Amendment_2-Questions_and_Comments_Final.pdf

RFP # 40100-51575 – Amendment # 2 Page 1 of 23

STATE OF TENNESSEE

TRANSPORTATION

REQUEST FOR PROPOSALS # 40100-51575

AMENDMENT # 2

FOR RURAL SERVICE PATROL

DATE: October 1, 2025

RFP # 40100-51575 IS AMENDED AS FOLLOWS:

1. This RFP Schedule of Events updates and confirms scheduled RFP dates. Any event, time, or date containing revised or new text is highlighted.

EVENT

TIME

(central time zone)

DATE

1. RFP Issued August 29, 2025

2. Disability Accommodation Request Deadline 2:00 p.m. September 3, 2025

3. Pre-response Conference 10:00 a.m. September 8, 2025

4. Notice of Intent to Respond Deadline 2:00 p.m. September 10, 2025

5. Written “Questions & Comments” Deadline 2:00 p.m. September 17, 2025

6. State Response to Written “Questions & Comments”

October 1, 2025

7. Response Deadline 2:00 p.m. October 15, 2025

8. State Completion of Technical Response Evaluations

October 22, 2025

9. State Schedules Respondent Oral Presentation

October 24, 2025

10. Respondent Oral Presentation 8:00 a.m. – 4:30 p.m.

November 3-5, 2025

11. State Opening & Scoring of Cost Proposals 2:00 p.m. November 10, 2025

12. Cost Negotiations (Optional) November 11-13, 2025

13. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection

2:00 p.m. November 17, 2025

14. End of Open File Period November 24, 2025

15. State sends contract to Contractor for signature

November 26, 2025

RFP # 40100-51575 – Amendment # 2 Page 2 of 23

16. Contractor Signature Deadline 2:00 p.m. December 3, 2025

2. State responses to questions and comments in the table below amend and clarify this RFP.

Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.

RFP

SECTION

PAGE

QUESTION / COMMENT STATE RESPONSE

RFP

Attachment 6.6, Pro Forma Contract, Section A.5.c

Pg. 43 1. Is the RSP Program dispatched by Regional Traffic Management Centers?

Yes, see Scope Table 1 as found in Section A.5.c. for the relationship between TDOT Regions and individual RSP routes. Section A.5.c is revised.

See Item #4 below.

RFP

Attachment 6.6, Pro Forma Contract, Attachment F

Pg.

185 -

2. For DMS boards mounted on the RSP Trucks is Wanco an approved Vendor, for vehicle mounted DMS boards?

Respondents should propose a DMS that meets these requirements for evaluation by the State through this RFP process. See revised Attachment F for DMS specifications.

See Item #12 below.

RFP

Attachment 6.6, Pro Forma Contract, Section A.9

Pg. 51

- 52

3. For the State provided AVL, is the vendor required for pay the cost associated with monthly service / subscription and installation? If so, what is the device used and its costs?

The selected vendor shall use the State-provided fleet telematics system.

All recurring costs associated with the system will be paid for and provided/maintained by the State. The selected vendor is responsible for monitoring its functionality and promptly reporting it to the TMC for any maintenance and repair issues. Section A.9 is revised.

See Item #7 below.

RFP

Attachment 6.6, Pro Forma Contract, Section A.6.e.i

Pg. 47 4. Within the vehicle specification for the RSP trucks, the requirements are a ¾ ton or 1 ton truck and a GVWR of 15000. The GVWR on a ¾ ton truck is much lower at 10,000lbs. ¾ ton trucks are most favorable trucks used for RSP operations around the country. Can the Spec be changed to a minimum 10,000 GVWR? 15,000 lbs. GVWR significantly changes the costs and build timeline for this operation. It will extend the timeline past the requirements and significantly increase costs when not necessary.

See Item #5 below.

Attachment 6.6, Pro Forma Contract, Section A.5.a

Pg. 42, Pg. 57

5. The requested 60-day start-up timeline upon award is not feasible given the fleet size and spec. Equipment orders for DMS boards are at least 2-3 months. Trucks take 3-4 months to arrive after order— then the trucks need to be custom built and painted. Plus, Ford Motor Company plant shuts down for a week in

Please see changes to the expected mobilization period below in item #3 in addition to the changes made in A.20 in Item #9.

Please further note that per RFP Section 5.3, the State is limited in the changes it may make prior to contract signing. Changes are strictly limited to non-material changes as determined at the State’s sole discretion.

RFP # 40100-51575 – Amendment # 2 Page 3 of 23

PAGE

QUESTION / COMMENT STATE RESPONSE

December. Can the service provider propose or negotiate a rolling or staggered start?

RFP

Attachment 6.6, Pro Forma Contract, Section A.6.e.

Pg. 47 6. Vehicle mounted road temperature sensors are a requirement within RFP. Can you provide a spec and or a preferred device?

See Item #5 below.

Attachment 6.6, Pro Forma Contract, Section A.7

Pg. 47

- 48

7. Under section A.7, The RSP vehicles are to be fluorescent yellow in color. This would consist of a custom-built and paint job for each vehicle, extending the timeframes to being able to produce and complete vehicles for a job start. Can the Contractor provide white base-colored vehicles?

White base-colored vehicles are acceptable; however, all vehicles used for this contract shall be painted or wrapped to meet the vehicle color requirements specified in the contract.

Please see contract section A.7 for details regarding vehicle color requirements.

Please see changes to the expected mobilization period below in item #3 in addition to the changes made in A.20 in Item #9.

Please further note that the per RFP Section 5.3, the State is limited in the changes it may make prior to contract signing. Changes are strictly limited to non-material changes as determined at the State’s sole discretion.

RFP

Section 3.2, Response Delivery

Pg. 8 -

8. In section 1.4.5 of the RFP it states that “It is encouraged for Respondents to submit bids digitally”, but then in section

3.2.2 it talks about separate “paper document” submissions, with a digital version on a flash drive. Please confirm which submission type is required.

While section 1.4.5 details generic template instructions for all procurements, please follow the submission instructions in the Response Delivery method in RFP Section 3.2 for submission of your proposal.

RFP

Section 4.7.3

Pg. 12

9. In section 4.7.3 of the RFP it states that the apparent successful Respondent must be registered with the Tennessee Department of Revenue before the resulting contract, but then in Attachment 6.2, section A5 says to “attest the Respondent is lawfully authorized to do business in the State of Tennessee and holds all necessary licenses, permits, and certifications required to provide services as required by the contract.” Please confirm when the business licenses need to be acquired.

Registration with the Tennessee Department of Revenue for the collection of sales and use tax is only required of the awarded contractor prior to contract execution.

RFP

Attachment 6.6, Pro Forma Contract, Section A.16.d

Pg. 55

10. In the Optional Services section, it mentions a “Trailer- Mounted Attenuator”. Other than being MASH compliant and trailer-mounted, are there any other size and/or rating requirements for the attenuator?

Only MASH compliance is required.

The respondent should, at a minimum, propose the size and ratings of the trailer-mounted attenuator meeting MASH Test Level-3 (TL-3) requirements. Section A.16.d. is revised.

See Item #8 below.

RFP # 40100-51575 – Amendment # 2 Page 4 of 23

PAGE

QUESTION / COMMENT STATE RESPONSE

RFP

Attachment 6.6, Pro Forma Contract, Section A.9

Pg. 51

- 52

11. Will the State allow the contractor to integrate their existing telematics and real-time reporting technology with the State's SmartWay Central Software?

a. If the State requires the contractor to use State-provided tools, what are the hardware requirements needed to run the software?

b. If the State supports SmartWay integration, will documentation be made available to the contractor for API specifications and connection procedures?

a) State will provide both hardware and software required for the fleet telematics system. The system will plug in the OBD2 port of the vehicle.

b) No. Vendor provided system integration to SWCS is not allowed. The respondents shall use the State provided fleet telematics system.

Section A.9. is revised.

See Item #7 below.

3. Delete Pro Forma Section A.5.a. in its entirety and insert the following in its place (any sentence or paragraph containing revised or new text is highlighted):

a. Contract Startup and Handover.

i. Initial Personnel. The Contractor shall complete all employee hiring, clearances and State approvals after the State communicates the Contract Effective Date to the Contractor. The Contractor shall ensure that only TDOT-approved personnel provide RSP services.

ii. Initial Training and Certification. The Contractor shall complete all required RSP Shift Supervisor and Operator training and certification after the State communicates the Contract Effective Date to the Contractor. The Contractor shall ensure that only RSP personnel who have received training and certification provide RSP services.

iii. RSP Vehicles. The Contractor shall complete all RSP Vehicle and equipment acquisition, installation, painting and markings after the State communicates the Contract Effective Date. The Contractor shall notify the State when the RSP vehicles are ready for inspection and approval for use on the Contract. The Contractor shall ensure that only RSP Vehicles meeting Contract requirements provide RSP services.

iv. RSP Vehicle Tools and Supplies. The Contractor shall purchase and equip each RSP Vehicle with the required tools and supplies after the State communicates the Contract Effective Date. The Contractor shall ensure that only RSP vehicles equipped with the required tools and supplies provide RSP services.

v. Operator Uniforms. The Contractor shall ensure that only RSP personnel wearing an RSP uniform provide RSP services as required in this Contract.

vi. Ride-Alongs. The Contractor shall ensure that all RSP Personnel participate in employee ride-alongs with State personnel prior to commencing work per section A.5.a.viii.

vii. End-of-Contract Handover. In the event of the termination of the Contract due to any of the reasons listed in Sections D.5 and D.6, or if the Contractor is not reselected at the end of the Contract, the Contractor shall cooperate with the State to transition RSP personnel, vehicles and equipment to the incoming Contractor.

viii. The contractor shall commence work on contracted roadways after the Contract Effective Date as follows: Region 2 within ninety (90) days; Region 4 within one

RFP # 40100-51575 – Amendment # 2 Page 5 of 23 hundred and twenty (120) days; Region 1 within one hundred fifty (150) days; and Region 3 within one hundred eighty (180) days.

4. Delete Pro Forma Section A.5.c. in its entirety and insert the following in its place (any

c. Service Area. RSP Service will be dispatched through Regional TMC’s. The RSP service area spans approximately 874.2 miles on the routes noted in Table 1. The Contractor shall ensure that delivery of RSP services is broken down into patrol limits that enable each patrol to operate within their assigned area and reach incidents and/or provide motorist assistance with minimum delay. The Contractor shall ensure that each patrol limit has specific turn-around locations and starts and ends at specific entrance/exit ramps. Crossing the median may be allowed in emergency situations as defined by the State or as approved by law enforcement. Unless otherwise directed by the State, the Contractor shall ensure that the RSP continuously patrol their respective patrol limits throughout their assigned shifts. The Contractor shall ensure that Patrol limits are reviewed for potential efficiencies every three to four months. The Patrol limits with RSP route identification (ID) are stated in

Table 1. The following picture shows how the RSP route is named:

RSP route ID naming convention

Table 1: Rural Service Patrol Routes and Patrol Limits

Region Highway

Name

RSP

route ID Patrol limits (Exit A – Exit B)

I-40

10I04001 Exit 340 - Exit 364

10I04002 Exit 407 - 432

10I04003 Exit 432 - North Carolina State Line

I-75

10I07501 Exit 56 - Exit 81

10I07502 Exit 117 - Exit 141

10I07503 Exit 141 - Kentucky State Line

I-81

10I08101 Exit 1 - Exit 23

10I08102 Exit 23 - Exit 50

10I08103 Exit 50 - Virginia State Line

I-26 10I02601 Exit 1 - Exit 27

10I02602 Exit 27 - North Carolina State Line

1 0I 040 01

Region

(1/2/3/4)

Interstate (0I)

Route ID

Patrol Limit

ID

RFP # 40100-51575 – Amendment # 2 Page 6 of 23

Region Highway

Name

RSP

route ID Patrol limits (Exit A – Exit B)

I-140 10I14001 Exit 5 - Exit 11

I-24

20I02401 Exit 84 - Exit 114 20I02402 Exit 114-143

20I07503 Exit 143 - Georgia State Line

I-75 20I07503 Exit 11 - Exit 33

20I07503 Exit 33 - Exit 56

I-40

20I04001 Exit 254 - Exit 280

20I04002 Exit 280 - Exit 300

20I04003 Exit 300 - Exit 320

20I04004 Exit 320 - Exit 340

I-24 30I02401 Kentucky State Line - Exit 24

30I02402 Exit 24 - Exit 31

I-40

30I04001 Exit 137 - Exit 163

30I04002 Exit 163 - Exit 188

30I04003 Exit 226 - Exit 254

I-65

30I06501 Exit 1 - Exit 32

30I06502 Exit 32 - Exit 59

30I06503 Exit 98 - Kentucky County Line

I-840

30I84001 Exit 1 - Exit 30

30I84002 Exit 34 - Exit 50

30I84003 Exit 55 - Exit 76

I-40

40I04001 Exit 28 - Exit 56

40I04002 Exit 56 - Exit 80

40I04003 Exit 80 - Exit 108

40I04004 Exit 108 - Exit 137

I-269 40I26901 Mississippi State Line - Exit 19

5. Delete Pro Forma Section A.6.e in its entirety and insert the following in its place (any

e. The Contractor shall ensure that RSP vehicles meet the following minimum requirements:

i. Minimum GVWR chassis of 8,501 pounds.

ii. Full-size, ¾- to 1-ton pickup truck.

iii. Four-door, extended cab.

iv. Long bed capable of transporting all specified equipment properly secured.

v. Equipped with functioning seat belts for RSP operator/driver and all passengers, not to exceed the maximum occupancy of the vehicle. Passengers are required to install their child safety seat when needed.

vi. Log meter calibrated.

vii. State-provided fleet telematics system.

viii. Internal 4G/5G cellular service to provide internet and Wi-Fi to support RSP-related communication protocols and devices.

ix. Enabled to support future CAV applications through C-V2X communications.

x. If the State authorizes the optional service of trailer-mounted attenuators, the RSP vehicles shall be designed and configured with the capability to tow a trailer-mounted attenuator.

The Contractor shall comply with all requirements set forth in Attachment F for additional equipment, tools and expendables.

RFP # 40100-51575 – Amendment # 2 Page 7 of 23

6. Delete Pro Forma Section A.8.d in its entirety and insert the following in its place (any

d. Operator and Supervisor Training: Prior to any RSP services commencing in accordance with section A.5.a.viii., the Contractor shall ensure that all RSP operators and supervisors are trained and certified in the topics described below. All training and certification shall be at the Contractor’s expense unless noted otherwise. The Contractor shall ensure that RSP operators, dispatchers and supervisors are strictly prohibited from rendering Contract services without current and valid training certifications. The Contractor shall ensure that all in-person training is conducted by certified SHRP2 trainers or trainers recognized by an accredited organization such as NIMS. The Contractor shall ensure that all in-person and online training is provided through an accredited organization officially recognized by the State.

The State reserves the right to request additional special training for RSP operators and supervisors at any time. The Contractor shall share the documentation of completion of training for any RSP operator or supervisor with the State upon request.

i. Mandatory Training

a. National TIM Responder Training. The Contractor shall ensure that all RSP operators and supervisors complete the 4-hour FHWA/SHRP2 National TIM Responder Training within two weeks of hire. The Contractor shall ensure that training is completed in person or by taking the web-based training offered by the National Highway Institute. The Contractor shall ensure that all in-person training is provided by a certified TIM trainer. The Contractor shall ensure that all RSP operators and supervisors submit a copy of the training certificates to the State.

b. The Contractor shall ensure that all trained RSP operators and supervisors attend Annual Refresher Training (online training provided by the State and regular semi-annual informal training arranged by the Contractors) to reinforce essential TIM safety measures. The Contractor shall provide the following:

c. Highway Emergency Responder Training.

d. TEMA Hazardous Materials Training.

e. NFPA Alternative Fuel Vehicle Safety Training. Alternative Fuel Vehicle First

Responder Training.

f. Basic First Aid.

g. Basic Life Support Training.

h. Cardiopulmonary Resuscitation.

i. Hazardous materials First Responder Awareness training in accordance with 29

CFR 1910.210.

j. Required Emergency Vehicle Operator Course training for emergency vehicle drivers in accordance with Tenn. Code Ann.§ 55-8-194.

k. “Ride Along”. Within two weeks of hire and prior to rendering solo RSP services, the Contractor shall ensure that RSP operators and supervisors complete a minimum of five working days of “ride-along” training with an operator that has a minimum of one consecutive year of State RSP program experience, whether as part of this Contract or otherwise.

l. IS-700.B: An Introduction to the National Incident Management System.

m. NIMS IS-100.C.

n. NIMS IS-700.B.

o. NIMS IS-200.C.

p. Regional HOT Training.

ii. Recommended Training. The Contractor may provide the following training:

a. Orientation. Within two weeks of hire, the Contractor may require RSP operators and supervisors to complete an 8-hour orientation provided by the State at the regional TMC.

b. Electric Vehicle Infrastructure Training.

http://www.timtraining.org/

RFP # 40100-51575 – Amendment # 2 Page 8 of 23

c. Stop the Bleed Training.

7. Delete Pro Forma Section A.9. in its entirety and insert the following in its place(any

A.9. Vehicle Location Systems. Prior to placing any RSP vehicle into service under this Contract, the Contractor shall schedule and complete installation through the State on the vehicle location system otherwise known as fleet telematics system provided by the State’s third-party vendor.

Liquidated Damages will not be enforced due to installation delays caused by the State’s third-party vendor.

8. Delete Pro Forma Section A.16.d. in its entirety and insert the following in its place(any

d. Trailer-Mounted Attenuator: The trailer-mounted attenuator shall meet applicable MASH Test Level-3 (TL-3) compliance standards to enhance protection for both RSP operators and the motoring public. The Contractor shall ensure that RSP vehicles are designed and configured with the capability to tow a trailer-mounted attenuator to protect the travel lanes. The State may direct the Contractor to use trailer-mounted attenuators in conjunction with PTQ services and for incident scene protection.

9. Delete Pro Forma Section A.20. in its entirety and insert the following in its place(any

A.20. Performance Evaluation and Liquidated Damages.

To ensure compliance with the RSP Program requirements and the achievement of overall goals and objectives, the State shall evaluate the Contractor’s performance monthly based on the following performance measures:

a. Performance Measures Reports (See Table 3)

b. Invoice and cost verifications for accuracy

c. Spot inspections

d. Feedback from the community, regional TMC operators and TIM responders and District Operations

e. Periodic Contractor and RSP supervisor(s) contact and discussion

The State reserves the right to assess the Liquidated Damages as described in Section E.7. of non-compliance with the terms, conditions or requirements stated in the Contract. The following list of infractions shall be construed by the State as non-performance and shall carry an immediate assessment of Liquidated Damages as listed in Table 3 once work has commenced per Section A.5.a.viii. In addition to Liquidated Damages listed in Table 3, the State shall assess Liquidated Damages for failure to commence work as required by Section A.5.a.viii. in the amount of $4,000.00 per day per Region until work commences.

Table 2: Performance Measures and Liquidated Damages

Performance Measure

Data Source(s) Infraction Metrics Liquidated Damage Amounts

1. Personnel Compliance

RFP # 40100-51575 – Amendment # 2 Page 9 of 23

Performance Measure

Data Source(s) Infraction Metrics Liquidated Damage Amounts

Availability of a Supervisor or an Operator for a Shift- Beat Compliance (Sec. A.5.c., A.5.d., & Sec. A.5.f.)

Spot Inspection, TMC feedback

Beats not covered due to the unavailability of operators or improperly licensed operators

Per occurrence, per hour

$50.00 per infraction until resolved

Shift Change Timeliness Compliance (Sec. A.5.d.)

TMC feedback

Failure to execute the shift change within 30 minutes after the outgoing morning shift operator returns to base

Per 5-minute interval, per occurrence

$100 per infraction to a maximum of $500.00

Operators and Supervisors Are Approved to Work on the Contract Compliance (Sec. A.8.a.)

Spot inspection, Contractor-provided documentation

Non-approved personnel providing RSP services

Per occurrence, per day

$500 per infraction until resolved

Operators and Supervisors Meet Minimum Qualifications (Sec. A.8.b)

Spot inspection, Contractor-provided documentation

Personnel providing services do not meet minimum qualifications

Per occurrence, per day

$500 per infraction until resolved

Supervision Compliance (Sec. A.8.c.)

Spot inspection, TMC feedback

Failure to comply with RSP supervisory requirements

Per occurrence, per day

$100 per infraction until resolved

Training Compliance (Sec. A.8.d)

Contractor Training Certifications

Failure to provide required training certifications

Per occurrence, per day

$50.00 per infraction until resolved

Operator Uniforms Compliance (Sec. A.8.e.)

Spot inspection, community feedback

Improper uniforms, logo, cleanliness, being worn while providing services.

Per occurrence, per day

$50.00 per infraction

Conduct and Grooming Compliance (Sec. A.8.f.)

Spot inspection, community feedback

Improper employee conduct or grooming while on duty

Per occurrence, per day

$50.00 per infraction until resolved

Solicitation of Services

Spot inspection, community feedback, THP feedback

Improper solicitation or recommendation of towing services

Per occurrence

$100.00 per infraction

Drug-Free Operator Compliance (Sec. E.5.)

Test Reports, community feedback

Failure to provide proof that all personnel providing services are drug-free as specified in this Contract

Per occurrence, per day

$1000.00per infraction, until resolved

RSP Safety Compliance (Sec. A.11.a. to A.11.-g.)

TMC, THP, and Community feedback

Improper safety behavior or practices in use during RSP operations

Per occurrence

$200.00 per infraction

Gift and Gratuity Compliance (Sec. A.8.f.iii.)

Community feedback

Improper acceptance or solicitation of gratuities or gifts

Per occurrence

$1000.00 per infraction

Authorized Vehicle Stops Compliance (Sec. A.12.)

TMC feedback, community feedback

Unauthorized vehicle stops during RSP operations

Per occurrence

RFP # 40100-51575 – Amendment # 2 Page 10 of 23

Data Source(s) Infraction Metrics Liquidated Damage Amounts

Document Management Compliance (Sec. A.19)

Contractor records

Failure to provide all State-requested contract documents and files upon request by the State

Per day after 5 days, per occurrence

$100.00 per infraction to a maximum of $500

2. Vehicle Compliance

General RSP Vehicle Requirements Compliance (Sec. A.6.a.)

Spot inspection, TMC feedback

Improper or inoperable vehicle or vehicle systems, such as truck-mounted DMS and communication technologies

Per day, per occurrence

$500 per infraction until resolved

RSP Vehicle and Equipment Inspection Compliance (Sec. A.6.b.)

Spot inspection, TMC feedback, Contractor records

Failure to provide maintenance records and/or daily vehicle inspection reports upon the State’s request

Per day later than 5 days after request, per occurrence

$100 per infraction until resolved

RSP Vehicle Operations and Maintenance Plan Compliance (Sec. A.6.c.)

Contactor pre-trip vehicle inspection report

Failure to provide pre-trip inspection reports when requested by the State

Per day later than 5 days after request, per occurrence

$100 per infraction until resolved

RSP Vehicle Operations and Maintenance Plan Compliance (Sec. A.6.c.)

Contractor records, TMC feedback

Failure to provide a Contract-compliant replacement vehicle during normal hours of operations.

Per 60 minutes after the first 60 minutes, per occurrence

$100.00 per infraction until resolved

RSP Vehicle Operations and Maintenance Plan Compliance (Sec. A.6.c.)

Public feedback, spot inspection, TMC feedback

Failure to operate an RSP vehicle in a safe and courteous manner or to obey traffic laws

Per occurrence

$100.00 per infraction

RSP Vehicle Usage Compliance (Sec. A.6.d.)

Public feedback, spot inspection, fleet telematics system, TMC feedback

Improper use of RSP vehicle for towing or other non-approved uses

Per occurrence

$100.00 per infraction

RSP Vehicle Technical Requirements Compliance (Sec. A.6.e.)

Spot Inspection Use of non-conforming vehicle or vehicle technologies

Per occurrence, per day

$200.00 per infraction

Markings, Logos, and Conspicuity Compliance (Sec. A.7.a.)

Spot inspection Improper covering of State-required identification marking(s)

Per occurrence, per vehicle, per day

$100.00 per day per infraction

Markings, Logos, and Conspicuity Compliance (Sec. A.7.a.)

Spot inspection, THP feedback

RSP vehicles improperly marked (e.g., logos, striping, wording, etc.)

Per occurrence, per vehicle, per day

$100.00 per infraction until resolved

Markings, Logos, and Conspicuity Compliance (Sec. A.7.b.)

Spot inspection, public feedback, THP feedback

RSP vehicles have improper, missing, or malfunctioning light bars or reflective tape.

Per occurrence, per vehicle, per day

$100 per infraction until resolved

RFP # 40100-51575 – Amendment # 2 Page 11 of 23

Data Source(s) Infraction Metrics Liquidated Damage Amounts

Markings, Logos, and Conspicuity Compliance (Sec. A.7.c.)

Spot inspection, public feedback, THP feedback

RSP vehicles have improper, missing, or malfunctioning audible alarms

Per occurrence, per vehicle, per day

$100 per infraction until resolved

Vehicle Location Systems Compliance (Sec. A.9.)

Spot inspection, TMC feedback

Missing or malfunctioning vehicle location system

Per occurrence, per vehicle, per day

$100 per infraction until resolved

Communication System Compliance (A.10.)

Spot inspection, TMC feedback

Missing or malfunctioning radio systems, cellular telephones, public address system, or e-mail system

Per occurrence, per vehicle, per day

$100 per infraction until resolved

Backup Vehicle Deployment Compliance (Sec. A.6.c.)

TMC feedback Fleet Telematics report

Failure to deploy a backup RSP vehicle after breakdown of the primary vehicle

Per 5 minutes after the initial 60 minutes, per occurrence

$100 per infraction, up to $500 maximum per occurrence

Accuracy of Information through fleet telematics

TMC feedback Fleet Telematics report

Failure to provide accurate information through fleet telematics for each patrol vehicle

Per occurrence, per day

$200.00 per infraction until resolved

3. RSP Vehicle Equipment, Tools, and Supplies

Truck Equipment, Tools, and Expendables (Sec. A.6.e. and Attachment F)

Pre-trip Checklist or spot inspection

Failure to properly equip or supply an RSP Vehicle at the start of each shift

Per occurrence, per day

$100.00 per infraction until resolved

Communication Equipment Compliance (Sec. A.10.b.)

Pre-trip Checklist and TMC feedback

No cellular telephone or inoperative telephone

Per occurrence, per day

$100.00 per infraction until resolved

Communication Equipment Compliance (Sec. A.10.b.)

TMC feedback Failure to replace an inoperable or faulty cellular telephone

Per occurrence, per day

$100.00 per infraction until resolved

4. RSP Services

Incident Identification, Confirmation, and Reporting Compliance (Sec. A.3.a.)

Public feedback, TMC feedback

Failure to provide incident information to the TMC

Per occurrence

$100.00 per infraction

Assisting Stranded Motorists Compliance (Sec. A.3.b.)

Public feedback, TMC feedback

Failure to assist a stranded motorist

Per occurrence

$200.00 per infraction

Basic First Aid Compliance (Sec. A.3.c.)

Public feedback, THP feedback

Failure to provide basic first aid prior to arrival of emergency medical service

Per occurrence

RFP # 40100-51575 – Amendment # 2 Page 12 of 23

Data Source(s) Infraction Metrics Liquidated Damage Amounts

Vehicle Relocation Compliance (Sec. A.3.d.)

Public feedback, TMC feedback, THP feedback

Failure to relocate a vehicle, minor debris or minor spills from travel lanes based on incident Level

Per 1-minute delay per occurrence

$100.00 per infraction to $1000.00 maximum

Abandoned Vehicle Check Compliance (Sec. A.3.e.)

Public feedback, TMC feedback, THP feedback

Failure check and/or tag abandoned vehicles

Per occurrence

$100.00 per infraction

Incident Scene Protection Compliance (Sec. A.3.f.i.)

Public feedback, TMC feedback, THP feedback

Failure to protect an incident scene in accordance with the State HELP Operations Manual

Per occurrence

$500.00 per infraction

Incident Scene Protection Compliance (Sec. A.3.f ii.)

TMC Feedback Failure to acknowledge a PTQ request

Per 5-minute delay after the 5 minutes after arrival

$100.00 per infraction to $500.00 maximum

Incident Scene Protection Compliance (Sec. A.3.f.ii., Sec. A.11.o.)

Public feedback, TMC feedback, THP feedback

Failure to perform PTQ per the State PTQ Standard Operating Guideline when requested by the State

Per 5-minute delay after 60 minutes after request

$100.00 per infraction to $500.00 maximum

Damage Reporting Compliance (Sec. A.3.h.)

Public feedback, TMC feedback, THP feedback

Failure to report State infrastructure damage or maintenance issues

Per occurrence

$100.00 per infraction

Authorized RSP Operator Departure Compliance (Sec. A.13.)

TMC feedback, THP feedback Fleet Telematics report

Unauthorized departure from assigned patrol limits during scheduled hours

Per 5 minutes, per occurrence

$100 per infraction to a maximum of $500

AM and PM Shifts On-Call Operations Compliance (Sec. A.5.e.i)

TMC feedback, Fleet Telematics report

Failure to respond to a TMC on-call request

Per occurrence

$500.00 per infraction

AM and PM Shifts On-Call Operations Compliance (Sec. A.5.e.i)

TMC feedback, Fleet Telematics report

Failure to provide on-call operations on time

Per 5-minute delay after 60 minutes after request

$100 per infraction to a maximum of $500

Overnight On-Call Operations Compliance (Sec. A.5.e.ii.)

TMC feedback, Fleet Telematics report

Failure to respond to a TMC on-call request

Per occurrence

$500.00 per infraction

Overnight On-Call Operations Compliance (Sec. A.5.e.ii.)

TMC feedback, Fleet Telematics report

Failure to provide on-call operations on time

Per 5-minute delay after 60 minutes after request

$100 per infraction to a maximum of $500

5. RSP Service Commencement (applicable only for the first 180 days for contract)

Phased Work Commencement (A.5.a.viii)

State and Public Feedback, Spot Inspections, TMC feedback

Failure to commence work as required by Section A.5.a.viii.

Per Day, Per Occurrence

$4,000.00

RFP # 40100-51575 – Amendment # 2 Page 13 of 23

When deficiencies or infractions are identified, the Contractor shall take immediate action to address and resolve these issues and notify the State’s Project Manager when in compliance.

10. Delete Pro Forma Section B.1. in its entirety and insert the following in its place(any

B.1. Effective Date. This Contract shall be effective on DATE (“Effective Date”) and extend for a period of sixty-six (66) months after the Effective Date (“Term”). The State shall have no obligation for goods or services provided by the Contractor prior to the Effective Date.

11. Delete Pro Forma Section C.3.b in its entirety and replace it with the following, attached to this amendment (any sentence or paragraph containing revised or new text is highlighted).

a. The Contractor shall be compensated based upon the following payment methodology:

Bid Form for (Enter Bidder Company Name): ____________________________________________

Required RSP Services

Year One Year Two Year Three Year Four Year Five

CONTRACTOR RSP Project Manager

Hourly Rate ________ $/Hr. ________ $/Hr. ________ $/Hr. ________ $/Hr. ________ $/Hr.

CONTRACTOR RSP Executive Assistant

CONTRACTOR RSP Shift Supervisors

CONTRACTOR RSP Operators

AM & PM Shift On-Call RSP Operators

Overnight On-Call RSP Operators

Mobilization, Management, and Administration

Bid Lump Sum

40% payable upon Contract Effective Date. (See Section A.5.a.) and 1.0% payable per invoice period for 60 months after full implementation of services in all Regions.

RFP # 40100-51575 – Amendment # 2 Page 14 of 23

Bid Form for (Enter Bidder Company Name): ____________________________________________

RSP Optional Services: This cost shall include initial deployment, ongoing operations and maintenance

Debris Removal System (A.16.a.)

per Vehicle Rate

________$/Veh ________$/Veh ________$/Veh ________$/Veh ________$/Veh

Electronic LED Flares (A.16.b.)

Yearly Rate $_______/YR $________/YR $_________/YR $_________/YR $_________/YR

Quick Charging for Electric Vehicles (A.16.c.)

per Vehicle Rate

________$/Veh ________$/Veh ________$/Veh ________$/Veh ________$/Veh

Trailer-Mounted Attenuator (A.16.d.)

per Unit Rate ________$/Unit ________$/Unit ________$/Unit ________$/Unit ________$/Unit

Tethered Unmanned Aerial Systems (A.16.e.)

per Unit Rate _______$/Unit _______$/Unit _______$/Unit _______$/Unit _______$/Unit

Remote Vehicle Location Application for Motorists (A.16.f.)

Yearly Rate $_________/YR $_________/YR $_________/YR $_________/YR $_________/YR

12. Delete Pro Forma Attachment F in its entirety and replace it with the following, attached to this amendment (any sentence or paragraph containing revised or new text is highlighted).

13. Delete RFP Attachment 6.3 Cost Proposal (Final)_updated.xlsx in its entirety and replace it with RFP Attachment 6.3 Cost Proposal (Final)_REVISED_9.30.25 (any sentence or paragraph containing revised or new text is highlighted).

14. Delete RFP Attachment 6.2 Section C in its entirety and replace it with the following (any sentence or paragraph containing revised or new text is highlighted).

RFP ATTACHMENT 6.2. — SECTION C

TECHNICAL RESPONSE & EVALUATION GUIDE

SECTION C: TECHNICAL QUALIFICATIONS, EXPERIENCE & APPROACH. The Respondent must address all items (below) and provide, in sequence, the information and documentation as required (referenced with the associated item references). The Respondent must also detail the response page number for each item in the appropriate space below.

A Proposal Evaluation Team, made up of three or more State employees, will independently evaluate and score the response to each item. Each evaluator will use the following whole number, raw point scale for scoring each item:

0 = little value 1 = poor 2 = fair 3 = satisfactory 4 = good 5 = excellent

The Solicitation Coordinator will multiply the Item Score by the associated Evaluation Factor (indicating the relative emphasis of the item in the overall evaluation). The resulting product will be the item’s Raw Weighted Score for purposes of calculating the section score as indicated.

RFP # 40100-51575 – Amendment # 2 Page 15 of 23

RESPONDENT LEGAL ENTITY

NAME:

Response Page #

(Respondent completes)

Item Ref.

Section C— Technical Qualifications, Experience & Approach Items

Item Score

Evaluation Factor

Raw Weighted

Score

C.1. Provide a narrative that illustrates the Respondent’s understanding of the State’s requirements and project schedule.

C.2. Provide a narrative that illustrates how the Respondent will complete the scope of services, accomplish required objectives, and meet the State’s project schedule.

C.3. Provide a narrative that illustrates how the Respondent will manage the project, ensure completion of the scope of services, and accomplish required objectives within the State’s project schedule.

C.4. Provide a narrative that illustrates the Respondent’s experience with the optional services described in the scope of services and any additional proposed optional services.

C.5. Provide a detailed explanation of the implementation and operations plan, to include:

(a) Outline of all tasks necessary to transition to the new program.

(b) Operator daily shift plan, describing a typical operator work day.

(c) How the operators will respond to various types of incidents, including vehicle breakdowns, accidents, hazardous material spills, and traffic congestion.

Explain how they plan to coordinate with emergency services and ensure safety during incidents.

(d) How the Respondent will address shift changes, rest breaks, and mealtime operationally to provide continuing service to Tennessee drivers.

(e) The location(s) of the local office(s) / shop(s) and staging area(s).

(f) The Respondent’s training plan for initial, refresher, and advanced courses.

(g) The Respondent’s Safety plan.

(h) How the Respondent will accomplish vehicle refueling, expendables replenishment, and storage of tools and expendables in vehicle.

(i) Any innovations the Respondent is proposing for reducing costs and/or improving service.

(j) the Respondent’s plan for providing on-call services

C.6. Provide a comprehensive plan for the management and maintenance of the vehicle fleet:

RFP # 40100-51575 – Amendment # 2 Page 16 of 23

(Respondent completes)

Item Ref.

Section C— Technical Qualifications, Experience & Approach Items

Item Score

Evaluation Factor

Raw Weighted

Score

(a) Number and model of all vehicles to be included in the program, including backup vehicles.

(b) Vehicle procurement schedule, covering acquisition, equipment, and painting.

(c) Vehicle maintenance program, including routine maintenance, repair procedures, and inspection processes for vehicles and equipment.

(d) Strategy for addressing disabled vehicles, ensuring continuous service despite crashes or unexpected failures.

C.7. Provide, without the provision of associated costs from an employee or employer perspective, an in-depth plan for the employee hiring and retention:

(a) Proposed recruitment including how and when such recruitment will be performed given the geographical area of this program.

(b) Screening, hiring, orientation, and training.

(c) Employee evaluations and promotion.

(d) Frequency of payments to employees and pay adjustments process.

(e) Employee benefits, including, where applicable:

(i) The employee’s group medical coverage.

(ii) Vacation and sick leave policy including the amounts of hours earned annually and retention policy of such hours.

(iii) How employees will be compensated for holiday pay.

(iv) Other planned benefits, such as 401(k), short-term disability, long-term disability, life insurance, etc.,

(f) Performance recognition whether positive or negative including incentive programs.

(g) Maintaining communications to minimize turnover and increase general employee morale; and

(h) Any additional methods of staff retention.

C.8. Provide a list of projects or programs similar to this one that the Respondent is currently contracted for or has completed within the past five (5) years. The list should specify whether the project or program was performance-based. The list should also specify whether the Respondent served as the prime contractor or subcontractor and must include the following details: Customer’s name including project

RFP # 40100-51575 – Amendment # 2 Page 17 of 23

(Respondent completes)

Item Ref.

Section C— Technical Qualifications, Experience & Approach Items

Item Score

Evaluation Factor

Raw Weighted

Score description, number of staff and vehicles provided, and start and end dates.

The Solicitation Coordinator will use this sum and the formula below to calculate the section score. All calculations will use and result in numbers rounded to two (2) places to the right of the decimal point.

Total Raw Weighted Score:

(sum of Raw Weighted Scores above)

Total Raw Weighted Score X 50

(maximum possible score)

= SCORE:

Maximum Possible Raw Weighted Score

(i.e., 5 x the sum of item weights above)

State Use – Evaluator Identification:

State Use – Solicitation Coordinator Signature, Printed Name & Date:

15. RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release.

All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.

RFP # 40100-51575 – Amendment # 2 Page 18 of 23

Attachment F

Rural Service Patrol

Equipment, Tools, and Expendables

The following list is provided to frame the general nature of equipment, tools and expendables that the

Contractor shall maintain.

1. Equipment

Equipment Service Patrol Truck

Towing straps, nylon, with hooks and clevis (U-shaped connector).

Two (2) each, 10,000 lbs.

Rubber front-face push bumper. ✓

Light set(s) configured to light the work area or around the vehicle.

360-degree rotating spotlight. ✓

Side Warning Lights - Sides of Service Body / Chassis – Red/White Lights on each side

Undercarriage Scene lights - Mount white LED lights that create a halo on the road surface around the truck when it is in park.

Power outlets ("hot boxes," "booster outlets" or equivalent), front-and rear-mounted, compatible with 12-volt booster cables.

110 Volt Power Inverter - Used to power battery chargers for cordless tools

Suitable functioning cab lighting. ✓

Dome Light - A 5” dual color dome light (red/white) shall be surface mounted on cab interior roof above the steering wheel to aid operator in low light condition while preparing incident reports.

Lights shall be controlled with a push button or toggle switch mounted on light.

Roof-mounted, light bar, front-to-rear controllable, front and rear white/red flashing lights only. The use of blue or other color flashing lights is prohibited.

State-approved truck-mounted dynamic message sign (DMS).

DMS can be graphical. Mounted atop the cab above the roof-mounted lighted bar. In-cab remote actuation and programming.

The device shall be capable of manual raising and lowering should power actuation fail. For full specification details, see Section 4 of the attachment.

Dynamic Message Sign only

Frame-mounted trailer hitch or wheel lift pintle hook adapter with combination ball and pintle hook, 5,000 lb. minimum capable of handling a 1.875-inch ball and/or 2-inch ball and 2

-inch ball.

Trailer Mounted Attenuator (TMA) – Optional. MASH Compliant TMA

Automated debris removal system (DRS) – Optional. ✓

Chain, Grade 8 alloy safety and working chains, an assortment of hooks and clevis, suitable to the application.

Four (4) Each, 10 feet in length

Funnels, multi-purpose with flexible spouts. Two (2) each

Wheel chocks or 4 inches by 4 inches wood wedges. Two (2) each

Equipment with the ability to jumpstart common configurations of personal and commercial vehicles.

Portable Electric Vehicle Charging Station - optional.

• Should be fully charged at the beginning of each shift.

RFP # 40100-51575 – Amendment # 2 Page 19 of 23

• Needs to be easily stowed on the RSP vehicle.

• Should be compatible with all EVs.

• Should have a quick charging capability.

Voltage: 240V AC, 60Hz Maximum Output: 7.2 kW Amps: 30A Cable Type/Length: 23 Feet Connector Type: SAE J1772 Connector

Approved advanced warning signs; 48 inches, reflectorized, MUTCD compliant, roll-up, fabric signs with a black legend and border on fluorescent pink background. Legends may include

EMERGENCY SCENE AHEAD, BE PREPARED TO STOP,

INCIDENT AHEAD, etc.

Four (4) each

Folding aluminum sign support stands for 48-inch fabric signs. Four (4) each

Reflectorized Traffic cones, TDOT-approved. Twenty-four (24) each

LED flares capable of sequential activation. Twenty-four (24) each

Aluminum Hydraulic floor jack, capable of lifting passenger vehicles.

One (1) each 3-ton minimum

Air compressor with a reservoir capable of inflating tires and operating an impact wrench. The compressor may be engine-mounted, electric or remote-engine-powered.

Hoses and fittings to fit tire valve stems. ✓

Booster cables, 2-gauge copper wire minimum with heavy-duty clamps and one end adapted to the Safety Patrol vehicle's power outlets, minimum 25 ft.

One (1) set

Third-party wireless communication system or AVL/SmartWay application for pushing alerts to navigation-providing applications.

One (1) each

Cell phone. One (1) each

TDOT approved VHF Maintenance Radio and TACN Trunked Radio.

One (1) each

2. Tools

Tools Service Patrol Truck

Shovel One (1) Square-end D-handle and One (1)

Round-end D-handle spade

24-inch Push Broom One (1) each

Gas- or battery-powered blowers One (1) each

Lug wrenches to fit most vehicles, 4-way One (1) each metric

One (1) each standard

Hub cap and wheel lock removal kit One (1) each

Emergency lug nut removal set One (1) each

Spare Tire Removal Kit (SUV/pickup) One (1) each

Pry bar, minimum thirty-six (36") inches in length One (1) each

Pry bar, fifty-six (56") inches or longer in length One (1) each

Air-operated impact wrench, or electric impact wrench with self-contained battery, with socket sets to fit all vehicles (metric and standard).

One (1) set metric One (1) set standard

Bolt cutters, 24 inches or larger One (1) pair

Toolbox containing the following tools:

Screw Drivers

RFP # 40100-51575 – Amendment # 2 Page 20 of 23

Standard 1/8, 3/16, 1/4 and 5/16 inch One (1) each

Phillips head #1 and #2 One (1) each

24-piece star driver set One (1) set

Wire cutters One (1) pair

Adjustable wrenches

8-inch One (1) each

12-inch One (1) each

Socket wrenches and open-end and box wrenches, complete sets 5/16 inch to 3/4 inch and 8 mm to19 mm

One (1) each metric One (1) each standard

Ball peen hammer One (1) each

Sledgehammer One (1) each

Rubber mallet One (1) each

Electrical tape (20 yards) One (1) roll

Duct tape (20 yards) One (1) roll

Tire pressure gauge One (1) each

Mechanic's wire (25-foot roll) One (1) roll

Rope, ½ inch, (50 ft.) One (1) each

Flashlight/traffic wand, heavy-duty with spare batteries. One (1) each

Binoculars One (1) pair

USDOT Emergency Response Guidebook (supplied by the State) or App on Smartphone

One (1) each

Clean shop rags, paper towels or equivalent and hand cleaner

Leather gloves, heavy-duty rubber gloves and a box of latex gloves

Safety eyewear, face wear ✓

Traffic cone storage access ✓

Cordless power tools (that replace pneumatic tools) provided with spare batteries or chargers

One (1) each

Reciprocating Saw One (1) each

Electronic siren/airhorn with Public Address System One (1) each

In-place video camera ✓

3. Expendables

Expendables Service Patrol Truck

Diesel fuel in labeled and approved safety cans or tanks with flash arresting screen, spring-closing lid, and spout cover

One (1) and Five (5) gallons

Gasoline in labeled and approved safety cans or tanks with flash arresting screen, spring-closing lid and spout cover

One (1) and Five (5) gallons

Oil, SAE 30 and 2-cycle oil for any tools that may need it. Three (3) quarts

First aid kit (First Responder Kit, fully stocked) One (1) kit

Trauma kit, blankets One (1) kit

AED (Automated External Defibrillator) One (1) kit

Stop the Bleed kit One (1) kit

Fire extinguishers. If the seal is broken, the unit shall be tested, resealed and certified

Two (2) 10-lb ABC

Radiator water in a labeled container(s) One (1) each

5 gallons

Highway wet flares, 30-minute burn (min. quality) Forty-eight (48) each

Absorbent material for liquid spills Ten (10) bags

Vehicle Spill Kit including (optional):

PND putty (10 oz.) or equivalent One (1) each

Spill pads, 15-inch by 18-inch minimum. Fifteen (15) each

RFP # 40100-51575 – Amendment # 2 Page 21 of 23

Spill poly socks, 4-foot Three (3) each

Assorted bungees One (1) set

Drinking water in individually sealed bottles, minimum 16 ounces, chilled

Twelve (12) bottles

Complete, up-to-date, physical copy of the State's Rural Service Patrol SOG

One (1) each

State-approved HELP survey cards modified for RSP Fifty (50) each

4. Dynamic Message Board Minimum Specifications

The body shall have a vehicle mounted tilting LED changeable message board permanently affixed.

3-LINE FULL MATRIX, LED CHANGEABLE MESSAGE SIGN

1 The message sign outer cabinet shall be fabricated of aluminum.

2 The dimensions of the sign outer cabinet shall be approx. 75” x 41” x 5”.

3 The dimensions of the sign display shall be 71.25” x 35.25”.

4 The display side of the message sign shall contain a clear window, which is an UV stabilized polycarbonate material designed to protect against the effects of weather.

5 The polycarbonate window material shall have a scratch resistant surface to reduce degradation of message legibility due to scratches building up on the window.

6 The overall weight of the sign cabinet shall not exceed 118 lbs.

7 The sign enclosure shall be equipped with a thermostatically controlled fan and rain-tight vents. The vents shall restrict water from entering the enclosure when the sign is in either the horizontal (stowed) or vertical (display) position. The sign cabinet shall have no louvered vents.

8 The sign shall have an effective weather-sealing gasket between window and cabinet.

Gasket shall provide shock resistance, minimizing window vibration, while preventing dust and water entry.

9 The back of the sign shall be powder coated gloss white to reflect light and reduce heating in the cabinet, while the cabinets inside shall be powder coated matte black.

10 LED color must be amber: 590-594 nm.

11 The sign shall automatically dim upon reduced levels of ambient light.

12 The sign shall have four (4) LED’s per pixel.

13 The sign shall have a full matrix 24-pixel x 48-pixel display (1,152 total pixels).

14 The removal of one-character panel will not adversely affect any other part of the sign.

15 The sign must be legible at a minimum distance of 650 ft. for 10” characters, 950 ft. for 16” characters and 1250 ft. for 20” characters in both day and night conditions.

16 The sign shall display three (3) lines of 10” character text, eight (8) characters per line.

17 The sign shall display three (2) lines of 16” character text, six (6) characters per line.

18 The sign shall display one (1) lines of 20” character text, four (4) characters per line.

19 The sign…