Snowplow Truck Washing Facility Designs and RFP Templates

Location:	Minnesota
Posted:	Dec 3, 2025
Due:	Dec 16, 2025
Agency:	State Government of Minnesota
Type of Government:	State & Local
Category:	38 - Construction, Mining, Excavating, and Highway Mainenance Equipment
Publication URL:	To access bid details, please log in.

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State of Minnesota

REQUEST FOR PROPOSAL (RFP)

PART A: INSTRUCTIONS AND CONTENT

Snowplow Truck Washing Facility Designs and RFP Templates

MnDOT Contract Number: 1060857

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.

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TABLE OF CONTENTS

Request For Proposal Content

SECTION 1 - INSTRUCTIONS TO RESPONDERS ......................................................................................................... 3

SECTION 2 - SUMMARY OF PROJECT SCOPE ............................................................................................................ 4

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION ............................................................. 7

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

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA ..........................................................................................12

SECTION 6 – TERMS & GENERAL REQUIREMENTS ..................................................................................................13

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)

THE BALANCE OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK

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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

How to Write

your Response

Where to Send

Your Response

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

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. 1060857 and Snowplow Truck Washing Facility Designs and

RFP Templates 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.

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).

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SECTION 2 –SUMMARY OF PROJECT SCOPE

1. Project Overview and Goals

This project has been developed by Clear Roads, which includes 39-member state DOTs. 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 to assist member DOTs with acquiring the services of truck washing

facility construction and truck washing vendors. Snowplow trucks operate in harsh environments and it's a constant

challenge to clean plow trucks efficiently and effectively between storms and at the end of the winter season. Frequent

and effective washing of snowplow trucks during and after the winter maintenance season can help reduce corrosion

and prolong the life of winter maintenance equipment. Challenges include time to clean the trucks, sufficient water

pressure, and access to all areas within the truck bodies where salt and other materials accumulate. Snowplow truck

repairs and replacements are costly, and many states have limited fleet budgets. Because of this, some states have

constructed truck washing facilities (in-house washing bays) and / or contracted out truck washing.

This project will develop two Request for Proposal (RFP) templates – one to procure a vendor to build a snowplow truck

wash bay and another to procure a vendor to wash snowplow trucks. The former will include general CAD drawings for

the building (such as footprint and height) and more detailed CAD drawings for the truck wash bay and associated truck

washing components.

Clear Roads has previously examined snowplow truck washing practices in:

Clear Roads Project 16-S1 (https://www.clearroads.org/project/16-s1/), which identified best practices for the use of in-

house wash bays and other truck washing alternatives such as off-site commercial washing facilities. A national survey of

state DOT winter maintenance experts gathered information about wash bay use, installation requirements and costs,

treatment of wash bay wastewater, and the effectiveness of truck washing alternatives in reducing or preventing

corrosion on snowplow trucks.

Clear Roads has previously examined the development of an RFP for vendor procurement in:

Clear Roads Project 19-04 (https://www.clearroads.org/project/19-04/), which expedited the process for states to

procure an automated snowplow route optimization program vendor by providing a list of technical requirements and

considerations that states can use to build their RFP. This project used survey results from nearly a dozen transportation

agencies that had completed or were in the midst of optimization projects in 2016. Further, the project reviewed six

issued snowplow route optimization RFPs and conducted in-depth discussions with winter maintenance organizations

and experienced software vendors to gain valuable insights.

The first goal of this project is to draft two sets of truck washing facility designs (plans, details, specifications, cost

estimates) that can be used to meet the needs of a variety of sites throughout Clear Roads member states. Included with

the designs will be a detailed checklist outlining an Operations and Maintenance (O&M) plan for the wash bay

components.

The second goal of this project is to expedite the process for states to procure a snowplow truck washing vendor by

providing a process and template that states can use to build their RFPs.

This project will also provide a Decision Support Guide to help agencies through the facility design process and to help

agencies select the appropriate performance criteria, technical requirements and considerations for their RFPs. The list

of performance criteria, technical requirements and considerations will be written in standard contractual language for

insertion into the RFP, which will also be written in standard contractual language.

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2. Scope of Work and Deliverables

By conducting a review of relevant literature and of industry practices, a survey of agencies with winter maintenance

programs, and more detailed follow-up interviews, the investigator will draft truck washing facility designs that will be

used as part of an RFP to bid out truck washing facility construction projects. The investigator will draft two RFP

templates, one to obtain a vendor to construct a truck wash bay facility and another to obtain a vendor to wash

snowplow vehicles.

The facility designs, created using computer-aided design (CAD) and technical specifications, will consider existing

building codes, maintenance-friendly designs, and state and federal regulations regarding environmental impacts and

wastewater management. While designs of the building that houses the wash bay will be less detailed, the wash bay

designs and associated truck washing components will be highly detailed. The designs, the types of which will be

determined during the course of the project, may likely include an inside garage bay facility,that can be a standalone

building or part of a larger existing / new maintenance garage building, and an outside facility. Evaluating and including

sewer connection options and non-sewer connection options for the wastewater is a key element of interest to the

member states. The designs would then be included in an RFP template written in standard contractual language.

RFP templates will be created for state agencies to use when procuring a vendor to either construct wash bay facilities

or to have a vendor wash snowplow vehicles. These RFP templates will capture the factors involved in selecting a vendor

and will be written in standard contractual language, and agencies will have the ability to insert language into the RFPs

to have them fit their specific needs.

A decision support guide will be produced that will provide a step-by-step process for agencies to follow to build the

RFPs to fit their needs and to maximize the value of the resultant contract. The decision support guide will contain lists

of technical requirements / specifications / details, performance criteria, and features for agencies to consider when

having a vendor construct a wash bay facility or wash their snowplow vehicles for them. This guide will include content

regarding state and federal regulations associated with environmental and related concerns such as wastewater

management. Further, it should provide factors such as water pressure, cleaning products, parts and components of

trucks to clean, and estimates for the costs of the wash bay features. Finally, the decision support guide will include

standard contractual language to be inserted into the RFP templates.

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

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

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. Reviews of research, best practices and guidance for constructing a building that

contains a washing bay, designing a washing bay (manual vs automated), minimizing negative environmental

impacts due to truck washing operations and wastewater, determining the optimal design and placement of the

facility, and identifying recent RFPs for building construction. The review will also identify current vendor operations

and recent RFPs for a snowplow truck washing vendor or similar service that are available online, looking for

commonality in their structure. The task deliverable will be a draft and final memorandum that summarize the

information gathered to be reviewed and approved by the project subcommittee.

4. Agency survey. A survey of agencies to gather information regarding current practices in truck washing facility

design and construction and to identify agencies that have recently developed RFPs for wash bay building

construction or truck washing services. The task deliverable will be a draft and final survey analysis, including any

relevant RFP documents, to be reviewed and approved by the project subcommittee.

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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Snowplow Truck Washing Facility Designs and RFP Templates

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