MnDOT Aerial Roofing and Pavement Assessment

State of Minnesota
REQUEST FOR PROPOSALS (RFP)
PART A: INSTRUCTIONS AND CONTENT
MnDOT Aerial Roofing and Pavement Assessment
MnDOT Contract Number: 1063035
Date Posted: May 13, 2026
1. Responses must be received by MnDOT no later than 2:00PM, Central Time, June 15, 2026. Late responses will
not be considered.
2. This document is available in alternative formats for persons with disabilities by calling Daniel Duffy at 612-877-
1197 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
2. Attachment 2: Exceptions to MnDOT's Terms and Conditions
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. Targeted Group, Economically Disadvantaged and Veteran-owned Small Businesses Preference Form
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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:
Chris Moates, Planning Director
chris.moates@state.mn.us
Use the following as the subject line of your email: MnDOT Contract No. 1063035, MnDOT
Aerial Roofing and Pavement Assessment. Questions must be emailed to the contact person
and received by 2:00PM Central Time on May 27, 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
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 Daniel Duffy, Contract Administrator
and daniel.duffy@state.mn.us
Confirmation
Use the following as the subject line of your email: MnDOT Contract No. 1063035, MnDOT
Aerial Roofing and Pavement Assessment. You must copy:
ProfessionalTechnicalContractForms.dot@state.mn.us on the email.
Proposals must be received by MnDOT no later than 2:00PM, Central Time, on June 15, 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
MnDOT seeks a Contractor to perform aerial infrared thermography and high-resolution visual imagery assessments
to identify moisture intrusion, quantify anomalies, and provide actionable, portfolio-level roof and pavement
condition data.
Primary objectives include detection and prioritization of subsurface moisture anomalies, generation of blended
infrared and visual imagery panels, and development of site-specific and portfolio-level reports that support capital
planning.
2. Scope of Work and Deliverables
The successful responder will complete the following tasks:
2.1. Planning and Compliance
a. Establish and finalize site list, sequencing and acquisition schedule.
b. Ensure full Federal Aviation Regulations (FAA) Part 107 compliance, including night operations authorization
if applicable.
c. Follow Minnesota Government Data Practices Act (Minn. Stat. Ch. 13).
2.2. Acquisition Methodology
a. Daytime solar-noon visual imagery acquisition for baseline imaging.
b. Post-sunset infrared imagery acquisition to capture optimal thermal loading conditions.
c. Use appropriate sensors with thermal sensitivity of 18 mK and high-resolution capability.
2.3. Data Processing and Analysis
a. Secure data handling, backup and laboratory processing.
b. Material-specific processing, contrast optimization and anomaly identification.
c. Review and classification by a Level III thermography analyst.
d. On-site analysis as necessary.
2.4. Site-Level Deliverables
a. Executive summary with key findings.
b. Blended visual+ IR imagery panels.
c. Infrared-only and visual-only image sets.
d. Moisture anomaly quantification by square footage and percentage.
e. Severity ranking (ATS or equivalent)
f. Geospatial layers: orthomosaic, shapefiles, GeoJSON.
g. Quality Assurance and Quality Control (QA/QC) narrative with acquisition and processing details.
2.5. Portfolio Deliverables
a. Portfolio-wide anomaly ranking table.
b. Trigger-point guidance for action planning.
c. Capital planning summary memo.
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3. Quality Management Plan (QMP) and QA/QC Procedures.
The successful responder will develop a project specific QMP that specifies how Contractor will perform QA/QC
activities throughout the duration of the project to ensure delivery of a quality product in a timely manner that
conforms to established contract requirements. The successful responder will be required to submit the project
specific QMP to MnDOT's Project Manager (PM) for approval within five business days of Notice to Proceed.
4. Additional Tasks or Activities
a. Kickoff Meeting
b. Progress check-ins as needed
c. Closeout meeting following final deliverables.
d. The deliverable sequence and expectations will remain in place should this contract transpire to future phases of
the same type of work.
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. The term of this contract is anticipated to be from 06/2026 to 05/2028, with the option
to extend up to an additional three years in increments determined by MnDOT.
2. Instructions for Questions and Answers. All questions must be submitted by email only and received no later than
2:00PM 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 2:00PM Central Time on
5/29/2026.
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 10 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
3. Page limit does not include cover letter or PART B forms
Proposal 2 additional pages 1. Single-sided pages, no larger than 11"x17"
2. These pages are designated for schedules and/or maps only. If
used for any content other than schedules/maps, the pages
will not be reviewed
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
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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 Responder 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; and
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 can be provided in a separate Attachment.
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.
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.
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.
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.
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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, both a PDF and Microsoft Excel version, in separate electronic files, 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 RFP 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%.
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.
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8. License Agreements, Maintenance Agreements, or Other Terms and Conditions
8.1 MnDOT may require Responder to 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 will be required
prior to contract execution. In the event Responder fails to comply with a request under 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 both PDF and Excel Format)

Signed Attachment 1: Responder Declarations

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

Completed, signed Attachment 3: Responder Forms, including:

Conflict of Interest Checklist and Disclosure Form

Resident Vendor Form

Workforce and Equal Pay Declaration Form

Targeted Group, Economically Disadvantaged and Veteran-owned Small Businesses

Preference Form
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