OOMWEA27_Weather & Pavement Forecast Services-FINAL.pdf

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION

STATE HIGHWAY ADMINISTRATION (MDOT SHA)

MULTI-STEP INVITATION FOR BIDS (MS-IFB)

WEATHER & PAVEMENT FORECAST SERVICES

OFFICE OF MAINTENANCE (OOM)

SOLICITATION NUMBER: OOMWEA27

EMMA NUMBER: BPM031095

ISSUE DATE: AUGUST 8, 2022

NOTICE

A Prospective Bidder that has received this document from a source other than eMarylandMarketplace

(eMMA) https://procurement.maryland.gov should register on eMMA. See Section 4.2.

MINORITY BUSINESS ENTERPRISES ARE ENCOURAGED TO

RESPOND TO THIS SOLICITATION.

Weather & Pavement Forecast Services Solicitation #: OOMWEA27

MULTI-STEP INVITATION

FOR BIDS Document

MULTI-STEP INVITATION FOR BIDS (MS-IFB) MD STATE HIGHWAY ADMINISTRATION

Page ii of 85

NO BID NOTICE/VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key Information Summary Sheet below for contact information).

Title: Weather & Pavement Forecast Services Solicitation No: OOMWEA27

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

� Other commitments preclude our participation at this time

� The subject of the solicitation is not something we ordinarily provide

� We are inexperienced in the work/commodities required

� Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

� The scope of work is beyond our present capacity

� Doing business with the State is simply too complicated. (Explain in REMARKS section)

� We cannot be competitive. (Explain in REMARKS section)

� Time allotted for completion of the Bid is insufficient

� Start-up time is insufficient

� Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

� Bid requirements (other than specifications) are unreasonable or too risky (Explain in REMARKS section)

� MBE or VSBE requirements (Explain in REMARKS section)

� Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory.

(Explain in REMARKS section)

� Payment schedule too slow

� Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _________________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

Page iii of 85

STATE OF MARYLAND

MARYLAND DEPARTMENT OF TRANSPORTATION

STATE HIGHWAY ADMINISTRATION (MDOT SHA)

KEY INFORMATION SUMMARY SHEET

Invitation for Bids Weather & Pavement Forecast Services

Solicitation Number: OOMWEA27

MULTI-STEP INVITATION

FOR BIDS (MS-IFB) Issue Date:

August 8, 2022

MULTI-STEP INVITATION

FOR BIDS (MS-IFB) Issuing Office:

Maryland Department of Transportation State Highway Administration (MDOT SHA) (MDOT SHA or the Administration)

Procurement Officer: Mennah Gargard 707 North Calvert Street Baltimore, Maryland 21202 Mailstop C-405 e-mail:

Office Phone:

mgargard@mdot.maryland.gov 410-545-8900

Bids are to be sent to: Electronic submission will only be accepted on eMaryland Marketplace Advantage (eMMA) for uploading assistance contact emma.helpdesk@maryland.gov

Pre-Bid Conference: August 15, 2022, at 10:00 a.m. Local Time via Microsoft Teams w/MDOT SHA +1 667-262-2962 Conference ID: 983030869# To join by other than phone device, please contact the Procurement Officer for a Microsoft Teams meeting invitation.

Questions Due Date and Time August 25, 2022, at 4:00 p.m. Local Time

Bid Due (Closing) Date and Time:

September 08, 2022, at 2:00 p.m. Local Time Bidders are reminded that a completed Feedback Form is requested if a no-bid decision is made (see page ii of 85).

Public Bid Opening Date, Time and Location

September 08, 2022, at 2:00 p.m. Local Time All bids must be submitted electronically via eMaryland Marketplace Advantage (eMMA). All bids will be opened via eMaryland Marketplace.

MBE Subcontracting Goal: 0%

VSBE Subcontracting Goal: 0%

Contract Type: Firm Fixed Price mailto:emma.helpdesk@maryland.gov

Page iv of 85

Contract Duration: Three (3) years base period with (1) two-years renewal option

Primary Place of Performance:

State Highway Administration Hanover Complex 7491 Connelley Drive Hanover, Maryland, 21076

SBR Designation: No

Federal Funding: No

Page v of 85

TABLE OF CONTENTS – MULTI-STEP INVITATION FOR

BIDS (MS-IFB)

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.2 Background and Purpose

2.3 Responsibilities and Tasks

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

3.2 End of Contract Transition

3.3 Invoicing

3.4 Liquidated Damages

3.5 Disaster Recovery and Data

3.6 Insurance Requirements

3.7 Security Requirements

3.8 Problem Escalation Procedure

3.9 SOC 2 Type 2 Audit Report

3.10 Minority Business Enterprise (MBE) Reports

3.11 Veteran Small Business Enterprise (VSBE) Reports ................. Error! Bookmark not defined.

3.12 Work Orders

3.13 Additional Clauses ...................................................................... Error! Bookmark not defined.

4 Procurement Instructions

4.1 Pre-Bid Conference

4.2 eMaryland Marketplace Advantage (eMMA)

4.3 Questions

4.4 Procurement Method

4.5 Bid Due (Closing) Date and Time

4.6 Multiple or Alternate Bids .......................................................... Error! Bookmark not defined.

4.7 Receipt, Opening and Recording of Bids

4.8 Confidentiality of Bids / Public Information Act Notice

4.9 Award Basis

Page vi of 85

4.10 Tie Bids

4.11 Duration of Bids

4.12 Revisions to the MULTI-STEP INVITATION FOR BIDS (MS-IFB)

4.13 Cancellations

4.14 Incurred Expenses

4.15 Protest/Disputes

4.16 Bidder Responsibilities

4.17 Acceptance of Terms and Conditions

4.18 Bid/Proposal Affidavit

4.19 Contract Affidavit

4.20 Compliance with Laws/Arrearages

4.21 Verification of Registration and Tax Payment

4.22 False Statements

4.23 Payments by Electronic Funds Transfer

4.24 Prompt Payment Policy

4.25 Electronic Procurements Authorized

4.26 MBE Participation Goal

4.27 VSBE Participation Goal

4.28 Living Wage Requirements

4.29 Federal Funding Acknowledgement

4.30 Conflict of Interest Affidavit and Disclosure

4.31 Non-Disclosure Agreement

4.32 HIPAA - Business Associate Agreement

4.33 Nonvisual Access

4.34 Mercury and Products That Contain Mercury

4.35 Location of the Performance of Services Disclosure

4.36 Department of Human Services (DHS) Hiring Agreement

4.37 Small Business Reserve (SBR) Procurement

4.38 Bonds .......................................................................................... Error! Bookmark not defined.

4.39 Maryland Healthy Working Families Act Requirements

5 Bid Format

5.1 One Part Submission

5.2 Labeling

5.3 Bid Price Form

Page vii of 85

5.4 Required Bid Submission

5.5 Delivery

5.6 Documents Required upon Notice of Recommendation for Contract Award

6 Bid Evaluation and Award

6.1 Bid Evaluation Criteria

6.2 Reciprocal Preference

6.3 Award Determination

6.4 Documents Required upon Notice of Recommendation for Contract Award

7 MULTI-STEP INVITATION FOR BIDS (MS-IFB) ATTACHMENTS AND APPENDICES . 44

Attachment A. Pre-Bid Conference Response Form

Attachment B. Bid Instructions & Form

Attachment C. Bid/Proposal Affidavit

Attachment D. Minority Business Enterprise (MBE) Forms

Attachment E. Veteran-Owned Small Business Enterprise (VSBE) Forms

Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts

Attachment G. Federal Funds Attachments

Attachment H. Conflict of Interest Affidavit and Disclosure

Attachment I. Non-Disclosure Agreement (Contractor)

Attachment J. HIPAA Business Associate Agreement

Attachment K. Mercury Affidavit

Attachment L. Location of the Performance of Services Disclosure

Attachment M. Contract

Attachment N. Contract Affidavit

Attachment O. DHS Hiring Agreement

Appendix 1. – Abbreviations and Definitions

Appendix <<#>>. – <<Title of Appendix>>

1 Minimum Qualifications

1.1 Bidder Minimum Qualifications

As part of the determination to be considered responsive, the Bidder must document in its Bid that it satisfies the following Minimum Qualifications:

1.1.1 The Bidder shall have three (3) years of experience providing weather forecasting services for a Transportation Agency. As proof of meeting this requirement, the Bidder shall provide with its Bid two (2) references from the past five (5) years able to attest to the Bidder’s experience.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The DEPARTMENT OF TRANSPORTATION STATE HIGHWAY ADMINISTRATION

(MDOT SHA or the "Administration") is issuing this Multi-Step Invitation for Bids (MS-IFB) to procure the services defined in this Section, as specified in this Multi-Step Invitation for Bids (MS-IFB), from a contract between the successful bidder(s) and the MDOT SHA.

2.1.2 The Contractor will provide an internet based weather and pavement forecasting service which shall be accessible through a standard web browser and have the capability to automatically receive, store, and display a full spectrum of vital weather service products (text, map, images, and graphical). The pavement forecasting services utilize roadway sensors to predict pavement temperatures and conditions, as well as prescribe appropriate highway operations for particular weather conditions. Transportation managers use data from these services to allocate resources and direct operations to ensure safety and mobility on the MDOT SHA and MdTA highway network.

2.1.3 It is the Administration’s intention to obtain services, as specified in this MULTI-STEP INVITATION FOR BIDS (MS-IFB), from a Contract between the selected Bidder and the State.

The anticipated duration of services to be provided under this Contract is three (3) years, and one

(1) two-year renewal option.

2.1.4 The Administration intends to make a single award for the work under this MULTI-STEP INVITATION FOR BIDS (MS-IFB). See MULTI-STEP INVITATION FOR BIDS (MS-IFB) Section 4.8 Award Basis for more Contract award information.

2.1.5 A Bidder, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Bidder (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.2 Background and Purpose

2.2.1 Project Goals

a) The Maryland Department of Transportation State Highway Administration (MDOT SHA) and The Maryland Department of Transportation Maryland Transportation Authority (MDOT MdTA) are responsible for responding to all severe weather that affects transportation services that potentially impact the safety of the traveling public. These severe weather conditions include, but are not limited to, blizzards, tornadoes, hurricanes, tropical storms, flash flooding, coastal flooding, high winds, and severe thunderstorms. The MDOT SHA and MDOT MdTA rely on critical weather forecasting and pavement forecasting condition services as they conduct winter operations.

b) The State requires information on precipitation timing, amounts and intensity, wind speed and direction, pavement temperatures and conditions, and other statistics and models related to severe weather systems. The State’s weather-related operations must be based on accurate weather forecasting and pavement conditions to achieve effective preparedness and management of resources.

2.2.2 State Staff and Roles

a) In addition to the Procurement Officer and Contract Monitor, the Administration will provide a State Project Manager.

b) The State Project Manager will be responsible for Contract administration functions, including issuing written direction, invoice approval, monitoring this Contract to ensure compliance with the terms and conditions of the Contract, monitoring MBE and VSBE compliance, and achieving completion of the Contract on budget, on time, and within scope. The State Project Manager may authorize in writing one or more State representatives to act on behalf of the State Project Manager in the performance of the State Project Manager’s responsibilities.

2.2.3 Other State Responsibilities

a) The State is responsible for providing required information, data, documentation, and test data to facilitate the Contractor’s performance of the work and will provide such additional assistance and services as is specifically set forth.

2.3 Responsibilities and Tasks

2.3.1 Work Scheduling, Rates, Procedures

a) The purpose of this contract is to provide weather and pavement forecasting services to assist MDOT SHA and MDOT MdTA with their responsibility for weather related maintenance operations on MDOT SHA and MDOT MdTA maintained roadways. Through this solicitation, the MDOT SHA is seeking multi-step competitive sealed bids for weather and pavement forecasting services from qualified vendors. The Contractor shall provide all weather and pavement forecasting requirements outlined in this MULTI-STEP INVITATION FOR BIDS (MS-IFB) to MDOT SHA. The Contractor shall provide accurate, timely, and year-round (365 days/24 hours a day) specified weather and pavement forecasting services and products.

Accurate forecasts of weather and road conditions are required for the MDOT SHA and MDOT MdTA maintenance offices and facilities located throughout the state. Each Transportation Business Unit (TBU) is responsible for all weather related highway maintenance activities, such as snow plowing, anti-icing, etc., within a specified geographic region.

b) MDOT SHA and MDOT MdTA are responsible for snow and ice control on the interstate, primary and secondary state-maintained roadways. MDOT SHA and MDOT MdTA rely on up to 155 Road Weather Information Systems (RWIS) sites, with a total of fifty five (55) full function RWIS sites containing passive flush-mounted in-pavement sensors and atmospheric readings and up to one-hundred (100) non-invasive road sensors that measure pavement temperatures and conditions only. Transportation managers use RWIS data and other weather information in order to effectively and efficiently manage winter maintenance operations and resources. These activities are essential to public safety, Maryland’s economy, and the environment. In order to employ the soundest practices, the State requires accurate predictions of frozen precipitation, winds, severe weather patterns, pavement temperatures and conditions. Specific criteria are outlined later in this document.

c) These services shall be compatible with the technology platforms of MDOT SHA and MDOT MdTA’s current weather services and RWIS technologies as listed in 2.3.2. Where applicable, third party service applications owned by MDOT SHA shall be used to deliver services required in this MULTI-STEP INVITATION FOR BIDS (MS-IFB).

2.3.2 General Requirements

a) The weather forecasting component shall provide weather observation, forecasting, and condition services, including but not limited to radar images and map layers. The Contractor shall identify the sources for the weather observation, forecasting, and condition services. The weather observation/forecasting services shall include the following sources:

• Contractor’s weather observation, forecasting, and condition services component

• National Weather Service (NWS)

• Federal Aviation Administration (FAA)

• National Oceanic and Atmospheric Administration (NOAA)

• Geostationary Operational Environmental Satellite (GOES)

• United States Geological Survey (USGS)

• MDOT SHA and MDOT MdTA RWIS

b) The Contractor shall provide nonstop, 24 hours a day, 7 days a week, atmospheric weather and roadway pavement forecasting services. The weather and pavement forecasting shall consist of two main components; a component for generating daily weather forecasting and observations year-round, and a component for generating daily pavement conditions, based upon current and projected weather forecasting and observations from October 1st to April 30th. Each of these components shall be provided for local and state geographic regions, as well as national weather forecasting and observations. Each component shall meet all conditions of the general functional requirements, as well as the specific requirements and update frequencies assigned to forecast products.

c) The Contractor shall provide a pavement forecasting system, designed specifically for snow removal, anti-icing, and road maintenance operations. This system shall provide forecasts for bridge deck and roadway pavement temperatures, pavement conditions (dry, damp, snow covered, etc.), and frost probabilities. These pavement forecasts shall be supplemented with a Maintenance Decision Support System (MDSS) which provides highway maintenance operation and treatment recommendations, including application rates and cycle times. See Section 2.3.10.

d) Two employees of the Contractor (at a minimum), who are also qualified meteorologists, one of which who must always be on duty or on call 24 hours a day, 7 days a week during the Contract period. Each qualified meteorologist must have a formal educational training in meteorology from an accredited college, university, or military institution with at least three (3) years’ experience forecasting weather in a region. It shall be required by the Contractor to only use qualified meteorologists in all forecast preparation. Cooperative observer, students, or interns shall not be utilized or responsible for forecast preparation.

e) Two employees of the Contractor’s Information Technology staff (at a minimum) shall be capable of providing technical support for the Contractor’s web site, and all services provided must be on-duty or on-call 24 hours a day, 7 days a week during the Contract period. A toll-free number must be supplied for forecasting or technical responses. The service shall provide a web portal for the Users to interact 24 hours a day, 7 days a week with live professional meteorologists via an interactive chat session, text messages or internet blog. Customer questions may be submitted by the Users to the forecasters and shall be answered within 20 minutes of being submitted and posted to a forum for other Users to see. The Contractor’s meteorologist shall be available via conference call prior to emergency operations activations and/or during severe forecasted weather events.

2.3.2 Access and Operating Environment

a) These services shall be internet accessible through a standard web browser and shall operate via desktop or mobile electronic device. MDOT SHA and MDOT MdTA maintenance facilities, District Offices, Statewide Operation Center (SOC) and Traffic Operations Centers (TOC) are connected via high-speed networks. All operational facilities have access to the internet via MDOT Internet Service Providers. MDOT SHA and MDOT MdTA User’s access programs and applications with standard Intel based Personal Computers (PC) using Microsoft Windows 10 Operating System. The standard internet web browsers used by all offices is Google Chrome and Apple Safari.

b) The service shall be capable of serving up to 500 concurrent Users at any time without degradation in acceptable Level of Service (LOS) as determined by MDOT SHA. It is understood the Contractor has no control over degraded internet service due to internet service providers or the MDOT Network. The service shall utilize a User security service with Username and Passwords for individual and group accounts. Standard web-based User challenge login box will be utilized. User accounts will be administered by MDOT SHA, and the Contractor shall be responsible for maintaining these accounts.

c) The service shall be capable of accessing and displaying MDOT SHA’s RWIS data for inclusion in local pavement and atmospheric forecasts, and mapping layers. The RWIS data is collected at approximately 10-minute intervals and stored on an MDOT SHA server, which will then be uploaded to the Contractor’s internet accessible server every 15 minutes via File Transfer Protocol (FTP) or the contractor may propose an alternate method to FTP. MDOT SHA expects the Contractor to use the RWIS data in making forecasts as well as monitoring and displaying current conditions. The Contractor will be required to process the data from their server to support these services and all costs of obtaining the data from the server will be borne by the Contractor. The Contractor shall provide detail on how this data will be used in their forecasting process.

d) Contracting services and products shall be User friendly, with minimal mouse clicks and keystrokes, and have simple web browser navigation that is accessible via personal computers and mobile devises. Users shall have the ability to setup features and alerts specific to their geographic regions, specified roadways and RWIS sites for short- and long-term weather and pavement forecasts. The service shall have multi-tasking capability to permit simultaneously receiving and storing new data while manipulating, looping, and replaying current and historic data. The service shall provide a My Favorites page which will allow the User to save any frequently used maps, charts, graphics, spreadsheets, text or previous storm reports to a separate page for easy and quick access.

e) The service shall be fully capable of accessing and displaying all weather and pavement related data products supported by MDOT SHA’s Coordinated Highways Action Response Team (CHART) Intelligent Transportation Systems (ITS), including real time data from MDOT SHA’s RWIS. The contractor shall provide an electronic method for MDOT SHA to obtain specific forecast components for inclusion into MDOT SHA reporting systems. The required method will be FTP unless an alternate method is agreed upon by MDOT SHA. The contractor will provide products specified by MDOT SHA as they are updated and post them to contractor FTP site for

MDOT SHA to retrieve. The services shall allow the User to customize multiple playback or automatic slide-show sequences consisting of any radar, satellite, or graphic images or loops.

The service shall be capable to zoom in and out while displaying animation or time-lapse loops of any images. The looping of radar and other mapping images shall be able to be displayed in a continuous updating loop running without interruption for 24x7 display on monitors at MDOT SHA and MDOT MdTA facilities.

f) The service shall have full color printing capability. Weather maps and forecasts shall be formatted to be print-friendly on 8.5” x 11” page size. When a product spans more than 1 page, it shall be formatted to page break cleanly without breaking up information between pages.

g) The service shall provide local tabular forecast charts, weather maps, and text discussions that are location specific for any User-defined location selected within a fifty (50) mile extent outside the state boundaries, plus city forecasts for all major cities as defined by NWS City Forecasts.

2.3.3 Training Requirements

A. The Contractor shall provide an online training tutorial and Help functionality on the Home Page or within the Dashboard menu. These User assistance tools shall include text that relates to the graphics and functionality of the application, as well as definitions for terminology specific to the application. The Contractor shall prepare a training presentation and a Webinar to cover weather and MDSS. This training is to be presented annually and conducted over several successive days so that all Users receive the training prior to each winter season. It shall be at the discretion of the Administration if the training will be conducted on-site or virtually. This shall not be a separate pay item, but incidental to the pay items in the Invitation for Bids.

2.3.4 Required Services and Forecast Requirements

A. Weather Radar and Satellite Display Services The service shall provide automatic Next-Generation Radar (NEXRAD) based storm tracking, including storm direction, speed, time-of-arrival, and other storm attributes such as precipitation type. The service shall be able to access, display, store, and loop near real-time, high-resolution data from all government-owned WSR-88D radars, in scalable format. Radar displays shall be available from a national level down to localized neighborhood levels within the state. The service shall provide precipitation timing capability that allows the User to monitor storm characteristics while simultaneously determining when precipitation will begin at any geographic location. The service shall provide text description and graphic display of forecasted timing of precipitation and the area of impact. Graphic display shall be a translucent overlay of impacted counties. Text shall indicate time and precipitation type. Radar imagery shall update every 10 minutes. Radar imagery shall be available for playback in 2,6,12 and 24-hour loops. Future or (predictive) radar imagery shall be provided for 2, 12 and 24-hour loop displays. User shall have controls to stop and start image looping and step through image by image.

The satellite weather services shall be based on satellite data provided by geostationary satellite server (GOES) from National Oceanic Atmospheric Association (NOAA). The satellite weather services shall include visible and Infrared (IR) channel data. The radar weather services shall be based on WSR-88D data provided by NOAA. Satellite overlays shall be selectable from the following: Visible, Infrared, Water Vapor, Visible/Radar and Infrared/Radar. Other radar data sources may be used if applicable, e.g., FAA Terminal Doppler Weather Radar, Satellite Imagery.

B. Weather Forecast Services Parameters

Weather forecast services shall include the following parameters:

• Surface air temperature (degrees Fahrenheit as default)

• Surface dew point temperature (degrees Fahrenheit as default)

• Surface relative humidity (percent)

• Surface wind speed and wind direction (miles per hour and in half- octant form, i.e., NW, NE, etc.)

• Surface wind gust (statute miles per hour)

• Sustained wind speeds

• Cloud cover

• Precipitation type (snow, rain, freezing rain, sleet, fog and mist)

• Precipitation rate (inches per hour)

• Precipitation accumulation on roadway (inches per hour)

• National Weather Service (NWS) watches, warnings and advisories

The meteorologist shall be available for forecasting and accommodate live interaction with MDOT SHA via phone or email. Both weather and pavement forecasting services shall provide a Custom Regional Discussion textual narrative forecast, prepared by a certified meteorologist, and updated every three hours for winter weather and pavement conditions. The forecast shall cover the entire state, broken out by regions. This forecast shall be updated every 3 hours. This forecast display shall include the ability for Users to post questions and receive replies from the meteorologist in a blog type format and updated upon request. The text from the Weather Forecast discussion/blog should be Exported via FTP or other agreed upon electronic delivery method. The regions (Districts) shall be in the following order, and include localized forecasts for the identified counties listed below:

Region County National Capital Region Montgomery and Prince George’s Baltimore Metropolitan Region Baltimore and Harford Anne Arundel County and Southern Maryland Anne Arundel, Calvert, Charles, St. Mary’s North Central Carroll, Frederick, Howard Upper Eastern Shore Cecil, Kent, Caroline, Queen Anne’s, Talbot Lower Eastern Shore Somerset, Worcester, Wicomico, Dorchester Western Maryland Garrett, Allegany, Washington

C. Regional Weather Forecast Services

The Contractor shall provide text-based weather forecasts every day beginning at 7 AM EST. This forecast shall be considered the 48-hour baseline forecast with a new 48-hour forecast provided every 3 hours. The forecast shall be broken into 12-hour sections covering Today, Tonight, Tomorrow Day, Tomorrow Night. The Contractor shall provide weather forecast services with components such as Sky (i.e. cloud cover), Wind Speed/Gusts, Air Temperatures, Precipitation type and accumulation, Precipitation Probability, Pavement conditions. A forecast shall be updated for each region described above. This product will be made available via FTP server for MDOT SHA use in internal systems.

2.3.5 Mapping Layers and Graphics

The service shall provide a graphical mapping system for the display of overlays depicting atmospheric weather and pavement forecasting and conditions. Weather forecasting shall be depicted as color bands and contours. The color bands shall represent temperature ranges at 2–3-degree increments and for all temperatures range displays. Overlays shall be defined by colors, hatching, and contour lines, overlaid upon the State boundaries of Maryland and neighboring states.

Available Overlays Overlays on the map shall include historical data (6 hour and 24-hour loops) and current forecast (current time to 24 hours into the future). Overlays should include:

• Air temperature

• Pavement temperature

• Dew point

• Relative humidity

• Wind speed

• Wind speed gusts

• Hourly precipitation

• Hourly snowfall

Summary Overlays The 24-hour totals should be included for:

• High temperature

• Low temperature

• Precipitation accumulation

• Snow accumulation

3 Day National Graphics Forecast The following graphical layers should be provided:

• Air temperature

• Dew point

• Relative humidity

• Wind speed

• Cloud cover

• Future radar

• Precipitation type

• Precipitation rate

• Snow rate

• Daily precipitation totals o 0-24 hour total, 24-48 hour total, 48-72 hour total, 72-hour total

• Daily snow totals o 0-24 hour total, 24-48 hour total, 48-72 hour total, 72-hour total

User Configurable Map Layers The following layers will be toggled on/off in any combination to provide data points on the map with data tags displaying the User selected option for each layer.

NWS Watches, Warning and Advisories When the NWS issues watches, warnings, or advisories for locations within the State, distinguishable color shall be used to highlight the impacted areas.

Forecast Sites and Maintenance Decision Support System (MDSS) Routes Road Temperature, Road Condition, Percent Ice, Mobility Index, Road Alerts, Weather Alerts, Maintenance Alerts, Blowing Snow Alerts

RWIS

Air Temperature, Dew Point, Wind Speed, Precipitation Type, Road Temperature, Road Pavement Condition, Bridge Temperature, Bridge Pavement Condition, Sub Surface Temperature

MetAR Air Temperature, Dew Point, Wind Speed, Wind Gust, Visibility, Cloud Cover, Weather Type

CHART Streaming Video Contractor shall provide icons for MD MDOT SHA CHART streaming video camera locations. Icon shall be configured to play streaming video from video streams provided by MD MDOT SHA.

2.3.6 Hurricane Tracking and Forecasts

The service shall provide National Hurricane tracking maps that depict forecasted path of tropical depressions, tropical storms, and hurricanes. A separate map shall be provided for each storm tracked by the NOAA National Hurricane Center. Maps shall include landfall probability cones for affected areas within the forecasted path, wind speed probability, precipitation forecast and wave height. Each forecasted map shall include the latest information provided by NOAA. A link to the National Hurricane Office website shall be available on the site.

2.3.7 National Weather Service Forecasting Services

The service shall include a custom designed page with embedded direct links to the following NWS internet pages, appropriately labeled and organized:

• NWS Sterling Homepage

• NWS Mount Holly Homepage

• NWS Wakefield Homepage

• NWS Sterling Winter Weather Page

• NWS Mount Holly Winter Weather Page

• NWS Wakefield Winter Weather Page

• NWS Mount Holly Susquehanna River at Conowingo Dam Webpage

• NWS Middle Atlantic River Forecast Center Homepage

• NWS Hydro-meteorological Forecast Center Homepage

The service shall graphically display NWS issued watches, warnings & advisories issued by county overlaid on radar and satellite imagery. User shall click on the affected, color-coded county to read the full text message of the advisory. User defined zoom capability for the interactive map display shall be provided to permit zoom while displaying animation or time-lapse loops of radar data. The service shall have the capability to automatically receive, store, and display a full spectrum of NWS watches, warnings, and advisories, including but not limited to:

• Winter storm watches and warnings

• Flood watches and warnings

• Flash flood watches and warnings

• Severe thunderstorm watches and warnings

• Tornado watches and warnings

• High wind watches and warnings

• Freeze watches and warnings

• Winter weather advisories

• Freezing rain advisories

• Snow advisories

• Flood advisories

• Wind advisories

• Dense fog advisories

The service shall provide hourly local forecasts, 24 hours a day, 365 days of the year. Local forecasts shall provide a brief, concise meteorologist-generated text forecast on weather conditions relevant to highway maintenance activities. The service shall provide local tabular forecast charts, weather maps, and text descriptions that are location specific for any User-defined location, plus city forecasts for all major cities in Maryland. Tabular forecast charts and graphics shall have the capability to depict various forecast conditions either singularly or in combination. Local tabular forecast charts, weather maps, and text discussions shall include current and forecasted:

• Air temperature

• Pavement temperature and condition

• Wind speed and direction, including wind gusts

• Wind chill temperature

• Precipitation type, intensity, rate, probability, amount, and total accumulation

• Sky conditions and cloud cover

• Relative humidity

• Visibility

• Dew point temperature

• Frost potential probability

2.3.8 Winter Season Forecasts (October 1 through April 30)

The Contractor’s service shall be capable of generating specific winter season forecast products annually from October 1st thru April 30th. This shall include all pavement condition forecasting, MDSS route forecasts, storm track forecasts, snow fall accumulation reports. The forecast products shall also include a custom generated Maryland precipitation timing map, with precipitation type, timing of forecasted onset, expected accumulation, and road impact timing if roads were left untreated versus anti-icing activities.

This forecast information must be overlaid on a base map of Maryland county boundaries. Any color coding used in this custom map shall match the color scheme used in the radar mapping products. In addition to estimated precipitation start time, the map shall include estimated stop times delineated by a dashed line. The map shall be updated every three hours during periods when frozen type precipitation is forecasted.

2.3.9 Pavement Condition Forecasts

The pavement condition and forecasting service shall recommend highway maintenance activities to achieve a desired level of service. These recommendations will be derived from a compilation and assessment of mobility index data and various sources (Contractor’s, NWS, RWIS, etc.) of weather and pavement forecast and condition information. Pavement forecasts shall be provided for fifty-five (55) RWIS sites and up to forty (40) individual snow routes and each forecast shall include:

• Road identification (e.g., route, segment, corridor)

• Pavement condition, current (from RWIS) and forecasted

• Pavement forecast and observation information products (text, tables, map, images, and graphics)

• Winter maintenance treatment recommendations (MDSS) o Treatment recommendations shall be provided as a range with:

o The minimum recommended action would prevent a bond of snow/ice to the roads surface o The maximum recommended action would result in a wet road with no snow coverage

• Ability to display forecasted data along with historical RWIS observation data to compare accuracy of forecast.

• Printable format of forecast table and graphics

RWIS Site forecast The RWIS forecasts shall be specific to each RWIS location containing a tabular, graphic, and cartographic forecast of pavement temperatures and pavement conditions. The pavement condition forecasts shall be updated at a minimum of every six (6) hours, with updates every three (3) hours once winter precipitation has been forecasted in the state of Maryland. The RWIS forecast shall be displayed in a tabular data format and color-coded graphical displays with legends. At minimum, the tabular data shall include the following forecast components:

• Air temperature

• Pavement temperature

• Bridge sensor temperature

• Dew point temperature

• Humidity %

• Wind speed and direction, including wind gusts

• Wind chill temperature

• Precipitation type, intensity, rate and probability

• 24-hour total precipitation

• Visibility

• Drifting/blowing snow potential (Y/N)

• Frost potential (Y/N)

• Salinity (%)

• Freeze and refreeze temperature

• Timing of potential road impacts

RWIS pavement temperature and condition forecasts shall display forecast data in a tabular and graphical format with data items organized into hourly columns that are titled by day and time. The tabular data shall contain forty-eight (48) hours of forecast data, displayed in twelve (12) hour views that can be scrolled through. The tabular data for the twelve (12) hours prior to the current time shall include forecasted, as well as actual conditions and the actual information shall come directly from the RWIS sensor. The tabular data for the current time shall display the actual information from the RWIS sensor.

The future forty-eight (48) hours of the tabular data shall be forecasted information.

This forecast page shall allow Users to switch forecast sites via drop down menu. The forecast page shall be printable on 8.5” x 11” with all data items viewable.

2.3.10 Maintenance Decision Support System

The service shall have features from the Maintenance Decision Support System (MDSS) within its pavement sensor forecast. These forecast features shall refresh every 15 minutes and shall be associated with MDOT SHA selected MDSS sites, as well as MDOT SHA’s current RWIS. Users shall have the ability to view MDSS route information, including, but not limited to:

• Road temperature

• Road condition

• Percent of ice

• Mobility index

• Maintenance alerts (color coded)

• Chemical application recommendation

• When and how much chemical to apply

• Color coded road temperature

• Color coded weather type

• Blowing snow risk alerts (color coded)

2.3.11 Storm Forecast Track Mapping Capability

The service shall be capable of providing a major storm forecast tracking map at a minimum of five days prior to the onset of a significant weather storm event, including the potential of total snow accumulation greater than eight (8) inches. The map shall include the United States east of the Mississippi River and shall be updated every twelve (12) hours. The map shall be similar to National Hurricane Center tropical storm 5-day forecast maps and detail:

• State boundaries

• Maryland county boundaries

• Projected storm path(s) by day

• Projected location of Low-Pressure System, provide % of probability of Low-Pressure locations

• Delineate, by color, the potential for rain or snowfall with accumulations greater than 8” and ice or freezing rain greater than 1”

2.3.12 Snowfall Totals

The service shall be capable of providing a real time accumulated snow map for the State during winter storm events. The map shall be updated every three (3) hours. The map shall include color shading to delineate reported total snow accumulation depths in categories of two (2) inch increments.

2.3.13 Precipitation and Road Impact Timing Map

The Contractor shall provide a forecast for the start and stop times of all impending frozen precipitation, as well as a forecast for the time in which frozen precipitation will impact the road surfaces. The map shall be overlaid with brief text to describe start/stop times, accumulations by region. This map shall be updated every 3 hours during the defined winter season. These forecasts shall be provided as a map and in a format that can be exported from the system (JPEG, PNG, etc.) for quick distribution via email. This product will be made available via FTP server for MDOT SHA use in internal systems.

2.3.14 Winter Storm Event Precipitation Accumulation Report

For the purpose of assessing the efficiency of anti-icing material used during snow and ice control activities, a post storm frozen precipitation accumulation report shall be generated. This report shall include the total accumulation of each precipitation type and shall be based on the weather radar and observation data generated during the winter storm event. A winter storm event shall be defined as the time period after the first instance of frozen precipitation within the State through the time in which frozen precipitation ends for the event. During each winter storm event, frozen precipitation accumulation records shall be gathered for up to forty (40) predefined location points, routes, or geographical areas. Upon MDOT SHA’s request, within twelve (12) hours after a winter event, the total accumulations, by precipitation type, for each predefined location shall be available as a map and in a tabular format that can be exported as Microsoft Excel document.

3 Contractor Requirements: General

3.1 Contract Initiation Requirements

A. Contractor shall schedule and hold a kickoff meeting within 10 Business Days of NTP

Date. At the kickoff, the Contractor shall furnish an updated Project Schedule describing the activities for the Contractor, the State, and any third parties for fully transitioning to the Contractor’s solution.

3.2 End of Contract Transition

The Contractor shall provide transition assistance as requested by the State to facilitate the orderly transfer of services to the State or a follow-on contractor, for a period up to 90days prior to Contract end date, or the termination thereof. Such transition efforts shall consist, not by way of limitation, of:

Provide additional services and support as requested to successfully complete the transition;

Maintain the services called for by the Contract at the required level of proficiency;

Provide updated System Documentation (see Appendix 1), as appropriate; and

Provide current operating procedures (as appropriate).

The Contractor shall work toward a prompt and timely transition, proceeding in accordance with the directions of the Contract Monitor. The Contract Monitor may provide the Contractor with additional instructions to meet specific transition requirements prior to the end of the Contract.

The Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of State personnel or a third party, as directed by the Contract Monitor.

The Contractor shall support end-of-Contract transition efforts with technical and project support to include but not be limited to:

The Contractor shall provide a draft Transition-Out Plan 120 Business Days in advance of Contract end date.

The Transition-Out Plan shall address at a minimum the following areas:

Any staffing concerns/issues related to the closeout of the Contract;

Communications and reporting process between the Contractor, the Administration, and the Contract Monitor;

3.2.1 Return and Maintenance of State Data

a) Upon termination or the expiration of the Contract Term, the Contractor shall: (a) return to the State all State data in either the form it was provided to the Contractor or in a mutually agreed format along with the schema necessary to read such data; (b) preserve, maintain, and protect all State data until the earlier of a direction by the State to delete such data or the expiration of 90 days (“the retention period”) from the date of termination or expiration of the Contract term; (c) after the retention period, the Contractor shall securely dispose of and permanently delete all State data in all of its forms, such as disk, CD/DVD, backup tape and paper such that it is not recoverable, according to National Institute of Standards and Technology (NIST)-approved methods with certificates of destruction to be provided to the State; and (d) prepare an accurate accounting from which the State may reconcile all outstanding accounts. The final monthly invoice for the services provided hereunder shall include all charges for the 90-day data retention period.

b) During any period of service suspension, the Contractor shall maintain all State data in its then existing form, unless otherwise directed in writing by the Contract Monitor.

c) In addition to the foregoing, the State shall be entitled to any post-termination/expiration assistance generally made available by Contractor with respect to the services.

3.3 Invoicing

3.3.1 General

a) The Contractor shall e-mail the original of each invoice and signed authorization to invoice to the Contract Monitor and Dorothy Antlitz at e-mail address:

oom_hmd_contracts_einvoice@mdot.maryland.gov

All invoices for services shall be verified by the Contractor as accurate at the time of submission.

An invoice not satisfying the requirements of a Proper Invoice (as defined in COMAR 21.06.09) cannot be processed for payment. To be considered a Proper Invoice, invoices must include the following information, without error:

1) Contractor name and address;

2) Remittance address;

3) Federal taxpayer identification (FEIN) number, social security number, as appropriate;

4) Invoice period (i.e. time period during which services covered by invoice were performed);

5) Invoice date;

6) Invoice number;

7) State assigned Contract number;

8) State assigned (Blanket) Purchase Order number(s);

9) Goods or services provided;

10) Amount due; and

11) Any additional documentation required by regulation or the Contract.

Invoices that contain both fixed price and time and material items shall clearly identify each item as either fixed price or time and material billing.

The Administration reserves the right to reduce or withhold Contract payment in the event the Contractor does not provide the Administration with all required deliverables within the time frame specified in the Contract or otherwise breaches the terms and conditions of the Contract until such time as the Contractor brings itself into full compliance with the Contract.

Any action on the part of the Administration, or dispute of action by the Contractor, shall be in accordance with the provisions of Md. Code Ann., State Finance and Procurement Article §§ 15-215 through 15-223 and with COMAR 21.10.04.

The State is generally exempt from federal excise taxes, Maryland sales and use taxes, District of Columbia sales taxes and transportation taxes. The Contractor, however, is not exempt from such sales and use taxes and may be liable for the same.

mailto:oom_hmd_contracts_einvoice@mdot.maryland.gov

Invoices for final payment shall be clearly marked as “FINAL” and submitted when all work requirements have been completed and no further charges are to be incurred under the Contract. In no event shall any invoice be submitted later than 60 calendar days from the Contract termination date.

3.3.2 Invoice Submission Schedule

The Contractor shall submit invoices in accordance with the following schedule:

a) For items of work for which there is annual pricing, see Attachment B–Bid Form, those items shall be billed in equal monthly installments for the applicable Contract year in the month following the performance of the services.

3.3.3 For the purposes of the Contract an amount will not be deemed due and payable if:

a) The amount invoiced is inconsistent with the Contract;

b) The proper invoice has not been received by the party or office specified in the Contract;

c) The invoice or performance is in dispute or the Contractor has failed to otherwise comply with the provisions of the Contract;

d) The item or services have not been accepted;

e) The quantity of items delivered is less than the quantity ordered;

f) The items or services do not meet the quality requirements of the Contract;

g) If the Contract provides for progress payments, the proper invoice for the progress payment has not been submitted pursuant to the schedule;

h) If the Contract provides for withholding a retainage and the invoice is for the retainage, all stipulated conditions for release of the retainage have not been met; or

i) The Contractor has not submitted satisfactory documentation or other evidence reasonably required by the Procurement Officer or by the Contract concerning performance under the Contract and compliance with its provisions.

3.3.4 Travel Reimbursement

THIS SECTION IS INAPPLICABLE FOR THIS MULTI-STEP INVITATION FOR BIDS

(MS-IFB).

3.4 Liquidated Damages

THIS SECTION IS INAPPLICABLE FOR THIS MULTI-STEP INVITATION FOR BIDS

(MS-IFB).

3.4.1 MBE Liquidated Damages

THIS SECTION IS INAPPLICABLE TO THIS MULTI-STEP INVITATION FOR BIDS (MS-

IFB).

3.4.2 Liquidated Damages other than MBE

THIS SECTION IS INAPPLICABLE TO THIS MULTI-STEP INVITATION FOR BIDS (MS-

IFB).

3.5 Disaster Recovery and Data

The following requirements apply to the Contract:

3.5.1 Redundancy, Data Backup and Disaster Recovery

a) Unless specified otherwise in the MULTI-STEP INVITATION FOR BIDS (MS-IFB), Contractor shall maintain or cause to be maintained disaster avoidance procedures designed to safeguard State data and other confidential information, Contractor’s processing capability and the availability of hosted services, in each case throughout the Contract term.