Ohio Department of Transportation Request for Proposal # RWIS Weather & Pavement Condition Forecasting Service

Transcription

1 Ohio Department of Transportation Request for Proposal # RWIS Weather & Pavement Condition Forecasting Service Proposal Issue Date: July 3, 2014 Mandatory Pre-Proposal Conference: July 16, 2014 Proposal Inquiry Period Ends: July 22, 2014, 11:00 AM Eastern Time Proposal Due Date: August 5, 2014, 11:00 AM Eastern Time Page 1

2 I. PROPOSAL INTRODUCTION 3 II. PROPOSAL GUIDELINES 4 1. Proposal Process 4 2. Proposal Inquiries 4 3. Mandatory Pre Proposal Conference 5 4. Proposal Content 5 5. Proposal Delivery Requirements 7 6. Proposal Evaluation 8 7. Mandatory Requirements 8 III. RWIS WEATHER AND PAVEMENT FORECASTING SERVICE REQUIREMENTS Proof of Concept General Requirements Weather Condition and Forecasting Requirements Pavement Condition Forecasting and Alert Notification Requirements Weather Forecasting Alert Notification Requirement Requirements Samples Minimum Forecast Parameters Support and Training Requirements Project Management Expectations Pricing Requirements 23 OFFEROR CERTIFICATION FORM 24 STANDARD AFFIRMATION AND DISCLOSURE STATEMENT 25 INSTRUCTIONS FOR SUBMITTING PROPOSALS 28 GENERAL DEFINITIONS 29 STANDARD TERMS AND CONDITIONS 30 SIGNATURE PAGE 32 Page 2

3 I. PROPOSAL INTRODUCTION 1. Proposal Purpose Request for Proposal # Ohio Department of Transportation RWIS Weather & Pavement Condition Forecasting Service The Ohio Department of Transportation (ODOT) is seeking proposals from providers of a customized weather and pavement condition forecasting service, combined with weather and pavement condition alert notification services which utilize the State s Road & Weather Information System (RWIS), as described herein. The intent of this Request for Proposal is to select the most qualified and highest scoring Proposer to provide these services for at least a period of three (3) years beginning October 1, This request for proposal is composed of two parts: Part I Weather Condition and Forecasting Services Bidder enhancement and retransmission of all National Weather Service (NWS) current condition and forecast products 24 hours per day, 7 days per week, 365 days per year, weekends and holidays included, as described herein. Part II Pavement Condition Forecasting and Alert Notification Services. Pavement forecasting and observed condition alert services at all ODOT RWIS sites, from October 1 to April 30 utilizing RWIS data, NWS products and bidder enhancements. The objective of this proposal is to replace the expiring contract for weather and pavement condition forecasting services currently being used by ODOT. The service must be fully capable of storing, retrieving, and processing RWIS data and documents according to the laws established by the State and Federal governments. 2. Project Location The project described in this document may involve development work done at an offsite location, however, project work involving implementation and support activities shall take place at ODOT Central Office: Ohio Department of Transportation 1980 West Broad Street Columbus, OHIO Additional project work may take place at ODOT District Offices and County offices where ODOT pc s and users are located. Training activities may take place at any and all of the above or at another location in close proximity to the above or close proximity to 1980 West Broad Street. Page 3

4 3. Location of Data The Proposer may require the use of State data for development, maintenance, and testing work at an offsite location. ODOT restricts the use of the ODOT network for transmittal of data. However, data may be transferred using ODOT approved methods, with written approval from the ODOT Information Technology Department. This approval will only be granted upon receipt of a letter certifying the following: the data will be maintained in a secure manner; the data will not be used for any purposes other than those required to fulfill the contract; and upon completion of the project the data will be destroyed. The letter must also disclose the location of the data while under the control of the Proposer. Subject to Executive Order K, all services must be performed within the United States. II. PROPOSAL GUIDELINES 1. Proposal Process The overall Proposal Process for this Weather and Pavement Condition Forecasting Service RFP has been broken down into the following 11 steps: Step 1. Verify all materials listed in the RFP Structure are received Step 2. Utilize the Proposal Inquiry process as necessary Step 3. Notify the Department of Intention to attend Pre-Proposal Conference Step 4. Attend the mandatory Pre-Proposal Conference Step 5. Submit Final Questions by Inquiry Deadline Step 6. Prepare the Proposal Content in accordance with the Structure outlined herein Step 7. Deliver the Proposal Content by Deadline Step 8. Respond to ODOT during Proposal Evaluation as necessary including but not limited to; responding to questions from the Review Panel, providing pricing clarifications or adjustments as requested, and conducting a Solution Presentation, if invited. Step 9. ODOT Evaluates and Scores the Proposals Step 10. ODOT Notifies all Proposers of Award Results Step 11. ODOT begins Contract Negotiations with Top Scoring Proposer 2. Proposal Inquiries Proposers should submit questions/inquiries regarding this proposal via the ODOT Office of Contract Sales. Questions/inquiries may be ed to: Contracts.Purchasing@dot.state.oh.us ODOT will post replies to vendor-submitted questions typically within 2 business days. Replies will be ed to all known Proposers and will also available for viewing at the following URL: Proposal Inquiries will not be accepted after July 22, 2014 at 11:00 AM. Page 4

5 3. Mandatory Pre-Proposal Conference ODOT will hold a mandatory Pre-Proposal Conference on July 16, 2014 from 9:00 AM to 5:00 PM (Exact time TBD) at: Ohio Department of Transportation 1980 West Broad Street Columbus, OH Failure to attend this mandatory pre-proposal conference will immediately disqualify the proposer from being considered for award of this contract. At this meeting, proposers will have the chance to ask questions and see a brief demonstration of the existing system. Proposers will also be required to provide a brief 20 minute demonstration of a proposed service solution under the following parameters: Proposers will be required to provide a live, online demonstration of their proposed service solution. The solution demonstrated must be fully functional. During the demonstration, an ODOT employee will submit a weather related question onto the proposers web based blog. The blog must function as required in the specifications. During the demonstration, an ODOT employee will call the proposers live, weather consultation 800 number service and will ask a weather related question. The 800 number must function as required in the specifications. The proposer must demonstrate the ability of the proposed software and service to generate both forecasting and RWIS automated alert notifications using at least 3 different threshold parameters. The proposer must provide a pavement forecast from specific RWIS sites within 24 hours of the Mandatory Pre-Proposal Conference. The proposer must use data from the ODOT FTP site to display live Ohio weather information. The site may be accessed via the following link: ftp://ftp.dot.state.oh.us/pub/doit/ssi_rwis Please note the purpose of this meeting is to demonstrate how the proposer intends to meet the conditions of this RFP. NO OTHER MARKETING OR VENDOR BACKGROUND OR INFORMATION POWER POINTS ARE TO BE PRESENTED. Please (contracts.purchasing@dot.state.oh.us) 3 business days in advance of the meeting with a list of attendees. Once the list of attendees is received, further details on location will be shared and the information about the RWIS sites in which you much forecast on shall be shared at that time. 4. Proposal Content Proposals, in addition to complying with the Proposal Delivery Requirements and Instructions for Submitting Proposals, must include at a minimum: An original signed, Proposal cover letter must be included with the Proposal submittal. The cover letter should state the purpose of the submittal and be an original signature by a representative of the offering organization authorized to bind the Proposer, including the representative s title, address, and telephone number. The following signed and completed forms; Signature Page and Offeror Certification Form with an original signature (blue ink) by a representative of the offering organization authorized to bind the Proposer A hard copy of all issued addenda. A description of the Proposer s organization, including a summary of previous experience which qualifies the Proposer to successfully deliver the system described in this document. Include specific details of related experience, such as dates of work or assignment, names and addresses of client organizations, or other details that appropriately support the Proposer s ability and experience to deliver the proposed system. Page 5

6 A list of the key individuals from the Proposer s organization who will be involved in delivering the Proposer s service solution. For each individual, include his/her role, responsibilities, and a brief résumé of experience. The Mandatory Requirements must be addressed in the Proposer s written proposal in sufficient detail to determine that the mandatory requirements will be met. The tables below list this RFP s mandatory requirements: Table of Mandatory Proposal Requirements for Acceptance Mandatory Requirements for Selection Reject Accept A service solution is sought meets the unique requirements of the ODOT Division of Operations and Office of Maintenance Administration. The service solution shall provide ODOT highway and transportation managers with reliable weather and pavement condition forecasting service information, to help them continually improve advisory strategies, control strategies, and treatment strategies for snow and ice removal. Mandatory Offeror Experience Requirement The Proposer must have a demonstrated track record of successfully providing a weather and pavement condition forecasting service solution. A Proposal that details how the Proposers Solution Proposal will meet the Service Solution Requirements (See III. Service Solution Requirements for further details) as listed below in the Proposed Solution Table outlining content required for Section 1 through Section 2. Proposed Solution Section 1 Section 2 Service Solution Requirements as outlined below in 1.0 through 5.0 (broken down below) 1.0 Proof of Concept 2.0 General Requirements 3.0 Weather Condition and Forecasting Requirements 4.0 Pavement Condition Forecasting and Alert Notification Services Requirements 5.0 Weather Forecast Alert Notification Service Requirements Support and Training Solution Proposal Content Provided? Yes No A Proposal that details how the Proposer s Service Solution Proposal will meet the Project Management Requirements (See Section 9: Project Management Expectations for further details) as listed below in the Proposed Solution Table outlining content required for Section 4. Page 6

7 Proposed Solution Content Provided? Yes No Section 3 Pricing Solution Proposal Pricing Proposal in a Sealed Envelope containing all pricing information with the cost in $US to ODOT for the proposed system. 5. Proposal Delivery Requirements Sealed proposals will be received until August 5, 2014 at 11:00am eastern time at the following location: Ohio Department of Transportation Purchasing Services, Mail Stop West Broad Street Columbus, OH Sealed Proposals should be packaged in such a manner that the outer wrapping clearly indicates the following information: Request for Proposal # Opening Date: 8/5/2014 RWIS Weather and Pavement Forecasting Service Company Name You must include the following in your sealed Proposal package: 1. (1) Original Proposal with all forms containing original signatures in blue ink (Must be marked as an original on the cover page) 2. (8) Copies of your Proposal and Pricing (Each must be marked as a copy on the cover page) 3. (1) Electronic Copy of Entire Proposal with Pricing (Can be included on CD/DVD or flash drive) 4. (1) Electronic, Redacted Copy of your Proposal that removes all trade secrets. (File name must indicate redacted version) Note: You may not claim that your entire Proposal and/or Pricing are trade secrets. No proposals will be accepted after the time specified. No facsimile transmissions will be accepted. ODOT reserves the right to reject any and all proposals. Timely receipt of proposals will be determined by the date and time the proposal is received at the address specified. Receipt of proposals in any other ODOT office will not be considered timely. Exception: If ODOT can determine that the Proposal was signed for by Mailroom personnel and was delivered by courier service prior to 11:01am on the opening date, we shall reserve the right to accept the Proposal. Hand delivery to the Purchasing Services office is encouraged to assure timely receipt. Proposals received after the deadline will be returned unopened to the vendor. All materials submitted in accordance with this solicitation become the property of the State of Ohio and shall not be returned. All materials submitted in accordance with this solicitation shall remain confidential until a contract is executed with the highest scoring Proposer at which time all submitted information becomes a part of the public record (excludes clearly marked trade secrets and financial statements). Page 7

8 6. Proposal Evaluation Proposal Evaluation begins when proposals are delivered and the Office of Contract Sales has verified compliance with the Instructions for Submitting Proposals, Proposal Delivery Requirements, and Proposal Content sections. The Office of Contract Sales provides the Review Panel with all responsive Proposals. The Review Panel consists of ODOT employees from the Division of Operations, Office of Maintenance Administration and the Division of Information Technology. Below are the steps for evaluating proposals received by the Office of Contract Sales: Step 1. Verify that the proposals satisfy the Proposal Content requirement and qualify to be evaluated by the Review Panel. Step 2. Verify that all Proposers meet the Mandatory Pre-Proposal Conference Requirement to qualify to be evaluated by the Review Panel. Step 3. Issue Evaluator Instructions to the Review Panel in conjunction with all Proposals that have cleared the first two steps of verification. Step 4. Review and Accept the Proposals Mandatory Requirements in order for the Proposal to advance to Scoring Evaluation (see Table of Mandatory Proposal Requirements for Acceptance). Step 5. Exercise the option to invite Selected Proposers or a subset of Selected Proposers for a Solution Presentation. The Review Panel has sole discretion to determine which Proposers are qualified to invite for Solution Presentation. Step 6. Initiate Scoring Evaluation for all proposals that have not been eliminated from scoring in Steps 1 through 6 listed above. Scoring is conducted by the Review Panel evaluating each proposal according to the criteria in Scoring Evaluation Table. Step 7. Notify all Proposers of Award Results Step 8. Begin Negotiations with Top Scoring Proposer 7. Mandatory Requirements The first table lists this RFP s mandatory requirements. If the Proposer s Proposal meets all the mandatory requirements, the vendor s Proposal may be included in the next part of the Solution Proposal evaluation phase described in the next table. Mandatory Requirements for Selection A service solution is sought that meets the unique requirements of the ODOT Office of Maintenance Administration project management and fiscal requirements. The service must be implemented within an expedient timeframe, approximately forty-five (45) days from the contract signing date. Reject Accept Mandatory Vendor Experience Requirement The Proposer must have a demonstrated track record of successfully offering the Weather and Pavement Forecasting Solution. Include one completed Offeror Experience Summary with specific details on Company/DOT where the solution is being used in production, Contact information, Project information, and Key dates. 7.1 Selection of Qualified Proposers At the conclusion of Step 2 in the proposal evaluation, the Review Panel will select Proposers whom ODOT considers qualified to deliver a service which meets the requirements defined in this document. In the event the Review Panel does not identify qualified Proposers, ODOT reserves the right to cancel this request for proposal without further notice. Page 8

9 The selected qualified Proposers will be notified of its selection by the Review Panel Coordinator. ODOT reserves the right to request from the qualified Proposers: Answers to questions from the Review Panel. Pricing clarification or adjustments. An audited financial statement of the Proposer, prepared by a certified public accountant, substantiating the Proposer s financial capacity to administer the Weather and Pavement Forecasting Service. 7.2 Solution Presentations ODOT reserves the right to ask the qualified Proposers to give a Solution Presentation to the Review Panel for the purposes of explaining, elaborating, or otherwise clarifying the major elements or features of its proposal. The Solution Presentation would be held within two or three weeks after the opening date of this Request for Proposal. Chosen Proposers will be notified of date(s) and times available for their oral presentation. The presentation is restricted to representatives of the Offeror, staff members of ODOT, and Review Panel members. Oral presentations may be held online. The following guidelines apply to the Solution Presentation: Audio/visual aids may be used. A video and computer capable multi-media projector will be available. If any other equipment is needed, it will be the Proposer s responsibility to provide those items. The content of the presentation must support the service solution as submitted by the Offeror. The inclusion of new materials, products, strategies, recommendations, or other solution-based subjects that deviate from the Offeror s original proposed solution may constitute grounds for rejecting the written proposal as incomplete or informal. Brochures, forms, or other items mentioned in the submitted proposal shall not constitute new material. 7.3 Proof of Concept A mandatory proof of concept will be performed by the successful Proposer. The proof of concept will provide an opportunity to demonstrate the capabilities of the proposed software solution on a small area and in a controlled manner. The proof of concept is also intended to determine whether the software is appropriate for use and how easily it can be administered by ODOT. The proof of concept shall last for a duration of one week and will involve approximately 5 RWIS sites. At the end of the proof of concept, ODOT will evaluate the service and make a determination to continue the project with the selected proposer or end the contract and move to the next highest scoring proposal. ODOT will retain any data collected by the vendor and any documentation completed by the vendor pertaining to the ODOT project. The goals of the Proof of Concept are as follows: Test the technical capabilities of the service to ensure they comply with all requirements. Experience how the service solution meets the agencies business needs. Provide opportunities for agency staff to gain practical experience with the service. Gain acceptance by users. Proof of Concept guidelines and procedures will be distributed to the chosen proposer. Page 9

10 7.4 Scoring Evaluation In the Proposal Scoring Evaluation phase, ODOT will rate the solution merits of the Proposal based on the following weights assigned to each requirement: Solution Proposal Evaluation Weight Does Not Meet Meets Exceeds Greatly Exceeds Section III. Service Requirements 80 total as outlined in sections (broken down below) 2.0 General Requirements Weather Condition and Forecasting Requirements 4.0 Pavement Condition Forecasting and Alert Notification Services Requirements 5.0 Weather Forecast Alert Notification Service Requirements Pricing Evaluation Not-To-Exceed Fixed Monthly Pricing Weight 20 total Pricing Evaluation Formula (Max 20 points available) 7.5 Award of Contract It is ODOT s intention to award this Weather and Pavement Forecasting Service RFP to the top scoring Proposer for a period of three (3) years upon ODOT s completion of Service Solution Presentation (if applicable), the evaluation period, and/or any additional negotiations or follow ups ODOT deems necessary. ODOT reserves the right to cancel this request for proposal without further notice. In the event that establishing contractual terms with the top scoring Proposer is unsuccessful, ODOT reserves the right to begin negotiations with the next highest scoring Proposers until an agreement can be reached. Page 10

11 III. RWIS Weather and Pavement Forecasting Service Requirements Service Requirements Overview Part I Weather Condition and Forecasting Services The service shall enhance and retransmit all National Weather Service (NWS) current condition and forecast products 24 hours per day, 7 days per week, 365 days per year, weekends and holidays included, as described herein. Part II Pavement Condition Forecasting and Alert Notification Services. The service shall forecast and observe condition alert services at all ODOT RWIS sites, from October 1 to April 30 utilizing RWIS data, NWS products and bidder enhancements. The objective of this proposal is to replace the expiring contract for weather and pavement condition forecasting services currently being used by ODOT. The service must be fully capable of storing, retrieving, and processing RWIS data and documents according to the laws established by the State and Federal governments. Section 1: Proof of Concept A mandatory proof of concept will be performed by the selected qualified proposer. The proof of concept will provide an opportunity to demonstrate the capabilities of the proposed solution. The proof of concept is also intended to determine whether the solution is appropriate for use and how easily it can be administered by ODOT. The proof of concept shall last for a duration of approximately one week. At the end of the proof of concept, ODOT will evaluate the service and make a determination to continue the project with the selected proposer or end the contract and move to the next highest scoring proposal. ODOT will retain any data collected by the vendor and any documentation completed by the vendor pertaining to the ODOT project. The goals of the Proof of Concept are as follows: Test the technical capabilities of the service Experience how the service solution meets the agencies business needs. Provide opportunities for agency staff to gain practical experience with the service. Gain acceptance by users. Proof of Concept guidelines and procedures will be distributed to the highest scoring Proposer. Page 11

12 Section 2: General Requirements This section contains the General requirements. Req. # Name Description 2.1 Evaluation Web Address Bidder must provide a web address with the bid to ODOT for evaluation of the offered displays which must remain active until the day of the bid opening. If you are not the successful bidder, the web address may be discontinued after the opening. Failure to provide a web address for display or failure to display all of the required views with the bid may cause the bid to be considered non-responsive. ODOT would prefer this to be state of Ohio data. 2.2 Customer Satisfaction Surveys Bidder will be required to contact an ODOT District representative monthly to assess the level of user satisfaction. An assessment report shall be forwarded to the Contract Manager for each month. 2.3 Acquisition of Data The Bidder will be required to use observation data from ODOT s Road and Weather Information System (RWIS). This data is available at: ftp://ftp.dot.state.oh.us/pub/doit/ssi_rwis/. ODOT is responsible for data quality and availability. Bidder is responsible for data acquisition and storage. The Contract Manager should be notified of any corrupted, failing or otherwise unavailable or unusable data. 2.4 Continuous Staffing Required Bidder shall provide qualified meteorologists on duty 24 hours per day, 7 days per week throughout the life of this agreement, weekends and holidays included. A qualified meteorologist has credentialed meteorological training from an accredited college, university or military institution and must have at least four years experience forecasting Ohio regional weather. In addition, technical support for the bidders website must also be available. 2.5 Training The bidder will be required to provide one annual online training session for designated ODOT employees. This training will cover all items necessary to effectively operate and interpret the bidder s software. Session will be coordinated by the Contract Manager. Vendor shall provide electronic training materials for uses. 2.6 Description of Pavement Forecasting Process A statement detailing pavement forecast models you have created as well as the level of human intelligence employed, if any, in order to make pavement forecast products more accurate. 2.7 Description of Weather & Pavement Forecast Verification Efforts 2.8 Ohio Weather Experience 2.9 Telephone Consultation Required 2.10 Online Meteorological Consultation Required Detail on how you verify the accuracy of your forecasts and how you use those results as part of a quality improvement program. Provide any applicable verification results, along with explanations of how the statistics were calculated. Detail on your experience developing and forecasting Ohio weather conditions for government agencies Bidder shall provide and maintain a toll free number for live meteorological consultation to ODOT as needed 24 hours per day, 7 days per week throughout the life of this agreement. Consulting Meteorologists must be able to answer questions about published weather forecasts and alerts and offer knowledgeable information regarding current and expected weather and pavement conditions. Bidder shall provide and maintain a blog-like forum within their internet based weather condition and forecasting service 24 hours per day, 7 days per week throughout the life of this agreement. The service shall support written questions and comments regarding road maintenance-specific meteorological issues submitted by ODOT staff. Questions and comments must be responded to by the Bidder within the same blog forum, not more than 15 minutes after posting. Blog must be accessible via mobile services such as smart phones and electronic tablets. Answers must be provided by a meteorologist as defined in 1.4. Previous questions and responses must be posted and viewable within the same forum Pre-Storm Briefings Required Bidder shall provide and host pre-storm conference call briefings for ODOT winter maintenance operations staff and other related governmental agencies. A toll-free conference call number shall be supplied by bidder to support up to 200 ODOT authorized participants simultaneously. Pre-storm briefings will be predicated upon NWS and Bidder s forecast storm events affecting Ohio. An initial briefing shall be scheduled approximately 24 hours in advance of the event. The briefing shall include information specific to ODOT: Expected storm behavior with amount, type, start and stop times of significant precipitation Pavement temperatures and forecasts Storm probabilities and any alternate storm behaviors that may be experienced. Wind speed and direction; especially with respect to blowing/drifting snow. Post storm conditions such as blowing/drifting snow, temperatures, re-freeze of pavement,etc. Lake Effect snow conditions Specific questions from ODOT management/field staff will be answered during these conference calls. A written summary of forecast information communicated in the briefing must be provided to the ODOT Contract Manager by no later than 2 hours after the call. Additional conference call briefings will be provided to ODOT before and during storm event at the request of the ODOT Contract Manager as often as every 6 hours Mobile Access The bidder shall provide the following information via smart phones and electronic tablets. Current, animated radar loops with the capability to zoom in and out of display. Current weather conditions Daily and hourly forecasts Current and forecast pavement temperatures based on ODOT RWIS Precipitation timing National Weather Service watches and warnings Meteorological consultation through blog forum Alerts on specific weather conditions or forecasts, delivered by text message or Mobile weather services available to and account for all ODOT Management Levels. For bidding purposes, 250 mobile accounts should be used. Page 12

13 2.13 Training The bidder shall provide and perform training as described in Section 8 of this RFP Project Tasks The bidder shall perform all project tasks as described in Section 9 of this RFP. Section 3: Weather Condition and Forecasting Requirements This section contains the Weather Condition and Forecasting requirements. Req. # Name 3.1 Radar Satellite & General Condition Maps, Watches & Updates Description Bidder shall provide graphically enhanced and re-transmitted National Weather Service (NWS) weather condition and forecasting products and services from September 1, 2014 to October 31, The bidder shall include all displays, maps, hosting services, maintenance, support and human intelligence involved with the delivery of the products described within this section. Products shall include radar and satellite images relevant to ODOT users including color enhanced water vapor satellite images. Products presented under this section shall be graphically enhanced for maximum user-friendliness.where practicable, bidder shall provide a loop control feature that allows the user to view forecasts in motion and loop through each weather parameter at either the national or state level at intervals of 3 hours or less. In addition, 3, 5, 7 &10 day forecasts must be provided. Users should be able to look at each map separately or loop through the entire sequence. The default or opening display screen must show Ohio as the center and dominant image. Specific maps to be provided are listed in the table below: PARAMETER FORMAT Air temperature Color coded bands with selected point data overlays Dew point temperature Color coded bands with selected point data overlays Relative humidity Color coded bands with selected point data overlays Wind speed and direction Speeds in coded bands with wind direction shown as arrows Precipitation Color coded bands with selected point data overlays Cloud cover Gradational shading Jet stream Jet stream track Fronts, highs, lows Symbols and front icons 3.2 Displays In the default view, bidder shall provide radar, satellite and observed weather conditions, in addition to ODOT RWIS data and any bidder-supplied products as overlay options including traffic speed for driving lanes in each direction. User options shall be listed and able to be toggled on and off. The weather data should be available over the same delivery mechanism used to deliver the forecast service. Re-transmission of products in this section must be published within 5 minutes after receipt. Bidder will provide all current watches, warnings, and winter weather advisory messages issued in a color-coded display by county. Color coding must be approved by ODOT prior to use. All displays offered must be approved equal to Telvent/DTN, Inc., or Meridian Environmental Technology, Inc. products. 3.3 Radar Bidder will provide radar products in real time, or as frequent as practicable, including single site radar access to all single site radars in and around Ohio that provide local coverage covering part of the state. Single site presentation should handle the output between the Clear Air and Precipitation modes of operation, clearly stating on the screen with the legend, which mode is being shown. Regional mosaics, national mosaic, local and regional radar images must update at the most frequent rate available. The regional mosaic must be centered on Ohio as the dominant image, with portions of surrounding states displayed for reference. Images should have some degree of ground clutter suppression. The national mosaic must be a composite of all single site radars in the continental US. The regional and national mosaics will indicate the precipitation type and intensity using color gradations. Bidder should include a type and intensity legend to aid in interpretation of the composite imagery. All radar imagery must be framed in a control system that permits looping, pausing, and single image advancement. A zooming feature should also be provided on the regional and single site maps with greater geographic detail shown on maps at a higher zoom level. 3.4 Satellite Bidder will provide in real time, or as frequent as practicable, visible, infrared, and color enhanced water vapor satellite images. The colorized water vapor palate must be approved by ODOT. The images shall be presented at a national level with the ability to zoom. ODOT desires to be able to zoom in at a state or regional level and receive more detailed geographic backgrounds at higher zoom levels. In particular, once the zoom approaches the state level, the county boundaries should be included on the background. All national satellite imagery must be framed in a control system that permits a minimum of 2.5 hour looping with pausing, and single image advancement. 3.5 NWS Observed Weather Condition Maps Bidder will provide in real time, or as frequent as practicable, maps of the most current observations and the previous hourly images back six (6) hours. All images for each of the weather parameters must be presented as a national map and as a state map that covers the entire state and portions of neighboring states as described above. The parameters required include: Air temperature Dew point temperature Relative humidity Wind speed and direction Hourly radar-estimated precipitation with observed (ground truth) values overlaid Observed weather Page 13

14 3.6 Observed Data Mapping Displays All maps will be color-filled ranges with observed data overlaid on top, or the Observed Weather maps, which will indicate the observed weather at reporting sites without a color-filled background. 3.7 Display of RWIS Observed Condition Data 3.8 RWIS Data from CLARUS Any available RWIS site data must be displayed as an optional overlay on the default or opening image of Ohio as described in Section 3.0. Bidder shall display the location of RWIS sites with the ability to interrogate each site and receive a full list of the latest data received, organized into atmospheric and pavement parameters. This data availability status should be able to be included on the same map as other weather information such as radar, satellite and National Weather Service bulletins. Bidder is not responsible for the quality of RWIS data. Bidder shall provide a combined image display which includes a map of ODOT s RWIS data displayed with the composite radar image. The option shall include a menu allowing the user to display any available RWIS parameter. Radar images shall be no older than 10 minutes and display the most recent RWIS data from all available ODOT RWIS sites. Images shall be displayed on a website hosted by the bidder. ODOT is a CLARUS Initiative partner. The Bidder may collect Ohio RWIS data from CLARUS rather than from ODOT s ftp site provided the CLARUS error checking filters are disabled prior to use as a part of this contract. All data described herein shall be delivered to ODOT in a timely manner. Data shall be available at all times during the life of the contract. The bidder shall host this service at their facility. Examples of sample visual displays are illustrated in Section 4.9 below. Graphical images are used by permission to illustrate visual samples of composites. The bidder is not required to create an identical visual display, but any display must be approved equal in content and information conveyed. 3.9 Summary Map Displays High temperature in the last 24 hours Low temperature in the last 24 hours Radar-estimated precipitation in the last 24 hours with observed (ground truth) values overlaid Temperature change in the last 24 hours Snowfall Amounts By Month, By County Section 4: Pavement Condition Forecasting and Alert Notification Requirements This section contains the Pavement Condition Forecasting requirements. Req. # Name 4.1 Location-Specific Weather and Pavement Forecasts 4.2 Forecast and RWIS Histories 4.3 RWIS Observation and Forecast Maps Description The bidder will provide location-specific weather and pavement condition forecasts for Ohio as well as other products and services developed by the bidder or available to the bidder for use. Sites will be selected by ODOT and will coincide with existing ODOT RWIS. Bidder shall provide forecast updates hourly, or less frequently as determined by ODOT for operational purposes. Bidder will include with the bid a statement of how frequently updates will be provided and at what recommended intervals. ODOT s RWIS sites, location and equipment are described on Attachment A of this ITB. The data is collected at 3 to 5 minute intervals and stored on an ODOT ftp server, available to the public. To accomplish this, the bidder will be required to extract the data from: ftp://ftp.dot.state.oh.us/pub/doit/ssi_rwis/. ODOT will provide the data dictionary upon request. All costs of obtaining and displaying the required RWIS data from the web site shall be borne by the successful bidder. Included with this service, bidder will maintain a database of historical weather and pavement forecasts published by the Bidder. This database must be viewable online, downloadable or printable. The database must be organized in a way as to facilitate data retrieval when required. The database will include all forecasts provided by the bidder and all RWIS data for each location provided by the Bidder during the life of the contract. Historical RWIS data shall be colorized and available in both tabular and graphical format. The user must be permitted to define the date and time of interest. Bidder shall provide maps depicting pavement temperatures and conditions beginning with the most current RWIS observations and extending 24 hours into the future. ODOT currently is receiving forecast and condition maps. ODOT has obtained permission to reproduce several of the images (Section 4.9) to establish a quality and content baseline for the bidder to draw from. The bidder is not required to exactly match the samples, but any displays and screens must be approved equal to these examples. Where multiple sensors exist at a single Environmental Sensing Station (ESS), bidder will display the sensor with the lowest reading. The images shall provide a background map of the state with the observed RWIS values overlaid on the background. 4.4 Presentation Formats Bidder will provide the location-specific forecast in three different formats: a geographic-based display on a map background a point forecast for any location in the state shown as a meteogram a point forecast for any location in the state in a tabular arrangement. The forecast information will be consistent between these three delivery formats (i.e., location-specific information will be consistent with that presented in forecast maps). Page 14

15 4.5 Map Displays The user must be able to display each of the parameters as overlays on top of background map features. The geographic background shall include state boundaries, large geographic features, and major highways. The background may include topography, county boundaries, additional highways, geo-political features (parks, forests, etc.), key, and additional features. 4.6 Weather Elements Shall be overlaid in two separate display layers. The first layer will present color bands that represent values of the specified weather element within a given range. The boundaries between the color bands represent lines of equal value similar to isotherms on a temperature map or isobars on a surface analysis. The second layer will contain forecast values at a reasonable number of points (e.g., major cities) on the background sufficient for the user to correlate the color bands with the values displayed on top of the color bands. 4.7 Pavement Parameters The user must also be able to select one of the weather or pavement parameters and loop through the visual representation of the forecast for that parameter over the period of the forecast. ODOT requires the time step between discrete images in the loop to be no more than one (1) hour and the user should be able to switch from one forecast parameter to another quickly. 4.8 Meteogram ODOT desires to display the location-specific weather forecast showing the change of all of the weather parameters over the period of the forecast. The meteogram should display parameters either as a continuous graph of the readings over time or as icons representing conditions at every hour throughout the period. Users should have at least two methods to select a meteogram forecast. The first is to select the location from a list of specified by ODOT (Attachment A). Bidder should indicate how the user will see the list and make the desired selection. The second selection option is to point to location on a map of the state to choose a meteogram. 4.9 Pavement Temperature Overlay Maps Bidder shall provide an option for a graphical representation of pavement/bridge deck temperatures across Ohio for each hour or every 3 hours during the following 24 hour period. Maps shall consist of: Statewide maps depicting pavement temperatures at 1 or 3 hourly intervals for a 24 hour period Overlay of relevant RWIS information (See Sample #4) 4.10 Snow and Ice Maps Bidder shall provide an option that gives an overview of snow and ice events expected to affect a specific region. Snow and ice maps shall include the following: A regional map depicting snow and/or ice precipitation events Provides categorical snowfall amounts Specifies start and/or end time of precipitation in 3 hour intervals (See Sample #5) 4.11 Graphical Forecast Loops Bidder shall provide an option of a graphical loop of expected precipitation across a specified area for the next 24 hours. The user shall be able to view the loop and determine when any type of precipitation will affect the area and the intensity of the precipitation. Graphical forecast shall include: A radar loop of expected precipitation Expected start time of precipitation The duration of a precipitation event (See Section 6 for Sample Graphic) Section 5: Weather Forecast Alert Notification Requirement This section contains the Weather Forecast Alert requirements. Req. # Name Description 5.1 Forecast Alerts The bidder will provide timely alerts or updates to any location-specific forecast when conditions warrant. Timely shall mean no less than 2 hours prior to the beginning of any weather or pavement condition or event that may result in the formation of ice of any amount or severity on roads, bridges overpasses or other vehicular driving surfaces. Bidder shall have the means to monitor ODOT s RWIS for conditions which would warrant an update. If the bidder detects 2 or more RWIS re porting conditions at a higher threat level than the published forecast, the bidder shall initiate contact with ODOT first responders in the affected area and a new, updated forecast must be published within 60 minutes. Under this agreement, an ODOT first responder is the ODOT employee primarily responsible for initiating an appropriate action based on the information being provided. 5.2 RWIS Observation Alerts Bidder shall provide an automated text messaging alert service for ODOT personnel utilizing ODOT s RWIS. Bidder shall allow the user to select any 2 RWIS for alert monitoring of pavement temperature, precipitation or wind. When atmospheric and/or pavement conditions at both RWIS selected, breach the alert parameters previously established, the Bidders software will automatically issue an alert by or text message to the user. The bidder s text message shall include the following: Date, Time, Site Number, Site Location, Air Temperature, Pavement Temperature, Precipitation Type, Wind Direction, Wind Speed, and Maximum Gusts (if reported). The bidder shall keep a historical database, accessible by ODOT of all RWIS notifications issued. Any RWIS Updates to a published forecast must be reviewed by the on duty forecaster prior to issuance. 5.3 Alert Update Criteria Alert updates shall occur when any detectable situation likely to cause icing conditions on driving surfaces and is expected to occur with an anticipated starting time prior to the next regularly scheduled forecast issuance. Updates will be required regardless of whether these conditions were expected in the regularly scheduled forecast. Exceptions to criteria apply to regions and/or subject to lake effect snow wherein if more than 6 of snowfall is expected, updates shall occur for snowfall in excess of 3 above the original forecasted amount. There are no exceptions regarding the criteria for freezing rain or frost, commonly referred to as Black Ice. Page 15

16 5.4 Wind Alert updates shall be issued when wind speeds in the regularly scheduled forecast were at or below 15 mph but are now expected to exceed 20 mph prior to the next regularly scheduled forecast issuance time. This windbased update trigger applies only when snow cover conducive to blowing is present. 5.5 Inclusions The following information will be included with any weather or pavement condition alert or alert update issued by the bidder for the area being updated: Current Air Temp Current Pavement Temp (From RWIS) Start time of the event Type of Event: (Snow, Freezing Rain, Black Ice, etc.) Forecasted Precipitation Amount Wind forecast Forecasted Event Characteristics Forecasted End of Event Forecast pavement temperature at End of the event 5.6 Method of Delivery Forecast updates shall be delivered in two forms: 1.) Directly via text message, alphanumeric page, or voice phone call from a forecaster on the bidder s staff to designated ODOT managers, 2-3 hours prior to the start of a snow or icing event in the manager s area of responsibility and 2.) As a Website Update to the location-specific forecast described in Part I of this ITB. 5.7 Direct Delivery Forecast shall be delivered via or text message. The bidder may also initiate contact with ODOT personnel in the update area to validate models and receive ground truth from front line managers. A list of contacts will be provided to the awarded vendor when the purchase order is established. In the event that there is a significant condition change from the original update, the bidder shall issue a revised update which must be delivered in a timely manner. Condition changes detected by the bidder in an area that is under an active update from the bidder must be delivered as soon as possible after detection to the designated ODOT manager or delegated authority. Any verbal update issued by the bidder shall be followed by a written confirmation of the action by text messaging or . All updates issued under this agreement shall be archived by the bidder. The Contract Manager shall be copied on any notification or update issued under this agreement. 5.8 Website Update When the forecasted conditions change to such a degree as to warrant an update, the website hosted by the bidder must be updated as well. These updates shall be considered interim forecasts and shall update hours 3 through 24 of the current regularly scheduled location-specific forecast cycle. The update may be created and delivered at any time between hours 2 through 4 of the original 24-hour forecast. All updates must be clearly marked as an updated version of the original 24-hour forecast and users should receive all valid updates when requesting the location-specific forecast. Bidder should explain how they will support this requirement and assure updated forecasts are produced when needed. If the update results from a previously, un-forecast criteria being met, bidder must also provide ODOT users with a notification of the change of forecast. Page 16

17 Section 6: Requirements Samples The following are graphical images, used with permission to illustrate the preferred visual location-specific forecast composites. The bidder is not required to create an identical visual display, but any display must be an approved equal in content and information conveyed. Sample #1 is a map centered on Ohio from which location-specific RWIS forecast are selected by the user. The site options are represented by dots. Sites will be chosen by ODOT. Page 17

18 Sample #2 is a table depicting forecasted condition at a location chosen by selecting a dot from the map below. This graphic contains all relevant information for the site. Sample #3 is a graphic depicting the same information found in Sample #2 Page 18

19 Sample #4 is a graphic depicting forecasted precipitation type and start/stop times across Ohio Sample #5 is a graphical forecast of precipitation type and start/stop times across Ohio. Page 19

20 Section 7: Minimum Forecast Parameters PARAMETER UNITS LOCATION Pavement temperature F Agency specified highway Deck temperature F Agency specified highway Pavement condition Table 1 Agency specified highway Probability of frost (deck and open highway) % Agency specified highway Air temperature F Agency specified highway Dew point temperature F Agency specified highway Relative humidity % Agency specified highway Wind direction Cardinal pts or degrees Agency specified highway Wind speed Mph Agency specified highway Wind gust Mph Agency specified highway Precipitation type n/a Agency specified highway Precipitation Coverage % Agency specified highway Precipitation rate, liquid in/hr Agency specified highway Snow rate in/hr Agency specified highway Snow accumulation from start of forecast In Agency specified highway Precipitation accumulation In Agency specified highway (liquid) from start of forecast When possible, Total storm precipitation from beginning of storm to end of forecast period In Agency specified highway Future radar n/a Agency specified highway Cloud cover % or categories Agency specified highway Wind chill F Agency specified highway Visibility Mi Agency specified highway Obstructions to visibility Type Agency specified highway Table 1 DRY WET FROST DAMP ICE SLUSH CHEMICAL WET SNOW Page 20