Specifications include, but are not limited to: MnDOT is seeking the assistance of a contractor to provide administration, research coordination, technology transfer and information services for the Clear Roads Pooled Fund research program, from approximately July 2023 through June 2025, with an option to extend the contract yearly for up to 3 additional years, as necessary. The successful responder will work closely with MnDOT’s Office of Research and Innovation to support financial tracking, research development and contracting, project oversight and meeting coordination per the applicable Minnesota state business procedures. 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. The goal of this project is to provide all-encompassing support (as described below) of the Clear Roads Pooled Fund project, its members, and constituents. 1. Administration The successful responder will: a. Serve as the primary contact for the Clear Road Project and its sponsors (State Departments of Transportation [DOTs]), partner organizations, Technical Advisory Committee (TAC) members, prospective and selected investigators, and others. b. Host, maintain, post notices to and update as needed, the Clear Roads website. c. Work with MnDOT’s Office of Research and Innovation to track commitments, checks, and transfers and overall budget information for Pooled Fund TPF-5(479). Provide any needed information to support internal MnDOT financial transactions on behalf of the Pooled Fund. d. Establish and maintain regular communication with TAC members via e-mail, phone video/web conference and meetings. e. Work with MnDOT’s Research Services staff to track invoices received in their office, coordinate review and approvals and recommend invoices for processing. f. Develop and maintain an annual summary of progress for the Pooled Fund, capturing all research projects (in progress and completed) and partnership projects. g. Maintain the group’s Operating Procedures, making changes as requested and approved by the TAC. 2. Meetings The successful responder will: a. Schedule and coordinate two face-to-face meetings of the TAC, one each in the spring and in the fall of each year, with the possibility of scheduling and hosting these meetings via a web-based type arrangement if face to face meetings are not being permitted. i. Attend all meetings and assist the Clear Roads Chair, Vice-chair, or Lead Agency Technical contact in facilitating the meetings. Handle meeting logistics, such as conference line reservations, room setup, travel directions and facilities coordination.
