Request for Information - ITTF 2025.pdf

Administrative Services

RFI 2025-0214-MC

Innovation and Technology Transportation Fund Project Development

Request for Information (RFI)

< This is NOT a Bid Solicitation >

The Virginia Department of Transportation (VDOT) is soliciting information and feedback from the industry on state-of-the-art solutions for delivering the Innovation and Technology Transportation Fund program. Based on the information gathered from this RFI, VDOT will refine its procurement strategy and may initiate one or more formal competitive procurement solicitations at a later date.

Issue Date: February 14, 2025 Project Title: Innovation and Technology Transportation Fund Project Development Commodity Codes: 91800, 91832, 91842, 91858, 91890, 91894, 91896

Contract Officer: Monique Curley EMAIL: monique.curley@vdot.virginia.gov

All Clarification Questions will only be received via email. All questions are due by March 3, 2025, at 12:00 pm EST.

Responses Due: No later than April 4, 2025, at 5:00 pm EST.

Also see Page 5, Item #5 – SUBMITTAL INSTRUCTIONS

Name and Address of Firm:

Name Date

Address

By:

Signature in ink

Print Name and Title eVA # of DUNS # Phone E-Mail

NOTE: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

Table of Contents

1. DISCLAIMER 3

2. PURPOSE 3

3. PROGRAM DESCRIPTION 4

4. STATEMENT OF NEEDS 4

5. SUBMITTAL INSTRUCTIONS 5

6. RFI RESPONSE 5

7. RFI CLARIFICATION QUESTIONS 6

8. RFI SCHEDULE 7

9. DISCLOSURE OF SUBMISSION MATERIALS 7

ATTACHMENT A 8

1. DISCLAIMER

This RFI is issued solely for information and planning purposes and does not constitute a solicitation.

Requirements for protecting trade secrets and proprietary information from disclosure: Do not submit trade secret, proprietary, or confidential information in the RFI response unless absolutely necessary. All information submitted to VDOT is subject to disclosure under the Virginia Freedom of Information Act (2.2- -3700 et seq. of the Code of Virginia) unless a specific exclusion applies. To claim an exclusion under the Virginia Public Procurement Act (2.2--4300 et seq. of the Code of Virginia), for data and materials submitted as part of a procurement transaction or prequalification application that you believe are trade secrets or proprietary information, you must:

1) File a written request, either before or at the time the data or materials are submitted, that:

• Invokes the protection of §2.2-4342 of the Code of Virginia;

• Identifies the specific data or other materials you seek to exclude and protect by using some distinct method such as highlighting or underlining. (Only identify the specific words, figures, or paragraphs that are claimed to be trade secrets or proprietary information; the identification of an entire document is not acceptable and may result in rejection of the claim for protection);

and

• States the reasons why protection is necessary; and

2) Submit a redacted copy of your response that deletes or blocks all data or material which is identified as a trade secret or proprietary information in the written request in MS WORD or .pdf in accordance with RFI Section 6 – SUBMITTAL INSTRUCTIONS.

3) Provide a summary of any proprietary information using the Attachment A, Proprietary/Confidential Information Summary Form that is attached to this RFI.

Responses to the RFI will not be returned. In accordance with Code of Virginia §2.2-4300, also known as the Virginia Public Procurement Act, responses to this notice are not offers and cannot be accepted by the Commonwealth of Virginia or VDOT to form a binding contract. Respondents are solely responsible for all expenses associated with responding to this RFI.

2. PURPOSE

The purpose of this Request for Information (RFI) is to solicit ideas from consultants and contractors related to advancing the effectiveness of the Commonwealth’s Innovation and Technology Transportation Fund (ITTF) program by soliciting input from the private sector of innovative projects for consideration by VDOT stakeholders. This RFI is an investigational document to solicit potential projects using the ITTF to improve mobility, congestion, safety, travel data and/or emergency response through emerging or advanced transportation technologies.

Such recommendations support the Department’s focus on Transportation System Management and Operations (TSMO).

Furthermore, VDOT seeks information about the lessons learned from the planning, design, and implementation of advanced transportation technologies. The information gathered from this RFI will be shared internally and may be used across the Department to identify and develop similar projects using future funding from the ITTF program.

3. PROGRAM DESCRIPTION

• Authorization: The ITTF program is defined in Code of Virginia §33.2-1531. Per the code, the fund shall be used solely for the purpose of funding pilot programs and fully developed initiatives pertaining to high-tech infrastructure improvements. “High-tech infrastructure improvements” means those projects or programs that reduce congestion, improve mobility, improve safety, provide up-to-date travel data, or improve emergency response.

• Funding: Each year, VDOT may advance projects up to $25M, if funding is available.

• Project Solicitation: VDOT solicits projects internally from its Central Office & nine (9) field districts, and from the Department of Rail and Public Transportation (DRPT). Localities can suggest projects to a VDOT District for consideration as a project sponsor. Only staff from VDOT and DRPT can formally submit project proposals.

• Project Evaluation and Selection: Projects are evaluated and scored using criteria concerning the project’s impact to mobility, congestion, safety, travel data, and/or emergency response; level of innovation, and the complexity of delivering and managing an implemented project or program. Ranked projects are presented to VDOT’s Executive Management team for consideration. Approved projects are included in VDOT’s Six Year Program project advancement process which includes but is not limited to public comments.

• Project Execution: VDOT project manager may choose to deliver the projects through an on-call contract delivery or through its Regular Advertisement and Award Process.

• Project Evaluation: Per the Code of Virginia §33.2-1531, VDOT submits a report annually to the General Assembly on the uses of the fund. The report lists active and completed projects.

The report presents the results of completed projects. All reports are posted on the Virginia General Assembly library website.

• Project Examples: There are over 50 active ITTF projects as of January 2025. Recently completed ITTF projects include the I-95 Variable Speed Limit system, the Northern Virginia Regional Multi-Modal Program’s Data Exchange Platform, zipper merge work zone efforts, and statewide projects to advance the Automated Traffic Signal Performance Measures. On-going projects include the Route 288 dynamic hard shoulder running project, dynamic ramp metering project in Northern Virginia, advanced over-height vehicle detection system at the I-64 Hampton Roads Bridge Tunnel, and hazardous vehicle placard detection system for the I-77 Big Walker Mountain Tunnel.

4. STATEMENT OF NEEDS

The ITTF funds have a focus on mobility, congestion, safety, traveler information and emergency response. These areas align the concepts of Transportation Systems Management and Operations (TSMO). Per the Federal Highway Administration, TSMO is defined as a set of integrated strategies that enable transportation agencies to better manage and operate existing roadway capacity to improve the reliability and efficiency of the system and the mobility of system users.

Many TSMO strategies rely on technologies, which inherently evolve. The ITTF program provides an opportunity for VDOT and DRPT to pilot and implement advanced or emerging technologies which are likely related to a TSMO strategy.

Awareness of advanced or emerging technologies is ongoing and challenging. Both VDOT and DRPT send staff to conferences and trade shows to learn of such strategies. Simultaneously, consultants and contractors have also engaged state officials to present new technologies. The challenge is to ensure that the right audience is presented with the right information.

Therefore, there is a need to provide a forum for consultants and contractors to share information about advanced and emerging technologies, preferably those that have been implemented or are past a theoretical phase and are ready to be implemented, to VDOT and DRPT and to have the information directly shared across the agencies so that the ITTF program will be used as effectively as possible.

5. SUBMITTAL INSTRUCTIONS

Respondents to this RFI must adhere to the following instructions:

5.1 Provide information in response to the questions listed in Section 6, as well as any other information that respondents deem to be useful and informative to VDOT. The response is limited to five (5) pages (not including Attachment A, the signed cover page, and supporting documentation) and have a font size of 10 or above using one-sided, letter-size (81⁄2 x 11 inch) paper. Brevity and conciseness are encouraged.

5.2 Responses to this RFI must be submitted by 5:00 pm EST on April 4, 2025. VDOT encourages vendors to submit responses prior to the due date and time.

5.3 Responses to this RFI should be submitted electronically through eVA, marking attachment as

ORIGINAL and/or REDACTED, and must include a copy of the cover page of this RFI signed by a duly authorized representative of the vendor evidencing that the vendor agrees to be bound by the terms and conditions described herein.

6. RFI RESPONSE

VDOT requests information and suggestions from industry to support the development of anticipated formal procurement documents. VDOT is interested in obtaining a response to the questions below.

Written responses will be accepted up until the deadline shown in the RFI schedule. As part of the response to this RFI, please include additional comments, insights, and suggestions that you believe will be helpful to VDOT. Keep in mind that VDOT seeks to maximize innovation and creativity from the private sector, while at the same time realizing best value.

RESPONSE CONTENT

1. Company Introduction. Introduce your company in one or two paragraphs. Provide your company website link and public agency reference contacts, where available. Please indicate what existing contracts the company has with other states, federal and localities (ex: VITA, VDOT, GSA, etc.).

2. Overview of Proposed Innovation: Introduce the proposed innovation project. Provide

a. Overview of project – Describe the proposed innovation or technology.

b. Alignment of the proposed project with one or more of the five focus areas of ITTF:

i. Reduce congestion

ii. Improve mobility

iii. Improve safety (motorist)

iv. Provide up-to-date travel data

v. Improve emergency response

c. State of Play of the proposed innovation or technology – Discuss the proposed innovation or technology’s level of development or application. Please state if the innovation or technology is emerging, under pilot implementation and evaluation, or fully implemented and evaluated at other locations. Please provide an estimated cost to design & implement the innovation or technology, the likely Operating & Maintenance costs, the training needs of staff, and any known or projected returns on investment.

Finally, please identify the locations and system owners, if applicable, or where the innovation or technology has been implemented.

d. Applicability of the proposed innovation or technology – Discuss if there any preferred implementation sites for the proposed innovation or technology across the Commonwealth.

Examples include, but are not limited to, urban/suburban vs. rural settings, limited access highways vs. arterials, targeted climate/weather locations, specific special facilities (tunnels), etc.

3. Capabilities. Please provide a description of your experience with scoping, designing, or implementing solutions of the specific (if implemented) or very similar proposed innovation or technology project, including how the project was procured, scoped, contracted, and implemented.

4. Participation at Presentations: Please note if your organization would also be willing to present the said innovation or technology at VDOT or DRPT events as well as the Intelligent Transportation Society of Virginia event.

7. RFI CLARIFICATION QUESTIONS

E-mail any clarification questions regarding this RFI by the deadline shown in the RFI schedule, below, to the VDOT Contract Officer on the title page. Include the following:

• Name

• Organization

• Email address

• Telephone number

• Detailed question

• Reference page number of RFI related to the question

Written responses to questions received by the deadline for submission for RFI clarifications may be published on www.eva.virginia.gov.

8. RFI SCHEDULE

The following represents VDOT’s current estimated schedule:

ACTIVITY/KEY MILESTONE DATE TIME (EST)

Issue the RFI Document February 14, 2025 1:00 pm

Deadline to submit clarification questions March 3, 2025 12:00 pm

Deadline to submit RFI response April 4, 2025 5:00 pm

9. DISCLOSURE OF SUBMISSION MATERIALS

Vendors agree that by responding to this RFI they are granting a license to VDOT for all data, materials, and documentation originated and prepared for VDOT pursuant to the RFI. Except for, copyrighted or trademarked materials, such data, materials and documentation shall be subject to public inspection in accordance with the Virginia Freedom of Information Act unless submitted as proprietary/confidential via Attachment A.

http://www.eva.virginia.gov/

ATTACHMENT A

PROPRIETARY/CONFIDENTIAL INFORMATION

SUMMARY FORM

SECTION/TITLE PAGE

NUMBER(S)

REASON(S) FOR WITHHOLDING

FROM DISCLOSURE*

* Identify the reason for withholding from disclosure in accordance with the Code of Virginia § 2.2-4342F https://law.lis.virginia.gov/vacode/title2.2/chapter43/section2.2-4342/