Transitioning the Annual Survey of State Winter Maintenance Data to a Web-based Tool

Location:	Minnesota
Posted:	Aug 13, 2026
Due:	Sep 29, 2026
Agency:	State Government of Minnesota
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services
Publication URL:	To access bid details, please log in.

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State of Minnesota

REQUEST FOR PROPOSALS (RFP)

PART A: INSTRUCTIONS AND CONTENT

Transitioning the Annual Survey of State Winter Maintenance Data to a Web-based Tool

MnDOT Contract Number: 1063984

Date Posted: 08/13/2026

1. Responses must be received by MnDOT no later than 2:00 pm Central Time, on 09/29/2026. 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. Responder must also complete and submit PART B of this Request for Proposals, posted separately from this

document.

4. As of July 1, 2025, certain terms are unenforceable in state contracts. See Minnesota Statutes §16C.05

subdivision 8.

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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Request For Proposal Part A Contents

TABLE OF CONTENTS

SECTION 1 – INSTRUCTIONS TO RESPONDERS

SECTION 2 – SUMMARY OF PROJECT SCOPE

SECTION 3 – PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION

SECTION 4 – PROPOSAL CONTENT AND SUBMISSION

SECTION 5 – EVALUATION PROCEDURE AND CRITERIA

SECTION 6 – TERMS AND GENERAL REQUIREMENTS

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

1. Attachment 1: Responder Declarations & Certifications

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

3. Attachment 3: Responder Forms

a. Workforce and Equal Pay Declaration Form

b. Conflict of Interest Checklist and Disclosure Form

c. Resident Vendor Form

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

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Steps for

Completing

Your Response

Incomplete

Submittals

How to Ask

Questions

SECTION 1 – INSTRUCTIONS TO RESPONDERS

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

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.

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

Michael.friberg@state.mn.us

How to Write

your Response

Use the following as the subject line of your email: MnDOT Contract No. 1063984, Transitioning

the Annual Survey of State Winter Maintenance Data to a Web-based Tool. Questions must be

emailed to the contact person and received by 2:00 pm Central Time, on 09/15/2026. 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

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

complete.

Where to Send

Your Response

and

Confirmation

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 via e-mail to:

Michael Friberg, Contract Administrator

Michael.friberg@state.mn.us

Use the following as the subject line of your email: MnDOT Contract No. 1063984, Transitioning

the Annual Survey of State Winter Maintenance Data to a Web-based Tool. You must copy:

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

Proposals must be received by MnDOT no later than 2:00 pm Central Time, on 09/29/2026. 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 of this RFP, Section 6.

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SECTION 2 –SUMMARY OF PROJECT SCOPE

1. Project Overview and Goals

Project Overview

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

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

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

www.clearroads.org.

MnDOT requests responses for this Clear Roads project to convert the collection and display of winter maintenance data

from an Excel spreadsheet to a web-based data visualization tool using a commercial product such as Esri or Microsoft

Power BI or other appropriate web-based application. Beginning with the winter season of 2014 – 2015, Clear Roads

member states have provided data for the Annual Survey of State Winter Maintenance Data (ASSWMD). Collected data

includes information on each state’s lane miles they are responsible for, labor force, equipment inventories, materials

applied, labor costs, material costs and winter severity. The collected data has been compiled and summarized in an

Excel spreadsheet (with accompanying interactive map) and posted on the Clear Roads website.

The new web-based tool should improve the data collection and display valuable information to winter maintenance

managers of Clear Roads member states, and a user’s guide should provide clear instructions on its proper use. This will

help winter maintenance managers identify and discuss trends in key areas, compare data by year, or by state, and

facilitate peer-to-peer discussions regarding approaches, tools, and costs.

2. Scope of Work and Deliverables

Project Goal

The primary goal of this project is to develop a web-based data visualization tool that will provide a user-friendly online

data entry interface for future submissions that incorporates the new data into the existing ASSWMD database, allow

the user to query data from the ASSWMD, display outputs onscreen, and exports query results as a common graphic

(jpg, pdf) or spreadsheet (csv, xlsx) files.

The selected vendor is expected to thoroughly review the current Excel-based spreadsheet tool, survey Clear Roads

members and work with the Clear Roads subcommittee overseeing the project to incorporate feedback and suggestions

that maximize the usefulness and convenience of the new web-based data visualization tool.

Scope of Work and Deliverables

This project will upgrade the functionality and efficiency of the existing Excel spreadsheet tool and produce a

customizable webbased tool and database that clearly guides users through its operation. Investigators will develop a

web-based data visualization tool (that includes a data collection function and incorporates previous years data for use

in providing trend analysis) and a user’s guide. To create the tool, investigators will:

1. Review the current Excel spreadsheet and Clear Roads Annual Survey of State Winter Maintenance Data.

2. Conduct a survey of Clear Roads member states to identify their needs and preferences regarding improvements

to winter maintenance data reporting, calculations, and graphics.

3. Make recommendations that clearly identify the various data displays, maps, and dashboards that the beta

version of the web-based data visualization tool will include. This will also include any changes to the data that is

collected.

4. Incorporate previous years’ data, beta testers’ comments and suggested revisions into a revised final version of

the webbased tool and accompanying user’s guide.

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The web-based data collection and visualization tool should be intuitive and operate effectively on the most common

web browsers. The tool will have a data entry interface for future submissions that incorporates new data into the

existing database. The user will be able to query data from the database, display outputs onscreen, and export results as

common graphic (jpg, pdf) or spreadsheet (csv, xlsx) files.

Tasks

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

goals and anticipated deliverables.

Anticipated Deliverables

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

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

of the tasks.

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

3. Tool review and survey of members. Review of the current ASSWMD Excel database and survey Clear Roads

member states to identify their needs related to data collection and visualization to be provided by a new web-

based tool. Task deliverables will be a set of draft survey questions to be approved by Clear Roads prior to

deployment and a draft memo that summarizes survey results and includes recommendations for a specific

web-based tool and its features, including an explanation for this recommendation.

4. Outline or flowchart. An outline or flowchart will be created to explain the operation of the web-based data

collection / visualization tool.

5. Web-based tool / database and user’s guide. Develop a beta version of the new web-based tool and user’s guide

for testing by Clear Roads member states. Collect feedback from beta testers. Make suggested revisions to the

tool and user’s guide. The task deliverable will be a final version of the web-based tool and user’s guide,

including previous years’ data, and a memorandum summarizing the feedback and changes made to the tool

and user’s guide.

6. Final report. Document the research methodology and findings. The report will include an executive summary

and details of each task.

7. Virtual webinar to present project findings including a demonstration of the operation of the web-based data

visualization tool.

8. Post, and make live, the final version of the web-based data collection and visualization tool.

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

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

31) for the duration of the contract.

3. Additional Tasks or Activities.

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

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

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