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Recommendations for Transportation Agency Data Procurements

• May 29, 2025

Research Description

Research Idea Description:

Many transportation agencies are having difficulty procuring datasets and data tools to support their planning, operations, and maintenance of the roadway and other modes of transportation. Procurement processes are often outdated, were not designed with data in mind, or are insufficient for the rapidly evolving landscape of data. The following are examples of struggles transportation agencies are experiencing with data procurements: ● Verifying Data and Platforms Meet Needs: Transportation agencies have limited ability to test data and analytics platforms before making large purchases. They face difficulties scaling pilot projects statewide without another procurement, which can take months or years and may not guarantee the selection of the same vendor. ● Unintentional Bias in Attracting and Selecting Vendors: Procurement scoring is often based on the scope of services rather than the value or quality of data provided, which disadvantages smaller vendors. ● Lack of Knowledge/Coordination in Selection Team(s): The evaluation team procuring the data products may be small or lack certain data expertise. It is challenging to provide them with the necessary guidance and support to select the right products for the agency. If not coordinated, various groups within the same transportation agency may procure the same data from the same vendor, leading to higher costs and inefficiencies. ● Barriers due to Existing Rules & Legislation: Varied state laws affect procurement processes. The goal of this research is to provide recommendations that account for these differences and include possible legislative changes to streamline data procurements. ● Data Ownership and Licensing: The sharing of data between entities within the state can vary by contract/vendor. It is important to determine who is allowed to access the data—only the transportation agency or partners such as universities, MPOs, and consultants. Ownership of the intellectual property between vendors and transportation agencies can be complicated depending on the use case.   Research Objectives:

● Understand the state of practice in recent transportation agency data procurements. ● Identify the kinds of data and analytics procured and provide guidance for states on defining use cases they hope to solve with the procurement. ● Identify the challenges faced during procurement. ● Provide lessons learned and recommendations for future procurements. Address how identified challenges can be mitigated. ● Develop strategies for setting up procurement and scoring to attract and select the appropriate vendors. Key Components: ● Conduct a literature review. ● Administer an AASHTO survey. ● Follow up with detailed interviews. ● Reach out to agencies throughout the country, including those in the East, West Coast, Midwest, and South, as well as some who work with coalitions like the Eastern Transportation Coalition (ETC) to procure data and some who do not.

Expected Outcomes:

● A report summarizing the literature review, survey results, current practices, challenges faced, lessons learned, and resources used. ● Synthesis of practical guidance. ● Detailed report outlining best practices, increasing awareness, and helping transportation agencies test data and platforms to better meet needs, attract and select the best vendors, ensure coordination and technical support of selection teams, work within existing rules and legislation, and identify potential improvements. ● Set up contracts to ensure appropriate data ownership and licensing, outlining challenges, best practices/lessons learned, and resources.

Additional Supporting Information

Author of Research Idea: Blake Hansen, PE, PTOE, PMP TRB ACP-10 Data for Operations Subcommittee of the Regional TSMO Committee Co-sponsored by TRB ACP-20 Freeway Operations

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Submitted By

Thomas Jacobs

Center for Advanced Transportation Technology

301-405-7328

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