request for proposals (rfp) - minnesota … · the autonomous bus on a public roadway or private...

[CS/CM Last Updated 03/30/2017] 1

REQUEST FOR PROPOSALS (RFP)

Minnesota Department of Transportation (MnDOT) Minnesota Autonomous Bus Pilot

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 Minnesota’s 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 Minnesota 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.htm.

This document is available in alternative formats for persons with disabilities by calling Ron Bisek at 651-234-7057 or for persons who are hearing or speech impaired by calling the Minnesota Relay Service at 1-800-627-3529.

This RFP does not obligate MnDOT to award a contract or complete the project, and MnDOT reserves the right to cancel the RFP if it is considered to be in its best interest. Responses to this RFP will be public information under the Minnesota Data Practices Act, Minnesota Statutes Chapter 13. PROJECT SPECIFIC INFORMATION Project Overview Minnesota desires a leadership position in the fast-emerging technology area of autonomous vehicles. A unique aspect of Minnesota is cold and snowy winter weather conditions which currently create several challenges for autonomous vehicle operations. To better prepare for the operations of an autonomous bus in mixed general traffic and in Minnesota cold weather climate conditions, MnDOT is conducting an Autonomous Bus Pilot project. Phase I will include finalizing the project design and scope. Phase II will include demonstrations in a controlled test site owned by MnDOT. If, initial Phase II demonstrations are deemed successful based on observations by MnDOT, Phase III will demonstrate the autonomous bus on a public roadway or private entity parking area. These environments may include other traffic, bikes, pedestrians and traffic signals, timed to coincide with the 2018 Super Bowl to be held February 4, 2018 in Minneapolis, MN. Phase IV would continue a roll-out of the technology and is optional. While this pilot project will solicit technology partners to demonstrate how autonomous vehicle technology can work in Minnesota, other cold climate U.S. state agencies may participate with MnDOT in finalizing the pilot requirements and in pilot testing in Minnesota. Currently, the Colorado Department of Transportation (DOT) and their innovative RoadX program will be one of the national partners and discussions are underway with other states. The overall pilot program phases and specific work tasks to be conducted are discussed further below. MnDOT recognizes the challenges that cold, snowy winter weather conditions create for autonomous vehicles and understands that the industry is still developing appropriate solutions. MnDOT views this project as a great opportunity to work in partnership with an autonomous vehicle provider to observe vehicle performance in cold winter climate, learn lessons and identify opportunities for solutions. A Project Testing Environment document has been prepared for the pilot and is included in Exhibit A. The document describes high-level concepts for how the autonomous bus could be tested through a series of field demonstrations and then observed as part of the pilot.

http://www.mmd.admin.state.mn.us/mn02001.htm


Project Goals

Specific project goals to be addressed as part of the current Autonomous Bus Pilot project include:

1. Work with an autonomous vehicle provider to observe vehicle performance in winter snow/ice/salt conditions in a controlled testing environment.

2. Learn from the controlled testing about readiness of the autonomous bus to operate in winter weather conditions and identify gaps/shortfalls and potential solutions.

3. Promote awareness and the benefits of autonomous vehicle technology to local stakeholders, officials and the public through public demonstrations.

4. Obtain national exposure and increase Minnesota’s influence and visibility on advancing autonomous vehicles. 5. Prepare for autonomous bus testing on public roadways and bus rapid transit facilities.

Required Qualifications The following are required of the responder, and must be clearly demonstrated within the technical response. These will be rated on a pass/fail basis.

• Availability of an autonomous bus vehicle for the duration of the project. • Autonomous vehicle must meet Level 2, Level 3 or Level 4 of automation as defined by the Society of Automotive

Engineers (SAE). • Prior testing/demonstrations of autonomous bus vehicle in fair weather conditions.

Autonomous Vehicle Requirements The selected vendor will need to meet the following requirements in order to proceed with the demonstration:

• Technology vendor shall provide an autonomous bus vehicle and operator for the pilot project demonstration and shall retain all rights and ownership of the vehicle.

• The autonomous vehicle preference is for a full size bus but a smaller size shuttle is allowable, provided it is capable of achieving speeds of 10 mph and higher.

• The autonomous vehicle shall be a minimum Level 2 - Society of Automotive Engineers (SAE) Level of Automation. Up to a Level 4 is desirable.

• Other vehicle requirements will vary and be dependent on the SAE Level of Automation, however all vehicles should comply with the SAE International’s J3016 standard for the level of automation proposed.

• If proposing SAE Level of Automation 3 or 4, the autonomous vehicle shall have an operator in the vehicle and shall allow for monitoring the operation of the autonomous vehicle. The operator shall monitor signals and controls and be capable of taking over immediate manual control of the autonomous vehicle in the event of an autonomous technology failure or other emergency.

• The autonomous vehicle operator shall monitor, control and/or report disruptive behavior. The operator shall also be licensed with a valid driver’s license.

• The autonomous vehicle shall have a mechanism to engage and disengage the autonomous technology that is easily accessible to the operator of the vehicle.

• The autonomous vehicle should have an indicator to indicate when the autonomous technology is engaged. • To operate on a public roadway, the autonomous vehicle must meet Federal Motor Vehicle Safety Standards (FMVSS) or

have an approved exemption for the vehicle’s model year and all other applicable safety standards and performance requirements set forth in state and federal law and the regulations promulgated pursuant to those laws.

• The operation of the autonomous vehicle on public roads shall follow all applicable traffic laws. Pilot Demonstration Requirements

The selected vendor is responsible for deploying an autonomous vehicle test on the selected pilot site(s) in order to identify cold weather challenges and roadway infrastructure improvements necessary for safe operation on the State’s transportation system. The pilot will demonstrate the ability of the autonomous vehicle to safely operate in cold weather climate conditions (including snow, ice and salt conditions). The Project Testing Environment document included as Exhibit A provides various testing scenario concepts that could be conducted. Final test scenarios to be executed as part of this pilot will be determined jointly by MnDOT and


the selected vendor. The pilot demonstration is anticipated to include the following requirements but MnDOT recognizes that this will be dependent on the type of autonomous vehicle provided and the level of automation it can achieve:

• Controlled Environment Testing o Perform vehicle demonstrations under various testing scenarios in controlled environment over a 6-week period

during variable winter weather conditions. Due to the inability to predict or control weather conditions, the test vehicle and operator shall be available in Minnesota for testing and demonstrations for a minimum of 4 months from November 1, 2017 – February 28, 2018. No testing or demonstrations are required from December 22nd 2017 to January 2nd 2018.

o Per the USDOT Federal Automated Vehicles Policy, behavioral competencies that demonstrate the ability of the vehicle to operate in normal driving conditions should be demonstrated and validated. Spot observations are expected to be conducted during dry pavement and normal driving conditions. Focus of demonstration and validations will be during winter snow/ice/salt conditions. MnDOT will finalize the requirements with the selected vendor based on the type of vehicle and level of

automation but desired minimum demonstrations include: 1. Detect and Respond to Speed Limit Changes and Speed Advisories 2. Detect and Respond to Lane Changes 3. Detect and Respond to Static Obstacles in the Path of the Vehicle 4. Detect Traffic Signals and Stop/Yield Signs 5. Respond to Traffic Signals and Stop/Yield Signs 6. Detect and Respond to Access Restrictions (One-Way, No Turn, Ramps, etc.) 7. Detect and Respond to Temporary Traffic Control Devices 8. Navigate Intersections and Perform Turns 9. Perform Low-Speed Merge 10. Move Out of the Travel Lane and Park (e.g., to the Shoulder for Minimal Risk) 11. Detect and Respond to Encroaching Oncoming Vehicles 12. Perform Car Following (Including Stop and Go) 13. Detect and Respond to Stopped Vehicles 14. Make Appropriate Right-of-Way Decisions 15. Yield to Pedestrians and Bicyclists at Intersections and Crosswalks 16. Provide Safe Distance From Vehicles, Pedestrians, Bicyclists on Side of the Road 17. Stop and Pick-up/Drop-off Passengers at Designated Stops 18. Follow Local and State Driving Laws

Desired optional demonstrations include:

1. Detect Passing and No Passing Zones and Perform Passing Maneuvers 2. Detect and Respond to Emergency Vehicles 3. Follow Police/First Responder Controlling Traffic (Overriding or Acting as Traffic Control

Device) 4. Yield for Law Enforcement, EMT, Fire, and Other Emergency Vehicles at Intersections,

Junctions, and Other Traffic Controlled Situations 5. Detect and Respond to Work Zones and People Directing Traffic in Unplanned or Planned Events 6. Follow Construction Zone Workers Controlling Traffic Patterns (Slow/Stop Sign Holders). 7. Respond to Citizens Directing Traffic After a Crash 8. Perform High-Speed Merge (e.g., Freeway) 9. Detect/Respond to Detours and/or Other Temporary Changes in Traffic Patterns 10. Navigate Roundabouts 11. Navigate a Parking Lot and Locate Spaces


Scope of Work and Deliverables

Phase Target Date Phase I: Pilot Testing Preparation Summer/Fall 2017 Phase II: Controlled Test November 2017 - February 2018 Phase III: Public Road Showcase January- February 2018 Phase IV: Public Roadway / BRT Test(s) (Optional) 2018

Phase 1 – Pilot Testing Preparation

Task 1 – Finalize Pilot Requirements and Demonstration Plan Work with MnDOT to refine and finalize pilot requirements and demonstration plan. Vendor will also be required to engage in discussions with MnDOT, local stakeholders and Super Bowl officials to plan for Phase III immediately following Notice-to-Proceed. These discussions will be coordinated by MnDOT.

Task 2 – Provide Autonomous Pilot Test Vehicle The selected vendor will provide an autonomous testing vehicle(s) and accompanying operator. Vendor will attach magnetic (or other type of removable logos) MnDOT logos and logos of other MnDOT partners to the exterior of the vehicle. No other logos, except the vendor’s logo, will be included on the vehicle unless authorized by MnDOT. MnDOT and its partners will provide the removable logos. Task 3 – Prepare Site(s) for Testing and Demonstrations MnDOT will coordinate the installation of temporary road signage, temporary traffic signals, and other roadway obstacles to create testing scenarios used at the controlled test site. The selected vendor will review temporary infrastructure layouts and provide feedback to MnDOT on their installation and implementation and identify if other infrastructure needs are required. Task 4 – Conduct Pre-Testing Meeting with MnDOT Task 4 will consist of conducting a pre-testing meeting with MnDOT that provides an overview of Tasks 1 through 3 above. The meeting will take place at the controlled test site, and will include a tour of the complete testing site to ensure safety. Task 5 – Engage in discussions with MnDOT, local stakeholders, and Super Bowl planning officials

Following the Notice-to-Proceed, engage in planning discussions with MnDOT, local stakeholders, and Super Bowl officials for demonstration showcase(s) to take place during the timeframe of the 2018 Super Bowl. MnDOT has conducted meetings with the Superbowl Host Committee. The committee is interested in the demonstration, but will need a formal proposal submitted. The vendor will assist MnDOT with preparing the proposal for submittal to the National Football League (NFL). The committee indicated that a bus wrap may be desirable. Cost associated with bus wrapping or addition of temporary sponsorship logos (e.g. NFL logos, sponsoring hotels or vendors) to the bus will not be the responsibility of the vendor.

Phase I Deliverables

Deliverable #1 (Task 1): Finalized pilot requirements and demonstration plan with MnDOT. Deliverable #2 (Task 2): Provide Autonomous Pilot test vehicle and operator. Deliverable #3 (Task 3): Prepare site(s) for testing and demonstrations. Deliverable #4 (Task 4): Conduct and attend pre-test meeting. Deliverable #5 (Task 5): Engage in planning for demonstration showcase(s) during the 2018 Super Bowl.


Phase II: Controlled Test This phase will include a controlled demonstration at MnDOT’s MnROAD test facility, resulting observations and identification of risks and challenges for future automated vehicle implementation efforts.

Task 1 - Conduct Fair Weather Testing in Controlled Environment The selected vendor will begin with testing their autonomous vehicle on the controlled testing site during dry pavement and fair weather conditions. This primarily means that there is no precipitation or visibility constraints. Conditions such as overcast skies and moderate wind may be possible. Fair weather testing is expected to be brief and involve spot observations of some test scenarios with the assumption that the autonomous vehicle used for the pilot has already been through past rigorous fair weather testing. Task 2 - Conduct Cold Weather Testing in Controlled Environment After a successful test in dry pavement and fair weather conditions, the selected vendor will test their autonomous vehicle on the controlled testing site during cold weather conditions. This primarily means that temperatures are below 32 degrees Fahrenheit (zero degrees Celsius), and there is sleet, ice, road salt, and/or snow conditions. The focus of the controlled testing and observations will be to document vehicle operation during cold weather conditions. Testing scenarios to be observed will be finalized jointly by MnDOT and the selected vendor. Please note that MnDOT is currently investigating the availability to run snow-making machines in the event that temperatures are below freezing but there is no precipitation. Acquiring and running the snow-making machines will not be the responsibility of the selected vendor. MnDOT cannot guarantee adverse weather conditions for testing purposes. Task 3 – Conduct Autonomous Bus Tours/Demonstrations for Stakeholders This task will involve vendor provided tours/demonstrations and passenger rides at the controlled site using the autonomous bus provided for the pilot. At scheduled times during periods of fair weather, the vendor will offer demonstration rides to select groups of individuals chosen by MnDOT. This could include the disabled community, government officials, law enforcement, and other key stakeholders. The vendor will be required to be on-site to answer questions and provide short demonstration rides from the MnROAD building and onto the low volume roadway at no cost to these groups. Task 4 – Review Observation Summary Report Under a separate contract, MnDOT may hire project support to coordinate testing scenarios logistics and observe the autonomous bus performance during the various weather and testing conditions. Observations on how the vehicle performs in various weather conditions will be documented along with possible strategies on how performance could be strengthened. The vendor will be asked to review and comment on a summary of the observations before they become public information. Task 5 – Attend Next Steps Meeting with Stakeholders Task 5 will consist of the vendor’s attendance and participation in a next steps meeting with MnDOT, project support personnel and other stakeholders. The purpose of the meeting is to review results and observations from the controlled testing activities, make a decision on proceeding with possible Super Bowl showcase demonstrations and to discuss next steps. An authorization to proceed will be required from MnDOT prior to any Super Bowl showcase demonstrations. Task 6 – Attend MnDOT Leadership Meetings Task 6 will consist of the vendor’s attendance at MnDOT Leadership meetings that will occur periodically over the course of the vendor contract. Leadership meetings typically include top executives at MnDOT and may also include leaders from other state agencies such as State Patrol and Vehicles Services. Meetings may require updates from the vendor on the pilot status and input during strategic planning discussions related to next steps or future pilot program activities.

Phase II Project Site The pilot site to be utilized for controlled testing as part of Phase II is the MnROAD testing facility, located about 35 miles

http://www.dot.state.mn.us/mnroad/index.html


northwest of downtown Minneapolis at 9011 77th Street NE Monticello, Minnesota 55362. MnROAD is a multi-purpose facility designed for transportation related research and demonstration projects. The site environment is completely controlled and operated by MnDOT and has available building structure for meetings/consultation (25 person capacity conference room) and an enclosed pole barn for working on equipment. The pole barn has a heated area (7’ garage door) and unheated (10’ garage door) area that is big enough to support buses and semi-tractor trailers. The 2.5 mile Low Volume Road (LVR) is a secure closed access loop that consists of 1-mile straight stretches and curves on each end. The LVR also includes crossover tracks at which vehicles could be introduced at right angles with an autonomous bus traveling along the test track and consists of both asphalt and concrete pavement surfaces. Traffic speed is limited by the curves but testing has been done at 50 mph on the straightaways. The LVR controlled testing environment offers the safest possible site on which an autonomous bus could be tested in the project.

Figure 1 MnROAD Test Tracks

The MnROAD High Volume Interstate-94 “Mainline” Segment, located adjacent to the Low Volume Loop is also available for use. This mainline roadway can be set up as a controlled environment with no vehicular traffic. The mainline consists of 3.5 miles and enables speeds up to 70 mph and also has both concrete and asphalt surfaced test sections. Additional vehicles could be incrementally introduced to the roadway to travel alongside the autonomous bus for testing the capabilities of the bus to detect the presence of other vehicular traffic, bicycles, and pedestrians. The MnROAD facility is currently utilized for on-going pavement testing that occurs year round but MnDOT will help the vendor in coordinating specific dates/times that it can be used for autonomous bus testing. More details about the MnROAD facility can be found at: http://www.dot.state.mn.us/mnroad/index.html.

Phase II Deliverables

Deliverable #1 (Task 1): Conduct fair weather testing on a controlled site. Assume periodic testing for a one (1) week period, starting in early November 2017. Deliverable #2 (Task 2): Conduct cold weather testing on a controlled site. Assume periodic testing over a six (6) week period dependent on weather conditions, from early November 2017 to end of February 2018. Deliverable #3 (Task 3): Conduct tours/demonstrations and offer rides for stakeholders at controlled site. Deliverable #4 (Task 4): Review and comment on draft Observations Summary report. Deliverable #5 (Task 5): Attend and participate in Next Steps meeting. Deliverable #6 (Task 6): Attend and participate in MnDOT Leadership meetings. Assume up to four (4) meetings. Autonomous bus is required to be available for controlled site testing, demonstrations and tours from early November 2017 to end of February 2018. Exceptions include weekends (unless needed for Super Bowl preparation and demonstration), and from December 22nd, 2017 to January 2nd, 2018. Requirements for proceeding to Phase III Approval to move to the Phase III will be dependent on the following:

1. Based on observations made during demonstrations in Phase II, MnDOT will determine if the provided autonomous bus is operationally safe enough to proceed to Phase III.

High Volume I-94 Segment Low Volume Loop

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http://www.dot.state.mn.us/mnroad/index.html


2. Phase III demonstrations will only be conducted under fair weather conditions. This primarily means that there are no precipitation or visibility constraints and the pavement condition is clear of snow or ice. Conditions such as overcast skies and moderate wind may be possible.

3. The provided autonomous bus meets the legal requirements for operating at the selected Phase III demonstration site(s). 4. Both site owner and vendor approve the demonstration and location.

Phase III: Public Road Showcase If approved, Phase III will include a showcase demonstration(s) timed to coincide with the 2018 Super Bowl.

Task 1 – Conduct Autonomous Vehicle Showcase at the 2018 Super Bowl There are multiple events and activities planned over a 10-day period leading up to the 2018 Super Bowl, and a demonstration project(s) could be arranged to showcase the technology. To date, the specific site location(s) have not been selected and further details will be available upon finalization of the site(s). At this point in time example sites could include public roads that are open to all traffic, as well as private parking lots. Upon a notice-to-proceed for this project, MnDOT will engage the selected vendor in discussions with appropriate local stakeholders and Super Bowl planning officials. MnDOT will jointly work with the vendor on logistics of selecting the final Super Bowl event sites and on preparing the sites for demonstrations. In general, the Super Bowl demonstration site(s) can be expected to be operated over five (5) days, at up to eight (8) hours each day, at three (3) total sites within the Minneapolis/Saint Paul metropolitan area.

Phase III Project Site Possible sites for Phase III include:

• Selected public roadway sites in downtown Minneapolis connecting the Convention Center with hotels, parking, points of interest and drop off sites near Nicollet Mall which is designated as Super Bowl Central.

• Selected public roadway sites in downtown Saint Paul connecting event sites with hotels, parking or other points of interest. • Selected public or private roadway sites in the Bloomington/Mall of America area connecting businesses, parking, nearby

hotels or other points of interest. • Selected private parking lot sites utilized by different venues located throughout the Twin Cities metropolitan area that are

hosting events during the 10-day span of Super Bowl festivities. Phase III Deliverables Deliverable #1 (Task 1): If authorized, conduct autonomous vehicle showcase at up to three (3) locations for the 2018 Super Bowl from late January to early February 2018. Assume operations for five (5) days in duration, at eight (8) hours each day. Phase IV (OPTIONAL) – Testing in Public Roadway / Bus Rapid Transitway Depending on funds, Phase IV will include test(s) along public roadways or semi-controlled bus rapid transitways (BRT) including operations in mixed traffic at sites in Minnesota. Phase IV includes optional tasks not to be bid or included in cost proposals. If Phase IV is exercised, final work tasks and costs will be negotiated at a later date. Opportunities to conduct separate public roadway / BRT tests outside of Minnesota may be possible dependent on arrangements with other U.S. national partners.

Task 1 – Conduct Fair Weather Testing in Public Roadway Environment The selected vendor will test their autonomous vehicle on a public roadway / BRT site during fair weather conditions. This primarily means that there is no precipitation or visibility constraints. Conditions such as overcast skies and moderate wind may be possible. Task 2 - Conduct Cold Weather Testing in Public Roadway Environment


After a successful test in fair weather conditions, an optional task may include testing the autonomous vehicle on a public roadway site during cold weather conditions. This primarily means that temperatures are below 32 degrees Fahrenheit (zero degrees Celsius), and there is sleet, ice, road salt, and/or snow conditions. Please note that unlike the controlled testing site, snow-making machines cannot be provided for this phase. Task 3 – Review Observation Summary Report Under a separate contract, MnDOT may hire project support personnel to coordinate testing scenarios logistics and observe the autonomous bus performance during the various weather and testing conditions. Observations on how the vehicles perform in various weather conditions will be documented along with possible strategies on how performance could be strengthened. The vendor will be asked to review and comment on a summary of the observations before they become public information. Task 4 – Attend Project Summary Meeting with Stakeholders Task 4 will consist of the vendor’s attendance and participation in a Phase IV project summary meeting with MnDOT, Project Evaluator and other stakeholders. The purpose of the meeting is to review results and observations from the testing activities and to discuss next steps.

Phase IV Project Site Preferred locations to conduct public roadway / BRT tests include routes with over 50% exclusive busways or semi-controlled environments with speeds of 40-45 mph, designated stops, some cross traffic but minimal other mixed traffic. If Optional Phase IV does proceed, the pilot site(s) will be determined during negotiations. Possible sites for Phase IV include:

• University of Minnesota Transitway – This site is located adjacent to downtown Minneapolis and includes a 2.6-mile semi-controlled busway (BRT) connecting the Minneapolis and Saint Paul University campuses. The Transitway provides an opportunity to test in an environment that would include University buses, pedestrians, sign controlled intersections, traffic signals and mixed cross traffic. Opportunities would exist to extend the autonomous bus route on each end to incorporate mixed general traffic and more complex testing conditions.

• Canal Park Tourist Area in Duluth, MN - Duluth is located about 155 miles north of the Twin Cities, on the west side of Lake Superior. Canal Park is one of the biggest tourist attractions in Duluth and well known for lake walks/biking, shops, restaurants and is next door to the Duluth Entertainment and Convention Center. Canal Park could provide for a low-speed autonomous bus loop along Canal Park Drive, to the Convention Center and to various points of attractions along the way.

• Other Sites – Other candidate public roadway and/or bus rapid transitways are also being considered in Minnesota and discussions are underway between MnDOT and the associated stakeholders. One possible site is located in Rochester, MN where the Mayo Clinic has expressed interest in testing autonomous bus operations to facilitate the movement of employees within the Mayo Clinic campus. There could also be an opportunity for the selected technology vendor to pursue other candidate pilot sites outside of Minnesota if arrangements are made with other U.S. state partners. For example, the Colorado DOT and their innovative RoadX program will be one of the national partners participating with MnDOT in this pilot and discussions are underway with other states

Phase IV Deliverables Deliverable #1 (Task 1): Conduct fair weather testing on a public roadway / BRT site. Duration of time to be negotiated at a later date. Deliverable #2 (Task 2): Conduct cold weather testing on a public roadway / BRT site. Duration of time to be negotiated at a later date. Deliverable #3 (Task 3): Review and comment on draft Observations Summary report. Deliverable #4 (Task 4): Attend and participate in Project Summary meeting.


High Definition Mapping Information Minnesota has an existing statewide Continuously Operating Reference Station Network called MnCORS. Details on MnCORS can be found at: http://www.dot.state.mn.us/surveying/cors/. MnCORS is a cooperative effort between MnDOT, other state agencies and institutions, counties, cities and private enterprises with the goal of providing Global Navigation Satellite System (GNSS) corrections statewide. Using signals from all available GNSS satellites, and receivers at over 130 known positions, MnCORS is able to continuously provide survey grade positioning corrections. MnCORS is available for use on the pilot project but please note that high-definition mapping of the controlled test site at MnROAD or public roadway/BRT sites is not available and if needed for the pilot, will be the responsibility of the selected vendor. Use of the Term “Super Bowl” The term “Super Bowl” is a registered trademark of the National Football League (NFL). The NFL has not endorsed the project or use of the term “Super Bowl”. However, MnDOT will continue discussions with the Super Bowl planning committee to endorse this project and potentially obtain permission to use the term “Super Bowl” in marketing materials related to this Project. This Project can occur with or without NFL endorsement. Responders are encouraged to propose additional tasks or activities if they will substantially improve the results of the project. These items should be separated from the required items on the cost proposal. Anticipated Term The term of this contract is anticipated to run from September 1, 2017 to March 31, 2018, with the option to extend an additional 15 months if optional Phase IV is authorized. QUESTIONS Responders who have any questions regarding this RFP must submit questions, by e-mail only, to: Ron Bisek, Contract Administrator [email protected] All questions and answers will be posted on MnDOT’s Consultant Services Web Page at www.dot.state.mn.us/consult under the “P/T Notices” section. All prospective responders will be responsible for checking the web page for any addendums to this RFP and any questions that have been answered. Note that questions will be posted verbatim, as submitted. Questions regarding this RFP must be received by MnDOT no later than 2:00 p.m. Central Daylight Time on Friday, July 14, 2017. MnDOT anticipates posting answers to such questions no later than 2:00 p.m. Central Daylight Time on Tuesday, July 18, 2017. No other MnDOT personnel are allowed to discuss this RFP before the proposal submission deadline. Contact regarding this RFP with any personnel not listed above may result in disqualification. PROPOSAL CONTENT The following will be considered minimum contents of the proposal, and must be submitted in the order listed: 1. Cover Letter and Contact Information:

Responders must clearly identify the company’s full legal name, business address, contact person’s name, telephone number, fax number and e-mail address (as available). Cover letter shall include a brief table summarizing how your proposal meets the selection criteria included in the Proposal Evaluation Section and shall be limited to two pages.

2. Vehicle Type and Availability: Responders shall describe the details of the autonomous bus vehicle that will be provided and made available for the project and how it meets the demonstration requirements including:

- Compliance with Federal Motor Vehicle Safety Standards (FMVSS). If vehicle does not comply, explain which standards

are not met and whether exemptions have previously been approved.

http://www.dot.state.mn.us/surveying/cors/

mailto:[email protected]

http://www.dot.state.mn.us/consult


- Status with the USDOT National Highway Traffic Safety Administration (NHTSA) 15-point safety assessment describing: 1. If the vehicle has gone through the 15-point safety assessment, and 2. If yes, an indication if the assessment been submitted to NHTSA.

As part of the response, provide a summary on the assessments related to the following areas suggested by NHTSA including: Data recording and sharing, privacy, system safety, vehicle cybersecurity, human machine interface,

crashworthiness, consumer education and training, registration and certification, post-crash behavior, federal, state, and local laws, ethical considerations, operational design domain, object and event detection and response, fall back (minimal risk condition), validation methods.

- Length of vehicle - Level of SAE autonomy (Level 2 - 4). Responders to provide an Internet link with video of proposed vehicle showing type

and demonstrating level of autonomy. - How you may meet other Vehicle Type requirements described in the Autonomous Vehicle Requirements section of the

RFP.

3. Work Plan – Project Approach: The purpose of this section is for responders to present their work plan for delivering the project and meeting the project requirements and schedule for Phase II and Phase III. Responders must present: - Strategy for mobilizing the vehicle and staff to complete the work tasks per the project schedule - Staffing plan to complete the work tasks per the project schedule

4. Previous Autonomous Vehicle Demonstrations/Pilots: Responders shall describe their previous experience in conducting autonomous vehicle demonstrations or pilots. Response must discuss: - Previous demonstration/pilots in varied weather conditions - Previous demonstration of proposed vehicle on private and/or public roadway environment

5. Super Bowl Showcase Demonstration Approach:

Responders shall describe their approach to participating in possible Super Bowl showcase demonstrations including: - Willingness to do autonomous vehicle demonstrations at Super Bowl related events - Indicate if the proposed vehicle is able and if the vendor is willing to operate on a public roadway and/or in a private

parking lot, , - Indicate if public ridership is an option during any of these demonstrations or other ideas you have to engage the public

6. Additional Innovation: Responders shall describe any additional innovations or value that the vendor can add to the project for minimal or no cost to MnDOT.

7. MnDOT Participation:

Responders must clearly identify the level of MnDOT’s participation that will be needed in the contract, as well as any other services you expect to be provided by MnDOT.

8. Forms, Documents and Certifications: Responders must complete and submit all required forms, documents and certifications, required under any other section of this RFP. These forms, documents and certifications will NOT be included in any page limit set for this RFP, as applicable. a. Required Forms and Documents: Responders must complete and submit the forms and documents required under any

other section of this RFP.

9. Cost Proposal: Responders must provide, in a separate envelope, one copy of the cost proposal, clearly marked on the outside “Cost


Proposal”, along with the responders’ official business name and address. For purposes of completing the cost proposal, MnDOT does not make regular payments based upon the passage of time; it only pays for services performed or work delivered after it is accomplished. Terms of the proposal as stated must be valid for the length of the project. MnDOT views the Minnesota Autonomous Bus Pilot project as a partnership between MnDOT, the selected autonomous vehicle provider and other participating U.S. national partners. It is a great opportunity to come together to promote public awareness of autonomous vehicle technology and to help make progress in addressing the national/international winter weather problem for autonomous vehicles. Participation in the pilot is expected to bring many benefits and business development incentives to the selected vendor. U.S. national partner participation offers possible opportunities outside of Minnesota. MnDOT also assumes that the anticipated opportunity for responders to showcase their autonomous vehicle at the 2018 Super Bowl provides additional marketing visibility and incentives to the vendor that may minimize testing and showcase costs. Given the above potential positive benefits from being selected for this Autonomous Bus Pilot, if the Vendor feels they need reimbursement for costs, present the costs as a lump sum for associated with Phase II – Controlled Testing and Phase III – Public Road Showcase. Break down these costs as follows:

A. Phase II - Controlled Testing 1. Shipment of Vehicle to Minnesota: 2. Testing/Demonstration Services:

Net Cost to MnDOT (A): 1 + 2 = A

B. Phase III – Public Road (Super Bowl) Showcase

3. Demonstration Services: Net Cost to MnDOT (B): 3 = B

Total Lump Sum Cost to MnDOT (C): A + B = C

MnDOT assumes any costs associated with Phase I – Pilot Testing Preparation will be incidental to the demonstration services to be provided as part of Phase II controlled testing and any Phase III public road (Super Bowl) showcases. In the event the Super Bowl showcase demonstrations do not occur, MnDOT retains the right to withhold payments associated with that activity. Cost proposals shall not include any costs associated with Optional Phase IV – Testing in Public Roadway / BRT. Additional payments to the selected vendor for future Optional Phase IV will be negotiated with MnDOT at a later date and addressed through appropriate contract amendments. As part of this autonomous bus pilot project, MnDOT will not pay for research and development but expects that any autonomous vehicle provided for this demonstration has already been developed and tested under other pilots and test facilities. MnDOT assumes the technology vendor has already invested significantly in their autonomous vehicle product and technology. When proposing a lump sum budget, responders must include a breakdown (labor and expenses) showing how the rate was derived. • Identification of anticipated direct expenses. • Identification of any assumptions made while developing this cost proposal. • Identification of any cost information related to additional services or tasks. This should be included in the cost proposal,

but clearly identify it as additional costs and not made part of the total project cost.

MnDOT expects to make milestone payments to the selected vendor. Responders must have the cost proposal signed by authorized member of the firm. Responders must not include any cost information within the body of the technical proposal.

MnDOT has estimated that the cost of this contract between $0 - $200,000.00.


Responders must limit their proposal to 10 single-sided, 8.5”x11” pages, with no smaller than 11 point font. Note: a cover letter and the required forms, documents and certifications will NOT count as part of the page limit. PROPOSAL SUBMITTAL INSTRUCTIONS All proposals must be mailed (United States Postal Service), expressed (UPS, FedEx or other similar express carrier) or dropped off to the attention of:

Ron Bisek, Contract Administrator Minnesota Department of Transportation 1500 West County Road B2, Mail Stop 725 Roseville, MN 55113

All proposals must be received no later 2:00 p.m. Central Daylight Time on Tuesday, July 25, 2017. Please note that MnDOT security procedures do not allow non-MnDOT employees to have access to the elevators or the stairs. You should plan enough time and follow these instructions for drop-off: • Enter the MnDOT Waters Edge Building • Once you enter through the doors, the receptionist is located on your right. • Proposals are accepted at the Information Desk of Waters Edge only. The receptionist will date and time stamp the

proposal and will call the Contract Administrator to pick up the proposal. Submit 1 hard copy of the proposal, along with one copy of the entire proposal in electronic format (CD-ROM, flash drive, etc.). The proposal must be submitted in a sealed mailing envelope or package, clearly marked “Proposal” on the outside. An authorized member of the firm must sign the proposal, in ink. PROPOSAL EVALUATION Representatives of MnDOT will evaluate all proposals received by the deadline. In some instances, an interview may be part of the evaluation process. MnDOT reserves the right, based on scores of the proposals, to create a short-list of responders to interview. A 100-point scale will be used to create the final evaluation recommendation. The factors and weighting on which proposals will be judged are broken down in the following table:

Rating Factor Weighting Percentage Availability of vehicle that meets demonstration requirements Level of compliance with FMVSS – 10% NHTSA 15-point safety assessment – 5% Length of vehicle – 10% Level of SAE autonomy (2-4) demonstrated with video – 5% Other Vehicle Type requirements – 5%

35%

Proposed work plan and ability to meet project schedule Mobilization to complete work tasks Staff to complete work tasks

15%

Previous demonstration/pilots of autonomous vehicles Previous demonstration/pilots in varied weather conditions Previous demonstration of proposed vehicle on private and/or

public roadway/environment

20%

Proposed demonstration approach for Super Bowl showcase Willing to demonstrate at Super Bowl Ability to operate on either a public road or private parking lot is

preferred Ability for the public to ride and interact with the vehicle

10%


Additional innovations or value that the vendor can add to the project for minimal or no cost to MnDOT

5%

Cost Detail 15% Proposals will be evaluated on a “best value” basis with 85% qualifications and 15% cost considerations. The review committee will not open the cost proposals until after the qualifications points are awarded. GENERAL REQUIREMENTS Responders must adhere to all terms of this RFP. Late proposals will not be considered. Fax, e-mail and printed proposals will not be accepted or considered. All costs incurred in responding to this RFP will be borne by the responder. Affidavit of Noncollusion Responders must complete the attached “Affidavit of Noncollusion” form and submit it as part of their proposal. Conflicts of Interest Responders must provide a list of all entities with which it has relationships that create, or appear to create, a conflict of interest with the work that is contemplated in this RFP. This list should indicate the name of the entity, the relationship and a discussion of the conflict. Responders must complete the attached “Disclosure of Potential Conflict of Interest” form and submit it as part of their proposal. Proposal Contents Certification By submitting a proposal, responders warrant that the information provided is true, correct and reliable for purposes of evaluation for potential contract award. The submission of inaccurate or misleading information may be grounds for disqualification from contract award and may subject the responder to suspension or debarment proceedings, as well as other remedies available to MnDOT, by law. Disposition of Responses All materials submitted in response to this RFP will become property of MnDOT and will become public record, in accordance with Minnesota Statutes §13.591, after the evaluation process is completed. Pursuant to the Statute, completion of the evaluation process occurs when MnDOT has completed negotiating the contract with the successful responder. If a responder submits information in response to this RFP that it believes to be trade secret materials, as defined by the Minnesota Government Data Practices Act, Minnesota Statutes §13.37, the responder must: Clearly mark all trade secret materials in its proposal at the time the proposal is submitted; Include a statement with its proposal justifying the trade secret designation for each item; and Defend any action seeking release of the materials it believes to be trade secret, and indemnify and hold harmless the state, its

agents and employees, from any judgments or damages awarded against the state in favor of the party requesting the materials, and any and all costs connected with that defense. This indemnification survives MnDOT’s award of a contract. In submitting a proposal in response to this RFP, the responder agrees that this indemnification survives as long as the trade secret materials are in possession of MnDOT. MnDOT is required to keep all the basic documents related to its contracts, including responses to RFPs, for a minimum of seven years.

MnDOT will not consider the prices submitted by the responder to be proprietary or trade secret materials. Contingency Fees Prohibited Pursuant to Minnesota Statutes §10A.06, no person may act as or employ a lobbyist for compensation that is dependent upon the result or outcome of any legislation or administrative action. Sample Contract Responders should be aware of MnDOT’s standard contract terms and conditions when preparing their proposal. Responders may view the current version of the Professional/Technical High Risk contract template on the Consultant Services website, at www.dot.state.mn.us/consult (Click on Contract Documents tab to view templates). Much of the language reflected in the contract template is required by statute. However; if a responder does take exception to any of the terms, conditions or language in the contract template, they must indicate those exceptions in their proposal. Responders should note that certain exceptions may result

http://www.dot.state.mn.us/consult


in your proposal being disqualified from further review and evaluation. Only those exceptions indicated in the proposal will be available for discussion or negotiation. Travel Reimbursements Reimbursements for travel and subsistence expenses actually and necessarily incurred by the successful responder, as a result of the contract, will not exceed the amounts provided in the current MnDOT Travel Regulations. Reimbursements will not be allowed for travel and subsistence expenses incurred outside of Minnesota, unless the successful responder has received MnDOT’s written approval for out-of-state travel. Minnesota will be considered the home base for determining whether travel is out-of-state. Organizational Conflicts of Interest The responder warrants that, to the best of its knowledge and belief, and except as otherwise disclosed, there are no relevant facts or circumstances, which could give rise to organizational conflicts of interest. An organizational conflict of interest exists when, because of existing or planned activities or because of relationships with other persons, a vendor is unable or potentially unable to render impartial assistance or advice to MnDOT, or the vendor’s objectivity in performing the contract work is or might be otherwise impaired, or the vendor has an unfair competitive advantage. The responder agrees that, if after award, an organizational conflict of interest is discovered, an immediate and full disclosure in writing must be made to the Assistant Director of the Department of Administration’s Materials Management Division which must include a description of the action which the selected responder has taken or proposes to take to avoid or mitigate such conflicts. If an organization conflict of interest is determined to exist, MnDOT may, at its discretion, cancel the contract. In the event the responder was aware of an organizational conflict of interest prior to the award of the contract, and did not disclose the conflict to the contracting officer, MnDOT may terminate the contract for default. The provisions of this clause must be included in all subcontracts for work to be performed similar to the service provided by the prime contractor, and the terms “contract,” “contractor,” and “contracting officer” modified appropriately to preserve the State’s rights. Pre-Award Audit Requirement The successful responder will be required to submit pre-award audit information and comply with audit standards. Failure to do so may result in disqualification. Targeted Group Business and Veteran-Owned Small Business Preference In accordance with Minnesota Statutes §16C.16, subdivision 6a, unless a greater preference is applicable and allowed by law, the Commissioner of Administration will award a 6% preference in the amount bid on state procurement to certified Targeted Group Businesses (TGB) or certified small businesses that are majority owned and operated by veterans. To be eligible for the TGB preference, a business must be certified by the Commissioner of Administration/Materials Management Division. A small business qualifies for the veteran-owned preference when it meets one of the following requirements: 1) The business has been certified by the Department of Administration/Materials Management Division as being a veteran-owned or service-disabled veteran-owned small business; or 2) The principal place of business is in Minnesota AND the United States Department of Veterans Affairs verifies the business as being a veteran-owned or service-disabled veteran-owned small business under Public Law 109-461 and Code of Federal Regulations, title 38, part 74 (Supported By Documentation). See Minnesota Statutes §16C.19(d), and visit www.vetbiz.gov for more information about Veteran certification. To claim the TGB or Veteran preference, the responder must complete and submit the “Targeted Group and Veteran-Owned Small Businesses Preference Form” and submit it as part of their proposal, along with all documentation required by the form, and statutory requirements and documentation must be met by the solicitation response due date and time to be awarded the preference. TGB and Veteran preferences are not cumulative, so a responder that is certified as both a TGB and a Veteran will receive only a 6% preference. Human Rights Requirements For all Contracts estimated to be in excess of $100,000, responders are required to complete the attached “Affirmative Action Certification” form and submit it as part of their proposal. As required by Minnesota Rules Part 5000.3600 “It is hereby agreed between the parties that Minnesota Statutes §363A.36, and Minnesota Rules Part 5000.3400 will be incorporated into any contract between these parties based upon this specification or any modification of it. A copy of Minnesota Statutes §363A.36 and Minnesota Rules Part 5000.3400-5000.3600 are available upon request from MnDOT”.

http://www.vetbiz.gov/


Insurance Requirements A responder’s proposal must clearly note any exceptions desired to insurance requirements, or the responder will be deemed to have accepted such requirements and waived any request for exception. 1. Insurance Certificates and Continuity of Coverage Required. The successful responder must provide a certificate of

insurance showing that they have each type of insurance coverage and limits required herein. The certificate must be filed with MnDOT’s Authorized Representative within 30 days of execution of the contract, and prior to commencing work under the contract. The successful responder must maintain such insurance in full force and effect throughout the term of the contract.

2. Required Insurance. The successful responder will be required to maintain the furnish satisfactory evidence of the following insurance policies: a. Workers’ Compensation Insurance: Except as provided below, the successful responder will be required to provide

Workers’ Compensation insurance for all its employees and, in case any work is subcontracted, will require its subcontractor(s) to provide Workers’ Compensation insurance in accordance with the statutory requirements of the state of Minnesota, including Coverage B, Employer’s Liability. Insurance minimum limits are as follows: - $100,000 – Bodily Injury by Disease per employee - $500,000 – Bodily Injury by Disease aggregate - $100,000 – Bodily Injury by Accident

If Minnesota Statutes §176.041 exempts the successful responder from Workers’ Compensation insurance requirements, or if such responder has no employees in the state of Minnesota, the successful responder will be required to provide a written statement, signed by an authorized representative, indicating the qualifying exemption that excludes the successful responder from the Minnesota Workers’ Compensation requirements. If, during the course of the contract, the successful responder becomes subject to the Workers’ Compensation Insurance requirements, the successful responder then must comply with such requirements and must provide MnDOT with a Certificate of Insurance evidencing such coverage.

b. Commercial General Liability Insurance: The successful responder will be required to maintain insurance protecting the

successful responder from claims for damages for bodily injury, including sickness or disease, death and for care and loss of services as well as from claims for property damage, including loss of use which may arise from operations under the contract whether the operations are by the successful responder or by a subcontractor or by anyone directly or indirectly employed by the successful responder pursuant to the contract. Insurance minimum limits are as follows: - $2,000,000 – per occurrence - $2,000,000 – annual aggregate - $2,000,000 – annual aggregate – Products/Completed Operations The following coverages must be included: - Premises and Operations Bodily Injury and Property Damage - Personal and Advertising Injury - Blanket Contractual Liability - Products and Completed Operations Liability - State of Minnesota named as an Additional Insured, to the extent permitted by law

c. Commercial Automobile Liability Insurance: The successful responder will be required to maintain insurance protecting

the successful responder from claims for damages for bodily injury as well as from claims for property damage resulting from the ownership, operation, maintenance or use of all owned, hired, and non-owned autos which may arise from operations under the contract, and in case any work is subcontracted the successful responder must require the subcontractor to provide Commercial Automobile Liability insurance. Insurance minimum limits are as follows: - $5,000,000 – per occurrence Combined Single limit for Bodily Injury and Property Damage for vehicles carrying 20 or

less passengers - $10,000,000 – per occurrence Combined Single limit for Bodily Injury and Property Damage for vehicles carrying 21

or more passengers In addition, the following coverages must be included: - Owned, Hired and Non-owned Automobile

d. Professional/Technical, Errors and Omissions, and/or Miscellaneous Liability Insurance. The successful responder

will be required provide coverage for all claims the successful responder may become legally obligated to pay resulting from any actual or alleged negligent act, error or omission related to the successful responders professional services


performed under the contract. Unless otherwise specified within this RFP, the successful responder will be required to carry the following minimum limits: - $2,000,000 – per claim - $2,000,000 – annual aggregate

Any deductible will be the sole responsibility of the successful responder and may not exceed $50,000 with the written approval of MnDOT. If the successful responder desires authority from MnDOT have a deductible in a higher amount, the successful responder will be required to make such request in writing, specifying the amount of the desired deductible and providing financial documentation, acceptable to MnDOT, so that MnDOT can ascertain the ability of the successful responder to cover the deductible from its own resources. MnDOT will treat such financial statements as non-public data to the extent permitted by the Minnesota Government Data Practices Act. The retroactive or prior acts date of coverage must not be after the effective date of the contract and the successful responder must maintain such coverage for a period of at least three years following the completion of work. If such insurance is discontinued, then extended reporting period coverage must be obtained by the successful responder to fulfill this requirement.

e. Additional Insurance Conditions:

- The successful responder’s policy(ies) will be primary insurance to any other valid and collectible insurance available to MnDOT with respect to any claim arising out of the successful responder performance under this contract;

- If the successful responder receives a cancellation notice from an insurance carrier affording coverage herein, the successful responder agrees to notify the state of Minnesota within five business days with a copy of the cancellation notice, unless the successful responder’s policy(ies) contain a provision that coverage afforded under the policy(ies) will not be cancelled without at least 30 days advance written notice to the state of Minnesota.

- The successful responder is responsible for payment of contract related insurance premiums and deductibles; - If the successful responder is self-insured, a Certificate of Self-Insurance must be provided to MnDOT; - The successful responder’s policy(ies) must include legal defense fees in addition to its liability policy limits, with the

exception of part d above; - The successful responder must obtain insurance policies from insurance companies having an “AM BEST” rating of

“A minus”, a Financial Size Category VII, or better, and authorized to do business in the state of Minnesota. - An Umbrella or Excess Liability insurance policy may be used to supplement the successful responder’s policy limits

to satisfy the full policy limits required by the contract. 3. Right to Terminate. MnDOT reserves the right to immediately terminate the contract if the successful responder is not in

compliance with the insurance requirements, and MnDOT retains all rights to pursue any legal remedies against the successful responder. All insurance policies must be open to inspection by MnDOT and copies of policies must be submitted to MnDOT’s Contract Administrator upon written request.

4. Insurance Certificates. The successful responder will be required to submit Certificate(s) of Insurance, acceptable to MnDOT, as evidence of meeting the insurance requirements, prior to commencing work under the contract.

E-Verify Certification (In accordance with Minnesota Statutes §16C.075) By submission of a proposal for services in excess of $50,000, responders certify that as of the date of services performed on behalf of MnDOT, they, and all of their proposed subcontractors, will have implemented, or be in the process of implementing, the federal E-Verify program for all newly hired employees in the United States who will perform work on behalf of MnDOT. In the event of contract award, the successful responder will be responsible for collecting all subcontractor certifications and may do so utilizing the E-Verify Subcontractor Certification Form available at http://www.mmd.admin.state.mn.us/doc/EverifySubCertForm.doc. All subcontractor certifications must be kept on file with the successful responder and made available to MnDOT upon request. Resident Vendor Form If a responder wishes to claim resident vendor status, it must complete the “Resident Vendor” form and submit it as part of their proposal. Plain Language and Accessibility Standards 1. Plain Language. The successful responder must provide all deliverables in “Plain Language”. Executive Order 14-07 requires

the Office of the Governor and all Executive Branch agencies to communicate with Minnesotans using Plain Language. As defined in Executive Order 14-07, Plain Language is a communication which an audience can understand the first time they

http://www.mmd.admin.state.mn.us/doc/EverifySubCertForm.doc


read or hear it. To achieve that, the successful responder will take the following steps in the deliverables: - Use language commonly understood by the public; - Write in short and complete sentences; - Present information in a format that is easy-to-find and easy-to-understand; and - Clearly state directions and deadlines to the audience.

2. Accessibility Standards. The successful responder agrees to comply with the State of Minnesota’s Accessibility Standard

(http://mn.gov/oet/images/Stnd_State_Accessibility.pdf) for all deliverables under this contract. The State of Minnesota’s Accessibility Standards entail, in part, the Web Content Accessibility Guidelines (WCAG) 2.0 (Level AA) and Section 508 of the Rehabilitation Act, as amended. The successful responder’s compliance with the State of Minnesota’s Accessibility Standard includes, but is not limited to, the specific requirements as follows: - All videos must include closed captions, audio descriptions and a link to a complete transcript; - All documents, presentations, spreadsheets and other material must be provided in an accessible format. In addition, the

successful responder will provide native files in an editable format. Acceptable formats include InDesign, Word and Excel; and

- All materials intended for downloading and printing such as promotional brochures, must be labeled as such and the content must additionally be provided in an accessible format.

THE BALANCE OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK

http://mn.gov/oet/images/Stnd_State_Accessibility.pdf


STATE OF MINNESOTA AFFIDAVIT OF NONCOLLUSION

I swear (or affirm) under the penalty of perjury: 1. That I am the responder (if the responder is an individual), a partner in the company (if the responder is a partnership), or an

officer or employee of the responding corporation having authority to sign on its behalf (if the responder is a corporation); 2. That the attached proposal submitted in response to the _______________________________________________________

RFP has been arrived at by the responder independently and has been submitted without collusion with and without any agreement, understanding or planned common course of action with, any other responder of materials, supplies, equipment or services described in the RFP, designed to limit fair and open competition;

3. That the contents of the proposal have not been communicated by the responder, or its employees or agents, to any person not

an employee or agent of the responder and will not be communicated to any such persons prior to the official opening of the proposals; and

4. That I am fully informed regarding the accuracy of the statements made in this affidavit. Authorized Signature: Responders Firm Name: Print Authorized Representative Name: Title: Authorized Signature: Date: Notary Public Subscribed and sworn to before me this: day of , Notary Public Signature Commission Expires


CONFLICT OF INTEREST CHECKLIST AND DISCLOSURE FORM Purpose of this Checklist: This checklist is provided to assist proposers in screening for potential organizational conflicts of interest. The checklist is for the internal use of proposers and does not need to be submitted to MnDOT, however, the “Disclosure of Potential Conflict of Interest” form must be submitted with your proposal. Definition of “Proposer”: As used herein, the word “proposer” includes both the prime contractor and all proposed subcontractors. Checklist is not Exclusive: Please note that this checklist serves as a guide only, and that there may be additional potential conflict situations not covered by this checklist. If a proposer determines a potential conflict of interest exists that is not covered by this checklist, that potential conflict must still be disclosed. Use of the Disclosure Form: Proposers must complete the attached disclosure and submit it with their proposal (or separately, as directed by MnDOT, for projects not awarded through a competitive solicitation). If the proposer determines a potential conflict of interest exists, it must disclose the potential conflict to MnDOT; however, such a disclosure will not necessarily disqualify a proposer from being awarded a contract. To avoid any unfair “taint” of the selection process, the disclosure form should be provided separate from the bound proposal, and it will not be provided to selection committee members. MnDOT’s Contract Management personnel will review the disclosure and the appropriateness of the proposed mitigation measures to determine if the proposer may be awarded the contract notwithstanding the potential conflict. MnDOT’s Contract Management personnel may consult with MnDOT’s Project Manager and Department of Administration personnel. By statute, resolution of conflict of interest issues is ultimately at the sole discretion of the Commissioner of Administration. Material Representation: Proposers are required to submit the attached disclosure form either declaring, to the best of its knowledge and belief, that no potential conflict exists, or identifying potential conflicts and proposing remedial measures to ameliorate such conflict. The proposer must also update conflict information if such information changes after the disclosure. Information provided on the form will constitute a material representation as to the award of this contract. MnDOT reserves the right to cancel or amend the resulting contract if the proposer failed to disclose a potential conflict, which it knew or should have known about, or if the proposer provided information on the disclosure form that is materially false or misleading. Approach to Reviewing Potential Conflicts: MnDOT recognizes that proposer’s must maintain business relations with other public and private sector entities in order to continue as viable businesses. MnDOT will take this reality into account as it evaluates the appropriateness of proposed measures to mitigate potential conflicts. It is not MnDOT’s intent to disqualify proposers based merely on the existence of a business relationship with another entity, but rather only when such relationship causes a conflict that potentially impairs the proposer’s ability to provide objective advice to MnDOT. MnDOT would seek to disqualify proposers only in those cases where a potential conflict cannot be adequately mitigated. Nevertheless, MnDOT must follow statutory guidance on organizational conflicts of interest. Statutory Guidance: Minnesota Statutes §16C.02, subdivision 10(a) places limits on state agencies ability to contract with entities having an “organizational conflict of interest”. For purposes of this checklist and disclosure requirement, the term “vendor” includes “proposer” as defined above. Pursuant to such statute, “organizational conflict of interest” means that because of existing or planned activities or because of relationships with other persons: (1) the vendor is unable or potentially unable to render impartial assistance or advice to the state; (2) the vendor’s objectivity in performing the contract work is or might otherwise be impaired; or (3) the vendor has an unfair advantage. Additional Guidance for Professionals Licensed by the Minnesota Board of Engineering: The Minnesota Board of Engineering has established conflict of interest rules applicable to those professionals licensed by the Board (see Minnesota Rules Part 1805.0300). Subpart 1 of the rule provides “A licensee shall avoid accepting a commission where duty to the client or the public would conflict with the personal interest of the licensee or the interest of another client. Prior to accepting such employment the licensee shall disclose to a prospective client such facts as may give rise to a conflict of interest”.


An organizational conflict of interest may exist in any of the following cases: The proposer, or its principals, own real property in a location where there may be a positive or adverse impact on the value of

such property based on the recommendations, designs, appraisals, or other deliverables required by this contract. The proposer, or its principals, in previous work for the state has provided the final design or related services that are directly

related to performance of work required under this contract. Comment: this provision will, for example, disqualify a proposer who performed final design for MnDOT and now seeks to provide construction administration services for that same project. MnDOT believes this is necessary because the firm that prepared the plans may be unable to objectively determine plan errors and omissions. This may cause a situation where: (1) the vendor is unable or potentially unable to render impartial assistance or advice to the state; and (2) the vendor’s objectivity in performing the contract work is or might otherwise be impaired.

The proposer is providing services to another governmental or private entity and the proposer knows or has reason to believe, that entity’s interests are, or may be, adverse to the state’s interests with respect to the specific project covered by this contract. Comment: the mere existence of a business relationship with another entity would not ordinarily need to be disclosed. Rather, this focuses on the nature of services commissioned by the other entity. For example, it would not be appropriate to propose on a MnDOT project if a local government has also retained the proposer for the purpose of persuading MnDOT to stop or alter the project plans.

This contract is for right-of-way acquisition services or related services (e.g. geotechnical exploration) and the proposer has an existing business relationship with a governmental or private entity that owns property to be acquired pursuant to this contract.

The proposer is providing real estate or design services to a private entity, including but not limited to developers, whom the proposer knows or has good reason to believe, own or are planning to purchase property affected by the project covered by this contract, when the value or potential uses of such property may be affected by the proposer’s performance of work pursuant to this contract. “Property affected by the project” includes property that is in, adjacent to, or in reasonable proximity to current or potential right-of-way for the project. The value or potential uses of the private entity’s property may be affected by the proposer’s work pursuant to the contract when such work involves providing recommendations for right-of-way acquisition, access control and the design or location of frontage roads and interchanges. Comment: this provision does not presume proposers know nor have a duty to inquire as to all of the business objectives of their clients. Rather, it seeks the disclosure of information regarding cases where the proposer has reason to believe that its performance of work under this contract may materially affect the value or viability of a project it is performing for the other entity.

The proposer has a business arrangement with a current MnDOT employee or immediate family member of such employee, including promised future employment of such person, or a subcontracting arrangement with such person, when such arrangement is contingent on the proposer being awarded this contract. This item does not apply to pre-existing employment of current or former MnDOT employees, or their immediate family members. Comment: this provision is not intended to supersede any MnDOT policies applicable to its own employees accepting outside employment. This provision is intended to focus on identifying situations where promises of employment have been made contingent on the outcome of this particular procurement. It is intended to avoid a situation where a proposer may have unfair access to “inside” information.

The proposer has, in previous work for the state, been given access to “data” relevant to this procurement or this project that is classified as “private” or “nonpublic” under the Minnesota Government Data Practices Act, and such data potentially provides the proposer with an unfair advantage in preparing a proposal for this project. Comment: this provision will not, for example, necessarily disqualify a proposer who performed some preliminary work from obtaining a final design contract, especially when the results of such previous work are public data available to all other proposers. Rather, it attempts to avoid an “unfair advantage” when such information cannot be provided to other potential proposers. Definitions of “government data”, “public data”, “non-public data” and “private data” can be found in Minnesota Statutes Chapter 13.

The proposer has, in previous work for the state, helped create the “ground rules” for this solicitation by performing work such as: writing this solicitation, or preparing evaluation criteria or evaluation guides for this solicitation.

The proposer, or any of its principals, because of any current or planned business arrangement, investment interest, or ownership interest in any other business, may be unable to provide objective advice to the state.


DISCLOSURE OF POTENTIAL CONFLICT OF INTEREST Having had the opportunity to review the Organizational Conflict of Interest Checklist, the proposer hereby indicates that it has, to the best of its knowledge and belief:

Determined that no potential organizational conflict of interest exists.

Determined that a potential organizational conflict of interest exists, as follows: Describe nature of potential conflict: Describe measures proposed to mitigate the potential conflict: Signature Date If a potential conflict has been identified, please provide name and phone number for a contact person authorized to discuss this disclosure form with MnDOT contract personnel. Name Phone


STATE OF MINNESOTA – AFFIRMATIVE ACTION CERTIFICATION If your proposal to an RFP is or could be in excess of $100,000.00, complete the information requested below to determine whether you are subject to the Minnesota Human Rights Act (Minnesota Statutes §363A.36) certification requirement, and to provide documentation of compliance, if necessary. It is your sole responsibility to provide this information and, if required, to apply for Human Rights certification prior to the due date and time of the proposal and to obtain Human Rights certification prior to the execution of the contract. The State of Minnesota is under no obligation to delay proceeding with a contract until a company receives Human Rights certification.

BOX A – For companies which have employed more than 40 full-time employees within Minnesota on any single working day during the previous 12 months. All other companies proceed to BOX B. Your proposal will be rejected unless your business: Has a current Certification of Compliance issued by the Minnesota Department of Human Rights (MDHR) -or- Has submitted an affirmative action plan to the MDHR, which the Department received prior to the date and time the

proposals are due. Check one of the following statements if you have employed more than 40 full-time employees in Minnesota on any single working day during the previous 12 months: � We have a current Certificate of Compliance issued by the MDHR. Proceed to Box C. Include a copy of you Certification

with your proposal � We do not have a current Certificate of Compliance; However, we submitted an Affirmative Action Plan to the MDHR for

approval, which the Department received on ___________________________ (date). Proceed to Box C. � We do not have a Certification of Compliance, nor has the MDHR received an Affirmative Action Plan from our company. We

acknowledge that our proposal will be rejected. Proceed to Box C. Contact the MDHR for assistance. (See below for contact information)

Please note: Certificates of Compliance must be issued by the MDHR. Affirmative Action Plans approved by the federal government, a county, or a municipality must still be received, reviewed and approved by the MDHR before a certificate can be issued.

BOX B – For those companies not described in BOX A Check below We have not employed more than 40 full-time employees on any single working day in Minnesota within the previous 12

months. Proceed to BOX C.

BOX C – For ALL companies By signing this statement, you certify that the information provided is accurate and that you are authorized to sign on behalf of the responder. You also certify that you are in compliance with federal affirmative action requirements that may apply to your company. (These requirements are generally triggered only by participating as a prime or subcontractor on federal projects or contracts. Contractors are alerted to these requirements by the federal government.)

Name of Company: Date

Authorized Signature: Telephone number:

Printed Name: Title:

For assistance with this form, contact: Minnesota Department of Human Rights, Compliance & Community Relations Mail: The Freeman Building, 625 Roberts Street North

St. Paul, Minnesota 55155 TC Metro: 651-296-5663 Toll Free: 800-657-3704

Web: www.humanrights.state.mn.us Fax: 651-296-9042 TTY: 651-296-1283 Email: [email protected]

http://www.humanrights.state.mn.us/

mailto:[email protected]


TARGETED GROUP AND VETERAN-OWNED SMALL BUSINESSES

PREFERENCE FORM

Name of Contractor/Consultant SP # Proposal Due Date

Address City State/Zip

Contact Person/ EEO Officer Phone Number E-Mail Address

TARGETED GROUP BUSINESS

The business is an eligible TGB as shown in the Minnesota Department of Administration online directory at: http://www.mmd.admin.state.mn.us/process/search/.

VETERAN-OWNED SMALL BUSINESSES

Unless a greater preference is applicable, and allowed by law, in accordance with Minnesota Statutes §16C.16, subdivision 6a, MnDOT will award a 6% preference on state procurement to certified small businesses that are majority owned and operated by veterans. The business is an eligible Veteran-Owned small business owned and operated by either (check the box that applies and attach the certification documents required with your response to this RFP): Veteran-Owned Preference Requirements – See Minnesota Statutes §16C.19(d):

The business has been certified by the Minnesota Department of Administration/Materials Management Division as being a veteran-owned or service-disabled veteran-owned small business. OR

The principal place of business is in Minnesota AND the United States Department of Veterans Affairs verifies the business as being a veteran-owned or service-disabled veteran-owned small business under Public Law 109-461 and Code of Federal Regulations, title 38, part 74 (Supported By Documentation).

Statutory requirements and appropriate documentation must be met by the RFP response due date and time to be awarded the veteran-owned preference.

CLAIM THE PREFERENCE You must submit this form, and the documentation required above, as part of your proposal in order to be considered for this preference. I certify that the information contained herein is true, accurate and complete. Signed: Proposer or Authorized Representative

http://www.mmd.admin.state.mn.us/process/search/


STATE OF MINNESOTA

RESIDENT VENDOR FORM In accordance with Laws of Minnesota 2013, Chapter 142, Article 3, Section 16, amending Minnesota Statutes §16C.02, subdivision 13, a “Resident Vendor” means a person, firm, or corporation that:

1. is authorized to conduct business in the state of Minnesota on the date a solicitation for a contract is first advertised or announced. It includes a foreign corporation duly authorized to engage in business in Minnesota;

2. has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the proposal for which any preference is sought;

3. has a business address in the state; and 4. has affirmatively claimed that status in the proposal submission.

To receive recognition as a Minnesota Resident Vendor (“Resident Vendor”), your company must meet each element of the statutory definition above by the Request for Proposals (RFP) opening date and time. If you wish to affirmatively claim Resident Vendor status, you should do so by submitting this form with your proposal. Resident Vendor status may be considered for purposes of resolving tied low bids or the application of a reciprocal preference. I HEREBY CERTIFY THAT THE COMPANY LISTED BELOW:

1. Is authorized to conduct business in the state of Minnesota on the date a RFP for a contract is first advertised or announced. (This includes a foreign corporation duly authorized to engage in business in Minnesota.) ___Yes ___No (must check yes or no)

2. Has paid unemployment taxes or income taxes in the state of Minnesota during the 12 calendar months immediately

preceding submission of the response for which any preference is sought. ___Yes ___No (must check yes or no)

3. Has a business address in the state of Minnesota.

___Yes ___No (must check yes or no)

4. Agrees to submit documentation, if requested, as part of the proposal process, to verify compliance with the above statutory requirements. ___Yes ___No (must check yes or no)

BY SIGNING BELOW, you are certifying your compliance with the requirements set forth herein and claiming Resident Vendor status in your proposal submission. Name of Company: __________________________________________ Date: _____________________________ Authorized Signature: _________________________________________ Telephone: _____________________________ Printed Name: __________________________________________ Title: _____________________________

IF YOU ARE CLAIMING RESIDENT VENDOR STATUS, SIGN AND RETURN THIS FORM WITH YOUR

PROPOSAL SUBMISSION.