In-Depth Cost Analysis of Liquid and Solid Deicing Materials

State of Minnesota
REQUEST FOR PROPOSALS (RFP)
PART A: INSTRUCTIONS AND CONTENT
In-Depth Cost Analysis of Liquid and Solid Deicing Materials
MnDOT Contract Number: 1063983
Date Posted: 08/12/2026
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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TABLE OF CONTENTS
Request For Proposal Part A 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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SECTION 1 - INSTRUCTIONS TO RESPONDERS
Steps for Follow the steps below to complete your response to this RFP:
Completing Step 1: Read the solicitation documents and ask questions, if any
Your Response Step 2: Write your Proposal and complete the required Forms in Part B of this RFP
Step 3: Submit your Proposal
Incomplete A Proposal must be submitted along with any required additional documents. Incomplete
Submittals Proposals that materially deviate from the required format and content may be rejected.
STEP 1 - READ THE SOLICITATION DOCUMENT & ASK QUESTIONS, IF ANY
How to Ask The Instructions for Questions and Answers section is in this link to Section 3. The contact person
Questions for questions is:
Michael Friberg, Contract Administrator
Michael.friberg@state.mn.us
Use the following as the subject line of your email: MnDOT Contract No. 1063983, In-Depth Cost
Analysis of Liquid and Solid Deicing Materials. 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
How to Write The Proposal Content section is in this link to Section 4. Prepare a written response and supply
your Response 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.
Make sure to review and sign your Proposal and include all necessary Part B Attachments.
STEP 3 -SUBMIT YOUR RESPONSE
Where to Send Proposals must be electronically submitted via e-mail to:
Your Response Michael Friberg, Contract Administrator
and Michael.friberg@state.mn.us
Confirmation
Use the following as the subject line of your email: MnDOT Contract No. 1063983, In-Depth Cost
Analysis of Liquid and Solid Deicing Materials. 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
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 build on existing research on the benefits of incorporating
liquids deicers into snow-and-ice operations to establish a tool that calculates and compares the comprehensive costs of
applying liquid and solid deicing materials. Whereas related Clear Roads projects 23-02 and 22-04 examined the benefits
of snow-and-ice operations, this project will focus on developing an Excel tool to calculate actual costs for liquid and
solid deicing materials applied to the roadway on a per unit basis. This would allow transportation agencies that mange
winter maintenance to accurately estimate the needed investment and resources for liquid deicing infrastructure to
maximize winter maintenance efforts and ensure the cost-effective use of maintenance funds.
The tool should account for all associated costs of applying liquid and solid deicing materials including raw material
costs, labor (administrative and operations), facility construction and operations, brine production, application
equipment, loading equipment, maintenance, etc.
Project Goal
The primary goal of this project is to enable agencies to calculate and document the comprehensive costs associated
with applying liquid and solid deicing materials by developing an Excel spreadsheet that would enable a state to input
costs to calculate costs associated with solid and liquid material applications on a per unit basis. The results should
provide DOTs with accurate estimates and comparisons in their efforts to make thoughtful and appropriate investments
into liquid deicing infrastructure and maximize the expenditure of maintenance funds to achieve the safety and
operational mission of snow-and-ice operations.
2. Scope of Work and Deliverables
The selected vendor is expected to thoroughly review current literature and industry practices, survey and interview
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 cost-calculating Excel tool.
Investigators will develop an Excel spreadsheet tool that calculates the comprehensive costs of applying liquid and solid
deicing materials based on the user input of state or district-level costs.
Investigators will also create a one-page Fact Sheet that illustrates and promotes the functionality of the tool, such as
comparing the costs of using liquid deicers versus salt.
To create the tool, investigators will:
1. Conduct an extensive literature / industry review, distribute a survey and conduct interviews to identify and
document all cost items associated with applying liquid and solid deicing materials.
2. Develop a methodology, to be used to insert formulas and functions into Excel spreadsheet cells, to quantify
costs on a per unit basis (such as per gallon, per ton, etc.). These materials are often applied together, and the
methodology should account for the likely use of both.
3. Make recommendations that clearly identify the costs that will be included and calculated in the Excel tool.
4. Incorporate feedback and suggested revisions into a final version of the cost-calculating Excel tool and
accompanying user's guide.
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Tasks
Responders should detail their approach to this project and outline the steps they would take to achieve the project's
goals and anticipated deliverables.
Anticipated Deliverables
The following is a list of deliverables expected to be provided by the successful responder:
1. Kick-off teleconference at the start of the project to review project tasks and goals and discuss the plans for all
of the tasks.
2. Check-in teleconferences with Clear Roads to review deliverables as appropriate.
3. Identification of cost items. Literature and industry reviews, survey of Clear Roads member states and follow-up
interviews to identify the comprehensive costs transportation agencies incur with the use and application of
liquid and solid deicing materials. The task deliverable will be a set of draft survey questions and a memo
summarizing findings, including the cost items to be included in the Excel Tool.
4. Develop a methodology. Based on the identified cost items to include in the Excel tool, develop a methodology
for calculating costs using formulas and functions for use in within the Excel spreadsheet to quantify costs on a
per unit basis(such as per gallon, per ton, etc.). The task deliverable will be a draft memo that summarizes the
proposed structure and functionality of the Excel tool.
5. Excel tool and user's guide. Develop a Beta version of the cost-calculating Excel tool and user's guide for testing
by Clear Roads member states. Collect feedback and make suggested revisions to the tool and user's guide. The
task deliverable will be a Beta and final version of the Excel tool and user's guide and a memorandum
summarizing the subcommittees suggested revisions and how those changes were made to the tool and user's
guide.
6. Fact Sheet. The task deliverable will be a fact sheet that illustrates and promotes the functionality of the tool.
7. Final report. Document the research methodology and findings. The report will include an executive summary
and details of each task.
8. PowerPoint file to support presentations at conferences or national and regional meetings by Clear Roads
members regarding the use and benefits of the cost-calculating Excel tool.
9. Virtual webinar to present project findings including a demonstration of the tool to show a cost comparison
using example price data.
10. Quarterly Reports that provide documentation of progress should be submitted to the Clear Roads Technical
Advisory Committee (TAC) at the end of each quarter of the year (March 31, June 30, September 30, December
31) for the duration of the contract.
3. Additional Tasks or Activities.
Responders are encouraged to propose additional tasks or activities if they will substantially improve the results of
this Project. These items must be separated from the required items on the cost proposal required under this RFP.
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SECTION 3 - PROPOSAL INSTRUCTIONS AND ADDITIONAL INFORMATION
1. Anticipated Contract Term. MnDOT and Clear Roads have anticipated a 15-month duration from the time of
contract execution.
2. Instructions for Questions and Answers. All questions must be submitted by email only and received no later than
2:00 pm Central Time, on the date listed in Section 1, to the Contract Administrator named in Section 1. MnDOT is
not obligated to answer questions submitted after this due date and time.
2.1 Personnel. Only personnel listed above are authorized to discuss this RFP with Responders. Contact regarding
this RFP with any personnel not listed above could result in Responder's disqualification. This provision is not
intended to prevent Responders from seeking guidance from state procurement assistance programs
regarding general procurement questions.
2.2 Question and Answer Posting. 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 Responders will be responsible for
checking the web page for any questions and their answers. Note that questions will be posted verbatim, as
submitted. MnDOT anticipates posting answers to questions no later than 2:00 pm Central Time, on
09/17/2026.
2.3 RFP Errors and Addenda. If a Responder discovers any significant ambiguity, error, conflict, discrepancy,
omission, or other deficiency in the RFP, please immediately email the Contract Administrator listed above in
Section 1, notifying them of the issue and requesting modification or clarification of the document. If changes
are made to the RFP after initial publication, MnDOT will issue an addendum with notification and post it in
the same manner as the original RFP. Any addenda issued will become part of the RFP. All Responders will be
responsible for checking the Consultant Services web page for any Addenda that may be posted in connection
with this RFP.
3. Page Limits. Responder's Proposal must adhere to the formatting and page limitations identified in the following
table. If any of Responder's documents exceed the page limits identified, the excess pages will not be reviewed,
regardless of content.
Document Max. Page Requirements
Numbers
Requirements for all N/A 1. Responders MUST use Calibri font in their response
documents 2. No smaller than 11-point font
3. No smaller than single line, 0-point spacing
4. The font may not have "condensed," "narrow," or
"compressed" in the font name
Proposal 15 pages 1. Single-sided pages, no larger than 8.5"x11"
2. Unless otherwise noted, all Proposal Content required in
Section 4 below must be within this page limit
Appendix for Resumes 1 page per resume 1. Single-sided pages, no larger than 8.5"x11"
2. Not included as part of the page limit, but restricted to one
page per resume
Note: Cover letter and required forms and certifications are NOT included as part of the page limit.
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SECTION 4 - PROPOSAL CONTENT & SUBMISSION
The following is the minimum required contents of the Proposal and must be submitted in the order listed. Items
1 through 5 below MUST fit within the Proposal page limit identified in the Page Limits Table above.
1. Contact Information. Responder must clearly identify the company's full legal name, business address, contact
person's name, telephone number, and email address.
2. Project Understanding. Responder must clearly state its understanding of the Project objectives, goals, and task,
demonstrating its view of the Project's nature and what makes Responder uniquely suited for this work. Responder
should demonstrate its understanding by using its own words rather than simply repeating the RFP's Project
overview and/or goals as stated above.
3. Qualifications and Experience
3.1 Responders must provide:
3.1.1 An outline of the company's, and any subconsultants', background and experience, addressing any
minimum requirements (if applicable) with examples of similar work.
3.1.2 A list of company and any subconsultant personnel who will work on the Project, detailing their training,
and work experience.
3.1.3 Resumes for the company's and any subconsultants' personnel, in a separate Appendix. Resumes or any
other personnel documentation must not contain personal telephone numbers, home addresses, or home
email addresses. Refer to Section 3 for additional guidance regarding page limitations.
3.2 Desired skills. While not required on a pass/fail basis, demonstration of the following desired skills will be
taken into consideration when rating responders' qualifications and experience.
1.Experience conducting a cost-benefit analysis.
2.The research team should include at least one person with knowledge and experience related to winter road
maintenance operations.
3.Experience developing and analyzing surveys and conducting interviews.
4.Ability to synthesize information and produce working documents and graphic presentations for a particular
audience to understand.
4. Work Plan-Project Approach
4.1 Responder must provide a detailed work plan, which must identify the major tasks to be accomplished.
Responders must be sure to not only describe what will be done but also explain how each task will be
accomplished,. These tasks will be used as a scheduling and management tool, as well as the basis for invoicing.
This section of Responder's Proposal must NOT include a Cost Proposal. If cost details are included in this
section, MnDOT may disqualify the Proposal as non-responsive. The detailed work plan must present:
a. The Overall Project Approach;
b. A breakdown of the Project Tasks, detailing the tasks and how they will be completed;
c. Deliverable Due Dates and an Overall Project Schedule; and
d. A List of Personnel Working on the Project, including details of each person's role, by task.
4.2 Artificial Intelligence. In its breakdown of each Project Task, Responder must also disclose whether it intends to
use any artificial intelligence technologies, either directly or indirectly, to accomplish Project Tasks and if so, a
detailed description of such technologies and how they will be used. See Section 6 for additional information
regarding the use of artificial intelligence.
5. Deliverables. Responders must additionally present a clear and detailed description, format and schedule, of the
deliverables to be provided in order to meet the needs of the Project.
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6. Contract Term Exceptions or Modifications
6.1 Responder must be aware of MnDOT's standard contract terms and conditions when preparing its Proposal.
Responder may view MnDOT's current Professional/Technical Contract templates on the Consultant Services
website, at www.dot.state.mn.us/consult (Click on Contract Documents tab to view templates):
a. Contract Template
b. Contract Terms and Conditions
c. Insurance Requirements
d. Consideration and Payment
6.2 Much of the language reflected in these contract templates is required by statute. If Responder takes exception
to any of the terms, conditions, or language in the contract template, however, it must complete and sign
Attachment 2: Exceptions to MnDOT's Terms and Conditions and submit it with its Proposal.
6.3 Please Note: certain exceptions, or requests for exceptions, that would cause any contract term to become
unenforceable according to the statutory requirements described in Section 3 below, may result in its Proposal
being disqualified from further review and evaluation. Only those exceptions indicated in the Proposal will be
available for discussion or negotiation in the evaluation process. Any exceptions or modification to MnDOT's
insurance requirements that Responder desires must be clearly noted in Attachment 2, or Responder will be
deemed to have accepted MnDOT's requirements and waived any request for exception.
7. Cost Proposal
7.1 Content. Responders must provide, in a separate electronic file, a cost proposal. The rate(s) identified in the
Cost Proposal must include all costs, including but not limited to: travel expenses, mass mailings, fees,
commissions, compensation, indirect costs, equipment, supplies, and other charges.
7.1.1 Responder must include a total Project cost along with the following:
a. A breakout of the hours by task for each employee;
b. Identification of anticipated direct expenses;
c. Identification of any assumptions made while developing its Cost Proposal; and
d. Identification of any cost information related to additional services or tasks, clearly identified as
additional costs and not made part of the total project cost.
7.1.2 Additionally, if Responder anticipates MnDOT's provision any equipment, services, supplies, etc. for the
Project, Responder must identify such items in its Cost Proposal and detail cost allowances for this
participation.
7.1.3 Please Note: MnDOT does not make regular payments based solely upon the passage of time; it only pays
for services performed or work delivered after it is accomplished.
7.2 Submission. Responder must have the Cost Proposal signed by an authorized member of Responder's firm, then
submit, by email, a PDF version of its Cost Proposal to the attention of the Contract Administrator identified in
Section 1. The email must also include: ProfessionalTechnicalContractForms.dot@state.mn.us as a recipient. The
email must include the MnDOT Contract Number and Project Title in the subject line of the email.
7.3 Acceptance. The Cost Proposal must be open for acceptance until a contract is executed, the RFP is cancelled, or
180 days after the due date and time of the RFP, whichever comes first. Cost estimates included in the Cost
Proposal must remain valid for the length of the Project.
7.4 Cost Breakdowns and Overhead Rates. Whether proposing a cost plus fixed fee, fixed hourly rate, or unit
budget, Responder must include a breakdown (labor, overhead, fixed fee and expenses) showing how the rate
was derived and must use its current MnDOT-approved overhead rate, not to exceed 175%.
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7.4.1 For purposes of its Cost Proposal, Responder must utilize a fixed fee base of 9%, PLUS the overhead fixed
fee additive identified in the following table:
Base Additive Cost Proposal Fee
MnDOT Approved Overhead Less than 140% 9% 4.0 13.0%
MnDOT Approved Overhead 140% through 149.9% 9% 3.0 12.0%
MnDOT Approved Overhead 150% through 159.9% 9% 1.5 10.5%
MnDOT Approved Overhead 160% or Greater 9% 0.0 9.0%
7.4.2 Other additives pertaining to project schedule, duration, size, and risk, along with fixed fee, will be
determined/calculated utilizing MnDOT's Fixed Fee Rate Worksheet upon selection.
7.4.3 MnDOT has estimated that the cost of this contract should not exceed $115,000.00.
8. License Agreements, Maintenance Agreements, or Other Terms and Conditions
8.1 Responder must provide any license agreements, maintenance agreements, or any other terms and conditions
relevant to the work under a resulting contract. Review and approval by MnDOT of any such documents will be
required prior to contract execution. In the event Responder fails to comply with this provision, Responder
agrees that it will not seek to enforce terms and conditions of any such agreement against MnDOT. Further,
failure to provide any of the pertinent documents upon request may result in MnDOT not agreeing to sign any
additional documents, rejecting your response, or cancelling the award.
9. Trade Secret Materials. If 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, Responder must
clearly mark all trade secret materials in its Proposal at the time the Proposal is submitted. MnDOT will not consider
Cost Proposal information submitted by Responder to be proprietary or trade secret material.
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RFP SUBMISSION CHECKLIST
Completed, signed Proposal

Completed, signed Cost Proposal (in PDF Format)

Signed Attachment 1: Responder Declarations

Completed, signed Attachment 2: Exceptions to MnDOT's Terms & Conditions

Completed, signed Attachment 3: Responder Forms, including:

Workforce and Equal Pay Declaration Form

Conflict of Interest Checklist and Disclosure Form

Resident Vendor Form

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

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