Project Information

Bid Title

A Benefit-Cost Analysis of Implementing and Operating AVL/GPS Technology Systems

Issuing Agency

State Government of Minnesota

Location

Minnesota

Published Date

Dec 3, 2025

Closing Date

Dec 16, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

A Benefit-Cost Analysis of Implementing and Operating AVL/GPS Technology Systems

Brief Description: MnDOT requests responses for a Clear Roads project that guides DOTs through the process of analyzing the benefits and costs associated with acquiring or upgrading an Automatic Vehicle Location / Global Positioning System (AVL/GPS) technology service. AVL/GPS capabilities have improved throughout the past decade, and DOTs may be considering implementing a system or upgrading their current system. With high initial capital costs, training costs, and recurring annual costs, DOTs need a better understanding of what options are available and the net benefits they can expect to receive if they purchase and implement new equipment and services. The goal of this project is to provide guidance to agencies regarding the net benefits associated with acquiring or upgrading their AVL/GPS technology systems.

Date posted: 11/04/2025
Due date: 12/16/2025

• RFP Part A
• RPF Part B
• Addendum #1
• Questions
• DBE Special Provisions

Attachment Preview

State of Minnesota

REQUEST FOR PROPOSAL (RFP)

PART A: INSTRUCTIONS AND CONTENT

A Benefit-Cost Analysis of Implementing and Operating AVL/GPS Technology Systems

MnDOT Contract Number: 1060854

Date Posted: 11/04/2025

1. Responses must be received not later than 2:00 PM , Central Time, 12/16/2025. Late responses will not be

considered.

2. This document is available in alternative formats for persons with disabilities by calling Michael Friberg at 651-

366-4683 or for persons who are hearing, or speech impaired by calling the Minnesota Relay Service at 1-800-

627-3529. For other information on disability rights and protections, contact MnDOT’s Americans with

Disabilities Act (ADA) Coordinator.

3. As of July 1, 2025, certain terms are unenforceable in state contracts. See Session Laws, 2025 Regular Session,

Chapter 39, Article 2, Sec. 45.

Minnesota’s Commitment to Diversity and Inclusion

The State of Minnesota is committed to diversity and inclusion in its public procurement process. The goal is to

ensure that those providing goods and services to the State are representative of our Minnesota communities

and include businesses owned by minorities, women, veterans, and those with substantial physical disabilities.

Creating broader opportunities for historically under-represented groups provides for additional options and

greater competition in the marketplace, creates stronger relationships and engagement within the State’s

communities, and fosters economic development and equality.

To further this commitment, the Department of Administration operates a program for Minnesota-based small

businesses owned by minorities, women, veterans, and those with substantial physical disabilities. For additional

information on this program, or to determine eligibility, please call 651-296-2600 or go to

www.mmd.admin.state.mn.us/mn02001.html.

SPECIAL NOTICE: This is a request for proposal. It does not obligate MnDOT to award a contract or complete the

proposed program, and MnDOT reserves the right to cancel this RFP if it is considered in its best interest.

(CSS/CM Last Updated: 09/10/2025)

TABLE OF CONTENTS

Request For Proposal Content

SECTION 1 - INSTRUCTIONS TO RESPONDERS ......................................................................................................... 4

SECTION 2 - SUMMARY OF PROJECT SCOPE ............................................................................................................ 5

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION ............................................................. 6

SECTION 4 – PROPOSAL CONTENT & SUBMISSION.................................................................................................. 8

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA ..........................................................................................13

SECTION 6 – TERMS & GENERAL REQUIREMENTS ..................................................................................................14

Request For Proposal Required Forms and Declarations (see PART B, posted seperately)

1. Attachment 1: Responder Declarations

2. Attachment 2: Exceptions to MnDOT's Terms and Conditions

3. Attachment 3: Responder Forms

a. Workforce and Equal Pay Declaration Form

b. Conflicts of Interest Checklist and Disclosure Form

c. Resident Vendor Form

d. Federal Disclosure Form to Report Lobbying (Standard Form-LLL)

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SECTION 1 – INSTRUCTIONS TO RESPONDERS

Steps for

Completing Your

Response

Follow the steps below to complete your response to this RFP:

Step 1: Read the solicitation documents and ask questions, if any

Step 2: Write your Proposal and complete the required Forms in Part B of this RFP

Step 3: Submit your Proposal

Incomplete

Submittals

A Proposal must be submitted along with any required additional documents. Incomplete

Proposals that materially deviate from the required format and content may be rejected.

How to Ask

Questions

STEP 1 – READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY

The Instructions for Questions and Answers section is in this link to Section 3.

The contact person for questions is:

Michael Friberg, Contract Administrator

Consultant Services

Michael.friberg@state.mn.us

How to Write

your Response

Where to Send

Your Response

The MnDOT Contract Number and RFP title must be included in the subject line of the email

Questions must be emailed to the contact by 2:00 p.m. Central Time on 11/25/2025.

Other personnel are not authorized to answer questions regarding this RFP.

STEP 2 – WRITE YOUR RESPONSE

The Proposal Content section is in this link to Section 4. Prepare a written response and supply

all requested content. Proposals must address the requested information and documents

detailed in Section 4 or be disqualified as non-responsive.

All Proposals submitted in response to this RFP will be public information under the Minnesota

Data Practices Act, Minnesota Statutes Chapter 13 once the evaluation process is complete.

Make sure to review and sign your Proposal and include all necessary Part B Attachments.

STEP 3 –SUBMIT YOUR RESPONSE

Proposals must be electronically submitted to:

Michael Friberg, Contract Administrator

Michael.friberg@state.mn.us

Include the MnDOT Contract No. 1060854 and A Benefit-Cost Analysis of Implementing and

Operating AVL/GPS Technology Systems in the subject line of the email. You must copy:

ProfessionalTechnicalContractForms.dot@state.mn.us on the email.

Proposals must be received not later than 2:00 PM, Central Time, on 12/16/2025. Late

responses will not be considered.

You will receive a confirmation email from MnDOT after submission. If you do not, please

email the Contract Administrator above to ensure your response was received.

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By signing and submitting a Proposal, you are making a binding legal offer for the period of

time listed here. This Condition of Offer is discussed in more detail in the Terms & General

Requirements section, in this link to Section 6 (13).

SECTION 2 –SUMMARY OF PROJECT SCOPE

1. Project Overview and Goals

This project has been developed by Clear Roads. Clear Roads is an ongoing pooled fund research project aimed at

rigorous testing of winter maintenance materials, equipment and methods for use by highway maintenance crews. Clear

Roads will fund and oversee the contract for this project in coordination with MnDOT. For more information, visit

www.clearroads.org.

MnDOT requests responses for a Clear Roads project that guides DOTs through the process of analyzing the benefits and

costs associated with acquiring or upgrading an Automatic Vehicle Location / Global Positioning System (AVL/GPS)

technology service. AVL/GPS capabilities have improved throughout the past decade, and DOTs may be considering

implementing a system or upgrading their current system. With high initial capital costs, training costs, and recurring

annual costs, DOTs need a better understanding of what options are available and the net benefits they can expect to

receive if they purchase and implement new equipment and services.

Clear Roads has previously examined the impact of capital improvements and enhanced snow and ice operation in:

1. Clear Roads Project 14-01 (https://www.clearroads.org/project/14-01/), focused on helping states better

understand the options available (systems and components) for varying situations and truck configurations, this

project sought to develop a clearinghouse of information based on state experiences with GPS/AVL.

2. Clear Roads Project 16-01 (https://www.clearroads.org/project/16-01/), provided detailed agency case studies

to bring to light more nuanced issues related to winter maintenance AVL/GPS. These case studies highlight the

types of issues that agencies should consider, provide guidance for successful implementation, and can serve as

templates to help agencies get the best value out of different levels of AVL/GPS applications.

The goal of this project is to provide guidance to agencies regarding the net benefits associated with acquiring or

upgrading their AVL/GPS technology systems. There are numerous costs associated with a new or upgraded system such

as initial capital costs, ongoing subscription and maintenance costs, and training and transition costs. The question for

DOTs is if the net benefits from a new or upgraded system would exceed the net benefits of their current system?

2. Scope of Work and Deliverables

Through a literature / industry review, survey, follow up interviews, and potential case studies, the investigators will

collect information on the initial capital costs, training costs, and recurring annual costs associated with implementing or

upgrading an AVL/GPS system and associated equipment (such as cameras and sensors), including the life expectancy of

the equipment to estimate the total life cycle cost of a system. The investigator will also document the wide range of

benefits to provide agencies with decision making guidance. The project will examine various system options available

among vendors, including capabilities and costs, and determine the drawbacks and benefits that could be realized by the

different options. Other factors, such as AVL/GPS system cellular coverage, will also be examined and considered. The

primary deliverable will provide DOTs with the information currently available related to the features and costs of

AVL/GPS systems as well as a step-by-step process to follow to conduct a benefit-cost analysis. This guide to conducting

a benefit-cost analysis will allow states to weigh different variables depending on each state’s needs (safety, mobility,

cost, etc.), enabling agencies to make informed decisions regarding procurement of AVL/GPS systems.

(CSS/CM Last Updated: 09/10/2025)

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Tasks

Responders should detail their approach to this project and outline the steps they would take to achieve the project’s

goals and anticipated deliverables.

Anticipated Deliverables

The following is a list of deliverables expected to be provided by the successful responder:

1. Kick-off teleconference at the start of the project to review project tasks and goals and discuss the plans for all of the

tasks.

2. Check-in teleconferences with Clear Roads to review deliverables as appropriate.

3. Literature and industry reviews to identify current AVL/GPS options available, subscriptions offered, cellular coverage

capabilities, and life expectancy of hardware (such as sensors). The task deliverable will be a memorandum that

summarizes the literature and industry review to be finalized after subcommittee review.

4. Survey of Clear Roads members states, Snow and Ice listserv and vendors. This survey will provide an understanding

of what AVL/GPS functions and services are available as well as information related to the long-term life cycle benefits

and costs of various AVL/GPS systems. The task deliverable will be draft survey questions and a draft survey analysis to

be finalized after subcommittee review.

5. Follow-up agency staff and vendor interviews. Depending on the depth of information obtained, the case study

method may be a good way to present task findings. The task deliverable will be a draft summary of information and

insights and a comprehensive list of benefits and costs to be considered in subsequent project work, to be finalized after

subcommittee review.

6. A Decision Support Guide. This guide will step agency personnel through the process of conducting a benefit-cost

analysis to make an informed decision regarding the procurement of an AVL/GPS system.

7. Draft and final report documenting the research methodology and findings. The report will include an executive

summary, conclusions, and recommendations.

8. PowerPoint file to support presentations at conferences or national and regional meetings by Clear Roads members

regarding findings and recommendations resulting from the project.

9. Virtual webinar to present project findings.

10. Quarterly Reports that provide documentation of progress should be submitted to the Clear Roads Technical

Advisory Committee (TAC) at the end of each quarter of the year (March 31, June 30, September 30, December 31) for

the duration of the contract.

3. Additional Tasks or Activities.

Responders are encouraged to propose additional tasks or activities if they will substantially improve the results of this

Project. These items must be separated from the required items on the cost proposal required under this RFP.

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Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services

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