REQUEST FOR PROPOSAL (RFP) MODOT 0000000271SL

If you have any questions, please contact:

Procurement Entity State of Missouri

Buyer ASHTEN LORTS Location

Phone Fax

E-mail ASHTEN.LORTS@MODOT.MO.GOV

State of Missouri

Missouri Department of Transportation

Responses are preferred to be submitted electronically via MissouriBUYS, powered by MOVERS.

ATTENTION:

1. After reviewing the solicitation, the vendor must complete and return all necessary exhibits.

2. Due to lead times for obtaining the information needed to complete the various Business Compliance

Exhibits herein as explained in the solicitation's Supplier Response Exhibits, suppliers are encouraged to IMMEDIATELY begin securing these verifications.

3. The supplier must be registered in MissouriBUYS (Powered by MOVERS) to be considered for contract award.

INSTRUCTIONS:

1. From the Table of Contents on the left-hand side of this screen, navigate to the Contract Terms section and click the Download Contract button to review the solicitation terms in its entirety.

2. Navigate to the Lines and Requirements sections to review and download any available attachments.

3. Click Create Response to enter your response.

Table of Contents

1 Overview

1.1 General Information

1.2 Schedule

1.3 Additional Information

1.4 Solicitation Controls

1.5 Terms

2 Requirements

2.1 Section 1. Cooperative Procurement

2.2 Section 2. M/WBE Participation

2.3 Section 3. SDV/E Preference

2.4 Section 4. DocuSign Information

2.5 Section 5. Vendor Response Documents

3 Lines

3.1 Line Information

3.2 Line Details

3.2.1 Line 1

3.2.2 Line 2

3.2.3 Line 3

3.2.4 Line 4

3.2.5 Line 5

3.2.6 Line 6

3.2.7 Line 7

3.2.8 Line 8

4 Appendix: Alternate Lines

4.1 Instructions for Alternate Lines

4.2 Alternate Lines Template

5 Contract Terms

1 Overview

1.1 General Information

Title FY26 - Weather Forecasting Services

Synopsis The solicitation seeks proposals from prospective Offerors to provide weather forecasting services to the Missouri Highways and Transportation Commission (MHTC) and Missouri Department of Transportation (MoDOT). The weather forecasting services provided shall include a website and smartphone application that provides 72-hour winter precipitation forecasts and 48-hour pavement and bridge temperature, frost and winter precipitation accumulation forecasts tailored for all the counties in the state of Missouri and supported 24-hours a day and seven

(7) days a week. The contract period will be from July 1, 2026, through June 30, 2029, with up to two (2) one-year renewal periods or any portion thereof. MoDOT will receive proposals electronically through MissouriBUYS, by mail through USPS, UPS, or FEDEX. If an Offeror intends to submit a hard copy proposal, the buyer of record must be notified five (5) days before the solicitation closing date. MoDOT will not accept proposal submissions by email.

Buyer ASHTEN LORTS Outcome Blanket Purchase Agreement

E-Mail ASHTEN.

LORTS@MODOT.MO.

GOV

1.2 Schedule

Close Date 05/04/2026 2:00 PM Open Date 04/03/2026 3:00 PM Time Zone Central Time

1.3 Additional Information

Pre-Bid/Pre-Proposal Conference Date and Time 00+00:00

Pre-Bid/Pre-Proposal Conference Location Tour Date and Time 00+00:00

Tour Location Tour Contact Name

Tour Contact Phone # Tour Contact Email

1.4 Solicitation Controls

Response Visibility Sealed

Lines Settings Rank Indicator No indicator displayed

Ranking Method Multiattribute scoring

1.5 Terms

Agreement Start Date Agreement End Date Agreement Amount

(USD)

Minimum Release

Amount (USD) Payment Terms Net 45 Freight Terms

Shipping Method FOB Solicitation Currency USD (US Dollar)

Price Precision 2

2 Requirements *Response is required

Cooperative Procurement The Missouri Department of Transportation (MoDOT) is interested in assisting Missouri counties, cities, special road districts, etc. in purchasing equipment, various materials, and supplies that meet the MoDOT specifications. It is understood MoDOT will not issue purchase orders, accept delivery nor make payment for items ordered by these agencies. It is further understood the price is based on meeting the MoDOT specifications. Any added options, deletions, or extra freight costs would be negotiated between the local agency and the successful vendor. If the response is "No" to the first question, simply respond "N/A" in any additional required response fields below.

M/WBE Participation Bidders are encouraged to obtain minority business enterprise (MBE) and women business enterprise (WBE) participation work through the use of subcontractors, suppliers, joint ventures, or other arrangements that afford meaningful participation for M/WBEs.

SDV/E Preference Service-Disabled Veteran (SDV) is defined as any individual who is disabled as a certified by the appropriate federal agency responsible for the administration of veterans' affairs. A Service-Disabled Veteran Business (SDVE) is defined as a business whereby not less than fifty-one (51) percent of the stock of which is owned by one or more service-disabled veterans; and the management and daily business operations of which are controlled by one or more service-disabled veterans.

DocuSign Information MoDOT utilizes DocuSign as the method to secure electronic signatures for all contract agreements.

Vendor Response Documents The vendor should upload the necessary documents requested by MoDOT for the vendor to complete. The response documents include:

1. Proposal Documents

2. Exhibit A - Annual Worker Eligibility Verification Affidavit

3. Exhibit B - Affidavit of Lawful Presence for Sole-Proprietorship or Partnership

4. Exhibit C - Anti-Discrimination Against Israel

5. Exhibit D - Buy American Certification

5. Certificate of Liability Insurance

2.1 Section 1. Cooperative Procurement

*1. Is your firm willing to offer such cooperative purchasing for Missouri counties, cities, or other political entities? If yes, please attach a completed Cooperative Agreement Notice below by clicking the + icon.

Attachments:

File Name or URL Type Description Cooperative Agreement Notice.d

File

Select one of the following:-

a. Yes(Response attachments are required)

b. No

2.2 Section 2. M/WBE Participation

*1. List all certified M/WBE vendors utilized in the fulfillment of this solicitation. If not applicable, enter N/A in the required field.

2.3 Section 3. SDV/E Preference

*1. List the names and addresses of an SDV or SDVE providing products or services in relation to this solicitation. If not applicable, enter N/A in the required field.

2.4 Section 4. DocuSign Information

*1. Provide the name, e-mail address, and cell phone number of the person(s) authorized to sign an agreement resulting from this solicitation.

2.5 Section 5. Vendor Response Documents

*1. The vendor should complete all the Exhibits attached in the RFP. Once the vendor has completed the Exhibits, the vendor should attach their completed Proposal, Exhibits, and a current Certificate of Liability Insurance and type the word completed in the text box.

Attachments:

File Name or URL Type Description Affidavits - Exhibit A and B.p

File

Exhibit D - Domestic Products

File

Exhibit C Antidiscrimination A

File

3 Lines

3.1 Line Information

Line Estimated Quantity

UOM Response Price

Line Amount

Response Minimum

Release Amount

1-October 15 through November

TOT

AL

2-November 15 through December

3-December 15 through January

4-January 15 through February

5-February 15 through March 15

6-March 15 through April 15

7-Additional Services - April 15 through October

8-Optional Services Requested

HOU

R

3.2 Line Details

3.2.1 Line 1 October 15 through November 15

To provide an alternate line, see appendix.

Category Name 41114410 -

WEATHER

STATIONS

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.2 Line 2 November 15 through December 15

To provide an alternate line, see appendix.

Category Name 41114410 -

WEATHER

STATIONS

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.3 Line 3 December 15 through January 15

To provide an alternate line, see appendix.

Category Name 41114410 -

WEATHER

STATIONS

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.4 Line 4 January 15 through February 15

To provide an alternate line, see appendix.

Category Name 41114410 -

WEATHER

STATIONS

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.5 Line 5 February 15 through March 15

To provide an alternate line, see appendix.

Category Name 41114410 -

WEATHER

STATIONS

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.6 Line 6 March 15 through April 15

To provide an alternate line, see appendix.

Category Name 41114410 -

WEATHER

STATIONS

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.7 Line 7 Additional Services - April 15 through October 15 To provide an alternate line, see appendix.

Category Name 41114410 -

WEATHER

STATIONS

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

3.2.8 Line 8 Optional Services Requested

To provide an alternate line, see appendix.

Category Name 41114410 -

WEATHER

STATIONS

Item Revision Allow Alternate Lines Yes Alternate Line Provided Yes No

Target Minimum Release Amount (USD)

Start Price (USD)

4 Appendix: Alternate Lines

4.1 Instructions for Alternate Lines

Alternate lines are allowed for some solicitation lines. For these lines, you can propose one or more alternatives by entering information for each alternate line in the format given below. Print and insert multiple copies as per your requirement.

4.2 Alternate Lines Template

Solicitation Line (Number and description of the solicitation line for which you have an alternative)

Example:1-xxxxxx where xxxxxx is the line description of first solicitation line.

Alternate Line Number (Enter only numbers in sequence starting with 1 for every alternate line)

Alternate Line Description

Response Price (For a solicitation line with cost factors, enter your line price in the cost factors table)

Response Minimum Release Amount

Note to Buyer

5 Contract Terms

MODOT 0000000271SL

Contract Terms and Conditions

1. MODOT RFP STANDARD PROPOSAL PROVISIONS

1.1. Solicitation Authority

1.2. Proposals to be Submitted by Officer or Employee

1.3. MHTC Rights Reserved

1.4. Personal Privacy Protection Act Notification

2. MODOT RFP PROPOSAL CERTIFICATION

2.1. Fee Proposal

2.2. Offeror's Certifications

3. MODOT RFP GENERAL DESCRIPTION AND BACKGROUND

3.1. General Description

3.2. Background

3.3. Contract Period

3.4. Renewal Period

3.5. Schedule of Events

4. MODOT RFP SCOPE OF WORK

4.1. General Requirements

4.2. Specific Requirements

4.3. Routine Weather Advisory Email Requirements

4.4. Emergency Weather Advisory Requirements

4.5. Forecast Website and Smartphone Application Requirements

4.6. Weather Services Alert Requirements

4.7. Project Management and Customer Service

4.8. Offeror Capability Requirements

4.9. Website and Smartphone Application Testing Requirements

5. ADDITIONAL FORECASTING PERIOD SERVICES

5.1. General Requirements

5.2. Severe Weather Advisory Requirements

6. MODOT RFP REQUIRED ELEMENTS OF PROPOSAL AND SUBMISSION

6.1. Required Elements of Proposal

6.1.1. Experience, Expertise and Reliability

6.1.2. Qualifications and Expertise of Key Personnel

6.1.3. Proposed Method of Performance

6.1.4. Proposed Fee

6.1.5. References

6.1.6. Proposal Evaluation

6.2. Submission of Proposals

6.2.1. Electronic Proposal Format

6.2.2. Hard Copy Proposal Format

6.2.3. Signatures

6.2.4. Pricing

6.2.5. Proposal Life

6.2.6. Submission of All Information Required

6.2.7. Public Inspection

6.2.8. Clarification of Requirements

6.2.9. Initial Screening

6.2.10. Official Position of MHTC

7. MODOT RFP EVALUATION FACTORS AND PROCESS

7.1. Evaluation Factors

7.1.1. Evaluation Criteria

7.1.2. Historic Information

7.1.3. Responsibility to Submit Information

7.2. Award

8. MODOT RFP TERMS AND CONDITIONS

8.1. Agreement Components

8.2. RFP Contact

8.3. Assignment

8.4. Amendments

8.5. Disputes

8.6. Successors and Assigns

8.7. Sole Beneficiary

8.8. Cancellation of Resulting Agreement

8.9. Bankruptcy

8.10. Status of Independent Contractor

8.11. Subcontractor

8.12. Nondiscrimination

8.13. Executive Order

8.13.1. Incorporation of Provisions

8.13.2. Failure to Comply

8.13.3. Offeror's Certification

8.14. Non-employment of Unauthorized Aliens

8.14.1. Enrollment in Federal Work Authorization Program

8.14.2. Annual Worker Eligibility Affidavit

8.15. Proof of Lawful Presence for Sole Proprietorships and Partnerships

8.16. Requirements to do Business in Missouri

8.16.1. Registration with Secretary of State

8.16.2. Transient Employer Certificate

8.17. Law of Missouri to Govern

8.18. Venue

8.19. Ownership of Records

8.20. Release to Public/Confidentiality

8.21. Prohibition Against Kickbacks and Gratuities/Non-solicitation

8.22. Preferences

8.23. Conflict of Interest

8.24. Audit of Records

8.25. Indemnification

8.26. Insurance

8.27. Section Headings

8.28. Severability

8.29. No Adverse Inference

8.30. Anti-Discrimination Against Israel Act Certification

8.31. The Domestic Products Procurement Act

8.32. Drug Free Workplace

VENDOR RESPONSIBILITY

The vendor is solely responsible for ensuring timely submission of their solicitation response. Failure to allow adequate time prior to the solicitation end date to complete and submit a response to a solicitation, particularly in the event technical support assistance is required, places the vendor and their response at risk of not being accepted on time.

The State of Missouri's Privacy Policy can be accessed here.

VENDOR'S INSTRUCTIONS

Submission of Proposals

Vendors should complete and attach all applicable exhibits.

MODOT SECTION NUMBERING

Section Numbering

All section numbering contained in this solicitation is for the convenience of reference only and is not intended to define or limit the scope of any provision of this solicitation and may not be sequential.

SOLICITATION REQUIREMENTS

Instructions for Submitting a Response

The Missouri Department of Transportation advertises all bid solicitation documents on the MissouriBUYS Bid Board (https://www.missouribuys.mo.gov). MissouriBUYS is the State of Missouri's web-based statewide eProcurement system. To respond electronically to a solicitation, the vendor must first register with MissouriBUYS by going to the MissouriBUYS Home Page (https://missouribuys.mo.gov), clicking the "Supplier Register" button at the top of the page, and completing the Vendor Registration.

IMPORTANT NOTICE TO ALL VENDORS:

The Missouri Department of Transportation prefers receipt of all bid responses as electronic submissions. Hard copy submissions may be permitted based on the circumstances and content of the relevant solicitation with the approval of the buyer five (5) business days prior to the solicitation close date.

The solicitation as it appears digitally on the MissouriBUYS website is the official document of record. It is incumbent on the Vendor to inspect and ensure any downloaded or printed version of the solicitation contains all information, terms and conditions contained in the solicitation as it appears digitally on the MissouriBUYS website. In the event of any dispute regarding the contents of the solicitation, the solicitation as it appears digitally on the MissouriBUYS website shall take precedence and priority over any other downloaded or printed version of the solicitation.

https://www.mo.gov/privacy-policy/

1. MODOT RFP STANDARD PROPOSAL PROVISIONS

1.1. Solicitation Authority

The solicitation for the procurement of services referenced therein, is being issued under, and governed by, the provisions of Title 7 Missouri Department of Transportation, Division 10 Missouri Highways and Transportation Commission, Chapter 11 Procurement of Supplies, of the Code of State Regulations. The Missouri Highways and Transportation Commission (MHTC/Commission), acting by and through its operating arm, the Missouri Department of Transportation (MoDOT), draws the Offeror's attention to said 7 CSR 10-11 for all the provisions governing solicitation and receipt of proposals and the award of the contract pursuant to this solicitation.

1.2. Proposals to be Submitted by Officer or Employee

All proposals must be submitted by a responsible officer or employee of the firm. Obligations assumed by such submission must be fulfilled.

1.3. MHTC Rights Reserved

MHTC reserves the right to reject any and all proposals for any reason whatsoever. Time is of the essence for responding to the RFP within the submission deadlines.

1.4. Personal Privacy Protection Act Notification

MHTC and MoDOT comply with all provisions in the Personal Privacy Protection Act found in section 105.1500, RSMo, and follow practices to keep confidential and sensitive information secure. Bidders acknowledge that submission of information is voluntary and that MHTC is not asking or requiring the submission of "personal information" as defined in the act. By submitting a bid, Bidders and Contractors agree to not to bring a suit against MHTC, or any employees, under section 105.1500, RSMo.

2. MODOT RFP PROPOSAL CERTIFICATION

2.1. Fee Proposal

The Offeror shall provide a fee proposal to MHTC in accordance with the terms of this Request for Proposal (RFP). All services shall be performed at the fees offered and in accordance with the terms of this RFP.

2.2. Offeror's Certifications

By submission of the proposal, each Offeror, and in the case of a joint proposal, each party thereto as to its own organization, under penalty of perjury, certifies to the best of its knowledge and belief:

1. The prices in this proposal have been arrived at independently without collusion, consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Offeror or any competitor.

2. Unless otherwise required by law, the proposed prices have not been knowingly disclosed by the Offeror prior to the opening, directly or indirectly, to any other Offeror or to any competitor.

3. No attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not to submit a proposal for the purpose of restricting competition.

4. The Offeror certifies this proposal is made without any connection with any other person, firm, organization or business entity making a proposal for the same purpose, and is in all respects fair and without collusion or fraud, and that no elected official or other member, officer or employee or person whose salary is payable in whole or in part from the MHTC/MoDOT is directly or indirectly interested therein, or in any portion of the profits thereof.

3. MODOT RFP GENERAL DESCRIPTION AND BACKGROUND

3.1. General Description

This document constitutes a RFP from prospective qualified Offerors to provide weather forecasting services to the MHTC, as set forth in this RFP. It is the intent of this RFP to have the successful Offeror enter into an Agreement with MHTC (hereinafter Resulting Agreement), to supply said services as outlined herein.

3.2. Background

MoDOT operates as a customer focused and results driven, state agency under a decentralized organization structure with headquarters in Jefferson City, Missouri and is governed by the MHTC, a six (6) member Commission appointed by the Governor. The Central Office provides oversight and support to seven

(7) geographical districts primarily responsible for delivery of MoDOT's mission and tangible results. Each district contains approximately fifteen percent (15%) of the total road mileage in the state highway system.

MoDOT employs approximately five thousand one hundred (5,100) full-time employees. About eighty percent (80%) of those employees work in the seven (7) districts with the remainder working in the various divisions within the Central Office facility.

3.3. Contract Period

The Contract Period for the performance of the services described in this RFP is from July 1, 2026, through June 30, 2029, with up to two (2) one-year renewal periods or any portion thereof. The successful Offeror shall perform any and all the services listed herein as often as requested by MHTC for the entire duration of the Contract Period as defined herein at the Guaranteed-Not-To-Exceed Prices submitted by the successful Offeror in response to this RFP.

3.4. Renewal Period

The contract shall not bind, not purport to bind, the MHTC for any contractual commitment in excess of the original contract period. The Commission shall have the right, at its sole option, to extend the contract for two (2) one-year periods, or any portion thereof. In the event the Commission exercises its options to extend the contract, such extension must be accomplished by a formal contract amendment approved and signed by representatives of the Offeror and Commission, respectively, each of whom being duly authorized to execute the contract amendment on behalf of the Offeror and Commission, respectively.

3.5. Schedule of Events

Below is the schedule that will be followed. Unless otherwise specified, the time of day will be 7:30 a.m.

to 4:00 p.m. Central Time. MHTC reserves the right at its sole discretion to expand this schedule, as deemed necessary, without any notification except for the deadline date for submitting a proposal.

1. April 3, 2026, Issuance of RFP

2. April 17, 2026, Deadline for Offerors to submit written questions and requests for clarification to the MHTC Representative

3. April 22, 2026, Issuance of Amendment with resolution to any questions submitted.

4. May 4, 2026, Deadline for submission of proposals and scheduled public reading of firm names of proposals received.

4. MODOT RFP SCOPE OF WORK

4.1. General Requirements

1. The Missouri Department of Transportation (MoDOT) is seeking weather support services for MoDOT maintenance and operational activities.

2. The Offeror shall provide weather forecast services in the form of routine weather advisory emails, emergency weather advisory emails and a winter precipitation, pavement and bridge forecast website and smartphone application with automated alerts for each of MoDOT's seven (7) Districts located throughout the State of Missouri in accordance with the provisions and requirements stated herein.

3. The Offeror shall understand Missouri weather, climatology, and meteorology as it relates to surface conditions and the roadway. The Offeror must be familiar with weather in the Midwest areas of the United States. The Offeror must have knowledge of weather patterns and the small-scale variations in weather in the State of Missouri.

4. The Offeror is encouraged to include other weather products available to MoDOT as value added components such as more frequent forecasts, maintenance activity forecasts, additional weather alerts, and/or additional weather services.

5. The Offeror shall provide all services to the sole satisfaction of MoDOT.

6. MoDOT reserves the right to obtain "like or similar" services as specified herein from other providers, exclusive of the contract, when deemed in the best interest of MoDOT.

7. MoDOT may request additional work throughout the course of the contract for items such as weather diagrams, maps, additional reports, etc. Hourly pricing for the services listed shall be entered in the line-item section.

4.2. Specific Requirements

1. Routine Weather Advisory emails, Emergency Weather Advisory emails and a winter precipitation, pavement and bridge forecast website and smartphone application with automated alerts are to be current and available to MoDOT twenty-four (24) hours a day, seven (7) days a week from October 15th through April 15th.

2. During the initial contract period, a representative of the Offeror will be required to provide online training instructing the use of the website, smartphone applications and automated alert system.

These sessions should be scheduled for one (1) hour each.

4.3. Routine Weather Advisory Email Requirements

1. Routine Weather Advisory emails shall be issued twice during each scheduled workday (Monday- Friday), utilizing the following schedule:

a. The first forecast shall be issued between the hours of 6:00 A.M. and 7:00 A.M.

Central Time.

b. The second forecast shall be issued between the hours of 1:00 P.M. and 2:00 P.M.

Central Time.

2. An email group contact list will be provided by the Commission for each of MoDOT's seven (7) Districts and Central Office.

3. Routine Weather Advisory emails shall be issued once each weekend/holiday and shall be issued between the hours of 8:00 A.M. and 9:00 A.M. Central Time.

4. Routine Weather Advisory emails shall include the forecast for the five (5) day period succeeding the time of issue, except those advisories issued on days preceding an official holiday, which result in an extended holiday weekend, shall include a general forecast for the entire weekend and/or holiday period, including the first normal workday following extended holiday weekend.

5. Routine Weather Advisory emails shall provide the following information:

a. Sky Conditions

b. Precipitation probability and type, beginning and ending times and amounts predicted

c. Precipitation rate in inches per hour

d. Air temperatures, high and low

e. Pavement temperatures, high and low and forecasted time below freezing

f. Winds, direction speed and gusts in miles per hour

g. Direction of storm cells

h. Percent chance for frost on bridges and frost on pavements

i. Dew point temperature in degrees Fahrenheit

j. Drifting of snow, when applicable

k. Refreeze of melted snow, when applicable

l. Explanation of how the weather will vary across the district in terms of timing, amount and type of precipitation

m. Other Forecaster's comments

6. Revisions shall be issued to the original forecast when there is a major change anticipated in precipitation as originally forecasted. Thresholds for these changes would be a change in accumulation of 2" or more, a change in snow rate differences of more than 1" per hour or a change in precipitation type from initial forecast (snow to ice, ice to snow).

7. If revisions occur during regularly scheduled work hours (7:00 A.M. to 4:00 P.M.) they shall be issued via the email group, contact list provided by the Commission. If a revision occurs outside of regularly scheduled work hours (4:00 P.M. to 7:00 A.M.) they shall be issued via the email groups provided by the Commission as well as a telephone call to the Commission's representative in the affected District(s). An afterhours contact list for each District will be provided by the Commission.

8. MoDOT personnel may request updates to the advisory on an as needed basis.

4.4. Emergency Weather Advisory Requirements

1. Emergency Weather Advisory is to serve as a winter storm (snow and/or ice) warning and shall contain the following:

a. Detailed information on the type of precipitation expected

b. Beginning time

c. Ending time

d. Amount of precipitation

e. Wind speed and direction, during and after the storm

f. Air and pavement temperature conditions, during and after the storm, to include a statement on pavement conditions to expect during the storm and the area(s) of the district that will be affected, by county

g. Direction storm is coming from and moving towards

h. Amount of precipitation that has fallen along the path of the storm at the time of each forecast/update

i. Forecaster's Comments

2. Emergency Weather Advisory shall be issued whenever weather conditions are developing which may affect roadway payment conditions within a district. The initial advisories should be issued at least four (4) hours prior to the start of the storm, as this may vary depending on the development of the storm.

3. Once issued, the Offeror shall update the Emergency Weather Advisories throughout the course of the storm, a minimum of every four (4) hours, or more frequently, if conditions change from the previous forecast. Updates or revisions to the initial advisory shall be telephoned and emailed to each district affected by the change.

4. The Offeror shall provide an "All Clear" or similar indications to each district via email when the winter storm precipitation has ceased or if the predicted storm does not develop as anticipated.

5. The Emergency Weather Advisories will be issued at least four (4) hours prior to winter precipitation events that have similar characteristics to the parameters used by the National Weather Service (NWS) for Winter Storm and Freezing Rain events that will affect the pavements. The Emergency Weather Advisories will be updated every four (4) hours outside of the Routine Weather Advisory which will be sent as stated previously. If there is a significant change to the forecast based on the initial advisory, the Offeror will provide an update in the Forecaster's comments with the expected changes as well as reach out to the Commission's District(s) representative via telephone to notify them of the changes.

a. The Offeror will reach out to one daytime contact phone number during normal business hours (7:00 A.M. - 4:00 P.M.) or one after business hours (4:00 P.M. - 7:00 P.M.) contact phone number per district. The Offeror will provide an "All Clear" message within the discussion when the precipitation has subsided or if the storm fails to materialize with the next expected Advisory issuance. Every county in the Commission's District(s) shall be included in these Emergency Weather Advisory emails.

b. In the event an Emergency Weather Advisory is issued for a District after the regularly scheduled afternoon Routine Weather Advisory (2:00 P.M. CST) and before the following morning Routine Weather Advisory (6:30 A.M. CST), the Offeror will contact the Commission's District(s) via the email groups provided by the Commission as well as a telephone call to the Commission's representative in the affected District(s). An afterhours contact list for each District will be provided by the Commission.

4.5. Forecast Website and Smartphone Application Requirements

1. All forecast material must be made available on the Internet for MoDOT personnel to access whether at work or home. The site will be password protected to limit access to MoDOT personnel only. The site must have at least one generic login that can be accessed by at least 200 MoDOT users simultaneously and unlimited access for individual MODOT users with unique login credentials. The site must be compatible with multiple browser types, such as Edge, Chrome, and Safari. Ease of use, speed, and intuitive navigation are essential.

2. Offeror must provide real time communication to a forecaster so that MoDOT staff can discuss the current and forecast weather situation with a forecaster responsible for the Missouri DOT's forecasts. This access will also allow the Commission to provide immediate feedback on the quality of important forecasts.

3. The forecast website and smartphone application must provide the forecast products outlined in Section 4.3.5 in addition to the following:

a. Detailed hourly pavement and bridge forecasts for the upcoming 48-hour period.

These forecasts will be provided for every county in the State of Missouri. These forecasts will include the frost potential for both bridges and pavements.

b. A 72-hour winter weather precipitation forecast map for the entire state will be required.

c. Future radar that shows the expected path and evolution of storm cells, from current time to a minimum of the next 24 hours with looping capabilities of 1-hour intervals or less.

d. A 10-day extended forecast with daily highs, lows, and precipitation chances in a tabular view.

4.6. Weather Services Alert Requirements

1. The forecast website and smartphone application must provide an automated alerting system. This system should provide MoDOT users with the ability to receive alerts regarding both current and forecasted conditions and be capable of meeting the requirement of four (4) hour advanced notification for each precipitation event projected to commence and fall on pavement temperatures below 35-degrees Fahrenheit for each district.

2. Each MoDOT user will have the ability to access other alerts such as wind, frost, or visibility.

Once an alert type has been selected, thresholds (e.g. 25, 30, or 35 mph for winds), and update criteria (e.g. increased snow forecast by at least 1" or 25%) shall be available. The MoDOT user should be able to choose a minimum of ten (10) monitor locations.

3. MoDOT users will have the ability to select specific areas to monitor for alerts and customize thresholds/criteria to suit their individual needs.

4. MoDOT users will be able to indicate how they wish to receive the alert in either text or email.

5. MoDOT users will be able to use any valid email address, including those on cell phone text messaging interfaces. Additionally, MoDOT users can indicate "blackout" windows during which no alerts will be sent.

6. Once the MoDOT user completes the setup thresholds for alerts, the alerts will automatically be sent when the desired thresholds are detected in the forecast, given the selected options.

7. MoDOT users can also obtain an RWIS alerting service if the data is available throughout the winter. The Commission will provide the Offeror with access to MoDOT's RWIS data through an autonomous data export via a JSON API. This will allow a MoDOT user to select one or more RWIS sites (and associated surface sensors) to monitor for key conducive for frost (pavement or bridge temperature below 32 degrees Fahrenheit and the dew point), or strong winds.

8. MoDOT users will be able to customize these RWIS alert thresholds.

9. MoDOT users will be able to build and customize subscriptions to have NWS watches, warnings, and advisories sent to them via emails and/or text messages. The service will allow for transmission of header information only such as "Winter Weather Advisory for Camden County" as well as the full text of the warning, appropriate for standard email accounts.

4.7. Project Management and Customer Service

1. To ensure all forecast requirements are met at the beginning of the season, and to ensure that issues are addressed throughout the contract period, the Commission requires the following interaction with representatives of the awarded Offeror.

2. A lead forecaster shall be assigned to conduct an implementation conference with Commission representatives prior to the beginning of the forecast period (between October 1 and October 14) to finalize the implementation of the forecast services and details regarding communication and expectations of the services. This will be an in-person conference held at a MoDOT facility in Jefferson City, MO.

3. Arrangements will be made at the implementation conference for a test of all services prior to the beginning of the forecast period to identify any issues in communication or format. The lead forecaster shall outline any new service features and provide general winter outlook. Detailed written contact names, phone numbers, etc. will be supplied at this meeting for the Offeror's use.

All forecast products and services (e.g. communication links, web page) must be present and operational by the beginning of the forecast period.

4. The Offeror must supply a qualified forecaster to provide on-site or virtual training sessions for MoDOT personnel. Training will be geared toward understanding the forecast website and services and helpful weather information tips. The Offeror must supply up to six (6) training sessions during the forecast period that last approximately one (1) hour each.

4.8. Offeror Capability Requirements

1. Demonstrate an understanding of Missouri weather, climatology, and meteorology as it relates to the surface conditions and the roadway. Offerors must be familiar with weather in the Midwest section of the United States. Offerors must demonstrate their knowledge of winter weather patterns and the variations in weather within the State of Missouri.

2. Offeror must demonstrate an understanding of MoDOT's winter maintenance organization and philosophy showing how the information they provide to the Commission impacts maintenance operations, in both positive and negative ways. Offeror must also show familiarity with MoDOT's road system.

3. Offeror must provide quality control methods and mechanisms for correcting biases or other systematic forecast issues. Offeror shall describe these methods and other development and improvement programs for customer user interfaces, forecaster tools, and forecaster knowledge/training used to fix bugs and problems, as well as foster continual improvement.

4. Offeror must state the process by which new tools, features, and application updates are developed, and how new ideas are incorporated to make a flexible yet reliable forecast product.

5. Offeror must provide information on the source of the forecast model that will be used to prepare the pavement forecasts, the merits and history of the selected model and, if obtained from an outside source, proof of the Offeror's rights to use the specified forecast model.

6. Offeror must provide references with special attention to those similar size, road type, or climate zones.

4.9. Website and Smartphone Application Testing Requirements

The top two (2) highest ranking Offerors may be invited to participate in testing of the Offerors proposed weather services website and smartphone application. If the Offeror is selected for testing, the Offeror must provide a link to the website and smartphone application of their proposed product/service. The Offeror must provide a username and password for the proposed product/service to be used during the duration of the testing period. The duration of the testing shall be five (5) calendar days. Additionally, if the Offerors are selected for the testing period, the Offeror must provide technical support during the duration of the testing period.

5. ADDITIONAL FORECASTING PERIOD SERVICES

5.1. General Requirements

1. In addition to the specified forecasting period stated in Section 4.2 (October 15 to April 15) the Offeror shall provide additional services for continued access to the forecast website and smartphone application from April 15 to October 15 (Summer forecasting services).

2. The forecast website and smartphone application shall provide:

a. Sky conditions

b. Precipitation probability, beginning and ending times

c. Precipitation rate in inches per hour

d. Air temperatures, high and low

e. Winds, direction, speed and gusts in miles per hour

f. Direction of storm cells

g. Future radar that shows the expected path and evolution of storm cells, from current time to a minimum of the next 24 hours with looping capabilities of 1-hour intervals or less

h. A 10-day extended forecast with daily highs, lows, and precipitation chances in a tabular view

3. The forecast website and smartphone application shall provide current radar with storm tracks for wind speed and direction, rotation and hail.

4. Future radar events shall be plotted on a statewide map with looping capabilities (1-hour intervals or less) to show expected precipitation intensity in the next 24-hour period.

5. The forecast website and smartphone application shall provide the same automated alerting system as outlined in Section 4.6.

5.2. Severe Weather Advisory Requirements

1. A Severe Weather Advisory is to serve as a Spring/Summer/Fall storm warning and shall contain the following:

a. Detailed information on the type of severe weather

b. Beginning time

c. Ending time

d. Amount of precipitation

e. Wind speed and direction

f. Hail probability and size

g. Direction storm is coming from and moving towards

h. Amount of precipitation that has fallen along the path of the storm

i. Forecaster's Comments

2. A Severe Weather Advisories will be issued via the email groups provided by the Commission.

3. A Severe Weather Advisory shall be issued whenever weather conditions are developing that have similar characteristics to the parameters used by the NWS for Severe Weather Storm Watches and Warnings. The advisories should be issued at least two (2) hours prior to the start of the storm, as this may vary depending on the development of the storm.

4. Additional criteria for a Severe Weather Advisory:

a. Non-thunderstorm winds more than 50 mph

b. Next-day outlook of widespread high-rate rainfall or long-duration rainfall that is expected to lead to flash flooding or river flooding that could impact highways or bridges

c. Storm Prediction Center issues a Moderate (or higher) Day 1 Convective outlook that includes a Missouri interstate corridor

d. Tornado Watch or Warning

e. Flash Flood Warnings

f. Extreme Heat Advisory

5. In the event a Severe Weather Advisory is issued for a District after regular business hours (7:00 A.M. to 4:00 P.M. CST), the Offeror will contact the Commission's District(s) via the email groups provided by the Commission as well as a telephone call to the Commission's representative in the affected District(s). An afterhours contact list for each District will be provided by the Commission.

6. MODOT RFP REQUIRED ELEMENTS OF PROPOSAL AND SUBMISSION

6.1. Required Elements of Proposal

Each Offeror shall provide a cover letter signed by an authorized firm representative stating he/she has read and understands all of the terms and conditions of doing business with MHTC in response to this request for proposal. The proposal must be divided into sections corresponding to the list of elements described below.

6.1.1. Experience, Expertise and Reliability

With regard to documenting its experience, expertise, and reliability in performing the requested services, the Offeror must provide information related to previous and current contractual relationships considered identical or similar in scope to the one anticipated to result between MHTC and the successful Offeror pursuant to this RFP. At a minimum, the following information must be provided:

1. Name, address, telephone number of contracting agency/entity, and a contact person who can verify all data submitted.

2. Contract dates.

3. A brief, written description of the specific services provided, methods used, and the results associated with the specific services provided.

4. List of any pending legal action(s) involving your firm that could directly or indirectly impact the services provided to MHTC.

6.1.2. Qualifications and Expertise of Key Personnel

Each Offeror must provide detailed information documenting the experience and qualifications of the key personnel who would be assigned to perform work under the Resulting Agreement between MHTC and the successful Offeror entered into pursuant to this RFP. Acceptable information shall include, but not be limited to, resumes detailing education, qualifications, previous work assignments, training, continuing education, certifications, etc. A work assignment organizational chart should be included in this section. Staff may be changed if those personnel leave the organization, are promoted or are assigned to another office. These personnel may also be changed for other reasons at the discretion of the Offeror provided that replacements have substantially the same or better qualifications or experience. However, in all cases, MHTC retains the right to approve or reject replacements.

6.1.3. Proposed Method of Performance

Each Offeror must present a written narrative demonstrating the method and/or manner in which it proposes to satisfy the requirements of this RFP. The language of the narrative shall be straightforward and limited to facts, solutions to the problems, and plans of proposed action as well as the timeline for completion of proposed action.

1. By reading the proposal, MHTC must be able to gain a comfortable grasp of the services to be provided, and the methods proposed by the Offeror to provide them. A detailed explanation should be included to understand how the services comply with the requirements of this RFP.

2. In order to show feasibility, a timetable setting forth appropriate milestones shall be included in Offerors proposal, with sufficient detail explaining how the Offeror will meet those timelines/milestones.

6.1.4. Proposed Fee

Offerors must complete the pricing information to this RFP as specifically directed therein.

6.1.5. References

Provide all references for which the Offeror firm provided services which are similar in nature to the services requested in this proposal over the past three (3) calendar years. MHTC reserves the right to determine which references to call and whether or not to call all references for all Offerors. The reference list should include:

1. The reference firm name, address, telephone number, and fax number.

2. List of reference firm owners names and addresses.

3. A brief description of services provided and location of work performed.

4. Dates of contract and/or performance of service.

5. A contact person familiar with the services provided including their name, address, email address and telephone number.

6.1.6. Proposal Evaluation

The proposals will be evaluated based on the adequacy of the Offeror's response in addressing each of the Required Elements of the Proposal listed above as well as any other evaluation methods referenced in this RFP.

6.2. Submission of Proposals

6.2.1. Electronic Proposal Format

If an Offeror (referred to here as registered vendor or vendor) is responding electronically through the MissouriBUYS System website, in addition to completing the on-line pricing, the registered vendor should submit completed exhibits, forms, and other information concerning the proposal as an attachment to the electronic proposal. The registered vendor is instructed to review the RFP submission provisions carefully to ensure they are providing all required pricing, including applicable renewal pricing. Instructions on how a registered vendor responds to a bid on-line are available on the MissouriBUYS System website at: https://missouribuys.mo.gov/bidboard.html.

In the event that the vendor is an agency of state government or other such political subdivision which is prohibited by law or court decision from complying with certain provisions of an RFP, such vendor may submit a proposal which contains a list of statutory limitations and identification of those prohibitive clauses. The vendor should include a complete list of statutory references and citations for each provision of the RFP, which is affected by this paragraph. The statutory limitations and prohibitive clauses may (1) be requested to be clarified in writing or (2) be accepted without further clarification if the statutory limitations and prohibitive clauses are deemed acceptable. If MHTC determines clarification of the statutory limitations and prohibitive clauses is necessary, the clarification will be conducted in order to agree to language that reflects the intent and compliance of such law and/or court order and the RFP.

1. The exhibits, forms, and Pricing Page(s) provided herein can be saved into a word processing document, completed by a registered vendor, and then sent as an attachment to the electronic submission. Other information requested or required may be sent as an attachment. Additional instructions for submitting electronic attachments are on the MissouriBUYS System website. Be sure to include the solicitation/opportunity (OPP) number, company name, and a contact name on any electronic attachments. Electronic copies of the proposal and electronic attachments should be searchable.

2. In addition, a registered vendor may submit the exhibits, forms, Pricing Page(s), etc., through mail or courier service. However, any such submission must be received prior to the specified end date and time.

3. If a registered vendor submits an electronic and hard copy proposal response and if such responses are not identical, the vendor should explain which response is valid. MHTC will consider the response with the terms most favorable to MHTC.

6.2.2. Hard Copy Proposal Format

If the vendor is submitting a proposal via the mail or a courier service or is hand delivering the proposal, the vendor should include completed exhibits, forms, and other information concerning the proposal (including completed Pricing Page(s) with the proposal. The vendor is instructed to review the RFP submission provisions carefully to ensure they are providing all required pricing, including applicable renewal pricing.

1. The proposal should be page numbered and the signed page one from the original RFP and all signed addendums should be placed at the beginning of the proposal.

2. The vendor should include one (1) original proposal. The front cover of the original proposal should be labeled original.

6.2.3. Signatures

Any form containing a signature line in this RFP and any amendments, pricing pages, etc., must be manually signed and returned as part of the proposal.

6.2.4. Pricing

The Offeror is required to specify the pricing associated with this RFP as a firm fixed price. The successful Offeror will be responsible for performing all services listed in this RFP at the prices submitted. MHTC will not be liable for any charges beyond those detailed in the proposal.

1. MHTC shall not make any payment to the successful Offeror in advance of the services rendered by the successful Offeror.

2. Each Offeror is responsible for its own expense in preparing, delivering or presenting a proposal, and for subsequent interviews or negotiations with MHTC, if any, as provided for in this RFP.

6.2.5. Proposal Life

The Offeror must include a statement in the proposal that indicates the length of time during which MHTC may rely on all proposal commitments. All proposals made in response to this RFP and quoted pricing must remain in effect for a period of not less than 90 days after the date for proposal submission. Any proposal accepted by MHTC for the purpose of contract negotiations shall remain valid until superseded by a contract or until rejected by MHTC.

6.2.6. Submission of All Information Required

The Offerors must respond to this RFP by submitting all the information required herein for its proposal to be…