Road Weather Management TSMO Tactical Plan

MnDOT Contract No. 1063943
Exhibit A: Specifications, Duties, and Scope of Work
PROJECT OVERVIEW
As a next step to the Transportation Systems Management and Operations (TSMO) strategic plan, MnDOT is
preparing a series of tactical plans for specific focus areas. This project is to develop a tactical plan for road weather
management to guide MnDOT's TSMO investments and efforts for 2-5 years.
PROJECT GOAL
A successful project will provide clear achievable tasks for MnDOT to work on in to improve road weather
management efforts over the next 2-5 years.
SCOPE OF WORK AND DELIVERABLES
General Information
Tactical plans identify and prioritize specific actions, services, programs, and projects that support TSMO goals and
objectives in a specific TSMO area.
Through this contract, MnDOT is seeking support to develop one of seven TSMO Tactical Plans that were
recommended as part of the 2024 TSMO Strategic Plan. For each Tactical Plan, a working group has been
established that includes a chair(s) as well as MnDOT technical staff from various disciplines. The Successful
Responder will take direction from the working group in the development of the Tactical Plan. The Successful
Responder will also support outreach activities to other groups, offices, and districts within MnDOT. External
partners will be included as needed.
Background
MnDOT has a rich history of innovation in managing, operating, and maintaining its transportation system.
Advances and research in Intelligent Transportation Systems (ITS), Connected and Automated Vehicles (CAV),
weather-related and maintenance technologies, and systems integration set the State ahead of many other state
Departments of Transportation (DOTs) around the country.
To become more deliberate in selecting and deploying strategies that improve the efficiency of Minnesota's
transportation system, MnDOT completed a TSMO plan in June 2019. This planning process created a TSMO
Strategic Plan, Business Plan, and Implementation Plan.
In recent years, MnDOT developed a new TSMO Strategic Plan that better aligns MnDOT's CAV, TSMO, and
Statewide ITS plans. The new structure has an overarching TSMO plan with distinct tactical plans dedicated to
Connected and Automated Vehicles Office (CAV-X), ITS, and other TSMO topics. The overarching TSMO strategic
plan sets goals and strategic guidance, and each tactical plan will focus on implementation strategies at a program
level.
TSMO Organization Structure
The relatively new TSMO Director position reports to the Assistant Director of the Division of Operations and will
act as project manager during this effort to develop the Tactical Plans with technical support from experts in each of
the tactical areas.
To provide guidance to the TSMO Program, MnDOT has formed a TSMO Leadership Team that helped in the
development of the TSMO Strategic Plan and will continue to provide guidance during the development of the
Tactical Plan. The Successful Responder is expected to meet with the TSMO Leadership Team twice during the
development of the Tactical Plan to provide a 20-30-minute update on the plan development.
A Working Team has been established specifically for this Tactical Plan. The Working Team includes a chair or co-
chairs to help champion the TSMO program area in the Tactical Plan. The Working Group also includes experts
from related specialty offices or districts.
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MnDOT Contract No. 1063943
Exhibit A: Specifications, Duties, and Scope of Work
TSMO Strategic Plan
The 2024 TSMO Strategic Plan defines TSMO and explains how it advances MnDOT's Statewide Multimodal
Transportation Plan (SMTP) objectives. The plan identifies TSMO goals and objectives and recommended an initial
seven Tactical Plans to be developed. Because it is a more general and strategic plan that will not be as affected by
changing contexts, the strategic plan will have a longer planning cadence and be updated every 8-10 years.
Strategic Plan - Transportation System Management and Operations - MnDOT (state.mn.us)
TSMO Tactical Plans
The TSMO Tactical Plans will describe in detail the actions MnDOT will take in each area over a two-to-five-year
period. This shorter update cycle will allow functional areas in the department to adapt to more frequent changes
in technology and practice. The TSMO Strategic Plan developed this initial list of TSMO tactical areas:
a. Traffic Management Systems
b. Road Weather Management
c. Traffic Incident Management
d. Work Zone Management
e. Connected and Automated Vehicles
f. Signal Operations
g. Traveler Information
Tactical Plans - Transportation System Management and Operations - MnDOT (state.mn.us)
Tactical Plan Framework Document
The framework document was developed at the same time as the Strategic Plan and helps to provide uniformity
between the seven Tactical Plans that are planned. The framework establishes what should be considered in the
Tactical Plan including prioritizing services and activities, recommended implementation policies and guidelines, a
multi-year investment plan, and performance measures and assessment. In addition to this framework document, a
Tactical Plan template is in development to further ensure the Tactical Plans are developed uniformly.
MnDOT_Tactical_Plan
_Framework_2024_Fina
TSMO Oversight Contractor and Coordination
In addition to this contract, MnDOT has a TSMO Contractor to help with general project management of the TSMO
Tactical Plans and to help ensure consistency throughout the plans. This Contractor developed the TSMO Strategic
Plan and will be creating the TSMO Tactical Plan Template. The Oversight Contractor will help with coordination
between the various plans and will conduct a technical review and copy editing of the Tactical Plans.
The Tactical Plan Contractor hired through this contract will facilitate working group and stakeholder meetings
related to the assigned Tactical Plan. The Tactical Plan Contractor will provide all technical content for the Tactical
Plan to the Oversight Contractor who will then finalize the Tactical Plan by providing final editing, graphics, and
design to ensure consistency throughout the seven plans.
TSMO Supporting Data Analysis
MnDOT will provide supporting data that makes the case for the TSMO Tactical Plan area and helps to identify
program gaps. This may include performance measures such as mobility or safety data. It may also include asset
management or current operations/maintenance costs related to the Tactical Plan area.
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MnDOT Contract No. 1063943
Exhibit A: Specifications, Duties, and Scope of Work
Road Weather Management Capability Maturity Framework Workshop
MnDOT and the Federal Highway Administration (FHWA) recently conducted a capability maturity framework
workshop exercise for Minnesota's Road Weather Management capabilities. The results of that exercise are
available below and should function as a starting point for the Road Weather Management Tactical Plan
development.
Road Weather Management Tactical Plan
This contract will develop the Road Weather Management (RWM) Tactical Plan. MnDOT strives to provide open,
safe roadways year-round, however we do live in an environment where the weather does provide challenges to that
goal. Historically road weather management discussions have focused on winter operations however this effort
extends to all weather impacts on the transportation system, and while winter weather is a key component other
events including but not limited to flooding and wildfire are also to be considered. This plan will focus on improving
safety and mobility during those weather events and their aftermath, through coordination, use of technology, and
sharing of roadway condition data. Through coordination, the plan will look at how MnDOT prepares for and
coordinates emergency closures for weather related events. The plan will develop guidance on how to implement
technology to improve decision making and traveler information. Lastly, this plan together with the Traveler
Information tactical plan, will look at how road condition information can be shared via 511 and with other third-
party mapping applications.
The tactical plan is anticipated to cover the 7 themes identified in the Capability Maturity Framework (CMF)
workshop listed below as ways to support sustaining current levels of capability and continued enhancement of
MnDOT's road weather management.
1. Sustaining investments for road weather management staffing, technology, and systems.
2. Automation and integration with workflows.
3. Third-party navigation provider engagement.
4. Translating research pilots into enterprise-wide mainstreamed ideas.
5. Not just proactive, but preventative strategies.
6. Consider multimodal impacts of road weather (e.g., bicycles, pedestrians, transit, air).
7. Broader exposure and visibility of road weather systems and data to MnDOT staff to sustain investment.
Additional information on the CMF workshop is in the summery document.
Minnesota DOT
RWM CMF Worksho
1 Project Management
1.1 Project Work Plan
The Successful Responder will prepare a work-planning schedule that will be updated monthly and will be shared
with the MnDOT Project Manager. The Successful Responder is responsible to coordinate all required tasks.
1.2 Ongoing Project Coordination
1.2.1 The Successful Responder will coordinate through monthly phone calls with the MnDOT project manager and
Tactical Plan Champion.
1.2.2 The Successful Responder will coordinate through virtual meetings with the Tactical Plan Working Team
every two months.
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MnDOT Contract No. 1063943
Exhibit A: Specifications, Duties, and Scope of Work
1.2.3 The Successful Responder will prepare for, attend, and document the following meetings:
1.2.3.1 Two TSMO Leadership Team Meeting (virtual attendance, 90-minutes each).
1.2.3.2 Two Operations Management Group (OMG) Committee Meetings (in-person attendance-St Cloud, 20-30-
minute presentation)
1.2.3.3 Three TSMO District Stakeholder Meetings (in person at St Cloud, Mankato, Metro; 2-hours each)
1.3 Monthly Progress Reports, Invoices and File Keeping
1.3.1 The Successful Responder will prepare monthly progress reports. Work will include the following:
1.3.1.1 The Successful Responder will prepare a work summary for reporting period including work completed items
to be resolved, items pending that require action by MnDOT, present stage of project (percent completed),
and next major deliverables to be submitted.
1.3.2 The Successful Responder will prepare deliverables status report that includes provides the following
information:
1.3.2.1 Ahead of schedule, under budget;
1.3.2.2 Ahead of schedule, over budget;
1.3.2.3 Behind schedule, over budget;
1.3.2.4 Behind schedule, under budget;
1.3.2.5 On schedule on budget;
1.3.2.6 If behind schedule, the Successful Responder will provide explanation for how to get back on schedule, as
well as impact to other deliverables.
1.3.3 The Successful Responder will manage financial billings and budget status that meet MnDOT requirements.
1.3.4 The Successful Responder will manage filing and record keeping, project logs and correspondence.
1.4 Internal and External Team Coordination
The Successful Responder will manage day-to-day project coordination activities of individual work packages and
coordination with the MnDOT Project Manager. This includes phone calls, e-mails and other correspondence.
1.5 Develop a project-specific Quality Management Plan (QMP)
1.5.1 The Successful Responder will detail specific Quality Control (QC) activities and process that will be utilized
throughout the duration of the project. This includes specific processes for specific work groups. The Successful
Responder wil perform independent review of the QMP deliverables.
1.5.2 The Successful Responder will administer the project QMP.
1.5.3 The Successful Responder will verify and document QC reviews of all deliverables.
1.5.4 The Successful Responder will coordinate with MnDOT on audit of the QC process, assumes quarterly audits.
1.6 MnDOT Deliverables
1.6.1 Related performance measure data and analysis
1.6.2 Provide 2024 TSMO Strategic Plan
1.6.3 Provide TSMO Tactical Plan Framework
1.6.4 Provide 2019 TSMO Strategic Plan, Implementation Plan, and Business Plan.
1.6.5 Provide2015 Statewide ITS Plan.
1.6.6 Provide Other related planning documents.
1.7 Successful Responder Deliverables (Prime subtask)
1.7.1 The Successful Responder will provide Project Work Plan.
1.7.2 The Successful Responder will provide Monthly Progress Reports and Invoices.
1.7.3 The Successful Responder will provide aQMP.
1.7.4 Successful Responder will provide update calls with MnDOT's project manager.
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MnDOT Contract No. 1063943
Exhibit A: Specifications, Duties, and Scope of Work
2 TSMO Tactical Plan Development Process
2.1 Review Existing Planning Documents
The Successful Responder will review the follow existing planning documents related to TSMO:
2.1.1 2024 TSMO Strategic Plan and Tactical Plan Framework.
2.1.2 2019 TSMO Strategic Plan, TSMO Implementation Plan, and TSMO Business Plan.
2.1.3 2015 Statewide ITS Plan.
2.1.4 2026 TSMO Traveler Information Tactical Plan
2.1.5 Other related business plans or planning efforts as identified by the project team.
2.2 TSMO Capability Maturity Matrix (CMM) Workshop
2.2.1 The Successful Responder will review the documents and notes from the CMM workshop conducted by
representatives of FHWA. The CMM documents include a list of possible efforts that are likely to be included in the
RWM tactical plan.
2.3 TSMO Tactical Plan
2.3.1 The Successful Responder will develop a short-range, comprehensive TSMO Tactical Plan that identifies key
projects and strategies to be implemented in the next 2-5 years. The Tactical Plan is expected to be about 25-30
pages in length.
2.3.1.1 The Successful Responder will develop the Tactical Plan as defined in the Tactical Plan Framework document.
The Tactical Plan will include an introduction describing the tactical area, identifying vision/goals/objectives,
discussion on gaps/challenges, and relevant performance measures.
2.3.1.2 The Successful Responder will facilitate discussions with the Working Group and other Stakeholders to
develop a prioritized list of strategies related to the Tactical Plan.
2.3.1.3 The Successful Responder will provide technical content to the Oversight Contractor for final editing,
graphics, and formatting.
2.4 Successful Responder Deliverables:
2.4.1 The Successful Responder will provide Draft TSMO Tactical Plan content.
2.4.2 The Successful Responder will provide Final TSMO Tactical Plan content.
2.4.3 The Successful Responder will provide overview PowerPoint for the TSMO Tactical Plan.
3 Outreach Material
3.1 Develop a fact sheet and website content.
3.1.1 The Successful Responder will develop a fact sheet on the TSMO Tactical Plan. The fact sheet will be
delivered in digital format and will meet MnDOT 508 compliance requirements.
3.1.2 The Successful Responder will provide content for the TSMO website related to the Tactical Plan.
3.2 Develop article for a TSMO newsletter.
3.2.1 The Successful Responder will develop an article for the TSMO newsletter highlighting the efforts of the
Tactical Plan. The newsletter is released quarterly.
3.3 Successful Responder Deliverables
3.3.1 Draft and Final fact sheet
3.3.2 Draft and Final newsletter article
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