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133 APPENDIX E Example of Pavement Condition Data Collection Request for Proposal (Oklahoma DOT) OKLAHOMA DEPARTMENT OF TRANSPORTATION REQUEST FOR PROPOSALS FOR PAVEMENT MANAGEMENT SYSTEM DATA COLLECTION July 25, 2007 DESCRIPTION: This request for proposals identifies the Oklahoma Department of Transportation's requirements for the automated collection of pavement condition data with sufficient detail and accuracy to evaluate project-level pavement conditions, model pavement deterioration, and perform multi-year planning with a Pavement Management System (PMS). Additional data items necessary for the Highway Performance Monitoring System (HPMS) data submittal are to be collected. This will provide data for use in both network-level pavement management and project-level pavement evaluation. DEFINITIONS: The term DEPARTMENT shall mean the Oklahoma Department of Transportation (ODOT), 200 NE 21st Street, Oklahoma City, Oklahoma 73105. The term CONSULTANT shall mean the offeror awarded the contract. GENERAL QUALIFICATIONS FOR DATA COLLECTION: All offerors must have performed pavement condition data collection of a similar size and scope for other state departments of transportation, and this fact should be supported by references. QUALITY CONTROL/ASSURANCE PLAN : Offerors shall submit a quality control plan as described herein. The collected data shall, at the minimum, be able to satisfy the requirements explained in Appendix 1. The CONSULTANT shall be responsible for resurveying, in a timely manner, any segments of roadway for which the delivered data do not meet the specified quality standards. Acceptance of the final data submission shall be made in writing by the DEPARTMENT'S Contract Administrator. COLLECTION METHODS: Using a vehicle traveling at or near highway speeds, the CONSULTANT shall collect data on the entire length of each segment. The CONSULTANT shall provide a plan of procedures and techniques to be used to collect each data element. The

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134 collection and analysis methods used must be able to analyze distresses by type, extent, and severity at the specified level of accuracy, resolution, and repeatability as set forth in Appendix 1. The DEPARTMENT shall provide the base data items necessary for the data collection, including maps, route numbers, counties, control sections, subsections, ending of subsection descriptions, segment length, number of lanes, lane miles, and HPMS number (if applicable). The DEPARTMENT shall designate the lane(s) and direction(s) of travel to be surveyed or rated based on management needs within the agency. In general, the following guidelines will be used to provide long-term uniformity: a. Survey the outside lane. b. For undivided highways survey one direction (to be provided by the DEPARTMENT). c. For divided highways survey the outside lane in both directions. d. For each survey cycle use the same direction(s) of travel and survey lane(s) as any previous survey, unless directed otherwise by the DEPARTMENT. DATA COLLECTION CYCLE: Approximately 16,700 lane-miles of state highway system pavement condition data will be collected on a two-year cycle with about half of the mileage collected each year. The National Highway System (NHS) routes (5,322 lane-miles) and approximately one-fourth of the non-NHS routes (about 3,008 lane-miles) will be collected the first year of the cycle. The remaining three-fourths of the non-NHS routes (about 8,330 lane- miles) will be collected the second year of the cycle. An additional 700­800 centerline miles of non-highway HPMS sample sections are to be collected. DISTRESSES TO BE COLLECTED: Distresses shall be collected over 100 percent of the length of the network and reported at 0.01 mile increments. See Appendix 2 for a list of the data items to be collected. DATA REPORTING FORMAT: Data will be provided in an Access database, unless otherwise specified by the DEPARTMENT. The DEPARTMENT will provide a database shell to be populated with final data by the CONSULTANT. VIDEO OR DIGITAL IMAGE COLLECTION: The CONSULTANT shall provide options and costs (including any software required for viewing) to collect video or digital images of the

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135 pavement and right-of-way (ROW). Past image collection has included two forward facing ROW cameras, one rear facing ROW camera and the pavement video. CONSULTANT may be required to provide thumbnail images for use with the DEPARTMENT'S web-based video log software. DELIVERY OF DATA: The CONSULTANT may use any practical means to provide the data to the DEPARTMENT and shall provide the necessary hardware and/or software to transfer the data to the DEPARTMENT'S computer system. A backup copy of the final, processed data and images shall be provided by the CONSULTANT on permanent storage media. PERIOD OF CONTRACT: The CONSULTANT will be responsible to collect, process, and deliver highway condition data for a two-year collection cycle. The DEPARTMENT may choose to renew the contract for an additional one successive cycle of data collection (one survey per year for a total of two additional years). SUBCONTRACTS: The CONSULTANT shall not subcontract any portion of the work items of this contract without approval of the DEPARTMENT. BASIS FOR AWARD: The DEPARTMENT reserves the right to award--without discussion--any contract to the offeror whose initial proposal is determined to be within the competitive range, offers the best value, and is most advantageous to the DEPARTMENT. To the extent that the DEPARTMENT does not exercise its reserved right to make an award without discussion, the DEPARTMENT will invite those offerors whom the DEPARTMENT determines are within the competitive range to make an oral presentation and to participate in a demonstration to collect specified condition data at ODOT control sites (see Appendix 3). The specific evaluation criteria for the initial proposal are: (1) Past Performance, (2) Relevant Technical and Staffing Capabilities, (3) Quality Control/Quality Assurance Plan, and (4) Price. When evaluating relevant capabilities of the remaining offerors, the DEPARTMENT will consider the information provided by the offerors via their presentation/demonstration and any other information obtained by the DEPARTMENT through its own research. GENERAL REQUIREMENTS FOR PROPOSALS: To be considered, offerors must submit three (3) copies of their proposal by the stated closing date and time, which shall include the following information:

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136 1. Business Organization--The full name and address of the organization and, if applicable, the branch office or subordinate element that will perform or assist in performing the work. Indicate whether the company operates as an individual, partnership, or corporation. If as a corporation, include the state in which the company is incorporated. 2. Project Approach and Work Plan--A description of the scope, effort, and approach that will be utilized to accomplish the work. Provide a plan of procedures and techniques to be used to collect each data element. Specify the method to be used for analysis of patching and cracking data, such as automated computer pavement distress analysis or post-collection video analysis. 3. Quality Control/Quality Assurance Plan--Submit a quality control plan which covers all data elements and includes procedures to detect and correct equipment malfunctions, data processing errors, and errors in data accuracy, resolution, and repeatability in a timely fashion. Include a description of when and how the checks will be made, the qualifications of those conducting the checks, the percentage of data that will be checked, and how errors will be reported and corrected. 4. Consultant Qualifications and Prior Experience--Submit information on all contracts/subcontracts involving similar or related services over the past three years. The information must include: · Customer name and address · Point of contact for each customer (name and telephone number) · Date of contract award and period of performance · Type of contract and brief description of services · Total contract dollar value at time of award The DEPARTMENT may contact previous customers to obtain information regarding past performance. Offerors must identify any contract that was terminated for

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137 convenience of the customer within the past three years, and any contract that was terminated for default within the past five years. Failure to provide complete information regarding previous similar and/or related contracts may result in disqualification. 5. Personnel--Provide background information on key individuals who are to be assigned to the project. The information should emphasize their experience relative to the project requirements. 6. Authorized Negotiators--Include the names and telephone numbers of personnel authorized to negotiate the proposed contract. 7. Price--State the cost per mile for all work necessary to provide the processed data as described herein and an additional cost per mile to provide the video log images, thumbnails, and any other items necessary for viewing the video log. SUBMISSION OF PROPOSAL: Proposals must be received by the ODOT Planning Division by 4:30 p.m., September 7, 2007. Proposals should be submitted to: Planning and Research Division Attn.: Pavement Management Oklahoma Department of Transportation 200 NE 21st Street Oklahoma City, OK 73105 FURTHER INFORMATION : Any questions regarding this Request for Proposals may be directed to: Ginger McGovern, P.E. Pavement Management Engineer Phone: (405) 522-1447 or Bill Dickinson Transportation Manager Phone: (405)522-1448

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138 APPENDIX 1--DATA QUALITY REQUIREMENTS The following describes the required accuracy, resolution, and repeatability of the collected data. Accuracy refers to the deviation of the data collected by the CONSULTANT compared to that item collected or provided by the DEPARTMENT. Data Element Required Required Required Minimum Resolution Minimum Accuracy (Measure to the Repeatability Nearest) Rut Depth ±0.08 in. compared to 0.01 in. ±0.08 in. run to run manual survey for three repeat runs International ±5% compared to Dipstick 1 in./mi ±5% run to run for Roughness Index or Class I Profiler three repeat runs Faulting ±0.04 inches compared to 0.01 in. ±0.04 in. run to run manual survey for three repeat runs Distress Ratings ±10% compared to ODOT N/A N/A ratings GPS Coordinates ±0.0005 degrees as 0.000001 degree N/A compared to ODOT provided coordinates

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139 APPENDIX 2--DESCRIPTION OF DISTRESSES AND OTHER DATA ITEMS TO BE COLLECTED Each distress or data item is to be collected for the entire length of the segment, unless otherwise noted, and reported at 0.01 mile increments. Visible pavement distresses are to be identified and rated according to ODOT's Pavement Management Distress Rating Guide. The distresses to be rated for Asphalt Concrete and Composite pavements are: Transverse Cracking (4 severity levels), Fatigue Cracking (3 severity levels), Miscellaneous Cracking (3 severity levels), and AC Patching (no levels). For Jointed Concrete Pavements the distresses to be rated are: Transverse Cracked Slabs (2 severity levels), Longitudinally Cracked Slabs (2 severity levels), Multi- Cracked Slabs (2 severity levels), Spalled Joints (2 severity levels), D-Cracked Joints (2 severity levels), Corner Breaks (2 severity levels), AC Patching (no levels), and PC Patching (no levels). For Continuously Reinforced Concrete Pavements the distresses to be rated are: Longitudinal Cracking (2 severity levels), Punchouts (3 severity levels), AC Patching (no levels), and PC Patching (no levels). ODOT may elect to change its distress rating protocol before data collection begins and will provide the CONSULTANT adequate time to prepare for any such modifications. In addition to those distress items, the following items are to be collected: Chainage--The distance in 0.01-mile from the beginning of the control section regardless of the direction of the travel. Direction--The direction of the travel relative to the direction of the control section. Surface Type--Asphalt Concrete, Jointed Concrete Pavement, or Continuously Reinforced Concrete Pavement. International Roughness Index (IRI)--IRI in each wheel path and the average of the two wheel paths, in units of inches/mile. Measurements are to be taken at six inch intervals. Rutting--Rut measurements are to be taken in both wheel paths with a minimum of five readings longitudinally (typically every 10.56 feet) for each 0.01-mile segment. Rut average, rut max, and the percentage of measurements with rut depth greater than 0.5 inch are to be reported. Measurements are to be taken over a width of at least 10 feet and with a minimum of 11 sensors.

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140 Faulting--Faulting measurements will be taken in the right wheel path. The average fault, maximum fault, standard deviation, and number of faulted joints within each segment are to be reported. Joints--The number of joints in concrete pavements. Raveling--Report the length of raveling (if present) within each segment. Macrotexture--The right wheel path RMS amplitude of texture for wavelengths from 0.50 to 50 mm. Geometrics-- · Cross slope of the pavement lane as a percentage. · Radius-of-curvature of the pavement in longitudinal direction shown in feet. · Longitudinal grade of the pavement shown as a percentage. Global Positioning System (GPS) Coordinates--Latitude, longitude, and elevation for the beginning of each record. Accuracy shall be within five feet. Events--The following events on the state highway network shall be marked on the corresponding 0.01 mile record according to a 3-digit code provide by the DEPARTMENT: · The beginning and ending points of bridges and approach slabs · Railroad crossings · The beginning and ending point of any segment of highway that is under construction or marked for construction along the highway · Any time the test vehicle must move out of the outside lane · Any time the test vehicle is diverted to a temporary detour · Any time the tested length is longer or shorter than the supplied length

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141 APPENDIX 3--PAVEMENT MANAGEMENT DATA COLLECTION DEMONSTRATION AND ORAL PRESENTATION Vendors on the short list will be asked to make an oral presentation and to participate in a demonstration to collect specified condition data at ODOT control sites. ODOT scoring of vendor proposals will take into account the information presented in the proposal document, the oral presentation, and the results of the control site demonstration collection as described in this document. Control site data will be collected by the vendor between September 1, 2007, and November 30, 2007, at the vendor's expense. Any vendor that does not meet the requirements of the control site demonstration will be eliminated from further consideration. All short-listed vendors that meet the requirements of the control site demonstration will be asked to make an oral presentation displaying the company's services and results from the demonstration collection. Oral presentations will be scheduled in January 2008. Expenses incurred for the control site demonstration collection and oral presentation are the responsibility of the vendor; there will be no compensation from ODOT. Requirements related to the control site demonstration collection and oral presentation are as follows. Control Site Demonstration of Data Collection Capabilities Each short-listed vendor will be required to collect pavement data for the outside lane for the specified four control sites. The control sites are mapped and described below. Vendors should contact ODOT to schedule a specific day(s) for collection. An ODOT employee will accompany the vendor's representatives during the collection if requested. Sites may be run up to five times consecutively and up to five runs may be submitted for each control site.

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142 Figure 1. ODOT Control Site Locations The four control sites are each 0.50 mile long and are located on southbound U.S. 81 in Kingfisher County (see Figure 1). Sites 1 and 2 are jointed concrete pavement and are located approximately 4.54 and 6.23 miles north of the Canadian County Line, respectively. Sites 3 and 4 are asphaltic concrete pavements and located approximately 12.62 and 13.50 miles north of Jct. SH-33 in Kingfisher. All of these sites are in the southbound direction and the chainage will be decreasing in the direction of travel. For example, on site 1, chainage will be 5.04 at the north end and 4.54 at the south end. Begin and end points of each control site are marked on the shoulder. Control Site Data Collection Items Each short-listed vendor will be required to present, and will be evaluated on, the following: Video log images. Provide the pavement (downward-facing) and two right-of-way views (one forward and slightly right, one forward and slightly left) for the entire length of each control site. ROW views should be collected and presented at intervals of 0.005 mile (200 images/mile for each view). The Pavement view should provide continuous 100% coverage of the driving lane.

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143 The vendor may choose the resolution of images they wish to submit but all images should be in jpeg format. GPS data. Provide latitude and longitude in degrees and decimals of a degree to 6 decimal places for the beginning of each 0.01-mile interval for the entire length of each control site. IRI data. Provide International Roughness Index in English units for the left and right wheel paths and the average of both wheel paths at a data summary interval of 0.01 mile. Collect IRI according to AASHTO Standard PP37-00, but use data summary interval of 0.01 mile instead of 0.1 km and report in English units. Rut data. For the asphalt control sites, provide Left Rut, Right Rut, Rut Average, Rut Max, and the percent of measurements less than 0.5 inch, in English units, for each 0.01-mile interval. Rut measurements should be taken a maximum of every 10.56 feet longitudinally for a minimum of 5 measurements per wheel path for every 0.01 mile. Collect rutting according to AASHTO Standard PP38-00, but using a minimum of 11 sensors and a data summary interval of 0.01 mile instead of 0.1 km, and reporting in English units. Faulting data. For the jointed concrete control sites, provide the Average Fault, Maximum Fault, number of Faults, and standard deviation for each 0.01 mile interval. Collect faulting according to AASHTO Standard PP38-00, but use a data summary interval of 0.01 mile instead of 0.1 km and report in English units. Geometric data. For each control site, provide longitudinal grade, cross slope, and curve radii in English units for each 0.01-mile interval. Distress data. Provide processed pavement distress ratings for the control sites using the ODOT Distress Rating Manual protocols. Aggregate and report distress data at 0.01-mile intervals. Submit data and video log images to ODOT by December 15, 2007, in Microsoft Excel or Microsoft Access format for comparison with manually collected data for each control site. All data and images will be evaluated for proper format, quality, and accuracy. Advance Software Evaluation Copy Each short-listed vendor will be required to deliver to ODOT a demonstration copy of their video log/pavement distress viewing software by December 15, 2007. This advance demo software should be able to display the video and data for each control site and is intended to allow some user investigation of the software capabilities and features in preparation for the oral presentation.

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144 The advance software demo copy must be accompanied by an explanation of: Licensing requirements for the software and if it is proprietary; The vendor's capability and process to respond to technical questions, database problems, etc.; Whether the vendor provides a help desk for user inquiries; Data storage environment, networking capability, etc. Software must run on the DEPARTMENT's existing computer network. Oral Presentation and Demonstration of Software Using the data collected from the ODOT control sites, each short listed vendor will be required to present, and will be evaluated on, the following with respect to pavement condition data collection and software: Video: Features such as clarity, contrast, consistency, and viewing options. Sensor and Distress Data: Discuss the process used to collect and process sensor data and to rate the visual distresses (i.e., cracking, joint spalling, etc.) on asphalt and concrete pavements and the advantages and limitations of the process. Present information about rater qualifications, training and QC/QA of data. Software: Features such as user-friendliness, functionality, quality, ability to query and display data, and response times. Capabilities for viewing both the images and the processed Pavement Management data. If applicable, demonstrate the software capabilities for offset and height measurement and for creating a library of roadside inventory features. The vendor may demonstrate any enhancements or other features they are capable of collecting, even if not required for the proposal. These may be of locations collected from other than ODOT routes.