(OHS) leverages Esri’s ArcGIS platform.

Can OHS confirm that the Esri ArcGIS platform is its preferred GIS software platform for the solution?

NHDOT utilizes Esri ArcGIS for its mapping services as do many of our partner agencies.

While we prefer to have an Esri service that can be utilized by NHDOT, it is not a requirement.

NHDOT does require that a service is compatible with our existing software.

2 Appendix C: Topics for Mandatory Responses, Section 1, Proposed

Solution, Topic 1, Item 5. Page 28:

Describe your solution’s approach to scanning free-form fields such as narrative to identify and redact PII or other identifiable information.

In similar past projects, the State has assumed the responsibility of providing redacted versions of crash reports and reports that are not redacted. The system is then segmented and designed so only personnel that can have access to reports containing PII have access and others only have access to reports without PII. The requested approach can add significant cost to the system. We would like to confirm if the state already has redacted and non-redacted versions of the crash reports?

If so, would it be acceptable to simply segment access to the system based on user credentials and user-based privileges?

The State does not envision PII in the Crash Analysis System.

3 Topic 10: Test Management, pages 33-

Does OHS have a preferred testing platform, if any, they wish to use as their internal test management platform?

The State does not have a preferred testing platform.

4 Topic 10: Test Management, pages 33-

Please elaborate on any required State involvement across all testing phases including identification of mandatory procedures/protocols, roles, and related timelines.

The State will have test cases that will need to be executed successfully as part of User Acceptance Testing. Testing will include validation of data from input to VISION, transfer to the DOS Data Warehouse, and final reporting/analysis in the new application.

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5 Topic 12: Environment Setup: Item 2:

Page 36: The State believes that additional Software License fees solely related to establishing environments for normal development lifecycle would be inappropriate. If the proposal differs from this standard, describe and provide rational for the difference.

It has been our experience with previous projects that, because of the nature of the data, the States wish to have dedicated development, testing, and production environments that they manage and control. We agree that the costs for our development and testing environments are part of our overhead costs. Does OHS agree that any systems that are under their control should be specified and the costs of these systems are the responsibility of OHS?

Yes - VISION and Data Warehouse test environments are the responsibility of the State.

6 Appendix F: DOIT Infrastructure and Security: Item 1.4 Oracle: Page

53. For the State’s Oracle enterprise systems, an Oracle/Linux solution

(OVM) is used for the virtual environment. Similar to the windows environment, this Solution provides a highly scalable and high availability environment and also utilizes the EMC Networker and Data Domain backup solution. Data Domain is also employed to meet the backup requirements within

OVM.

Our solution is built on Microsoft SQL Server and SQL Services. Is Microsoft SQL Server considered to be an acceptable platform for this system?

NHDOT utilizes an Oracle SQL server.

Microsoft SQL Server is an acceptable platform.

The Data Warehouse will use a GIS-integrated Oracle SQL Server.

7 Business Requirements: B1.11: The system shall compile crash data from multiple sources and produce a prioritized list of locations for safety improvements, based on crash types and severity.

From the diagram in the RFP, we anticipate the crash data would be from a single Source System of Record (SSOR). Can OHS clarify the “multiple sources” that would need to be integrated? Do these sources potentially have conflicting records that would need to be dealt with?

All State data will come from a single source. All conflicting records will be remediated prior to uploading to the Crash Analysis System.

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8 Business Requirements: B1.22: The system shall provide the capability to automatically relocate crash locations annually to align with the most current roadway conditions.

Can OHS elaborate on the term “automatically”? Does this imply deployment of an advanced geocoding solution where, based on returned location confidence and other factors, no human review is needed for verification and accuracy of placement?

NHDOT currently utilizes a code to locate crashes based on lat/long, nodal information, route and mile marker or address information.

We want the system to ingest user relocations (by authorized users) and recommendations for relocations as made by viewers. As fields are often missing or may be manually entered, NHDOT does understand that not all relocations can be automatically done. However, the vendor should have some knowledge of how to batch locate crashes without manual intervention.

Currently NHDOT utilizes a method to assign a route number (based on NHDOT's linear referencing system) and a milepoint. There is a confidence factor that is assigned to this crash after comparison to the location information provided in the crash report. The expectation is that the vendor will be able to provide a similar service based on NHDOT's linear referencing system.

9 Business Requirements: B1.24: The system shall be able to redact Personal Identifying Information (PII) to users outside of the NHDMV both in fields containing PII but also from the gist, crash summary, or diagram.

Will OHS accept role-based restriction from accessing this information versus redacting (removal/obfuscation) in the data itself?

This is a preferred requirement. The State does not envision PII in the Crash Analysis System.

10 Business Requirements: B6.6: A one-click view of any crash shall provide an individual-level view of the particular crash, along with up-to-date crash attributes such as, vehicle information and persons impacted, with the appropriate redacted information per the

Driver Privacy Act.

Will OHS accept role-based restriction from accessing this information versus redacting (removal/obfuscation) in the data itself?

The State does not envision PII in the Crash Analysis System. Business Requirement B6.6 will be revised in an addendum.

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11 Business Requirements: B5.8: The system shall offer Artificial Intelligence

(AI) algorithms that provide NH DOS/DOT analysts and planners with instant recommendations for remedial actions that consider the severity of each location's crash patterns and context, as well as NH DOS/DOT-specific safety priorities and preferred safety countermeasures.

Our system recommends countermeasures based on associated safety issues. The issue-to-countermeasure associations were developed and vetted by Safety Professionals with many years of experience providing training and support to agencies across the country. There is actual intelligence that went into the development process (i.e., this is not AI-based). Would this be considered an acceptable approach to meet this requirement?

This meets the requirements of the State.

12 Business Requirements: B6.5: There shall be query and report functions that generate instant, detailed reports meeting federal guidelines, and which can be immediately shared with engineering and planning departments or the federal government.

Can OHS provide a list of which federal guidelines we need to support so we can evaluate compliance and verify our system meets all the required guidelines?

The State is seeking a solution to query and report on data within the Crash Analysis System to meet grant-funded reporting requirements.

13 Business Requirements: B9.4: The vendor shall offer on-call 24/7 software maintenance for the life of the contract, ensuring system compatibility, data security, and software updates that incorporate the latest federal, state, and local ADA standards, data, and cybersecurity requirements.

Business Requirements: SLA-5: The State shall have unlimited access, via phone or Email, to the vendor technical support staff between the hours of

8:30am to 5:00pm- Monday through Friday EST.

These two requirements seem to contradict each other where SLA-5 seems to be more typical of a system of this nature. Can OHS please clarify these requirements?

Can the state provide a comprehensive list with links to the relevant “federal, state, and local ADA standards, data, and cybersecurity requirements”?

The State will strike Business Requirement B9.4 in an addendum.

14 Business Requirements: StateRAMP Authorization section

We interpret this series of requirements as saying if the vendor is not StateRAMP Progressing, Ready, or Authorized the vendor must commit to being StateRAMP Authorized within 24 months. Whereas requirement T2.1 is “Preferred,” the remaining requirements T2.2-T2.7 are all “Mandatory.” Can the State clarify if obtaining StateRAMP Authorized is Mandatory? If so, can the vendor still propose an alternate approach?

StateRAMP authorization is preferred and we will work with the selected vendor on commensurate security requirements such as

NIST.

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15 Implementation Date Is there an anticipated or desired go-live date, and how flexible is the timeline depending on the proposed solution’s complexity?

The State would like an MVP by September 2026 to meet federal funding guidelines.

16 Project Milestones and Deliverables Are there key project milestones or deliverables beyond those listed in the RFP that the agency considers critical to success?

The RFP encapsulates the required deliverables.

17 VISION Is the intent to continue using VISION, or replace it with the new solution?

Vision will remain the legal source for crash data and crash reports.

18 Crash Report Formats How many different crash report formats are currently in use or stored in VISION?

The State currently has MMUCC3, MMUCC4, and MMUCC5 crash reports. The vendor should work with the NH DOS/DOT to update all relevant datasets to keep pace with newer versions such as the MMUCC reporting format and relevant NH DOS/DOT reporting forms, as outlined in Business Requirement B7.6.

19 Crash Report Formats Are New Hampshire local government units allowed to create crash report formats that differ from Forms DSVM159 and DSVM161?

No. DSMV159 and DSMV159e will incorporate MMUCC3, MMUCC4, and MMUCC5 standard.

20 Crash Report Formats Are DSVM400 (self-report) forms stored in VISION? This is not in scope at this time.

21 Crash Report Formats Are there current or archived formats that do not comply with MMUCC 4/5/6?

Yes. The DSMV159 is MMUCC III compliant.

22 Mobile Data Terminals Amongst all New Hampshire state and local law enforcement agencies, what is the estimated percentage of enforcement vehicles equipped with mobile data terminals?

The majority of NH cruisers have MDTs, but officers aren't necessarily using MDTs for crash reports.

23 User Information Who are the intended users of the crash reporting and analysis suite?

State agencies and municipal partners (including police departments). Consultants for projects requiring crash data will be granted temporary access.

24 User Information Other than crash dashboards, will any of the features be public-facing?

At launch, the State does not envision public access. This may be moved in scope at a later date.

25 Solution Expectations & Design Can the agency clarify if there is an incumbent vendor providing all or part of the current crash data system?

There is no incumbent for the Crash Analysis System, but we do have vendors handling the Data Warehouse and Data Entry Portal.

26 Solution Expectations & Design Is the agency seeking to enhance or replace an existing platform, or is the intent to implement a completely new solution architecture?

The intent is to implement a new solution.

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27 Data & Integration Does the agency currently contract with any vendor(s) for network screening, Highway Safety Manual (HSM) analytics, or cost-benefit analysis tools?

No. NHDOT currently utilizes manual efforts through department created spreadsheets and the integration of GIS feature classes.

28 Compliance & Hosting Is there a preferred cloud or hosting partner the agency currently works with for FedRAMP or StateRAMP-compliant solutions?

The State has no preference but has experience with both AWS and Microsoft Azure.

29 Project History & Procurement Has the agency conducted any prior market research, pilot programs, or vendor demonstrations that informed the requirements outlined in this RFP? If so, can those findings be shared?

The Agency is aware of the market landscape, but no pilot programs have been completed.

30 Project History & Procurement Were any vendors consulted during the development of this RFP, or does the agency have any preferred vendors for this procurement?

The State does not have preferred vendors for this project and an RFI was not released for this system.

31 Project History & Procurement Has the agency identified any specific solutions or vendors that meet the requirements outlined in the RFP as a model or reference point?

No. Our process is very requirements driven.

32 User Information Approximately how many users will be utilizing this system? (Includes Administrators and those viewing the dashboard)

The State requires 20 Administrator users and roughly 200 named account users. The State also envisions potential public access at a later time.

33 What type of GIS does New Hampshire currently use, if applicable?

NH DOT has an ArcGIS Pro License. The service does not need to be built in Esri as long as there is an appropriate data feed.

34 Other than the crash data, how many data layers exist for the GIS data?

This is dependent upon the capabilities of the Vendor's system. We expect to launch with roughly 10 layers.

35 How often is the frequency to ingest new data? We look to the vendors to inform what frequencies could be supported; ideally, the data should be refreshed in near real-time.

36 In the diagram on page 23 of the RFP, is existing data within the source/safety and data mart?

Crash data resides in the Data Warehouse. The State may dictate additional data feeds for layers based on capabilities of the Vendor's system.

37 Are custom engineered solutions accepted or are the commercial off the shelf solutions only accepted/preferred?

The State's preference is for a COTS solution.

38 Will resale of Esri licensing be a requirement or does NH have an ELA with Esri direct?

Should an Esri license be required, the cost should be fully loaded in the Vendor's proposal.

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39 There was a reference to paper forms in the RFP/diagrams. Could you please clarify that?

The current system for electronic submittal of data into VISION is e-crash, which is utilized by officers on the road and also collects location data. There is a component of officers using paper crash report forms, which are the sent to the DMV and manually entered into VISION and scanned by clerks.

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