Iowa Department of Transportation

Transcription

1 Iowa Department of Transportation REQUEST FOR PROPOSALS For: WEATHER FORECASTING SERVICES Issued by: IOWA DEPARTMENT OF TRANSPORTATION Procurement and Distribution Purchasing Section Proposal Number: LT00141 Letting Date: July 31, 2002 Must be submitted no later than 1:00 PM CST Proposals received after this date will be rejected Contact: Additional information regarding this RFP Contact Kathy Skogerboe Phone-(515) FAX- (515)

2 TABLE OF CONTENTS 1.0 GENERAL INFORMATION 1.1 Introduction and background Procuring and contracting agency Definitions Clarification of the specifications and requirements Site visits Reasonable accommodations Calendar of events Contract term and funding PREPARING AND SUBMITTING A PROPOSAL 2.1 General instructions Incurring costs Submitting the proposal Proposal organization and format Multiple proposals Oral presentations Demonstrations Financial Statement PROPOSAL SELECTION AND AWARD PROCESS 3.1 Preliminary evaluation Evaluation team Proposal scoring Right to reject proposals and negotiate contract terms Evaluation criteria Award and final offers Notification of intent to award Protests of award MANDATORY REQUIREMENTS 4.1 Provide hourly forecast of pavement temperature GENERAL PROPOSAL REQUIREMENTS 5.1 Organization and Staffing Conference participation Training requirements TECHNICAL REQUIREMENTS 6.1 Understand Iowa climatology Access to Iowa DOT's RWIS sensor data General winter forecasts Bridge frost forecast Advance Warning Notification Special fog forecast Delivery of forecasts Toll free access to recorded forecasts Toll free access to contact a forecaster REPORTING REQUIREMENTS 8.0 FORECAST USE OUTSIDE THE IOWA DOT 8.1 General Public Use Political Subdivision Availability BONUS APPLICATIONS 2

3 9.1 Radar with embedded ground-truth Future radar Forecast verification COST PROPOSAL 10.1 General instructions on preparing cost proposals Format for submitting cost proposals Cost Proposal Form... APPENDICES Appendix Zone Map... A RWIS Site Map... B Bridge/Road Frost Graph... C 3

4 1.0 GENERAL INFORMATION 1.1 Introduction and background The purpose of this document is to provide interested parties with information to enable them to prepare and submit a proposal for Weather Forecasting Services. The State, as represented by the Iowa Department of Transportation (Iowa DOT), intends to use the results of this process to award a contract for Weather Forecasting Services Project description Accurate forecasts of winter weather and road conditions are required for each of Iowa DOT s 110 maintenance garages within the six (6) districts. Each district is responsible for the snow and ice control activities of twelve (12) to twenty (20) counties. The Iowa DOT is responsible for snow and ice control on approximately 25,000 lane miles of Interstate and primary highways. A map of the state and the corresponding transportation districts is included as Appendix A. As the State becomes more heavily involved in anti-icing activities, it will require accurate predictions of snow, freezing precipitation, winds, and pavement temperatures so garages can employ a proactive approach to snow and ice control. Specific criteria are outlined later in this document. The Iowa DOT owns a total of fifty (50) RWIS sites that measure atmospheric and pavement conditions. A map showing the locations of these sites is included as Appendix B. Transportation authorities use data from these sensors, forecasts provided under this contract, and other weather information to make decisions in allocating crews and determining what type of chemicals, if any, to apply to pavement surfaces. These actions, based on accurate weather forecasts, are critically important to public safety, the State's economy, and the environment Objectives The bidder will provide all weather forecasting services outlined in this RFP to the Iowa DOT. The bidder will provide a zone specific forecast for twenty-four (24) geographic zones in the state designated by the Iowa DOT and deliver the forecasts to all garages and other locations as detailed in this proposal. A map showing the twenty-four (24) geographic zones for forecasts is included as Appendix A Needs The Iowa DOT is unable to perform forecasting activities and must acquire these services from an outside source. The Iowa DOT requires accurate forecasts of winter weather conditions to support operational decision making as an integral component of its road weather information system (RWIS). 4

5 1.1.4 Current operations The Iowa DOT had a forecast services contract that expired April 14, District forecasts were provided for the Iowa DOT and delivered to all garage locations via Meteorlogix and Lotus Notes R5 (a department wide system). The Iowa DOT currently plans to use Meteorlogix or a similar satellite transmission network to deliver forecast information to all Iowa DOT garages. Currently, an agreement between the forecast contractor, Meteorlogix and the Iowa DOT allows distribution of the Iowa DOT s site-specific forecasts to cities, counties and other political subdivisions at a reasonable cost. The distribution of this information is on a subscription basis and is marketed and administered by Meteorlogix. The forecast contractor and the Iowa DOT are reimbursed by Meteorlogix for a minimal cost of the subscription fee. Currently, all except a few smaller garages have a subscription to Meteorlogix Weather Center information. Every Iowa DOT garage has access to the Iowa DOT s Local Area Network (LAN) to receive current RWIS conditions. Many garages connected to the LAN also have access to the Internet, but may be limited due to slow telephone line speeds. Delivery of the forecasts to the Iowa DOT s system may utilize Internet delivery to a centralized location that can then be delivered through the Iowa DOT s LAN to individual garages FORETELL Project The Iowa DOT is a participant in a multi-state, FHWA sponsored operational test program called FORETELL to develop an integrated weather information system that improves and broadens the scope of atmospheric and road surface condition information available to highway users and operators. The forecasts resulting from this contract may be used for comparison with the forecasts resulting from this project. The contractor will be advised what information and what criteria will be used to compare forecasts Maintenance Decision Support System The Iowa DOT may become a participant in the development or deployment of an advanced system to assist decision-makers with the deployment of resources during winter storms. It is not known how or if the Iowa DOT will be involved in this national project but the successful bidder will be expected to participate with the Iowa DOT if involvement occurs (Traveler Information System) The Iowa DOT expects to deploy a system for the State of Iowa to provide traveler information to the public in the next 1-2 years. The successful bidder for this contract may also be expected to provide the weather component for the system. 5

6 1.2 Procuring and contracting agency The Iowa DOT issues this RFP, which is the sole point of contact for the State of Iowa during the selection process. The person responsible for managing the procurement process is Kathy Skogerboe, phone no. (515) , fax no , address The evaluation process may differ from previous proposals. Points awarded shall be provided at time of letting.. The Iowa Department of Transportation, Division of Maintenance Programs, will administer the contract resulting from this RFP. The contract administrator will be Gary Marlow, phone no. (515) , address 1.3 Definitions The following definitions are used throughout the RFP. Iowa DOT - Iowa Department of Transportation. NWS - National Weather Service Proposer/vendor - a firm submitting a proposal in response to this RFP. RPU - Remote Processing Unit RWIS - Roadway Weather Information System Contractor - the Bidder awarded the contract. 1.4 Clarification of the specifications and requirements Any questions concerning this RFP must be submitted in writing on or before July 25, 2002 to: Iowa Department of Transportation Office of Procurement and Distribution Kathy Skogerboe, Senior Purchasing Agent 800 Lincoln Way Ames, IA Telephone: (515) Fax: (515) kathy.skogerboe@dot.state.ia.us Each bidder must inform themselves fully of the conditions relating to the proposal. Failure to do so will not relieve a successful bidder of their obligation to furnish all services required to carry out the provisions of his contract. Insofar, as possible, the Contractor, in carrying out the work, must employ such methods or means as will not cause any interruption of, or interference with the work of any other contractor. Bidders may request response to any questions concerning this RFP document on or before July 24, If a bidder discovers any significant ambiguity, error, 6

7 conflict, discrepancy, omission, or other deficiency in this RFP, the bidder should immediately notify Kathy Skogerboe in writing of such error and request modification or clarification of the RFP document. In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or revisions will be issued in an addendum form to all recipients of this initial RFP. No interpretation of this RFP or any pre-bid documents will be made to any bidder orally. Interpretations will be made only by addendum duly issued. A copy of such addendum will be mailed and/or faxed to all recipients requesting a bid packet. Any Addendums issued shall be part of the contact. Each proposal shall stipulate that it is predicated upon the terms and conditions of this RFP and any supplements or revisions thereof. 1.5 Site visits The bidder(s) may request a visit the Iowa DOT to discuss current weather services. Visits shall be scheduled at least three (3) days in advance. To schedule a visit, contact Gary Marlow at (515) Reasonable accommodations The Department will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If accommodations are required at time of a bid opening, contact Kathy Skogerboe, Purchasing at (515) (voice) or (fax) or kathy.skogerboe@dot.state.ia.us ( ). 1.7 Calendar of events Listed below are specific and estimated(*) dates and times of actions related to this Request for Proposal (RFP). The actions with specific dates must be completed as indicated unless otherwise changed in writing by the Iowa DOT. In the event that the Iowa DOT finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will do so by issuing a supplement to this RFP. There may or may not be a formal notification issued for changes in the estimated dates and times. DATE June 19, 2002 July 12, 2002 July 19, 2002 July 31, 2002 August 12, 2002* August 12, 2002* EVENT Date of issue of the RFP. Last day for submitting written inquiries. Mail notification to Bidders of supplements or revisions to the RFP and answers to all written inquiries. Proposals due from Bidders. Oral presentations by invited Bidders. Demonstrations by invited Bidders. 7

8 August 14, 2002* August 26, 2002 October 15, 2002 April 15, 2003 Notification of intent to award sent to Bidders. Contract issued. Contract start date. Contract end date. 1.8 Contract term and funding The contract shall be effective on the date indicated on the contract with an option to renew upon mutual agreement of the Iowa DOT and contractor for four (4) additional periods in twelve (12) month increments. Weather forecasting services will be provided under this contract for the period October 15 through April 15 each year. Compensation payable to the contractor shall remain fixed for the first contract period. However, upon application by the Contractor, the contract may be adjusted thirty 30 days prior to the beginning of each new contract period, in an amount not to exceed the previous twelve (12) month period increase in the consumer price index or ALL Urban Consumers, all items, as published by the U.S. Bureau of Labor Statistics. Because changes, advances or new technologies in the area of telecommunications, computer software and hardware and networks are likely to occur within contract extension period, the Iowa DOT reserves the right to negotiate changes to the terms of this contract, particularly but not limited to the way in which the forecast is delivered or accessed. The Purchasing Section will negotiate any modifications to the contract, taking into consideration the effort required to implement the changes and the impact of the changes on the forecast services. The contractor may be asked to provide appropriate documentation to 2.0 PREPARING AND SUBMITTING A PROPOSAL 2.1 General instructions The evaluation and selection of a contractor will be based on; the information submitted in the proposal, references or any required on-site visits or oral presentations. Bidders shall respond clearly and completely to all requirements within three (3) days upon request. Failure to respond completely may be the basis for rejecting a proposal. Contractors may supply CD-ROMs or web site addresses to help demonstrate certain features of the proposal, to help clarify the written response to the proposal or to demonstrate new concepts. Elaborate proposals (e.g. expensive artwork) beyond that sufficient to present a complete and effective proposal, are not necessary or desired. 2.2 Incurring costs The Iowa DOT is not liable for any cost incurred by Bidders in replying to this RFP. 8

9 2.3 Submitting the proposal Bidder must submit an one (1) Original and ten (10) copies of all materials required for acceptance of their proposal on or before 1:00 PM CST, July 31, 2002 to: Iowa Department of Transportation Office of Procurement and Distribution Kathy Skogerboe, Purchasing Section 800 Lincoln Way Ames, IA If Bidder only sends one copy of proposal bid shall be rejected. All proposals required must be packaged, sealed, and show the following information on the outside of the package: - Bidder's Name and Address - Request for Proposals Title- Weather Forecasting Services - Request for Proposals Number- LT Proposal Due Date- July 31, 2002 All proposals must be time-stamped in by the Iowa DOT Purchasing Section by the delivered time. Proposals received after specified date and time will not be accepted. Facsimiles or proposals will not be accepted 2.4 Proposal organization and format Proposal should be typed and submitted on 8.5 x 11 paper, bound securely. It is the request of the Iowa DOT that the following section headings be used in the bidder responses to this RFP and that they be arranged in the order as listed in the proposal. The bidder should provide a table of contents and should label divider tabs. Responses must be in sufficient detail to permit an understanding and comprehensive evaluation of the bidder s bid. A minimum of one (1) original and ten (10) copies of the bid, one (1) complete set of referenced manuals, and any other pertinent documentation, and all its constituent parts will be furnished. Information should be sufficiently detailed to substantiate that products or services offered meet or exceed the proposal requirements. A 3 ½ disk is provided containing the contents of this proposal. The RFP sections that should be submitted or responded to are: Cover page/introduction Response to mandatory requirements Section 4.0 Response to general requirements.. Section 5.0 Response to technical requirements.. Section 6.0 Response to reporting requirements.. Section 7.0 Response to forecast use outside the Iowa DOT.. Section 8.0 Response to bonus applications.. Section 9.0 Cost proposal, including cost proposal form Section

10 2.5 Multiple proposals (Sealed in a separate envelope within proposal package) Multiple proposals from a Bidder shall be permissible, however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page included in the response. 2.6 Oral presentations The highest scoring Bidder may be required to make oral presentations to supplement their proposals, if requested by the Iowa DOT. The Iowa DOT will make every reasonable attempt to schedule each oral presentation at a date and time agreeable to the Bidder. Failure of a Successful Bidder to complete a scheduled oral presentation to the Iowa DOT, Ames, IA location for the date established in the above calendar of events may result in rejection of that Bidder's proposal. 2.7 Demonstrations The highest scoring Bidder may be required to install and demonstrate their product(s) and/or service(s) at a Iowa DOT site, preferable Ames, IA. Product(s) being demonstrated must be delivered to the Iowa DOT site upon two (2) weeks notice by the Iowa DOT to the Bidder(s) and must be installed and ready for the Iowa DOT's demonstration upon delivery. The Iowa DOT will furnish detailed specifications concerning the demonstration site and particular tests it will use to exercise the Bidder's product(s) and/or service(s) no later than the date of notification of product demonstration. Failure of a Bidder to furnish the product(s) and/or service(s) that it has proposed for demonstration within the time constraints of the proceeding paragraph may result in rejection of that proposal. The successful demonstration of the Bidder's product(s) and/or service(s) does not constitute acceptance of award by the Iowa DOT. Any product(s), service(s) and/or expenses incurred furnished by the Bidder for the purposes of this demonstration must be substantially identical in every respect to those that will be furnished if a contract results. 2.8 Financial Statement The contractor may be asked to provide documentation to assure the Iowa DOT that the Bidder is financially capable of undertaking this contract and providing the required forecast services consistently and continuously according to the terms of this proposal. Upon request, the contractor must provide such documentation to satisfy any question of financial stability. 10

11 3.0 PROPOSAL SELECTION AND AWARD PROCESS 3.1 Preliminary evaluation The proposals will be reviewed first to determine if the mandatory requirement in Section 4.0 is met. Failure to meet this mandatory requirement may result in the proposal being rejected. In the event that all Bidders do not meet the mandatory requirement, the Iowa DOT reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP. 3.2 Evaluation team The Iowa DOT's evaluation team shall consist of members with; special expertise in procurement of the product(s) and/or service(s) that are the subject of this RFP, knowledge of the Iowa DOT's requirements for these product(s) and/or service(s), or technical expertise in communications, or data processing. Bidders may not contact members of the evaluation team except at the Iowa DOT's request. 3.3 Proposal scoring Points awarded and any required formulas for this proposal shall be provided at time of letting. Accepted proposals will be reviewed by an evaluation committee and scored against the stated criteria. The evaluation team will take numerous factors into consideration, including but not limited to; Bidder's ability to supply a required component and/or the potential quality of that component, features exceeding requirements, the clarity of the information presentation, the means of delivery, innovative solutions, or any other pertinent factor. The committee may review references, request oral presentations and a demonstrations, conduct an on-site visit to score each proposal. The evaluation committee's scoring will be tabulated and proposals ranked based on the consensus numeric scores received. 3.4 Right to reject proposals and negotiate contract terms The Iowa DOT reserves the right to reject any and all proposals. The Iowa DOT reserves the right to negotiate the terms of the contract, including the award amount, with the selected Bidder prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring Bidder, the Iowa DOT may negotiate a contract with the next highest scoring Bidder. 3.5 Evaluation criteria delete hand out at time of letting The proposals will be scored using the following criteria. Section Possible Points 4.0 Mandatory Requirements Section Total 11

12 4.1 Pavement Forecasts Bridge forecasts (optional) 5.0 General Proposal Requirements Section Total 5.1 Organization and Staffing 5.2 Implementation & Evaluation Conference 5.3 Training Requirements Additional training days (optional) 6.0 Technical Requirements Section Total 6.1 Understand Iowa Climate, Roadways and Maintenance Practices 6.2 Access to Iowa DOT s RWIS data 6.3 General winter forecast 6.4 Bridge and Road Frost forecast 6.5 Advance Warning Notification 6.6 Cedar Rapids fog forecast 6.7 Method of delivery of forecasts delivery of forecasts (optional) 6.8 Toll free access to recorded forecast 6.9 Toll free access to a forecaster 7.0 Reporting Requirements 0-50 Section Total 8.0 Forecast use outside the Iowa DOT Section Total 8.1 General Public Use 8.2 Political Subdivision Availability 9.0 Bonus Applications Section Total 9.1 Radar with ground truth 9.2 Future Radar 9.3 Forecast verification Cost Section Total TOTAL POINTS AVAILABLE TOTAL 3.6 Award and final offers Award may be granted in one of two ways. The award may be granted to the highest scoring responsive, responsible Bidder. Alternatively, the highest Bidder or Bidders may be requested to submit best and final offers. If best and final offers are requested, they will be evaluated against the stated criteria, scored and ranked. Award will then be granted to the highest scoring Bidder. 12

13 It is the intent of the Iowa DOT to award the contract to the responsible contractor whose bid conforms to the RFP and is the most advantageous to the Iowa DOT, price and other factors considered. 3.7 Notification of intent to award All Bidders who respond to this RFP will be notified in writing of the Iowa DOT's intent for award as a result of this RFP. After notification of the intent to award is made, and under the supervision of Iowa DOT staff, copies of proposals will be available for public inspection. Proposals will be available between the hours of 7:30 a.m. to 4:00 p.m. at Office of Procurement & Distribution, Purchasing Section, 800 Lincoln Way, Ames, IA. Bidders are encouraged to make appointments to ensure that space is available for the review. Proposals containing propriety information must have the specific information considered proprietary clearly marked. All information included in the proposal not indicated as proprietary will be open for inspection. All proposals become property of the Iowa DOT. Bidder may request copies of proposal with the agreement in writing to the purchasing agent to reimburse the cost of.10 per black and white copy, and.60 per color page. If bidder desires all copies in black and white this must be stated in request. 3.8 Protests of award Protests of award shall be made in accordance with Iowa Administrative Code (6) e. 4.0 MANDATORY REQUIREMENTS (Section Total 150 points) Bidders must respond to the general requirements in this section in accordance with the instructions given in Section 2.4 above. 4.1 Provide an hourly forecast of pavement temperatures based on RWIS Bidder shall provide pavement temperature forecasts in hourly (or more frequent) increments for the next twenty-four (24) hours in degrees Fahrenheit for each of twenty-four (24) geographic zones in Appendix A. The forecasts must be delivered to each maintenance location site (110 sites) at a minimum of three times per day. A forecast must be delivered not later than 4:00 a.m., 12:00 p.m. (noon), and 8:00 p.m. and not earlier than 3:00 a.m., 11:00 a.m., and 7:00 p.m. respectively from October 15 through April 14. The forecast temperatures are to be displayed graphically or in an agreed upon format. The forecast will use an agreed upon format to indicate the time(s) the pavement temperature is expected to rise above or fall below 32F. 13

14 The department would also like, as a separate, not mandatory option, the cost to append a bridge deck temperature forecast for the next twenty-four (24) hours in degrees Fahrenheit for each of twenty-four (24) geographic zones. Bridge deck forecasts are to be delivered at the same times and in the same manner as the hourly forecast of pavement temperatures listed above. Pavement and bridge deck temperature displays should be displayed in a manner that is easy to distinguish between the two if displayed in the same graphical display. Please provide details on whether this option can be provided and also include costs for this option in Section 10.0 Cost. The pavement and bridge forecasts for each zone will be based on the RWIS site marked in blue in Attachment A. Bidder shall provide information on the source of the forecast model that will be used to prepare the pavement forecasts, the merits and history of the selected model and, if obtained from an outside source, proof of the Bidder s rights to use the specified forecast model. 5.0 GENERAL PROPOSAL REQUIREMENTS (Section Total 140 points) Bidders must respond to the general requirements in accordance with the instructions provided in Section Organization and Staffing Describe the firm's experience and capabilities in providing similar services to those required. Be specific and identify projects, dates, and results. Provide information indicating the normal size of the forecasting crew during daytime and nighttime hours and the overall size of the forecasting section. A qualified meteorologist must be on duty or on call twenty-four (24) hours a day from October 15 until April 14. A qualified meteorologist is one that has formal educational training in Meteorology from a bona fide college, university or military institution with at least two (2) years experience forecasting weather in the upper Midwestern states. Bidders must include in their RFPs a complete list of organizations, including points of contact (name, address, telephone number and address), which were provided winter weather and road forecast services in the past two years. Selected organizations may be contacted to determine the quality of work performed and personnel assigned to the project. The results of the reference check will be provided to reviewers and used in scoring the written proposal. Bidders must include in their RFP a quality assurance plan for the forecast services. The plan shall detail the methods the contractor has in place or will use to demonstrate a commitment to continuous quality improvement of the forecast services supplied to the Iowa DOT. This can include forecast verification reporting, statistical reporting, in service training programs, post storm analysis of forecast accuracy, or other components. 14

15 Provide resumes describing the educational and work experiences for the Chief Meteorologist and lead forecasters who would be assigned to the project. Educational and work experiences specifically related to winter weather and road forecasting should be highlighted. 5.2 Participate in implementation and evaluation conferences A lead forecaster of the contractor will meet with Iowa DOT representative s no less than forty-five (45) days prior to the beginning of the contract to finalize the implementation of the forecast services and details regarding communication and expectations of the services. Arrangements will be made at the implementation conference for a test of all services no less than fourteen (14) days prior to the beginning of the contract period to identify any problems in communication or format. Detailed written contact names, phone numbers, etc. will be supplied at this meeting for the contractor s use. A representative of the forecast agency will either attend or participate by conference call in at least one RWIS committee meeting (the employee team charged with administration and decision making for the Roadway Weather Information System) during the winter to discuss ways in which the forecasting service could improve their forecast accuracy, delivery of the forecasts and to clarify issues of concern to either party. A representative of the forecast agency will contact each district RWIS representative monthly to discuss ways in which the forecasting service could improve their forecast accuracy, delivery of the forecasts and to clarify issues of concern to either party. A representative of the contractor will attend a post season conference to discuss performance results of the winter season. The meeting will cover all aspects of the winter forecasting service, with the focus on how to improve service in the future. The post season conference will also be a forum to discuss potential contract extensions, if performance has been acceptable. 5.3 Training requirements The contractor will be required to supply a qualified forecaster to provide a minimum of four (4) sessions of four (4) hour training sessions within the state of Iowa for Iowa DOT personnel. Training will be geared toward understanding forecasts being delivered and general weather information plus helpful winter weather tips. The Iowa DOT shall request pricing for a separate, non-mandatory option, of additional session of four (4) hours (increments??)of training within the state of Iowa for additional maintenance personnel. Please provide details on whether this option can be provided and also include costs for this option in Section 10.0 Cost. 15

16 6.0 TECHNICAL REQUIREMENTS (Section Total 310 points) Bidders must respond to the technical requirements in this section in accordance with the instructions given in Section 2.4. There are nine (9) major technical requirements for winter weather forecasting to meet the needs and requirements of the Iowa DOT. These are described below. Describe in detail how each of the following responsibilities will be accomplished and the format in which the information in subsections 6.4 through 6.10 will be presented. 6.1 Understand Iowa climatology, Roadways and Winter Maintenance Practices Demonstrate an understanding of Iowa weather, climatology and meteorology as it relates to the surface conditions and more specifically the roadway. Bidder must be intimately familiar with weather in the Midwest. In particular, Bidders must demonstrate how they thoroughly understand winter weather patterns and the small-scale variations in weather within the State of Iowa. Bidder must demonstrate an understanding of Iowa's winter maintenance organization and philosophy. Forecasters must show they understand how the information they provide to the Iowa DOT impacts maintenance operations, in both positive and negative ways. Bidder must also show familiarity with Iowa's road system. 6.2 Access to Iowa DOT s RWIS sensor data The Iowa DOT has a network of fifty (50) RWIS sensor sites located throughout the state. The RWIS sites provide continuous, near real time atmospheric and pavement data for each site. The data is collected at approximately fifteen (15) minute intervals and stored on a server housed in Ames, IA. The Iowa DOT expects the contractor to use the RWIS data in making forecasts and providing forecast information. The RWIS data is currently combined with Automated Weather Observations Stations (AWOS) data on a FTP server protected by password and user identification available on the Internet. The contractor shall be required to pull the data from the web server for use in making forecasts. All costs of obtaining the data from the FTP server will be borne by the contractor. In the event the FTP server is down the contractor will use alternative meteorological resources to determine forecasts and will note it in the forecast. 6.3 Provide at least three (3) general winter forecasts per day for the Contract Period, October 15 through April 14. Bidder must prepare at least three (3) general winter forecasts per day for each of twenty-four (24) zones and deliver these forecasts to each maintenance location site as specified in Section 6.7. The general forecasts will be appended to the pavement temperature forecast as detailed in Section 16

17 4.1. The discussion must also specify any counties within the zone where conditions will differ significantly from those specified in the zone forecasts. The general winter forecast will include: a) High and low air temperatures within the forecast period and the times those temperatures are expected to occur. b) Beginning and end times of any storm, in the twenty-four 24 hour forecast period detailed by county. c) Precipitation types expected in the forecast period. d) Total expected snowfall or ice accumulation during the storm detailed by county. When storm duration is expected to exceed the forecast period, clearly differentiate total storm accumulations from the amount of accumulation expected within the forecast period. e) Wind direction and speed following a storm. f) Sky conditions following the storm. Bidder will provide a twenty-four (24) to forty-eight (48) hour outlook in narrative form appended to the forecast issued at 12:00 p.m. daily. The Friday forecast or a forecast proceeding a holiday will provide an outlook throughout the weekend or holiday period. Department holidays include Veterans Day, Thanksgiving Day, the day after Thanksgiving, Christmas Day, New Year s Day, and the Martin Luther King Jr. Holiday. The outlook will specify any periods of precipitation, i.e., early morning, evening, mid afternoon, etc. Outlook will state sky conditions, winds, and high and low temperatures. Bidder will provide forecasts of wind direction in half octant form, i.e., NW, SSE, etc., where an octant is equal to forty-five (45) degrees. Bidder will provide wind speeds in miles per hour. The forecast will key on winds of?????fifteen (15)miles per hour and indicate any times the wind speed is expected to change by more than five (5) miles per hour or the wind direction is expected to change by more than one (1) octant (45 degrees). Wind direction and speed forecasts will be provided at a minimum of three (3)hour intervals throughout the forecast period. The wind direction and speed forecast will be appended to the pavement temperature forecast as detailed in Section 4.1. Bidder will provide forecasts of air temperature and dew point temperature in degrees Fahrenheit. Air temperature and dew point temperature forecasts will be provided at a minimum of three (3) hour intervals throughout the forecast period. The air temperature and dew point temperature forecast will be appended to the pavement temperature forecast as detailed in Section Provide zone forecasts for bridge and road frost Provide a 12:00 p.m. (noon) forecast each day, separate and distinct from the zonespecific forecast, stating the probability of frost on bridges and roadways from October 15 through April 14. The frost forecast will be delivered at the same time and in the same manner as the site-specific forecast, with the initial frost forecast for the next morning arriving at 12:00 p.m. the day before. A frost forecast shall be 17

18 prepared for each of twenty-four (24) geographic zones. The frost forecast would list each frost-forecast zone and whether frost is likely to form on bridges or roadways for each zone (sample in Appendix C). The bridge and roadway frost forecasts will be reported by either yes or no and the road frost forecasts will also include the percent chance that frost is likely to form. Updates to the frost forecast will be issued as needed to update or revise frost probabilities that are critical in preparation for maintenance planning of potential frost conditions. Frost forecast updates that change the likelihood of frost on bridge decks or roadway from no to yes will be confirmed with the designated District contact by telephone. Notification shall only be made before 10:00 p.m. CST or between 3:45 and 4:15 a.m. CST. The Bidder will indicate the frost-forecast model that will be used to prepare the bridge frost forecasts and detail their rights to use of the model. If desired, a frostforecast model developed by Iowa State University Meteorology department under contract to the Iowa DOT may be available to the forecast agency. 6.5 Advance Warning Notification Provide four (4) hour advance warning via alphanumeric pager, and cell phone of a precipitation event for a forecast zone area. The contractor will provide alphanumeric pagers as a portion of this contract and pay all associated fees to obtain and use the pagers. This cost is to be included in the proposal. For those locations that select the use of cell phones for the advance warning the department will provide the cell phones and service mostly through U.S. Cellular, and a few with Verizon. The successful bidder will pay all expenses associated with delivery of the advance warnings to U.S. Cellular and Verizon for redistribution to Iowa DOT users. Initially, it is expected that advance warning notification will be required at one location within each of the twenty-four (24) forecast regions. The per site cost indicated on the Cost Proposal Form shall be used to adjust billings when there are changes in the number of sites receiving Advance Warning Notifications, and should distinguish costs for pager and cell phone delivery of the warnings for each site. The pager, or cell phone will alert garage personnel of the following: a) Precipitation start time for the specific zone area. Precipitation is defined as freezing rain, sleet, or snowfall greater than a trace. b) Type of precipitation. c) Pavement temperatures at the start of the precipitation event. d) Wind speed and direction at the start of the precipitation event. The advance warning will be updated immediately (via pager, or cell phone) if any one of the following conditions occur: a) The start of the precipitation event has changed by more than two (2) hours. b) Precipitation event is not expected to materialize as forecast. Iowa DOT winter maintenance activities require this four (4) hour advance notification in order to;?? format below 18

19 properly allocate maintenance crews, initiate anti-icing operations, if conditions warrant, properly configure equipment based on the type and amount of precipitation expected and moderate costs as much as possible. In many cases, winter maintenance will take place even with only a small amount of snow, depending on pavement temperatures, air temperatures and wind conditions. 6.6 Special fog forecast The ADM agricultural product plant is adjacent to a four (4) lane highway in Cedar Rapids, IA. Under certain conditions, the plant s proximity to the roadway can result in dangerous, dense fog conditions on this short stretch of roadway. Consequently, the Cedar Rapids forecast will also contain a specialized forecast for the potential for fog formation at the ADM plant in Cedar Rapids. The elements within the fog forecast shall include the starting time of the fog conditions, the weather conditions at the starting time, and the approximate duration of the fog conditions. The fog forecast will be appended to the pavement and bridge deck temperature regional forecast including Cedar Rapids as detailed in Section 4.1. A fog-forecast model developed by the Iowa State University Meteorology Department under contract to the Iowa DOT will be available to the contractor to assist in preparation of this forecast. 6.7 Method of delivery for forecasts The Bidder must have the capability to deliver forecasts to every garage/site??. Bidder must have the ability to deliver via Meteorlogix since the information must reach so many different locations. All garage locations that must receive the forecasts currently subscribe to Meteorlogix services. Costs of the required pages on the Meteorlogix systems are paid by the Iowa DOT. All costs associated with converting the forecasts to a format acceptable to Meteorlogix and the transmission cost of the data is borne by the contractor. Forecasts must also be made available on the Internet for Iowa DOT personnel to access whether at work or home. Forecasts must be delivered via a recorded phone system per 6.8?? Forecasts must also be delivered to one main Iowa DOT address for redistribution. Forecasts not delivered within thirty (30) minutes of the forecast time or successful Bidder shall be considered as noncompliant. The Successful Bidder may be notified of noncompliance and a cost for each noncompliant forecast will be prorated 1/30 th or a minimum of $50.00 per incident per site of the monthly cost and credited on the next monthly billing. If the credits total exceeds the monthly costs these credits shall be carried over to the next month. Once 19

20 contract period ends, if any credits balance is left, the Successful Bidder shall issue a check to the Iowa DOT in this amount. 6.8 Toll free access to recorded forecasts Provide toll free telephone access to a verbal summary of the three (3) daily weather forecasts and one (1) frost forecast for the twenty-four (24) forecast zones. The frost and weather forecasts will be separate and distinct selections for users to select either forecast. The verbal forecast will provide updates on precipitation that is expected to occur during the forecast period. Details on the precipitation event will include the type of precipitation expected and the start and end times of the precipitation event. The phone system will be equipped with an easy to navigate menu system to direct users to the recorded forecast or frost forecast for their specific district without delay. The verbal summary must be clear, concise, and understandable so user can write down information if needed. All costs including cost of a dedicated toll free line for this service, monthly telephone charges, phone menu system, etc. shall be borne by the contractor. 6.9 Toll free access to contact a forecaster Provide toll-free access to the forecast center to allow Iowa DOT representatives to speak with a forecaster to discuss the current or forecast weather situation. Bidder must provide a toll-free telephone number to all Iowa DOT districts for the maintenance personnel to discuss the current and forecast weather situation with the forecaster responsible for the Iowa DOT's forecasts. The phone number will be reserved for use by the Iowa DOT personnel, or some other method put in place to assure ready access without unreasonable delays in contacting a forecaster. This access will also allow the Iowa DOT to provide immediate feedback on the quality of important forecasts. Statistics on usage of this service shall be made available upon request by the Iowa DOT. This access may be included as a menu function of the service specified in Section 6.8, if forecaster access is an early option. 7.0 REPORTING REQUIREMENTS (Section Total 50 points) Bidders must respond to the reporting requirements in this section in accordance with the instructions given in Section 2.4 above. Describe in detail how each of the following responsibilities will be accomplished. The Iowa DOT reserves the right to negotiate terms of these requirements separately from the above requirements, but cost details must be included as specified in Section Three (3) major reporting requirements in this RFP: 1. The Successful Bidder shall maintain a record of all daily frost and weather forecasts issued under the contract. The records will be available to the Iowa DOT at all reasonable times during the contract period, and for three (3) years after the date of final payment. At the beginning of each month, a diskette or CD-ROM containing the 20

21 forecasts for the past month in a format that can be easily used in Microsoft Word 97( anything newer??)will be sent to the Iowa DOT for their permanent records. The Successful Bidder shall also provide an FTP or similar Internet site with an archive of all forecasts in a format that can be easily downloaded and used in Microsoft Word and either Microsoft Excel or Microsoft Access. ( version Office 2000?)The FTP or similar utility must allow the Iowa DOT to select a date range and download all forecasts within that date range. 2. The Successful Bidder shall provide the Iowa DOT with the following documentation of communications between the forecasters and Iowa DOT personnel prior to 7:00 AM daily for the previous twenty-four (24) hours via facsimile: a) A list of Iowa DOT personnel that have called during the preceding twenty-four (24) hours. The list will contain the name, garage location, time of call and brief reason for the call. b) A record of the date, time garage location, brief reason and success of any advance warning alerts via pager, or cell phone. c) A record of the Iowa DOT employee contacted and time they were contacted to alert for a change in frost forecast that now changes from response from no to yes but was not previously forecast. 3. On occasion, weather forecast information is a pertinent and valuable part of a legal defense. The Successful Bidder agrees to represent the Iowa DOT in court at a reasonable cost stipulated in the cost proposal. 8.0 FORECAST USE OUTSIDE THE IOWA DOT (Section Total 100 points) Bidders must respond to the forecast use clauses in this section in accordance with the instructions given in Section 2.4 above. The Iowa DOT reserves the right to negotiate terms of these requirements separately from the above requirements, but cost details must be included as specified in section Describe in detail how each of the following responsibilities will be accomplished. 8.1 General Public Use As a publicly funded agency, the Iowa DOT has an obligation to share information with the general public that may contribute to public safety on the highways. Currently RWIS and AWOS information are provided to the public via the Department s Internet site, Weatherview, located at: As a further service to the general public, the Iowa DOT has proposed providing all forecast information as a supplement to the RWIS data on the Weatherview site. It is anticipated that the forecast information for use on Weatherview could be pulled from the FTP or similar Internet site as described in Section 7.0 or provide a link to the contractors internet site and used either in full or in part. Detail any limitations, agreements or restrictions associated with redistribution of the forecast to the general public. Include any costs associated with this use in the cost proposal. 21

22 8.2 Political Subdivision Availability In the spirit of intergovernmental cooperation, the Iowa DOT wishes to continue to make the complete forecast (including pavement temperatures) and frost forecast available to cities, counties and political subdivisions. Currently this is accomplished through a subscription service administered by Meteorlogix through a revenue sharing agreement with the Iowa DOT, the forecast service, and Meteorlogix. Providing the information at a separate, password protected Internet site may be one alternative to consider. The Successful Bidder shall describe how the forecasts can be made available to the political subdivision. Include the price of the services that will be made available to political subdivisions and any cost or cost benefit to the Iowa DOT. 9.0 BONUS APPLICATIONS (Section Total bonus points) The Iowa DOT is interested in receiving weather information in new, innovative ways and would like bidders to consider the following weather products for delivery as bonus points beyond that required in the RFP. The use of the Internet to provide advanced weather information is strongly encouraged. Maintenance facilities currently utilize Microsoft Explorer 5.2 for Internet access. Bonus points will only be used in the final project evaluation if all other requirements of the contract fall within the budget allocated for this contract. If other options are available not indicated in RFP may be evaluated. 9.1 Radar with embedded ground-truth This would incorporate live radar with looping capabilities that displays precipitation sensor readings from ground sites. The display must be easily interpreted for users to allow them to verify whether precipitation is reaching the ground Future radar Future precipitation events plotted on a statewide or regional map with looping capabilities (1-hour interval or less) to show expected precipitation, type and intensity in the next twenty-four hour period. Future radar should be updated at least three (3) times a day on the same schedule as the regular forecast delivery. 9.2 Forecast verification The Department is interested in providing quality weather forecasts to field personnel and would like a monthly accuracy report. The ideal quality report would include meaningful measurements of the accuracy of forecasts for precipitation events, including the margin of error for start times of precipitation events and pavement temperatures. 22

23 10.0 COST PROPOSAL (Section Total 150 points) 10.1 General instructions on preparing cost proposals The cost proposal should be submitted and sealed in a separate white envelope provided in the bid packet, in additional to other required documents. The cost proposal points and formulas shall be provided at time of letting. Delete Option: Low Cost 150 points Next 125 Next 100 Next 75 All Others Format for submitting cost proposal. Complete the Cost Proposal Form in full, sign and date, and enclose in the proposal package in a separate sealed envelope clearly labeled with the proposal name and number and the bidder s name. Note that the cost to prepare a service and the cost to deliver that same service are itemized for a number of proposal items. Carefully read the Cost Proposal Form and take special care that all costs are broken down as requested, not duplicated, and that subtotals and totals are completed upon request. All costs, mandatory and optional that are requested in the bid packet must be completed. If the cost section is not totally completed, this may be considered non responsive. 23

24 10.3 Cost Proposal Form Indicate costs for the duration of the contract period. Provide costs per site or other unit when specified. Break out costs of services and delivery or communication costs of services as indicated below. If any costs or cost benefits can not be fully detailed on this Cost Proposal form, indicate that additional detail is included on an attachment. Clearly label each attachment to indicate the item referred to on the Cost Proposal Form. A. Primary Forecast Components, excluding delivery costs Cost for Contract Unit Cost Period Subtotals 4.1 Pavement temperature forecast $ /site $ Optional bridge deck forecast $ /site $ 6.3 General winter forecasts $ /site $ SUBTOTAL $ B. Special Forecasts, excluding delivery costs 6.4 Zone forecasts for bridge frost $ /zone $ 6.5 Advance warning notification $ /site $ 6.6 Special fog forecast $ /site $ 6.8 Recorded general and frost forecast $ SUBTOTAL $ C. Administrative and Training 5.1 Participate in implementation and eval. conferences $ 5.2 Training requirements $ Optional training per day (count in total cost??) $ / hr or 4 hr day? SUBTOTAL $ D. Data Access, excluding delivery costs 6.2 Access to Iowa DOT s RWIS sensor data $ SUBTOTAL $ 24

25 E. Delivery and Communication Costs 6.2 Access to Iowa DOT s RWIS sensor data $ 6.7 Primary delivery of forecasts to Meteorlogix (para. 1) $ 6.7 Delivery of forecasts on the Internet (para. 2) $ Optional delivery of forecasts $ 6.8 Delivery costs associated with recorded forecasts $ 6.9 Toll free access to a forecaster $ SUBTOTAL $ G. Reporting 7.0 Daily record of frost and weather forecasts $ 7.0 Communications record $ 7.0 Legal representation - hourly rate (count 1 hr or more for total cost? $ SUBTOTAL $ H. Forecast use outside the Iowa DOT 8.1 Public use of forecaster s general forecast $ 8.2 Political Subdivision availability of site specific forecasts & RWIS summary map Cost to a political subdivision Cost to Iowa DOT Cost benefit to Iowa DOT $ $ $ SUBTOTAL Total A through H $ $ I. Bonus Applications 9.1 Radar with ground-truth $ 9.2 Future radar $ 9.3 Forecast Verification $ SUBTOTAL $ Total A through I $ 25

26 Appendix A Zone Map 26

27 27

28 Appendix B RWIS Locations 28